Data You Need
Before using the Work Order module, have the following information assembled and available for use:
• Your General Ledger Chart of Accounts
• A list of work center locations, including the number of employees and number of standard hours available per week at each location
• A list of operations to be performed, including cost and overhead calculations and general ledger production cost accounts
• A list of employees (optional), including labor rates and social security numbers
• A list of labor crews (optional), including the employees in each crew • A calendar of days when the entire shop is closed
• A calendar for each work center with exceptions to the shop calendar • A list of tools to be used during operations (optional)
To obtain correct information from your Work Order module, you must first bring it up to date with your existing work order system.
Because the Inventory Management module is integrated with Work Order, it may be impractical to bring the system up to date and reconstruct the original material cost information that should have been recorded. If you have installed the Inventory Management module, it is difficult to record past material issue transactions for work orders without affecting the current inventory balances.
The easiest and most effective way to convert the Work Order module is to enter only new work orders into the system. Do not record any transactions related to preexisting work orders using the Work Order module. You can use the Inventory Management module or the Bill of Materials module to record issues and receipts related to these work orders. For labor and miscellaneous expenses, the general ledger can be adjusted directly using General Ledger General Journal Entry. If the duration of your work orders is short, you can quickly complete the conversion process after all of the preexisting work orders are completed.
Conversion Process
Complete the following process to ensure that your current accounting system is in balance.
To convert your existing work order system
1 In Work Order Options, clear the General Ledger check box to prevent any postings being made to the general ledger while entering
conversion information.
2 Enter all open work orders using Work Order Entry.
3 Enter all transactions recorded for open work orders using Work Order Transaction Entry. Material costs may not be the same as the original costs.
4 Print the Work Order Transaction Journal, and perform the update.
5 Print the Open Work Order Report to verify the information recorded. If adjustments are necessary, repeat steps 3 and 4.
6 Print the Work in Process Recap report to verify the information recorded and to reconcile to the general ledger.
7 If you are entering material transactions for existing work orders, you can freeze inventory and perform a physical count and physical count entry without updating. Updating the Physical Count Variance Register should be performed only after all material issue transactions are recorded for existing work orders. Adjustments made during the Physical Count Variance Register update are recorded as physical adjustments in the Inventory Management Detail Transaction file. The Inventory Adjustment account in each item's product line is used to offset the Inventory account posting, unless the General Ledger check box is cleared in Inventory Management Options during the update process.
8 Perform the physical inventory process to update the quantity-on-hand information in inventory. This step should be performed after all material issue transactions have been recorded for open work orders. You are ready to begin using your Work Order module.
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about this guide1 accessing
Help system44 modules using
Address Bar toolbar12 Find Tasks toolbar12 keyboard26
Module Menus toolbar22 Modules menu21 My Tasks24 system tray22 Tree View23 tasks using My Tasks24 system tray22 accounting date, changing56 Accounts Payable
conversion process132 data you need131 sales tax example124 setup wizard131 Accounts Receivable
conversion process135 data you need134 sales tax example120 setup wizard134 adding
buttons60 private tasks58 Address Bar toolbar12
Advanced Lookup Engine, See lookup ALE, See lookup
assistance, See getting help
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Bank Reconciliation, conversion process137 Bar Code, data you need138
Batch Faxing91 batch faxing91 Bill of Materials
conversion process139 data you need138 setup wizard138
Business Insights Dashboard page14
buttons adding60 deleting62 renaming62 samples36
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user password55 Collapsed View, Desktop18 Common Information
data you need140 setup wizard140 company
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opening task in secondary63 Contents tab, Help46
converting to a Sage 100 ERP system130 Accounts Payable
conversion process132 data you need131 setup wizard131 Accounts Receivable
conversion process134 data you need134 setup wizard134
Bank Reconciliation, conversion process137
Bar Code, data you need138 Bill of Materials
conversion process139 data you need138 setup wizard138 Common Information data you need140 setup wizard140 eBusiness Manager
data you need141 setup wizard140
(continued)
Electronic Reporting, data you need141 General Ledger
conversion process142 data you need142 setup wizard141 Inventory Management
conversion process143 data you need143 setup wizard143 Job Cost
conversion process145 data you need145
Material Requirements Planning, data you need147
Payroll
converting beginning of calendar year148
converting middle calendar year149
data you need148 Purchase Order
conversion process152 data you need151 setup wizard151 Sales Order
conversion process154 data you need153 setup wizard153 Work Order
conversion process156 data you need155 creating lookup field75 view71 private tasks58 Custom toolbar buttons adding60 deleting62 renaming62 overview12 sample12 Custom toolbar60 forms98 graphical99 nongraphical103 lookup view71 report setting107
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date, changing accounting56 deferred printing, using83 defining lookup filters68 report formats92 deleting buttons62 lookup filters70 Desktop accessing modules21 accessing tasks65 menu bar8 My Tasks24 overview6 Status Bar8
system tray sample22 Tasks tab8
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Collapsed View sample18 Detail View sample17 Minimized View sample19 Modules and Tasks View
Desktop (continued) Web page samples
Business Insights Dashboard14 Feature Tours15
Information Center13 Resources14 window sample7 Detail View, Desktop17
Dot-Matrix printers, setting printing prefer- ences for96
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eBusiness Manager data you need141 setup wizard140
Electronic Reporting, data you need141 e-mail, sending91
error information129
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General Ledger conversion process142 data you need142 setup wizard141 getting help customer support49 feature tours50 Help system44 methods43 Read Me files5Supported Platform Matrices5 graphic conventions2 graphical forms customizing99 sample102
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Installation and System Administrator’s Guide4
Inventory Management conversion process143 data you need143 setup wizard143
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Job Cost
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keyboard shortcuts
entering data with36 navigating with36 keystrokes, navigating with36
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accessing My Tasks from desktop65 changing accounting date56 company52 module57 user54 user password55 creating private tasks58 report setting107 customizing Custom toolbar60 forms98 graphical forms99 nongraphical forms103 defining formats for standard
reports92
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printing forms and reports78 setting up sales tax information109 using
Lookup’s advanced features71 Lookup’s basic features66 listing, printing78 lookup creating field75 view71 deleting filters70 exporting data to Excel77 filtering68
modifying lookup field76 overview34
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accessing from desktop65 drag and drop private tasks59 menu24
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navigating with buttons and keystrokes36 new features5 nongraphical forms customizing103 sample106
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converting middle of calendar year149 data you need148
printers, Dot-Matrix96 printing
printing (continued) reports78 sending faxes90
setting preferences for Dot-Matrix printers96
private tasks, creating59 procedures, learning common52 Purchase Order
conversion process152 data you need151 setup wizard151
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questions, See getting help
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Read Me files5 renaming buttons62 report setting, creating107 reports
creating report setting107 defer printing83 defining formats92 e-mailing87, 91 exporting87 faxing91 printing78 printing deferred85 printing to file87 sending faxes90 storing as PDFs91 Resources page14
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Sales Order conversion process154 data you need153 setup wizard153 sales tax, See tax searching in lookup67secondary company, opening task in63 selecting record using lookup66 sending faxes90 Standard toolbar overview11 sample11 Status Bar8 support, customer49
Supported Platform Matrices5 system messages
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System Startup, converting to a Sage 100 ERP system130
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Business Insights Dashboard14 Desktop13
Feature Tours15 Information Center13 Resources14 web page samples
Feature Tours13 What’s New page14 when to use help44 window samples data entry27 Desktop7 dialog box33 feature tours50 Help topic48 line entry28, 30 lookup34 My Tasks24 system message128 system tray22 Tree View23 Work Order conversion process156 data you need155