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Epicor ® Eclipse™ 8.7.2 Online Help System
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Table of Contents
Work Order Management Overview ... 1
Work Order Entry ... 1
Work Order Maintenance ... 1
Setup Requirements for Work Order Management ... 2
Control Maintenance Records ... 2
Authorization Keys ... 2
Product Maintenance ... 3
Vendor Maintenance ... 3
Work Order Entry ... 3
Form and Printer Setup ... 3
Creating Vendor Records for Service Processes ... 4
Creating G/L Accounts for Work Orders ... 6
Determining Work Order Product Price and Cost Methods ... 8
Attaching Work Order Templates to Finished Products ... 9
Attaching Serial Numbers to Work Order Finished Products ... 11
Entering Work Orders ... 13
Inserting and Deleting Work Order Steps ... 15
Adding Materials to Work Order Steps ... 16
Moving Material Between Work Order Steps ... 17
Work Order Entry Status Codes... 18
Reviewing Open Work Orders ... 19
About Calculated Costs on Work Orders ... 21
Auto-Reconciling Work Orders ... 22
Reconciling By Step ... 22
Reconciling by In/Out Quantities ... 22
Processing Costs and Units of Measure ... 23
Example 1: Reconciling By Step ... 23
Example 2: Reconciling By Quantities ... 24
Handling Finished Goods Costs on Work Orders ... 26
Handling Outgoing Material Costs on Work Orders ... 27
Adding Freight and Handling Charges to Work Orders ... 28
Copying Work Orders ... 29
Canceling Work Orders ... 32
Adding Comments to Work Order Processes ... 33
Attaching Serial Numbers to Work Order Finished Products ... 35
Matching Vendor Invoices to Work Orders ... 37
Reviewing Work Order Material Shipment Information ... 38
Reviewing Suggested Work Orders ... 40
Converting Suggested Work Orders ... 42
Recalculating Products and Lines on Suggested Work Orders ... 43
Creating Work Order Templates ... 44
Running the Work Order Product Report ... 45
Running the Work Order Template Report ... 46
Running the Work Order Summary Report ... 47
Running the Work Order Holding Report ... 48
Using the Work Order Posting Date Utility ... 49
Work Order Management Overview
Work Order Management facilitates the process of modifying products from their original form into a more useful form, based on customer requirements. Work Order Entry helps you create work orders for this special processing on products. This processing includes combining current products into a finished product, such as assembling circuit boards, or altering a product for final delivery, such as custom painting.
Work Order Entry
Work order entry is the process of creating a record of processes that need to be completed to modify the product: define the steps required in the process, who performs them, and how long completing each step takes. In addition, if you are not processing the order in-house, accounting for the vendor's setup and processing costs. If the customer has repeat orders for this product, create a template for the process. You must have authorization to enter work orders and your views in order entry are restricted based on your authorization. In addition, the finished product has a product record. You cannot process the order without a finished product.
Work Order Maintenance
Setup Requirements for Work Order Management
Following are the control maintenance records and authorization keys used for work order management, along with additional setup requirements.
Control Maintenance Records
Set the following control maintenance records: • Auto Reconcile Work Orders
• Display Process Comments In Work Order Processing Body • Method For Calculating Process Qty For Work Orders • Re-Sort Work Order Items When Closed For Branch • Update Cost On Sales Order from Tagged Work Order • Update Cost On Work Order From Tagged Purchase Order • Update Cost On Work Order From Tagged Transfer Order • Valid Vendor Work Order Processing Codes
• Work Order Processing Branch Selection
• Work Order Processing Default Write-Off Account • Work Order Processing Pricing Override Vendor • Work Order Processing Prompt For Multiplier Quantity
Authorization Keys
• WOE.PIL.DAYS.OVRD • WOE.WRITER.EDIT
Product Maintenance
Create records for the finished products in Product Maintenance. • In the Buy Line field, enter the service vendor's buy line.
• If you want the system to calculate demand for the finished product, set up the item with a status of Stock.
• After you create the work order template, verify that the product price on the price sheet matches the finished product price on the template.
Note: You can set up the products as kits or assign individual prices, as needed.
Attach work order templates to finished products, as needed. Determine work order product price and cost methods. Attach serial numbers to finished products.
Vendor Maintenance
Create service vendor records in Vendor Maintenance.
Work Order Entry
Create work order templates for often used processes, as needed.
Form and Printer Setup
You must do the following to print work orders: • Define the Work Order form.
Creating Vendor Records for Service Processes
When creating work orders, the system requires a vendor to complete the order. All vendors are valid, however, if you process any work order steps in-house, a vendor must be created for your company's service process. For example, you may send out products that need to be painted, but you assemble or cut products at your warehouse. Use a current vendor to enter the painting step on a work order, but create an internal vendor for the assembly step. Use Vendor Work Order Processing Maintenance to assign default values for the vendor's setup and process costs per process.
To create a vendor record for a service process:
1. From the Maintenance menu, select Vendor to display the Vendor Maintenance window. 2. Create a vendor record. If this is an internal vendor, in the Name field, enter a vendor that
describes the internal process to perform, for example, Assembly Vendor - In House. 3. From the Orders menu, select Work Order Processing Maintenance to display the Vendor
Work Order Processing Maintenance.
4. Complete any of the following fields, as needed, for each vendor process:
Note: Leave any field blank that has a value that changes depending on the type of material modified.
Column Description
Process A description of the work to perform, such as Assembly or Painting. Select from the validated list. Setup your processes using the Valid Vendor Work Order Processing Codes control maintenance record.
Days The number of days required to complete the step. The default value is 2.
Setup Cost A dollar amount that identifies any costs incurred in preparation for processing one unit of the product.
Process Cost A dollar amount that identifies any labor or other costs incurred during the process per specified unit of measure.
UM The proportions of a specific item as it is costed for processing. These values include:
• ea - Cost per each unit. • C - Cost per 100 units. • M - Cost per 1000 units. • Wt - Cost per pound.
• Lot - Cost for entire order. This is the default. 5. Save the information and return to the Vendor Maintenance window.
6. From the Additional menu, select Additional Vendor Information to display the Additional Vendor Information window.
7. If you created an internal vendor, do the following:
Note: Never assign an override G/L account number to an external vendor, as a payable is involved.
8. Save your changes and exit the dialog box.
9. If prompted that no active branches or territories are assigned, select Yes to display the Accessible Branches window and assign branches and territories to the vendor.
Creating G/L Accounts for Work Orders
Schedule the Change Posting Date For Inprocess Work Orders driver in the phantom scheduler. If any of your company's value-added processes are internal, you must set up a G/L Work Order Entry override account. You can assign this account number to your value-added department.
• Create G/L override accounts:
1. From the G/L > G/L Maintenance menu, select G/L Account Maintenance to display the G/L Account Maintenance window.
2. In the Account field, type a brief description of the account. 3. Press Enter to display a list of accounts matching your description.
If the account you want does not appear in the list, select New and press Enter to return to the G/L Account Maintenance screen.
4. In the Full Description field, enter the description you first entered in the Account field. 5. In the Short Description field, edit the description to shorten it, if needed.
6. In the Internal Description field, enter any identifying description for internal use, if needed.
7. In the Key Words field, enter any other descriptive words to assist you in identifying the account.
8. Select the Asset or Expense option.
9. Deselect the A/P Adjustment Allowed check box. 10. Save the information and exit the window.
• Set up any remaining G/L accounts:
Set up the following accounts to keep the G/L balance correct. 1. Create each of the following accounts in G/L maintenance:
Account Use
Work Order Holding Asset/Balance Sheet Clear Work Orders to Inventory Asset/Income Statement Work Order Purchasing Asset/Income Statement Work Order Freight In Billable Asset/Income Statement Work Order Handling In Billable Asset/Income Statement Labor Offset Account(s) Asset/Income Statement Work Order Write-off Asset/Income Statement
2. Assign the following accounts to the accounts for Auto Posting:
Account Use
~*Default Work Order Purchases Work Order Purchasing 3. G/L Account for Write-off
• Populate the Work Order Processing Default Write-Off Accountcontrol maintenance record with the Work Order Write-off G/L account number.
Determining Work Order Product Price and Cost Methods
Before using template, you should indicate how the system should calculate the selling price and cost for a finished product on a work order template.The system determines the cost of a finished product based on the individual component products' price sheets and not the cost listed on the work order. The system uses the cost of each component to sum up the full finished product's cost. For example, you have a finished product for a kitchen sink. The sink contains a faucet ($40.00), a basin ($175.00), a disposal ($75.00), and the drain pipes ($50.00). When the kitchen sink is listed on the sales order, the system calculates the cost to be $340.00.
To select when the system should consider a product part of the process quantity, use the Method For Calculating Process Qty For Work Orders control maintenance record. By default, the system waits for material to be moved In to Stock before using it to calculate process quantity.
To determine the selling price and cost for a work order product:
1. From the Maintenance menu, select Product to display the Product Maintenance window. 2. Select a value-add product record.
3. From the Additional Data menu, select Work Order Processing to display the Work Order Processing Maintenance dialog box.
4. In the Calculate Sell Method and Calculate Cost Method fields, enter the methods to use to determine the selling price of the item:
• Select the Use Assembled Product Price method to calculate each method based on the price assigned to the finished product. The pricing group assigns this price to the local price basis name that corresponds to the DFLT-LIST global price basis name on the Product Price Sheet Maintenance screen.
• Select the Use Sum of Component Prices method to calculate each method based on the sum of the prices of each component used in the production of the product.
Attaching Work Order Templates to Finished Products
If you always use the same work order process to produce a specific finished product, you can create a work order template and attach it to a finished work order product. When you do this, each time a customer reorders the finished product, the system uses the assigned work order template to create the work order. You can then adjust the quantities, materials, or steps, as needed.
Important: A product must have a template assigned in order for products to display on the Suggested Work Order Queue.
To attach a work order template to a finished product:
1. From the Maintenance menu, select Product to display the Product Maintenance and select a product record.
2. From the Additional Data menu, select Work Order Processing to display Work Order Processing Maintenance.
3. In the Template ID field, enter the work order template number the system should use to create the finished product.
If a template has already been used to create a work order for this product, the system populates this field with that number.
4. In the Calculate Sell Method field, select one of the following:
• Use Assembled Product Price - Uses the assigned product price for the finished product. • Use Sum of Component Prices - Uses the combined total price for each product contained in
the finished product.
Note: This field must be set to the Use Sum of Component Prices selection for the work order template to display on the Customer Sales Rebate Report. In addition, the component needs a sell matrix set that contains rebate information.
5. In the Calculate Cost Method field, select one of the following:
• Use Assembled Product Cost - Uses the assigned product cost for the finished product. • Use Sum of Component Costs - Uses the combined total cost for each product contained in
the finished product.
Note: This field must be set to the Use Sum of Component Costs selection for the work order template to display on the customer sales reports.
6. If the product requires serial number prompts and masking, use the following fields:
• Prompt SN# on In Step - Prompts the user to enter the serial number on the Quantity In on the Step Detail tab in Work Order Entry.
• Serial Number Mask - If you are using the system to assign serial numbers, enter the mask used for this product for work orders, such as "W"-# to indicate you want all numbers to start with a W for work orders and then number them in sequence.
7. To make changes to the work order template, click Edit Template to display Work Order Entry in edit mode. Adjust the quantities, materials, or other information, as needed.
Note: If there is no Template ID listed, the system opens a new work order template and assigns that ID to the product.
8. From the File menu, select Save and then Exit to return to Work Order Processing Maintenance. 9. Click OK to save your changes.
Attaching Serial Numbers to Work Order Finished Products
Use the Work Order Processing Maintenance screen to specify when to prompt for serial numbers and the format to use when the system assigns serial numbers to the work order product.To attach serial numbers to a work order finished product:
1. From the Maintenance menu, select Product to display the Product Maintenance window. 2. Select a work order product record.
3. From the Additional Data menu, select Work Order Processing to display the Work Order Processing Maintenance dialog box.
4. Complete the following fields:
Field Description
Prompt SN# on In Step
Identifies the point in the process when the system prompts for serial numbers: • Default Inprocess & Complete
• Inprocess Only • Complete Only Serial
Number Mask
A set of characters at the beginning of a serial number that identify a particular product. The system assigns each product this identifier, followed by a series of unique numbers, upon completion of the process.
Do one of the following:
• Set up your system to increment serial numbers.
Use the following criteria to format a serial number to increment in your system :
• Enclose the serial number mask within quotation marks (' or "). • Separate incremental information with dashes (-).
• Use A for alphabetical increments. • Use # for numeric increments.
For example, entering "BR549"-###-AAA assigns the serial number BR549-000-AAA to the first product, BR549-000-AAB,to the second, and so forth.
• Assign serial numbers manually, leave this field blank.
A serial number can have a maximum of 20 alphanumeric characters, not including the quotation marks and dashes used to establish the serial number mask format. We recommend that you not change this mask once you begin production of the finished product, as this may result in duplications.
After you enter the Serial Number Mask, the system displays the first number in the series and the maximum number of serial numbers that will appear in the current series. The system also displays the last assigned number once you begin processing work orders.
Entering Work Orders
Work order entry helps you create work orders for special processing on products. This processing includes combining current products into a finished product, such as assembling circuit boards, or altering a product for final delivery, such as custom painting.
Use work order entry to define the steps required in the process, who performs them, and how long completing each step takes. In addition, if you are not processing the order in-house, use work order entry to account for the vendor's setup and processing costs. If the customer has repeat orders for this product, create a template for the process.
You must have authorization to enter work orders and your views in order entry are restricted based on your authorization. If you are assigned the WOE.ALLOWED authorization key, you must be assigned Level 2 to create and edit th work orders.
Note: If you enter a product with a Delete status and the quantity exceeds the amount on-hand to sell, a warning displays. For more information about product statuses, see Product Status Codes in Product Maintenance.
To create a work order:
1. From the Orders menu, select Work Order Entry to display the Work Order Entry window and click New Order.
2. Click Create Order to open the new work order. The system automatically assigns a work order number.
3. In the Price Branch field, enter the number that identifies the branch used to determine the pricing rules for the products on this order. You can change the branch at a later date. If costs are different, the system recosts the work order for the new branch.
4. In the Start Date field, enter the date the work order is requested.
5. In the Description field, enter a brief statement that describes the finished product and the process needed, for example, 8" circuit board for Bob's Electrical job 7.
6. In the Process Information area, select a Process and a Vendor for Step 1.
Note: Valid process values are set up in the Valid Vendor Work Order Processing Codes control maintenance record. If you change the vendor on a step at a later time, the system recalculates costs for any products associated with the step. 7. Review and adjust the days, setup and process costs, and the unit of measure fields.
Field Description
Days Enter the number of days required to complete the step. When you complete this field, the system adjusts the completion date for this process and the start date for the next process.
Setup Cost Enter the dollar amount that identifies any costs incurred in preparation for processing one unit of the product, based on the unit of measure.
Field Description
UM Enter the measure of an item by which it is costed for processing, such as each or lot, such as the following:
• Lot - Costs the order for entire quantity as a whole. This is the default. • ea - Multiplies the cost by the value entered in the Process Qty field. • C - Cost per 100. Adds the cost in 100 value intervals.
• M - Cost per 1000. Adds the cost at 1000 value intervals.
• wt - Cost based on weight. Adds cost based on the weight of the finished product. Process Qty Enter the quantity of product to be processed during the specified step.
8. Review and change the date fields, as needed.
Field Description
Start Date The date the work was created.
Complete Date The date the work order finished products should be available based on the process days required.
Required Date The date the work order finished products are due to the customer. Available Date (View Only)
The date the finished product will be ready.
Note: If you change the dates of the steps, that can change the G/L posting date as well.
9. Enter the products and quantities in and out the user needs to complete the work order for the step you are entering.
Standard availability rules apply to work order products. If you add a quantity that overcommits products, the system displays a warning. You must be authorized to overcommit inventory. Note: If the finished product you want to add is not in the system, you can create a
nonstock product to use. From the Step Detail menu, select NonStock (add/edit) to display the NonStock Product Entry window.
10. To add additional steps, from the Steps menu, select Add Step, and select a Process and Vendor for the step.
The system adds each subsequent step at the bottom of the work order and numbers them sequentially.
11. For each process on the Step Detail tab, enter materials needed to perform the step. 12. Save the information and exit the window.
The system may prompt you to enter the vendor's freight terms in the Freight field. Note: You can turn on auto reconciliation from the work order, if needed, using the Auto
Inserting and Deleting Work Order Steps
You can insert or delete steps on work orders, as needed. For example, if you are creating a work order template and see that you forgot a step in the middle, you can add it in between existing steps. In addition, if you use a template and find you don't need each step, you can delete a step after copying the template to a work order.
Note: When inserting or deleting steps the system uses the Method for Calculating Process Qty For Work Orders control maintenance record to determine when to adjust process costs.
To display a work order:
1. From the Orders menu, select Work Order Entry to display Work Order Entry. 2. In the Order ID / Description field enter the order you want to work on.
To insert a step on a work order:
1. Display the work order to which you need to insert a step. 2. Select the step before which you want insert a step. 3. From the Steps menu, select Insert Step.
4. Complete the step information including process, vendor, and quantities.
Note: Adding a step puts a new step at the bottom of the current work order as the very last step.
5. Save your changes and exit the window. To delete a step on a work order:
1. Display the work order from which you need to delete a step. 2. Select the step you want to delete.
3. From the Steps menu, select Delete Step.
Adding Materials to Work Order Steps
The Work Order Entry Material Detail window helps you identify the raw materials coming out of stock to be processed on a work order, and the finished product going into stock to be sold to the customer. If you are creating a work order, this screen displays when you finish entering a process.
Note: The system prices items coming out of stock in the same way it does for purchase orders. For example, if you want to cost your material at COGS-COST, you must have a buy matrix for the material that calculates it this way.
To enter products associated with a step:
1. From the Orders menu, select Work Order Entry to display the Work Order Entry window. 2. In the Order ID/Description field, enter the order number or press F10 and select the order for
which you need to add material to a step.
3. Select the step to which you want to add material and click the Step Detail tab in the right pane. 4. Use the following columns to enter the needed material:
Column Description
Quantity Out Enter the amount of stock or material you need to take out of your inventory to "apply" to the step. For example, you take out 3/8" copper wire to use when creating a circuit board.
Quantity In Enter the amount of finished material that the system considers to be put back in inventory after the step is complete. For example, you have to paint a chair red. The Quantity Out is 1 ea black chair and Quantity In is 1 ea red chair.
Product Description
Enter the description of the Quantity In or Quantity Out product. You can search for the product, if needed.
Each product, regardless of the step in the process, must have a product file set up in Product Maintenance.
Unit Cost (View Only) The cost associated with each stop of the process, as indicated in Product Maintenance.
Extension (View Only) The full cost if more than one material is being handled for the step, as indicated in Product Maintenance. For example, if three circuit boards are needed, you can process them simultaneously. So, the Unit Cost for putting the board together may be $25.00, but for three of them, the cost is $75.00.
5. Use the Header and Totals/Summary tabs to adjust further information for the work order. 6. If items are unavailable in the quantities needed, you can move materials to another step or split
Moving Material Between Work Order Steps
The system requires that you process all the materials in a step before you can move on to the next step. If you do not have all of the raw materials available when you start a work order, you can move a line item's quantity or part of the quantity to a new or different step and split up the step for quicker processing. For example, you need 25 widgets to make 25 of a finished product in Step 1 of a 4 step process, but you have only 12 on hand. You transfer the remaining 13 widgets to Step 5 with a later start date and process the original 12 widgets through Step 1. Then, when the 13 widgets are available, send them through the same process using Step 5.
Important: You cannot move quantities on work order templates, nor can you move quantities to canceled steps.
To move materials between processes:
1. Open the work order for which you want to move materials.
2. Select the line item for which you need to move material based on availability.
3. Right-click on a line item from the Quantity In column and select Split Quantities to display the split quantities window.
4. In the Quantity In field, change the quantity to the amount you can currently fulfill. For
example, the customer orders 75 items, but the warehouse only has enough product to fulfill 50 of the finished product. Change this Quantity In field to 50. The system prompts you to enter a new ship date for the remaining 25 items.
5. At the prompt, enter the ship date for the quantity that is being split to a new line item.
The system closes the Split Quantities window and updates the line item quantities for both the line item with availability and the new line item that fulfills the remaining order.
Work Order Entry Status Codes
Work order statuses determine the stage in the process at which the order currently sits. Change the status on a work order as the process of assembling or modifying your products is completed.
Important: If you are using work order for product cutting, use the Product Cut Queue to review the orders and change the status. Orders with cut products display in view-only mode through Work Order Entry.
Use the following standard status codes for work orders. These codes cannot be changed or adjusted. Change the status in the Process Information area of the work order.
Status Codes Use when...
Open you create a work order. The system assigns this status.
In Process you are ready to commit inventory and queue the warehouse to pick the inventory for shipment or processing. The system displays the process's assigned generation number to the right of the status and recalculates the cost of the outgoing material. Important: Standard availability rules apply to work order products. If you change the status to In Process and a quantity will overcommit products, the system displays a warning. You must be authorized to overcommit inventory. Complete the work order step is finished and ready to be reconciled in A/P, if setup and
processing costs apply.
If the work order step is in a closed accounting period, you cannot change the status to Complete. Run the Change Posting Date For Inprocess Work Orders driver to move it to the current accounting period, and then you can change the status. If you do not have this driver on your system, contact Eclipse Advanced Technologies Support.
Note: Once A/P reconciles the step costs, you cannot change information on the work order for that step.
Canceled you cancel the process.
Template the document you are working in is a template to use for creating work orders. Delete the quantity exceeds the amount on-hand to sell.
Reviewing Open Work Orders
The Open Work Order Queue helps you review work orders that have enough material to release them, those whose start date is before the available date for the material, those scheduled to start in the future, or all open work orders. You can monitor this queue to make sure that work orders start on time and those that have material available are scheduled to process.
Important: If you are using work order for product cutting, use the Product Cut Queue to review the orders and change the status. Orders with cut products display in view-only mode through Work Order Entry.
You can also add a Open Work Order Queue widget to your main Solar menu. From the User Tools menu, select Add Shortcut Widget.
Note: For outbound work orders in an RF environment, if an item is short picked, the system removes the amount shorted from the work order. For example, if five items are originally ordered, but only three are picked, the order quantity for the item on the work order step is changed to three.
To review an open work order:
1. From the Orders > Queues menu, select Open Work Order Queue to display the Open Work Orders Queue window.
2. In the Branch/Territory/All field, enter the branch or territory for which you want to review work orders. Enter ALL to review work orders for all branches and territories.
3. In the Type field, enter one of the following if you want to limit the types of orders you are reviewing. To review all, type all.
Type Displays...
Available open work orders with enough available material to release them for processing. All Open all open work orders, regardless of status.
Trouble work orders for which the start date is earlier than the availability date. Short work orders for which not all of the finished materials have been processed. Tagged work orders that were created from sales, purchase, or transfer orders. Note: When the system processes a work order the location assigned on the receiving generations of the work order defaults to the picking location assigned on the outgoing material generations of that work order. The same locations are updated to the tagged sales or transfer order as the location from which to pick the material when the sales or transfer order processes.
4. In the Process field, if you want to limit the queue to a specific process, such as Assembly, enter the process for which you want to search. For example, you need to review only those work orders in the Wrap process because you are short-handed on the dock. Use the Multi button to enter more than one process.
6. Click Update and review the columns.
Column Description
Print Indicate whether to print the selected work order when you use the Print option. Enter Y to include the order in a print batch, or N to exclude it. Note: To set all displayed work orders to Yes, type Y in the first row and use the Order > Set All menu option.
Ship Branch The branch at which the work order was created.
Order ID A letter followed by a series of numbers that identifies the work order. The decimal point followed by a number indicates the step in the process. Status The current status of the work order.
Note: If you enter a product with a Delete status and the quantity exceeds the amount on-hand to sell, a warning displays. For more information about product status, see Product Status Codes in Product Maintenance. Step # The affected step in the process.
Process The type of work order process to perform. If you want to change a process for a work order, from the
Avail Date The date the materials are available for processing.
Start Date The date work is expected to begin on the process, or the date the materials ship to the vendor.
Complete Date The date by which the step in the process is expected to be complete. Description The description of the product on the order in the current process. Number of
Items
The total number of lines with products ordered and in the current process. Items not
Available
The number of lines on the order that currently are not available for shipment. For example, you have a product going out on a work order with a quantity of 250. The Items not Available columns displays 1 indicating that the single line with 250 items is not available. If you had two products with two different quantities that were unavailable, the system would display 2.
About Calculated Costs on Work Orders
The system updates calculated price bases, such as average cost, last cost or landed costs when the finished good is added to inventory after the work order is complete. When you add that completed inventory item to a sales order, the cost on the sales order depends on the price line settings for the price line associated with the finished good.
If you have the price line set up to have the global basis COGS-COST associated to a calculated price basis such as AVG-COST, landed or last cost, the system uses the cost that was updated when the finished good was received from the work order. However, if you have the price line set up to have the COGS-COST basis associated to a price sheet basis, such as REP-COST, then the system uses the cost straight from the price sheet (or matrix if applicable), without recognizing the work order costs.
We recommend to set up a price line for your finished goods that uses AVG-COST, landed or last cost as its COGS-COST basis. This setup allows the costs of the work order processing to be associated to the sales orders.
Auto-Reconciling Work Orders
In order to balance your general ledger, you must reconcile work orders. Reconciling makes sure that you have accounted for all your costs within the steps or quantities and that those costs have been applied and accounted for by receiving the finished good into inventory.
We recommend using an auto-reconcile, however if you do not have auto-reconciling turned on you can still reconcile a work order by overriding the cost values with manually calculated costs.
Before setting up auto-reconciliation for your work orders, you should review the following: • Reconciling by Step
• Reconciling by In/Out Quantities • Processing Costs and Units of Measure
To setup auto-reconciliation:
1. From the System > System Files menu, select Control Maintenance. 2. In the Keyword field, enter auto reconcile and press Enter.
3. Double-click Auto Reconcile Work Orders.
Note: Select Off to turn auto-reconciling functionality off.
4. Select By Step or By In/Out Grouping and click Save.
5. In the Keyword field, enter method for calculating and press Enter. 6. Double-click Method for Calculating Process Qty for Work Orders. 7. Select Out of Stock or In to Stock and click Save.
Examples of reconciling by step and by group are provided below.
Important: You can turn on auto-reconciliation from the work order, if needed, using the Auto Reconcile menu options. However, this option only auto reconciles the current order.
Reconciling By Step
To reconcile By Step, the system takes all the steps and adds up all costs from those steps to calculate the finished good cost. Users usually select to reconcile By Step if they have one batch of finished material coming in and the work order has one or multiple steps to complete that finished material.
Reconciling by In/Out Quantities
Processing Costs and Units of Measure
When you create a work order, the system associates costs with the work order based on values entered in the Process Cost and UM fields in the Process Information area and determines how to distribute the cost. You can set default values for these fields through the Work Order Processing settings in Vendor Maintenance.
You can change the values in these two fields for a work order, if necessary, to override the original settings. The system multiplies the process quantity by the processing cost to get a total dollar value. Then, the UM field value determines how the processing cost is divided across the incoming and outgoing quantities of the work order.
By default, the system uses the values entered in the Method For Calculating Process Qty For Work Orders control maintenance record: Out of Stock or In to Stock to determine whether the incoming or outgoing quantities have these processing costs associated with them. Most users, set this control maintenance record to In to Stock and use the finished goods to calculate the process quantity.
Important: If the Process Unit of Measure (PUOM) is set to LOT, the system uses the cost entered on the Cost columns for the lot components.
Example 1: Reconciling By Step
A two-step work order with two components will be painted. In step 2, the step 1 materials are combined with components 3 and 4 from step 2 to created Finished Goods Product 1. You have the Method For Calculating Process Qty For Work Orders control maintenance record set to In to Stock.
Step 1: Painting Setup Costs: $5.00
Processing Costs with Process Unit of Measure set to each: $2.00.
Qty Description Cost Extension
- 5 WO Component Material 1 2.00/ea - 10.00 - 3 WO Component Material 2 4.00/ea - 12.00 Step 2: Assembly
Setup Costs: $2.00
Process Costs with Process Unit of Measure set to each: $5.40
Qty Description Cost Extension
- 2 WO Component Material 3 2.00/ea - 4.00 - 2 WO Component Material 4 4.00/ea - 8.00 Finished Good
Qty Description Cost Extension
+ 2 WO Finished Good 1 25.90/ea 51.80 Break Down
$17.00 = Material Cost from all steps $34.00 / 2 Finished Goods Quantity $ 3.50 = Set Up Costs from both steps$ 7.00 / 2 Finished Goods Quantity $ 0.00 = Process Costs from step 1 is 0 because there is no incoming on step $ 5.40 = Process Costs from step 2 is $5.40 ea based on Process UM
$25.90/ea = TOTAL Costs
Example 2: Reconciling By Quantities
A two-step work order with two separate finished goods produced. All outgoing component material prior to Finished Goods 1 (Component material 1 and 2) gets calculated to its cost. Components 3 and 4 calculate into WO Finished Good 1. You have the Method For Calculating Process Qty For Work Orders control maintenance record set to In to Stock.
Step 1: Painting Setup Costs: $5.00
Processing Costs with Process Unit of Measure set to each: $0.50.
Qty Description Cost Extension
- 5 WO Component Material 1 2.00/ea - 10.00 - 3 WO Component Material 2 4.00/ea - 12.00 + 1 WO Finished Good 1 27.50/ea + 27.50 Step 2: Assembly
Setup Costs: $2.00
Process Costs with Process Unit of Measure set to each: $5.40
Qty Description Cost Extension
- 2 WO Component Material 3 2.00/ea - 4.00 - 2 WO Component Material 4 4.00/ea - 8.00 + 2 WO Finished Good 1 7.40/ea + 14.80 Break Down
Step 1:
$22.00 = Material Cost from prior to Finished Good 1 is $22.00 (10.00 + 12.00) $22.00 / 1 Finished Good Quantity
$5.00 = Set Up Costs from Step 1 $ 5.00 / 1 Finished Goods Quantity $0.50 = Process Costs from step 1 is .50 * in coming material quantity (1) $27.50/ea = TOTAL Costs
Step 2:
$1.00 = Set Up Costs from Step 2 $ 2.00 / 2 Finished Goods Quantity
Handling Finished Goods Costs on Work Orders
The system updates calculated price bases, such as average cost, last cost or landed costs when the finished good is added to inventory after the work order is complete. When you add that completed inventory item to a sales order, the cost on the sales order depends on the price line settings for the price line associated with the finished good.
The system reconciles the associated costs to equal all of the component material costs plus any setup and processing costs. In addition, the system adds any freight and handling costs to a step and use those costs to calculate the finished material cost. When using reconciliation, all costs must equal all finished goods costs.
There are several options when reconciling work order costs: • Manually calculate costs
• Reconcile by process step
Handling Outgoing Material Costs on Work Orders
Reconciling makes sure that you have accounted for all your costs within the steps or quantities and that those costs have been applied and accounted for by receiving the finished good into inventory.
We recommend using an auto-reconcile, however if you do not have auto-reconciling turned on you can still reconcile a work order by overriding the cost values with manually calculated costs.
Costing for outgoing material in Work Order processing is done as follows:
• The system first checks setting for the Work Order Processing Pricing Override Vendor control maintenance record. If a vendor is specified, the system then checks if the vendor has a buy matrix and uses costing based on that matrix.
• If the system does not have a vendor specified, the system looks to the vendor record on the material's work order step and uses that vendor's buy matrix.
Adding Freight and Handling Charges to Work Orders
If the vendor charges you freight and handling to return the finished product to your warehouse, you need to enter that information on the Work Order Entry Totals screen. Use this screen to view the breakdown of the total amount you owe the vendor for services rendered, and to determine the method used to capitalize those costs.
Note: After the work order has been reconciled in A/P, you can change only the freight carrier and bill of lading number.
To add freight and handling charges to an order:
1. From the Orders menu, select Work Order Entry and display the work order to which you want to add freight and handling. The order should be processed.
2. Click the Total/Summary tab to display the Work Order Entry Totals window.
3. Review the cost fields, as needed. To update these fields, exit this window and return to the Work Order Entry window.
• Process Cost - The costs incurred during the process per specified unit of measure. See the UM field on the Work Order Entry screen for the unit used to determine this amount.
• Total Setup Cost - Any costs incurred in preparation for processing one unit of the product. See the UM field on the Work Order Entry screen for the unit used to determine this amount.
4. In the Freight field, enter the freight charges from the vendor's invoice. 5. In the Handling field, enter the handling charges from the vendor's invoice.
6. Review the Total field to determine the total amount your company owes the vendor. 7. Update the remaining fields in the Total Detail Information are, as needed.
Field Description
Freight Carrier Enter the name of the freight vendor to whom freight charges are paid for the work order step. You pay freight charges on finished goods for a work order by step.
If the Freight Carrier field is left blank, the vendor filling the work order, whose name is in the Ship From field on the order body, is the freight vendor. Bill of Lading Enter the BOL number, if applicable. This is a free-form field. A bill of lading, or waybill, lists the items being shipped and the terms of delivery. It serves as an acknowledgment, or a receipt of goods accepted for transportation by a carrier or shipper.
Note: This field is required if you complete the Freight Carrier field.
Capitalize Freight Enter the general ledger line item level at which to apply the freight. Dollars is the default value.
Copying Work Orders
Work Order Entry helps you create work orders for special processing on products. If you need to copy a work order, when needed.
Note: If the required date is less than the ship date, the system makes the required date equal the ship date.
To copy a work order:
1. From the Orders menu, select Work Order Entry to display the Work Order Entry window and enter or display the work order you want to copy.
2. From the File menu, select Copy Order to display the Copy Work Order window. 3. In the Create New Template/Order field, select Order and click OK.
The system displays the new order with the new work order ID assigned.
4. Enter the products and quantities out and in the user needs to complete the work order for the step you are entering.
Important: Standard availability rules apply to work order products. If you add a quantity that overcommits products, the system displays a warning. You must be authorized to overcommit inventory.
Note: If the finished product you want to add is not in the system, you can create a nonstock product to use. From the Step Detail menu, select NonStock (add/edit) to display the NonStock Product Entry window.
5. Add or move materials, as needed.
6. Review and adjust the days, setup and process costs, and the unit of measure fields.
Field Description
Days Enter the number of days required to complete the step. When you complete this field, the system adjusts the completion date for this process and the start date for the next process.
Setup Cost Enter the dollar amount that identifies any costs incurred in preparation for processing one unit of the product, based on the unit of measure.
Process Cost Enter the dollar amount that identifies any labor or other costs incurred during the process, per unit of measure.
UM Enter the measure of an item by which it is costed for processing, such as each or lot, such as the following:
• Lot - Costs the order for entire quantity as a whole. This is the default. • ea - Multiplies the cost by the value entered in the Process Qty field. • C - Cost per 100. Adds the cost in 100 value intervals.
• M - Cost per 1000. Adds the cost at 1000 value intervals.
7. Review and change the date fields, as needed.
Field Description
Start Date The date the work was created.
Complete Date The date the work order finished products should be available based on the process days required.
Required Date The date the work order finished products are due to the customer. Available Date (View Only)
8. To add additional steps, from the Steps menu, select Add Step and select a Process and Vendor for the step.
9. Save the information and exit the window.
Tagging Work Orders to Sales Orders
Work orders can be entered to replenish stock, or on an as-needed basis. If a customer requests a product for which a work order is required, you can enter the finished product on a sales order and then tag the resulting work order to the sales order to ensure that the customer receives the full quantity they ordered. To tag a work order to a sales order:
1. Display the sales order on which you want to add a work order's finished product.
2. In the Qty/Unit field, enter the quantity of the product to order and a finished work order product description.
3. Click the Detail Scheduling tab to display the scheduling information. 4. Select the shipment for which you need to tag a work order.
5. From the Options > Line Options menu, select Schedule to display the Line Item Scheduling window and select the line on which the Available Qty column is 0 (zero) and the Shipment Qty column is not equal to 0 (zero).
6. From the Edit menu, select Create Work Order. 7. Depending on the prompt, do one of the following:
• Select Edit Template to adjust the processes and quantities on the work order's template. • Select Create a New Work Order (or click Yes) and create a new work order.
Note: When Work Order Entry displays, you can enter a new template ID, if a new template is required. The system prompts you to copy the template to a work order. If you enter Yes, the system creates a work order based on the template and tags it to the sales order. If you enter No, the system returns you to Line Item Scheduling.
Depending on your system setup, you may then be prompted to use the suggested shipping branch as the work order shipping branch. If so, enter Yes to use the sales order shipping branch, or No to retain the shipping branch indicated on the work order template.
Canceling Work Orders
If you determine that the demand for a value-add product has waned, you can cancel the work order for it. If a customer requests that you not include a feature of the value-add product, for example, painting the item, you can eliminate that step from the process.
To cancel a work order: 1. Open a work order.
2. From the File menu, select Cancel Order. The system displays a warning.
3. Click Yes to confirm the cancellation.
Important: Once you cancel an order, you cannot re-open it.
Note: You cannot cancel a work order if it is tagged to a sales order. Open the sales order and remove the finished product from it first.
4. At the prompt, enter a reason for cancelling the work order and click OK. The system cancels the order and returns you to Work Order Entry. To cancel a work order step:
1. Open a work order.
2. Select the step to remove from processing. 3. From the Steps menu, select Delete Step. 4. At the prompt, click Yes to confirm the deletion. 5. At the prompt, enter the reason for deleting the step.
Note: If you cancel a step on a work order with only one step, the system cancels the order by changing the status. To re-open the order, add a new step.
6. To display the canceled step, from the Steps menu, select Show Canceled Steps. Note: If the customer later changes their mind, you can change the status back to In
Process.
Adding Comments to Work Order Processes
Comments on orders can be useful for those fulfilling the order or performing the work order steps: line item comments, order-level comments, and process-level comments.
Add information to a line item in the process, if needed. You can also add comments that are unattached to the line items and saved at the order level. For example, you can thank your customers for purchasing with you and include any return information they may need that pertains to work orders, such as Circuit boards are not returnable after 30 days. In addition, you can add comments at the work order process level. These comments display immediately below the Process and Vendor fields in the Process Information area. They also display on reports.
Standard comments are defined in the Valid Vendor Work Order Processing Codes control maintenance record.
Adding a comment to a work order line item: 1. Enter or open a work order.
2. Right-click and select Comment to display the Line Item Comments window.
3. Select a type of comment from the Comment Type area and type the comment in the Comments area.
The comment displays immediately below the line item's product description. Note: Standard comments auto-populate the Comments area. You can modify the
comment, if needed, to customize it for the work order. Depending on your system setup, your comment may display under the process.
4. Save the information and exit the window. Adding a comment to an entire work order:
1. Enter or open a work order.
2. From the Step Detail menu, select Comment to display the Line Item Comments window. 3. Select a type of comment from the Comment Type area and type the comment in the Comments
area.
The system displays the comment on its own line. This comment displays on the order's invoice. 4. Save the information and exit the window.
Adding a comment to a work order process: 1. Enter or open a work order.
2. From the Step Detail menu, select Process Comment to display the Comments window. 3. Enter the comment you want to keep with the work order process.
4. From the File menu, select Save and then Exit.
Attaching Serial Numbers to Work Order Finished Products
Use the Work Order Processing Maintenance screen to specify when to prompt for serial numbers and the format to use when the system assigns serial numbers to the work order product.To attach serial numbers to a work order finished product:
1. From the Maintenance menu, select Product to display the Product Maintenance window. 2. Select a work order product record.
3. From the Additional Data menu, select Work Order Processing to display the Work Order Processing Maintenance dialog box.
4. Complete the following fields:
Field Description
Prompt SN# on In Step
Identifies the point in the process when the system prompts for serial numbers: • Default Inprocess & Complete
• Inprocess Only • Complete Only Serial
Number Mask
A set of characters at the beginning of a serial number that identify a particular product. The system assigns each product this identifier, followed by a series of unique numbers, upon completion of the process.
Do one of the following:
• Set up your system to increment serial numbers.
Use the following criteria to format a serial number to increment in your system :
• Enclose the serial number mask within quotation marks (' or "). • Separate incremental information with dashes (-).
• Use A for alphabetical increments. • Use # for numeric increments.
For example, entering "BR549"-###-AAA assigns the serial number BR549-000-AAA to the first product, BR549-000-AAB,to the second, and so forth.
• Assign serial numbers manually, leave this field blank.
A serial number can have a maximum of 20 alphanumeric characters, not including the quotation marks and dashes used to establish the serial number mask format. We recommend that you not change this mask once you begin production of the finished product, as this may result in duplications.
After you enter the Serial Number Mask, the system displays the first number in the series and the maximum number of serial numbers that will appear in the current series. The system also displays the last assigned number once you begin processing work orders.
Matching Vendor Invoices to Work Orders
After a product process step is completed, the vendor sends an invoice to you for the work order. Before sending the invoice to Accounts Payable, you need to match the invoice to the work order and verify that the process step is in completed status.
To match an invoice to a work order:
1. From the A/P menu, select A/P Entry and complete the Post Date, Branch, and Vendor fields, for the work order number you want to match. Click OK.
2. Select the order you want to match.
3. From the Edit menu, select View Work Order or Edit Work Order. 4. Verify the work has been completed and close the window.
Reviewing Work Order Material Shipment Information
Use Work Order Scheduling to view the shipment status of a material on your work order. You can view the soonest the quantity of materials will be ready to ship, and information about its location in the warehouse. If you need items sooner than the available date shows, you can procure them from a vendor or have them transferred from another branch.
When the system processes a work order the location assigned on the receiving generations of the work order defaults to the picking location assigned on the outgoing material generations of that work order. The same locations are updated to the tagged sales or transfer order as the location from which to pick the material when the sales or transfer order processes.
To review material shipping, quantity, status, and location information: 1. Enter or open a work order.
2. Select the line item for which you want shipment information.
3. From the Step Detail menu, select Schedule to display Line Item Scheduling. 4. Review the following, as needed:
Field Description
Item Description The name of the product for which you are viewing scheduling information. Quantities per The unit of measure and quantity for the displayed product.
Order Quantity The quantity of the product needed for processing.
Open Quantity If you selected a component, this is the quantity to ship. If this is the finished product, this is the quantity not yet returned.
Ship Date If you selected a component, this is the date it is scheduled to ship. If this is the finished product, this is the date you received it back from the vendor.
Avail Qty If you selected a component, this is the date it is available to ship. If you selected a finished product, this is the date it is available for sale. Ship Qty The quantity of the product scheduled for shipment.
Status The current order status of the selected product, such as Open, In Process, or Closed.
Ship Branch If you selected a component, the quantity ships from this branch. If you selected the finished product, the vendor ships the quantity to this branch.
5. Change the Quantity Type or Location/Tag/Lot fields for line items, if needed:
• Qty Type - The current stock type for the selected quantity of an item. You can change the quantity type, if needed, such as Defective or Exceptional. For example, if you received returned items, you can change the type to reflect the issue with the items, such as Defective. • Location/Tag/Lot - The warehouse location of the product and the order number to which this
More Options for Viewing Work Order Material Shipment Information The following options are also available from Work Order Line Item Scheduling:
To... Use this menu option...
view inventory projections for a selected product Inquiries > Future Ledger review a selected product's inventory levels Inquiries > Inventory Inquiries review the order to which the work order is tagged Inquiries > View Tag Order procure the products from vendors or other branches Edit > Procurement
Reviewing Suggested Work Orders
The Suggested Work Order Queue helps you to determine when to build additional units of your value-add products. The queue works off the order point and line point of a product. You can review the list of products, check inventory levels, demand, and additional factors to assist in determining which products need to be assembled now, and which can wait.
Only products tagged with a work order template display in the Suggested Work Order Queue. In order for a product to display on the Suggested Work Order Queue, the product must have a Work Order Template attached to it.
Important: Run the Suggest PO Report before reviewing and working with suggested work orders.
To review a list of suggested work orders:
1. From the Purchase > Queues menu, select Suggested Work Order Queue to display the Suggested Work Order Queue window.
2. In the Br/Tr/All field, enter a branch or territory for which to view suggested work orders. To view suggested work order for all branches and territories, enter All.
3. To limit the queue to suggested work orders for a specific purchasing agent, in the Buyer field, enter the agent's user ID.
4. In the Type field, select the type of suggested work orders to display:
Select... To view..
Normal all possible suggested work orders.
Emergency products for which committed quantities have not been met.
Select a prompt. Complete one or more of these fields to reduce the number of products that display and press Enter:
• Rank Number - The method to use to rank the products.
• Rank - A code that identifies the ranking parameters for the products to view. Note: Product rank parameters are set up on the Product Ranking screen. • Minimum Hits - The minimum number of sales for the products to view.
5. Click Update to display the work orders that match your criteria.
The date and time the last suggested orders were processed display in the upper right corner of the screen.
Note: If no suggested work orders display for the parameters you entered, the following message displays: No items found.
Branch The branch at which the product is maintained.
Product The finished product that needs to be manufactured, assembled or otherwise worked on.
Buyer The buyer who scheduled the work order.
Short Qty The amount of the product that is needed to fulfill commitments. Total Qty The total amount of the product needed.
PIL The projected inventory level of the product.
Template The template the system will use to create the work order for this product.
Open WO The order number of an open work order for this product. To view this or other open work orders for the product, use the Order >Open Work Order menu option. If there the system finds more than one order with the product on it, it displays **Multiple** in this field.
7. Convert any of the orders, if needed. 8. Exit the window.
More Options
The following functionality is available from the Suggested Work Order Queue:
To... Use this menu option:
convert a suggested order to an actual order File > Convert
view or edit work order templates Order > View Template Order > Edit Template manage the product record for the selected product Order > Product Maintenance access the Inventory Inquiry or Primary Inventory
Maintenance for the selected product
Order > Inventory Inquiry Order > Inventory Maintenance view forecasts or history on the selected product Order > Future Ledger
Order > History Ledger recalculate the product or the selected line Order > Recalc Product
Converting Suggested Work Orders
Convert suggested work orders to open work orders and populate the work order based on its associated template to make sure all the appropriate steps are added. Only products tagged with a work order template display in the Suggested Work Order Queue. In order for a product to display on the Suggested Work Order Queue, the product must have a Work Order Template attached to it.
To convert a suggested work order:
1. Display the Suggested Work Order Queue.
2. Select the order you want to convert to an actual work order. 3. From the File menu, select Convert.
4. At the prompt, select one of the following and click OK.
• Covert Short - Create a work order with only those finished products required to fulfill orders currently in the system.
• Total Line - Convert all items on the work order as suggested.
Recalculating Products and Lines on Suggested Work
Orders
If you need to change the vendor on a work order which effects another buy matrix, to keep your pricing correct on the work orders connected to that order. Recalculate based on the product or the buy line for that vendor.
To recalculate a suggested work order product: 1. Display the suggested work order queue.
2. Select the product in the queue for which you need to recalculate. 3. From the Order menu, select Recalc Product.
4. Verify the information for the product.
5. Do one of the following to run the recalculation: • Use the Print and Hold buttons
• From the File menu, select Begin (No Print) 6. Save your changes and exit the window. To recalculate a suggested work order for a line:
1. Display the suggested work order queue.
2. Select the product in the queue for which you need to recalculate. 3. From the Order menu, select Recalc Line.
4. Verify the information for the buy line.
5. Do one of the following to run the recalculation: • Use the Print and Hold buttons
Creating Work Order Templates
If a customer orders a product that requires work order processing on a regular basis, you can create a template for ease of subsequent entry. The template includes each step in the process, who performs it, and how long completing the step takes. If you are not processing the product in-house, it also includes any standard setup and processing costs the vendor imposes. The template also includes the materials required and standard quantities of each, along with shipping information, if required. You can create an order and then create a template from it, or just create a template.
Note: Work order templates cannot be converted from other systems.
Before you begin, verify that the finished product has a maintenance record. You cannot process the order without a finished product.
To create a work order template: 1. Enter or open a work order.
2. Review or enter the process information for the order you want to use as a template.
3. Review or enter the products and quantities out and in the user needs to complete the work order for the step you are entering.
4. From the File menu, select Copy Order to display the Copy Work Order Template prompt. Note: You cannot create a template from an order if any step has a status of In Process
or Complete.
5. In the Finished Products Created with this Work Order area, verify the order is the one you want to use as a template.
6. In the Create New area, select Template.
7. Change the Multiply All Quantities By and Price/Ship Branch fields, if needed.
If you are creating a template from another template and the original template contains overrides, the system prompts you to decide if you want to maintain those overrides.
8. Click OK.
