MCTS-eMAnufacturing: Materials MAnagement...

This exercise will teach you how to add a record to your Purchasing Miscellaneous Charge master file. These are the miscellaneous charges that could possibly be added to any POs you can create. Note that these are not the same as the miscellaneous charges you set up through the Order Management module.

1) From the Materials Management, select Purchase Management, Master File Maintenance, and Miscellaneous Charge/Credit.

2) The Purchase Miscellaneous Charges browser appears. For this exercise you want to add a new miscellaneous charge. Go to Edit, select Add.

3) The Miscellaneous Charges Maintenance dialog program appears.

4) In the Charge ID field enter the ID by which you would like to identify the new miscellaneous charge. For this exercise, enter your initials as the ID.

5) In the Description field enter a brief description of the new Miscellaneous Charge. For this exercise, enter <your name>'s Charge as the description.

6) The Account field defines the account in your general ledger that will be charged by default when you apply this miscellaneous charge to a PO. For this exercise, enter any appropriate expense account that has been defined in the Vantage training database, such as account 30-1000-00.

7) Then, specify Products as the Tax Category.

8) Click OK to save this record and return to the Purchasing Miscellaneous Charges browser.

9) To exit the program, go to File, select Exit from the menu.

Entering Purchase Orders

In this exercise you will create a purchase order for raw materials. The material you will purchase, part SS-125, will be stored in your inventory rather than immediately used for a specific job.

1) From the Materials Management menu, select Purchasing Management, General Operations, and then Purchase Order Entry.

2) The initial Purchase Order Entry window will appear:

Note: In practice you may need to run the Time-Phased Materials Report or the Part Tracker's Time-Phased function before creating purchase orders in order to determine which materials you need and when you need them. However, for this exercise presume that you know you need more of part SS-125.

3) For this exercise you want to add a PO. Go to Order, Select Add Order. The PO Header Maintenance window will appear. This is where you enter basic information about the PO you are creating. Note the Order field. The PO number for an order is calculated automatically by the system. In the Order Date field enter the date of the PO. For this exercise, leave this date at its default setting, the current date.

4) Enter the Vendor ID of the vendor from whom you would like to purchase part SS-125 in the Vendor field. In this case the vendor from whom you buy part SS-125 is ABC Metals, whose vendor ID is ABCM. When you enter ABC's Vendor ID in the Vendor field and <ENTER>, the remaining vendor information will be filled in automatically. This is defined in the Vendor master file.

Tab to the Attn field. This field identifies the person at this vendor who is your contact for this PO. For this exercise, say you want to add a contact for this vendor. Select <Add> from the Attn field's drop-down list.

The Contact Maintenance dialog box will appear:

5) In the Name field enter the name of the new contact. For this exercise, say that your oldest cousin works at ABC metals. Enter your oldest cousin's name in the Name field. In the Function field, enter the contact's job at this vendor. For this exercise, enter Sales Rep. In the Phone and Fax fields enter the contact's phone and fax numbers. For this exercise, leave the Primary Contact field unmarked. Then click OK to return to the Purchase Order Heading Maintenance window.

6) Examine the Ship To fields. This indicates where you want the items you are ordering shipped. By default, this is your company's address. For this exercise, leave these fields at their default settings. You could, however, select either another vendor or one of your customers as the shipping destination for the order by using the Vendor Addresses and Customer Addresses functions.

7) For this exercise, use the drop-down lists to enter any existing Purchasing Terms and Shipping Via methods as the terms and Ship Via for the PO. If you created your own Purchasing Terms or Ship Via method in the Setting Up Purchasing Terms Records or Setting Up Ship Via Records lessons, you may want to use those for this PO.

8) In the FOB field enter Our Dock. Leave the Prepaid freight field unmarked.

9) The Currency field should be set to US Dollars. The Lock and Exchange Rate fields will be disabled because you do not need to set an exchange rate when trading in your base currency.

Note: For more on currency management functions and their relationship to Vantage programs, see the tutorial and exercises for the Currency Management module.

10) Use the Buyer field's drop-down list to select a buyer. Your own user name should appear in the Entered field.

11) Review the PO header information. Verify that everything seems correct. Then click OK. You will return to the initial PO Entry screen and the PO you just created will be entered in the PO field.

11) You now need to enter the line items for the PO. These identify the specific items you want to purchase. The PO you will generate in this exercise includes only one line item. To add this line, go to Line, select Add. The Purchase Order Line Maintenance window appears:

12) Select Inventory/Other as the Buy For option. If you were buying the item to be used as a material sequence number for a specific job you would mark the Material option and fill in the relevant job, assembly, and material sequence numbers. If you were buying subcontract services you would mark the Subcontract Operation option and fill in the relevant job, assembly, and operation sequence numbers. In this case, you want to receive the item into your inventory. Even though you choose here whether to buy the part for inventory or for a specific job, you can change your mind when the part arrives.

13) Enter the part number of the part you want to purchase in the Part field. Use the search function if necessary. For this exercise the part you are purchasing is number SS-125. When you enter the part number, the remaining part information fields are filled automatically. This information is retrieved from the Part Master record for this part.

14) In the Due Date field enter a date of three weeks from today by right-clicking your mouse to produce a calendar. This is the date by which you would like the material to arrive.

15) You then need to enter the quantity you are buying and the unit cost. Note that there are two separate quantities, the Our Qty and the Vendor Qty. Highlight the item under the Release section, click on Update button on the right hand side of the window.

16) For this exercise, say that you stock the material in sheets and purchase it in pounds. Each sheet weighs 200lbs. 200 should be entered in the Factor field. Enter 10 in the Our Qty field and SH in the Our Qty field's unit of measure. The vendor quantity of 2000 will be calculated automatically based on the factor. Enter LB as the Vendor Qty field's unit of measure.

17) For this exercise, say that ABC charges $1.55 per pound. Enter 1.55 as the Unit Cost. Often you would find this information on a vendor's quote. The Extended Cost, which is the cost for the entire quantity of the part, will be calculated automatically. Note that the default entries for all these fields were retrieved from the part master file.

18) Notice that when you enter a quantity, a release is created in the Releases browser. For this exercise, you will only create this one release. If you wanted to create additional releases, you would click the Add button in the Releases browser and then define the quantity and due date for the release. The quantity for the line would be calculated as the sum of these release quantities.

19) Leave the Taxable box unchecked for this exercise.

20) For this exercise, do not worry about the Comments, Misc. Charges, Substitute Parts, or Price Breaks functions. For more information on these functions, see Vantage Help.

21) Select OK to save this detail line and to return to the initial PO Entry window.

22) You now need to print the PO so that you can send it to the vendor. Click the Print button. Choose to preview the printed PO. Does everything seem correct? Click the print button at the bottom of the Print Preview window to actually print this PO on your printer.

23) To Exit from Purchase Order Entry go to File, select Exit.

Entering PO Receipts

This exercise will teach you how to receive purchased items into your business. For this exercise you will receive the items you ordered from ABC Metals in the Purchasing Raw Materials exercise. Presume that it is several days later. Your PO has been received at ABC Metals, they have filled your order, and they have shipped the parts to your door.

1) From the Materials Management menu, Select Shipping Receiving, General Operations, and then Receipt Entry.

2) The initial Receipt Entry window appears:

3) You want to add a receipt record. Go to Receipt, select Add. The Receipt Heading Entry window appears.

4) Enter the vendor and purchase point ID of the vendor and vendor purchase point from whom you are receiving this shipment. For this exercise, enter ABCM, ABC Metals' vendor ID, in the Vendor field. In the Packing Slip field enter the number from ABC's packing slip. For this exercise, enter 1234455 as the packing slip number. For this exercise, leave the remaining fields at their default settings. For more information on these fields, see Vantage Help. .

Note: If more than one person will be using this exercise on the same database, enter 123-<your birth date>.

5) Click OK to return to the initial Receipt Entry window.

6) You now need to enter the lines of the packing slip. These define exactly what you received. For this exercise, you are receiving the items you ordered in the Creating a PO exercise. Go to Line, select Purchase Order Receipt.

5) Tab to the PO/Line fields. In these fields enter the PO number and line number of the PO you created in the Entering Purchase Orders exercise and the line number corresponding to the material you are now receiving. Since this PO only had one line, the line number is most likely 1. Enter the release number of the release you are now receiving in the Rel # field. In this case, you should receive release 1. When you enter the PO and line, the outstanding quantity in both your unit of measure and the vendor's unit of measure will be displayed. For this exercise, the outstanding quantity should be 10 sheets (your unit of measure) and 2000 pounds (the vendor's unit of measure).

Also note that when you entered the PO information, the Receive To setting was marked as Stock by default. This is because when you created this PO line you specified Inventory/Other as the Buy For option.

6) Enter the amount you are receiving in the Receiving section's Vendor Qty field. In this case, say that ABC shipped the entire quantity, 10 sheets. The Our Quantity will be calculated automatically when you enter the Vendor Qty. Leave the Our Quantity as this default quantity.

7) Make sure the Received Complete toggle box is marked, since the quantity received is the same as the quantity you ordered.

8) For this exercise ignore the Job section of the window. You are unable to enter anything in these fields, since you are receiving this shipment into your stock, rather than to a specific job.

9) Tab to the Stock Location fields and enter the warehouse and bin to which you are receiving the shipment. For this exercise, enter the Minneapolis Warehouse, Bin B2. Since this is a dimension-tracked part, you will also need to select the dimension that you are transferring. For this exercise, select the Full Sheet dimension from the drop-down list. If this were a lot-tracked part, you would also need to enter the lot you are receiving.

10) The Part section identifies the part you are receiving. The default part number and description is the part number and description you entered when you created the PO in the Purchasing Raw Materials exercise. For this exercise, leave these as this default part, part SS-125.

11) The Stock Location section identifies the warehouse you are receiving parts into.

11) Click OK to save the line and return to the initial receipt entry screen.

12) To exit the program go to File, select Exit.

Use this exercise to learn how to issue raw materials from your inventory to a job material record. The job material record you will use in this exercise is the sheet metal material from the job you created in the Planning and Scheduling a Job exercise.

1) From the Materials Management menu, select Inventory Management, General Operations, and then Issues to Mfg.

Note: This tutorial does not include separate exercises for issuing items from your inventory to a job assembly record or to a miscellaneous location. The procedure you will practice in this lesson is essentially the same for each of these types of issue transactions.

2) A window with three large buttons appears.

The current date is entered in the Date field by default. For this exercise, do not change this default. In the Job Number field, enter the job number of the job you are doing for Dalton. Use the search function to select that job if necessary.

3) In the Asm and Seq fields enter the assembly sequence number of the assembly for which you are issuing this material and the material sequence number that identifies the material that you are issuing. For this exercise, the assembly and material sequence numbers should be 0 and 10. If you don't know these numbers, use the appropriate search function.

4) Notice that once you enter a job, assembly, and material sequence, the remaining fields in the window are filled with information from the job material record. Pay particular attention to the Part Number field in the Material section of the window. This identifies the part from your inventory that you are issuing to the job material record. The default comes from the job material record. For this exercise, it should be part SS-125, a sheet metal part predefined in your Vantage training database. For this exercise, leave it as this default setting.

5) Enter the quantity of the material that you would like to issue in the Quantity field. For this exercise, issue the entire quantity remaining to be issued. This is the default issue quantity. Mark the Issued Complete box to indicate that this issue means that you have issued the entire quantity of the material to the job.

6) Are the Dimension or Lot Number fields enabled? If so, you will need to enter a dimension or lot for this part. Select a dimension or lot from the drop-down lists. These fields are only enabled if the Track Dimensions or Track Lots fields are marked for this part in the part master maintenance screen.

7) In the Warehouse and Bin fields enter the location from which you are issuing this part to this material record. For this exercise, use the default setting, Bin 1 of the Minneapolis warehouse.

8) Click OK to save this transaction. You will return to the initial Inventory Issues to Manufacturing window.

9) In the Warehouse and Bin fields enter the location from which you are issuing this part to this material record. For this exercise, use the default setting, Bin 1 of the Minneapolis warehouse.

10) Click OK to save this transaction. You will return to the initial Inventory Issues to Manufacturing window.

11) Select the Log menu option. The Material Transaction Log appears. This is a record of all material issues. The issue transaction you just created should be the top record in this log. Click Close to close the log. Go to File, select Exit to leave program.

Entering Receipts From a Job

This exercise will teach you how to receive manufactured items into your inventory. The item you will use in this exercise is the part you are making in the job you created in the Planning, Scheduling, and Releasing a Job exercise.

Note: Through this exercise you will receive a quantity of a part from a job into inventory even though you have not yet completed building that quantity. You may want to repeat this exercise later after actually completing the part.

1) From the Materials Management menu, select Inventory Management, then General Operations, and then Receipts from Mfg.

2) The Inventory Receipts from Mfg. browser will appear listing all open jobs:

3) From the browser of open jobs find the job from which you want to receive items into your inventory. Use the Start At prompt to locate this job. For this exercise, highlight the job you created in the Planning, Scheduling, and Releasing a Job exercise. When that job is highlighted in the browser, go to Receive, select Assembly. The Inventory Receipts from Assemblies window will appear. This screen is where you define the item, the quantity, the costs, and the location of the received items.

Note: This tutorial does not include a separate exercise to teach you how to receive the salvaged material from a job into your inventory. The procedure you will practice in this lesson is essentially the same for that type of receipt.

4) Note that the job you selected is entered in the screen. You still must select the specific assembly from this part that you are receiving into your inventory. For this exercise, enter "0" as the assembly--for this exercise you are receiving a quantity of the finished part into your inventory. If you wanted to receive a subassembly into your inventory, you could use the search function to select that specific assembly.

5) Leave the Date as the current date. In the Quantity field enter the quantity that you are receiving. Note that the quantity that has been completed for this assembly is listed in the Job/Part section of the screen for your reference. If no quantity has yet been completed, a question mark (?) appears in the Qty Completed field. For this exercise, you are receiving 10 pieces. Enter that number in the Quantity field.

Note: For this exercise, you very likely have not completed any quantity of the part. In practice, you probably would not want to receive more than you have completed. For this exercise, however, enter a quantity of 10 even though it has not been completed.

6) You need to enter the location where you are receiving the assembly. For this exercise, choose any warehouse and bin in which this part has been set up, such as the Minneapolis Warehouse, bin 1.

7) The Costs section of this screen is where you define the cost of the item in your inventory. The default costs are the costs of the part in the Part master file. This is either the last, first, or average costs of the part, depending on the costing method defined for the part. For this exercise, leave these costs at these defaults. If you wanted to, you could use the Get Job Costs function to set the inventory costs at the current job costs for this part.

Note: Since for this exercise you probably have not completed any of the parts, the job costs may still be undefined. You should therefore not use the Get Job Costs function for this exercise. In actual practice you should pay close attention to the costs of the parts you are receiving, since they define the value of the parts. You should use the Get Job Costs function whenever possible and then make any modifications manually.

8) Click OK to save this transaction. You will return to the initial Inventory Receipts from Manufacturing window.

9) Select the Log menu option. The Material Transaction Log appears. The receipt transaction you just created should be the top record in this log. Click Close to close the log. Select Exit from the File menu to exit the program.

Shipping an Order

This exercise will teach you how to ship completed items to a customer. In this exercise you will ship a portion of the release you created for Dalton.

1) From the Materials Management menu, select Shipping/Receiving, and then General Operations, and then Customer Shipment Entry.

Note: This tutorial does not include a separate exercise for shipping items to subcontractors. The procedures you will practice in this exercise are quite similar to those you will use to ship items to a Subcontractor. To ship items to a subcontractor, use the Subcontractor Shipment Entry program.

2) The Customer Shipment window appears:

3) You want to add a shipping record. Go to Header, select Add. The Packing Slip Header Maintenance window appears:

4) The Packing Slip Header Maintenance window is where you enter basic information about the items you are shipping. In this screen's Order field, enter the number of the sales order that you are shipping. This is the order you created in the Creating Sales Orders exercise. To find the order, use the search function. In the search, you might want to sort the orders by customer name or ID and then highlight Dalton Manufacturing in the browser of customers. The browser of orders will then only display the orders for Dalton.

Once you enter the order number in the Packing Slip Header window, the shipping and billing addresses for the order will be retrieved automatically.

5) Use the Ship Via field's drop-down list to select a shipping method for this shipment. Enter the current date in the Ship Date field.

6) Click the Comments button. The comments window appears. In this window enter any comments that you want printed on the packing slip. For example, you may want to enter the shipping company's shipping number as comments. For this exercise, enter Manny: Enclosed are the parts that you requested. Contact me if you have any questions. <your name>.

7) Click OK to exit the Comments window. Then click OK to exit the Packing Slip Header Maintenance window.

8) You now need to enter line items for this packing slip to specify what you are shipping. Go to Line, select Add. The Shipping Detail Maintenance window appears:

9) The Line field is actually two separate fields. These are for the order line and releases that you want to ship. Use the search function to select line 1, release 1.

10) When you enter this order line and release, the part number, description, and other part information is retrieved from the order record. For this exercise, do not change these.

11) Tab to the Inventory Ship Qty field. This is where you define the quantity of this release that you are shipping from your stock. For this exercise, you are shipping all ten of the pieces from your stock. Enter 10 as the Inventory Ship Quantity. Then enter the warehouse and bin you are shipping this item from. For this exercise, select the Minneapolis warehouse, Bin B2.

12) Tab to the Manufacturing Ship Qty field. This is where you define the quantity of this release that you want shipped directly from a production job. Since this order was originally marked as an order you wanted to make, the entire quantity of the release--in this case, 500 pieces--is the default manufacturing shipped quantity. For this exercise, change this to zero.

13) Tab to the Shipped Complete toggle box. This is where you define if this shipment means that this release is completely shipped. For this exercise, make sure this toggle box is not marked. This shipment does not mean that the release is completely shipped--you are only shipping a portion of the release.

14) In the Number of Pkgs. field enter the number of packages that this shipment requires. This number controls the number of packing labels that will be printed for this shipment. For this exercise, enter 1. Enter any values in the Classification and Weight fields.

15) Click OK to return to the initial Customer Shipment window. Notice that the Ready to Invoice toggle box is not yet marked. This will be marked automatically when you print the packing slips for this shipment.

16) To print the shipping documents, go to File, select Print. The Print Packing Slips/Labels window appears. Select Packing Slips as the print option. Do not mark the Print Preview option--you want to actually print the packing slip. Then click OK. The printer dialog box appears. Click Print to print the packing slip.

17) Once the shipping documents are printed, you will be asked if the packing slip should be ready to invoice. Select Yes at this message. The Ready to Invoice toggle box for the packing slip will be marked. This means that this packing slip will be retrieved by the A/R Invoice Entry program's Get Shipments function.

Note: A/R Invoice Entry's Get Shipments function only is operational if the Save Shipments for Invoicing toggle box is marked in your system configuration for the A/R module. This is initially marked for the Vantage Company shipped with your Vantage training database.

18) Select Exit from the File menu to exit the program.