Issue Components Separately from Build

Bill of Materials build documents issue stock for the components and receive stock for the finished item as one procedure but, depending on the assembly and processing times, there can be a time difference between issuing the component stock for the build and when the finished item is complete and available for sale/use.

This new feature allows for the issue of components separately from the build either as part of the initial works order entry or via a specially configured build document.

Optionally, on save of the works order header, if set for immediate issue the system will prompt for the reference and description to be used on the assembly build stock transactions generated for the issue of the components and the transaction date – these references can default to items from the works order header and can be set to update automatically based on these values.

If set for immediate issue the system will create the works order details for the components of the assembly, expanding the components for any sub-assembly as required and the order is then ‘locked’. As part of the stock update the system will write assembly component issue transactions for the order lines and update the physical stock to reflect this issue. The works order detail entries will be updated to record the quantity build and the lines completed.

Batch Tracking

Where works orders are built in two ‘stages’ then any credits must also be reversed in stages so documents will also be available to reverse the build. If a works order set for immediate issue needs to be modified then processing the ‘Return Components to Stock’ credit document will, in addition to reversing the update of stock for the assembly components, clear the immediate issue flag on the works order header allowing the order to be amended.

Document processing generally follows the same standard processes as previously – note however that where a works order begins processing in separate stages then the standard build/de-kit documents will not allow processing of the works order.

Where works order components are not issued from stock on order entry then the ‘Issue Components Only’ document will allow you to issue components for less than the full build requirement but you can only ‘book finished items into stock’ for the quantity issued.

Where a works order is to be credited that was originally processed in stages then the order has to be processed via a ‘credit finished item out of stock’ document before the components can be return to stock via the ‘returns’ document.

Installation

Database Changes

New data items are required on the Works Order Header file to allow recording of the component issue items. To add these new items select Installation from the main menu followed by Application Manager and then Restructure A Database. Select the Bill of Materials application.Elect to update the Live Files and then select the Works Order Header File. The existing data items are then displayed on screen, scroll-down to the next available blank entries and create the following items: File, Item, Name, Type, Description

WOH IMMED-ISSUE ? Flag to identify works order as issuing components on works order entry.

WOH ISSUE-REF X (6) Holds stock transaction reference for last issue of stock components for this works order.

WOH ISSUE-DATE D / E Holds date of last issue of stock components.

WOH ISSUE-QTY K / L / M Holds the quantity of the finished item for which components have been issued.

WOH ISSUE-LST-QTY K / L / M Holds the quantity of the finished item made available for build from the last component issue.

WOH ISSUE-CRD-QTY K / L / M Holds the quantity of the finished item for which components have been returned to stock (this qty is updated as part of the return components to stock document at the same time as reducing the ISSUE-QTY).

WOH ISSUE-W/O-QTY K / L / M Holds the quantity of the finished item that will not be built due to write-off.

WOH ISSUE-COST K / L / M Holds the accumulated cost value of components issued for which the finished item(s) have not been built.

To insert a new item press <Enter> against a blank entry, enter the title as required and press <Enter>, select the item type (using the drop-down list if required), and depending on item type select the size required.

Once the additional items have been recorded press the <ESC> key and select the UPDATE button to save the database changes.When prompted respond ‘Y’ to the prompts to ‘Extract Existing Data to New Database Structure’ and, if appropriate, ‘Copy Table Entries from Old Database to New Database’. Final prompts ask to ‘Remove (.OLD) Database’ and to ‘Carry Out the Same Restructure on the BASE File as Well’ – respond as required.If you select to update the base file you need to manually insert the new items at the same data item positions as on the live file.

Database Profiles

The new data item needs to be referenced within the Database Profiles. To update these settings select Installation from the main menu followed by Application Manager and Set Database Profiles. Choose the Bill of Materials application as required before selecting the Header Mandatory parameter screen.

On the left of the screen is the prompt Date Issue – against this item reference the data item number of the equivalent item created above, <F4-Select> is available if required.

After updating the Header Mandatory profile select theHeader Optional 1 profile to update the Issue Ref and Immediate Issue prompts before selecting Header Optional 3 to update the prompts for Issue Quantity,Last Qty Issue, Credit Issue, Write-Off Issue and Cost of Issue items.

Application Screen Layouts

The Works Order entry screens optionally can be updated to allow setting of the immediate issue flag. To update the screen layout(s) users can sign on as the SYSTEM user-id (or if Premier any user with Installer rights) and right-click on the Enter Works Orders menu option before Configure Option and then selecting the Enter New Order Header Screen. Alternatively users can select the Installation option from the main menu followed by Application Manager and then Application User Facilities. Select the Bill of Materials application before selecting Enter/Amend Orders and then Enter New Order Header Screen.

To insert the issue flag you’ll first need to add a text label of ‘Immediate Issue’ (or similar), to do this use the mouse to position the cursor where required and then type the required text. To insert the data items position the cursor where required and press the <F4-Select> key and choose the data item required. Set whether items are view-only, mandatory or require uppercase input as required.

Once complete choose File and then Save & Exit. Before exiting completely review the Update Order Header Screen option, if this is set to use the same screen as Add then changes are complete, if not then you will need to duplicate the above change(s) as required.

Document Design

Separate build documents are required to allow for the issue of components, the booking of the finished item into stock and credit equivalents of these documents.

To update the Document Design select Installation from the main menu followed by the Application Manager option and then Document Design Manager.Select the Bill of Materials application and the Build Works Orders document type.

To add a new document to the list use the <F4-Select> key to access the document layout and record the document titles and pathnames to be required. If you want to create a new document from scratch then on return to the prompt for the document selection enter the document number. Alternatively you can use the existing build document as the basis for the issue components and book finished item documents by using the <F7-Option> key to copy the document definition to the new definitions (copying the de-kit document as the basis for the new credit documents).

One the new layouts have been created you need to update the parameters to identify whether the build document is an ‘issue components’ document or ‘build finished item’ document. Enter the appropriate document number and when the document mask is displayed on screen select the Parameters option from the main toolbar to display the first screen of parameters. The new options have been added to parameter screen 13 Optional Features – use the ACTION button to move to this parameter screen.

Issue Component Stock Only – set to identify the build document as issuing the components from stock only.

Build Finished Goods Only– set to identify the build document as booking the finished item into stock only.

Once set as required select the OK button to return to the document mask and then use the File pull-down menu to first save the document and then exit from the document design.

System Profiles

The final change is to update the Bill of Materials System Profiles to, if required, default the immediate issue flag to ‘Y’ for new works orders and to set default references for any stock transactions generated from the immediate issue.

To update the profiles select Installation from the main menu followed by Application Manager and System Profiles. Select the Bill of Materials application and the new options are available on the second parameter screen.

Issue Component Stock Immediately on Works Orders – if the ‘immediate issue’ flag is set as an input item during works order entry then this option controls whether new orders will default to immediate issue or not. If this flag is not displayed then this option, when enabled, sets new works orders for immediate issue automatically.

Suppress Stock Transaction Pop-Up in Order Entry – during works order header entry the system will prompt on save of the order header (if flagged for immediate issue) for the transaction date, reference and description of the stock transactions generated. Setting this option omits this pop-up and applies system defaults.

Default Stock Transaction Reference to Item – select data item from the works order header file to default stock transaction references to for immediate issue transactions (i.e. order number).

Default Stock Transaction Description to Item – select data item from the works order header file to default stock transaction description to for immediate issue transactions (i.e. stock update description or sales account name).