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Line50 Manufacturing

Manufacturing software that puts you in control of your business

Sage (UK) Limited Copyright Statement


Sage (UK) Limited, 1999 - 2006. All rights reserved If this documentation includes advice or information relating to any matter other than using Sage software, such advice or information is provided for information purposes only. While Sage takes responsible steps to ensure the accuracy and completeness of such information, it can only be general in nature. You should therefore take appropriate steps to ensure it is correct and relevant to your circumstances. You should also consider taking professional advice when appropriate, for example to ensure that the results obtained from using the software comply with statutory requirements. No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without prior written consent of Sage (UK) Limited, publisher of this work. Use of the software described in this documentation is subject to Sage (UK) Limited's Licence Agreement enclosed with, or displayed by, that software. Sage, the Sage logo, and other Sage logos and brands are either registered trademarks or trademarks of Sage (UK) Limited, or its holding company, The Sage Group PLC. All other marks are trademarks or registered trademarks of their respective owners.

Sage (UK) Limited North Park Newcastle upon Tyne NE13 9AA Issue date: 17/03/2006 Pbn No: 13162

Contents
Chapter 1: Setting Up and Registering ............................................... 1
System Requirements......................................................................................2 Installation Check List ......................................................................................3 What You Have To Do ......................................................................................4 Installing Manufacturing ...................................................................................5 The Active Setup Wizard................................................................................12 Registering Manufacturing .............................................................................17 Starting Sage Line 50 Manufacturing .............................................................18 After Upgrading Manufacturing ......................................................................19 Further Assistance .........................................................................................20

Chapter 2: Introducing Manufacturing .............................................. 21


What is in Manufacturing................................................................................22 Setting Up Manufacturing ..............................................................................24 What Manufacturing does ..............................................................................27 Processing Data in Manufacturing..................................................................30 Using Demonstration Data .............................................................................33

Chapter 3: Operating the System ...................................................... 35


Instructions in This Guide...............................................................................36 Running Manufacturing ..................................................................................37 Using Line 50 Manufacturing Demonstration Data..........................................39 The Manufacturing Modules...........................................................................40 Using the Line 50 Manufacturing Desktop......................................................43 Using Line 50 Manufacturing Window Types ..................................................49 Using the Search to Find Records..................................................................64 Finding Records.............................................................................................70 Function Keys ................................................................................................71 Getting Help ..................................................................................................73 Producing Reports.........................................................................................74 Customising your system...............................................................................80 Importing and Exporting Data ........................................................................87 Administrative / Maintenance Tasks ...............................................................90

Sage Line 50 Manufacturing User Guide

Chapter 4: Bill of Materials (BOM) (Bill of Materials, Batch and Manufacturing Controllers) .................. 95
Setting Bill of Materials Defaults .....................................................................96 Looking at BOM Options .............................................................................106 Looking at the BOM Window .......................................................................107 Creating a Bill of Materials............................................................................109 Amending a Bill of Materials .........................................................................125 Deleting a Bill of Materials ............................................................................126 Copying a Bill of Materials ............................................................................127 Costing a Bill of Materials.............................................................................129 Using Trial Kitting .........................................................................................131 Resequencing Bill of Materials .....................................................................134 Finding Maximum Build Quantity..................................................................135 Using the Transfer Option ............................................................................136

Chapter 5: Estimating (Job and Manufacturing Controllers Only) ...................................... 137


Setting Estimate Defaults .............................................................................138 Setting your Overhead Recovery Defaults ....................................................146 Setting Up Analysis Code Labels .................................................................147 Looking at the Estimating Options ...............................................................149 Looking at the Estimating Window ...............................................................150 Creating an Estimate....................................................................................152 Amending an Estimate .................................................................................179 Deleting an Estimate ....................................................................................180 Fast Entry Estimates ....................................................................................181 Copying an Estimate....................................................................................184 Printing an Estimate/Quotation.....................................................................186 Costing an Estimate.....................................................................................187 Creating Sales Orders ..................................................................................188 Converting an Estimate into a Works Orders ................................................189 Converting an Estimate into a BOM (Manufacturing Controller Only) ....................................................................191 Cancelling an Estimate.................................................................................193

Chapter 6: Planning (Batch, Job and Manufacturing Controllers) ................................... 195


How Planning Works ...................................................................................196 Setting Planning Defaults .............................................................................199

Contents

Looking at the Planning Options and Windows ............................................207 Make To Stock (Batch and Manufacturing Controllers) .........................................................208 Sales Forecasts (Batch and Manufacturing Controllers) .........................................................216 Master Production Schedule (MPS) (Batch, Job and Manufacturing Controllers) .................................................225 Material Requirements Planning (MRP) (Batch, Job and Manufacturing Controllers) .................................................233 Graphical Planner (Manufacturing Controller Only) ....................................................................251

Chapter 7: Orders (Batch, Job and Manufacturing Controllers) ................................... 259


Setting Works Orders Defaults .....................................................................260 Looking at Works Orders Options ................................................................277 The Works Orders Window ..........................................................................279 Adding a Batch Works Order (Batch Controller and Manufacturing Controller Only) ...................................281 Amending a Batch Works Order ..................................................................282 Adding a One-Off Works Order ....................................................................295 Amending a One-Off Works Order ...............................................................296 Costing a Works Order ................................................................................308 Producing Works Order Documents ............................................................311 Checking a Works Order is Ready to be Made (Job Controller and Manufacturing Controller Only) ......................................312 Allocating Stock...........................................................................................314 Issuing Stock ...............................................................................................317 Returning Stock (Job Controller and Manufacturing Controller Only) ......................................322 Scrapping Finished Items.............................................................................324 Scrapping Components...............................................................................327 Entering Operation Times and Costs (Job Controller and Manufacturing Controller Only) ......................................329 Posting Actual Times and Costs to Works Orders (Job Controller and Manufacturing Controller Only) ......................................332 Waiting to be posted (Manufacturing Controller Only) ....................................................................337 Monitoring Employees Logged onto Works Orders (Manufacturing Controller Only) ....................................................................339

Sage Line 50 Manufacturing User Guide

Making Postings for Other Entries (Job Controller and Manufacturing Controller Only) ......................................341 Entering Purchase Invoices and Credit Notes (Job Controller and Manufacturing Controller Only) ......................................344 Entering Sales Invoices and Credit Notes (Job Controller and Manufacturing Controller Only) ......................................347 Completing Batch Works Orders (Batch Controller and Manufacturing Controller Only) ...................................354 Completing One-Off Works Orders (Job Controller and Manufacturing Controller Only) ......................................362 Cancelling Works Orders (Batch Controller and Manufacturing Controller Only) ...................................366 Finding Works Orders (Batch Controller and Manufacturing Controller) ...........................................367 Updating BOM (Batch Controller and Manufacturing Controller Only) ...................................368 Printing Labels (Batch Controller and Manufacturing Controller Only) ...................................369 Displaying Subcontracting Operations (Batch Controller and Manufacturing Controller) ...........................................370

Chapter 8: Traceability (Batch and Manufacturing Controllers) ........................................... 373


Setting Traceability Defaults .........................................................................374 Looking at the Traceability Options ..............................................................378 Looking at the Traceability Window ..............................................................380 Creating a GRN manually.............................................................................382 Amending GRN Details ................................................................................384 Creating Opening Balance GRNs .................................................................386 Finding a Goods Received Note...................................................................387 Receiving Goods .........................................................................................389 Using the Quarantine Facility........................................................................394 Despatching from Stock ..............................................................................397 Adjusting a Goods Received Note ...............................................................398 Transferring Stock........................................................................................399 Printing Labels .............................................................................................402 Viewing Archive GRNs .................................................................................403

Contents

Chapter 9: Product Information ....................................................... 405


Looking at the Product Information Options .................................................406 Looking at the Product Information Window ................................................407 Creating Individual Product Information Records ..........................................408 Creating Multiple Product Information Records ............................................413 Updating Descriptions on Invoices and Orders.............................................416 Adding a Supplier Reference to Product Information Records ......................417 Changing the defaults set up on Product Information Records.....................418 Viewing a Products On-order and Allocation Details ....................................419

Chapter 10: Certificates of Conformity (Batch, Job and Manufacturing Controllers) ................................... 421
Certificates of Conformity.............................................................................422 Setting Certificates of Conformity Defaults ...................................................423 Looking at the Certificates of Conformity Options ........................................424 Looking at the Certificates of Conformity Window ........................................425 Enter or Amend a Certificate of Conformity ..................................................426 Printing Certificates of Conformity ................................................................432

Chapter 11: The Labour Register .................................................... 433


Looking at Labour Register Options.............................................................434 Looking at the Labour Window ....................................................................435 Adding a Labour Process ............................................................................436 Amending a Labour Process........................................................................437 Deleting a Labour Process ...........................................................................438

Chapter 12: Machine Register ......................................................... 439


Looking at the Machine Options ..................................................................440 Looking at the Machine Window ..................................................................441 Adding a Machine Record............................................................................442 Amending a Machine Record.......................................................................445 Deleting a Machine Record ..........................................................................445

Chapter 13: Drawing Register (Batch and Manufacturing Controllers) ........................................... 447
Looking at Drawing Options.........................................................................448 Looking at the Drawing Window ..................................................................449 Adding a Drawing ........................................................................................450 Amending a Drawing ...................................................................................452 Deleting a Drawing.......................................................................................458

Sage Line 50 Manufacturing User Guide

Chapter 14: Employees (Job and Manufacturing Controllers) ............................................... 459


Looking at the Employees Options...............................................................460 Looking at the Employees Window ..............................................................461 Adding an Employee Record .......................................................................462 Amending an Employee Record...................................................................463 Deleting an Employee Record ......................................................................466

Chapter 15: Operations Register ..................................................... 467


Looking at the Operations Register Options.................................................468 Looking at the Operations Register Window ................................................469 Adding an Operation....................................................................................470 Amending an Operation ...............................................................................476 Deleting an Operation ..................................................................................477 Copying an Operation ..................................................................................478

Chapter 16: Expense Types (Job and Manufacturing Controllers) ............................................... 479
Looking at the Expense Options ..................................................................480 Looking at the Expense Window..................................................................481 Adding an Expense Type .............................................................................482 Amending an Expense Type.........................................................................484 Deleting an Expense Type ............................................................................485

Chapter 17: Delivery Notes (Batch and Manufacturing Controllers) ........................................... 487
Setting Delivery Notes Defaults ....................................................................488 Looking at Delivery Notes Options ...............................................................490 The Delivery Notes Window .........................................................................491 Creating a Delivery Note ..............................................................................492 Amending a Delivery Note............................................................................494 Deleting a Delivery Note ...............................................................................497 Printing a Delivery Note................................................................................498 Updating Invoices ........................................................................................499 Finding Information ......................................................................................500

Contents

Chapter 18: Labour Categories (Job and Manufacturing Controllers) ............................................... 501
Looking at the Labour Categories Options ...................................................502 Looking at the Labour Categories Window ..................................................503 Adding a Labour Category ...........................................................................504 Amending a Labour Category ......................................................................504 Deleting a Labour Category .........................................................................506

Chapter 19: Stage Templates (Job and Manufacturing Controllers Only) ...................................... 507
Looking at the Templates Options................................................................508 Looking at the Templates Window ...............................................................509 Creating Stage Templates ............................................................................510 Amending Stage Templates .........................................................................517 Deleting Stage Templates ............................................................................518

Chapter 20: Non-Chargeable Time (Job and Manufacturing Controllers Only) ...................................... 519
Looking at the Non-Chargeable Time Options .............................................520 Looking at the Non-Chargeable Time Window.............................................521 Creating Non-Chargeable Time Categories ..................................................522 Amending Non-Chargeable Time Categories ...............................................523 Deleting Non-Chargeable Time Categories ..................................................524

Chapter 21: Additional Facilities ...................................................... 525


The File Menu ..............................................................................................526 The View Menu ............................................................................................531 The Modules Menu ......................................................................................532 The Settings Menu.......................................................................................549 The Tools Menu ...........................................................................................556 Options........................................................................................................570

Chapter 22: Glossary of Terms ........................................................ 579


List of Acronyms ..........................................................................................580 Glossary ......................................................................................................581

Sage Line 50 Manufacturing User Guide

Chapter 23: Appendices .................................................................. 603


Appendix 1 - Upgrading Line 50 and Manufacturing ....................................604 Appendix II - CSV File Formats ....................................................................610 Appendix III - Retentions (Job Controller and Manufacturing Controller Only) ......................................626 Appendix IV - Connect Sage ODBC.............................................................627 Appendix V - Configuring Backups ..............................................................630 Appendix VI - MRP Output Log Content ......................................................635

Chapter 1
Setting Up and Registering

Welcome to Sage Line 50 Manufacturing a powerful system which, along with Sage Line 50, puts you in control of your manufacturing business.This first chapter leads you through the steps required to install and set up your program the first time you run it and to register your program.

In this chapter:
System Requirements..........................2 Installation Check List ..........................3 What You Have To Do..........................4 Installing Manufacturing .......................5 The Active Setup Wizard....................12 Registering Manufacturing .................17 Further Assistance .............................20

Getting Started
When you have installed and registered your Manufacturing program you are ready to begin entering information. However, if this is the first time you have used this program, you may need to read about how to use the program to get the best use for your organisation, and how to operate the program using the mouse, keyboard and user interface. To learn about the features within the system, go to Introducing Manufacturing on page 21. To learn about the operation, go to Operating the System on page 35. To begin working in detail with the programs modules, see chapters 4 onwards.

System Requirements
Before installing your program, you should check that your computer has the following specifications: (Minimum Requirements) An IBM compatible Pentium processor (400Mhz) running one of the operating systems detailed below. At least 64MB of RAM (128MB for Windows 2000 and XP). A hard disk with at least 200MB of free disk space after Windows has been installed (or a hard disk with 250MB of free disk space if you do not have Internet Explorer installed). You should also have any other requirements specified in your operating system documentation. (Recommended Requirements) An IBM compatible Pentium processor (2GHz) running one of the operating systems detailed below. At least 256MB of RAM (512MB for Windows 2000 Professional and XP Professional). A hard disk with at least 500MB of free disk space after Windows has been installed. You should also have any other requirements specified in your operating system documentation. A copy of Internet Explorer version 6 or higher (which is included on the CD). An SVGA or higher resolution video card and monitor supported by Windows running at 1024 x 768, with a minimum of 16 bit high colour or 24 bit true colours. One of the following operating systems with the latest Microsoft Updates installed: Microsoft Windows 98 (Second Edition) Microsoft Windows NT v4 Microsoft Windows 2000 Microsoft Windows Server 2003 Microsoft Windows XP Users of networked versions of Line 50 Manufacturing should use one of the following networks: Microsoft Windows Networking Novell Netware v5.0 and v6.0 Note: Whilst you can run Manufacturing on a Novell network you cannot install Microsoft SQL Server onto a Novell Server. It must be installed onto a server running one of the Microsoft Windows products.

Setting Up and Registering

Installation Check List


This section guides you through installing Manufacturing as a single user installation. You can also install the program on a network for multiple users. Before you begin, ensure that: Line 50 has been successfully installed and configured on the computer(s) that you intend to run Manufacturing on. You have taken at least one backup of your Line 50 data files. You have read every section of this chapter. Important Note! If you are upgrading Line 50 and upgrading Manufacturing then you must read and apply the checks given in Appendix 1 - Upgrading Line 50 and Manufacturing on page 604 before beginning installation of your Manufacturing upgrade using the following procedures.

Installation
1. 2. Install the Microsoft SQL Server database engine onto a designated server. Install Manufacturing onto the computers that you want to use it on.

The following sections of this guide explain each step in more detail.

Sage Line 50 Manufacturing User Guide

What You Have To Do


There are only four key steps to follow to start using Manufacturing: Install the program. Decide on an implementation plan and timetable. Set your parameters and configuration options. Create base data needed by Manufacturing, for example set up your Manufacturing data. It is very important to plan carefully before setting up your system. In particular, the structure of your manufacturing information is crucial. Ideally, you should enter some test data for processing through the complete system before you fully implement the program, as different parameter settings cause the system to work in a variety of ways. Formal training in the use of your Manufacturing system is highly recommended. Sage run training courses which are of help to both new and more experienced users.

Setting Up and Registering

Installing Manufacturing
You can install Manufacturing on a standalone machine for a single user, or on a network for multiple users. The Manufacturing Installation Wizard guides you through the installation process. Note: Exit all Windows programs before running the SETUP.EXE installation program. Before you install Manufacturing, you must check that: Your network software is installed and running. (Network users only) You have the recommended minimum system requirements as described in the requirements section of this guide. If you are using Microsoft Windows NT, Windows 2000 or Windows XP, ensure that you are logged on as Administrator. Are you upgrading from Line 50 Manufacturing v10.1? If so refer to Appendix 1 Upgrading Line 50 and Manufacturing on page 604 for more information before proceeding.

Using the Menu-based Installation


If you have autorun enabled on your CD-ROM drive, the menu based installation appears automatically when you insert your CD into the CD-ROM drive. If the CD does not automatically start, please read the following instructions: 1. From your windows desktop, open the 'Start' menu and then choose 'Run'. The 'Run' window appears. 2. Insert your CD into the CD-ROM drive and in the open text box type d:\Start then choose the 'OK' command button. Note: If your drive letters are different to those in the above instruction, replace them with the appropriate letter. The menu based installation appears.

Sage Line 50 Manufacturing User Guide

3.

You can now select from one of the menu-based installation options: Install the Manufacturing program Install the SQL Server Install Internet Explorer Install Graphical Planner Note: If you are installing for the first time, or upgrading from a version before 9.x, then please select 'Install SQL server' and then select 'Install Program'. If you are upgrading from version 9.x then please select 'Install Program'.

To install the Microsoft SQL Server database engine


1. From the menu based installation, click 'Install SQL Server'. The SQL Server installation begins. 2. 3. An Install Complete message appears once the files are copied to your computer successfully. Restart your computer to start the SQL Server service. (Alternatively, this can be done manually for all operating systems except Windows 98 by clicking 'Administrative Tools | Services' and then selecting the <Computer Name>\SAGEL50 service. )

Setting Up and Registering

If you are using Windows 98, from the 'Start' menu, select Programs > StartUp > SQL Server. 4. Make a note of the name assigned to this computer. The procedure for this alters depending on your operating system. For more infomation, please see the following procedures: Windows 98 Click 'Start' followed by 'Settings' and then 'Control Panel'. Double-click the 'Network' icon. Click the 'Identification' tab. Make a note of the 'Computer Name'. Windows NT 4 Click 'Start' followed by 'Settings' and then 'Control Panel'. Double-click the 'Network' icon. Click the 'Identification' tab. Make a note of the 'Computer Name'. Windows 2000 Click 'Start' followed by 'Settings' and then 'Control Panel'. Double-click the 'System' icon. Click the 'Network' Identification tab. Make a note of the 'Full Computer Name'. Windows XP Click 'Start' followed by 'Control Panel'. Double-click the 'System' icon. Click the 'Computer Name' tab. Make a note of the 'Full Computer Name'. You will need the computer name later to tell the client computers where to find the Sage data. You can now install Manufacturing on the client computers.

To install Manufacturing on the client


1. From the menu based installation, click 'Install Program'. The 'Welcome' window appears.

Sage Line 50 Manufacturing User Guide

2.

After reading the information on this screen, click 'Next'. The 'Licence Agreement' window appears.

3.

After reading through the terms and conditions, now indicate that you agree with the terms and click 'Next' to continue with the installation. The 'Readme Information' window appears.

Setting Up and Registering

4.

After reading and/or printing the readme file for this installation, click 'Next'. The 'Customer Information' window appears.

5. 6.

Enter your name and your companys name and choose whether you want to install the application for all users or just the current user. Click 'Next' to continue with the installation. If you want to quit the installation, click 'Cancel'.

Sage Line 50 Manufacturing User Guide

The 'Setup Type' window appears.

7.

Choose the setup type that best suits your needs. Click 'Next' to continue with the installation. The 'Ready to Install the Program' confirmation window appears.

8.

Click 'Install' to continue. Click 'Back' to change any of the details that you entered on any of the previous screens.

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Setting Up and Registering

Manufacturing will now start to install. If you want to stop the installation, click 'Cancel'. You have now installed your Manufacturing program. You are now ready to run Manufacturing for the first time.

To install Internet Explorer


To run Manufacturing you need to have Internet Explorer version 6 or above installed on your PC. If you do not have this version, complete the following installation. From the menu based installation, click 'Install Internet Explorer'. Internet Explorer installs on your PC.

To install the Graphical Planner


The Graphical Planner can only be used by the Manufacturing Controller variant of Line 50 Manufacturing. It does not need to be installed onto every machine which is running Manufacturing but needs to be installed on every machine which will require access to it. Note: For every machine it is necessary to register and activate the Graphical Planner individually and registration requires a connection to the Internet to enable it. From the menu based installation, click 'Graphical Planner'. The Graphical Planner installs on your PC. Enter the account and serial numbers when prompted. To activate your Graphical Planner, select Start > Programs > Line 50 Graphical Planner > Utilities > Request Product Activation and click 'Yes' to the prompt. A reply with instructions for activating the planner will be sent to your email address. Follow the instructions given in the email to activate your Graphical Planner.

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Sage Line 50 Manufacturing User Guide

The Active Setup Wizard


Once you have installed Manufacturing you are ready to use it for the first time. To activate Manufacturing, double-click on the Sage Line 50 Manufacturing icon on your desktop or open the 'Start' menu from the Windows menu bar, choose 'Programs', then select 'Sage', and finally select 'Sage Line 50 Manufacturing'. When you start the program the 'Active Setup Wizard' appears. Use this to identify to the program where to find Line 50 company information and where the SQL server is. Click 'Next' to progress onto the next step or click 'Back' to return to the previous step to re-enter or edit any information. There are five windows in the 'Active Setup Wizard' when you are using Manufacturing for the first time: Welcome Your Name Location of Line 50 Accounts Location of SQL Server Confirmation of setup After the first 'Welcome' window, you should enter the information into the relevant boxes on-screen. Information about each of these screens can be seen in the following pages. If you need additional help on any of the screens in the 'Active Setup Wizard', press 'F1' or select the 'Help' button for more information.

To run Manufacturing for the first time


1. From the 'Start' menu, run your Manufacturing program. The 'Active Setup Wizard' appears.

12

Setting Up and Registering

Note: The 'Active Setup Wizard' does not display if you are upgrading your program. 2. Click 'Next' to move to the next step. The wizard prompts you for your name.

3.

Enter your name and click 'Next'. The wizard prompts you for the location of Line 50.

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Sage Line 50 Manufacturing User Guide

4.

Enter the location of the local copy of Line 50. By default, Manufacturing locates the last installed path for your Line 50. If you want to change this, click 'Browse' to select the appropriate folder. Once you have entered the folder, click 'Next' to continue. Important Note: This must always point to the copy of Line 50 on the computer where you are currently working. If you are unsure as to the location of Line 50, use the following instructions: Start Line 50. Click on the 'Help' menu, followed by the 'About' option. Click 'System Info' on the 'About' window. You will see an entry in the list box titled 'Program Directory'. This is the location that you need to be typing into the text box on the 'Active Setup Wizard'.

5.

When you have entered the folder, click 'Next' to continue.

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Setting Up and Registering

6.

Select the SQL Server(s) that you want to use to store your data. There are two options:
Main Data Personal Demo Data Where the data files relating to each Line 50 company are stored by default. Each user can have their own copy of SQL Server. This option allows every user to have their demonstration data held on their own computer.

Select the SQL Server from the list provided. Usually, you will select <Server Name>\SAGEL50 for both options. (The Server Name should be replaced with the name of the computer you wrote down when installing the SQL Server database engine.) This will differ only if you changed the SQL Server instance name upon installation. Note: If the SQL Server you require does not appear on the drop-down list, you can manually enter the name. Ensure you enter the details using the same format listed above, <Server Name>\SAGEL50. 7. Click 'Next' to continue. You are prompted to confirm the installation details.

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Sage Line 50 Manufacturing User Guide

8.

Click 'Finish' to save the details that you have entered, or click 'Back' to change any of the details. The 'Product Information' window appears.

You must enter the 'Registration Information'. (See Registering Manufacturing on page 17.)

16

Setting Up and Registering

Registering Manufacturing
You are provided with a temporary registration serial number and activation key with the program which enables you to use the program for 30 days. You can register the product initially using these and then during the subsequent 30 days contact Sage for your permanent serial number and activation key, or you can contact Sage straight away and register permanently during installation. The 'Product Registration' window either appears during installation, following entry of your company information or at program startup when your temporary registration expires. You can also access it by selecting 'Tools' and then 'Upgrade Program' at any time. You can call Sage for a permanent activation key or you can obtain the permanent activation key by clicking 'Web Register' on the 'Registration' window.

To register Manufacturing
Enter the 'Serial Number' and 'Activation Key', and click 'OK' to complete the registration.

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Sage Line 50 Manufacturing User Guide

Starting Sage Line 50 Manufacturing


When starting Sage Line 50 Manufacturing for the first time, you will see a 'Logon' screen. Enter the default username, 'MANAGER', with no password to enter the program. To access manufacturing, you must have a user name defined in Manufacturing that corresponds to a user name defined in Line 50 Accounts. Sage recommends you define two user profiles within Line 50 Accounts for each user who will want to access Manufacturing. For example, if you want user Nigel to access Manufacturing, define user Nigel and user Nigel-M in Line 50 Accounts. Grant the two users the same access rights in Line 50 Accounts. Then, define Nigel-M within the Manufacturing user list. User Nigel will be able to run Accounts as user Nigel, and Manufacturing as user Nigel-M. The benefit of this is that the user can run Accounts and Manufacturing at the same time. Note: The number of user limits for Accounts and Manufacturing are independent of one another so whilst the same user is accessing both applications, only one user is recorded against each application. For more information on running your program see Running Manufacturing on page 37. For more information on setting up users and passwords see your Line 50 program documentation. To set up access rights for users within Line 50 Manufacturing see Access Rights on page 553.

18

Setting Up and Registering

After Upgrading Manufacturing


If you have upgraded your Manufacturing program (see Appendix 1 - Upgrading Line 50 and Manufacturing on page 604) then any reports that had previously existed in the earlier version of Manufacturing will now be found under an 'Old Reports' folder. If you had produced any custom reports you will need to copy these from 'Old Reports' into the 'Reports' folder. You should also ensure that your reports path is the same as your program path. To check this, click 'Help' followed by 'About'. Click on 'System Information' and compare the 'Program Folder' and 'Reports Folder' entries. For more information on reports see Producing Reports on page 74.

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Sage Line 50 Manufacturing User Guide

Further Assistance
About SageCover
When you buy Manufacturing, you are entitled to receive SageCover for a 60-day period. Your cover begins when you register your Sage product. After you have registered with Sage, our technical support team will help you with installation, setup and general navigation queries. For other queries, you will need to take out full SageCover, which gives you access to technical support advisors, who can give you the best professional advice to help you get the most from your investment. If you want to take out full cover, you can call 0800 33 66 33 if you are a UK resident (mainland), 0800 1690315 for residents of Northern Ireland, or 0800 2553000 for residents of the Republic of Ireland, or complete the order forms that are sent to you following registration of your Sage Line 50 Manufacturing software.

SageCover Online Support


If you have SageCover and access to e-mail, you can send online queries to technical support.

sage.co.uk and sage.ie


The Sage UK web site, www.uk.sage.co.uk (or www.sage.ie for users in the Republic of Ireland), is a valuable resource available to you 24 hours a day and seven days a week. You can find information on our products and services, print your latest invoice from us or sign up for a free newsletter. Its a convenient place to buy Sage products, find out how to get help and advice locally from a Sage business partner and much more. We are constantly adding new features to the website so visit regularly to take advantage of our online services. To access the website, click the Sage icon displayed below the 'Navigation Bar'.

Sage Training
Sage offers a series of tailor-made training courses for all of our users, to enable them to make the most of their software packages. Every Sage training course is written and presented by staff who know and understand Sage software. There are training centres in Birmingham, Bristol, Croydon, Glasgow, Manchester, Dublin, Newcastle upon Tyne and North London each offering a full range of training courses every month. For further details about the courses available, contact Sages sales team on 0800 33 66 33.

20

Chapter 2
Introducing Manufacturing

You are now ready to begin entering information into Manufacturing but you need to understand how to use the program - how the features work together to provide you with what you need. This chapter describes the Manufacturing variants available to you and provides an overview of how to set up and use these in the best way for your organisation. Important! Sage recommends that you follow the checklists in this chapter for setting up your system and processing your data. This will ensure that you begin using your new manufacturing system on a strong foundation and ensure you can use it to its maximum efficiency. Note: If this is the first time you have used Manufacturing, you may need to read about how to use the system to get the best use for your organisation, and how to operate the system using the mouse, keyboard and user interface. To learn about the operation, go to Operating the System on page 35. Once you have read and understood this chapter, to begin working in detail with the variants modules, see chapters 4 onwards. The checklists in this chapter point you to other places in the guide for relevant further information.

In this chapter:
What is in Manufacturing ...................22 Setting Up Manufacturing ..................24 What Manufacturing does..................27 Processing Data in Manufacturing......30 Using Demonstration Data .................33

What is in Manufacturing
Line 50 Manufacturing follows your manufacturing process from beginning to end, providing vital information needed to help control costs and maintain efficiency. Depending on your industry requirements and the variant you have purchased, your serial and activation will give you access to the systems, as follows.

The Manufacturing Model


The Manufacturing Controller provides the greatest flexibility in managing and controlling manufacturing projects. The model can be represented graphically like this:

THE MANUFACTURING CONTROLLER


Bill of Materials Entry Level Batch Controller Repetitive jobs Job Controller One-off jobs + Estimating

+ Graphical Planner

Capture operation times on the shop floor

Operation Times

You can begin with, or just use the Bill of Materials (BOM) variant. The Bill of Materials variant lets you list all the products/components that make up a product. You can check that stock levels are sufficient to build a quantity of any BOM and identify shortages. If there are shortages, you can raise purchase orders in Line 50, selecting from a list of alternative suppliers. And you can also include machine and labour operations as well as subcontract operations. If you are a one-off jobbing or non-repetitive batch manufacturer you can just use the Job Controller variant. Job Controller contains a powerful estimating tool that lets you provide accurate and timely quotations for work. Stock is allocated and issued against jobs, instantly updating your Line 50 accounts. Invoices can be raised for all or parts of jobs, and then posted automatically to your Line 50 accounts. If you want to manage your costs more effectively, you can also see actual costs versus estimates and the variance. If you are a repetitive batch manufacturer you can just use the Batch Controller variant which includes a Bill of Materials module (similar to the Bill of Materials variant described

Introducing Manufacturing

above). The Batch Controller variant takes outstanding orders from Line 50 automatically and calculates the production requirements necessary to fulfil these. It also lets you enter 'make to stock' items. It allocates and issues stock against work orders, automatically updating your Line 50 accounts. Goods received are recorded for instant traceability, whilst certificates of conformity can be produced, confirming products are manufactured to ISO quality standards. If you are a mixed mode manufacturer and do both one-off jobs and repetitive batches you can use the Manufacturing Controller variant. This does all that the Job Controller and the Batch Controller combined can do. You can put jobs through the system as one-offs or as repetitive, raising them via estimates (a Job Controller module) or BOMs (a BOM variant or Batch Controller module), as appropriate. In addition to the smooth production planning control, work order processing and resource management, with full traceability for materials tracking, Manufacturing Controller can work with the Line 50 Graphical Planner which enables production to be planned effectively. Manufacturing Controller also has an add-on, the Operation Times system. This runs alongside the Manufacturing Controller variant and puts you in control of your manufacturing shop floor operation times, letting you collate the times and costs for employees on works orders.

23

Sage Line 50 Manufacturing User Guide

Setting Up Manufacturing
Before you can begin to process data in your program you need to ensure it is set up so that the system will work the way that you want. The following table suggests a typical setup sequence. The setup sequence you use will depend upon the nature of your business and how you intend to use your Manufacturing software. So you may need to adapt the checklist (not all of the listed topics will necessarily apply to you). Sage recommends that you identify those parts of the checklist that do apply to you, and then refer to the sections indicated under 'For more information' to read about how to set up those specific parts of the system. Once you are satisfied that you have understood what you can and want to achieve, then go ahead, following the suggested sequence below, do 'What you need to do', and set up your system. Then refer to the next checklist on processing data in your system for further assistance in how to use the system on a regular basis (see What Manufacturing does on page 27). The following checklist will help in setting up and using Manufacturing quickly and efficiently. Note: Manufacturing operations contain details relating to labour and machine processes. You can set up and access these process details for individual bills of materials or estimates. However, if they are likely to be used regularly across a range of finished items you can set up and store the details as operations in the 'Operations Register'. This will significantly reduce the time spent setting up BOMs or estimates thereafter. If you want to include labour and machine costs in bills of materials and estimates, you should set up details of processes in these registers before beginning to work with bills of materials or estimates. If you only want to include raw materials or component costs, then you do not need to set up anything in the 'Labour Register', 'Machine Register' and 'Operations Register'. Applies to variant All Applies to you

What you need to do 1. Set up additional supplier information for the Line 50 product information. Set up Bill of Materials. Set up Estimating. Set up Overhead Recovery.

For more information See Product Information on page 405.

2.

See Setting Bill of Materials Defaults on page 96. See Setting Estimate Defaults on page 138. See Setting your Overhead Recovery Defaults on page 146.

BOM Batch Manufacturing Job Manufacturing Job Manufacturing

3. 4.

24

Introducing Manufacturing

What you need to do 5. Set up Planning.

For more information See Setting Planning Defaults on page 199. See Setting Traceability Defaults on page 374. See Setting Works Orders Defaults on page 260.

Applies to variant Batch Job Manufacturing Batch Manufacturing Batch Job Manufacturing

Applies to you

6. 7.

Set up Traceability. Set up Works Orders.

8.

Set up Certificates of Conformity. Preview Reports. Enter details in the Labour Register. Enter details in the Machine Register. Set up the Operations Register. Enter details in the Drawing Register. Set up expense categories. Set up labour categories. Set up employee details. Set up delivery note defaults.

See Setting Certificates of Batch Conformity Defaults on page 423. Job Manufaturing See Producing Reports on page 74. See The Labour Register on page 433. See Machine Register on page 439. See Operations Register on page 467. See Drawing Register (Batch and Manufacturing Controllers) on page 447. See Expense Types (Job and Manufacturing Controllers) on page 479. See Adding a Labour Category on page 504. See Adding an Employee Record on page 462. See Setting Delivery Notes Defaults on page 488. ALL ALL ALL ALL Batch Manufacturing Job Manufacturing Job Manufacturing Job Manufacturing Batch Manufacturing

9. 10. 11. 12. 13.

14.

15. 16. 17.

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Sage Line 50 Manufacturing User Guide

What you need to do 18. Set up non-chargeable time categories. Review and amend non-working periods. Add Bill of Materials.

For more information See Non-Chargeable Time (Job and Manufacturing Controllers Only) on page 519. See Non-Working Periods (Batch Controller and Manufacturing Controller Only) on page 549. See Creating a Bill of Materials on page 109. See Creating Opening Balance GRNs on page 386.

Applies to variant Job Manufacturing Batch Manufacturing BOM Batch Manufacturing Batch Manufacturing

Applies to you

19.

20.

21.

Create Opening GRNs.

26

Introducing Manufacturing

What Manufacturing does


The following diagram will help you to familiarise yourself with the way information flows through Line 50 and Manufacturing and how the two programs work together. You will need an understanding of this in order to make sense of the processing checklist in the section which follows (see Processing Data in Manufacturing on page 30).
LINE 50 MANUFACTURING

Sales Orders

Sales Forecasts

Make to Stock

Estimates (one-offs)

Master Production Schedule

Purchase Orders

MRP/Planning Recommendations

Works Orders

Product File

Graphical Planner Allocate Issue Complete Goods Received

Manufacturing is required when you are working in Line 50 and discover when you enter your sales orders that you do not have sufficient stock to meet the orders.

27

Sage Line 50 Manufacturing User Guide

Within Manufacturing
Depending on the Manufacturing variant that you have, you can do different things within Manufacturing to assist you in meeting your order requirements in Line 50. Bill of Materials If you are using the Bill of Materials variant only, you can identify which materials or components you are short of by using the 'Trial Kitting' facility.This lets you quickly check whether it is possible to build a specified quantity of any BOM, and identifies and displays shortages. If the materials are not in stock you can raise purchase orders for them in Line 50. Batch Controller If you are working in a repetitive batch environment and using the Batch Controller variant, your bill of materials feeds the plan. Planning allows you to calculate and display the resources required to satisfy sales orders ('make to order') and production for stock ('make to stock'). If the materials are not in stock you can raise purchase orders for them in Line 50. To maintain traceability of the materials ordered you can use the Traceability module in Manufacturing. (If traceability is not important you can receive the goods directly within Line 50.) Once you have sufficient stock you can generate works orders to fulfil the bill of materials, from a plan (see Actioning Recommendations on page 247), by direct entry (see Adding a Batch Works Order (Batch Controller and Manufacturing Controller Only) on page 281 and Adding a One-Off Works Order on page 295), or from the 'Trial Kitting' window (see Using Trial Kitting on page 131). From the works order you can first allocate and then issue the stock and when the works order is complete the stock is recognised within Line 50 and you can proceed with your sales orders. Note: If you are using the BOM module within the Batch Controller or Manufacturing Controller variants you can raise purchase orders for stock shortages within the BOM module but not for subcontract operations. Purchase orders for subcontract operations must be raised through the subcontract option in the Orders module. Job Controller If you are in a one-off jobbing environment and using the Job Controller variant, the estimate feeds into the plan. Information for the estimate is drawn from the product records on Line 50 and from the Labour, Machine and Operations Registers. You enter all expected costs for each stage of the job under each of the eight job cost types. When you turn the estimate into a works order you can then raise purchase orders for the works order in Line 50.

28

Introducing Manufacturing

From the works order you proceed to allocate and issue the stock and when the job is complete the stock is recognised within Line 50 and you can proceed with your sales orders. Manufacturing Controller If you are working in a mixed mode manufacturing environment, you can apply any of the solutions outlined for the Batch variant (which includes a BOM module) or the Job Controller variant which works with the Estimating module. The BOM or estimate feeds the production plan. Planning allows you to calculate and display the resources required to satisfy sales orders (make to order) and production for stock (make to stock). If the materials are not in stock you can raise purchase orders for them in Line 50. You can, in addition, physically plan and shift around your time and resources, using your graphical planner online to help you meet the requirements and deliver the stock you need to meet the sales orders in Line 50. To maintain traceability of the materials ordered you can use the Traceability module in Manufacturing. (If traceability is not important you can receive the goods directly within Line 50.) Once you have sufficient stock you can generate works orders to fulfil the bill of materials, from a production plan (see Production Planning), by direct entry (see Works Orders), or from the 'Trial Kitting' window (see Trial Kitting). From the works order you can first allocate and then issue the stock and when the works order is complete the stock is recognised within Line 50 and you can proceed with your sales orders. Note: If you are using the BOM module within the Batch Controller or Manufacturing Controller variants you can raise purchase orders for stock shortages within the BOM module but not for subcontract operations. Purchase orders for subcontract operations must be raised through the subcontract option in the Orders module.

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Sage Line 50 Manufacturing User Guide

Processing Data in Manufacturing


Important! Before you can begin to process data in your system you need to ensure it is set up so that the system will work the way that you want. For more information see Setting Up Manufacturing on page 24. Processing information through Manufacturing follows a series of logical steps which reflect the way events actually happen in a business operation. Below is a suggested processing sequence that is typical. The steps you use will depend upon the nature of your business and how you intend to use your Manufacturing software. So you may need to adapt the checklist (not all of the listed topics will necessarily apply to you). The checklist indicates which modules the processing steps apply to. However, if you are using the Bill of Materials variant, you may be using another software route to plan your production, and so should not omit the processing steps but substitute your own approach for production planning, for example, at that point in the sequence. Sage recommends that you identify those parts of the checklist that apply to you, and make any additions or substitutions you need for your organisation. Refer to the sections indicated under 'For more information' to read about how to perform the processing steps. Note: The sections under 'For more information' are where the specific steps required are described, but you should ensure you have a good understanding of the context of performing the steps by reading the chapter where the steps reside. Once you are satisfied that you have understood what you need to do, then go ahead, following the processing steps suggested. The following checklist will help in using Manufacturing quickly and efficiently. For more information See Sage Line 50 User Guide. See Sage Line 50 User Guide. See Planning (Batch, Job and Manufacturing Controllers) on page 195. Applies to variant ALL ALL Applies to you

Processing Steps 1. 2. Receive Sales Order. Allocate existing stock to Sales Order. Plan production based on sales order shortfalls plus items to be made for stock.

Where Line 50 Line 50

3.

Manufacturing

Job Batch Manufacturing

30

Introducing Manufacturing

Processing Steps 4. Ensure sufficient resources are available to meet the production plan. Take necessary action where shortfalls occur. Receive goods.

Where Manufacturing

For more information See Running MRP on page 238.

Applies to variant Job Batch Manufacturing

Applies to you

5.

Manufacturing

See Actioning Recommendations on page 247. See Sage Line 50 User Guide OR see Receiving Goods on page 389. See Adding a Batch Works Order (Batch Controller and Manufacturing Controller Only) on page 281 and Adding a One-Off Works Order on page 295.

Job Batch Manufacturing Batch Manufacturing

6.

Line 50 -no traceability OR Manufacturing - traceability Manufacturing

7.

Raise works orders.

Job Batch Manufacturing

8.

Allocate raw materials against works orders. Print picking lists, route cards, job cards and operation cards, as required. Issue component/ raw materials stock.

Manufacturing

See Allocating Job Stock on page 314. Batch Manufacturing See Producing Works Order Documents on page 311. See Issuing Stock on page 317. Job Batch Manufacturing

9.

Manufacturing

10.

Manufacturing

Job Batch Manufacturing

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Sage Line 50 Manufacturing User Guide

Processing Steps 11. When manufacture is complete, put finished goods into stock.

Where Manufacturing

For more information See Completing Batch Works Orders (Batch Controller and Manufacturing Controller Only) on page 354 and Completing One-Off Works Orders (Job Controller and Manufacturing Controller Only) on page 362. See Sage Line 50 User Guide. See Sage Line 50 User Guide.

Applies to variant Job Batch Manufacturing

Applies to you

12.

Despatch goods raise despatch note. Raise invoice.

Line 50

ALL

13.

Line 50

ALL

Note: Before you begin to work with your 'live' data, Sage recommends that you practise first by setting up and using the system with the demonstration data provided. For more information see Using Demonstration Data on page 33.

32

Introducing Manufacturing

Using Demonstration Data


The best way to become familiar with Manufacturing is to practise. Manufacturing includes demonstration data. If you are not familiar with the operation of the program, Sage recommends that you practise the whole process from setting up through to processing data. Note: Ensure that you also practise using the demonstration data within Line 50 so that you do not create new customer records in Line 50 for data that is not real. So for the purposes of practising, it would be best to install Line 50 and Manufacturing on a standalone computer. In that way you can be sure you can learn the system without affecting any of your real information.

To access the demonstration data in Manufacturing


1. 2. From your windows desktop, open the Sage Line 50 Manufacturing progam. From the 'File' menu choose 'Restore'. A message appears reminding you that this should only be performed if noone else is currently using the Manufacturing or Line 50. 3. 4. Click 'Yes' to confirm that you want to continue. The 'Specify Backup File to Restore' pop-up appears. Browse for the directories for the demo data (SQL) vXX.zip file. If you accepted the defaults at installation, the zip file will be held in c:\program files\sage\line 50 manufacturing. Note: XX is the version number of the software. 5. Select the demo data (SQL) vXX.zip file, and click 'OK'. The demonstration data will be installed. Note: You can restore the demonstration data at any time during operation using this procedure but be aware that all the defaults you have set and the operations that you have performed already during practising will be lost if you do so.

To access the demonstration data in Line 50


Refer to your Sage Line 50 User Guide for instruction. Refer to your Sage Line 50 Help System for instruction.

How to use the demonstration data


Start using Manufacturing by experimenting with this demo data. Try moving around the windows and familiarise yourself with list boxes, option buttons, check boxes and the other elements of the program. If you are not sure how to do this, operation of the interface is described in the next chapter. As you work through this guide and the instructions, you can practise any functions that you are unsure of. The demonstration data is fully interactive and you can enter information into the data set to try out the functions and work within the system.

33

Sage Line 50 Manufacturing User Guide

Remember, you are not on your own. Follow the guidance given in this chapter initially and refer to the other parts of the guide for fuller explanation of the procedures and processes with step-by-step instructions. You also have the Manufacturing help system at your disposal, which you can search at any time if you are stuck, or press 'F1' if you are stuck on a particular screen. Note: All details in the demonstration data are fictitious. Any similarities in the demonstration data with real names, addresses or other company details, past or present, is coincidental.

34

Chapter 3
Operating the System

Now that you have installed Manufacturing, run the Active Setup Wizard and read about the systems features, you are ready for a quick tour. Manufacturing is compatible with most Windows products. This means that it has its own window, which you can maximise, minimise and resize, and keep open while you work on other Windows compatible applications. This chapter will help you become familiar with how Line 50 Manufacturing looks and is organised on screen. It describes the different ways you can enter and manipulate your data in your system. Producing reports operates in the same way throughout the various variants and is also described in this chapter. Finally, we explain how you can customise the system to rename any window or any box within the system. This is a fantastic facility, offering complete customisation of the system at your site, so that it meets the requirements of your organisation. For a comprehensive description of how to operate your program, you need to refer also to descriptions of the menu options on your Manufacturing desktop. For more information see Additional Facilities on page 525. Use these two chapters any time you need to remind yourself how to use the system as you want to.

In this chapter:
Instructions in This Guide...................36 Running Manufacturing......................37 Using Line 50 Manufacturing Demonstration Data...........................39 The Manufacturing Modules...............40 Using the Line 50 Manufacturing Desktop.............................................43 Using Line 50 Manufacturing Window Types.................................................49 Using the Search to Find Records......64 Finding Records.................................70 Function Keys....................................71 Scroll bars .........................................61 Customising your system...................80 Importing and Exporting Data ............87 Administrative / Maintenance Tasks ...90 Backing up your data.........................91 To restore data...................................94

Instructions in This Guide


Manufacturing is a fully Windows compatible product which means that all the usual windows elements are used. This User Guide also uses the same terminology and instruction conventions that are used in your Windows User Guide, so, if you are familiar with Windows, you will already know how to navigate around your Manufacturing program. If you are not, the basic elements of Windows are described in this chapter. This Guide takes you through many different procedures, step-by-step, such as adding a batch works order or adding an estimate to a production plan. To make it easy for you to follow, these instructions are written using the following conventions. For example, a step by step procedure always starts in the same format and continues as a series of numbered steps, as shown below.

Example
If during a procedure you are asked to type specific text into a box, this text is always shown in boldface, as shown in the steps below. 1. Enter E in the first column.

If you are required to press a specific key on the keyboard, this key is shown in CAPITAL LETTERS. You will notice that the key you needed to press in step 2, the ENTER key, is written in capital letters. 2. In the Command Line text box type d:\setup.exe and then press ENTER. Single quotes enclose the names of boxes or windows in the text descriptions to help you identify them. Italic text is used to refer you to other sections of the guide, for example: 3. This figure is calculated from the entries made under production planning defaults. For more information see Setting Planning Defaults on page 199.

There is also consistent use of command words within the procedures, such as: Open a menu from the menu bar. Choose from a drop-down menu. Select an option button, check box , window tab or an item from a list. Click a command button or an option from a toolbar. You decide whether to use the keyboard or the mouse to open, choose or select items. Instructions on how to do this and how to use other elements of Manufacturing are contained in this chapter.

Operating the System

Running Manufacturing
You can load Manufacturing either from the 'Start' menu if using Microsoft Windows 95, 98, NT, 2000 or XP, or from the Line 50 toolbar. The Manufacturing installation configures your machine for each of these options automatically.

Selecting a Company
Note: If there is only one company in use, and SQL data already exists for the company, the company is automatically selected for you and you will not see the 'Select Company' window when you start up Manufacturing. When you start up Manufacturing under the following conditions the program prompts you to select the Line 50 Company you want to use: There is only one company and no SQL data exists for it. There is more than one company available to choose from. The 'Select Company' window appears displaying each available Company. Note: All new companies are set up in Line 50.

To select a company
1. From the 'Select Company' window, select the company you require and click 'OK'. The 'Logon' window appears.

2. 3. 4.

Enter a valid 'Logon Name' and 'Password'. If you want your computer to remember your logon each time you select Manufacturing, select the 'Remember logon name' check box. Click 'OK'. Note: Maintenance of the the Sage Line 50 Manufacturing program must be in line with maintenance of Sage Line 50. Maintenance of the Manufacturing system takes place using the Maintenance routine under the 'File' menu. During logon the Manufacturing program

37

Sage Line 50 Manufacturing User Guide

checks that the Line 50 Maintenance routine has not been run more recently than the Manufacturing Maintenance routine has been run. If Line 50s Maintenance routine has been run more recently, the system displays a warning, prompting you to run the Manufacturing Maintenance routine. For more information see Maintenance on page 527.

Changing Companies
If you have a licence to run Manufacturing with multiple companies, new companies set up within Line 50 are automatically available within Manufacturing. You can change companies at any time during the operation of Manufacturing without coming out of and going back into the program.

To change companies
1. From the 'File' menu, select 'Open', and then select 'Company'. The first time you use each company, the 'Company Setup' prompt appears. 2. Click 'Yes' to create the relevant data files. The company is now selected and you can use it.

38

Operating the System

Using Line 50 Manufacturing Demonstration Data


The best way to become familiar with Sage Line 50 Manufacturing is to practise! Sage Line 50 Manufacturing includes a demonstration data set for a fictitious company called Stationery & Computer Mart UK.

To access the demonstration data


From the Line 50 Manufacturing menu bar, select File > Open > Demo Data. If Line 50 Manufacturing prompts you to log in, enter the default user name MANAGER, leave the password box empty, and click 'OK'. Start using Sage Line 50 Manufacturing by experimenting with this demonstration data. Try moving around the windows and familiarise yourself with list boxes, option buttons, check boxes and the other elements of the program. As you work through this guide, you can swap between your own company information and the demonstration data to practise any functions that you are unsure of. The demonstration data is fully interactive and you can enter information into the data set to try out the functions and work within the system. Whilst you are in the demonstration data set, you can do nothing that will influence your real accounts. So dont worry and try things out. Remember, you are not on your own. This chapter explains how to use Sage Line 50 Manufacturing on your computer, the rest of this guide explains procedures and processes with step-by-step instructions. Note: All details in the demonstration data are fictitious. Any similarities in the demonstration data with real names, addresses or other company details, past or present, is coincidental.

39

Sage Line 50 Manufacturing User Guide

The Manufacturing Modules


Option Bill of Materials Estimating Description Use this to create, amend, delete, copy and cost bills of materials (BOMs). Produce estimates for one-off items or non-repetitive batches. Use this to create, amend, copy, print, recost, cancel and delete estimates. Use to add labour manufacturing processes to the labour register, amend the details, which include times and related costs, and print labour register reports. Use to add machine details to the machine register, amend the details, which include hourly rates, serial numbers, calibration intervals and repair history, and print reports. Planning Use to collate production demand and generate a list of recommendations to satisfy that demand. Use this to add, amend and cost works orders, produce works order documentation (route card, operation card, picking list, job sheet), complete and cancel works orders. Use to trace your material movements through the system. Create GRN numbers and manage stock adjustments and transfers relating to goods received notes. Use to create and amend both manufacturing product details and other product information which has been defined within Accounts. Enter and amend certificates of conformity that you want to issue for products produced and despatched. Use to add labour processes to the labour register and amend the details, including times and costs. Batch Job Manufacturing Batch Job Manufacturing Batch Manufacturing In variants All Job Manufacturing

Orders

Traceability

Product Information Certificates of Conformity Labour Register

All

Batch Job Manufacturing All

40

Operating the System

Option Machine Register

Description Use to add machine details to the machine register, amend the details, which include hourly rates, serial numbers, calibration intervals and repair history, and print reports. Create and amend drawings in the Drawing Register which you may choose to add to works orders or estimates. Within Drawing you can also preview and print reports. Add and amend employee details, attach labour categories to employees, and preview and print reports on employee details. Use to set up and store operation templates in the operations register to re-use within bills of materials or estimates. Amend the details, which include labour and machine details - piece work, subcontract operations, tooling costs - and time required to complete operations, and print reports. Add and amend expense types - costs which are likely to be incurred on jobs but do not fall into any other categories. These may be used in estimates and in actual transactions. Use this to create, amend, print and delete delivery notes. Within Delivery Notes you can: create invoices without delivery notes; update invoices; update the sales order processing and products modules. Set up categories to group employees by function or skill for timesheet entry and for operation times. Amend the details, which include reference, descriptive text and hourly charge rate, and print reports. Use to create and amend stage templates to facilitate quick creation of estimates. These templates contain predefined quantities of stock and non-stock items, operations and other expenses. Use to create, amend, print and delete Non-Chargeable Timesheet entries.

In variants All

Drawing Register

Batch Manufacturing

Employees

Job Manufacturing All

Operations Register

Expense Types

Job Manufacturing

Delivery Notes

Batch Manufacturing

Labour Categories

Job Manufacturing

Stage Templates

Job Manufacturing

Non-Chargeable Time

Job Manufacturing

41

Sage Line 50 Manufacturing User Guide

Option Prospects

Description Store information about prospective customers.

In variants Job Manufacturing

42

Operating the System

Using the Line 50 Manufacturing Desktop


The following pages are intended to provide you with a "guided tour" of the Sage Line 50 Manufacturing Desktop, describing its major features and how you use them. Sage Line 50 Manufacturing is compatible with most Windows products. This means that it has its own main window, which you can maximise, minimise and resize, and keep open while you work on other Windows-compatible applications. When you double-click the Sage Line 50 Manufacturing desktop icon, the Sage Line 50 Manufacturing window appears.
The navigation bar provides quick and easy access to the major functions of Line 50 Manufacturing. This is the Line 50 Manufacturing Menu Bar. Open a menu by putting the arrow over the word and clicking the mouse or Alt + underlined key. The view selector allows you to select what is to be displayed in the work area.

The Tasks and Links show the major activities to be performed on the current data, in this case Bill of Materials.

Shortcut icons for Sage Line 50, Microsoft Excel, Word and several types of calculator.

Tabs show the windows that are open for viewing in the work area.

The work area is where you do your work within Line 50 Manufacturing and where the program displays information about your data.

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Sage Line 50 Manufacturing User Guide

Using the navigation bar


The navigation bar, on the left hand side of the window, is the easiest way to access the major facilities provided by the Line 50 Manufacturing program.

The Tasks and Links show the major activities to be performed on the current data, in this case Bill of Materials.

Click on the navigation groups to open up the Tasks and Links for each Line 50 Manufacturing module.

Use the shortcut icons here to access your Sage Accounts program, Microsoft Excel, Microsoft Word.

Navigation groups
The navigation groups shown in a stack down the left hand side of the desktop provide access to the major areas of the program. From the Navigation Bar you can access the: Bill of Materials (Bill of Materials, Batch Controller and Manufacturing Controller variants) Estimating (Job Controller and Manufacturing Controller variants) Planning (Batch Controller, Job Controller and Manufacturing Controller variants) Orders (Batch Controller, Job Controller and Manufacturing Controller variants) Traceability (Batch Controller and Manufacturing Controller variants)

44

Operating the System

Reports (All variants) Click the navigation group you require to access the corresponding area of the program. When you choose a navigation group, the options shown in the 'Tasks' and 'Links' area of the navigation bar change and the appropriate display is shown in the Line 50 Manufacturing work area.

Tasks and links


The options shown in the 'Tasks' and 'Links' areas of the navigation bar vary depending upon the navigation group selected. They provide you with access to the functions that you will find most necessary when working within the selected module. For example, in the Bill of Materials navigation group, the Tasks include: "New", "Copy", "Print", and so on; the Links include: "Estimates List", "Quantity Calculator", and so on. To make a selection, simply click the option you require. Note: Throughout this guide, where we need to describe selection of a navigation group followed by selection of a 'Task' or 'Link' option this is shown in the window: Bill of Materials > New.

Using the view selector to change the view


The view selector allows you to change what is displayed in the Line 50 Manufacturing work area. The options available depend upon which navigation group you are working in, but typically they might include: A list display - of items appropriate to the selected navigation group. For example, if you select the 'Bill of Materials' navigation group, you can choose to display the list as an imploded or exploded list of items or using a detailed or summary card view. If you choose the 'Planning' navigation group the available list views alter also. A Dashboard - showing key information for the selected navigation group. For detailed information on these window types, see Using Line 50 Manufacturing Window Types on page 49. For details of how to set default view options, see Defining your desktop view options on page 47. To make a selection, click the 'Change View' button shown in the top right hand corner of the work area and then select the option you require from the drop-down menu displayed. Note: Throughout this guide, the step-by-step procedures assume that you have a list window displayed.

45

Sage Line 50 Manufacturing User Guide

The work area


The work area is where Line 50 Manufacturing displays information and where you enter your data into the program. The layout of the work area depends upon the view you have selected and type of window you are using. For detailed information on the window types which can be displayed in the work area, see Using Line 50 Manufacturing Window Types on page 49. For details of how to set default view options, see Defining your desktop view options on page 47.

Menu Commands
Each option on the Line 50 Manufacturing menu bar provides access to a drop-down menu. If you use other software on your PC, you will probably be familiar with drop-down menus. You can open menus and choose options using the keyboard or mouse, as described below. Menu bars appear on the main desktop window and secondary windows in modules such as MPS and MRP. On the main desktop window, the following menu options are available: File, Edit, View, Modules, Settings, Tools, Window, Help. On a secondary window, you can select from: File, Edit, View, Tasks, Help. Note: The 'Tasks' menu option only appears on a secondary window menu bar if additional tasks are required for the information displayed in the window. For example, you can click on the 'Tasks' menu option on the 'MRP Recommendation Details' window, to action a recommendation.

46

Operating the System

Selecting menus with a mouse


Click the left mouse button when the pointer is on the menu option name, to display the pull down menu. To select an option, click the left mouse button again when the mouse pointer is
pointing to the option on the menu that you want.

Right-click
You can use the right button on your mouse in many areas of Sage Line 50 Manufacturing. This is known asright-click. You can use the right-click as a quick way of copying and pasting (and deleting). You can also right-click in many areas to access common commands that relate to the line that you click on.

Selecting menus with the keyboard


All menu and option names have one underlined character. You can select a menu by pressing the ALT key simultaneously with the key corresponding to the underlined character. For example, to select the 'Edit' menu, you would type ALT and E (ALT+E) at the same time. When the menu appears, you can select one of the options on the menu by pressing just the character underlined. For example, having opened the 'Edit' menu, you could select the 'Delete Row' option by pressing the 'D' key.

Defining your desktop view options


Desktop view options allow you to define: Which of the navigation groups will be displayed when you first access Line 50 Manufacturing. Which of the window types (dashboard, list) are to be displayed when each of the navigation groups is opened.

To define your desktop view options


1. 2. 3. From the Line 50 Manufacturing menu bar, select Tools > Options. Click the 'View' tab. Select the options you require: Initial View Use the down arrow to select the navigation group that is to be displayed when you first access Line 50 Manufacturing

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Sage Line 50 Manufacturing User Guide

Default View

For each of the navigation groups, use the down arrow to select which of the screen types will be displayed when the navigation group is opened.

4.

To save the new settings, click 'OK'. To exit without saving your changes, click 'Cancel'.

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Using Line 50 Manufacturing Window Types


When you select a 'Task' or a 'Link' from the Sage Line 50 Manufacturing navigation bar or an option from the toolbar, a window appears in the work area of the screen. You can have several windows open at once, so you can move between one function and another without having to close each one in turn. However, only one window can be active at any one time. When you open a new window, a new tab appears in the bottom left area of the window. Click on these tabs to move between any of the windows.

Click a tab to view any window that you have opened.

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Dashboards
Dashboard windows are used in Line 50 Manufacturing as a quick way of providing you with useful information related to the navigation group you are currently working in.

Update icon. The adjacent text shows the date and time of the last update.

The information displayed is up-to-date at the time the dashboard is first displayed. If you have the window displayed for any length of time, you can click the Update icon to refresh it. To view a dashboard window, select the appropriate option from the view selector, as described in Using the view selector to change the view on page 45.

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List windows
As you perform many of the Sage Line 50 Manufacturing functions, you can set the work area to display a list or module window which shows you the record or records you can work with. To view a list window, select the appropriate option from the view selector, as described in Using the view selector to change the view on page 45. Note: Throughout this guide, the step-by-step procedures assume that you have a list window displayed. In some cases, you must first create these records; in others, you are given a standard set of records to work with straight away. As you create each new record, it is added to the list in code or reference order, so that you can always find the record you want quickly. The following figure shows an example of the 'Estimating' window.
You can sort this list in any column-type order by clicking on the header range, for example 'Estimate No.' or 'A/C'. Toolbar icons provide data processing options.

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Selecting a record to work with


Each main window displays a list of items you have added. When you want to work with a single record, for example if you are using the Bill of Materials module and want to resequence a Bill of Materials record, you can select the record from the list before you click the appropriate button from the toolbar. To select a record from a list, move the mouse pointer to the record in the list and left click. The selected record is highlighted in the list.

Selecting more than one record to work with


There may be times when you want to work with several records in succession, or print a report based on a particular selection of records. Using the same method as when selecting one record, you can click as many records in the list as you want. As you do so, each one is highlighted and becomes part of the selected set of records for processing. Tip: You can also select the records you want by using your cursor arrows on your keyboard to scroll down or up, and pressing the SPACEBAR to select the record or records you want. If you select several records in the Bill of Materials module for example and then click 'Resequence', the system invites you to resequence all the BOMs you have selected in the list. If you click Record with several records highlighted, the first record highlighted in the list appears on the record window ready for processing. When you finish processing that record, you can view the next one in the selection by clicking the 'Next' button. To go back to a previous record from the ones you have chosen, click the 'Previous' button. You will find it useful to be able to select several records when using the report options. You can highlight all the records you want to include in the report before choosing the report you want to print.

Deselecting records
Having highlighted a record you may want to deselect it, either because you have finished working on it or perhaps because you selected the wrong one. If you click the selected record (or use the SPACEBAR), the highlight disappears.

Using the toolbar


The main actions you can perform on the records displayed in a list window are shown on the toolbar at the top of the window. To run any of these options, click the appropriate icon with the left mouse button. When you run many of these options, a separate process window will appear for you to work in.

Command buttons
Command buttons appear in most of the Manufacturing module and option windows. Use these to take action once you have entered some data or selected a record to work with.

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Command buttons appear on virtually every window and include one or more of the following commands. Save Choose the 'Save' button to accept the data you have entered and process the information, for example, make changes in the record. Any data entry boxes on the screen will be cleared for you to enter details for another record. 'Save' does not take you out of the option. 'Close' is the button to choose when you want to exit from an option. 'Close' does not save any data you have entered so make sure you do this first, if appropriate. If you choose the 'Discard' button, any data you have just entered in the data entry boxes will clear from the screen for you to start again. 'Discard' does not undo any entries you have already saved. OK The 'OK' button is sometimes shown instead of the 'Save' button. The difference is that 'OK' will not only save and process your data but will also exit the option. The 'Cancel' button is sometimes shown instead of the 'Discard' button. The difference is that 'Cancel' not only discards your data entry (or process) but it also exits the option. The 'Clear' button will clear all selections you have made on the screen. If you choose 'Delete', the currently selected record is deleted. 'Refresh' is the button to choose when you want to re-display or update a list of items displayed on the screen. Within the Bill of Materials, Estimates and Works Orders modules, the 'Image' button lets you attach a picture to the works order record so that it can be printed on customised reports later. The 'Swap' button lets you select all the records displayed on the screen. It acts as a toggle. Click it once and the records are selected; click it again and the records are no longer selected. Within Orders the 'Options' button lets you choose how to display your works orders on the screen. You can highlight one-off works orders, show completed orders on the screen, or move to the last record on startup.

Close

Discard

Cancel

Clear Delete Refresh Image

Swap

Options

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Mail Merge

Within Estimates and Prospects, select this option and choose whether you want to open a new document or run a mail merge. Data is now sent if appropriate and you may work with your document in the normal way. Within Prospects, select this option and choose the folder inoutlook you want to send the information to, and specify whether or not you want to send prospects to outlook contacts, contacts to prospects, or both.

Outlook

Note: There are also buttons marked <<, <, > and >> that you can use to move to the first, previous, next or last record. When there are too many buttons to display on the visible window, for example if you are using a low display resolution, a double-arrow symbol appears to the right-hand side of the command button bar. Click the arrow symbol to access the remaining available buttons.

Using the swap and clear buttons


If you have highlighted records that you no longer want selected, click the 'Clear' button. Any records that were highlighted are deselected, and no records are left highlighted. When you want to select numerous records, it may be quicker to select those records you dont want, rather than what you do want. By using the 'Swap' button, you can change the selection to those that are not highlighted. Click the records you dont want selected so they are highlighted and then click the 'Swap' button. Everything that isnt highlighted is immediately selected, and the records you clicked on are deselected. You can swap back again using the same button. Try it out and youll soon be familiar with the process.

Sorting the list


You can sort the records in most Sage Line 50 Manufacturing windows by ascending, descending or alphabetical order, depending on the information in the list. Click with the left mouse button on the column name to sort the records. When you close and restart Sage Line 50 Manufacturing, the system remembers any sorts that you apply.

Showing more data columns in the windows


Many of the windows can show more columns of data if you maximise the window. Try it and see. If you still cant see all of the columns a scroll bar appears, enabling you to see the additional columns.

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Resizing and hiding data columns


As you become more familiar with the windows in Line 50 Manufacturing, you may find that you use some data columns more than others. For example, in the 'Estimating' window, you might use the 'A/C' column frequently for looking up a particular account, but perhaps use the 'Name' column less often. Using the Configurable Columns feature, you can hide certain data columns that you do not use very frequently, allowing more room on-screen for those columns that you use more often. You can also resize the columns on-screen to make the best use of the space available, according to your needs. So, in 'Estimating', you could hide the 'Name' column and then make the 'A/C' column wider.

To resize a data column


1. 2. 3. 4. From the appropriate Line 50 window, hover your mouse pointer over the label in the heading of the column you want to resize. Move the mouse pointer so that it appears between the column heading labels. When it is positioned correctly between the column headings, your mouse pointer appears as a cross with a double-headed arrow pointing to the left and right. To increase the column width, left-click the mouse and hold the button down. With the left mouse button held down, drag the mouse pointer towards the right until the column is at the width you require. Release the left mouse button. To reduce the column width, left-click the mouse and hold the button down. With the left mouse button held down, drag the mouse pointer towards the left until the column is at the width you require. Release the left mouse button. To reset all of the columns in the current window to their default width, right-click any column heading and select 'Use Defaults' from the drop-down menu. The window displays all the columns at their default width. Note: When you select 'Use Defaults', any columns you have previously hidden reappear on the current window.

5.

6.

To hide or restore a data column


1. From the appropriate Line 50 window, right-click the heading of the column you want to hide. For example, if you want to hide the 'Name' column in the 'Estimating' window, right-click the 'Name' label at the top of the column. A drop-down menu appears, displaying all the column headings that relate to the current window. The column headings that currently display in the window show a tick alongside them on the menu.

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2.

To hide a column from the current window, left-click the column heading on the drop-down menu.

Copying records
To save you time when you are creating new records, Sage Line 50 Manufacturing provides the facility to copy the details of an existing record within the Bill of Materials and Estimating modules. This is particularly useful if you need to create several estimates for example, that use many of the same account details.

To copy a records details


1. 2. 3. 4. 5. From the appropriate window, select the record you want to duplicate. Click 'Copy'. The 'Copy' window appears. Enter the details for the new record and select which elements of the record you want to copy using the check boxes. To save the new record, click 'Save'. To clear your changes, click 'Discard'. To close the record window and return to the list window, click 'Close'. You have successfully copied the record.

Data Entry Windows


In Line 50 Manufacturing, your data is entered onto windows. Each window is divided into small boxes into which data can be typed using the keyboard or selected from a list of choices. Each single piece of information you enter on a screen is called a 'box'. For example, a bill of materials reference is a box; so is a labour hourly charge rate. There are three types of boxes: Alphanumeric - Boxes that accept both letters and numbers, plus a few symbols such as hyphens or brackets. Numeric - Boxes that accept only numbers. Date - Boxes that only accept and display a date. There is a limit to the amount of information you can enter into a box. During data entry, Sage Line 50 Manufacturing ensures that you enter the right information type and amount of data in each box. So, for example, you will not be permitted to enter text in a numeric box. You will also be prevented from entering a date which is not a calendar date. Other types of validation ensure that, as far as possible, the right kind of information is entered into the appropriate box. Any deviation from the expected data may result in the input being rejected or ignored, or the system displaying an error message for the window.

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Entering and editing data


To type data into a window, you can move the arrow-shaped pointer (the cursor) to the box where you want to enter data, at which stage the pointer changes to a vertical bar called the insertion pointer. Move the cursor to the part of the box where you want to begin typing and click the left hand mouse button. If the box is blank, an insertion pointer appears at the far left of the box. If there is data already in the box, the insertion pointer appears at the same place as the cursor was positioned when you clicked the mouse button.

Setting up and using the Quantity Calculator


The Quantity Calculator is designed to help you enter values into the numeric boxes throughout the program. It is most useful if you have a single formula that you always apply when calculating quantities, although you can use it on the fly and apply different calculations to values as you require. If you consistently use one formula to calculate quantity, you can save time by setting this up as the default to be used whenever you call up the Quantity Calculator.

To set up a default formula


1. From the menu bar, select Settings > Quantity Calculator Defaults. The 'Quantity Calculator Defaults' window appears.

2.

Enter the operators ( +, -, /, *) and input values for your formula. If you want the input value to be a percentage, enter the percentage value and select the 'Percent' check box associated with that row.

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For example, if you want to calculate a quantity, by adding 10, multiplying the original input value by 10% and then subtracting 5, you would set up the Quantity Calculator defaults as follows:

The calculation works sequentially through the commands of the formula. It starts with Input Value A and adds 10, to give Input Value B. It then multiplies Input B by 10% to give Input Value C and then deducts 5 to provide the final result. 3. Click 'OK' to confirm and save the defaults. When you call up the Quantity Calculator in future, it will display the defaults you have set up here. Note: You can change the default settings at any time, or you can amend the settings on the fly for one off changes. Making a change to the defaults in your Quantity Calculator Defaults' menu, will not affect values previously generated by the Quantity Calculator. If you want the new settings to apply, you must revisit the numeric fields throughout the program and recalculate using the new defaults.

To use the Quantity Calculator


You can call up the Quantity Calculator differently depending on whether you want to use the calculator for a specific field value, or to help you out more generally as you use the Line 50 Manufacturing program. Call up the Quantity Calculator from any numeric box. Place the cursor in the numeric box and press CTRL + Q. The Quantity Calculator appears and takes the value from the numeric box as your input value. If you have set up a default formula, it applies this to the input value and then displays the result.

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Click 'Copy' if you want to paste the new result into other numeric boxes within the program. The value is stored on the clipboard. Click 'OK' to replace the original input value in the numeric box with the new result. Call up the Quantity Calculator from anywhere in the program. Press CTRL + Q. The Quantity Calculator appears but does not display an input value. Enter an input value. If you have set up a default formula, the calculator applies this to the input value. If you have not specified any defaults, set up the formula you require. For more information, see Step 2 of To set up a default formula on page 57. Click 'Copy' if you want to paste the new result into numeric boxes within the program. The value is stored on the clipboard. Click 'OK'to close the Quantity Calculator.

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Moving around windows


After you have entered data within a box, you can use any of the following keys, found on your keyboard, to locate the cursor elsewhere within the box or the window: TAB SHIFT + TAB ESC END HOME Move to the next box. Move back to the previous box. Exit the windows. If any data has been entered, you will be prompted to save the details. Move the cursor to the last character of the last word in the box. Moves the cursor to the start of the box.

CTRL + RIGHT ARROW Moves the cursor to the first character of the next word in the box. CTRL + LEFT ARROW Moves the cursor to the first character of the previous word in the box.

Alternatively, you can use the mouse to place the cursor wherever you want and click the left mouse button to accept the location.

Editing box contents


To add characters within a box, simply place the cursor at the point you want to start typing and click the left mouse button. When you type, characters are inserted from the cursor position, displacing existing characters to the right of the cursor. To delete all or part of the contents of a box, use one of the following methods: To delete individual characters to the left of the cursor, use the BACKSPACE key. To delete several characters at once, you can highlight the text using the mouse. Alternatively, you can press and keep the SHIFT button depressed while you use the right or left arrow key to select the characters you want to remove, and then press DELETE. To delete a complete word, either highlight the word by placing the cursor over it and double-clicking the left-hand mouse button, or use CTRL+SHIFT and the right or left arrow key, to highlight the whole word and then press DELETE. To delete a whole line on transaction entry window, place the cursor in any box on the transaction line and press F8. To delete the entire contents of the box, use the mouse to highlight the contents of the box and then press DELETE.

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Using drop-down list boxes and scroll bars


You can enter some entries by selecting from a drop-down list box. These are indicated by a down-pointing arrow (referred to as a down arrow throughout this User Guide) to the right-hand side of a box. When you click a down arrow in a list box, the program opens either a drop-down list of the first few choices or a separate window. To make a selection, click the option you want, and it appears in the box. If a separate window appears, select the option you want and click 'OK'. If necessary, use the scroll bar to move down the full list.

Scroll bars
Windows and drop-down lists will not always be able to display all of the records or fields that can be selected. Where a window has more to display than can be shown at one time, a scroll bar appears at the right-hand side of the window. To use the scroll bar, click the up or down arrows, holding the mouse button down, to scroll the list up or down respectively. Alternatively, drag the empty box in the scroll bar up or down using the mouse.

Option buttons
Option buttons that appear in Manufacturing let you select one action, from two or more possible actions.

You can only select one option button.

You select an option button by clicking on the required option with the left mouse button (a dot appears in the selected option), or use the TAB key to move the cursor to the option button area, then select the button with the arrow keys.

Check boxes
Check boxes let you select one or more of the actions you require from a range of actions. For example, in the module 'Defaults' windows, you can specify the different settings you require.
You can select one, two or three of these check boxes at once.

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Select a check box by clicking with the left mouse button on the required box (a tick appears). Alternatively, use the TAB key to move the cursor to the check box area and select on or off using the SPACE BAR. To clear a check box, repeat the procedure so that the tick does not appear in the box.

Using the calendar button


All boxes which require you to enter a date have a Calendar button attached. When you click this button a calendar appears from which you can select the date you need using your mouse.
When you click this button, a calendar appears from which you can select the required date.

Using the calculator button


To help you perform your calculations, a Calculator button is attached to many numeric data-entry boxes. When you click this button a mini calculator is displayed, which you can use like an everyday calculator with clicks of your mouse. The results seen on the on-screen calculator appear in the numeric data entry box.
Click this button to display a mini calculator.

'Smart Link' buttons


There are often times as you use Manufacturing, where you require additional information about a product or works order, from within Line 50 or within another part of Manufacturing. For example, when you enter an estimate, you may want to check the product code information within Line 50. Click on the arrow button to the left of the product code field (see below), to retrieve and display the product record information from within Line 50.

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Click this button to view more information.

Note: To enable smart link access to details from within Line 50, such as supplier account details, Line 50 Accounts must be running in parallel to Line 50 Manufacturing, and you must be logged into Line 50.

The 'Drill-Down' facility


You can click an item listed in a tree-view format to drill down into the associated details. The following example shows the same transaction listed on the Bill of Materials - Explosion View window.
Click this icon to see the details that make up the item.

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Using the Search to Find Records


It can be time-consuming to sort through numerous records to find the few that are relevant to the task you want to complete. You can use the 'Search' function to look through your records to find what you want. You can save the search requests you create to reapply them at a later date. For example, you can set up a search to display all BOM records where the BOM is a phantom BOM. You can then save this search to reapply again at regular intervals as part of your credit control procedures.

To set up a search request


1. From the appropriate window (for example, Bill of Materials), click 'Search'.

Use the Search button

The 'Search' window appears showing either a new search window or, if you have previously created a search request, the last search that you created. 2. If a search is already shown and you want to create a new request, click 'Discard'. You can now start to build your new search.

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3.

From the 'Join' drop-down list, select 'Where'. Note: Where' is automatically selected for the first lines. Subsequently, you can choose from 'And' or 'Or'.

4. 5.

From the 'Field' drop-down list, select the field you require. For example, if you want to find all records with a specific markup you would choose 'Markup'. From the 'Condition' drop-down list, select the condition you want to apply. The following conditions are available: Is Equal To Is Not Equal To Is Less Than Is Greater Than Is Less Than or Equal To Is Greater Than or Equal To Is Between

6.

In the 'Value' box, enter the value you want to search for. In some cases where a request cannot be assigned a numerical or text value, a drop-down list is available. For example, if you are searching for markup values, a drop-down list of all assigned markup values appears.The value box also allows the use of 'wildcards'. The value box also allows the use of 'wildcards'. Wildcards are special characters which can represent a line of text or an individual character. The types of wildcards available are as follows:

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This standard SQL wildcard represents any number of valid characters (including spaces) after a specific value. For example, DR% would find all Bill of Materials beginning with DR. Note: You can enter the wildcard * but this is automatically converted by the program to the standard SQL wildcard %.

This standard SQL wildcard represents a single undefined character. For example,_A% will find MAH, OAK, SAP and WALNUT Bill of Materials. Note: You can enter the wildcard ? but this is automatically converted by the program to the standard SQL wildcard _.

7.

If you want to add a second expression to your request, press the TAB key to move onto the second line. For example, you want to search for Bill of Materials with a markup of 40% and valid until 31 December 2006. If you want both conditions to be met you would choose And from the 'Join' drop-down list. If you want either condition, for example if you wanted to find all Bill of Materials with a markup of 40% or valid until 31 December 2006, you would choose 'OR'. You can then continue to enter the expression. You can enter as many lines as you need to refine your search request so that it displays the records you are looking for.In certain circumstances, brackets may appear in a search request you create. For further information on brackets, refer to the following section.

8.

When you have finished setting up your search, you can save it by entering a name for the search and clicking OK'. The search name is added to the 'Select Search' drop-down list and the system automatically applies the search. The 'Select Search' box displays the search name and the number of records that have been found by the search are displayed.

9.

To edit an existing search, select the search name from the 'Select Search' list and click 'Edit'.

10. To delete the Search, select the search name from the 'Select Search' list, then click 'Delete'. The search is deleted.

Building your search


The following section outlines the options you should consider before you build your searches.

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Joining expressions using And/Or


If you use the And command to link two expressions, both expressions must apply for a record to be found. As a general rule, if you are using the same field and the same condition, do not use AND to link the expression. Use the Or command to link two expressions where either expression must be true for a record to be found.

Using brackets
In certain circumstances, brackets may appear in the search requests you are creating. Sage Line 50 Manufacturing automatically adds the brackets for you.

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The rules regarding the use of brackets are as follows: 1 2 If your search requests only include AND, brackets will not appear. Brackets appear when OR is used to link expressions when the field chosen before and after the OR are the same. For example: Where Account Reference Is Equal To A OR Account Reference Is Equal To B The expression is represented as: Where (Account Reference = A Or Account Reference = B) 3 If you are using both commands, AND/OR, in your expression, brackets appear if the OR is considered to be a separate filter. For example, if you wanted to search for all suppliers with settlement days greater than 20 and a balance less than 500 and you also wanted to search for accounts where the settlement due days is equal to 30 you could set up the following request: Where (Settlement Due Days > 20 AND Balance < 500) OR Settlement Due Days = 30 The search facility assumes that the first two statements are related and therefore brackets them.

Using wildcards
The Value box allows the use of 'Wildcards'. Wildcards are special characters which can represent a line of text or an individual character. The types of wildcards available are as follows: * $ ? This represents any number of valid characters (including spaces) after a specific value. For example, NE* would find all text beginning with NE. This represents a specific line of text anywhere in the data. For example, $ABC finds all text that contains ABC. This represents a single undefined character. For example, WE?001 will find WEB001 and WET001.

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Ordering expressions
You must consider the order you set up your search request to ensure you get the correct results. Consider the following example: You want to search for all records with a balance greater than 100 that have a postcode of NE7 or NE8. To do this the expression would be: Where Balance > 100 AND (Postcode = NE7* OR Postcode = NE8*) Alternatively, you can search for records that have a balance greater than 100 and have a postcode of NE7 or all records in NE8 with any balance. To do this the expression would be: Where Account Address Line 5=NE7* AND Balance >100 OR Account Address Line 5= NE8*

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Finding Records
Use the 'Quick Filter' option in Line 50 Manufacturing to enable you to locate items in a list more quickly, without having to scroll through every line on the list. This saves you time when trying to find a record where you only have a small amount of information, for example, a reference.

To use the Quick Filter option to locate transactions


1. If the 'Quick Filter' toolbar is not already displayed, right-click on the main toolbar. From the toolbar menu, select the 'Quick Filter' check box. The 'Quick Filter' toolbar appears.

2.

Enter the following information: Look in Select the item that you are searching for from the drop-down list. The labels you can select here differ depending on the module you are working in. Enter the information you have regarding the record that you are trying to find. For example, you could search for a specific transaction number or a reference.

for

3.

Click 'Find Now'. The system filters the list and displays those entries that match the quick filter criteria you have specified.

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Function Keys
Manufacturing uses function keys in several areas to access a number of important features, including the calculator and the Help features. Several of these keys are context sensitive, meaning that they will only perform their function when you have selected an appropriate box. For example, if you are in the Bill of Materials record and your cursor is in the BoM Reference box, pressing F4 will open the select product list. However, if your cursor, in the same screen,is in the Description box, nothing would happen if you pressed F4.

The various functions associated with the function keys are: F1 Press this key to bring up Help that relates to the particular window you are using. For example, if you are in the Customers window and press F1, the Sage Line 50 Help system will display assistance on the Customers function. This key brings up the calculator which you can use with the mouse, in the same way you would use a normal calculator. This key adds an invoice item line in Scheduled Sales Orders, Purchase Orders and Sales Invoices and Sales Credit Notes. This button is a shortcut to the calendar, calculator or record list, if the selected text box that you are using has any of these functions attached. Also if you select a drop-down list box, you can press F4 to display this list. If you press this key when the cursor is in a text box, the system will conduct a spell check. Press this button in the appropriate window to copy data from the cell above in all grids. Using F7 inserts a blank row in a list. For example, if you need to insert a blank row for another attached file in the Bill of Materials 'Attached Files' window, place your cursor on an existing row, press F7 and a new blank row appears immediately above the list where your cursor rests.

F2 F3 F4

F5 F6 F7

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F8 F9 F10 F11

Press F8 to delete a row, for example, in the Bill of Materials 'Operations' window. Use this key in a relevant box to calculate the Net amount from any Gross tax values. in the Purchase Invoices and Purchase Credit Notes windows. This key highlights the 'File' menu. You need to press ENTER to display the menu. This key launches the Windows control panel, so, for example, you could access your Internet options without having to minimise or close down your Sage Line 50 Manufacturing program. The F12 key launches the Report Designer.

F12

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Getting Help
The Sage Line 50 Help system provides you with all of the information you need to get the most out of your Sage Line 50 program. To access the Help you can: Press F1. Press the F1 key at any point in Sage Line 50. The Help system appears. From the Line 50 Manufacturing menu bar, select Help. Choose Contents and Index. Use the Contents tab on the left side of the Sage Line 50 Help system to search for a Help topic.

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Producing Reports
A number of standard reports are provided within Manufacturing. You can edit and copy reports, or create a new report, using either Crystal Reports, or Sage Report Designer. Report Designer is available as part of your Sage application and a runtime version of Crystal is supplied for you to run the standard Crystal Reports. In order for you to amend the standard Crystal Reports or create new ones you will need to purchase the appropriate Crystal Reports licence from Crystal Decisions. Whilst the Report Designer makes report design and maintenance accessible to you as part of your Sage application, you must use Crystal Reports for complex reports. For example, where you need to use data from multiple sources on one report (from the Bill of Materials module and from Line 50, for example) you can do this using Crystal. Also, where you want to display multiple types of data on the same report and these are all at the same level (works order operations, components and sales orders, for example) you must use the Crystal subreports feature to print these. For more information please refer to your Sage Report Designer User Guide and also your Crystal Reports Guide, if applicable. Note: You are strongly advised to copy your existing reports before you edit them. If you do edit reports, future amendments will overwrite your changes. For more information on designing and changing your standard reports please see Customising your system on page 80. You can access and produce the standard reports as soon as you start working within your system. You can access a list of the reports available within each module, by clicking the navigation group or choosing a module from the 'Modules' option on the menu bar and then selecting the 'Reports' option. Or you can access a list of all the standard reports available in Manufacturing by clicking the 'Reports' navigation group on the navigation bar. The list of reports shows, by means of a 'Type' column, which reports have been created using the Report Designer and which have been created using Crystal Reports.

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The Type column indicates which reports have been created using Report Designer and which have been created using Crystal Reports.

All reports windows allow you to build a list of reports you use most frequently, making it easy to find the report you need quickly. The 'Favourites' facility lets you build this list of reports.

To add a report to the list of favourite reports


Select the report and click 'Add to favourites'. The 'Favourites' tab displays the report. Note: You can still access the report under 'All Reports'.

To remove a report from the list of favourite reports


Select the report on the 'Favourites' tab and click 'Remove'. Note: This does not delete the report altogether. You can still access it from 'All Reports'.

To produce a report
1. From the list of reports, select the report you want to run and then specify how you want to view the report from the drop-down list. You can select to print or preview the report, save it to file or email the report. With the type of output selected, click 'Generate Report'.

2.

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If applicable to the report, the 'Criteria' window appears.

3.

Use the down arrows to select the criteria for your report. You can apply several criteria at once. For example, you could run a report listing 'a' through 'e' and 'p' through 'x'. Anything else would be ignored.

4.

When you are happy with the criteria you have specified, click 'OK' to run the report. The report runs according to the output setting you have chosen on the drop-down list.

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5.

To print the report from the preview window, click 'Print'. To send the report to e-mail, click 'E-mail'. To close the report and return to the desktop, click 'Close'.

To create a new report


Note: To create a new report using Crystal Reports, you must start your Crystal Reports application and follow the on-screen instructions. 1. Within the 'Reports' window, click 'New'. The Report Designer Wizard window opens. The report type defaults to that which is most appropriate to the area of Manufacturing that you are in. 2. Follow the instructions in the Sage Report Desginer User Guide to create your new report.

To create a report by copying an existing report


1. Within the Reports > All Reports tab, select the report that you want to copy and click 'Copy'. The 'Enter Report Details' window opens.

2.

Enter the following details: Filename Enter the name you want to use to identify the new report. Please refer to the note below.

3.

Click 'OK' to copy the report, or click 'Cancel' if you do not want to copy the report. The new report appears in the list of reports window and you can make any changes you require to the information you have copied (see To edit a report on page 77). Note: The filename of the report you have copied is unique and shown on the right hand side of the screen. You will notice that the description of the new report, shown on the left hand side of the screen, is identical to the description of the report that you have copied. Take care to choose the new report to edit and not the one that you have copied from.

To edit a report
1. Within the Reports > All Reports tab, select the report that you want to edit and click 'Edit'.

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If it is a Crystal report the Crystal editor opens (if you have the appropriate licence). Note: You can also use the Crystal Reports application outside Manufacturing if you want to modify Crystal reports. If it is a Report Designer report, the Report Designer window opens, displaying the report template. 2. Follow the instructions provided in either your Crystal Reports Guide or in the Sage Report Designer User Guide to edit your report.

To delete a report
Within the 'Reports' window, select the report that you want to delete, and click 'Delete'. The report is moved into the deleted reports folder. Note: The deleted folder is a folder called 'Deleted Reports' and it exists so that you can retrieve reports if required. For example, if you delete a Bill of Materials report within Manufacturing it will be listed in: c:\program files\sage\line 50 manufacturing controller\reports\BOM\deleted reports

To reset the report list


If you have added a Crystal report to the list of standard reports or amended an existing Crystal report, you should run the 'Reset Reports List' routine to ensure that your new report is included in the list of reports recognised by the system. 1. From the 'Tools' menu, choose 'Options' and then click the 'Reports' tab. The 'Reports' information appears.

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Note: It is also strongly recommended that you reset reports list after you have taken a backup of your data. If you add new reports frequently you should run the routine weekly. Always take an additional backup after successfully running these options. 2. Click'Reset reports list'.

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Customising your system


Customising your system is one of the highlights of using Manufacturing. You can: Customise how to display data and the appearance of your desktop. For more information see The Tools Menu on page 556. Customise reports. Use the Manufacturing Customiser. This is a very powerful tool which enables you to change any button, box, frame, tab or column label on any screen within the system. You can therefore customise Manufacturing to show any industry or business specific terms which may be in common use. The facility also enables you to use data boxes for something other than that originally intended, for example in the food processing industry the term 'set-up time' on a Bill of Materials may be more appropriately called 'clean time'. Note: This can lead to difficulties when telephoning Sage for support. However, you can easily revert to the standard names for the purposes of a support call and then switch back into your own customised settings.The instructions below show how this can be done.

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To customise reports
1. From the 'Tools' menu, select 'Options', and then select the 'Reports' tab.

Use this tab to substitute your own report layouts which will then be used by the system automatically instead of the standard layouts. 2. 3. Place the cursor in the 'Filename' box next to the document that you want to substitute. A down arrow appears. Click on the down arrow to open the 'Specify Report' window.

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4.

Navigate to the report that you want to use and click 'Open'. The path to your report now shows on the display and the system will use your substitute.

Note: You can transfer customised reports between computers. To do this, from the 'Tools' menu, select 'Options' and click the 'Customiser' tab to display the Customiser Options window. From within the 'Transfer Reports Between Computers' section of the screen, use the 'Export' button on the PC you are copying from and the 'Import' button on the PC you are copying to. For more information see the next section.

To use the Manufacturing customiser


1. From the 'Tools' menu, choose 'Options' and then select the 'Customiser' tab.

2.

In order to effect a change using the customiser you must select the 'Active' and 'Use Customised Values' check boxes. Note: Once you have selected these boxes and click 'OK', the customiser shortcut icon ( ) appears in the shortcut icons portion of the navigation bar (see Using the Line 50 Manufacturing Desktop on page 43).

3.

When you have made alterations using the customiser you can transfer your changes to other computers on the network using the 'Export' button on the PC you are copying from and the 'Import' button on the PC you are copying to. Note: Before using the 'Revert' button, take a backup. The 'Revert' button should only be used if you want to remove all customised names from your system. Once you click 'Revert', all customised naming you have done is lost unless you have taken a backup of the system just prior to clicking 'Revert'.

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To make label changes using the customiser


1. 2. Open the window containing the button, box, frame, tab or column label that you want to change. For example, you can open the Bill of Materials 'Record' window. Click the 'Customiser' shortcut icon. The 'Enter Customised Values' window appears.

3.

Select the label you want to change, and enter the amendment you require in the 'New Value' column. For example, in the Bill of Materials record, if you want to change 'Manufacturing Instructions' to 'QA Procedures' scroll down the screen until you see the appropriate label and click in the 'New Value' column. Type the new label in the 'New Value' column. Note: You may see multiple entries of the same column name appearing in the list. The same name can be used on many column headings on different views within the module. Take care in this case to select the column label that you want to change.

4.

To save your changes, click 'OK'. The BOM record screen updates immediately. You do not have to exit the system.

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Note: If the label you have changed appears elsewhere in the system you must repeat the above procedure for each screen on which it occurs.

To change toolbars using the Manufacturing Customiser


You can add icons to any Manufacturing toolbar, enabling you to run any other program directly from within the system. 1. 2. Open the window containing the toolbar you want to amend. Click the 'Customiser' shortcut icon. The 'Enter Customised Values' window appears.

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3. 4. 5. 6. 7. 8.

Click the 'Toolbar - Custom Icons' tab. Enter the name of the program you want to run from Manufacturing. Enter the 'Tooltip' that you want to appear when you point the cursor at the new icon. Enter the path to the program you want to open from Manufacturing. Click the down arrow button to search for an icon to use for the new program. If you want to pass and manipulate Manufacturing data within your own programs, select the 'Requests record numbers of selected records' check box. For more information, please contact Sage Technical Support. To save your changes click 'OK'. The program you want to run from Manufacturing appears on the toolbar.

9.

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To revert to standard names for support calls


1. From the 'Tools' menu, choose 'Options', and then select the 'Customiser' tab. The customiser options window appears. 2. Clear the 'Use customised values' box. The system will display the standard names throughout the system. Important Note! Do NOT use the 'Revert' button on the 'Transfer Options'. This will clear all customised names from your system and if you do not have a backup prior to doing this then you will lose all your customised names and have to enter them all again. 3. 4. Call Support with your query. When you have resolved your query, select the 'Use Customised values' box again. The system will display the customised names again throughout the system.

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Importing and Exporting Data


You can import data from another system or program into your system, so you do not have to type it in via the keyboard. You can also export data so that it can be read or imported by another system or program. This can be useful if you need to copy a lot of information between one system and another. You can import and export the following data: Bill of Materials Headers Bill of Materials Components Bill of Materials Operations Labour Register entries Machine Register entries Operation Templates Drawings Expense Types Employees Categories Non-Chargeable Time Product Information Product Information - Suppliers You can import but not export the following data: Make to Stock Items Sales Forecasts When you import data it must be in the required format. This is a comma separated variable (CSV) file. The format of the files to import is provided within the software. For more information on the format see Appendix II - CSV File Formats on page 610. When you export data it is exported in the same format.

To display the required csv formats within the program


1. From the 'File' menu, choose 'Import'. The 'Import' window displays.

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2.

Select an 'Import Type' and click 'Import File Details' to view the structures required for the import file. The structures are displayed in an explorer help screen. You can print these out for reference.

To import data
1. From the 'File' menu, choose 'Import'. The 'Import' window appears. 2. 3. 4. 5. 6. Select the type of data you want to import. Enter the path to the data file you want to import. Alternatively, use the 'Browse' button to locate the file. Click 'Test Import' to test that the data is in the required format. If not, you cannot proceed with the import. If the data is in the required format, click 'Run' to begin the import. A confirmation prompt appears. Click 'Yes' to confirm that you want to import the data specified. The data is imported.

To export data
Export works in a similar way to Import except that you are able to select ranges of records to export if you require. 1. From the 'File' menu, choose 'Export'. The 'Export' window appears.

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2. 3. 4.

Select the type of data you want to export. Select the records that you want to export - all records or a selection of records using the 'From' and 'To' boxes provided. Select the data fields that you want to export in one of the following ways: Use the double chevrons to select all the fields. Use the single chevrons to move individually selected fields. Click 'Default' to select the default fields required for subsequent import. This also arranges the fields in the correct order.

5. 6. 7. 8.

Enter the destination path and filename for the data file you are exporting. Alternatively, use the 'Browse' button to locate the destination. If you are exporting from one Manufacturing system to import into another Manufacturing system you must select the check box to 'Wrap boolean and date fields with #'. Click 'Run' to begin the export. A confirmation prompt appears. Click 'Yes' to confirm that you want to export the data specified. The data is exported.

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Administrative / Maintenance Tasks


There are certain procedures that you should perform daily, or whenever you use Line 50 Manufacturing. These routines ensure that your data is not damaged and make sure that you always have a copy of your data in case of computer errors. This section show you how to check your data for errors and how to take a backup of your files. It also discusses the importance of these routines. Well show you how to change your program date, a useful feature if you need to process a large batch of transactions on a certain date. Finally, well guide you through the process of restoring your data from a backup.

Changing the program date


One of the strengths of Sage Line 50 Manufacturing is that you can change the program date, i.e. the day's date that you want to use to record your transactions. Note: The date will automatically set itself to the current PC system date when you restart the program. You can change the program date by selecting Settings > Change Program Date from the Line 50 Manufacturing menu bar. The 'Change Program Date' box (see below), appears. Here you can enter the date that you need to process your transactions.

Checking your data


The 'Check Data' facility lets you check that your data files are not corrupt and, in certain circumstances, it allows you to make corrections. It should be run regularly, but especially before taking a backup, and after restoring your data.

To check your data files


1. From the Line 50 Manufacturing menu bar, select File > Maintenance. The 'File Maintenance' window appears. 2. Click 'Check Data'. The 'Choose Actions' window appears.

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3.

Select the actions you require, or leave the default selection and click 'OK'. As the files are checked, a bar displays how far the 'Check Data' utility is progressing. If there are no problems,a message window appears informing you of this. Click 'OK' to continue.

4. 5.

If there are problems, the 'File Maintenance Problems Report' window appears. If any errors appear, we recommend that you fix them using the 'Data Editor' before you continue entering any more data. Warning: Before you can use the 'Data Editor' you should take at least two backups of your data. We recommend that you edit or correct issues, with guidance from your support facilities. To continue using the 'Data Editor', you will require an 'Instruction Code' which you can obtain from your support facilites.

Backing up your data


Note: Should the need ever arise to restore data, both Line 50 and Manufacturing data must be restored together. Never attempt to restore one set of data without the other as this would have serious, irreversible consequences. It is vital that you take regular backups of your data in order to minimise the effect of any data loss. You are prompted to back up each time you exit the system. Daily backups are recommended, remembering to cycle your media so that each day's backup does not overwrite the previous days backup. In addition, data backups may be needed from time to time for support purposes.

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You can either do a general system backup within Manufacturing or you can do a separate backup procedure using an external backup system, such as a tape-streamer.

To back up your data within Manufacturing


1. From the 'Tools' menu, select 'Options', and then select the 'Backup' tab.

2. 3.

In the 'Default Path for Backup/Restore' box, specify the location for storing the backup files. When you back up your Manufacturing data, the program instructs the copy of SQL Server, to which it connects, to run an SQL Database backup. Manufacturing then merges the resulting SQL Database backup file with the Manufacturing backup file, to produce the Manufacturing backup.zip file. For more information on setting up your server for backing up, see Appendix V - Configuring Backups on page 630. In the 'SQL Server Backup Path' box, enter the location where SQL Server will store the SQL backup file. Note: You must enter a hard disk location that the computer running SQL Server can see. It must not be a path on your local PC as the SQL file server will be unable to access it. If you want to be able to run backups from any workstation, you should ask your network administrator to set up a shared network folder, then ensure that every computer (including the file server) can access this share via the same UNC path or network drive.

4.

5.

Now select one of the 'Information to backup' options.

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6. 7. 8.

If you do not want to be prompted to take a backup everytime you exit the program, select the 'Suppress backup prompt when exiting' check box. Click 'OK'. From the 'File' menu, choose 'Backup'. Note: You must only back up your data when noone else is logged into either Manufacturing or Line 50. The 'Specify Backup File' window appears.

9.

Enter the name of the backup zip file and select the correct folder location. Note: Be careful that you dont overwrite existing backups that you want to keep - if you want to keep old backups, use different file names each time.

10. To proceed with the backup, click 'Save' and the backup zip file will be saved. When the backup is finished, a message box appears telling you that the backup has completed. 11. Click 'OK' to acknowledge the on-screen message.

Backing up strategies
The more sets of backups you keep, the greater protection you have against data loss. We recommend the following backup routine: Back up at the end of each day, labelling disks Mon, Tues, Wed, Thurs and Fri. Re-use these disks weekly. This allows you to go back to any day in your current week. Back up at the end of each week, labelling disks Week1, Week2, Week3 and Week4. Re-use these disks weekly. This allows you to go back to any week in your current month. Back up at the end of each month, labelling disks Month1, Month2 etc. Keep these disks until the end of the year. This allows you to go back to any month in your current year. Note: Remember to replace your disks regularly.

Scheduling a Backup
Using the Microsoft Windows Scheduled Tasks facility, you can schedule your backup routine to run automatically at a given time. To do this you need to add a scheduled task to execute 'automatedbackup.exe' which is stored in your Manufacturing program directory. There are a series of command line options which determine how the backup will operate. The necessary command line options are generated for you and can be copied to the Windows clipboard from the Backup dialogue which is shown on exiting the program. For more information, see Windows help for specific information about scheduling a task.

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The command line options are as follows: /b: /s: /n: /p: /r: /u: Path to Backup Backup Sub-Directories Archive Name (append with <DT> to include Date/Time in the archive name Archive Path Registry Path; this allows access to program settings SQL Server Backup Path

For example, Automatedbackup.exe /b:c:\programfiles\accounts\accdata /s:True /n:backup.zip /p:c:\my documents /r:Line50 Manufacturing Controller /u:\\server1\data will back up all files including sub-directories from the c:\program files\accounts\accdata folder and store them in c:\my documents with a file name of backup.zip. It uses the settings from Sage Line 50 Manufacturing Controller and the network path :\\server1\data to store the temporary SQL server data backup. Note: You must define the options in the order set out in the example.

Restoring Data
To restore data
1. From the 'File' menu, choose 'Restore'. Note: You must only restore data when noone else is logged into either Manufacturing or Line 50. The 'Specify Backup File to Restore' window appears. 2. 3. Locate the backup zip file you want to restore and select it. Click 'Open' and the backup zip file will be restored. When the restore is finished, a message box appears telling you that the restore has been completed. 4. 5. Click 'OK' to acknowledge this message. After successfully restoring your backup data, use the 'Check Data' option from File > Maintenance, to make sure your newly restored data is not corrupt.

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Chapter 4
Bill of Materials (BOM)
(Bill of Materials, Batch and Manufacturing Controllers)
Building the Bill of Materials (BOM) is essential if you are Manufacturing in repetitive batch manufacturing as production is based around the BOM. If you are using the Bill of Materials, Batch Controller or Manufacturing Controller variants read this chapter. If you are working in a one-off jobbing environment see Estimating (Job and Manufacturing Controllers Only) on page 137. Bill of Materials has additional capacity to Line 50 BOM as follows: There is no limit to the number of components per level or to the number of levels of sub-assembly. You can enter details of manufacturing operations each of which may be linked with a machine and labour process. You can set up and access these for individual bills of materials (BOMs). However, if you set up and store the operation details in the Operation Register this reduces the time spent setting up BOMs thereafter. For more information see The Labour Register on page 433, Machine Register on page 439 and Operations Register on page 467. You can enter manufacturing instructions into the bill of materials.

In this chapter:
Setting Bill of Materials Defaults .........96 Looking at BOM Options .................106 Looking at the BOM Window ...........107 Creating a Bill of Materials................109 Amending a Bill of Materials .............125 Deleting a Bill of Materials ................126 Copying a Bill of Materials................127 Costing a Bill of Materials.................129 Using Trial Kitting .............................131 Resequencing Bill of Materials .........134 Finding Maximum Build Quantity......135 Using the Transfer Option ................136

Setting Bill of Materials Defaults


To set the Bill of Materials defaults
From the menu bar click 'Settings' and select 'Bill of Material Defaults'. The 'Bill Of Material Defaults' window appears. For more information on each 'Bill of Materials Defaults' tab, please read the following sections.

The General Tab


To enter general information
1. In the 'Bill of Material Defaults' window, enter the settings required.

2.

Enter the settings required, according to the following descriptions. Base qty for costing Enter a typical batch quantity. Each time you enter details of a new BOM into your system, the quantity defaults to this quantity. You may change the figure for individual BOMs on the BOM record. You can change this default at any time by returning to these options.

Bill of Materials (BOM) (Bill of Materials, Batch and Manufacturing Controllers)

Markup Percentage

When it calculates the costs of any BOM, the system can also suggest a selling price, which it bases on the markup default you enter here. For example, a total product cost of 1.50 with a 50% mark-up results in a suggested selling price of 2.25. The suggested selling price is for information purposes only and has no direct effect on any other figures within Manufacturing or Line 50. If you do not want to use this facility, leave the check box clear.

Set 'Suppress GRN Creation' flag Warn when adding duplicate components

Select this to determine the default setting for the 'Suppress GRN Creation' flag on the Bill of Materials header tab. By default, you can add the same component to a bill of materials several times. Select this check box to display a warning when you add a component to a BOM that already exists. When you enter or amend a bill of materials, the system automatically prompts for a recost if this box is checked. Select this option if you want to include Bill of Materials operation costs in the cost price stored on the 'Movement In' transaction, posted when you perform a stock transfer. Select this check box if you want the Maximum Build Quantity routine to return decimal places. If you want only whole numbers returned, leave the check box blank. In this case the program always rounds down to the nearest whole number. This is only applicable if you are running the Bill of Materials variant. On automatic generation of a purchase order, the order shows the status 'On Order' if this option is set. If you do not select this option, the order status is blank. Note: Line 50 product records and Manufacturing do not recognise purchase orders until they have a status of 'On Order'.

Ask for recost when saving Post operation costs when performing transfer Return decimal place maximum build quantities Set Purchase Order status to 'On Order'

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This is only applicable if you are running the Bill of Materials Suppress items with a zero 'To Order' figure on variant. suggested order list Select this check box so that the system does not display any items with a 'zero to order' figure on the suggested order list. If you do not select this check box, items with a 'zero to order' figure, appear on the suggested order list. 3. To continue entering 'Bill of Materials' defaults, click the 'Resequencing' tab. To save your 'Bill of Materials' defaults, click 'OK'. To close the 'Bill of Materials' defaults window, click 'Cancel'.

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The Resequencing Tab


To enter resequencing settings
1. In the 'Bill of Material Defaults' window, click the 'Resequencing' tab. The 'Resequencing' settings appear.

2.

Enter the settings required according to the following descriptions.

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Resequence in stock code order

If you want the system to resequence the components of a BOM in stock code order, select this check box. This may be useful if you make future amendments to your list of components. You can resequence BOMs starting at any number and in steps of any number. Note: If you are unsure about this option, select the check box and set to resequence starting from '1' in steps of '1'. You can return to this section at any time to change this option.

Resequence in reference order No. of decimal places for sequence nos.

This is similar to the components option above, but relates to the order of your manufacturing operations. If unsure, do not make any changes. Enter the number of decimal places you want to use for sequence numbers. You can enter a figure between zero and six here.

3.

To continue entering 'Bill of Materials' defaults, click the 'Costing/Trial Kitting' tab. To save your 'Bill of Materials' defaults, click 'OK'. To close the 'Bill of Materials' window, click 'Cancel'.

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Bill of Materials (BOM) (Bill of Materials, Batch and Manufacturing Controllers)

The Costing/Trial Kitting Tab


To enter costing/trial kitting settings
1. In the 'Bill of Material Defaults' window, click the 'Costing/Trial Kitting' tab. The 'Costing/Trial Kitting' settings appear.

2.

Enter the settings required, according to the following descriptions. Costing Basis You can can calculate your material costs in one of two ways: by calculating an average based on the purchase transactions held in your Sage Line 50 Product records. by using the latest (last) price paid for any particular item. If you are unsure, set this option to 'Last Cost Price' and consult your accountant.

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Recost/Trial Kit Sub-Assemblies Using

It will occasionally be necessary to recost a BOM where it appears as a sub-assembly on a higher-level product. This option determines the quantity the system uses as a base. 'Default Quantity' - Recosts BOMs using the Base quantity. 'Reorder Quantity' - Recosts BOMs using the minimum reorder quantity set within the Line 50 product file. 'Quantity Required from BOM' - Recosts each BOM based on the exact quantity required.

Trial Kitting - Action

On Trial Kitting the following four options are available. Select the one you want to use as a default. You can change this selection each time you use the Trial Kitting facility. For more information see Using Trial Kitting on page 131. 'Add to Make to Stock' - Adds the BOM to the production plan as an entry in the Planning, Make to Stock module. Note: Available only in the Batch Controller and Manufacturing Controller variants. 'Create works order' - Bypasses planning and generates a works order directly. Note: Available only in the Batch Controller and Manufacturing Controller variants. 'Create sales order' - Creates a sales order in Sage Line 50 accounts based on the details entered. 'No further action' - Closes the Trial Kitting window without affecting planning.

Cost when Trial Kitting Always recost Sub-Assemblies

Select this check box in order to perform and display a BOM costing when you use the Trial Kitting option. If you select this check box, Manufacturing calculates (or recalculates) all relevant costs, including sub-assembly costs, when you perform a costing. If your BOM structure is complex (for example, it has many sub-assemblies) then this operation could take longer to complete. If you do not select the check box, the system uses existing stored sub-assembly costs.

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Ignore zero costs

By default, a visual warning appears where the system encounters an item with a zero cost during the costing process. You can enter a cost later if necessary. Select the check box if you do not want this facility to operate. There is also the facility to list all such items and update costs. For more information see Product Cost Prices on page 568.

Ignore zero levels

By default, a visual warning appears where the system encounters an item with a zero quantity in stock during the costing process. You can amend the stored cost in these circumstances, as the cost may be out of date. If you do not want to see a warning every time an item with zero stock is encountered, select this check box.

Post unit cost after costing

With this option selected, every time you perform a costing, the resulting unit cost is posted to the 'Last Price' box within Line 50s product records. Note: You must use this option with great care, as under certain circumstances it could affect the results shown by the Stock Valuation Report produced by Line 50.

Use 'Base No. of People' when costing

By default, Bill of Materials assumes that one person performs manufacturing operations. For more information see The Resource Details Tab on page 473. If any of your manufacturing operations require more than one person and you want your costings to reflect this, you should select this check box. For example, Bill of Materials costs an operation taking two people ten hours at the equivalent of 20 hours. You can then enter the base number of people for any operation within the BOM record.

Post unit costs for Select this check box to ensure that the calculated unit cost phantoms (only applies if updates Line 50 product records after costing a Phantom Bill current stock level is of Materials. zero) Rollup costs Select this check box if you want to provide a breakdown level of detail for the non material costs in the BOM.

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Ignore current stock when calculating Sub-Assembly requirements

Select this check box so the system ignores current stock levels for all sub-assembly components when calculating requirements. The result therefore represents the total quantity required without reference to existing stocks.

Check Reorder Quantity Select this check box if you want Manufacturing to check the reorder quantity (as shown in the Line 50 product record) for any item added to a production plan. The reorder quantity will then be used as a default batch quantity. 3. To continue entering 'Bill of Materials' defaults, click the 'Labels' tab. To save your 'Bill of Materials' defaults, click 'OK'. To close the 'Bill of Materials' window, click 'Cancel'.

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The Labels Tab


To enter labels settings
1. In the 'Bill of Material Defaults' window, click the 'Labels' tab. The 'Labels' settings appear.

2.

Enter the settings required, according to the descriptions below. Custom Fields 1 to 12 This facility allows you to name 12 data boxes contained within each bill of materials record. The boxes appear under the 'Custom Fields' tab. Enter the label that appears on each Bill of Materials and Works Order record.

Instruction Field Label

3.

To save your 'Bill of Materials' defaults, click 'OK'. To close the 'Bill of Materials' window, click 'Cancel'.

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Looking at BOM Options


Use the 'BOM toolbar' to easily access all the BOM facilities.

Option New Record Copy Cost Trial Kitting Resequence

Description Use this to create bills of materials (BOMs). Use this to amend and delete bills of materials (BOMs). You can also use this to create BOMs if you do not select an existing BOM in the list first. Use to create a bill of materials, similar to one which already exists. Use to recost a bill of materials that has been added to the system, if prices, components or operations change. Use to check whether you can build a quantity of a bill of materials. Any potential shortages are identified and displayed. Use this option to allocate new sequence numbers to components and operations within bills of materials if you want to display a different order on reports, or for processing. Use to determine the current maximum build quantity for a bill of materials. The build quantity is based upon current free stock availability. For each component, the system displays the quantity required, the quantity available and the quantity that you can build. Use this option to issue component stock automatically, and update finished stock with accurate quantities for manufactured items. Produce BOM reports.

Maximum Build

Transfer Reports

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Looking at the BOM Window


To access the Bill of Materials window
1. Click 'BOM' on the 'Navigation Bar'. The 'Bill of Materials' window appears, displaying all currently saved BOMs in a list format, known as the 'list view'.
This is the Bill of Materials toolbar. Use 'Change View' to change between the 'list view' and other views: 'imploded', 'exploded', 'detailed' and 'summary'.

2.

Click 'Change View' to change between the views: List Explosion A list of the existing BOMs on the system. A tree view list of the BOMs on the system. This view presents the BOMs from the finished goods down to the component level.

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Implosion Card - Detailed

A tree view list of the BOMs on the system. This view presents the BOMs from the component level up to the finished goods. A detailed view of the BOM which you can use to make changes to key boxes, and display information about the usage of each Bill of Material. A summary view of the BOM. Less information about each BOM is shown. You can still make changes to the key boxes, but the system has less information to retrieve and display and will work quicker than using the detailed view.

Card - Summary

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Creating a Bill of Materials


This section explains how to set up a new bill of materials. You can see more details about each step later in the section.

To set up a new Bill of Materials


1. In the 'Bill of Materials' window, click 'New'. The 'Bill of Material Details' window appears, displaying the 'Header Details' tab. 2. Enter the BOM header details. This consists of the product code for the finished item or sub-assembly (which must already exist in Line 50), quality information and any manufacturing instructions relating to the whole build. For more information see The Header Details Tab on page 110. Enter the product codes for the component parts or raw materials. For more information see The Components Tab on page 112. Enter details of the manufacturing operations needed. These may include machine processes, labour processes or both. For more information see The Operations Tab on page 116. Enter the Attached Files to open with a BOM. For more information see The Attached Files Tab on page 118. Enter the Drawings References for the BOM. For more information see The Drawings Tab on page 120. Enter the Custom Fields if required. For more information see The Custom Fields Tab on page 122. Add Analysis Codes for the BOM. For more information see The Analysis Codes Tab on page 123. Save the BOM and calculate the costs. For more information see Saving the BOM and Calculating the Costs on page 124.

3. 4.

5. 6. 7. 8. 9.

For more information on each 'Bill of Material Details' tab and on saving the BOM and calculating the costs, please read the following sections.

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The Header Details Tab


To enter Bill of Materials header details
1. In the 'Bill of Materials' window, click 'New'. An empty 'Bill of Material Details' window appears, displaying the 'Header Details' tab.

2.

Enter a product code for the BOM you want to create in the 'BOM Reference' box. This code must already exist as a product in Line 50. When you enter the code, the description appears automatically. You can enter a revision number for this bill of materials in the 'Revision' box. This is for narrative purposes only. Enter any 'Manufacturing Instructions'. You can reproduce these details on works order documentation. The date entered defaults to the current program date. Enter a different date if required. The date last updated is filled automatically by the program. Enter a 'valid from' and 'valid to' date for your BOM, if applicable. Bill of Materials displays a warning if you try to use the BOM outside this date range. Enter the quality standard to which the product must be manufactured. Enter a default markup percentage to use when calculating a suggested selling price during future costing operations.

3. 4. 5. 6. 7. 8. 9.

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10. Enter a default quantity. This is used as a default, for example, during costing or trial kitting. Note: The costing and kitting options always offer the option to use the default quantity. 11. Enter the 'Unit of Sale'. 12. If the BOM is for a finished product, you can select the 'Suppress GRN Creation' check box, if desired. GRN details are essential to ensure unbroken traceability of sub-assemblies. 13. If the BOM is a phantom, select the 'Phantom Bill of Material' check box. A phantom works in the same way as a standard sub-assembly, with one exception - the product code for the finished item does not appear on a higher level works order. Manufacturing 'rolls-down' and adds its components and operations (and those of any nested phantoms) to the top-level works order. The components and operations that are 'rolled up' are given a sequence number of zero. 14. Select the 'Private' box if you do not want to include the BOM in any calculations outside of the Bill of Materials module. This proves useful if a BOM is undergoing design changes and should not be processed through the Batch Controller or Manufacturing Controller variants. Note: If a private BOM is used as a component on another BOM or works order, the private setting here is ignored when processing the higher level item. This is known as component priority. For example, if a private BOM is used as a component on OAK desks and the desks are included in the production plan, then the private BOM will still be added as a sub-assembly requirement. If you do not want that to happen then you will need to set the 'private' flag on the component entry on the higher level BOM. For more information see To set up components on page 112. 15. Click the 'Image' button if you want to store a picture of this product. 16. To save your BOM details, click 'Save'. Note: If you have chosen to recost when saving a BOM see Saving the BOM and Calculating the Costs on page 124. To continue entering BOM information, click the 'Components' tab. To close the BOM window and return to the desktop, click 'Close'.

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The Components Tab


To set up components
1. In the 'Bill of Material Details' window, click the 'Components' tab. The 'Components' information appears.

2.

Click in the 'Product Code' column and enter the code for the component that you want to use. Note: You can enter a code which does not exist in Line 50 if you want to create a product 'on the fly'. Enter a product description when prompted and Manufacturing will create the product in Line 50. You can then use the new component on your BOM.

3.

You can enter additional information relating to a component by clicking the down arrow in the 'Description' box. The 'BOM Component' window appears.

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You can enter the following details in the 'BOM Component' window: Description Instruction Enter the component description. Enter any instructions relating to this particular component. The instructions you enter here display on the 'Indented Parts' list. You can change the label of the 'Instruction' box. For more information see Options on page 570. Enter the quantity of this component or raw material required to manufacture the finished item. The 'Unit of Measure' displayed is from the Line 50 product record, but you can change it here. If you want to build in an allowance for scrap when issuing this bill of materials, enter the percentage in the 'Scrap Percent' box. BOM components are taken in a sequence determined by the sequence number. For more information on setting up sequence numbers see The Resequencing Tab on page 99. If you want to change the sequence number that appears here according to these defaults, then enter a new sequence number here.

Quantity Unit of Measure Scrap Percent

Sequence

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Bulk Issue Item

Select the 'Bulk Issue Item' box if you want to handle stock movements manually for this component. Manufacturing clears the 'Update Stock' flag on subsequent works orders by default. Select the 'Hold Quantity' check box if you do not want to multiply the quantity by the batch quantity when ordering. For example, if you have a component quantity of two, and you are building 1000 of the finished product, ordinarily Manufacturing would issue 2000 of the components. If you select the 'Hold Quantity' check box, the system will issue only two components.

Hold Quantity

Private

Select the 'Private' box if you do not want to include the component in any calculations outside of the Bill of Materials module.

You can view any image file stored against the component by clicking 'View Image'. Enter any relevant memo information by clicking on the 'Memo' tab. When you have entered all additional details, click 'OK' to return to the BOM components list. 4. 5. Enter the quantity of this component or raw material required to manufacture the finished item. Bill of Materials transfers the unit of measure from each Line 50 product record into your BOM. If no unit of measure exists in the Line 50 product record, the 'Unit of Measure' box remains blank. The unit in which you are working displays directly from the 'Unit of Sale' box in the Line 50 product record. Note: The unit will probably not be a unit of sale as this is a component and not a sales item. However, Manufacturing uses this field in the absence of a unit of cost field. You may overwrite the information if you require. 6. 7. 8. 9. If instructions do not appear from 'Additional Information', you can enter any 'Instruction' relating to this specific component. You can delete a component from the bill of material by selecting it and pressing the 'F8' function key on your keyboard. If a component is highlighted as being a sub-assembly, click 'Edit Sub-Assembly' to open the BOM Record. Click 'Re-Sequence' to re-sequence the components.

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10. If you want to add several components to the bill of material at the same time, click 'Select Multiple'. 11. To save your BOM details, click 'Save'. Note: If you have chosen to recost when saving a BOM see Saving the BOM and Calculating the Costs on page 124. To continue entering BOM information, click the 'Operations' tab. To close the BOM window and return to the desktop, click 'Close'.

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The Operations Tab


Operations comprise the labour and/or machine processes required to manufacture a finished item or sub-assembly. For each operation, you specify the labour and machine processes involved as well as the time required to complete the operation; including any machine set-up time. Note: You can enter Operations details individually each time you create a new bill of materials. However, we recommend that you start by storing frequently used operations as templates in the Operations Register for subsequent use within BOMs. For more information see the Operations Register on page 467.

To add operations
1. In the 'Bill of Materials Details' window, click the 'Operations' tab. The 'Operations' information appears.

2.

If you are using operations stored in the Operations Register (see Operations Register on page 467), you can click the down arrow in the 'Reference' column and select the operation you require from the list displayed. All the operation details are entered against your estimate and you can amend these as required. If you are not using the operations register then enter the operations header information now.

3.

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Reference Description Sequence 4.

Enter the operation reference. Enter the operation description. Enter the sequence number for the operation.

To amend the operation details information, click the down arrow in the 'Description' box. The 'Operation Details' window appears displaying the operation 'Reference' and 'Description'.

The procedure to be followed now is exactly the same as that for entering Operation details into the Operations Register. For more information see The Main Details Tab on page 470. Note: As you enter Operation Details, the total costs by category appear. When details of all required operation details have been entered, click 'OK' to save your entry. 5. 6. 7. Continue to enter operations. Click 'Resequence' to change the sequence of the operations. For more information see Resequencing Bill of Materials on page 134. To save your BOM details, click 'Save'. Note: If you have chosen to recost when saving a BOM see Saving the BOM and Calculating the Costs on page 124. To continue entering BOM information, click the 'Attached Files' tab. To close the BOM window and return to the desktop, click 'Close'.

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The Attached Files Tab


Using the 'Attached Files' tab, you can associate files, such as a Microsoft Excel or Microsoft Word document, to save and open with a BOM. You can also attach the complete contents of a folder. This is particularly useful for storing supporting documentation for each BOM.

To attach a file or folder to the BOM record


1. In the 'Bill of Material Details' window, click the 'Attached Files' tab.

2.

To attach a file or folder to a Bill of Materials record, click 'Attach File' or 'Attach Folder' as appropriate. An 'Open' or 'Choose File(s)' window appears, depending on your operating system. Select the file or folder you want to attach to the Bill of Materials record and click 'Open' to attach a file, or 'OK' to attach a folder. Note: You can only select one file or folder at a time. The file or folder appears in the 'Attached Files' list.

3.

4. 5.

To open the file or folder, select it using the left mouse button and click the down arrow in the 'File Name' box. Enter a description for each attachment, if you require. This is used for information purposes only.

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6. 7.

To delete an attached file, select it in the 'Attached Files' list and press the 'F8' function key on your keyboard. To save your BOM details, click 'Save'. Note: If you have chosen to recost when saving a BOM see Saving the BOM and Calculating the Costs on page 124. To continue entering BOM information, click the 'Drawings' tab. To close the BOM window and return to the desktop, click 'Close'.

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The Drawings Tab


To work with drawings
1. In the 'Bill of Materials Details' window, click the 'Drawings' tab. The 'Drawings' information appears.

2.

Enter the following information, if required, for each drawing line: Drawing No. Description Valid From Valid To Enter the reference which is the unique identifier for the drawing. Enter the drawing description. Enter a 'valid from' and 'valid to' date for your drawing, if applicable.

Note: You can cross-reference a BOM with any number of different drawings. 3. If you are using Manufacturing Controller, you can cross-reference a drawing in the Drawing Register with the BOM. If the drawing already exists on the register, click the down arrow to select it. If the drawing does not exist already, enter the new drawing number.

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To open the drawing details window in the register for this drawing, click 'Edit Drawing'. Note: If you are using the Bill of Materials module only you can type in drawing numbers manually to add them to the BOM but you cannot select from the Drawing Register list of drawings, or edit the drawing details. 4. To save your BOM details, click 'Save'. Note: If you have chosen to recost when saving a BOM see Saving the BOM and Calculating the Costs on page 124. To continue entering BOM information, click the 'Custom Fields' tab. To close the BOM window and return to the desktop, click 'Close'.

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The Custom Fields Tab


To enter custom fields to a bill of materials
1. In the 'Bill of Materials Details' window, click the 'Custom Fields' tab. The 'Custom Fields' information appears.

2. 3.

Enter details for up to twelve custom boxes for each BOM. You can customise these headings in Settings > Bill of Material Defaults. To save your BOM details, click 'Save'. Note: If you have chosen to recost when saving a BOM see Saving the BOM and Calculating the Costs on page 124. To continue entering BOM information, click the 'Analysis Codes' tab. To close the BOM window and return to the desktop, click 'Close'.

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The Analysis Codes Tab


To enter analysis codes to a bill of materials
1. In the 'Bill of Material Details' window, click the 'Analysis Codes' tab. The 'Analysis Codes' information appears.

2. 3.

Enter details for up to five unique analysis codes for each BOM. You can use these for custom reporting. To save your BOM details, click 'Save'. Note: If you have chosen to recost when saving a BOM see Saving the BOM and Calculating the Costs on page 124. To close the BOM window and return to the desktop, click 'Close'.

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Saving the BOM and Calculating the Costs


To save the BOM and calculate costs
1. In the 'Bill of Material Details' window, click 'Save' to save the BOM details you have entered. If you set the necessary option in 'Bill of Materials Defaults', the system displays the message 'Do you want to cost this Bill of Materials?'. For more information see Setting Bill of Materials Defaults on page 96. If this message does not appear, go to Amending a Bill of Materials on page 125. 2. Click 'Yes' if you want to calculate costs and store them against the BOM. Manufacturing costs the BOM, and writes the results to the 'Latest Costs' tab of the bill of materials record for future reference. Note: If the 'Always recost sub-assemblies', 'Ignore zero cost' and 'Ignore zero levels' defaults are not selected, you will be prompted for a cost for the sub-assembly in the 'Enter cost prices for BOM' window. For more information see Setting Bill of Materials Defaults on page 96.

Note: This window indicates that there is no cost or a zero stock level stored in the Line 50 product record for a component on the BOM. 3. 4. Enter the cost prices that you want to use and click 'OK'. The window clears to allow you to enter details of another BOM. To close the 'Bill of Material Details' window and return to the desktop, click 'Close'.

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Amending a Bill of Materials


It is important to maintain accurate BOM records. Details such as 'markup' and 'valid from' or 'to' dates can change over time.

To amend a Bill of Materials


1. 2. In the 'Bill of Materials' window, select the BOM that you want to amend. Click 'Record'. The 'Bill of Material Details' window appears, open at the 'Header Details' tab. Note: All of the tabs of the 'Bill of Material Details' window function in the same way as when adding the BOM. 3. 4. Make the changes you require to the BOM. To save your changes, click 'Save'.

For more information on each 'Bill of Material Details' tab and on saving the BOM and calculating the costs, please read the following sections.

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Deleting a Bill of Materials


As BOM records become redundant you can remove them. However you can only delete BOM records that conform to certain criteria (a safeguard to prevent you from deleting an active record). To delete a BOM record, the record must not be attached to a production plan.

To delete BOM records


1. 2. In the 'Bill of Materials' window, select the BOM record or records that you want to delete. Click 'Delete' to delete the BOM record or records.

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Copying a Bill of Materials


The copy option allows you to quickly create a bill of materials, similar to one which already exists. Before copying the BOM, make sure that you create the new 'BOM Reference' as a product in Line 50.

To copy the BOM


1. 2. In the Bill of Materials window, select the BOM that you want to copy. Click 'Copy'. The 'Copy BOM' window appears.

3.

Enter the following details: Existing BOM Details New BOM Details The reference of the BOM you selected appears here. You can change it here by using the down arrow. Enter the reference for the new BOM. This cannot be identical to the reference of the BOM you are copying, and it must already exist as a product in Line 50. Enter a description for the new BOM.

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Copy What?

Select the relevant check boxes to copy the following: Components Drawings Operations Attached Files

4.

Click 'Save' to copy the BOM, or click 'Discard' if you do not want to copy the bill of materials. The new BOM appears in the Bill of Materials window and you can make amendments as you require. For more information see Amending a Bill of Materials on page 125.

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Costing a Bill of Materials


Once a BOM has been added to the system, it may need to be recosted when prices, components or operations change.

To cost Bills of Materials


1. 2. In the 'Bill of Materials' window, select the BOM record or records you want to cost. Click 'Cost' to perform a costing. The 'Enter quantity to cost for' window appears if you selected a single BOM record to cost. The 'Multiple BOM Costing' window appears if you selected multiple BOM records to cost. 3. Whilst recosting a single record, by default, the 'Quantity to cost' set up in 'Bill of Material Defaults' appears in the 'Quantity' box. You can change this if you require. When you select multiple BOMs for costing you can choose to use the costing quantity from the Bill of Material or to cost all BOMs using the same quantity. If you choose to do this using the same quantity you can enter the quantity. 4. Click 'OK'. The 'Latest Costs' window appears.

This window appears if you have costed one Bill of Materials

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This window appears if you have costed several Bills of Materials

5. 6.

Click 'Print' to produce a report detailing the current bill of material costs. Click 'Break down of costs' to display a graphical breakdown of the costs. Note: The unit cost of any manufactured item may vary depending upon the size of the batch. This is due to the effect of setup costs and any variable subcontract costs, which may be spread over a greater number of units.

Displaying Current Latest Costs


You can view the current latest costs at any time from the 'Bill of Material Details' window.

To display current latest costs


1. 2. 3. 4. 5. In the 'Bill of Materials' window, select the BOM that you want to view latest costs for. Click 'Record'. The 'Bill of Material Details' window appears. Click the 'Latest Costs' tab. Click 'Break down of costs' to display a graphical breakdown of the costs. To return to the Bill of Materials list, click 'Close' on the 'Break down of Costs' window, and then click 'Close' on the 'Latest Costs' tab.

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Using Trial Kitting


Trial Kitting allows you to check whether it is possible to build a specified quantity of any BOM. Manufacturing identifies and displays any potential shortages. Note: Within the Bill of Materials program you can also raise purchase orders from the 'Trial Kitting' window to cover any shortages identified.

To run Trial Kitting


1. 2. In the 'Bill of Materials' window, select the BOM you want to run 'Trial Kitting' for. Click 'Trial Kitting'. The 'Trial Kitting' window appears.

3. 4.

Select the 'BOM Reference' using the down arrow. Enter the 'Quantity' to manufacture. This defaults to the 'Base Quantity for Costing' value set in 'Bill of Material Defaults', but you may enter any quantity you require. For more information see Setting Bill of Materials Defaults on page 96. 'Cumulative Lead Time' shows the total time required to build the product. The system calculates this by taking the longest material lead time and adding the amount of time it takes to manufacture. Click 'Calculate'.

5.

6.

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Depending on your 'Costing' settings for 'Ignore zero costs' and 'Ignore zero levels' (see The Costing/Trial Kitting Tab on page 101) and whether or not the BOM has a component with zero costs or zero stock levels, you may need to respond to a prompt to enter cost prices at this point. If zero stock levels are encountered by the program, it may have been some time since the items with zero levels have been purchased, and the cost prices held for those items could be out of date. So, in both cases (zero costs or zero levels) you need to tell the system the cost of the items. The results are calculated and displayed in the following tabs. Components Labour Machine Sub-Contract Costs Lists the material requirements and shortages. Material shortages display in red. Shows the total labour hours required, analysed by process. Shows the machine hours required on each machine. Shows the total hours required for each subcontract operation. Calculates the cost of producing the required quantity of finished product and uses the required mark-up figure from the BOM record to calculate a suggested selling price. You can also see the latest actual selling price taken from the Line 50 product record. Note: The 'Costs' tab is greyed out if you have not selected the 'Cost when Trial Kitting' check box when setting up your defaults. For more information see The Costing/Trial Kitting Tab on page 101. 7. Click 'Check for maximum build quantity' to calculate the total quantity of finished product that you can manufacture. Manufacturing bases this calculation on the current free stock of components and sub-assemblies in your Line 50 product records. Click 'Print' to produce a printed copy of your Trial Kitting results. If you are running the Bill of Materials variant then click 'Suggested Orders' if you want to raise purchase orders for identified shortages.

8. 9.

10. If you are running the Batch Controller or Manufacturing Controller variants, select any further action you require. The following options are available: 'Add to Make to Stock' - select this option if you want to add the BOM to the 'Planning Make to Stock' module. You will also need to enter a 'Due Date'.

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'Create works order' - select this option to immediately create a Works Order based on the details entered. 'Create Sales Order' - select this option to create a sales order in Sage Line 50 Accounts based on the BOM and quantity details entered. 'No further action' - there is no effect elsewhere in the system. 11. To perform an action in the Batch Controller, Job Controller or Manufacturing Controller variant, click 'Perform Action'. To close the 'Trial Kitting' window, click 'Close'.

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Resequencing Bill of Materials


Each bill of materials comprises components and operations. Manufacturing determines the order to display the bills of materials on reports, and the order to process them in, by their unique sequence number. You can apply a sequence number to each component or operation on a bill of materials as you add it to the BOM. By default, Manufacturing allocates sequence numbers in ascending numerical order, starting from '1.00', in steps of '1' (for example '1.00', '2.00', '3.00', '4.00', and so on). Manufacturing provides an automatic facility to resequence components and operations. Resequencing is the process of allocating new sequence numbers to all the components or operations within a BOM. You can allocate sequence numbers in defined steps. Incrementing by a number other than '1.00', for example '5.00' or '10.00', allows you to add new components or operations to a BOM which fit into the sequence, since there are already gaps available in the numbering. You can resequence BOMs individually or as a batch. If you resequence individually, you have the choice of resequencing either the components or operations or both. Manufacturing resequences components and operations according to the settings in 'Bill of Material Defaults'. For more information see Setting Bill of Materials Defaults on page 96.

To resequence a BOM
1. 2. 3. In the 'Bill of Materials' window, select the BOMs you want to resequence. Click 'Seq'. The message 'Do you want to resequence the selected BOMs?' appears. To resequence the BOMs, click 'Yes'. To cancel, click 'No'. Manufacturing resequences the BOMs.

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Finding Maximum Build Quantity


You can determine the current maximum build quantity for a BOM very quickly. Bill of Materials bases the build quantity upon the availability of current free stock. For each component, the system displays the quantity required, the quantity available, and the quantity that you can build. You can drill down on the sub-assembly components by double-clicking on those. You can also print the information for reference purposes.

To run the maximum build routine


1. 2. In the 'Bill of Materials' window, select the BOM you want to determine the maximum build quantity for. Click 'Maximum Build'. The 'Maximum Build Qty' window appears.

3.

Click 'Close' to close the 'Maximum Build Qty' window and return to the Bill of Materials list. Note: The 'Maximum Build Qty' facility is also available within the 'Trial Kitting' window. For more information see Using Trial Kitting on page 131.

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Using the Transfer Option


This option allows you to issue all component stock automatically, and update finished stock with accurate quantities for any manufactured item.

To run the transfer routine


1. 2. In the 'Bill of Materials' window, select the BOMs you want to transfer. Click 'Transfer'. The 'Transfers' window appears.

3. 4. 5.

Enter a 'Reference' for the transfer. This appears in the Sage Line 50 'Product Activity' screen for each product you update. Confirm the date of the transfer. Enter the quantity you want to manufacture. Note: You must have sufficient component stock to enable the manufacture of the quantity you enter. Manufacturing will not force the Line 50 Product records into negative stock even if you have the 'Allow Negative Stock' option turned on in Line 50.

6.

Click 'OK' to perform the transfer.

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Chapter 5
Estimating
(Job and Manufacturing Controllers Only)

The Estimates facility within Manufacturing is designed to assist in the production of estimates for one-off items or non-repetitive batches. If you are working in a one-off jobbing environment and using the Job Controller or Manufacturing Controller systems, read this chapter. Information for the estimate is drawn from the product records in Line 50 and from the Labour, Machine and Operations Registers in Manufacturing. You enter all expected costs for each stage of the job under each of the job cost types. In addition, you can copy, print, recost, cancel and delete estimates. These facilities are all described in this chapter.

In this chapter:
Setting Estimate Defaults .................138 Setting your Overhead Recovery Defaults ...........................................146 Setting Up Analysis Code Labels .....147 Looking at the Estimating Options ...149 Looking at the Estimating Window...150 Creating an Estimate........................152 Amending an Estimate.....................179 Deleting an Estimate ........................180 Fast Entry Estimates ........................181 Copying an Estimate........................184 Printing an Estimate/Quotation.........186 Costing an Estimate.........................187 Creating Sales Orders......................188 Converting an Estimate into a Works Orders .............................................189 Converting an Estimate into a BOM (Manufacturing Controller Only) ........191 Cancelling an Estimate.....................193

Setting Estimate Defaults


To set up defaults for estimating you need to set up estimating and overhead recovery defaults. When you enter estimate details, the system calculates an additional amount to increase the estimate and ensure overheads are met. For this reason follow the instructions below and also in Setting your Overhead Recovery Defaults on page 146.

To set the Estimates defaults


1. From the menu bar click 'Settings' and select 'Estimate Defaults'. The 'Estimate Defaults' window appears. For more information on each 'Estimate Defaults' tab, please read the following sections.

The General Tab


To enter general settings
1. In the 'Estimate Defaults' window, enter the settings required.

Estimating (Job and Manufacturing Controllers Only)

2.

Enter the settings required according to the following descriptions. Use Base No. People when costing By default, Manufacturing will assume that manufacturing operations are to be performed by one person. If more than one person is necessary for any of your manufacturing operations and you want this to be accurately reflected in your costings, you should select this check box. You might do this, if for example, an operation taking two people 10 hours will be costed at 20 hours. If in doubt, select the option. Blow-through Phantoms To accommodate one-off modifications to standard products you can add a BOM as a product code on an Estimate header. The program reads the BOM structure and adds all of the components and operations in the BOM to a special stage that it creates automatically. With this option selected, you can ensure that the components and operations of a phantom BOM are rolled up and added to the special stage. Stage Reference Enter the reference to be given to the special stage created to hold the BOM details when, to accommodate one-off modifications to standard products, you add a BOM as a product code on an Estimate header. Enter the description to be given to the special stage created to hold the BOM details when, to accommodate one-off modifications to standard products, you add a BOM as a product code on an Estimate header. If you use the 'Fast Entry' option to enter estimates and you dont need to use a range of different stages within the estimates, you can set up a default stage here that each line of the estimate table will automatically default to. If you want the system to default to the 'Fast Entry Estimates' window whenever you create a new estimate or open an existing estimate, select the 'Default method of entry' check box. For more information see Fast Entry Estimates on page 181. Use Estimate Number If you select this option, any estimate that you convert to a as Works Order Number works order will retain the same number.

Stage Description

Fast Estimate Entry Stage Ref/Stage Description/Default method of entry

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Create Sales Order

If you select this option and you put an estimate into production, you will have the ability to automatically create a sales order in Line 50's Sales Order Processing facility. With this option selected, you can amend an estimate even after it has been put into production or converted to a works order. This is to allow for 'extras' to be added. You may want to restrict this facility to certain users. The 'Security' button enables you to enter a password that must be used by anyone wanting to amend an estimate after it has been converted to a works order or put into production. By default, the password is blank.

Estimates can be changed after conversion to a Works Order

3.

To continue entering 'Estimating' defaults, click the 'Numbering' tab. To save 'Estimating' defaults, click 'OK'. To close the 'Estimating' defaults window, click 'Cancel'.

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The Numbering Tab


1. In the 'Estimate Defaults' window, click the 'Numbering' tab. The 'Numbering' settings appear.

2.

Enter the settings required according to the following descriptions. Automatic Estimate Numbers Next Estimate No. Manufacturing automatically generates estimate numbers. If you leave this check box clear, you may enter your own estimate numbers using any 30 digit alphanumeric sequence. If you have selected the 'Automatic Estimate Numbers' option, enter the number you would like to start with. The system will increment by one each time you enter and save or abandon an estimate.

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Prefix

If you have selected the 'Automatic Estimate Numbers' option, you may enter up to 10 letters and/or numbers here, which will appear before your estimate numbers. If you selected the 'Automatic Estimate Numbers' option, you may enter the required number of digits, including leading zeroes, to be used for the estimate number. This ensures that estimates are always displayed in the expected order. For example, entering '4' in this field would result in a sequence of 0001, 0002, 0003 and so on.

Format to (places)

3.

To continue entering 'Estimating' defaults, click the 'Resequencing' tab. To save 'Estimating' defaults, click 'OK'. To close the 'Estimating' defaults window, click 'Cancel'.

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The Resequencing Tab


1. In the 'Estimate Defaults' window, click the 'Resequencing' tab.

2.

Enter the settings required according to the following descriptions. Resequence in reference order If you want the system to resequence the order of your manufacturing operations, select this check box. This is useful if you make future amendments to the sequence of your operations. You can resequence operations starting at any number and in steps of any number. Note: If you are unsure about this option, select the box and set to resequence starting from '1' in steps of '1'. You can return to this section at any time to change this option. If you are unsure, do not make any changes.

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No. of decimal places for sequence nos.

Enter the number of decimal places you want to use for sequence numbers. You can enter a figure between zero and six here.

3.

To continue entering 'Estimating'defaults, click the 'Mark-Up Defaults (%)' tab. To save 'Estimating' defaults, click 'OK'. To close the 'Estimating' defaults window, click 'Cancel'.

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The Mark-Up Defaults Tab


To enter mark-up defaults settings
1. In the 'Estimate Defaults' window, click the 'Mark-Up Defaults (%)' tab. The 'Mark-Up Defaults' settings appear.

2.

Enter the settings required according to the following descriptions. Manufacturing analyses costs under eight main headings. For each of these headings you may enter a default mark-up which will be applied to the total cost price in order to calculate a 'selling' price. For example, if you would normally try to achieve a mark-up of 50% on materials, items bought for a total of 1000 would be charged out at 1500. As with all defaults, the figures entered within this section are those you would normally expect to be applied, but they can be changed for individual estimates if necessary.

3.

To save 'Estimating' defaults, click 'OK'. To close the 'Estimating' defaults window, click 'Cancel'.

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Setting your Overhead Recovery Defaults


Calculation of overhead recovery applies only to estimating, so once you have entered estimate details, an amount will be calculated to increase the estimate in order to ensure that your overheads are met. For this reason you must set up both estimate defaults and overhead recovery defaults before using estimating.

To set overhead recovery defaults


1. From the menu bar click 'Settings' and select 'Overhead Recovery Defaults'. The 'Overhead Recovery Defaults' window appears.

This feature enables you to make manual or automatic nominal ledger postings relating to recovered overheads. 2. Enter the percentage to be recovered and the expense types used as a basis. If the percentage applies to all cost types, select 'Total Cost'. Manufacturing accumulates the totals for overhead recovery as costs are entered. On completion of each works order, you may enter a manual journal in your Line 50 nominal ledger, or with the appropriate option set, postings may be made automatically. For more information see The Nominal Tab on page 266. 3. To save your 'Overhead Recovery' defaults, click 'OK'. To close the 'Estimating' defaults window, click 'Cancel'.

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Setting Up Analysis Code Labels


Estimates can have up to five codes attached to them for analysis purposes.

To enter analysis code labels settings


1. From the 'Settings' menu, select 'Analysis Codes'. The 'Analysis Codes' window appears, separated by the 'Codes' and 'Labels' tabs.

2. 3. 4.

To build a table of analysis codes which you can enter when you use the Estimating facility, select the 'Codes' tab. Enter the analysis code headings here. You can use the TAB key to create a new heading line. Now click the 'Labels' tab and enter label descriptions to group the codes. The screen labels appear next to the analysis code boxes in the Estimating windows. In this example, screen labels for 'Area' and 'Industry Type' are set up.

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5.

To save your analysis codes, click 'OK'. To close the 'Analysis Codes' window and return to the desktop, click 'Cancel'. Each time you want to apply analysis codes to an estimate, you can now select from this list.

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Looking at the Estimating Options


Use the 'Estimating toolbar' to easily access all the Estimating facilities. Remember: you can also speed up your processing by using the common tasks list, displayed 'Tasks' section on the desktop navigation bar.

Option New Record Fast Entry Copy Print Recost S.Order W.Order Convert

Description Use this to create estimates. Use this to amend and delete estimates. Use this as an alternative way to enter an estimate if you dont use stages or need to enter details more quickly, telephone orders for example. Use to create an estimate, similar to one which already exists. Use to print estimates and quotations. Use to recost an estimate at any time to reflect any stock price changes which have occurred since the last calculation. Use to create a sales order for an estimate before you raise a works order for the estimate. Use this option to turn an estimate into a works order. Use this option to convert your estimate into a standard bill of materials. This handles the creation of stock items automatically in Line 50. You are also prompted to create stock items for all of the non-stock items that exist on the estimate. Use to cancel estimates that are not progressing to orders. Produce estimate reports.

Cancel Reports

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Looking at the Estimating Window


To access the Estimating window
1. Click the 'Estimating' navigation group from the 'Navigation Bar'. The 'Estimating' window appears, displaying all currently saved estimates in a normal list format.

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2.

It can often be time-consuming to sort through a long list to find the few items that are relevant to the task you want to complete. Use the 'Quick Filter' above the list, to enable you to view only the items you want. For example, to see an estimate for a specific customer, from the 'Look in' drop-down list select 'Name' and then select the customer name from the 'for' drop-down list. Click 'Find Now'.

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Creating an Estimate
This section explains how to set up a new estimate. You can see more details about each step later in the section.

To set up an estimate
1. 2. 3. In the 'Estimating' window, click 'Clear' to ensure that no existing estimate is selected. From the 'Estimating' toolbar, click 'Record'. The 'Estimate Details' window appears, displaying the 'Main Details' tab. Enter the main details of the estimate. This consists of a short description of the estimate and the customer details such as the account code (if any) contacts and reference numbers. For more information see The Main Details Tab on page 153. Enter the Additional Details. This includes information such as who was involved with the estimate, Overall Discounts applied to the estimate and Overhead Recovery. Enter details about your manufacturing stages. Stages are the main elements into which the estimate may be broken down, for example, you may enter Design, Manufacture, Install and so on. You must have at least one stage for each estimate. Check that all prices are correct before moving on to the next stage. For more information see The Stages Tab on page 159. Check the totals to ensure that Selling Prices, Mark-ups and Margins are all correct. For more information see The Totals Tab on page 170. Enter the path to additional files on your PC or network which you want to link with this estimate. For more information see The Attached Files Tab on page 172. If required, enter additional text for the invoice description. For more information see The Invoice Description Tab on page 174. Enter appropriate analysis codes for reporting purposes. For more information see The Analysis Codes Tab on page 175.

4. 5.

6. 7. 8. 9.

10. Add drawings to the estimate. For more information see The Drawings Tab on page 176. 11. Add notes about the estimate for your reference as you require, using the 'Memo' tab. 12. When you have finished entering your estimate details, click 'Save'. The 'Estimate Details' window closes and you are returned to the main 'Estimating list. The list now includes your new, saved estimate. For more information on each tab, please read the following sections.

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The Main Details Tab


To enter new estimate main details
1. 2. In the 'Estimating' window, click 'Clear,' so no existing estimate line is selected. Click 'New' to open the 'Estimates Details' window. An empty 'Estimate Details' window appears, displaying the 'Main Details' tab.

3.

If you have the appropriate parameter selected in 'Estimate Defaults', Manufacturing will automatically insert an 'Estimate Reference Number' when you save the record. Otherwise, enter your own reference here. If you are building an estimate for a product for which there is an existing record within your Line 50 products file, Manufacturing allows you to select the product code directly. Click on the 'Product Code' down arrow to display all the products set up within Line 50. Select the required product and Manufacturing automatically enters the 'Product Code' and 'Description' boxes with the relevant information. If the item for which you are building an estimate does not appear in Line 50, you may simply ignore these boxes.

4. 5.

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Note: If you want more information about the product or customer, held in Sage Line 50, click on the smart-link arrows situated to the left of the 'Product Code' and 'A/C' boxes. For more information about smart link, see 'Smart Link' buttons on page 62. 6. 7. The 'Date Entered' box defaults to today's date but may be overwritten as necessary. If you know the date by which the estimate will be due for completion, enter it in the 'Due Date' box. This date acts as the default date for the stages (not to be confused with the due date on the stages) and will be carried over into the resulting works order upon conversion. The 'Follow Up' box enables you to enter a date on which you want to take further action. Type a date in the field or use the calendar button. Note: Microsoft Outlook users may now click the 'Outlook' button. An entry is automatically made into your Microsoft Outlook diary, with a reminder set, ensuring that any follow up action is not forgotten. You may amend and save this entry in the normal way. 9. If you are preparing this estimate for an existing customer with an account record in Line 50, you can search for the customer using the 'A/C' down arrow.

8.

10. Alternatively, ignore the 'A/C' box and enter the name of the person or company for whom the estimate is being prepared into the 'Name' field. 11. The 'Contact' box automatically displays any data from your sales ledger but may be overwritten if necessary. 12. Enter any appropriate 'Reference Number'. 13. You can now enter multiple quantity breaks for the finished items you will want to manufacture. This gives you the ability to quote prices for multiple quantity breaks when preparing estimates for customers. For more information about the Quantity Breaks Table, see Using the Quantity Breaks Table on page 155. 14. To save your 'Estimate Details', click 'Save'. To continue entering estimate information, click the 'Additional Details' tab. To close the 'Estimate Details window and return to the desktop, click 'Close'.

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Using the Quantity Breaks Table


From within the estimate 'Details' tab (excludes 'Fast Entry' estimates), you have the flexibility to build up an estimate using a variety of quantity breaks where you can alter the quantity and quickly see how the totals would be affected. This enables you to save time by using the same estimate to reflect different quantities and calculate the different costs. You also have the ability to cost the estimate and print the estimate details for any/all of the quantity breaks that you have entered. When you create a new estimate, the Quantity Break Table presents a default quantity break line with a status of 'Active' and a quantity of 1. Any subsequent quantity breaks are given a 'Non-Active' status and are calculated on the basis of the 'Active' details. Only one quantity break can be 'Active' at any one time due to the possibility of the estimate being planned and/or becoming a works order where only one quantity can be used. The 'Active' status, flags up the quantity to be used on these occasions.

To set up quantity breaks on a new estimate


1. Enter the new quantity break in the first column of the next available row. If you are using the quantity breaks correctly, you will not need to enter a duplicate quantity value. If the quantity you enter already exists within the table, the system prompts you to re-enter the value. 2. Enter the 'Quantity', 'Markup' and 'Selling Price' values you require. This second entry uses the various cost items taken from the 'Active' entry on the Quantity Breaks Table to provide a new costs estimate. 3. Set up as many breaks as you require.

4.

When you print the Quote, all the quantity breaks set up are displayed.

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The Additional Details Tab


To set up additional details
1. In the 'Estimate Details' window, click on the 'Additional Details' tab. The additional information appears.

2. 3. 4. 5. 6.

The 'Entered By' box will default to the current user, but may be overwritten as necessary. If appropriate, enter the name of the salesperson, otherwise leave this box blank. If you have MANAGER access rights, you can change the 'Status'. The 'Copied From', 'W. Order Number' and 'S.Order Number' boxes are updated automatically by the system as and when required. You can apply an overall discount to the sales order when it is created from the estimate. Enter the discount as a percentage or value in the 'Overall Discount' area on this tab. It is then applied in addition to any manual adjustments made in the system-generated sales price as shown in the Quantity Break Table.

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7.

The 'Overhead Recovery' area on this tab is calculated automatically as a percentage cost of the estimate. The calculation uses the default percentages (for Total Cost or Individual cost types) you have defined in the Overhead Recovery Defaults. The 'Last Recosted' boxes are completed automatically by the system as it uses the information from your login and PC system date. Select the 'Create GRN on completion' check box if you want the Goods Received Note to be printed on completion of the Works Order raised from the Estimate. A GRN can only be produced if a product code has been defined for the estimate.

8. 9.

10. If you want to set a flag against the Estimate record, which can be seen on the Estimate list, select the 'Follow Up' check box. 11. To save your 'Estimate Details', click 'Save'. To continue entering Estimate information, click the 'Stages' tab. To close the 'Estimate Details' window and return to the desktop, click 'Close'.

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The Stages Tab


Each manufacturing job for which you are preparing an estimate may be broken down into stages. It will then be possible to accumulate costs (Stock, Non Stock, Operations and Other Expenses) stage by stage, in order to compare actual costs against estimated costs.

Note: Estimates must have at least one stage. Stages contain two levels of information: header information and detailed information. At the detailed level you enter the type of cost information - stock, non stock, operations or other expenses. Stages may be entered directly or from stage template information. Stage templates hold common information that can apply to many different stages and creating stages for an estimate from stage templates can save time and allow you to create the stages that you require quickly and easily. For more information see The Settings Menu on page 549.

To enter stage header information


1. In the 'Estimate Details' window, click on the 'Stages' tab. Note: You must save your estimate header information before you can enter the estimate stages information. Click 'Yes' to continue. The 'Stages' window appears.

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2.

If you are using stage templates (see The Settings Menu on page 549), you can click on the 'Reference' down arrow and select the template you require from the list displayed. All the template details are entered against your estimate and you can amend these as necessary.

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3.

If you are not using stage templates then you must enter your stage header information now: Stage Reference Stage Description Due Date This may be up to 30 alphanumeric characters in length. This may be up to 60 alphanumeric characters in length. This defaults to the date entered on the 'Main Details' tab but you can change it as you need to. This is the due date used by MPS/MRP. To include the estimate in the MPS demand, the estimate must be marked as 'Released'. Each stage of the estimate can be marked for release separately. Any estimate that is converted to a Works Order will have a status of 'Production'.

Status

4.

Enter all stage header information required.

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When all stage headings have been entered you may enter the estimate details for each stage by following the steps outlined in the section To enter stage detail information below. 5. Click 'Yes' to save the header and proceed.

To enter stage detail information


1. Click anywhere in the first stage 'Description' field. A down arrow appears. 2. Click on the down arrow to open the 'Stage Details' window. The 'Stage Details' window appears showing the 'Stock Items' tab by default.

Note: Stock items are those which have a product record set up within Line 50. 3. Enter your stock item information now: Stock Code Enter or select the product code for the required component. You can enter a code which does not exist in Line 50 if you want to create a code 'on the fly'. Enter a product description when prompted and Manufacturing will create the code in Line 50. You can then use the new component on your Estimate. Description Quantity The description of the product code in Line 50 will appear by default. Enter the required number of this item.

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Cost Price

Manufacturing automatically defaults to the last price paid for the product you have selected. This may not be the price you want to have included in your estimate so you may overtype with the required cost if necessary. Note: If you amend the cost price of a stock item, but recost the estimate later the cost price reverts back to the cost price stored within Line 50.

Total Unit of Sale

Manufacturing calculates and displays the total cost. The unit of sale (used by Manufacturing as a unit of purchase) is displayed. Note: If you do amend the cost price, make sure that the new price entered relates to the units displayed.

Supplier A/C Supplier Ref Lead Time

Enter a supplier's account reference, if required. If you have a supplier reference then you may enter the information in the 'Supplier Ref' box. This is the purchase lead time that should be used to offset the start date. It can also be applied to manufactured items too. If you define a supplier and lead time against a manufactured item (i.e. a product with a BoM defined), it will be purchased rather than manufactured.

Note: Stock items that have a bill of material set up for them are highlighted in blue (by default - this can be customised in Tools > Options > Colours).This signifies that they are manufactured items. When this estimate is processed, any sub-assembly requirements are automatically added by MRP. 4. Continue to enter stock items until complete. To speed up the entry of lines within the Stages tab, why not try these shortcuts: F8 - delete an item from the estimate. F7 - insert a line into the estimate. F6 - copy the contents of the above cell. As you enter each item, the total cost of all items accumulates in the 'Total' box at the bottom right of the window. 5. Click on the 'Non-Stock Items' tab. The non-stock items information appears.

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Note: Non-stock items are those which would be bought in especially for manufacturing and therefore do not have a product record set up in Line 50. 6. Enter your non-stock item information now: Description Quantity Cost Price Total Enter the description for the item needed. Enter the quantity required for this estimate. Enter the estimated cost price. Manufacturing calculates the total cost by multiplying the quantity entered, by the price. Note: You can use the TAB key to move out of the total field to ensure that the total figure is calculated. Unit of Sale Supplier A/C Supplier Ref Lead Time Enter the units that this price relates to for future reference, if required. Enter a suppliers account reference if required. If you have a supplier reference, then you may enter the information in the 'Supplier Ref.' field. This is the purchase lead time that should be used to offset the start date. It can also be applied to manufactured items too. If you define a supplier and lead time against a manufactured item (i.e. a product with a BoM defined), it will be purchased rather than manufactured.

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7. 8.

Continue to enter non-stock items. As you enter each item, the total cost of all items accumulates on the 'Total' box at the bottom right of the window. Click on the 'Operations' tab. The Operations information appears.

Note: Manufacturing operations may come from the 'Operations Register' or from the 'Labour' and 'Machine Registers'. 9. Before entering details of your operation, confirm the number of pieces that you require as a default for this stage. The number of pieces is the number of individual items required for each finished item. This is a default for the same field stored on each operation and is itself taken by default from the entry on the estimate header.

10. If you are using operations stored in the 'Operations Register' (see Operations Register on page 467), you can click within a 'Reference' line field to display a down arrow. Click on the down arrow to display the 'Select Operation' list. You can now select the operation you require. All the operation details are entered against your estimate and you can amend these as required. 11. If you are not using the operations register then enter the operations header information now. Reference Description Sequence Enter the operation reference. Enter the operation description. Enter the sequence number for the operation.

12. To amend the operation details information, click in the 'Description' box and then click on the down arrow.

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The 'Operation Details' window appears displaying the operation 'Reference' and 'Description'.

The procedure you need to follow now is exactly the same as that for entering Operation details into the 'Operations Register'. For more information see The Main Details Tab on page 470. Note: As you enter Operation details, the total costs by category appear. When you have worked through the tabs on this window and completed all the operation details, click 'OK' to save your entry. You are returned to the 'Stage Details' window. 13. Continue to enter operations. 14. Click on the 'Other Expenses' tab. The Other Expenses information appears.

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Note: You may use this window to enter details of all expenses not covered by the other cost categories. These details are selected from the table of 'Other Expenses' already set up. For more information see Other Expenses on page 342. 15. Click in the 'Reference' field and the down arrow appears. Click this and select the 'Expense Reference' required. The 'Expense Description' appears automatically. 16. Move the cursor to the 'Quantity' box and enter the quantity requirement of this item. The quantity should relate to the units displayed in the end column. 17. The default expected price appears in the 'Cost Price' box. This can be overwritten if you require. 18. Use the TAB key to move to the 'Total' box. The total cost of the item is now calculated and displayed. 19. Repeat the above procedure until all expense items have been included on your estimate. 20. Click the 'Totals' tab. The 'Totals' information appears displaying the results of this stage of your estimate, analysed under each of the eight cost types.

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Note: The default mark-up percentages entered under 'Estimate Defaults' have been automatically applied. The 'Margin %' has been automatically calculated by taking the profit as a percentage of the selling price. 21. You can now take advantage of the flexibility built into the Estimating routine by amending the 'Mark Up %' and/or the 'Selling Price' of any of the eight cost types. As with a spreadsheet, each time you make an amendment, any cell that is affected by your change will automatically recalculate. Simply use the mouse to move the cursor to the cell you want to amend and insert your amended figure. In this way you can manipulate the results of your costings until the stage estimate meets your own criteria (for example, minimum mark-up or margin percentages). 22. If at any time you want to revert to your default mark-ups, click 'Revert to Default Markup'. Manufacturing recalculates to the figures shown before your amendments. Note: Don't forget that you can return to any of the previous entries you have made under each cost type by clicking on the appropriate tab. Any amendments, deletions or additional entries you make will be automatically reflected in the 'Totals' tab when you return to it. 23. The 'Overhead Recovery Amount' box shows the total overheads which would be recovered against this stage, based upon your settings in 'Overhead Recovery Defaults'. For more information see Setting your Overhead Recovery Defaults on page 146. 24. Click on the 'Memo' tab to enter any notes relevant to the stage details. You can enter an unlimited amount of text here. Note: Immediately upon making an entry on this screen, the tab header turns blue to indicate the presence of an entry. 25. To close the 'Stage Details' window, click 'OK'.

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The 'Stage Details' window closes and you are returned to the 'Estimate Details window displaying the 'Stages' tab. 26. Repeat the above steps to add further stage estimates. When you have entered all estimated costs for all stages, you are ready to move to the next step. 27. To save your 'Estimate Details', click 'Save'. To continue entering estimate information, click the 'Totals' tab. To close the 'Estimating' window and return to the desktop, click 'Close'.

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The Totals Tab


To amend any costs, mark-ups or selling prices, you must return to your stage details by clicking on the 'Stages' tab. You can use the 'Totals' tab to recalculate the cost of an estimate or to convert non-stock items into standard Sage stock items.

To use the Totals tab


1. In the 'Estimate Details' window, click on the 'Totals' tab. The Totals information appears.

The 'Totals' tab shows the total of all stages added together. 2. 3. To recalculate the cost of the estimate, perhaps to account for any changes in stock prices, click on the 'Cost Now' button. To convert non stock items into standard Sage stock items, click the 'Convert Non-Stock items to Stock Items' button. The 'Convert Non-Stock Items' window appears listing all of the non stock items, across all stages on this Estimate.

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4. 5.

Enter the 'Product Code' that you want to use for each item you want to convert. If you do not want to convert a specific entry, leave the 'Product Code' column blank. Click 'OK', to perform the conversion. Manufacturing automatically creates a stock item in Line 50, removes the non-stock item from the estimate, replaces it with the new product and recalculates your estimate totals. To save your 'Estimate Details', click 'Save'. To continue entering estimate information, click the 'Attached Files' tab. To close the 'Estimate Details' window and return to the desktop, click 'Close'.

6.

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The Attached Files Tab


Using the 'Attached Files' tab, you can associate files, such as a Microsoft Excel or Microsoft Word document, to save and open with an estimate. You can also attach the complete contents of a folder. This is particularly useful for storing supporting documentation for each estimate.

To attach a file or folder to the estimate record


1. In the 'Estimate Details' window, click the 'Attached Files' tab.

2.

To attach a file or folder to an Estimate record, click 'Attach File' or 'Attach Folder' as appropriate. An 'Open' or 'Choose File(s)' window appears, depending on your operating system.

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3.

Select the file or folder you want to attach to the Estimate record and click 'Open' to attach a file, or 'OK' to attach a folder. Note: You can only select one file or folder at a time. The file or folder appears in the list on the 'Attached Files' tab.

4. 5. 6.

To open the file or folder, select it using the left mouse button and click the down arrow. Enter a description for each attachment, if you require. This is used for information purposes only. To save your estimate details, click 'Save'. To continue entering estimate information, click the 'Invoice Description' tab. To close the 'Estimate Details' window and return to the desktop, click 'Close'.

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The Invoice Description Tab


To enter an invoice description
1. In the 'Estimate Details' window, click on the 'Invoice Description' tab. A blank memo appears.

You can use this to enter a complete description of the job being estimated. Should you eventually convert this estimate to a works order, the text you enter can be transferred with all other details. It will then be printed out automatically on subsequent sales invoices. Note: The tab header description immediately changes to capital letters to indicate the presence of an entry. 2. To save your estimate details, click 'Save'. To continue entering estimate information, click the 'Analysis Codes' tab. To close the 'Estimate Details' window and return to the desktop, click 'Close'.

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The Analysis Codes Tab


To enter analysis codes to an estimate
1. In the 'Estimate Details' window, click on the 'Analysis Codes' tab. The Analysis Codes information appears.

2. 3.

Enter details for up to five unique analysis codes for each estimate. You can use these for custom reporting. To save your estimate details, click 'Save'. To continue entering estimate information (if you are working within Manufacturing Controller only), click the 'Drawings' tab. To close the 'Estimate Details' window and return to the desktop, click 'Close'.

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The Drawings Tab


Note: The 'Drawings' tab is only applicable if you are working within the Manufacturing Controller system.

To work with drawings


1. In the 'Estimate Details' window, click on the 'Drawings' tab. The Drawings information appears.

2.

Enter the following information, if required, for each drawing line: Reference Description Valid From Valid To Enter the drawing reference which is the unique identifier for the drawing. Enter the drawing description. Enter a 'valid from' and 'valid to' date for your drawing, if applicable.

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Note: You can cross-reference an estimate with any number of different drawings. 3. 4. To open the drawing details window in the 'Drawing Register', select the drawing reference and click 'Edit Drawing'. To save your estimate details, click 'Save'. To continue entering estimate information, click the 'Memo' tab. To close the 'Estimate Details' window and return to the desktop, click 'Close'.

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The Memo Tab


To enter a memo
1. In the 'Estimate Details' window, click on the 'Memo' tab. The memo area appears.

You can use this tab for additional notes about the estimate. Note: The tab header description immediately changes to capital letters to indicate the presence of an entry. 2. To save your estimate details, click 'Save'. To close the 'Estimate Details' window and return to the desktop, click 'Close'.

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Amending an Estimate
You can make any changes you require to an estimate that has a status of 'Entered'. You may make certain amendments to estimates with a status of 'Production'. You cannot amend estimates with a status of 'Cancelled' although you can copy a cancelled estimate.

To amend an estimate
1. 2. In the 'Estimating' window, select the estimate you want to amend. Click 'Record'. The 'Estimate Details' window appears, open at the 'Main Details' tab. Note: All of the tabs of the 'Estimate Details' window function in the same way as when adding the Estimate. 3. 4. Make the changes you require to the estimate. To save your changes, click 'Save'. Note: The 'Last Updated' box on your 'Estimate Details' window now shows today's date. For more information about amending an estimate using 'Fast Entry' see Fast Entry Estimates on page 181.

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Deleting an Estimate
As Estimate records become redundant you can remove them.

To delete estimates
1. 2. In the 'Estimating' window, select the estimate record or records that you want to delete. Click 'Delete' to delete the estimate record or records and confirm the deletion when prompted by the system.

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Fast Entry Estimates


The 'Fast Entry' facility is another way of creating an estimate if you typically don't use stages or need to enter details more swiftly; taking a telephone order for example. The feature allows you to build up an estimate very quickly using a single table. The items are automatically sorted according to cost heading.

What do you want to do?


To add an estimate using Fast Entry on page 181 To amend an estimate using Fast Entry on page 183

To add an estimate using Fast Entry


1. 2. Click 'Clear' to ensure no entries are highlighted on the list. From the 'Estimating toolbar', click 'Fast Entry'. The 'Estimate Details - New Estimate' window appears. Note:You can also access this from the pop-up menu when you right-click on an entry in the list.

3.

Enter the following estimate details. Due Date If you know the date the estimate should be due for completion, enter it here. This date acts as the default date for the stages, is used for MPS/MRP and will be carried over into the works order upon conversion.

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Quantity

Enter the quantity of finished items you will want to manufacture. If you change the quantity number at any stage, the program recalculates the quantities for each item. Enter the number of individual items required for each finished item. If you change the number of pieces value at any stage, the program recalculates the quantities for each item. Manufacturing automatically generates estimate numbers. If you leave this check box clear, you may enter your own estimate numbers using any 30 digit alphanumeric sequence. If you are preparing this estimate for an existing customer/ prospect with an account record in Line 50, search for the customer using the 'A/C' drop-down list and select from the list. The program automatically fills in the address lines for you. You cannot change these details here. New prospects or customers can also be added to the lists.

No. of Pieces

Estimate No.

A/C

Product Code

Click on the 'Product Code' down arrow to display all the products set up within Line 50. Select the required product and Manufacturing automatically enters the 'Product Code'. If you select a product code that has a Bill of Material defined for it, all of the associated components and operations are added to the items list automatically.

4.

Enter the stock, non-stock, operation or expenses information into the table. Type Select the type of transaction type from Stock, Non Stock, Operations and Other Expense. Now move through each column in the table. Select a more specific description for the expense. Enter the description for the item needed. Enter the quantity required for this estimate. Enter the estimated cost price.

Reference Description Quantity Cost Price

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Total

Manufacturing calculates the total cost by multiplying the quantity entered by the price. Note: You can use the TAB key to move out of the total field to ensure that the total figure is calculated.

Unit of Sale Stage

Enter the units that this price relates to for future reference, if required. Each manufacturing job for which you are preparing an estimate, may be broken down into stages. Specify the stage if it already exists on the list, or create a new stage here. If you have specified 'Fast Estimate Entry' settings in the 'Estimate Defaults' window, this may already default to a preferred stage.

As you add information to the estimate, the markup is calculated from the settings you have already specified in the 'Estimate Defaults' section. For more information see The General Tab on page 138. 5. To save your 'Estimate Details', click 'Save'. To continue entering another fast entry estimate, click Save and New. To close the 'Estimate Details' window and return to the desktop, click 'Close'.

To amend an estimate using Fast Entry


1. 2. In the 'Estimating' window, select the estimate you want to amend and right-click. From the right-click menu, select 'Fast Entry'. The 'Fast Entry' window appears, open at the 'Details' tab. Note: If the estimate no longer has a status of 'Entered', you cannot save your changes. Similarly, if the 'Estimate Defaults' option 'Estimates can be changed after creation of works order' is selected, you cannot use the 'Fast Entry' option to amend the estimate. 3. 4. If the estimate has an 'Entered' status, make the changes you require to the estimate. To save your changes, click 'Save'.

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Copying an Estimate
The 'Copy Estimate' option allows you to create an estimate, similar to one which already exists. You can choose whether or not to copy attached files, stages and each of the cost types. Note: Estimates can be copied irrespective of their status.

To copy an estimate
1. 2. In the 'Estimating' window, select the estimate you want to copy. Click 'Copy'. The 'Copy Estimate' window opens.

3.

Enter the following details: Estimate No. Assign the estimate with a new reference which will appear in the 'Estimating' window when you have completed copying the estimate. Note: This number will be automatically generated by the system if you have the appropriate parameter set in 'Estimate Defaults'.

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A/C

Use the down arrow to choose the account code or prospect code of the customer for whom the new estimate is being prepared. If no account or prospect record exists, ignore the 'A/C ' box and enter the account name. Enter the account name if no account code exists already in Line 50. Enter a contact name if required. Select the relevant check boxes to copy the following: Attached Files Stages Stock Items Non-Stock Items Operations Other Expenses Quantity Breaks Due Dates

Name Contact Copy What?

4.

Click 'Save' to copy the estimate or click 'Discard' if you do not want to copy the estimate. The new estimate appears in the 'Estimating' window and you can make amendments as you require. For more information see Amending an Estimate on page 179.

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Printing an Estimate/Quotation
Note: To be able to print quotations you will need to connect to the Sage Line 50 ODBC data source. For more information see Appendix IV - Connect Sage ODBC on page 627.

To print an estimate
1. 2. In the 'Estimating' window, select the estimate that you want to print. Click 'Print'. The information from the estimate appears on your screen in a report format.

You can now do any of the following: Print the report View the report from your word processor, then select your format and destination. Close the report and ignore printing.

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Costing an Estimate
Once an estimate has been added to the system, it may need to be recosted when stock prices change.

To cost an estimate
1. 2. In the 'Estimating' window, select the estimate that you want to cost. Click 'Recost'. A confirmation message appears advising that when the system recosts the selected estimate(s), existing costs will be overwritten. 3. Either: Click 'Yes' to recalculate the estimate cost based on the up-to-date cost. Click 'No' to cancel the request to recalculate the cost. The costs are not amended and you are returned to the 'Estimating' window.

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Creating Sales Orders


Manufacturing will, optionally, create a sales order for an estimate when a works order is created for it. There may be occasions however, when you want to create a sales order earlier. Use this option to create a sales order before you create a works order.

To create a sales order


1. 2. 3. In the 'Estimating' window, select the estimate required. Click 'S.Order'. The 'Create Sales Order' prompt appears. Click 'Yes', to create the sales order. When the sales order has been created, the 'Sales Order Created' message appears showing the sales order number.

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Converting an Estimate into a Works Orders


Successful estimates can be turned into works orders without further data entry. If there are variances on an order compared to the original estimate then the estimate should be amended before converting it to a works order. Note: If you are using the Manufacturing Controller system we strongly recommend that you use planning to create works orders for estimates as planning will ensure you have sufficient resources to complete the manufacture within the allotted time. For more information on using planning to plan estimate production, see Material Requirements Planning (MRP) (Batch, Job and Manufacturing Controllers) on page 233.

To convert an estimate into a Works Order


1. 2. In the 'Estimates' window, select the estimate you want to convert. Click 'W. Order'. The 'Create Works Order' window appears.

3. 4.

Enter a 'Customers Order Number' for your converted estimate. If, under 'Works Order Defaults', you have chosen either 'Automatic Works Order Numbers' (Setting Works Orders Defaults on page 260) or in 'Estimate Defaults', the 'Use Estimate Number as Works Order Number' (The Mark-Up Defaults Tab on page 145), then the works order number will be shown. If not, enter the works number you want to use. If this estimate has been created for a 'Prospect', you will need to enter an 'Account Reference' so a new customer can be created in the Sales Ledger. If you want to use the customer's address as the site address for this Manufacturing, select the appropriate check box.

5. 6.

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7.

If you require a sales order to be created for this estimate, select the 'Create a Sales Order' box. The status of your estimate will now change to 'Production', whilst within the Works Order window the status of the newly formed works order will be 'Entered'.

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Converting an Estimate into a BOM


(Manufacturing Controller Only)
If you are using the Manufacturing Controller system, this facility converts your estimate into a standard bill of materials. It handles the creation of stock items in Line 50 automatically. In addition, you are prompted to create stock items for all of the non-stock items that exist on the estimate. Note: Any other expenses that have been set up will not be created on the bill of materials.

To convert an Estimate
1. 2. In the 'Estimates' window, select the estimate you want to convert. Click 'Convert'. The following message appears:

3.

Click 'Yes' to continue. The following window appears for you to enter a product code to act as the Bill of Material reference.

4. 5. 6.

Enter a product code that does not already exist - if you enter a product code that already exists you will be unable to continue with the conversion. After you have entered a 'BOM Reference', click 'OK'. The Bill of Material description prompt appears. Enter a 'BOM Description', and click 'OK'.

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If you have non-stock items on this estimate, the following window appears.

7. 8.

You must enter product codes for every non-stock item on the estimate. These product codes will be created automatically in Line 50. When you have entered your product codes, click 'Close' to finish the conversion. The estimate is cancelled, and the new bill of materials will be listed in the BOM module.

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Cancelling an Estimate
Estimates should be cancelled when it is clear that the customer is not going to place an order. Line 50 Manufacturing can provide statistical information (percentage conversion) on the ratio of successful estimates to cancelled estimates. You can find this information on the 'Statistics' report listed within the 'Reports' option for Estimating .

To cancel an Estimate
1. 2. In the 'Estimates' window, select the estimate you want to cancel. Click 'Cancel'. The system prompts you to check the estimate you have selected before you confirm the cancellation. 3. To continue click 'Yes'. Manufacturing changes the status of the estimate to 'Cancelled' and prevents you from processing it any further. Note: You can view the details of a cancelled Estimate and you can make a copy of it as described in Copying an Estimate on page 184. To view cancelled estimates only on the 'Estimates' window, use the 'Quick Filter' above the list. From the 'Look in' drop-down list, select 'Status', and from the 'for' drop-down list select 'Cancelled'. Click 'Find Now'.

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Chapter 6
Planning
(Batch, Job and Manufacturing Controllers)

Planning is designed to assist in the manufacturing process. Within Line 50 Manufacturing, depending on the variant you are using, there are four planning modules that allow you to plan at different levels of complexity: Make to Stock Plan production to add items to stock. Sales Forecasts Plan production to meet sales forecasts. Master Production Schedule (MPS) Plan production considering all demand (from Line 50, Estimating, Make to Stock and Sales Forecasts). Master Requirements Planning (MRP) Materials planning, looking at stock projections in relation to demand, and generating appropriate recommendations. There is also a Graphical Planner which works alongside the MRP schedule. You can look at shift patterns, machine groups or work centres, resolve resource conflicts, interrogate using various what-if scenarios, and so on, using the planner. If you are using Batch or Manufacturing Controller variants, read this chapter.

In this chapter:
How Planning Works .......................196 Setting Planning Defaults .................199 Looking at the Planning Options and Windows .........................................207 Make To Stock (Batch and Manufacturing Controllers) ...............208 Sales Forecasts (Batch and Manufacturing Controllers) ...............216 Master Production Schedule (MPS) (Batch, Job and Manufacturing Controllers) ......................................225 Material Requirements Planning (MRP) (Batch, Job and Manufacturing Controllers) ......................................233 Graphical Planner (Manufacturing Controller Only) ................................251

How Planning Works


The following description illustrates how planning works within Line 50 Manufacturing. There are several stages to planning, not all of them will be applicable to the variant you are using. Whilst it is recommended that all production be passed through planning, it should be noted that the planning process is optional and need not be carried out in full. There will be elements of the process that can be usefully applied whatever variant you are operating.

The planning process


The following diagram illustrates the planning process. Note: SOP inputs from Line 50 and POP outputs to Line 50 are shaded.

Demand Modules

Sales Orders (SOP)

Make to Stock

Sales Forecasts

Estimating

Master Production Schedule Processing Modules Planning (Recommendations based on BOM and Stock Levels) Purchase Orders (POP)

Works Orders (WOP)

There are four sources of demand for planning: sales orders, manual entries added ad-hoc to plans, sales forecasts and estimates.

Planning (Batch, Job and Manufacturing Controllers)

These feed into the master production schedule (MPS) which is then broken down through planning (MRP) and recommendations are made to raise purchase orders or works orders, depending on stock levels. If you are operating the Manufacturing Controller variant then you can use the graphical planner to modify your plans and optimise resource planning. The steps to the planning process are as follows.

1. Create and make available demand


Demand for planning is taken from sales orders within Line 50, estimates planned by stage and 'released' in the Estimating module (Job Controller and Manufacturing Controller variants), sales forecasts (Batch Controller and Manufacturing Controller variants) and items for which there is no specific demand (Make to Stock items). You will need to enter information into Line 50 SOP, Line 50 Manufacturing Estimating, Sales Forecasting or Make to Stock and also release the estimates, forecasts and make to stock items to planning. Until they are released, MPS will not pick them up. For more information on entering sales orders in Line 50 see your Line 50 documentation. For more information on estimating, see Estimating (Job and Manufacturing Controllers Only) on page 137. For more information on sales forecasts, see Sales Forecasts (Batch and Manufacturing Controllers) on page 216. For more information on make to stock items, see Make To Stock (Batch and Manufacturing Controllers) on page 208.

2. Create Master Production Schedule


Demand is read using MPS and a Master Production Schedule is created. You can enter a 'Horizon Date' so that only data with a due date prior to this date will be read into the schedule. In order for demand to be picked up by MPS the relevant source items must have a status of 'Released'. For more information on releasing estimate stages see Estimating (Job and Manufacturing Controllers Only) on page 137. For information on releasing Make to Stock items see Make To Stock (Batch and Manufacturing Controllers) on page 208 and for information on releasing sales forecasts see Sales Forecasts (Batch and Manufacturing Controllers) on page 216. An amalgamated list of demand is created in MPS. An exclusion list of excluded demand is also created. MPS also handles non manufactured items, that is, it facilitates back-to-back ordering for the convenience of the user. For more information on MPS, see Master Production Schedule (MPS) (Batch, Job and Manufacturing Controllers) on page 225.

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3. Consider Material Requirements


Once you have produced your MPS you can run MRP. This takes into account minimum and maximum stock levels and looks at any items where stock is below the reorder point. The demand list is taken and exploded through BOM structures taking account of current and projected stock levels. From this a series of recommendations are generated . For more information on reading the demand and producing recommendations using MRP, see Reading Demand on page 230. For more information on raising or cancelling works orders and purchase orders, see Estimating (Job and Manufacturing Controllers Only) on page 137 and Orders (Batch, Job and Manufacturing Controllers) on page 259.

4. Modify the recommendations


You can modify the recommendations manually within MRP, or, if you are using the Manufacturing Controller variant, you can export the data into the graphical planner and use the capacity planning facilities of the graphical planner to produce a plan that makes the best use of resources. You will need to import the data into MRP after you have modified it in the graphical planner. This updates the works orders/recommendations as if they had been manually modified within MRP. For more information on modifying the recommendations manually within MRP, see Amending Recommendations on page 242. For more information on the graphical planner, see Graphical Planner (Manufacturing Controller Only) on page 251.

5. Action the recommendations


This can be done on an individual basis, for a range (by product, supplier, date, product family), or for all recommendations. Purchase recommendations will be consolidated optionally by supplier. Actioning the recommendations results in a series of purchase and works orders being created. For more information on creating purchase orders and works orders, see Actioning Recommendations on page 247.

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Setting Planning Defaults


To set the Planning defaults
From the menu bar click 'Settings' and select 'Planning Defaults'. The 'Planning Defaults' window appears. For more information on each 'Planning Defaults' tab, please read the following sections.

The General Tab


To enter general settings
1. In the 'Planning Defaults' window, enter the settings required.

2.

Enter the settings required according to the following descriptions.

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Days Per Week

Select the setting for the number of working days in a week. Planning calculates backwards from the due date to determine the start date for orders. Enter the additional number of days to act as a buffer to lead times in the 'Safety Planning Time' box. Enter the number of hours per day to be included in planning calculations.

Date Calculations

3.

To continue entering 'Planning' defaults, click the 'MPS' tab. To save your 'Planning' defaults, click 'OK'. To close the 'Planning' defaults window, click 'Cancel'.

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The MPS Tab


To enter MPS settings
1. In the 'Planning Defaults' window, click the 'MPS' tab. The 'MPS' settings appear.

2.

Enter the settings required according to the following descriptions. Time Fence #1 (days) Select the number of days from the System Date when any sales forecasts are ignored in the Master Production Schedule. This defaults to seven days. Select the number of days from the System Date when Sales Order Due Dates are compared to the sales forecast for an item. This defaults to 30 days.

Time Fence #2 (days)

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Extend Horizon Date By Enter the number and select the required units 'Days', 'Weeks', 'Months' or 'Quarters' to specify the extend horizon date default. This determines the length of time to add to the current date when calculating the default horizon end date used by the 'Read Demand' option. 3. To continue entering 'Planning' defaults, click the 'MRP' tab. To save your 'Planning' defaults, click 'OK'. To close the 'Planning' defaults window, click 'Cancel'.

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The MRP Tab


To enter MRP settings
1. In the 'Planning Defaults' window, click the 'MRP' tab. The 'MRP' settings appear.

2.

Enter the settings required according to the following descriptions. Filters Firm Planning Period (days) Select whether you have permission to cancel works orders or purchase orders for the product. Set the number of days in advance of the system date when any purchase orders or works orders cannot be cancelled.

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Make Recommendations

Select this check box to copy the entries made in comment lines '1' and '2' of orders in Line 50 against the works order created in Manufacturing. The comments can then be printed on documentation, for example, route cards.

Set status to 'On-Order' Select this check box to set the status of any purchase order generated from Manufacturing to 'On-Order' automatically. Copy drawing revision number Update product cost price Select this check box to copy the drawing revision number to purchase orders generated in Line 50. Select this check box to let Manufacturing update the cost price stored in Line 50 when an order is raised. The product cost price is only updated where items have a zero cost price or stock level. Set a number of working days to add to the lead time of every works order recommendation, if required. Set a number of working days to add to the lead time of every purchase order recommendation, if required. Set a number of days to add to due dates to find the horizon for replenishments. This enables demand to be tagged to future replenishments rather than MRP suggest additional replenishment. Select if you want to group demand for like products together based on settings in 'Product Information' for the items. For more information see Product Information on page 405.

Production safety lead time Purchase safety lead time Replenishment Horizon

Aggregate Demand

3.

To continue entering 'Planning' defaults, click the 'Graphical Planner' tab. To save your 'Planning' defaults, click 'OK'. To close the 'Planning' defaults window, click 'Cancel'.

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The Graphical Planner Tab (Manufacturing Controller Only)


To enter graphical planner settings
1. In the Planning Defaults' window, click the 'Graphical Planner' tab. The 'Graphical Planner' settings appear.

2.

Enter the settings required according to the following descriptions.

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Configuration

Select whether labour or machines are to be used as the primary resource by the Graphical Planner in the 'Primary Resource' box. Enter the path to the Graphical Planning Excecutable file (.exe) in the 'Path to Program' box. This should include the path and file name. Enter the path to the Graphical Planning Configuration file (*.prcdf) in the 'Configuration' box. This should include the path and file name. Enter the path where the Graphical Planner imports data from in the 'Import Path' box. This is where MRP exports data to. Enter the path where the Graphical Planner exports data to in the 'Export Path' box. This is where MRP imports data from.

Export

Select the check boxes for items to export to the Graphical Planner (works orders, MRP recommendations and so on ).

Pass Works Order dates Select this check box to pass dates to and from Works (these are automatically Orders and the Graphical Planner. locked) Pass MRP Recommendations dates 3. Select this check box to pass dates to and from MRP and the Graphical Planner.

To save your 'Planning' defaults, click 'OK'. To close the 'Planning' defaults window, click 'Cancel'.

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Looking at the Planning Options and Windows


Each of the four planning modules and the Graphical Planner has its own set of options and its own window. For more information see Make To Stock (Batch and Manufacturing Controllers) on page 208 Creating a Sales Forecast on page 218, Master Production Schedule (MPS) (Batch, Job and Manufacturing Controllers) on page 225 Reading Demand on page 230 Graphical Planner (Manufacturing Controller Only) on page 251 Note: MPS is set as the default view within the Planning window. The default view within Planning is set from the Tools menu. You can change this if required. For more information see The View Tab on page 577.

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Make To Stock (Batch and Manufacturing Controllers)


This module allows you to create demand by entering items to make to stock with no consideration for potential sales.

Looking at Make to Stock Options

Option New Record Repeat Reports

Description Use this to create Make to Stock items. Use this to amend and delete Make to Stock items. Use to specify that you want to manufacture the same item on a regular basis. Produce Make to Stock item reports.

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Looking at the Make to Stock Window


To access the Make to Stock window
Note: If you have chosen 'Make to Stock' as the default display for Planning (see The View Tab on page 577) clicking the 'Planning' navigation group will display the 'Make to Stock' window. Select 'Planning' from the 'Modules' menu, and then select 'Make to Stock'. The 'Make to Stock' window appears, displaying all currently saved Make to Stock items in a list format.
This is the Make to Stock Toolbar. Search and Quick Filter is available.

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Creating a Make to Stock Item


This section explains how to set up a new Make to Stock item. Note: In addition to creating a Make to Stock stock item within this module, you can import Make to Stock items using the Import Wizard. For more information see Importing and Exporting Data on page 87.

To set up a new Make to Stock item


1. In the 'Make to Stock' window, click 'New'. The 'Make to Stock Item Details' window appears.

2.

Enter a product code for the Make to Stock item you want to create in the 'Product Code' box. This code must already exist as a product in Line 50. When you enter the code, the description appears automatically. Enter the 'Quantity' of items that you want to make. Enter the 'Due Date' for the items.

3. 4.

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5.

The 'Status' defaults to 'Entered'. The status can be: Entered Released Part Complete Completed Cancelled The item has not been processed through MPS/MRP. The item is available to MPS. The item has been part manufactured. The item has been fully manufactured. The item has been cancelled in works order processing.

Note: You should only change the status to 'Released' when you want the item to be picked up by MPS. For more information see Master Production Schedule (MPS) (Batch, Job and Manufacturing Controllers) on page 225. 6. 7. Enter any notes relating to the item in the 'Memo' box. To save your item details, click 'Save'. To close the window and return to the desktop, click 'Close'.

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Amending a Make to Stock Item


To amend a Make to Stock item
1. In the 'Make to Stock' window, select the Make to Stock item, and click 'Record'. The 'Make to Stock Item Details' window appears.

2. 3.

Enter the information required. For more information see Creating a Make to Stock Item on page 210. Click 'Save' when you have entered all the required information.

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Deleting a Make to Stock Item


Note: You cannot delete items if the status is 'Released'.

To delete a Make to Stock Item


1. 2. In the 'Make to Stock' window, select the required items. Click 'Delete', and confirm that you want to delete the items. The items are deleted.

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Entering Repeating Items


You can schedule to make the same item on a regular basis. For example, if you know that you have a requirement for 100 oak desks every week, you can automatically schedule to make the desks over the number of weeks, if you want.

To enter repeating items


1. In the Make to Stock window, click 'Repeat'. The 'Repeat Items' window appears.

2. 3. 4. 5. 6. 7.

Enter the 'Product Code'. This code must already exist as a product in Line 50. When you enter the code, the description appears automatically. Enter the 'Quantity' required. Enter any notes required in the 'Memo' box. In the 'First due on' box, enter the date the first occurrence of the item is to be manufactured. Select whether the 'Frequency' should be 'Daily', 'Weekly', 'Fortnightly', 'Four Weekly' or 'Monthly'. Enter the 'No. of Times' you want to make the item.

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If you enter '5' here, and selected 'Weekly' in the 'Frequency' box, then the item will be scheduled for manufacture each week for five weeks. 8. 9. Select the 'Mark all items as 'Released'' check box if you want all items created to be released automatically. To save the repeating item, click 'OK'. The item is added to the list of Make to Stock items in the 'Make to Stock' window. To close the 'Repeat Items' window, click 'Cancel'.

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Sales Forecasts (Batch and Manufacturing Controllers)


This level of planning is available if you want more accurate planning that takes account of potential sales.

Looking at Sales Forecasts Options

Option New Record Copy Reports

Description Use this to enter new sales forecasts. Use this to amend and delete sales forecasts. Use to copy an existing sales forecast to a new sales forecast. Produce sales forecast reports.

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Looking at the Sales Forecasts Window


To access the Sales Forecasts window
Note: If you have chosen 'Sales Forecasts' as the default display for Planning (see The View Tab on page 577) then clicking the 'Planning' navigation group will display the 'Sales Forecasts' window. Select 'Planning' from the 'Modules' menu, and then select 'Sales Forecasts'. The 'Sales Forecasts' window appears, displaying all currently saved sales forecasts in a list format.
This is the Sales Forecasts Toolbar.

Search and Quick Filter is available.

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Creating a Sales Forecast


This section explains how to enter a new Sales Forecast. Note: In addition to entering a Sales Forecast within this module, you can import Sales Forecasts using the Import Wizard. For more information see Importing and Exporting Data on page 87.

To set up a Sales Forecast


1. In the 'Sales Forecast' window, click 'New'. The 'Sales Forecast Details' window appears.

2. 3. 4.

Enter a unique 'Reference' for the forecast. Select the 'Year' for the sales forecast. Note: You can enter a number of forecasts for the same period. Select the 'Financial' check box if you want to use your companys financial year rather than the calendar year. The 'Start Date' and 'End Date' default to the start and end date of the financial year.

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5.

The 'Status' defaults to 'Entered'. The status can be: Entered Released The item has not been processed through MPS/MRP. The item is available to MPS.

Note: You should only change the status to 'Released' when you want the item to be picked up by MPS. For more information see Master Production Schedule (MPS) (Batch, Job and Manufacturing Controllers) on page 225. 6. To enter the products that you want to include in the forecast, click 'Select Multiple Products'. The 'Select Multiple Products' window appears.

To enter a range of products: Enter the product range 'From' and 'To', or the 'Category'. By default, 'From' and 'To' boxes display the first and last product codes. If you enter a 'Category' this takes precedence over the range. Click 'OK'. All products that match the criteria are added to the 'Sales Forecast Details' window. To enter individual products: Click 'Individual Items'. The 'Select Multiple Products' filter window appears.

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Enter a 'Product Code' or leave blank to see all product codes displayed. Click 'OK'. The 'Select Product' window appears.

Make your selection of individual items from the display in the usual way. Click 'OK'. All products that match the criteria are added to the 'Sales Forecast Details' window. Note: If a product is entered on a forecast more than once, a warning is displayed. 7. Enter an 'Annual Total' for each product. This is the total quantity of forecasted sales for the year.

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8.

When the 'Annual Total' is entered the week columns display an automatically calculated figure which is the 'Annual Total' divided by 52 or 53. You can change the weekly totals, but if you do, the 'Annual Total' is automatically updated. To save your forecast, click 'Save'. This calculates the last date in each week as the forecast date. To close the window and return to the desktop, click 'Close'.

9.

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Amending a Sales Forecast


Note: You cannot amend a sales forecast if the status is 'Part Complete' or 'Completed.

To amend a Sales Forecast


1. In the 'Sales Forecast' window, select the 'Sales Forecast' and click 'Record'. The 'Sales Forecast Details' window appears.

2. 3.

Enter the information required. For more information see Creating a Sales Forecast on page 218. Click 'Save' when you have entered all the required information.

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Deleting a Sales Forecast


Note: You can only delete a sales forecast if the status is blank, 'Completed' or 'Cancelled'.

To delete a Sales Forecast


1. 2. In the 'Sales Forecast' window, select the required items. Click 'Delete', and confirm that you want to delete the items. The items are deleted.

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Copying a Sales Forecast


The copy option allows you to quickly create a Sales Forecast, similar to one which already exists.

To copy the Sales Forecast


1. 2. In the 'Sales Forecast' window, select the forecast that you want to copy. Click 'Copy'. The 'Sales Forecast Details' window appears.

3. 4.

Enter a unique 'Reference' for the Sales Forecast. Continue to make amendments as required. For more information see Amending a Sales Forecast on page 222.

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Master Production Schedule (MPS) (Batch, Job and Manufacturing Controllers)


This level of planning provides a schedule for future production of finished items and sub-assemblies sold separately. The routine gathers information from Sales Order Processing in Line 50, Estimating, Make to Stock and Sales Forecasting to provide a list of items that need to be manufactured. Whilst reading demand in, MPS looks at items that are: outstanding from a sales order in Line 50 marked for release in Make to Stock unfulfilled in Sales Forecast required to fulfil Estimates Removing items from MPS requires alteration of the items at source. For example, clearing the 'Released' status on a sales forecast or a make to stock item, or clearing the 'Released' status on the stages of an estimate, will cause MPS to miss the item whilst it is gathering information for the master production schedule. MPS also processes non manufactured items so that the Material Requirements Planning (MRP) can facilitate back-to-back ordering. MPS picks up items from sales orders and when MRP processes the items, it makes a decision on whether to raise a recommendation to buy (purchase order) or to make (BOM). The decision depends on which variant is being run and the presence of a BOM. In Job Controller all items on sales orders are bought, whilst in Batch Controller and Manufacturing Controller, if a BOM exists, then it is made, otherwise it is bought. For more information on MRP see Material Requirements Planning (MRP) (Batch, Job and Manufacturing Controllers) on page 233

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Looking at MPS Options


The 'Master Production Schedule - List' which is available when you select 'Planning', contains two options. The same two options are available in the 'Time Phased' view and the 'Excluded' view. An additional option is available in the 'Excluded' view. No options are available in the 'Dashboard' view. For more information on views see Looking at the MPS window on page 227.

Option Read Demand Override Held Order Reports

Description Use this option to bring in details of demand from Sales Order Processing, Estimating, Make to Stock and Sales Forecasts. Available in the 'Excluded' view only. Use this option to override held sales orders. Produce 'Master Production Schedule' reports.

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Looking at the MPS window


To access the MPS window
1. Select 'Planning' in the 'Navigation Groups' list. Note: MPS is the default display for Planning but if you have changed this (see The View Tab on page 577) then clicking the 'Planning' navigation group will display the planning module that you have chosen in the 'Planning' window. In this case you need to select 'Planning' from the 'Modules' menu and then select 'Master Production Schedule'. The 'MPS' window appears, displaying all currently saved sales forecasts in a list format, known as the 'List View'.
This is the MPS Toolbar. Use 'Change View' to change between the 'list view' and other views: 'time phased', 'excluded' and 'dashboard'.

'Search' and 'Quick Filter' is available in 'list' and 'excluded' views. A message shows if 'Read Demand' has been run previously, the date and time it was run, who initiated it and the date demand was read up to.

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The 'Type' column reflects the source of the demand as follows: S/O EST SF MTS Sales Order Estimate Sales Forecast Make to Stock Item

The 'Reference' column shows the reference of the item. What is shown depends on the demand source. For a sales order and estimate the Sales Order Number and Estimate Number respectively, are shown. For a Make to Stock item or Sales Forecast the product code is shown. 2. Click 'Change View' to change between the views: List Time Phased A list of the items available for planning (described above). A summary of items by product and quantity spread across a series of time periods. You can control: the frequency of the time periods by determining whether the plan is on calendar year or financial year the frequency of the time periods which may be 'daily', 'weekly', '4 weekly' or 'monthly' the range of data to view whether or not you see all periods in the range or just those with demand. Excluded A list of all items that were read by the 'Read Demand' routine but were excluded from planning. In addition to the 'Type' (source for the demand), this view shows information in a 'Reference' column. In case of Sales Orders this is a unique reference number. Estimates show the stage identifier. Sales Forecasts and Make to Stock Items show the name of the forecast or make to stock item. The 'Reason' for exclusion is also given in a separate column. For more information on reasons for exclusion see Reading Demand on page 230.

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Dashboard

A detailed view of information vital to planning with categories as follows: MRP headlines To be made today (or earlier) Late recommendations Items for follow up Items due within 14 days but excluded from MPS You can update this information by clicking 'Update', and print the information by clicking 'Print'.

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Reading Demand
This section explains how to read information from Sales Order Processing, Estimating, Make to Stock and Sales Forecasting.

To read demand
1. In the 'Master Production Schedule - List' window, click 'Read Demand' The 'Read Demand' window appears.

2. 3.

Enter the date up to which to read demand. To read all information, choose 'All information'. This is recommended, however, what is read depends on which variant you are using. Job Controller Batch Controller Estimates Sales Orders, Sales Forecasts, Make to Stock

Manufacturing Controller Estimates, Sales Orders, Sales Forecasts, Make to Stock 4. To read selected information, choose 'Selected Information', and make further choices from the following check boxes.

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Sales Orders Show Completed/ Cancelled Orders

Select this check box to read demand from sales orders. Select this check box if you want to show completed and cancelled orders in the 'excluded' view. Select this check box to read demand from make to stock items.

Batch Controller and Manufacturing Controller only. Batch Controller and Manufacturing Controller only.

Make to Stock

Batch Controller and Manufacturing Controller only.

Sales Forecasts Estimates

Select this check box to read Batch Controller and demand from sales forecasts. Manufacturing Controller only. Select this check box to read demand from estimates. Job Controller and Manufacturing controller only.

5.

Click 'OK'. Demand is read according to your choices and items are sorted so that those that meet the exclusion conditions are excluded from the master production schedule. Reasons for exclusion are: The item is already complete. The sales order or estimate has been cancelled. The sales order is on hold. The item is marked as 'Private'. The item does not have a due date. The sales order was created by Estimating. The item has not been released. The items due date is beyond the date entered for the planning horizon. The sales forecast has a forecast date between the system date and the system date + time fence #1 days. The item meets the criteria for the time fence #2 days. Excluded items may be see in the 'Excluded' view. For more information see Looking at the MPS window on page 227. The window shows all items required and released for a sales forecast to the 'Horizon Date', any make to stock items, any estimates and any outstanding sales order.

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Overriding Held Sales Orders


If a sales order is marked as 'on hold' you can override this and move the item onto the demand list.

To override held sales orders


1. 2. In the 'Master Production Schedule - Excluded' view window, select the order that is held. Click 'Override Held Order'. The sales order exclusion is cleared and the order is moved onto the demand list.

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Material Requirements Planning (MRP) (Batch, Job and Manufacturing Controllers)


Once you have passed your product requirements through MPS you can use MRP to explode demands through the BOM levels and produce a series of make/buy recommendations, for your consideration. MRP makes recommendations after considering supplier and BOM lead times, stock levels, work in progress, on order quantities, minimum levels and any batch sizing rules. You can refine these manually, if required. MRP can also create purchase orders and works orders, if required, to ensure the uninterrupted manufacture of the items on MPS.

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Looking at MRP Options


The 'MRP - Demand List' which is available when you select Planning > Material Requirements Planning, contains four options. The same options are available in the 'Demand Forecast' view, 'Recommendations' view and the 'Exceptions' view. Four additional options are available in the 'Recommendations' view. No options are available in the 'Dashboard' view. For more information on views see Looking at the MRP Window on page 235.

Option Run MRP Record Action Split Combine Stock Projection

Description Calculate demand and requirements for make and buy. Review a recommendation record raised by MRP. Take an action suggested by running MRP. Split the recommendations to raise multiple orders for a specific product. Combine the recommendations to simplify ordering for a product. View stock projection for all products or those that fall below minimum levels, have a negative stock level or above a maximum level. Drill down to the recommendations for the item. View the links between the items in demand and the items that may not be needed. Produce Material Requirements Planning reports.

In View All Recommendations Recommendations Recommendations Recommendations All

Tags/ Exceptions Reports

All All

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Looking at the MRP Window


To access the MRP window
Note: If you have chosen 'MRP' as the default display for Planning (see The View Tab on page 577) then clicking the 'Planning' navigation group will display the 'MRP' window. 1. Select 'Planning' from the 'Modules' menu, and then select 'Material Requirements Planning'. The 'MRP- Demand' window appears, displaying current demand in a list format.
This is the MRP Toolbar. Use 'Change View' to change between the 'demand' view and other views: 'demand forecast', 'recommendations', 'exceptions', 'replenishments and 'dashboard'. 'Search' and 'Quick Filter' is available in 'Demand', 'Recommendations' 'Exceptions' and 'Replenishments' views.

A message shows when MRP has last been run and by whom.

The 'Type' column reflects the source of the demand as follows: S/O EST SF Sales Order Estimate Sales Forecast

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MTS XPL ROL W/O

Make to Stock Item Exploded Item Reorder Level Works Order

The 'Reference' column contains the sales order number, estimate number, and so on, depending on the source of the demand (Sales Order Processing, Sales Forecasts, Estimates, Make to Stock items). 2. Click 'Change View' to change between the views: Demand Demand Forecast A list of the items required (described above). A summary view of demand by product displaying the quantities across a series of time periods. You can control: the frequency of the time periods by determining whether the plan is on calendar year or financial year the frequency of the time periods which may be 'daily', 'weekly', '4 weekly' or 'monthly' the range of data to view whether or not you see all periods in the range or just those with demand.

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Recommendations

A list of make or buy recommendations that are required to be able to manufacture to meet demand. The 'Type' determines whether or not this is a make (works order) or buy (purchase order) recommendation. The column displays 'Make' or 'Buy'. The 'Action' column indicates the action that the recommendation will perform. Use the 'Action' option to take actions on selected items. The 'Message' column indicates what to do. The 'Buyer Code', set within Product Information, can be used as a filter for the display of products. The 'Follow Up' column indicates any follow up action required.

Exceptions

A list of any exceptions generated by running MRP. For example, items that have been excluded from replenishment, or any reasons for the decisions taken by the MRP run. A list of all orders or suggestions that are required in order to manufacture to meet demand. These may be one of three types: existing works orders, purchase orders or MRP recommendations. A detailed view of information vital to planning with categories as follows: MRP headlines To be made/ordered today (or earlier) Late recommendations Items for follow up Items due within 14 days but excluded from MPS You can update this information by clicking 'Update', and print the information by clicking 'Print'.

Replenishments

Dashboard

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Running MRP
To calculate the demand and see recommendations to make or buy goods to meet demand, you need to run MRP.

To run MRP
1. In the 'MRP' window, click 'Run MRP'. The 'Run MRP' window appears.

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2.

Enter the criteria for running MRP as follows: Horizon Date Enter the cut off date for processing demand. Any items with a due date after this date will be ignored. The default date is the date entered when reading demand in MPS. Production safety lead time Defaults to the duration defined within the 'Planning Defaults'. Use this to add a number of working days to the lead time of every works order recommendation, if required. Defaults to the duration defined within the 'Planning Defaults'. Use this to add a number of working days to the lead time of every purchase order recommendation, if required. Defaults to the duration defined within the 'Planning Defaults'. Use this to add a number of calendar days to due dates to find the horizon for replenishments. Defaults to the setting in 'Planning Defaults'. Select this check box if you want to aggregate the demand using product time periods. Include demand from Choose which demand items are included. It is recommended that you include demand from all sources. Include replenishments from Choose which replenishments are included. It is recommended that you include replenishments from all sources. Choose the product ranges over which MRP is run. It is recommended that you choose ranges which cover all information.

Purchase safety lead time

Replenishment Horizon

Aggregate Demand

Ranges

3.

To run MRP, click 'OK'.

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MRP processes demand for each product that qualifies in the MPS. In addition, demand is considered for all products that are below reorder level. The demand is grouped by product and sorted by order date. Once all demand has been processed, MRP explodes estimates and BOMs to the next level. Phantom BOMs are rolled up a level. Exploded demand is added to the MRP considerations. The results of the MRP calculations are displayed in the 'MRP' window. Current and projected stock levels may be viewed and actions taken on recommendations made by the routine.

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4.

The results of the MRP calculations are also output to a text file called MrpOutputLog.txt. This is created in the Manufacturing sub folder of Accdata. A link to the file is available in the 'Links' section of the 'Planning' group. To view the log, select 'View MRP Output Log' in the 'Links' list. For more information about the log see Appendix VI - MRP Output Log Content on page 635.

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Amending Recommendations
Reviewing and amending the recommendations made by the MRP process manually is primarily through the 'MRP - recommendations' view, although recommendation details are available by drilling down from the 'Stock Projection List' window. Note: You can amend the recommendations graphically using the Graphical Planner. For more information see Graphical Planner (Manufacturing Controller Only) on page 251.

To amend recommendations
1. In the 'MRP - Recommendations' window, select a recommendation, and click 'Record'. The 'MRP Recommendation Details' appears, showing the 'Details' tab by default.

Note: Menus are available on this window to enable you to do everything you might want to from within the window: send email messages, produce reports, action the recommendation, split or combine the recommendation. 2. You can amend the following information, if required: 'Adjusted Quantity', 'Cost Price', 'Start Date' and time ('At'), 'End Date' and time ('At'), 'Supplier' (if the item is not a Make to Stock item), 'Buyer Code'.

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Note: If you change the 'Supplier', 'Quantity' or 'Date' you need to action the recommendation before the next MRP run or your changes will be lost. Actioning the recommendation and then running MRP again will show the impact of the changes you have made. 3. 4. 5. 6. 7. 8. 9. Select the 'Follow Up' check box if you want to perform any follow up action on the recommendation. Select the 'Exclude from Stock Projection' check box if you want to exclude the item from the stock projection list. Select the 'Exclude from Graphical Planner' check box if you want to exclude the recommendation from export to the Graphical Planner. Select the 'Delivery Address' tab to change the delivery address. Select the 'Tags' tab to review the links between other items in demand. Select the 'Exceptions' tab to show items that may not be needed. Select the 'Splits' tab to view all associated MRP records if the item has been split.

10. Select the 'Routing' tab to view the operations routing of the items against make recommendations only. 11. To save your changes to the recommendations, click 'Save'.

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Splitting Recommendations
You can raise multiple orders for a specified product, supplier and date combination by splitting the recommendation. You might need to do this if the customer wants a phased delivery of the order.

To split a recommendation
1. In the 'MRP - Recommendations' window, select the recommendation required, and click 'Split'. The 'Split MRP Recommendations' window appears.

2. 3. 4. 5.

Enter the 'Quantity' for the first part of the split. Click in the next line of the 'Quantity' column and enter the 'Quantity' for the second part of the split. Repeat until you have entered all the splits required. Note: The total quantity for the splits must equal the adjusted quantity. Click 'OK'. A new 'Rec. Number' is generated for each split you have made. The new lines are displayed in the 'MRP - Recommendations' view.

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Combining Recommendations
To simplify ordering, you can combine recommendations for the same make to stock item into one works order or items with the same supplier into one purchase order.

To combine recommendations
1. In the 'MRP - Recommendations' window, select the recommendations required, and click 'Combine'. The following prompt appears.

2.

Select 'Yes' to combine the recommendations. The recommendations are combined into the first recommendation in the list. The status of the other combined items is changed to 'Deleted'. All recommendations have a 'Created Reference' of the first recommendation 'Rec. Number'.

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Deleting Recommendations
You can delete a recommendation.

To delete a recommendation
In the 'MRP - Recommendations' window, select the recommendation required, and click 'Delete'. The Recommendation status changes to 'Deleted'.

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Actioning Recommendations
There are two types of action that may be taken within the MRP window. New Cancel This action will allow you to raise a new works or purchase order. This action will allow you to cancel a recommendation.

You can only action a recommendation when its status is 'Entered'. Actioning a recommendation changes the recommendation status to 'Actioned'. Note: Using 'Quick Filter' before clicking 'Action' will offer greater flexibility. You can then action all of the 'buy' recommendations, or those with a specific buyer code, or for a particular supplier. For more information on using the 'Quick Filter' see Operating the System on page 35.

To action a recommendation
1. In the 'MRP - Recommendations' window, select the recommendation required, and click 'Action'. The 'Action Recommendations' window appears.

2. 3.

Choose whether to action 'Actual Quantities' or 'Adjusted Quantities'. Adjusted quantities are actual quantities adjusted to take account of any reorder quantities. Click 'OK'. The status of the recommendation changes to 'Actioned'.

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Viewing Stock Projections


You can look at a list of predicted stock for all or a range of products in each time period. You can see stock predictions for products below minimum level, those with negative stock, or those above maximum level. You can drill down and look at the details for a particular stock item.

To view the stock projection list


1. In the 'MRP - Demand' window, click 'Stock Projection' and select 'List'. The 'Stock Projection List' appears.

2. 3. 4.

Choose the range of products you want to view information for, and click 'Go' to display the products within the range. Choose whether to view stock projection for 'All Products', for those products 'Below Minimum Level', 'Negative' or 'Above Maximum' level. Selecting a product code in the list will display the product details in the 'Selected Product Details' portion of the window.

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5.

To view the details for an item, select the item in the list and double-click to display the 'Stock Projection Item Details' window for the item. For more information see To view stock projection item details on page 249. To close the 'Stock Projection List' window, click 'Close'.

6.

To view stock projection item details


1. In the 'MRP - Demand' window, click 'Stock Projection' and select 'Item Details'. Note: You can also access the item details from the 'Stock Projection List', by selecting an item and double-clicking to display the 'Stock Projection Item Details' for the item.

2.

Select the 'Product Code' of the item for which you want to view details and click 'Go'. The details are displayed in a 'List' and as a 'Graph'. Access these views by clicking on the 'List' or 'Graph' tabs. To view the MRP Recommendation Details for an item, select an item in the list and double-click. The 'MRP Recommendation Details' window appears. For more information see Graphical Planner (Manufacturing Controller Only) on page 251. To close the 'Stock Projection Item Details' window, click 'Close'.

3.

4.

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Viewing Tags and Exceptions


You can find and view all tags and exceptions with a particular recommendation reference.

To view tags and exceptions


1. In the 'MRP - Demand' window, click 'Tags/Exceptions'. The 'Display Tags/Exceptions' window appears.

2.

Enter the 'Rec.Number' and click 'Go'. The tags and exceptions are displayed. By default tags are fully expanded.

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Graphical Planner (Manufacturing Controller Only)


Provided you are using the Manufacturing Controller variant you can use the Graphical Planner to schedule production. Many features are available within the graphical planner. You can have: shift patterns (variable by time and resource) machine groups or works centres automatic resolution of resource conflicts the ability to save multiple schedules covering various 'what-if' scenarios resource utilisation calculation forwards, backwards or bi-directional planning primary and secondary resources The Graphical Planner imports information from MRP and generates a schedule of all operations on a backwards or a forwards basis, depending on your preference. You can manipulate the scheduled dates as necessary. This information is passed back to MRP to be actioned. Items not actioned (i.e. where a works order has not been raised) within MRP will be passed back to the graphical planner for reprocessing. Where a works order has been raised, data is still passed to the planner but all operations are locked and will not be rescheduled. The following diagram illustrates the process.

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For more information on getting data see Importing Data from Manufacturing on page 254. For more information on using the scheduler see Using the Graphical Planner on page 255. For more information on sending data see Exporting Data to Manufacturing on page 258. For more information on working with the Graphical Planner refer to the Graphical Planner help system.

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Accessing the Graphical Planner window


You can access the Graphical Planner as a standalone product outside Manufacturing and from within Manufacturing, using the 'Planning' menu. Note: The Graphical Planner has its own help system.

To access the Graphical Planner window


Select 'Planning' from the 'Modules' menu, and then select 'Graphical Planner'. The 'Graphical Planner' window appears.

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Importing Data from Manufacturing


Importing data into the Graphical Planner from Line 50 Manufacturing requires you to sign on to the ODBC connection.

To import data from MRP into the graphical planner


1. In the 'Graphical Planner' window, select 'Sage Data Transfer Menu' and then select 'Get All Data'. The ODBC connection prompt appears.

2. 3. 4.

Enter your 'User ID' and 'Password'. Click 'OK'. If you are working with many companies you are prompted to select the company you want to import data from. Select the company and click 'OK'. Data from MRP is imported into the Graphical Planner.

5.

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Using the Graphical Planner


The following procedure comprises a brief outline of how to use the Graphical Planner with Line 50 Manufacturing. In addition, you will need to perform the following tasks within the graphical planner: Define the shift patterns and constraints and link these to the appropriate resources. Define the colour schemes, icons and labels to be used in the Graphical Planner. Unlock operations that need to be rescheduled. These tasks are not described within this guide. The Graphical Planner has its own help system. Use this to help you do these tasks.

To use the graphical planner


1. In the 'Graphical Planner' window, select 'Generate Schedule' from the tree-view list. The 'Line 50 Graphical Planner Sequencer' window appears.

2.

Allocate the finished products and sub-assemblies which are shown using different icons and colours, depending on the product category in Line 50.

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Select forwards, backwards or bi-directional scheduling, using the arrow buttons on the tool bar.

Click the 'Sequence' button on the tool bar to allocate the products and sub-assemblies.

The scheduler will allocate jobs according to your scheduling selection.

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3.

Unallocated jobs remain in the 'Unallocated Jobs' portion of the window. Double click on any unallocated job icon to see the job detail.

'Order No.', 'Tag' and 'Top-level Tag' boxes indicate the relationship between this product and any higher (parent) levels. The MRP numbers are taken from MRP in Line 50 Manufacturing. 4. Deal with unallocated jobs in a variety of ways within the Planning module: Provide additional resource so that the sequencer can allocate them. Change due dates. Extend shifts. Allocate manually. Change aggregation periods in 'Product Information'. 5. When all jobs have been allocated, click 'File' and then 'Exit' to return to the 'Graphical Planner' menu. You are now in a position to export data back into Manufacturing.

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Exporting Data to Manufacturing


To export data to Manufacturing
In the 'Graphical Planner' window, from the tree-view list select 'SAGE Data Transfer Menu'> 'Send Data'. All relevant data is sent back to the MRP module in Manufacturing Controller, including revised start and end dates. Note: Operation dates are now locked. This means that if any items are taken back to the Graphical Planner using the 'Get Data' option in the Graphical Planner (see Importing Data from Manufacturing on page 254) they will appear on the plan at the same dates and times. If you need to reschedule, you can unlock the operations within the scheduler. For more information see your Graphical Planner help system. MRP recommendations for purchase orders or works orders should now be actioned from within the MRP recommendations view.

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Chapter 7
Orders
(Batch, Job and Manufacturing Controllers)

Manufacturing provides a variety of order documentation (picking lists, job cards, operation cards and route cards). The latter three are similar in content. You can raise orders in the following ways: From planning, by actioning recommendations within the MRP module. From the 'Trial Kitting' window in Bill of Materials (if you are using the Batch Controller and Manufacturing Controller variants). For more information see Using Trial Kitting on page 131. By turning an estimate into a works order (if you are using the Job Controller variant). By direct entry - manually creating a works order. If you are using the Batch Controller, Job Controller or Manufacturing Controller variants, use this chapter to learn more about creating orders.

In this chapter:
Setting Works Orders Defaults .........260 Looking at Works Orders Options ....277 The Works Orders Window ..............279 Adding a Batch Works Order (Batch Controller and Manufacturing Controller Only) ................................................281 Adding a One-Off Works Order ........295 Costing a Works Order ....................308 Producing Works Order Documents 311 Allocating Stock...............................314 Issuing Stock ...................................317 Returning Stock (Job Controller and Manufacturing Controller Only) .........322 Scrapping Finished Items.................324 Scrapping Components...................327 Entering Operation Times and Costs (Job Controller and Manufacturing Controller Only) ................................329 Completing Batch Works Orders (Batch Controller and Manufacturing Controller Only) ................................................354 Completing One-Off Works Orders (Job Controller and Manufacturing Controller Only) ................................................362 Cancelling Works Orders (Batch Controller and Manufacturing Controller Only) ................................................366

Setting Works Orders Defaults


To set the Works Orders defaults
From the menu bar select 'Settings' and then select 'Works Order Defaults'. The 'Works Order Defaults' window appears. For more information on each 'Works Order Defaults' tab, please read the following sections.

The Numbering Tab


To enter numbering settings
1. In the 'Works Order Defaults' window, enter the settings required.

2.

Enter the settings required, according to the following descriptions.

Orders (Batch, Job and Manufacturing Controllers)

Automatic Works Order Numbers

Select this check box if you want the system to generate works order numbers automatically for you. If you leave the box blank you can enter your own works order numbers using 30 alphanumeric characters. If you have chosen to enter your works order numbers manually and have left the 'Automatic Works Order Numbers' check box clear, enter the next works order number here. If you have chosen to enter your works order numbers manually and have left the 'Automatic Works Order Numbers' check box clear, you can enter a prefix for your works order numbers if required. For example, 'WO'. If you have chosen for Manufacturing to generate works order numbers automatically for you then you can enter the required number of digits, including leading zeroes to be used for the works order number. This ensures that works orders are always displayed in the expected order. For example, entering '4' would result in a sequence of '0001',' 0002', '0003', and so on. If you are using the Batch or Manufacturing Controller variants, enter the next advice note number here. If you are using the Batch or Manufacturing Controller variants, enter a prefix for your advice note numbers if required. For example, 'AN'. If you are using the Batch or Manufacturing Controller variants, enter the required number of digits, including leading zeroes to be used for the advice note number. This ensures that advice notes are always displayed in the expected order. For example, entering '4' would result in a sequence of '0001', '0002', '0003', and so on.

Next Works Order No

Prefix

Format to (places)

Next Advice Note No Prefix

Format to (places)

3.

To continue entering 'Works Orders' defaults, click the 'Documents' tab. To save your 'Works Orders' defaults, click 'OK'. To close the 'Works Orders' defaults window, click 'Cancel'.

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The Documents Tab


To enter documents settings
1. In the 'Works Order Defaults' window, click the 'Documents' tab. The 'Documents' settings appear.

2.

Enter the settings required, according to the following descriptions. Picking List Print GRNs Within the Batch Controller and Manufacturing Controller variants, select this check box to print a picking list. Select this check box if you want to maintain traceability of materials. This prints both the GRNs that were selected during issuing, and a suggested list of GRNs for any remaining issue quantities.

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Print additional descriptions

Select this check box if you are using the facility provided under the Product Information option on the Modules menu, and you want your additional description lines to appear on your picking lists. Select this check box if you only want items that need picking to appear on the picking list. If you do not select the box, fully issued items will appear on the picking list with a 'To Pick' quantity of zero. Select whether you want to sort your picking list by sequence, bin location or product code. Within the Batch Controller and Manufacturing Controller variants, select this check box to print a route card. Select this check box if you want to print a list of components at the foot of your route card. Within the Batch Controller and Manufacturing Controller variants, select this check box to print an operation card. Within the Batch Controller and Manufacturing Controller variants, select this check box to print a job sheet. Within the Batch Controller and Manufacturing Controller variants, select this check box if you want to print a list of sales orders on your works orders documents. In the Job Controller and Manufacturing Controller variants, within the works order module, you have the choice of printing various documents. For example you can print the picking list, route card, operation card and job sheet. By default these are set to print for one off works orders. Select 'Print One Off Works Orders by Stage', to separate one-off works orders into its stages for the reports you choose. In the Manufacturing Controller variant, select this check box if you want to take advantage of the barcoding facilities offered by the optional operation times utility.

Suppress fully issued items

Sort Picking List By Route Card Print components Operation Card Job Sheet Print Sales Orders

Print One Off Works Orders by Stage

Print Barcodes

3.

To continue entering 'Works Orders' defaults, click the 'Record/Purchase Invoices' tab. To save your 'Works Orders' defaults, click 'OK'. To close the 'Works Orders' defaults window, click 'Cancel'.

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The Record/Purchase Invoices Tab


1. In the 'Works Order Defaults' window, click the 'Record/Purchase Invoices' tab. The 'Record/Purchase Invoices' settings appear.

2.

Enter the settings required, according to the descriptions below. Copy Attached Files from BOM/Estimate If you are using the Batch or Manufacturing Controller variants, select this box to attach to the works order any documents that are attached to a Bill of Materials or an Estimate. In the Manufacturing Controller variant, the works orders module offers reports, which highlight any variances between estimated and actual costs. If those variances are within the tolerance entered here, they are not highlighted.

Allowable Variance (%)

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Show Planning Period As Purchase Invoice/ Cr.Note Total/Analysis Checking

This determines how the planning period is calculated. Select how you want to show the planning period on reports. This facility is provided in the Job Controller and Manufacturing Controller variants as a way of checking input errors when entering data. With this option selected, the system will not allow you to exit from the purchase invoice entry screen until the 'Job Analysis' is equal to the 'Total Net Invoice'.

3.

To continue entering 'Works Orders' defaults, click the 'Nominal' tab. To save your 'Works Orders' defaults, click 'OK'. To close the 'Works Orders' defaults window, click 'Cancel'.

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The Nominal Tab


1. In the 'Works Order Defaults' window, click the 'Nominal' tab. The 'Nominal' settings appear.

2.

If you are using the Job Controller or Manufacturing Controller variants, you can automatically carry out a range of postings directly to your Line 50 Nominal Ledger, enabling you to maintain accurate nominal records of such things as detailed work in progress movements and stock movements. To enable the Nominal Posting default facilities select the 'Update Nominal' check box. Note: You should be aware that maintenance of the Nominal Ledger can be a highly complex process and these facilities should be used only by those with a good knowledge of double-entry book-keeping. Please consult your accountant prior to making entries in the 'Nominal' settings window. We recommend that if you are in any doubt, you should leave the 'Update Nominal' check box clear. This will have no detrimental effect on the operation of your system.

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If you leave the 'Update Nominal' check box clear, no postings will be made to your Nominal Ledger in respect of stock issues or work in progress. This does not affect postings to your Line 50 stock records which will continue to be made automatically, providing you with immediate, accurate stock information. In addition, you will still be able to make certain essential postings to your Nominal Ledger, for example, when entering purchase invoices or raising sales invoices. 3. To continue entering 'Works Orders' defaults, click the 'Sales Invoices' tab. To save your 'Works Orders' defaults, click 'OK'. To close the 'Works Orders' defaults window, click 'Cancel'.

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The Sales Invoices Tab


1. In the 'Works Order Defaults' window, click the 'Sales Invoices' tab. The 'Sales Invoices' settings appear.

2.

Enter the settings required according to the following descriptions. Notes Line 1 - 3 When posting a sales invoice in the Job Controller and Manufacturing Controller variants, you can enter three lines of notes against the invoice header. Enter the labels for these notes here.

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Nominal Account

You may want to post retention invoices to a separate account in your Nominal Ledger. If so, enter the default nominal code here. Alternatively, enter your usual Nominal Ledger Sales code. If you leave this field blank you will still be able to raise and post sales invoices with retention lines in Manufacturing but note that Line 50 will not post to the Sales Ledger when a required nominal code is missing.

Department

Manufacturing can assist in keeping track of outstanding retentions by using the Department feature within Line 50. It is recommended that you set up a department in Line 50 called 'Retentions'. When you have done this, enter the department number here. Note: You can leave this box blank, but you will not then be able to run the report giving details of outstanding retentions.

Posting Action

When you raise a sales invoice in the Job Controller or Manufacturing Controller variants, you can decide whether you want the information to be passed: To the Works Order and to Invoicing. Only to the Works Order. Only to Invoicing. This enables you to set the default action. Remember you can overwrite this action if necessary each time you generate a sales invoice.

3.

To continue entering 'Works Orders' defaults, click the 'Timesheets/Labels' tab. To save your 'Works Orders' defaults, click 'OK'. To close the 'Works Orders' defaults window, click 'Cancel'.

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The Timesheets/Labels Tab


1. In the 'Works Order Defaults' window, click the 'Timesheets/Labels' tab. The 'Timesheets/Labels' settings appear.

2.

Enter the settings required according to the following descriptions. Timesheets Default machine time to labour time Use Employee Rate Within the Job Controller and Manufacturing Controller variants, enter the settings as follows. Select the 'Default machine time to labour time' check box if you want the machine time to default to that entered for labour when entering timesheets. Select the 'Use Employee Rate' check box to override the labour rate against operations. This option also modifies the way Operation Times calculates costs.

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Total/Analysis Checking

Select the 'Total/Analysis Checking' box to double-check the amount of time entered on timesheets. This facility is provided as a way of checking for input errors when entering data. With this option selected the system will not allow you to exit from the timesheet entry screen until the hours analysis is equal to the total hours worked. Enter the normal hours worked per week. This is the default used on the Timesheet Entry screen. Note that the total hours worked can be changed when entering timesheets. On completion of a Works Order, the Batch Controller and Manufacturing Controller systems will produce labels to physically identify the finished product, or sub-assembly. You can set the default number of labels produced either to zero, to the quantity entered as completed or to a specific number. This is a default setting that may be changed at print time.

Normal hrs. per week

Labels

Print barcode on label

Select this check box if you want to include a barcode on finished goods labels.

3.

To continue entering 'Works Orders' defaults, click the 'Allocate/Issue/Complete' tab. To save your 'Works Orders' defaults, click 'OK'. To close the Works Orders' defaults window, click 'Cancel'.

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The Allocate/Issue/Complete Tab


1. In the 'Works Order Defaults' window, click the 'Allocate/Issue/Complete' tab. The 'Allocate/Issue/Complete' settings appear.

2.

Enter the settings required according to the following descriptions. Default to 'As much as possible' when Allocating/Issuing Perform Stock Conversion This setting determines the default setting of the 'As much as possible' check box on allocation and issue windows. This setting determines whether the conversion figures entered in 'Product Information' take effect or not. If you have specified figures in the 'Product Information' window and want them to take effect, select this check box.

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Allow manual selection of GRNs when issuing

Select whether you want to manually select GRNs when issuing stock to works orders. If you do not select this check box, stock is automatically issued against GRNs on a first in, first out basis. For more information see Issuing Stock on page 317. If you are using the Batch or Manufacturing Controller variants, select this check box to allocate sales orders attached to the works order when the works order is completed. If you are using the Batch or Manufacturing Controller variants, select this check box if you want to mark a works order as 'completed' even although all of the components have not been issued to it. If you do not select this box then all of the components must be fully issued before you can mark the order as 'completed'. If you are using the Batch or Manufacturing Controller variants, select this check box to delete works orders automatically on completion of production. If you do not select the box you can delete works orders manually from the 'Works Orders' window. We recommend that you do not select this option and choose to delete works orders manually from the 'Works Orders' window until you are familiar with Manufacturing.

Allocate Sales Orders

Allow at any time

Automatically delete Works Orders

Show Latest Costs

If you are using the Batch or Manufacturing Controller variants, select this check box to display a 'Works Order Costing' automatically on completion of production. If you are using the Batch Controller or Manufacturing Controller variants, you can process two or more selected works orders at any time. These settings determine what you want to be able to do with the multiple works orders. Note: Using this option you cannot select and edit items on a particular works order for individual processing, for example, manual part allocations or issues.

Multiple Works Orders

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Allocate

Select this check box to be able to allocate multiple works orders, subject to the availability of stock. Note: If you choose to process multiple works orders, you will be able to select several orders. Click once on the 'Allocate' option and Manufacturing will allocate all selected orders, subject to availability of stock. You should be aware however, that under this option, you will not have the ability to select and edit items on a particular works order for individual processing, for example, manual part allocations or issues.

Issue Complete

Select this check box to be able to issue multiple works orders at once. Select this check box to be able to complete multiple works orders at the same time.

To prevent unauthorised personnel making entries which affect finished stock quantities in Line 50 (on either full or part completion of works orders), click 'Security'. The 'Security' window appears.

If you have an existing password, enter this in the 'Old Password' box. Enter a new password in the 'New Password' box. Enter the new password again in the 'Confirm New Password' box. To save the changes, click 'OK', and click 'OK' again to confirm the password has been successfully changed. To cancel the changes, click 'Cancel'. Note: Manufacturing now requires you to enter this password before entries for finished production may be made. 3. To continue entering 'Works Orders' defaults, click the 'Operation Times' tab. To save your' Works Orders' defaults, click 'OK.' To close the 'Works Orders' defaults window, click 'Cancel'.

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The Operation Times Tab


If you are using the Manufacturing Controller variant, and you have purchased the 'Operation Times' add-on, you can configure the way Manufacturing works here. If you have not purchased this add-on, a 'Not Installed' message will be shown. 1. In the 'Works Order Defaults' window, click the 'Operation Times' tab. The 'Operation Times' settings appear.

2.

Enter the settings required according to the descriptions below. Use Batch Updates This determines whether the data collection add-on will update your works orders as they are posted from the shop floor, or whether the postings are held in a 'waiting postings' file for review before updating works orders.

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Retrospective Posting

'Retrospective Posting' changes the way the 'Operation Times' add-on, collects data. When in retrospective mode, the worker will be prompted to enter the job details, the time taken and the qty completed. However, if they are not working in retrospective mode, the worker will need to 'log on' and 'log off' from jobs. 'Allow confirmation of times' is only available when not working in retrospective mode. This determines whether the worker is given a prompt to confirm the time worked as calculated by the computer. Select the 'Prevent multiple logons per operator' check box if you want to restrict each operator to a single job at a time. 'Monitor barcode reader' will allow you to use a barcode reader to enter operation times. If you are using the data collection add-on, enter the quantities. If you are using the data collection add-on, enter the units.

Allow confirmation of times

Prevent multiple logons per operator Monitor barcode reader Quantities Units 3.

To save your 'Works Orders' defaults, click OK. To close the 'Works Orders' defaults window, click 'Cancel'.

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Looking at Works Orders Options


Use the 'Works Orders toolbar' to easily access all the Works Orders facilities. Different options are available if you are using works orders in the Batch Controller, Job Controller or Manufacturing Controller variants.

You can add to or remove buttons from the works orders toolbar, using the small down arrow at the right-hand side of the toolbar. Option New Description Use this to create batch (Batch Controller or Manufacturing Controller variants) or one-off (Job Controller or Manufacturing Controller variants) works orders. Use this to amend or delete batch (Batch Controller or Manufacturing Controller variants) or one-off (Job Controller or Manufacturing Controller variants) works orders. Use to access the stock facilities of works order processing. You can allocate, issue raw materials and scrap finished items or components. Use to flag a works order as either partially or fully completed and update the Line 50 stock file. Use to cancel one or more works orders. Use to enter costs and times against works orders or using timesheets or to enter details of purchase invoices and credit notes. If you are using the Job Controller or Manufacturing Controller systems, use this option to post sales invoices/credit notes against a one-off works order. If you are using the Batch Controller or Manufacturing Controller systems, use this option to find works orders or planned items. If you are using the Batch Controller or Manufacturing Controller variants, use to update the Bill of Materials module with any changes you may have made to a works order (working BOM).

Record

Stock Complete Cancel Enter Costs Sales Inv/Crd

Find Update BOM

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Documents Labels Reports

Use to print picking lists, route cards, job sheets and operation cards for one or more works orders. If you are using the Batch Controller or Manufacturing Controller variants, use to print labels at any time after completing a works order. Produce works orders reports.

Works Orders Links


In addition to toolbar options, Orders have additional links for processing orders.

These are as follows: Link Operation Times Sub Contracting Stock Quantity Breakdown Description Use to view reports on the status of machines, labour, operations, and so on, and to post operation times, if required. If you are using the Batch Controller or Manufacturing Controller systems, use to display all subcontracting operations for all of the live works orders. Use to check your stock quantities.

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The Works Orders Window


To access the Works Orders window
1. Click 'Orders' on the Navigation Bar. The 'Works Orders' window appears, displaying a list of the works orders that have been generated or manually added to the system in a list format.
This is the Works Orders Toolbar. Use 'Change View' to change between the 'list view' and other views: 'components', 'links' and 'dashboard'.

'Quick Filter' is available in the 'list' view and 'Search' is available in all views except the 'dashboard' view.

2.

Click 'Change View' to change between the views: List Components Links A list of the items available for planning (described above). A summary of the components within the orders. This view shows how works orders are connected.

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Dashboard

A detailed view of information vital to orders with categories as follows: Currently being processed Created in the last seven days Late Finishers Late Starters Time booked in last seven days You can update this information by clicking 'Update', and print the information by clicking 'Print'.

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Adding a Batch Works Order

(Batch Controller and Manufacturing Controller Only)


If you are using the Batch Controller or Manufacturing Controller variants, Works Orders can be generated automatically via the Planning module (see Actioning Recommendations on page 247) or via the 'Trial Kitting' window ( see Using Trial Kitting on page 131). Each of these methods has the advantage that availability of materials can be checked and requirements for labour and machine hours ascertained, including sub-assemblies, before a Works Order record is generated. Note: You can also check requirements after raising the works order through Works Order Processing.

To raise batch works orders using Works Order Processing


1. In the Works Orders window, click 'New' and select 'Batch'. The 'Works Order Details' window appears, open at the 'Main Details' tab.

2.

Enter the works order information. The information required is the same as that described in the section on amending works orders. For more information see Amending a Batch Works Order on page 282. Click 'Save' when all required information has been entered.

3.

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Amending a Batch Works Order


You can amend a works order at any time. In addition, amending the works order allows you to view other important information such as the sales order breakdown, costs and progress.

To amend or view a batch works order


1. 2. 3. 4. 5. 6. 7. 8. 9. In the 'Works Order' window, select the batch works order. Click 'Record'. The 'Works Order Details' window appears, open at the 'Main Details' tab. Make amendments to the batch works order 'Main Details'. For more information see The Main Details Tab (Batch Works Order) on page 283. Make amendments to the additional details. For more information see The Additional Details Tab (Batch Works Order) on page 284. Make amendments to the batch works order 'Sales Orders' details. For more information see The Sales Orders Tab (Batch Works Order) on page 285. Make amendments to the batch works order 'Memo' details. For more information see The Memo Tab (Batch Works Order) on page 286. Make amendments to the batch works order 'Allocations/Issues'. For more information see The Allocations/Issues Tab (Batch Works Order) on page 286. Make amendments to the batch works order 'Tracking'. For more information see The Tracking Tab (Batch Works Order) on page 289. Make amendments to the batch works order 'Latest Costs'. For more information see The Latest Costs Tab (Batch Works Order) on page 291.

10. Make amendments to the batch works order 'Attached Files'. For more information see The Attached Files Tab (Batch Works Order) on page 292. 11. Make amendments to the batch works order 'Analysis Codes'. For more information see The Analysis Codes Tab (Batch Works Order) on page 294. 12. When you are satisfied with your entries, save them by clicking 'Save'. The works order window closes and you are returned to the works order list. For more information about each of the tabs, please read the following sections.

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The Main Details Tab (Batch Works Order)


To amend batch works order main details
1. 2. In the 'Works Orders' window, select the required works order to amend. Click 'Record'. The 'Works Order Details' window appears, open at the 'Main Details' tab. In addition to the works order details, details of the BOM relative to the batch works order are displayed.

3.

Make the changes you require to the Works Order. The 'BOM Reference' and 'Description' are displayed. Note: Changing the BOM Reference is not recommended. Any amendments made will not update the tags assigned by planning and could therefore distort any linked requirement and resource requirements calculated within the Graphical Planner. The 'Unit of Sale' from the Line 50 product file is displayed. The quantities required, completed, scrapped and outstanding are shown. Click 'Reason' to see details of any recorded quantities of finished products scrapped. For more information see Scrapping Finished Items on page 324. The date the works order was entered, is due and its start and end dates are shown. Select 'Include in MRP Replenishments' if you want finished items on this works order to be included as 'available to use' when MRP demand is calculated. Select 'Include in MRP Demand' if you want the components required to fulfil this order to be included when MRP demand is calculated.

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Select 'Exclude from Stock Projection' if you want to exclude this works order from the stock projection calculations. Select 'Exclude from Graphical Planner' if you to exclude this works order from export to the Graphical Planner. 4. To continue making changes to the order information, click the 'Additional Details' tab. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Additional Details Tab (Batch Works Order)


To display batch works order additional details
1. In the 'Works Orders' window, click the 'Additional Details' tab. The 'Additional Details' information appears.

2.

Make the changes you require to the Works Order. The current status is displayed. This can be amended by a user who is logged on as 'Manager' however a change of status is not considered within planning. The works order that this works order was issued from is displayed (if applicable). If a works order has been raised to replace 'Scrapped Finished Product', the 'Reissued from' box highlights the related works order from which the product was scrapped. The 'Period' shows the period within which the start date of the works order falls. If you are using the Manufacturing Controller variant, to have all nominal postings associated with this works order posted to a specific code, enter the nominal code.

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Note: If you enter a code you will be unable to change the debit code when posting transactions. The default is to leave this box blank, and all transactions will default to the code specified under 'Works Order Defaults'. You can enter a 'Salesperson' reference. This is for reference purposes only. You can enter a 'Project Number' against a works order; this may be useful if you have multiple works orders against a project. The project number is for reference purposes only. In the 'Works Number' box, enter any alpha/numeric reference. The works number is for reference purposes only. In the '% Complete' box, you can manually enter a percentage against a works order to indicate how far complete it is. This is not updated automatically and is for reference purposes only. 3. To continue making changes to the order information, click the 'Sales Orders' tab. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Sales Orders Tab (Batch Works Order)


If the works order has been generated within the Planning module use the 'Sales Orders' tab to show any relevant sales orders.

To display batch works order sales order details


1. In the 'Works Order Details' window, click the 'Sales Orders' tab. The 'Sales Orders' information appears.

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2.

To continue making changes to the order information, click the 'Memo' tab. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Memo Tab (Batch Works Order)


To enter notes or comments relating to batch works orders
1. In the 'Works Order Details' window, click the 'Memo' tab. Note: If any text has been added to this tab already, the word 'Memo' will appear in block capitals - 'MEMO'. The 'Memo' information appears.

2. 3.

Enter or amend your notes or comments. To continue making changes to the order information, click the 'Allocations/Issues' tab. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Allocations/Issues Tab (Batch Works Order)


Use the 'Allocations/Issues' tab to display details of all components/raw materials allocated and issued to date. When the works order is created, all of the components on the Bill of Materials are copied to the 'Allocation/Issues' section of the 'Works Order'. All Manufacturing functions involving stock

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are performed based on the information held on this tab rather than the original Bill of Materials. Therefore, if the design of the product needs to be modified for this specific works order rather than the original Bill of Materials (because of the unavailability of a component or a specific customer request) you can add, amend or remove components from this works order without affecting further works orders created from the same Bill of Materials. Note: You can update the BOM with amendments if required. For more information see Updating BOM (Batch Controller and Manufacturing Controller Only) on page 368.

To maintain components in the batch works order


1. In the 'Works Order Details' window, click the 'Allocations/Issues' tab. The 'Allocations/Issues' information appears.

2.

To add a component, click in the 'Product Code' column underneath the last component displayed, and enter the item details. A new sequence number is automatically calculated for this new component although you can change this if required.

3.

To amend a component, select the required component and change the details as required. You can change any details of a component as long as it has not been allocated or issued. The 'Description' is updated automatically but you can also change this if required.

4.

To enter additional information about the component, click the down arrow in the 'Description' box. The 'Works Order Component' window appears.

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Enter the component details. Enter the quantity required to manufacture the finished item. The unit of measure stored against each item in the 'Unit of Sale' box in the Line 50 product file is used. If none was entered in Line 50 this box will be blank. You can override this if required. Note: The unit is probably not a unit of sale as this is a component and not a sales item, however Manufacturing uses this box in the absence of a unit of cost box. Select the 'Update Stock' check box if the component is to be allocated and issued in Line 50. The value of the 'Bulk Issue Item' setting on the BOM component is used as the default. Note: The opposite value is taken. For example, if the 'Bulk Issue Item' flag was set on the BOM component additional details (see The Components Tab on page 112), the 'Update Stock' flag is cleared and vice versa. If you have stored a picture of this item in your Sage Line 50 product file and you want to view it, click 'View Image'. 5. 6. 7. 8. 9. Enter the quantity required. Note: This should be the total quantity required of this component. To view a list of purchase orders on order for the components required by this works order, click 'Purchase Orders'. To re-sequence the components, click 'Re-sequence'. To delete a component that has not been allocated or issued, select it and press 'F8'. To continue making changes to order information, click the 'Tracking' tab. To save your order details, click 'Save'. To cancel your changes, and return to the 'Main Details' tab, click 'Discard'.

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To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Tracking Tab (Batch Works Order)


Use the 'Tracking' tab to outline the operations required to complete the works order, and the progress of each of those operations. When the works order is created, all of the operations on the bill of materials are copied to the 'Tracking' section of the works order. All Manufacturing functions involving operations are performed based on the information held on this tab rather than the original bill of materials. Therefore, if the design of the product needs to be modified for this specific works order rather than the original bill of materials (because of the unavailability of a component or a specific customer request), you can add, amend or remove operations from this works order. This does not affect further works orders created from the same bill of materials. Note: You can update the BOM with amendments, if required. For more information see Updating BOM (Batch Controller and Manufacturing Controller Only) on page 368.

To maintain operations in the batch works order


1. In the 'Works Order Details' window, click the 'Tracking' tab. The 'Works Order' 'Tracking' information appears.

2.

To add an operation, click in the 'Reference' box underneath the last operation displayed, and enter the details. A new sequence number is automatically calculated for this new operation although you can change this if required.

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3.

To amend an operation, select the operation to amend and change the details as required. You can change any details of an operation as long as it has not been progressed. The description is brought in automatically from the operations register if you have selected the item from the operations register but you can change this if required.

4.

To enter additional information about the operation, click the down arrow in the 'Description' box. The 'Operation Details' window appears.

Enter any information required relating to the operation. For more information see the Operations Register on page 467 To cancel your changes and return to the 'Works Order Details' window, click 'Cancel'. To save the operation details and return to the 'Works Order Details' window, click 'OK'. 5. Click 'Qty Complete' to record progress of an operation. The 'Qty Complete' window appears, prompting for the quantity complete at/by the selected operation. For more information on tracking works order progress through operations, see To record progress of a batch on page 358. 6. 7. 8. 9. To print the works order tracking report, click 'Print'. To re-sequence the operations, click 'Re-sequence'. To view operation time breakdown for the works order, click 'Times/Costs'. To access the subcontract details for a specific operation, click 'Sub-Contracting'.

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10. To delete an operation if it has not been progressed and see that the operation is not removed from the original Bill of Materials, select it and press 'F8'. 11. To continue making changes to the order information, click the 'Latest Costs' tab. To save your order details, click 'Save'. To cancel your changes, and return to the 'Main Details' tab, click 'Discard'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Latest Costs Tab (Batch Works Order)


Use the 'Latest Costs' tab to view a breakdown of the total costs incurred building the works order. If actual costs exist then the figures will be denoted as being actuals with the symbol (a) next to the cost heading. If no actual costs exist, then the estimated costs will be used (assuming the Works Order has been costed).

To view the cost breakdown in a batch works order


1. In the 'Works Order Details' window, click the 'Latest Costs' tab. The 'Latest Costs' information appears.

2.

Click 'Breakdown of costs' to view a graphical breakdown. The 'Breakdown of Costs' window appears.

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Click 'Close' to return to the 'Latest Costs' window. 3. 4. Click 'Cost Now' to perform an updated costing on the Works Order. To continue making changes to the order information, click the 'Attached Files' tab. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Attached Files Tab (Batch Works Order)


Use the 'Attached Files' tab to open and save any file (for example, Microsoft Word or Microsoft Excel documents) connected with a Works Order. You can also attach the complete contents of a folder. This is particularly useful for storing supporting documentation for each Works Order, for example works order specifications. If you selected the 'Copy attached files from BOM/Estimates' option within the 'Works Order Defaults' settings (see The Record/Purchase Invoices Tab on page 264), whenever a works order is created, any files or folders attached to the bill of materials or estimate will be attached to the works order automatically.

To attach a file or folder to a batch works order record


1. In the 'Works Order Details' window, click the 'Attached Files' tab. The 'Attached Files' information appears.

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2.

To attach a file to a works order record, click 'Attach File'. To attach a folder to a works order record, click 'Attach Folder'. A screen similar to the following window appears.

Select the file or folder you want to attach to the Works Order and click 'Open' if selecting a file, or 'OK' if selecting a folder. The file or folder you selected appears in the attached files list. Note: You can only select one file or folder at a time. 3. To open the selected file or folder, highlight it using the left mouse button and click the down arrow alongside the file name.

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4. 5.

Enter a description alongside each attachment, if required. This is for reference purposes only. Manufacturing does not use the description anywhere else. To delete an attached file, select the file and press 'F8'. It is removed from the works order. Note: This removes the file from the works order; it does not permanently delete the file from your hard disk.

6.

To continue making changes to the order information, click the 'Analysis Codes' tab. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Analysis Codes Tab (Batch Works Order)


Use the 'Analysis Codes' tab to see the analysis codes assigned to the works order. These are brought across automatically from the Bill of Materials when a works order is created, but you can change them here if required.

To maintain analysis codes for a batch works order


1. In the 'Works Order' window, click the 'Analysis Codes' tab. The 'Analysis Codes' information appears.

2. 3.

Enter or amend the details for up to five unique analysis codes for each works order. You can use these for custom reporting. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

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Adding a One-Off Works Order


One-off works orders may be generated automatically via Planning (see Actioning Recommendations on page 247), or if you have been estimating, via the Estimating module. These methods have the advantage that availability of materials can be checked and requirements for labour and machine hours ascertained, including sub-assemblies (if production planning), before a works order record is generated. However, it is possible to raise works orders by direct entry.

To raise one-off works orders using Works Order Processing


1. 2. In the 'Works Orders' window, click 'Clear' to ensure that no works orders are currently selected. Click 'Record', and then 'One-Off'. The 'Works Order Details' window appears, open at the 'Main Details' tab.

3.

Enter the works order information. The information required is the same as that described in the section on amending one-off works orders. For more information see Amending a One-Off Works Order on page 296.

4.

Click 'Save' when all required information has been entered.

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Amending a One-Off Works Order


You can amend a one-off works order at any time. In addition, amending the works order allows you to view other important information, such as the customer details, estimates and actuals, and stages information.

To amend or view a one-off works order


1. 2. 3. 4. 5. 6. 7. 8. 9. In the 'Works Order' window, select the required one-off works order to amend. Click 'Record'. The 'Works Order Details' window appears, open at the 'Main Details' tab. Make amendments to the one-off works order Main Details. For more information see The Main Details Tab (One-Off Works Order) on page 297. Make amendments to the one-off works order Additional Details. For more information see The Additional Details Tab (One-Off Works Order) on page 298. Make amendments to the one-off works order Estimate/Actual details. For more information see The Estimate/Actual Tab (One-Off Works Order) on page 300. Make amendments to the one-off works order Invoices/Credit Notes details. For more information see The Invoices/Credit Notes Tab (One-Off Works Order) on page 301. Make amendments to the one-off works order Stages details. For more information see The Stages Tab (One-Off Works Order) on page 302. Make amendments to the one-off works order Attached Files details. For more information see The Attached Files Tab (One-Off Works Order) on page 303. Make amendments to the one-off works order Invoice Description details. For more information see The Invoice Description Tab (One-Off Works Order) on page 305.

10. Make amendments to the one-off works order Analysis Codes. For more information see The Analysis Codes Tab (One-Off Works Order) on page 306. 11. When you are satisfied with your entries, save them by clicking 'Save'. The works order window closes and you are returned to the works order list.

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The Main Details Tab (One-Off Works Order)


To amend one-off works order main details
1. 2. In the 'Works Orders' window, select the required works order to amend. Click 'Record'. The 'Works Order Details' window appears, open at the 'Main Details' tab.

3.

Make the changes you require to the Works Order. The product code and description are displayed. Note: If the works order was for an item which does not appear in Line 50, the 'Product Code' box may be empty. Enter the quantity required. You must tell the system the quantity of finished items you want to manufacture (even if that quantity is '1'). The quantity completed is automatically updated by the system as you complete or part-complete the works order. The quantity outstanding shows the difference between the 'Qty Required' and 'Qty Completed' boxes. The quantity scrapped is automatically updated by the system as entries are made in the 'scrap' routines described later. You can drill down to see the reasons behind scrapping the items by clicking 'Reason'.

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If you are entering details for an existing customer with an account record in your Line 50 Sales Ledger, you may use the down arrow button in the 'A/C' box to bring the details automatically into the window. Note: If there is no existing account record in your Sales Ledger, then simply ignore the 'A/C' box and enter in the 'name' box alongside the name of the person or company for whom the job is being done. Fill in the 'Contact' and 'Order Number' as appropriate. The date entered is displayed. In the 'Due Date' box, enter a date by which the works order must be completed. This will also be used as a default due date for each stage. When the works order is at the 'Completed' status, the completion date will appear in the 'Last Completed' box. 'Last Updated' date, 'Last Cost' date and 'Last Inv/Crd' date are shown. Enter the start and end dates, Select 'Include in MRP Replenishments' if you want finished items on this works order to be included as 'available to use' when MRP demand is calculated. Select 'Include in MRP Demand' if you want the components required to fulfil this order to be included when MRP demand is calculated. Select the 'Create GRN on completion' check box if you want to create a GRN record for this works order when it is completed. Note: This only applies if a product code has been entered. Select 'Exclude from Stock Projection' if you want to exclude this works order from the stock projection calculations. Select 'Exclude from Graphical Planner' if you want to exclude this works order from export to the Graphical Planner. 4. To continue making changes to the order information, click the 'Additional Details' tab. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Additional Details Tab (One-Off Works Order)


To display the additional details for a one-off works order
1. In the 'Works Order Details' window, click the 'Additional Details' tab. The 'Additional Details' appear.

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2.

Make the changes you require to the Works Order. Change the status for the works order, if required. By default, when creating a new works order the status is set to 'Entered', but this can be amended to another status, if required. Note: Only the 'Manager' can select the status - other users do not have access to it. If you created a sales order when the estimate was put into production, the sales order number will automatically appear within the 'S.Order No.' box. The 'Nominal A/C to Debit' is used when the Nominal Ledger is being updated. If the works order is derived from an estimate the estimate number is shown in 'From Estimate'. The 'Period' shows the period this works order was created from. 'Entered By' shows who entered the works order. You can enter a 'Salesperson' reference. This is for reference purposes only. You can enter a 'Project Number' against a works order; this may be useful if you have multiple works orders against a project. The project number is for reference purposes only. In the 'Works Number' box, enter any alpha/numeric reference. The works number is for reference purposes only. In the '% Complete' box, you can manually enter a percentage against a works order to indicate how near completion it is. This is not updated automatically and is for reference purposes only.

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Enter the customer site address, if necessary. 3. To continue making changes to the order information, click the 'Estimate/Actual' tab. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Estimate/Actual Tab (One-Off Works Order)


To view estimate/actual details
1. In the 'Works Order Details' window, click the 'Estimate/Actual' tab. The 'Estimate/Actual' information appears.

This window shows all of the accumulated costs that have been posted to this works order. It shows the current profitability (or loss) of this particular works order. 2. To see a breakdown of either estimated or actual costs for any cost heading, click in the cell showing the figure and click the down arrow. A window opens detailing all of the individual postings.

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3.

The 'Cost Variance' box will be highlighted if a loss is being made in any of the cost headings. Additional information is displayed showing discounts, the overhead recovery position, the current value of invoices and the remaining balance to be invoiced. You may also click one of the following buttons for more information: Suppliers - Shows a list of suppliers who have supplied goods or services for this works order. You can drill-down on a specific supplier (by double-clicking with the left mouse button) to see individual transactions. Labour - Shows a list of labour processes that have been used on this works order. You can drill-down on a specific process (by double-clicking with the left mouse button) to see individual transactions. Machines - Shows a list of machine processes that have been used on this works order. You can drill-down on a specific process (by double-clicking with the left mouse button) to see individual transactions. P.Orders - Displays a list of purchase orders that are on-order for the components required by this works order. Note that all orders are listed, not just the ones for this specific works order. Note: All the information shown is an accumulation of costs for all stages. In addition to this facility, profitability can be examined on a stage by stage basis from the 'Stages' tab.

4.

To continue making changes to the order information, click the 'Invoices/Credit Notes' tab. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Invoices/Credit Notes Tab (One-Off Works Order)


To view and post one-off works order invoices/credit notes
1. In the 'Works Order Details' window, click the 'Invoices/Credit Notes' tab. The 'Invoices/Credit Notes' information appears.

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This tab shows all of the sales invoices/credit notes that have been posted to this works order. 2. If a sales invoice/credit note has been posted only to the job (it has not been posted to Line 50), then you can post it to Line 50 from here, by selecting the specific invoice/credit note and clicking 'Post'. To continue making changes to the order information, click the 'Stages' tab. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

3.

The Stages Tab (One-Off Works Order)


Each works order can be broken down into stages. You can then accumulate costs ('Stock', 'Non Stock', 'Operations' and 'Other Expenses') stage by stage. Note: Works orders must have at least one stage.

To maintain one-off work orders stage details


1. In the 'Works Order Details' window, click the 'Stages' tab. The 'Stages' information appears.

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2.

For each stage: Enter a 'Stage Reference'. This can be 30 alpha/numeric characters in length. Enter a 'Stage Description'. This can be 60 alpha/numeric characters.

3.

To see detailed information about this stage, click the down arrow in the 'Description' box. The figures shown on the 'Stage Details' window operate in the same way as the 'Estimate/Actual' tab on the 'Works Order Details' window. For more information see The Estimate/Actual Tab (One-Off Works Order) on page 300.

4.

To continue making changes to the order information, click the 'Attached Files' tab. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Attached Files Tab (One-Off Works Order)


Use the 'Attached Files' tab to open and save any file (for example, Microsoft Word or Microsoft Excel documents) connected with a Works Order. You can also attach the complete contents of a folder. This is particularly useful for storing supporting documentation for each works order, for example works order specifications.

To attach a file or folder to a one-off works order record


1. In the 'Works Order Details' window, click the 'Attached Files' tab.

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The 'Attached Files' information appears.

2.

To attach a file to a works order record, click 'Attach File'. To attach a folder to a works order record, click 'Attach Folder'. A screen similar to the following window appears.

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Select the file or folder you want to attach to the works order and click 'Open' if selecting a file, or 'OK' if selecting a folder. The file or folder you selected appears in the attached files list. Note: You can only select one file or folder at a time. 3. 4. 5. To open the selected file or folder, highlight it using the left mouse button and click the down arrow. Enter a description alongside each attachment, if required. This is for reference purposes only. Manufacturing does not use the description anywhere else. To delete an attached file, select the file and press 'F8'. It is removed from the works order. Note: This removes the file from the works order; it does not permanently delete the file from your hard disk. 6. To continue making changes to the order information, click the 'Invoice Description' tab. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Invoice Description Tab (One-Off Works Order)


To amend one-off order invoice description details
1. In the 'Works Order Details' window, click the 'Invoice Description' tab. The 'Invoice Description' information appears.

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2.

Enter or amend the description of the works order. Text entered here automatically prints out on subsequent sales invoices. There is no limit to the amount of text you may enter.

3.

To continue making changes to the order information, click the 'Analysis Codes' tab. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

The Analysis Codes Tab (One-Off Works Order)


Use the 'Analysis Codes' tab to see the analysis codes assigned to the works order.

To maintain analysis codes for a one-off works order


1. In the 'Works Order' window, click the 'Analysis Codes' tab. The 'Analysis Codes' information appears.

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2. 3.

Enter or amend the details for up to five unique analysis codes for each works order. You can use these for custom reporting. To save your order details, click 'Save'. To close the 'Works Order Details' window, and return to the 'Works Orders' window, click 'Close'.

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Costing a Works Order


Manufacturing keeps a record of the theoretical cost of each works order. This record is not automatically updated when individual costs change, or for the first calculation of the costs, but is updated when the works order has been completed. As a result, you may notice an apparent discrepancy between the results of a costing, before and after production. This is because when production is complete, Manufacturing is able to calculate the costing by using actual costs.

To cost a works order


1. 2. In the 'Works Orders' window, select which orders to process. Click 'Enter Costs' and then select 'Cost Works Order(s)' to perform a costing, and then 'Yes' to confirm that you want to perform a costing. If you choose a single costing the following window appears.

Note: If the works order has been issued (or part issued) then the Materials heading will be suffixed with (A) to indicate that the material cost is an actual cost rather than an estimated one. If you choose multiple costings the following window appears.

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3. 4.

To produce a report detailing the current works order costs, click 'Print'. To display a graphical breakdown of the costs, click 'Breakdown of costs'. For more information on viewing current latest costs and graphical breakdown, see The Latest Costs Tab (Batch Works Order) on page 291. Note: The unit cost of any manufactured item may vary depending upon the size of the batch. This is due to the setup costs and any variable subcontract costs which may be spread over a greater number of units.

To display current latest costs


1. 2. 3. In the 'Works Order Details' window, display the details for the required works order. Click the 'Latest Costs' tab. Click the 'Breakdown of costs' option to display a graphical breakdown of the costs.

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4.

Click 'Close', to close the window.

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Producing Works Order Documents


You can produce four documents: 'Picking List', 'Route Card', 'Operation Card' and 'Job Sheet'. The picking list shows all the components required for the build, the quantity required, and the bin location of the component. If you are using the Batch Controller or Manufacturing Controller variants, you can also print suggested GRN numbers and additional descriptions if you have selected the appropriate option in 'Works Order Defaults'. For more information see Setting Works Orders Defaults on page 260. The route card, job sheet and operation card essentially show the same information in varying levels of detail. Manufacturing can produce all three reports simultaneously, although it is rare that all are required. Note: Defaults for the documents produced can be selected in 'Works Order Defaults'. For more information see Setting Works Orders Defaults on page 260

To produce works order documents


1. 2. 3. In the 'Works Orders' window, select the orders that you want to process. To change the documents to be produced, click the arrow on the 'Documents' option. Select the documents to produce: 'Picking List', 'Route Card', 'Operation Card', 'Job Sheet'. Note: This does not change the defaults you have set up under 'Works Order Defaults'. 4. Click 'Documents' to produce the selected documents. If you are printing a 'Picking List', enter the quantity that you want to print the list for. The quantity defaults to the current outstanding quantity of the works order (the first selected works order if you are printing for multiple works orders), but you can change this if required. Manufacturing calculates the component requirements based on the quantity entered here.

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Checking a Works Order is Ready to be Made


(Job Controller and Manufacturing Controller Only)
This facility lets you check whether a works order is ready to be made, that is, if all necessary materials have been received into stock.

To check a works order


1. 2. 3. In the 'Works Order' window, select a works order which has material requirements. Click 'Stock' and then select 'Ready to process?'. The 'Ready' prompt appears. Click 'Yes' to have the system check your Line 50 product records to ascertain whether you have sufficient stock. If there is sufficient stock, you will get a message detailing this fact. Click 'OK' to return to the Works Order list. If there is insufficient stock the following window appears.

Click 'Close' to return to the 'Works Order' list.

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Update Non-Stock Deliveries


Non-stock deliveries for one-off works orders can be part or fully received through this option which is available by clicking 'Stock' on the 'Orders' toolbar. The option provides a memo update facility only and it is not necessary to use this option to permit further processing of the order. The recording allows you to note what is outstanding if a partial receipt is made. If you use this option to record partial deliveries you can create a report to highlight what is outstanding.

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Allocating Stock
You can allocate component/raw material stock before it can be issued. Manufacturing automatically updates your Line 50 product records with allocations, which effectively sets the stock on one side as 'marked' for production. Since, by definition, allocated stock no longer forms part of your free stock, it cannot be used for sales (for example, spares) and will be excluded from future shortage calculations for trial kitting or production planning. The procedure described below should also be followed when unallocating previously allocated stock.

To allocate stock against a works order


1. 2. 3. In the 'Works Orders' window, select the orders to process. Click 'Stock', followed by 'Allocate Stock' to allocate stock to the selected works orders. If you chose not to allocate multiple works orders in 'Works Order Defaults' (see The Allocate/Issue/Complete Tab on page 272) go to the next step. The 'Allocate' window appears.

Choose whether you want to 'Allocate' or 'Unallocate' stock. To cancel your choice, click 'Cancel'. To confirm your choice, click 'OK'. When the allocating process is complete, the status of the works order(s) changes to 'Allocated' or 'Part Allocated'. When unallocating, the status of the works order(s) reverts to 'Entered'. Repeat the process for further works orders if necessary. Note: You can see the quantities of each item allocated by selecting the 'Allocations/ Issues' tab on the works order record (see The Allocations/Issues Tab (Batch Works Order) on page 286). 4. If you chose not to allocate multiple works orders in the 'Works Order Defaults' section (see The Allocate/Issue/Complete Tab on page 272), the 'Enter Stock Allocations' window appears.

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Note: If you are allocating a one-off works order, you need to select the stage you are allocating to. To allocate as much stock as possible to the selected works order, select the check box and select 'Allocate' from the drop-down list. To accept these changes, click 'OK'. Note: Clear the check box if you want to activate the 'Edit' function. To unallocate a previously allocated item, select 'Unallocate' in the drop-down. Select an item and click in the 'Allocate Now' column to manually enter the quantity to be allocated. Enter the quantity you want to allocate. Repeat the process for other items as required. If you are using the Batch Controller or Manufacturing Controller variants and you want Manufacturing to suggest quantities to allocate, clear the 'Allocate/Unallocate' 'as much as possible' check box and click 'Suggest Qtys'. The 'Suggest Qtys' window appears.

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To request Manufacturing to suggest quantities sufficient to make a certain amount of finished items, select the 'To make' option and enter the number of finished items. Click 'OK'. If you want to use a component that does not appear in the list, click the left mouse button at the end of the listed items. You can now enter a new component. To suggest as much as possible (obviously restricted by the original required quantity and the current free stock), select the 'As much as possible' option. When you have finished, click 'OK'. Repeat for as many works orders as required. Note: You can see the quantities of each item allocated by selecting the 'Allocations/ Issues' tab on the Works Order record. For more information see The Allocations/Issues Tab (Batch Works Order) on page 286.

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Issuing Stock
Manufacturing automatically updates your product records in Line 50 when issuing works orders. The procedure for issuing stock depends on whether or not you have chosen to issue multiple works orders. For more information see The Allocate/Issue/Complete Tab on page 272. If you choose this option, the entire process is automatic and you should follow the steps outlined below. If the option to process multiple works orders has not been selected, you can amend the quantities to be issued. In the Batch Controller and Manufacturing Controller variants, you can also select the GRNs manually against which issues are to be made. For more information see Returning Stock (Job Controller and Manufacturing Controller Only) on page 322.

To issue stock when defaults are set to issue multiple works orders
1. 2. In the 'Works Orders' window select the orders you want to process. Click 'Stock', followed by 'Issue Stock' to issue stock to the selected works orders. The 'Issue' window appears.

3.

Select 'Issue' or 'Reverse Issue' and click 'OK' to perform the issue/reversal. When making Issues: If stock has been previously allocated, Manufacturing will issue the allocated amount. Your Line 50 product file is automatically updated to reflect the operation. Stock is issued on a first in, first out (FIFO) basis for costing purposes and against the oldest outstanding GRN(s) for tracking purposes. The status of the works orders changes to 'Issued' (or 'Part Issued' if some of the stock is not available). You can see the issued quantities of each item by selecting the 'Allocations/Issues' tab on the Works Order record (see The Allocations/Issues Tab (Batch Works Order) on page 286).

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When making Reverse Issues, the 'Reverse Issue' window appears.

All of the GRNs that the works order(s) were issued to, are listed. By default, Manufacturing groups the records by 'Works Order Number', 'Stage' (if running under the Manufacturing Controller variant) and 'Product Code', but you can change this by dragging and dropping the column headers. Note: If one or more of the components were not issued to a GRN (this could be the case if the GRN module is not being used or if materials were manually adjusted in Line 50) then Manufacturing lists a 'NO GRN' entry. Enter the quantities against each GRN that you want to reverse. The accumulated quantity entered against each GRN (for each product) must equal the total quantity you are trying to reverse. Click 'OK' to perform the reversal.

To issue stock if defaults are not set to issue multiple works orders
1. 2. In the 'Works Orders' window, select the order required. Click 'Stock', followed by 'Issue Stock' to issue stock to the selected works orders. The 'Enter Stock Issues' window appears.

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Note: If you are issuing a one-off works order, you will need to select a stage to issue to. 3. To issue as much stock as possible, select the check box and select 'Issue' from the drop-down; then click 'OK'. Note: Clear the check box if you want to enable the 'Edit' function. 4. To reverse all of the issues made on this works order, select the check box and select 'Reverse' from the drop-down; then click 'OK'. For more information on reversing issues see To issue stock when defaults are set to issue multiple works orders on page 317. To amend quantities to be issued manually: Clear the box to enable the 'Edit' function. Select an item and click in the 'Issue Now' column to manually enter the quantity to be issued. Enter the quantity you want to issue (or a negative value to reverse an issue). Repeat the process for other items as necessary. If you are using the Batch Controller or Manufacturing Controller variants, and you want Manufacturing to suggest quantities to issue, clear the 'Allocate/Unallocate' 'as much as possible' box and click 'Suggest Qtys'. The 'Suggest Qtys' window appears.

5.

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6.

If you are using the Batch Controller or Manufacturing Controller variants, and you have selected the 'Allow manual selection of GRNs when issuing' option (see The Allocate/ Issue/Complete Tab on page 272), when you click 'Yes' on the 'Confirm Issue' window the 'Confirm GRN Selection' window appears.

Select an item for which you want to make a manual GRN issue.

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The lower segment of the window lists the GRNs for the selected item. Note: By default, Manufacturing will make a selection of GRN issues, using the oldest first. 'Qty to Use' is the default figure which can be overridden. Only GRNs actually selected (see below) will be issued. All others will be ignored. Select a GRN and click 'Edit' to enter the quantity to be issued against the GRN. The 'Edit GRN Entry' window appears.

Enter the quantity you want issued against the selected GRN. Click 'OK' to save the quantity details. Select another GRN and you can now enter another quantity against it. When all entries have been made, highlight all affected GRNs. To save your entries, click 'Memorise'. To reset your entries to the original defaults, click 'Revert'. When all amendments have been made, click 'OK' and then click 'Yes' to make the issue. Manufacturing reduces the stock in your Line 50 product file and makes the necessary entries in your GRN register. Note: The issue will not proceed if the total quantity of each component selected does not match the quantity needed for the build. In this event, a message appears, identifying the component in question. Click 'OK' to refresh the screen and make the necessary changes.

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Returning Stock

(Job Controller and Manufacturing Controller Only)


Manufacturing allows you to make returns to stock which will automatically update your Line 50 product records. You can only return stock that you have previously issued through Manufacturing and you cannot return more than you issued.

To return stock against a one-off works order


1. 2. In the 'Works Order' window, select the required order. Click 'Stock', followed by 'Returns' to return stock. The 'Return Details' window appears.

3. 4.

Select the appropriate stage of the works order. Click 'Choose item to return' to display the 'Select Issue from Works Order' window.

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5.

Select the product that you require and click 'OK'. The 'Product Code' and 'Description' appear and you can now enter the quantity to return. If you have chosen to make automatic postings to your Nominal Ledger in 'Works Order Defaults' (see The Nominal Tab on page 266) then your default codes (if present) will appear within the posting details section of the returns window. You may change these codes at this stage if required. These boxes will be inactive if the appropriate setting has not been chosen when you set up your works order defaults in 'Works Order Defaults'.

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Sage Line 50 Manufacturing User Guide

Scrapping Finished Items


You can scrap finished items and also allow replacement materials to be issued. This may mean updating the production plan or raising new works orders or purchase orders.

To scrap finished items from a works order


1. 2. In the 'Works Orders' window, select the required order. Click 'Stock', followed by 'Scrap', and then 'Scrap Finished Products' to scrap items from the selected works order. The 'Scrap Finished Products' window appears.

3. 4. 5. 6.

Enter the quantity to be scrapped. The date, time and user are displayed in the 'Reason' box. Enter the reason for the goods being scrapped, if required. Enter the quantity to re-issue, if required. Click 'OK' to scrap the goods. Note: If you are using Job Controller, you have completed scrapping finished items at this point.

7.

If you are using Batch Controller or Manufacturing Controller and have chosen to re-issue materials to cover the scrapped finished item, Manufacturing automatically launches the 'Trial Kitting' window.

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The 'Components' tab lists the materials requirements and shortages. Materials shortages are shown in red. Sub-assemblies are shown in blue, unless a shortage applies. The 'Labour' tab shows the total labour hours required, analysed by process. The 'Machine' tab shows the total machine hours required, analysed by process. The 'Sub-Contract' tab shows the total subcontract hours required, analysed by process. The 'Costs' tab shows the caluclated costs of producing the required quantity of finished product and uses the required mark-up figure from the BOM record to calculate a suggested selling price. 8. Click 'Check for maximum build qty' to calculate the total quantity of finished product that may be manufactured based on the current free stock of components as recorded in your Sage Line 50 Product records. Click 'Print' to produce a printed copy of your Trial Kitting results. Select 'Add to Make to Stock' to add the BOM to the 'Planning Make to Stock' module. You will also need to enter a 'Due Date'. Select 'Create Works Order' to immediately create a works order directly from the information within Trial Kitting.

9.

10. Select the required 'Action To Take' option.

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Select 'Create Sales Order' to create a sales order in Sage Line 50 Accounts based on the BOM and quantity details entered. Select 'No further action' if you do not want to re-issue materials to cover the scrapped finished items. 11. Click 'Perform Action' to perform the selected option. If you selected the 'Create Works Order' option, Manufacturing will raise works orders using the next available number unless you are using manual works order numbers, in which case you will be prompted to enter the works order number. If the BOM contains any sub-assemblies, works orders for those items will also be raised. Any works order raised using the 'Trial Kitting' window will be cross referenced to the original works order which gave rise to the scrapped item(s). The original number is shown in the 'Re-issued from' box.

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Scrapping Components
During manufacture, components or raw materials may become spoilt or damaged and need to be scrapped. Manufacturing allows for the scrapping of materials after issue, and, if you are using Batch Controller or Manufacturing Controller, automatically adjusts stock in Line 50 and the GRN Register. Scrapped components may be re-issued in full or in part.

To scrap components
1. 2. 3. In the 'Works Orders' window, select the required order. Click 'Stock', followed by 'Scrap' and then 'Scrap Components' to scrap items. If you are using the Job Controller, the 'Scrap Components' for window appears.

Select the 'Stage'. All components that have been previously issued against this works order appear within the 'Scrap Components window'. You can view the amount required, any components that have been scrapped already and enter a new amount and reason why the components were scrapped. Select the components to scrap and enter the required amounts and reasons. Click 'OK'. Note: If you are using Job Controller, scrapping components finishes at this point. 4. If you are using the Batch or Manufacturing Controller, the 'Scrap/Re-Issue Components' window appears.

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The list shows each component required by the works order 5. To scrap components, select the required component and enter the total number of components 'Scrapped' and the number to 'Re-Issue Now'. The amount being re-issued cannot be more than the amount being scrapped, and cannot be more than the amount available in free stock. 6. 7. Repeat the above steps for each component. To raise purchase orders for shortages in free stock for components being re-issued, click 'Raise Purchase Orders'. The 'Raise Purchase Orders' window appears. 8. To print the scrap/re-issue list, click 'Print'. To confirm or abandon the selections made, click 'Close' and click 'Yes' to confirm that you want to reissue the quantities that you have entered.

Goods Received Note Selection on Re-Issue (Batch Controller and Manufacturing Controller Only)
When re-issuing components from free stock Manufacturing automatically allocates the issue to the oldest GRNs for each component, for the maximum quantity required/available on each GRN. You can also manually select GRNs. The 'Confirm GRN Selection' window appears. For further information on the 'Confirm GRN Selection' window see Issuing Stock on page 317.

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Entering Operation Times and Costs

(Job Controller and Manufacturing Controller Only)


This section of the system allows you to enter the progress and actual times of operations against a works order. For those works orders created from an estimate you will later be able to compare the actual times entered here, against your original estimate. For works orders not created from an estimate, the procedure for entering operation times varies slightly. It is assumed that these entries will be made using one of the works order documents, for example the 'Job Card', 'Route Card' or 'Operation Card'.

To enter operation times


1. 2. In the 'Works Orders' window, select the required works order. Click 'Enter Costs' and select 'Operation Times/Costs'. The 'Enter Operation Times/Costs' window appears.

3. 4.

Click on the down arrow in the 'Stage' box to see a list of operations already stored against this works order. Select the required stage from the list to bring details into the window. If the 'Select Stage' window is blank (that is, if the works order was not created from an estimate) or if the operation is not on the list (that is, it is an addition to the estimated operations), you will need to enter a 'Reference' and 'Description' manually. Note: Once created, operations are permanently stored against works orders.

5.

If appropriate, enter the quantity now complete. If this is not a 'batch' works order, simply leave the quantity as zero, or enter 1 as appropriate.

6.

Now enter the labour, machine, setup and subcontract times as well as the labour costs.

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Note: Manufacturing has a unique entry system for entering times. You can enter time in any of the following formats: Entering 65 would display 65h 0m (65 hours zero minutes). Entering 6{space}5 would display 6h 5m (6 hours 5 minutes). Entering 6h5m would display 6h 5m (6 hours 5 minutes). Entering 65m would display 1h 5m (1 hour 5 minutes).

To enter operation costs


1. Click the down arrow in the 'Costs' box. The costs so far recorded against the operation are displayed, broken down over the various cost headings.

2.

If the operation has been stored via an estimate or from the operations register, the cost of the time entered will already have been calculated for each category. If this is an additional operation not drawn from the Operations Register you will need to enter rates as appropriate.

3.

The 'Debit' and 'Credit' boxes are used only if you have chosen to update your Nominal Ledger under 'Works Order Defaults' (see The Nominal Tab on page 266). If so, your default nominal codes will be displayed here. You may override them if you require. Enter any notes required on this screen for memorandum purposes only. Click 'OK' to save your details. You are returned to the 'Operation Times Entry' window. Click 'Save' to save your data and refresh the screen ready for the next entry. When all information has been entered click 'Close' to return to the 'Works Orders' window.

4. 5. 6. 7.

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To view operation details


1. 2. 3. 4. To see all entries made against a one-off works order, select the works order from the list and click on the 'Record' icon. Select the 'Stages' tab to see a list of all stages applicable to your selected works order. Click on the down arrow in the 'Description' box to display the 'Stage Details' information. Click on the 'Tracking' tab. The 'Tracking' information appears.

5. 6.

Use the scroll bar to view additional information about times and costs entered against each cost category. Click 'OK' to return to the 'Works Order Details' window. You can view the cost that you entered, and see the variance against the operation estimate by looking at the 'Estimate/Actual' tab for the works order against the stage. Here you can see if what you had estimated was less than or greater than the actual costs.

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Posting Actual Times and Costs to Works Orders


(Job Controller and Manufacturing Controller Only)
The Timesheets option offers the facility to post actual times and costs to works orders. The facilities offered here are very similar to those provided by Operation Times, but the information is entered from employee timesheets rather than route cards, job sheets or operation cards. All of the employees time can be entered on this screen, even if it does not directly apply to a works order. The non-chargeable time module offers the facility to record these costs. Before continuing, you should ensure that you have set up any necessary records in the following modules: Labour Categories - For more information see Labour Categories (Job and Manufacturing Controllers) on page 501. Employees - For more information see Employees (Job and Manufacturing Controllers) on page 459. Non-Chargeable Time - For more information see Non-Chargeable Time (Job and Manufacturing Controllers Only) on page 519.

To enter timesheets
1. In the 'Works Orders' window, click 'Enter Costs' and select 'Timesheets'. The 'Enter Timesheets' window appears.

2.

Select the employee for whom you are entering timesheet information.

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The employee's surname appears automatically. 3. 4. Confirm that the date shown is the one you want to use as a default for the each breakdown entry. If you have turned on the option to enable 'Total/Analysis Checking' in 'Works Order Defaults', enter the total number of hours the employee has worked in this period. For more information see The Timesheets/Labels Tab on page 270. Note: The hours analysed for the breakdown must equal the total hours entered here.

To enter non-chargeable time


1. Click in the 'W. Order No.' column. If you want to enter times and costs which do not directly apply to any works order, enter 'NA' in the 'W. Order No.' column. 2. Enter the labour time spent on this non-chargeable activity. Note: Manufacturing has a unique entry system for entering times. You can enter time in any of the following formats: Entering 65 would display 65h 0m (65 hours zero minutes). Entering 6{space}5 would display 6h 5m (6 hours 5 minutes). Entering 6h5m would display 6h 5m (6 hours 5 minutes). Entering 65m would display 1h 5m (1 hour 5 minutes). Note: Machine time, setup time and qty completed are irrelevant for non-chargeable entries. 3. Click on the down arrow in the 'Costs' column. Any costs so far recorded against the entry are displayed and broken down over the various cost headings.

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4.

If you have decided not to use the employee rate for timesheets (see Posting Actual Times and Costs to Works Orders (Job Controller and Manufacturing Controller Only) on page 332) then you will need to enter the rate of this activity manually. If you dont enter the rate manually, the cost of the time entered will already have been calculated. The 'Debit' and 'Credit' fields are used only if you have chosen to update your Nominal Ledger in 'Works Order Defaults'. If so, your default nominal codes will be displayed here, and you may override them if you require. You can also enter any notes on this screen for memorandum purposes only. Click 'OK' to save your details.

5.

6. 7.

To enter chargeable time


1. Click on the down arrow in the 'W. Order No.' column. The 'Select Works Order and Stage' window appears.

2. 3. 4. 5. 6. 7.

Using the down arrow in the 'W. Order No.' box, select the correct works order. If you choose a one-off works order, using the down arrow in the 'Stage' box, select the correct stage to which this entry item should be charged. Click 'OK'. Select the operation that this employee has performed. This is important so the works order can be progressed automatically. Enter the quantity completed and the period of time taken for labour, machine and setup. You can enter a start time and finish time. These values are not stored elsewhere in the system, but are used as an aid to calculating the time spent on a works order. After you have entered both times, the duration will be calculated and then entered automatically in the labour time column. Note: Manufacturing has a unique entry system for entering times. You can enter time in any of the following formats: Entering 65 would display 65h 0m (65 hours zero minutes). Entering 6{space}5 would display 6h 5m (6 hours 5 minutes). Entering 6h5m would display 6h 5m (6 hours 5 minutes). Entering 65m would display 1h 5m (1 hour 5 minutes).

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8.

Click on the down arrow in the 'Costs' column. The costs so far recorded against the entry are displayed, broken down over the various cost headings.

9.

If you have decided not to use the employee rate for timesheets (see Posting Actual Times and Costs to Works Orders (Job Controller and Manufacturing Controller Only) on page 332) then the rate from the operation will be used.

10. The 'Debit' and 'Credit' boxes are used only if you have chosen to update your Nominal Ledger under 'Works Order Defaults'. If so, your default nominal codes will be displayed here, and you may override them if you require. 11. You may also enter any notes on this screen for memorandum purposes only. 12. Click 'OK' to save your details. 13. You can change the labour category by clicking on the down arrow in the 'Category Ref.' box, if required. Note: Changes will only apply to this one entry; further postings will use the category stored against the employee record. If you want to change the category the employee is assigned to, you should do this through the employees module. For more information see Employees (Job and Manufacturing Controllers) on page 459. 14. Now repeat the process for the other items until the whole timesheet has been entered. 15. Click 'Save' to post the timesheet and refresh the screen for entry of the next timesheet. Note: Remember that if you have turned on the option to enable 'Timesheet Total/Analysis checking' in 'Works Order Defaults', you will not be able to leave this screen unless the breakdown hours analysed is equal to the total hours entered. 16. If you want to store this timesheet, for example, for future reference or as a template for future timesheets, click 'Memorise'.

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The 'Memorise' window appears.

17. Enter a narrative to be associated with this timesheet and click 'OK'. 18. To recall a memorised timesheet, click 'Recall'. The 'Recall Timesheet' window appears.

19. Select the timesheet you want to recall and click 'OK'. The timesheet details are displayed on screen. You can process the timesheet as normal. Note: Please note that the timesheet will still be held on file, even if you 'Save' it, updating Works Orders. If you do not need to use this timesheet again, click 'Recall', select the timesheet and click 'Delete'. 20. When all timesheets have been correctly entered click 'Close'.

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Waiting to be posted

(Manufacturing Controller Only)


Note: This option is only applicable if you are using the 'Operation Times' add-on for the Manufacturing Controller variant. If you have selected 'Use Batch Updates' (see The Operation Times Tab on page 275) then all postings made using the 'Operation Times' add-on, whether manually or via terminals will be stored in the waiting postings file for review before they are posted to the works orders. This facility allows complete control over postings made on the shop-floor and also allows for additional postings to be made to the Nominal Ledger. Note: Nominal postings cannot be made if you are not using batch updates.

To view the waiting postings file


1. 2. In the 'Works Orders' window, select the works order you require. In the 'Links' list, select 'Operation Times', followed by 'Waiting to be Posted' to open the 'Operation Times Waiting To Be Posted' window.

This window shows all of the postings that have been made, either manually or from terminals, using the 'Operation Times' add-on. 3. The postings are grouped by works order number, stage and then operation reference. This is for ease of reference, but you can change this by dragging and dropping the column headers. As these are actual postings from the shop floor, you must take care when modifying the information.

4.

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By default the nominal codes are blank as 'Operation Times' does not directly integrate with the nominal ledger. You can, however, enter nominal codes for as many entries as necessary. 5. 6. You can delete postings by highlighting the entry and pressing 'F8'. To update the actual costs against the various works orders, click 'Post Operation Times' and click 'Yes' to confirm that you want to make the postings. The actual costs are updated, nominal postings are made, and entries removed from the waiting postings file. Note: Postings cannot be reversed once they have been posted.

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Monitoring Employees Logged onto Works Orders


(Manufacturing Controller Only)
Note: The 'Monitor Op. Times Utility' option is only applicable if you are using the 'Operation Times' add-on for the Manufacturing Controller variant. This facility allows you to monitor in real-time the number of employees logged onto works orders. In addition, you can review the log files that the 'Operation Times' utility collates, so that proper analysis can be undertaken.

To monitor employees logged onto works orders


1. 2. In the 'Works Orders' window, select the works order you require. In the 'Links' list, select 'Operation Times', followed by 'Monitor' and then 'Summary'. The 'Monitor Operation Times' window appears.

3. 4. 5. 6.

To monitor the activity, confirm the 'Refresh every' interval; then click 'Start'. You can stop the monitoring by clicking 'Stop'. The grid in the top left hand side of the window shows a list of works orders that each employee is currently logged onto. If you need to force an employee to log off, highlight the entry and click 'Delete'.

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This does not log the employee off; it permanently deletes the entry from the database. Therefore, any times that have accumulated for that entry will not be written to the works order. 7. 8. On the right-hand side, a graph shows the number of employees and the number of works orders that are logged on at each interval level. At the bottom of the screen, you can perform an analysis of the logs generated by each station. Select a station, ensure the dates are correct for the time period you want to analyse and click 'Refresh'. The log file information appears. 9. Click on the 'Histogram' tab to view the information graphically. Note: The scale of the graph defaults to showing 100 employees. You can amend the scales to what is most appropriate for your needs.

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Making Postings for Other Entries

(Job Controller and Manufacturing Controller Only)


Most costs entered through Manufacturing can be posted using the Stock, Operation Times, Timesheets or Purchase Invoice routines. The 'Other Entries' facility enables you to make postings against one-off works orders for costs which cannot be entered elsewhere within the system. Examples are payments made out of petty cash, or purchases of items not being processed through the Purchase Ledger. These 'Other Entries' may optionally update your Line 50 Nominal Ledger depending upon your setting in 'Works Order Defaults'.

To make other entries


1. 2. In the 'Works Orders' window, select the works order you require. Click 'Enter Costs' and select 'Other Entries'. The 'Make entries for' window appears.

Note: Since the cost types 'Operation Times' and 'Stock Items' are entered under their own headings, only two cost types are available on this screen - 'Non-Stock Items' and 'Other Expenses'. 'Non-Stock items' being processed through the Purchase Ledger would, of course, be entered under Purchase Invoices. For more information about the options on the tabs, please see the following sections.

Non Stock Items


To enter non stock items
1. 2. In the 'Make entries for' window, select the 'Stage'. Select the 'Non-Stock Items' tab.

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3.

Enter a 'Description' for this entry, followed by a 'Quantity' and 'Cost Price'. The 'Total' will then be calculated. If you are updating your Nominal Ledger with this posting you may now enter an appropriate 'Nom.Ref.' and confirm or amend the accounts to be debited and credited.

4. 5.

Repeat the above procedure to make further entries. On completion click 'OK'.

Other Expenses
Specific 'Other Expenses' must be set up prior to using this facility. If you have not already defined these costs see Expense Types (Job and Manufacturing Controllers) on page 479.

To enter other expenses


1. 2. In the 'Make entries for' window, select the 'Stage'. Select the 'Other Expenses' tab.

3.

Click the down arrow in the 'Reference' column. The 'Select Expense Type' window appears.

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4.

Select the required 'Expense Type' and click 'OK' to return to the 'Other Expenses' tab. You will notice that the system has automatically entered the 'Reference', 'Description' 'Cost Price' and 'Date' for you, and will optionally enter the 'Debit' and 'Credit' boxes if set up within the 'Expense Types' register.

5. 6. 7.

Enter a 'Quantity' and Manufacturing will calculate the 'Total' for you. Repeat the above procedure to make further entries. On completion click on 'OK'.

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Entering Purchase Invoices and Credit Notes


(Job Controller and Manufacturing Controller Only)
You can use Manufacturing to enter all purchase invoices, whether or not they have items on them which need to be booked to works orders. This facility has been provided to avoid the need to split the entry of invoices into two batches: those bearing charges against jobs, and those not. In either case, Manufacturing will update your Line 50 Purchase and Nominal Ledgers. Note: This routine automatically updates your Line 50 Nominal Ledger, regardless of the setting in 'Works Order Defaults'.

Posting Purchase Invoices


To post purchase invoices
1. In the 'Works Orders' window, click 'Enter Costs' and then select 'Purchase Invoice'. The 'Enter Purchase Invoice' window appears.

2.

If the items being invoiced were ordered from your supplier on a purchase order, select the purchase order number. This automatically populates the boxes with the details from the purchase order. In addition, when the purchase invoice is saved, the purchase order will be updated. Note that this box is optional. Enter a number in the 'Reference' box and a description in the 'Details' box. These will be posted to the 'Ref.' and 'Details' boxes of your Line 50 Purchase Ledger.

3.

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4.

Now enter the supplier 'A/C'. Use the button to choose the account reference from your Purchase Ledger if you require. The screen defaults to today's date but you can overtype this with the invoice date. If you have turned on the option to enable 'Purchase Invoice/Cr.Note Total/Analysis checking' in 'Works Order Defaults', enter the appropriate figures for this invoice in the 'Net', 'VAT', and 'Gross' boxes as they appear on your purchase invoice. You will not be able to exit this screen unless the totals analysed for goods and VAT are equal to the totals entered in these fields. Now click inside the 'C.Type' box and type in a reference. You can enter one of three references 'NA' (Not Applicable) 'NS' (Non-Stock) 'OE' (Other Expenses) Unless you have selected the cost type 'NA' you will need to select a works order and a stage to post the invoice details against. 'NA' is the code to use for invoices which you do not want to charge against a works order. You can type in a unique reference against any invoice.

5.

6. 7.

8.

For Invoices with cost types of 'NS' (Non-Stock) or 'OE' (Other Expenses) move the cursor to the 'W. Order No.' box. The 'Select Works Order and Stage' window appears.

9.

You can use the down arrow in the boxes to find the correct works order and stage to which this invoice item should be charged. (You can also use the F4 key to select the works order and stage).

10. Now click 'OK'. 11. Move the cursor through the 'Reference' and 'Date' boxes, amending the defaults if necessary. 12. You must make an entry in the 'Quantity' box. 13. Now enter a unit 'Price' and the system will calculate the line value. You may need to use the scroll bar at the foot of this window to access some boxes.

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14. The 'V/C' (VAT code) will default to the entry made against this supplier in your Line 50 Purchase Ledger. You can change this if necessary by typing in the relevant code from the list within Line 50. 15. The 'Nom.Code' (default nominal code) may be changed if necessary. 16. Similarly the 'Dept.' (default departmental code) may changed. Note: The record will not be posted if a required nominal code is missing. 17. Now repeat the process for other line items until the whole invoice has been entered. 18. Click 'Save' to post the invoice and refresh the screen for entry of the next invoice. Remember: If you have turned on the option to enable 'Purchase Invoice/Cr.Note Total/ Analysis Checking' in 'Works Order Defaults', you will not be able to leave this screen unless the total analysed is equal to the total of the invoice, and the total VAT is equal to the VAT on each item line.

Posting Purchase Credit Notes


To post purchase credit notes
In the 'Works Orders' window, click 'Enter Costs' and then select 'Purchase Credit Note'. The 'Enter Purchase Credit' window appears.

The procedure for entering purchase credits is exactly the same as that for entering purchase invoices described previously. For more information see Posting Purchase Invoices on page 344.

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Entering Sales Invoices and Credit Notes


(Job Controller and Manufacturing Controller Only)
Using Manufacturing you can generate sales invoices which, as well as updating the works order record, may also be moved into Line 50's Invoicing facility to be printed and posted in the normal way. These invoices correspond to Line 50's service invoices. As sales invoices raised within Manufacturing are recorded against each works order, it is possible for the system to calculate the profit (or loss) actually made on a works order by works order basis.

Posting Sales Invoices


To enter invoice details
1. 2. In the 'Works Orders' window, select a works order to post invoices against. Click 'Sales Inv/Crd', and then select 'Sales Invoice'. The 'Post Invoice to window appears, displaying the invoice 'Details' tab by default.

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3.

The customer 'Details' are automatically displayed, along with 'A/C' reference and 'W.Order No.'. The first lines of 'Invoice Description' from your estimate or works order details are also shown. In the 'Stage' box, select a stage to post the invoice against. In the 'Action' box , select the posting action for the invoice. Your invoice can be subject to one of three posting actions: Post to both Works Order and Line 50 Invoicing Only Post to Line 50 Invoicing Only Post to Works Order

4. 5.

6.

Click the 'Details' heading and click the down arrow to display the 'Invoice Item Details' window.

The complete 'Invoice Description' from your estimate or works order details has been reproduced in the 'Details' box. You may overtype it or simply add to it if you require. Enter the amount you are going to charge into the 'Invoice Value' box. Enter the discount boxes as appropriate. The 'VAT Code' defaults to the code set up for this customer within your Sage Line 50 Sales Ledger and the amount of VAT is automatically calculated.

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You can, of course, have as many line items on one invoice as you require. You may want to show retentions separately by making a separate line entry. For more information, see the 'Retention Details' tab description below. Now click the 'Posting Details' tab.

Unless you want to amend the details or nominal code, you do not need to make any entries on this screen. Enter or select a 'Department' code if required. Now click the 'Retention Details' tab.

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If this invoice (or this line of an invoice) is a retention, you can use the facilities within Manufacturing to record it separately within your Line 50 Nominal Ledger. You can also give it a different department code and subsequently use the report parameters provided, to list all such retention items using the Line 50 Report Designer. If this is a retention invoice, select the 'Retention Line' check box. The 'Retention Date' and 'Expiry' boxes default to today's date. You may overtype both of these if you require. Manufacturing produces a report showing expiry dates of retention items. The 'Nominal Code' and 'Department' boxes default to the codes set up in 'Works Order Defaults'. You may overtype these if you require. Click 'OK' to return to the 'Post Invoice to' 'Details' tab. 7. Click the 'Order Details' tab. The 'Order Details' information appears.

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8. 9.

Click 'Change' in the 'Delivery Address' section if you want to choose a different delivery address. Enter any 'Notes' as necessary. The Carriage, Settlement and Global information appears.

10. Click the 'Footer Details' tab.

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11. Enter any carriage charge amounts you are making here. 12. The 'VAT Code' defaults to tax code T1, but you can change this if necessary. 13. Enter a nominal code ('N/C') to which the carriage charges will be posted. Note: The Nominal Ledger will be updated regardless of your settings under 'Works Order Defaults'. 14. The 'Settlement Terms' information is automatically filled in for you using the defaults set up in your Line 50 Sales Ledger, but you can override the entries if you require. Note: The amount of discount is not calculated on this screen, but will be calculated on transfer to Line 50's Invoicing facility. 15. Enter a 'Global' nominal code ('N/C') to which the total value of all invoice details will be posted regardless of any other nominal codes entered, for example against line items. This facility is also present in Sage Line 50. 16. When you are satisfied that all your entries are correct, click 'Save'. To close the window if you have no more invoices to raise, click 'Close'.

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If you have chosen to post your invoice to Line 50, the posting will now be performed and the details you entered will be passed across to the Line 50 Invoicing facility. You can print from Line 50 in the normal way as well as update your Sales and Nominal Ledgers. Note: The invoice is not allocated a number until it is in the Line 50 Invoicing facility.

Posting Sales Credit Notes


In the same way as invoices, if you raise a sales credit note within Manufacturing, the details are recorded against the works order in addition to being transferred to the Line 50 Credit Note facility.

To post sales credit notes


1. 2. In the 'Works Orders' window, select a works order to post credit notes against. Click 'Sales Inv/Crd.' and then select 'Sales Credit Note'. The 'Enter Sales Credit Note' window appears.

The procedure for entering sales credits is exactly the same as that for entering sales invoices described previously.For more information see Posting Sales Invoices on page 347.

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Completing Batch Works Orders

(Batch Controller and Manufacturing Controller Only)


When manufacturing processes are complete, works orders need to be flagged as 'Completed'. It is possible to complete a works order with a quantity above or below that requested on the order. The recording of a works order as completed can either be done as a one-off on final completion of the whole batch, part completion of a batch, or production can be tracked through the various operations to completion. Note: Stock must be issued to the works order before it can be flagged as complete unless you have set the 'Allow completion of works orders at any time' option within 'Works Order Defaults'. For more information see Setting Works Orders Defaults on page 260. The procedure for completing works orders in whole or part batches depends on whether you have chosen to process multiple works orders. If the option to process multiple works orders has been selected you cannot record completion of part of a batch. For more information see the section To record completion of whole or part of a batch when defaults are set to complete multiple works orders on page 354. If the option to process multiple works orders has not been selected you can record part completions and leave balances outstanding. You can also mark a works order as complete even though a different quantity has been manufactured. For more information see the section To record completion of whole or part of a batch when defaults are not set to complete multiple works orders on page 355. When tracking goods through the manufacturing process, Manufacturing allows entry of the quantities currently completed at each operation. Once the goods have passed through all the operations required, the works order can be marked as completed. For more information see To record progress of a batch on page 358.

To record completion of whole or part of a batch when defaults are set to complete multiple works orders
1. 2. In the 'Works Orders' window, select the orders you want to process. Click 'Complete' and select 'Works Order' to complete the selected works orders. A confirmation message appears.

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Click 'Yes' to complete the selected works order. Manufacturing updates your Line 50 products file. The status of your selected works order changes to 'Completed'. Note: If you selected the option to 'Show Latest Costs' at complete works order stage (see The Allocate/Issue/Complete Tab on page 272) a costing window appears. The costing shown here is on a 'last price paid' basis which may differ from the actual cost which is on a 'first in first out basis'.

To record completion of whole or part of a batch when defaults are not set to complete multiple works orders
1. 2. In the 'Works Orders' window, select the required works order. Click 'Complete' and select 'Works Order' to complete the selected works order. The 'Complete Works Order' window appears, displaying the 'Qty Completed' tab by default. Note: If you are using the Batch Controller variant, only the 'Qty Completed' and 'Locations' tabs appear.

3. 4. 5. 6.

Enter the 'Completed' quantity. Enter the 'Date Completed'. This defaults to the system date. Enter the number of 'Labels to print'. The default is set in 'Works Order Defaults' (see The Timesheets/Labels Tab on page 270). Select the 'Complete works order regardless of quantity' check box, to mark the works order as entirely complete whether the quantity corresponds to the original works order

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quantity or not. Leave the check box clear to show an outstanding balance against partially complete works orders. 7. If the status of the works order is 'Entered', the 'Backflush' check box is available. Select this check box if you want to issue the raw materials retrospectively. Leave the check box clear if not. If you are using the Manufacturing Controller variant, you may now select the associated costs that will be posted to Line 50.

8.

Zero Cost Remaining Costs User Entered Amount

No associated costs will post to Line 50 at this stage. Costs will appear in the 'Remaining Costs' display. Shows the difference between the 'Total Actual Cost' and amounts already posted. For complete flexibility, you can enter any amount of costs to post up to the total incurred here. Remaining amounts to be posted, appear in the 'Remaining Costs' option.

Note: These costs are only for posting to the Nominal Ledger. The product file is updated with the full cost of manufacturing the completed quantity. 9. If you are using the Manufacturing Controller variant, you can now enter transactions into the Nominal accounts for the above cost types, using the 'Nominal' tab. These are manual journal entries.

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10. Enter an appropriate reference. The overhead recovery amount will only be posted upon full completion of the works order. 11. If the 'Suppress GRN Creation' flag is not set on the Bill of Material record, the 'Locations' tab will be available. If you want to state where the finished goods will be stored, select the 'Locations' tab. The 'Locations' information appears.

12. Each location entry will have a separate GRN created for it. Information entered in each of the columns will be stored against the GRN Record.

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13. Click 'OK' to complete the process, and then click 'Yes' to confirm the quantity completed. 14. Labels will be printed or previewed (if necessary) and the 'Latest Costs' window appears automatically if you set the relevant option. For more information see The Allocate/Issue/ Complete Tab on page 272. 15. If you entered a 'Completed' quantity less than the original works order quantity, and have chosen to complete the works order regardless of the quantity entered, a confirmation message appears. Click 'Yes' to return all unused components relating to the difference between the original works order quantity and the quantity now declared as completed. You do have the opportunity to adjust the quantities to be returned to stock. Click 'No' to prevent any adjustments to stock. Manufacturing automatically updates the Line 50 products file with the quantity of stock completed and the cost to complete the works order. Note: The quantity used for costing purposes is always the original works order quantity. This is so that large batches of daily counts can be entered without affecting the overall unit cost.

To record progress of a batch


1. 2. 3. In the 'Works Orders' window, select the required works order. Click 'Record' to open the selected works order. Click the 'Tracking' tab. The Works Order 'Tracking' information appears.

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Operations required to complete the works order are listed in sequence order. 4. To record the progress of production, select an operation. This activates the 'Qty Complete' button which you should now click. The 'Qty Complete' window appears.

Enter the quantity that has now passed through the selected operation in the 'Completed' box. Manufacturing defaults to the outstanding quantity. This quantity is automatically rolled forward as the 'In Progress' quantity for the following operation, leaving any balance still to be completed. 5. Continue as necessary to record the progress of the works order. When you have chosen to enter a completed quantity for the final operation, the 'Complete Works Order' window appears. Note: If you are using the Batch Controller variant, only the 'Qty Completed' and 'Locations' tabs appear.

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6. 7. 8. 9.

Enter the quantity 'Completed'. Enter the 'Date Completed'. This defaults to the system date. Enter the number of labels to print. The default is set in 'Works Order Defaults' (see The Timesheets/Labels Tab on page 270). Select the 'Complete works order regardless of quantity' check box to mark the works order as entirely complete whether or not the quantity corresponds to the original works order quantity. Leave the check box clear to show an outstanding balance against partially complete works orders.

10. If the status of the works order is 'Entered', the 'Backflush' check box is activated. Select this check box if you want to issue the raw materials retrospectively. Leave it clear if not. 11. If the 'Suppress GRN Creation' flag is not set on the bill of material record, the 'Locations' tab will be available. If you want to state where the finished goods will be stored, select the 'Locations' tab. The 'Locations' information appears.

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12. Each location entry will have a separate GRN created for it. Information entered in each of the columns will be stored against the GRN Record. 13. Click 'OK' to complete the process, and then click 'Yes' to confirm the quantity completed. 14. Labels will be printed or previewed (if necessary). The 'Latest Costs' window appears automatically if you set the relevant option. For more information see The Allocate/Issue/ Complete Tab on page 272). 15. If you entered a 'Completed' quantity less than the original works order quantity, and have chosen to complete the works order regardless of the quantity entered, a confirmation message appears. Click 'Yes' to return to stock all components relating to the difference between the original works order quantity and the quantity now declared as completed. You do have the opportunity to adjust the quantities to be returned to stock later. Click 'No' to prevent any adjustments to stock. Manufacturing automatically updates the Line 50 products file with the quantity of stock completed and the cost to complete the works order. Note: The quantity used for costing purposes is always the original works order quantity this is so that large batches of daily counts can be entered without affecting the overall unit cost.

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Completing One-Off Works Orders

(Job Controller and Manufacturing Controller Only)


When a one-off works order has been finished you should record its completion so that final profitability reports may be printed.

To record works order completion


1. 2. In the 'Works Order' window, select the works order you want to complete. Click 'Complete' and select 'Works Order'. The 'Complete Works Order' window appears. Note: If you are using the Job Controller variant, the 'Locations' tab does not appear.

The 'Product Code' (if applicable), 'Description' and 'Quantity' that is currently outstanding are displayed automatically. 3. 4. Enter the quantity that you now want to record as complete in the 'Qty. Completed' box or select the 'Complete works order regardless of quantity' check box. You may now select the associated costs that will be posted to Line 50 by selecting the 'Nominal Costs' tab.

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Zero Cost Remaining Costs User Entered Amount

No associated costs will post to Sage Line 50 at this stage. Costs will appear in the 'Remaining Costs' display. Shows the difference between the 'Total Actual Cost' and amounts already posted. For complete flexibility, you can enter any amount of costs to post up to the total incurred here. Remaining amounts to be posted appear in the 'Remaining Costs' option.

Note: These costs are only for posting to the Nominal Ledger. The product file is updated with the full cost of manufacturing the completed quantity. 5. You can now enter transactions into the Nominal accounts for the above cost types, using the 'Nominal Codes' tab. These are manual journal entries.

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6. 7.

Enter an appropriate reference. The overhead recovery amount will only be posted upon full completion of the works order. The 'Complete works order regardless of quantity' check box allows you to fully complete a works order whether or not the required quantity has been completed; this works for amounts going over and under the required amount. If you are using Manufacturing Controller and the works order has a product code entered against it, and the 'Create GRN on Completion' setting has been made (see The Main Details Tab (One-Off Works Order) on page 297), the 'Locations' tab will be enabled. To state where the finished goods will be stored, click this tab now.

8.

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Each location entry will have a separate GRN created for it. Information entered in each of the columns will be stored against the GRN Record. 9. Click 'OK' to complete the process, and click 'Yes' at the prompt to confirm that you want to complete the quantity entered.

Complete Retention (Job Controller and Manufacturing Controller Only)


This routine applies to one-off works orders. When retention invoices have been settled, use this option to update the system. Works orders cannot be deleted from the system while there are retentions outstanding.

To complete retention invoices


1. 2. In the 'Works Order' window, select the works order you want to complete. Click 'Complete' and select 'Retention'. The 'Complete Retention' window appears.

3. 4. 5.

Enter or select a works order number and a stage. A list of invoice numbers, which include retention items appears. Select the entry that has been paid and click 'Complete'. The status in the 'Completed' column now changes to 'Yes'. Click 'OK'. When necessary you can now delete the relevant works order.

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Cancelling Works Orders

(Batch Controller and Manufacturing Controller Only)


Cancelling a works order prevents any further processing on that works order. Upon cancellation, Manufacturing automatically reverses any stock allocation entries and, where appropriate, returns any issues to stock. Once cancelled, the works order cannot have stock issued to it, or be marked as completed.

To cancel works orders


1. 2. In the 'Works Orders' window, select the orders you want to cancel. Click 'Cancel' and then click 'Yes' to confirm that you want to cancel the works order. The works order status changes to 'Cancelled' for each selected works order. All allocations are reversed and all issues are returned to stock. Note: Any necessary adjustments to stock should be made directly in Line 50. Also, remember to make any necessary adjustments to your GRN register in Manufacturing if you are maintaining traceability of materials. If the works order has been part completed or is being made to satisfy sales orders, the 'Cancel Works Order' window appears.

3. 4. 5.

If the works order is part completed, choose how you want to handle issued components. If the works order is being made to satisfy sales orders, choose how you want to handle any sales orders attached to the works order. Click 'OK' to complete the cancellation.

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Finding Works Orders

(Batch Controller and Manufacturing Controller)


You can search for works orders using a sales order number, customer order number, or by BOM reference. This allows you to determine whether: A particular finished product (or subassembly) is in the course of manufacture (that is, a works order is in progress). A particular finished product (or subassembly) is planned to be made. A particular sales order is being manufactured. A particular sales order has been assigned to a production plan.

To find works orders


1. In the 'Works Orders' window, click 'Find'. The 'Find Works Orders' window appears.

2. 3. 4. 5. 6.

Enter the reference to search for. This can be a BOM reference, sales order number, customer order number or estimate number. Select the type of reference to be searched for by selecting one of the 'What' options. Click 'Find' to start the search. The search results are displayed. Select an item and click 'Details' to display the 'Works Order Details' window for the selected item. Click 'Close' to return to the 'Works Orders' window.

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Updating BOM

(Batch Controller and Manufacturing Controller Only)


As you can amend the working bill of materials, you can also update the amendments and write these amendments back to the Bill of Materials module, either as an update to the original BOM, or as a completely new BOM.

To update the Bill of Materials


1. In the' Works Orders' window, select the required works order, and click 'Update BOM'. The 'Update Bill of Materials' window appears.

2.

Choose whether to replace the existing bill of materials or create a new one. To update the original bill of materials and replace the existing information, select the 'Replace existing Bill of Material details' check box. Note: This replaces any information you had previously for this bill of materials. To write a new bill of materials, clear the 'Replace existing Bill of Material details' check box, and choose a product to create the new bill of materials for. Note: You cannot choose a product that already has a bill of materials created. If necessary, enter a brand new product code and description and have Manufacturing make the necessary entries in the Line 50 products file.

3.

Click 'OK' to make the amendments.

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Printing Labels

(Batch Controller and Manufacturing Controller Only)


This option is available for batch works orders but you can only print labels for those orders raised to satisfy sales orders. You can print labels at any time after completing a works order.

To print labels
1. 2. In the 'Works Orders' window, select the required works order. Click 'Labels' to print the required labels.

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Displaying Subcontracting Operations


(Batch Controller and Manufacturing Controller)
To display subcontracting operations
1. In the 'Works Orders' window, within the 'Links' list, select 'Sub Contracting'. The 'Sub Contracting' window appears. You can display all the subcontracting operations for all of the live works orders.

The list shows the 'Works Order No.', BOM 'Reference' and 'Description', operation 'Sequence','Op.Reference' and operation 'Description', quantity 'Required', quantity 'Ordered', 'To Be Ordered', 'Despatched' and 'Completed'. Shortages (where quantity ordered is less than quantity required) are highlighted on the screen. 2. Select the option that you require from the icons at the top of the subcontracting window.

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Record

Click 'Record' to display details about this operation. You can remove entries by highlighting and clicking 'Del' or 'F8'. Note: If you delete or cancel a subcontract purchase order in Line 50 after raising it from within Manufacturing, you must also remove it using this facility.

Raise Orders Despatch

Click 'Raise Orders' to build a suggested order list for the selected subcontract operations. Click 'Despatch' to enter the quantity being despatched to a subcontractor. Select a supplier to whom you are despatching subcontract materials, and then select the subcontract operation. The system checks whether or not a purchase order has been placed with the supplier for this operation. If not, the row is highlighted as a warning but you can continue to despatch to the supplier. The system also checks whether the quantity despatched exceeds the outstanding quantity for the operation. You can print an advice note from the window. The advice note number is automatically generated as you have specified in the 'Works Order Defaults'.

Print Receive

Click 'Print' to print or re-print advice notes. Click 'Receive' to record receipts from a subcontractor. You can enter: A purchase order number. A supplier reference. A list of subcontract purchase orders that have been raised for the supplier is displayed. Choose one of these, or click 'Cancel'. If you click 'Cancel' you can enter details of the receipt in the grid on the receipt window.

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Reports

Click 'Reports' to preview and print subcontracting reports. In the 'Sub Contracting Reports' window select the output that you want ('Printer', 'Preview' or 'File'); then select the required report and click 'Run' to run the report. A selection criteria window will be displayed allowing further selection criteria to be entered, such as works in progress by supplier, by product, and so on.

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Chapter 8
Traceability
(Batch and Manufacturing Controllers)

If you are using the Batch Controller or Manufacturing Controller variants, and you want traceability of material movements through the system, read this chapter. Manufacturing automatically generates a goods received number for incoming deliveries. This number cross references to one or more works order numbers. Full traceability of material movements through the system is provided as the works order is cross referenced with the sales order and invoice numbers. Initially Manufacturing has the option of automatically creating opening balance GRNs for any existing stock held in Line 50. We recommend you do this before issuing GRNs for other incoming goods. For more information see Creating Opening Balance GRNs on page 386. To maintain traceability of materials, record incoming deliveries using Manufacturing. You do not need to enter a stock movement posting for incoming goods in Line 50 since entries in Manufacturing are automatically posted into Line 50. For more information see Receiving Goods on page 389.

In this chapter:
Setting Traceability Defaults .............374 Looking at the Traceability Options ..378 Looking at the Traceability Window ..380 Creating a GRN manually.................382 Amending GRN Details ....................384 Creating Opening Balance GRNs.....386 Finding a Goods Received Note ......387 Receiving Goods .............................389 Using the Quarantine Facility............394 Despatching from Stock ..................397 Adjusting a Goods Received Note ...398 Transferring Stock............................399 Printing Labels .................................402 Viewing Archive GRNs .....................403

Setting Traceability Defaults


To set the Traceability defaults
From the menu bar click 'Settings' and select 'Traceability Defaults'. The 'Traceability Defaults' window appears. For more information on each Traceability tab, please read the following sections.

The Numbering Tab


To enter numbering settings
1. In the 'Traceability Defaults' window, enter the settings required.

2.

Enter the settings required according to the following descriptions. Next GRN Number Displays the next sequential goods received note number to allocate. You can change this by entering a new unused number in the box. You can enter a prefix for your works order numbers if required. For example, 'GRN'.

Prefix

Traceability (Batch and Manufacturing Controllers)

Format to (places)

You can enter the required number of digits to be used for the goods received note number. This ensures that GRNs are always displayed in the expected order. For example, entering '4' would result in a sequence of '0001', '0002', '0003', and so on. Enter the description to use for opening balance GRNs. Displays the next sequential returns note number to allocate. You can change this by entering a new unused number in the box. You can enter a prefix for your returns note numbers if required. For example, 'RN'. You can enter the required number of digits to be used for the returns note number. This ensures that returns are always displayed in the expected order. For example, entering '4' would result in a sequence of '0001',' 0002', '0003', and so on.

Opening GRN Reference Next Returns Number

Prefix Format to (places)

3.

To continue entering 'Traceability' options, click the 'Receiving Goods/Labels tab. To save your 'Traceability' options, click 'OK'. To close the Traceability options, click 'Cancel'.

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The Receiving Goods/Labels Tab


To enter receiving goods/labels settings
1. In the 'Traceability Defaults' window, click 'Receiving Goods/Labels'. The 'Receiving Goods/Labels' settings appear.

2.

Enter the settings required according to the following descriptions. Default quantity to Select whether to receive goods that default to the: Outstanding quantity. Zero. Automatically allocate incoming stock to Works Orders Select whether you want to be prompted to automatically allocate incoming materials to works orders. If you are using the 'Quarantine' facility, you will be prompted when goods pass 'Quarantine', otherwise the prompt will appear when receiving goods. Select this check box if you want to receive goods into 'Quarantine' before they are recorded into Line 50.

Receive into quarantine

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Use multiple locations

Select this check box if you want to receive goods at multiple locations. If you do not select this option you will still be able to enter one location on each line of a purchase order.

Restrict location entry to Select this check box to restrict the entry of locations to a List/Accounts Location pre-defined list. If you do not select this box, you can enter free text into the location box. We recommend that you select this box. To restrict location entry to a list, click 'Locations' to set up the list. (You can also access the 'Locations' from the main 'Settings' menu.) Labels When goods are received, you can print labels in order to physically identify the goods. You can choose to: Default to the quantity received. Default to zero. Default to a specific number. If you select this option you must enter the number you want to use. 3. To save your 'Traceability' options, click 'OK'. To close the 'Traceability' options window, click 'Cancel'.

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Looking at the Traceability Options


Use the 'Traceability toolbar' to easily access all the Traceability facilities.

Option New Record Opening GRNs Receive Find Despatches

Description Use this to create a goods received note without originally raising a purchase order (when they are created automatically). Use this to amend and view goods received notes. Use this option if you are a new Manufacturing user and need to create opening balance GRNs for existing stock already held in your Line 50 product file. Use this to receive goods and maintain traceability of materials through the production process. Use this option to trace goods received notes. Use to maintain traceability of materials if you make goods for stock and not as a result of a sales order. This option allows the connection of the works order and sales order once a sales order has been received for stock produced in advance. Use to adjust a quantity against an individual goods received note. Use to move part of the stock associated with a GRN from one location to another. Use to produce labels for incoming items. Produce Traceability Reports.

Adjust Transfer Labels Reports

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Traceability Links
There are additional facilities within traceability, accessible from the 'Links' list in the 'Traceability' window.

The link is as follows: Link Quarantine Description Use to inspect goods in a quarantine area before receiving them. This is accessible from the 'Links' list in the 'Traceability' window if you have selected the Traceability option to 'Receive into Quarantine' (see The Receiving Goods/Labels Tab on page 376). Use to view the history of fully used Goods Received Notes.

Archived History

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Looking at the Traceability Window


To access the Traceability window
1. Click 'Traceability' on the 'Navigation Bar'. The 'Traceability' window appears, displaying a list of the goods received notes that have been set up in a list format.
This is the Traceability Toolbar.

2.

Click 'Change View' to change between the views: List Customers A list of the goods received notes (described above). A tree view list of the goods received notes. You can drill down on an individual GRN and see full traceability, so, for example, you could see which sales order (and customer) was sent to a GRN (batch).

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Dashboard

A detailed view of information vital to traceability with categories as follows: Due to expire in the next 30 days Due for delivery in the next seven days Items in Quarantine Value of items due to expire You can update this information by clicking 'Update', and print the information by clicking 'Print'.

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Creating a GRN manually


You can create a GRN without originally raising a purchase order.

To create a GRN manually


1. In the 'Traceability' window, click 'New'. The 'Create New GRN' window appears.

As Manufacturing automatically generates GRN numbers, the 'GRN Number' box is marked as <AutoNumber> and is unavailable. 2. 3. 4. 5. Enter a description if required. This is stored against the record and is only used for listing purposes. Enter the 'Product Code' that you are creating a GRN for. The 'Cost Price' for the product is displayed. Enter a 'Location' where the items are stored, if required. Enter a supplier 'Certificate No.', 'Suppliers Batch' number, 'Desp.Note No.' and 'Day Code' for the GRN, if required.

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6. 7. 8. 9.

Enter a 'Reference' for the posting that will be made to Line 50. For example, a description, initials, or some other identifier. Enter the 'Date' of the posting. Enter the 'Quantity' that will be posted to the GRN record and to the Line 50 product file. Change the 'Cost Price' for this GRN, if required. A new GRN record will be created and a 'Movement In' posting will be made to the product activity in Line 50.

10. Click 'OK' and then click 'Yes' to confirm that you want to create the GRN.

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Amending GRN Details


You can amend the GRN 'Description', 'Location', 'Expiry Date', 'Certificate No', 'Day Code' and any information on the 'Memo' tab. All other information is fixed and cannot be changed.

To amend or view a goods received note


1. In the 'Traceability' window, select the required GRN and click 'Record' to amend the GRN. The 'GRN' Details window appears, open at the 'Main Details' tab.

2. 3. 4.

Change the description, location, expiry date, certificate number, and day code, if required. Click the 'Memo' tab and enter any required notes. If you are using the 'Quarantine' facility you will be able to look at the inspection details information, by clicking 'Inspection Details'. All the information entered when the material was moved out of quarantine is shown. For more information see Using the Quarantine Facility on page 394. To view a list of movements for the stock received against the GRN, click 'Activity'.

5.

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Types of stock movement are: GI - Goods Inwards WI - Works Order Issue WC - Works Order Cancellation AI - Adjustment In AO - Adjustment Out The 'Goods Inward' movements are cross-referenced to the relevant purchase order number; similarly Works Order Issues are referenced to the works order number. 6. Select a Works Order Issue (WI) to activate the 'Details' button. Click 'Details' to display a list of the sales orders from which the works order originated. The GRN cross references to a works order. This option can only be used for works orders generated by planning recommendations. For more information see Planning (Batch, Job and Manufacturing Controllers) on page 195. Note: If the sales order window is blank it may be because the works order was created via Trial Kitting, or the works order was raised directly within works order processing. 7. Click 'Print' to print the activity list.

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Creating Opening Balance GRNs


This is a special routine for new Manufacturing users who have been using the Line 50 product file before installing Manufacturing. As part of the setup process, it is important to create opening balance GRNs for any stock already held within your Line 50 product file. Manufacturing adds together the unused quantities of the various 'stock-in' transactions ('AI', 'MI', 'GI' types) for every Line 50 product record and creates an opening balance GRN for the total. Note: If you use this option more than once, opening balance GRNs will become duplicated for each product record. However, you can delete the duplicates manually, from the 'Traceability' window. By default, each opening balance GRN will be given the standard reference 'Opening'. This is a setting in 'Traceability Defaults' (see The Numbering Tab on page 374). Note: This routine may take a few minutes to run, especially if there are a large number of stock items.

To create opening balance GRNs


1. 2. 3. 4. 5. In the 'Traceability' window, click 'Clear' to ensure that no GRNs are currently selected. Click 'Opening GRNs' to create opening balance GRNs. Click 'Yes' to confirm the creation of opening balance GRNs. When prompted, enter a 'Date' for the movements to take place. Click 'OK' to create the GRNs.

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Finding a Goods Received Note


Manufacturing provides a range of options for tracing Goods Received Notes.

To search for GRNs


1. In the 'Traceability' window, click 'Find'. The 'Find Goods Received Notes' window appears.

2.

Enter the 'Reference' number you want the system to search for and select the field to search 'In'. Note: You are given various standard options, as well as the option to search from all of the boxes in the GRN File.

3. 4. 5.

Click 'Find' to initiate the search. The items that are found display in the lower section of the window. Click 'Print' to print the list. Either: Click 'Close' when you have found the required item, or To display a full GRN record, select the required item, and then click 'Details'. The 'Goods Received Note Details' window appears.

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For more information on the 'Goods Received Note Details' window, see Creating a GRN manually on page 382.

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Receiving Goods
If you want to maintain traceability of materials through the production process, you must record the receipt of incoming deliveries using Manufacturing. There is no need to enter a stock movement posting for incoming goods in Line 50 since entries made within Manufacturing are automatically posted into Line 50. If you are receiving goods directly (and not using the 'Quarantine' facility) for receipt of each item on a purchase order in Manufacturing, the following information will be stored in Line 50: Purchase order number. Goods received number, without the prefix within Manufacturing. Item number. This is always 1. We post an item number because when using Line 50, multiple stock items can be entered against a goods received note, whereas we only ever have one stock item per goods received note within Manufacturing. Supplier reference. Item number of the line on the order. Stock code. Stock item description. Suppliers batch. Current system date. Quantity received. Original quantity ordered. Quantity left to be delivered prior to this receipt. Quantity received. Quantity left to be delivered after this receipt. If traceability of materials is not important, then you can use either the Manufacturing facilities or Line 50s Purchase Order Processing module.

To receive goods
1. In the 'Traceability' window, click 'Receive' to receive goods. The 'Receive Goods' window appears.

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2.

Enter the 'P. Order No.' (if known) of the order for which delivery is being recorded. Manufacturing displays the purchase order details.

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3. 4. 5.

The date 'Received' defaults to todays date. Amend the date if necessary. If all goods are being received exactly as ordered, and you do not want to enter any additional information, select the 'Receive all goods' check box. Clear the 'Print labels' check box if, on this occasion, you do not want to print the labels. Note: This overrides your default setting. If your default is set to 0, clearing the check box has no effect. If you do not print labels now, you will still be able to print labels later as long as you specify a label quantity.

6.

For each item required on the order, select the item and click 'Needed By' to display a list of all works orders awaiting delivery of the selected item. Enter the quantity now being received in the 'This Delivery' box. Note: Suppliers may send a greater quantity of material than was actually ordered. In many businesses this is acceptable, especially if the variance is within an agreed amount. Since Line 50 does not allow entry of quantities in excess of those shown on the purchase order, the original ordered quantity will need to be increased. Manufacturing will automatically make necessary amendments to the purchase order and product file. If the amount actually received is greater than the ordered quantity, you will need to confirm that you want to proceed by clicking 'Yes' at the following prompt.

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Click 'No' to return to the 'This Delivery' box. Enter your 'Suppliers Batch' number, if required. You will be able to trace all subsequent Works Order numbers using material from this delivery by using the search facilities. Enter the 'Expiry Date', if required and if the goods have a limited shelf life. You will be able to run a report to indicate which stock items should now be withdrawn. Enter the quantity of 'Labels' to be printed, if any. The default quantity is set within 'Traceability Defaults'. For more information see Setting Traceability Defaults on page 374. Enter the 'Location' where these materials will be stored. Note: The default location from the Line 50 product file will be displayed. If you are using the quarantine facilities the default location will be 'Quarantine'. If you have selected the option to receive into multiple locations, another window appears, allowing you to enter the locations and quantities. For more information see Setting Traceability Defaults on page 374. Enter the 'Desp. Note No.', if required. Enter the suppliers 'Certificate No.', if required. 7. Click 'Save' to receive the goods, to update your GRN Register within Manufacturing and to update the purchase order and Line 50 product file. Note: If you are using the 'Quarantine' facility, no GRN is created and the Line 50 product file is not updated. In order to make the updates, you need to use the 'Quarantine' facility. If this is a subcontract order, these can only be processed using the 'Quarantine' facilities and when you enter the returns quantity the system produces a returns note, reduces the complete quantity against the operation and increases the quantity figure. A GRN is also created. GRNs must be created for 'sub-contract' items, as there is no connection to Line 50 Stock Control. The originating works order is recorded alongside the incoming purchase order number in the 'Reference' column on the GRN activity. Additionally, the 'Purchase Order' and 'Works Order Number' columns are updated. The cost on the purchase order is updated to the actual costs against the works order record.

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8.

If you selected the option to allocate incoming materials to works orders and at least one of the items you are receiving is not going into quarantine, the 'GRN Receive Goods Automatic Allocation' window appears, listing the works orders waiting for the materials you are receiving.

Click 'OK' to allocate these works orders automatically. Note: The works orders will be allocated with all available stock, not the quantity that you are receiving. This is a shortcut to the 'Allocate Stock' routine in the 'Orders' module. Click 'Cancel' to skip the 'Allocate Stock' routine. 9. Repeat the above steps to receive further goods. Note: When you click the down arrow, only outstanding purchase orders are displayed.

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Using the Quarantine Facility


When you choose to use the Quarantine facility, all materials received using Manufacturing are held in the Quarantine module before the Traceability module and Line 50 are updated. Note: The GRN information held against a purchase order is not stored in Line 50. This is only stored in Line 50 if you receive goods directly into Manufacturing. For more information see Receiving Goods on page 389. You can exclude specific products from quarantine by using the Product Information facility. For more information see Product Cost Prices on page 568.

To access the search for GRNs


1. In the 'Traceability' window, select 'Quarantine' from the 'Links' list. Note: 'Quarantine' is only available if you have selected the 'Receive into quarantine' check box within 'Traceability Defaults' (see The Receiving Goods/Labels Tab on page 376). The 'Quarantine' window appears.

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2.

Select the item that you want to move out of 'quarantine' and click 'Details'. The 'Inspection Details' window appears.

3.

Enter the results of the inspection: 'Qty Inspected', 'Qty Passed', 'Qty Rejected' and 'Qty Returned'. Note: Line 50 will be updated automatically. However, Manufacturing does not print returns notes, so you will have to raise one manually.

4. 5.

Enter other details, such as the supplier 'Certificate No.' if required. Click 'OK' and click 'Yes' to confirm that you want to create the GRN for this product and update Sage Line 50 with the new delivery Note: Only the quantity entered in the 'Qty Passed' box in the 'Inspection Details' window is put into stock.

6.

If you selected the option to allocate incoming materials to works orders (see The Receiving Goods/Labels Tab on page 376 ) the 'Automatic Allocation of Works Orders' window appears, displaying works orders that are waiting for the materials you are passing from quarantine.

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Click 'OK' to allocate these works orders automatically. Note: The works orders will be allocated with all available stock, not the quantity that you are receiving. This is a shortcut to the 'Allocate Stock' routine in the 'Orders' module. Click 'Cancel' to skip the 'Allocate Stock' routine.

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Despatching from Stock


When goods are produced as a direct result of a sales order entry, Manufacturing automatically tracks the stock movements of components/raw materials, sub-assemblies and finished products. However, where finished goods are manufactured for stock there is no sales order to which production can be linked. The 'Despatch from Stock' option is provided to allow the connection of the Works Order and Sales Order, once a sales order has been received for stock produced in advance.

To despatch from stock


1. In the 'Traceability' window, click 'Despatches'. The 'Despatches from stock' window appears.

2. 3. 4. 5.

Enter the 'S. Order No.'. Enter the 'W. Order No.'. Enter the 'Quantity' you want to despatch. Click 'OK' to link the sales orders and works orders and enable future traceability.

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Adjusting a Goods Received Note


From time to time you may need to adjust a quantity against an individual goods received note.

To adjust a GRN
1. 2. In the 'Traceability' window, select the note that you want to adjust. Click 'Adjust'. The 'GRN Adjustment' window appears.

3. 4. 5. 6. 7.

In the 'Details' box, enter a reference for the adjustment (for example, a description, initials or some other unique identifier). Enter the 'Date' of the adjustment. Enter the 'Quantity' of the adjustment. Note: Adjustments out should be entered as a negative figure. Clear the 'Update Stock' check box to only adjust the GRN. If this box is clear, Line 50 will not be updated. Click 'OK' to make the adjustment. Note: The adjustment affects both the Manufacturing GRN Register, and also the Line 50 stock files if the 'Update Stock' check box is selected.

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Transferring Stock
From time to time it is necessary to move stock from one location to another. If you are moving all of the stock associated with one GRN, you can change the 'Location' of the GRN by modifying the GRN Record. However, if you are only moving part of the stock, you can use the 'Transfer' facility to accomplish this. The 'Transfer' facility performs an adjustment out of the original GRN and then creates a new GRN for the quantity entered. All of the original GRN details, such as the supplier manufacturing number, 'Certificate Number' and 'Expiry Date', are stored on the new record, and traceability is maintained through entries on the activity.

To transfer a GRN
1. 2. In the 'Traceability' window, select the note that you want to transfer. Click 'Transfer'. The 'GRN Transfer' window appears.

3. 4. 5. 6.

Enter the new 'Location' of the stock. Enter a 'Reference' for the transfer (for example, a description, initials or some other identifier). Enter the 'Date' of the transfer. Enter the 'Quantity' that you are transferring.

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7. 8.

Clear the 'Update Stock' check box to update only the GRN module. If this box is clear Line 50 will not be updated. Click 'OK' and click 'Yes' to confirm that you want to perform the transfer. After the transfer has taken place, the following entries are made: On the original GRN.

On the newly created GRN.

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Note: You cannot transfer stock from one GRN to another existing GRN. This ensures that traceability is not lost.

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Printing Labels
You can print labels at any time for a goods received note.

To print labels
1. 2. 3. In the 'Traceability' window, select the required GRN. Click 'Labels' to print the required labels. Confirm that you want to print labels for the selected GRN(s). The 'Print Labels' window appears.

4. 5. 6.

Enter the 'Label Layout' details. Enter the 'Print Labels' details. Click 'OK'. The labels are printed.

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Viewing Archive GRNs


The GRN archive contains a history of fully used goods received notes. These GRNs have been moved from the main GRN module into the archive by using the Period End facility. For more information see Period End (Batch, Job and Manufacturing Controllers Only) on page 556.

To view archive GRNs


1. In the 'Traceability' window, select 'Archived Traceability' from the 'Links' list. The 'Archived Traceability' window appears.

All of the toolbar options function in exactly the same way as the main GRN window. Select a record from the list and click 'Record' to see that GRN details. Click 'Find' to search for a specific GRN. Click 'Labels' to print a label from the GRN details. Click 'Reports' to print a GRN report.

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Chapter 9
Product Information

The Product Information module allows you to create a supplementary product record in Manufacturing for every existing record in Line 50. These records are referred to as 'Product Information Records'. You can create individual records or many at one time. There are no defaults or other configuration options required for the Product Information module.

In this chapter:
Looking at the Product Information Options............................................406 Looking at the Product Information Window ...........................................407 Creating Individual Product Information Records...........................................408 Creating Multiple Product Information Records...........................................413 Updating Descriptions on Invoices and Orders .............................................416 Adding a Supplier Reference to Product Information Records ........................417 Changing the defaults set up on Product Information Records ........................418 Viewing a Products On-order and Allocation Details .............................419

Looking at the Product Information Options

Option New Record Update Create All Create Category Add Supplier Defaults Breakdown Reports

Description Use this to create single product information records. Use this to amend and delete product information records. Use this to update Line 50 'Sales Invoices', 'Sales Orders' or 'Purchase Orders' with additional product descriptions. Use this to create product information records for every product in Line 50 by selecting a product category that exists in Line 50. Use this to create many product information records at once by selecting a product category that exists in Line 50. Add supplier details to product records. Change defaults across a range of product records Use this to display allocation and on-order information for a product. Produce Product Information reports.

Product Information

Looking at the Product Information Window


To access the Product Information window
From the 'Modules' menu , select 'Product Information' and then 'List'. The 'Product Information' window appears, displaying all products in a list format.
This is the Product Information Toolbar.

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Creating Individual Product Information Records


You can use the 'Product Information' option to create individual product information records as and when you require them.

To create an individual product information record


1. From the 'Modules' menu, choose 'Product Information', and then choose 'List'. The 'Product Information' window appears.

2.

Click 'New'. A blank 'Product Details' screen appears, displaying the 'Main Details' tab by default.

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Product Information

3.

Use the down arrow in the 'Product Code' box to select the product code of the item you want to store additional information for. Manufacturing automatically displays the product information that exists already. Enter the remaining product information as follows on the 'Main Details' tab. Product Details The 'Product Code' and 'Description' of the stock item you select is displayed. You can enter additional lines of description for the product. These can be updated automatically to your Line 50 Invoicing, SOP and POP modules. If you want Manufacturing to calculate expiry dates automatically when creating GRN records, enter the 'Shelf Life' here. This is not used in the Bill of Materials, Job Controller, or Batch Controller variants. Enter a new 'Buyer Code'. The 'Buyer Code' is used in the Planning MRP module. Any recommendations raised by MRP will display the 'Buyer Code'.

4.

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Levels/Sales

You can enter the 'Reorder Level' and 'Quantity' of the item. If you want stock forecasting to warn you when a products stock level rises above a certain point, enter the 'Maximum Level' here. Note: This is not used in the Bill of Materials, Job Controller, or Batch Controller variants. Enter the 'Maximum Batch Size' here. This is used in the Planning MRP module. You can enter the 'Sales Price' and the 'Unit of Sale' for the item.

Ordering/Costs

Enter the 'Last Cost Price (Standard)'. Enter the 'Standard Cost' price for the product. This is used for information only, for example, when costing a BOM, or to produce a report comparing this standard cost with different costs from alternative suppliers. It is not used in the Job Controller or Batch Controller variants. Enter the 'Lead Time (days)'. This is the number of working days elapsing between placing an order for this item and taking delivery. You should exclude weekends from the number of days you enter. Manufacturing uses this value as a default when you enter alternative suppliers. Enter the 'Aggregate Demand (days)'. This is the number of calendar days over which to aggregate demand in the Planning MRP module.

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Product Information

Stock Conversion

Select the 'Use Stock Conversion' check box if you buy components/raw materials in quantities of one unit, but issue it to production in quantities of another unit. It is important to enter the relationship between the two units correctly to ensure accurate stock recording and product costing. If, for example: Bar metal is purchased in Kilos but issued to production in Metres. One 5 metre bar weighs 10 kilos. A finished product requires 1 metre of metal bar = 1/5th of a bar = 2 kilos. then the following entries would be made in the Stock Conversion fields: Bought in Units 10 (Kilos) Allocation/Issue Units (1 Bar) and the Bill of Materials would show: Metal Bar 2 (Kilos) A works order for 100 of the finished product would now result in the issue of 200 kilos in Line 50 and 20 bars in Manufacturing. Note: This is not used in the Bill of Materials, Job Controller, or Batch Controller variants. You must ensure that the quantity for 'Bought In Units' converts directly to the quantity for 'Allocation/Issue Units'. You cannot enter a quantity of less than '1' in the 'Allocation/ Issue Units' box.

Options

Select the 'Exclude from quarantine' check box if you do not want this item to be subject to the quarantine procedures. For more information see Using the Quarantine Facility on page 394. It is not used in the Bill of Materials variant. Select the 'Cancel Works Orders' check box if you want to cancel works orders for the product. Select the 'Cancel Purchase Orders' check box if you want to cancel purchase orders for the product.

5.

To enter supplier information, click the 'Suppliers' tab.

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When you create a product information record, Manufacturing automatically picks up the preferred supplier, the suppliers part number, and the cost price from the Line 50 product record. You can enter as many alternative suppliers as you require in the 'Suppliers' tab as follows: Click underneath the first supplier shown to create a blank line and enter the following information: The account reference ('A/C'). The 'Part Number', if required. The 'Lead Time' in working days, if required. The 'Cost Price, if required. The date you last purchased this item from the supplier ('Last Ord. Date'). Manufacturing updates this value automatically each time you place a purchase order for this item. The minimum order quantity ('Min.Ord.Qty). Select the 'Automatically update suppliers list at Raise PO Stage' check box if you want Manufacturing to add the supplier to the list of additional suppliers in the product information record automatically. 6. To continue entering product information, click the 'Attached Files' tab. This tab allows you to attach files to a product information record. For example, you can attach Microsoft Word or Microsoft Excel documents containing information about the product, or even include the complete contents of a folder. This is particularly useful if you need to store supporting documentation for a product. Click 'Attach File' or 'Attach Folder'. Select the file or folder you want to attach to the product, and click 'Open' if a file, or 'OK' if a folder. Note: You can only select one file or folder at a time. To open the file or folder, select it using the left mouse button and click the down arrow button. You can enter a description alongside each attachment. This is purely for ease of reference. This information is not used elsewhere in Manufacturing. To delete an attached file, select the one you require and press 'F8'. The file is removed from the record. 7. To save your changes, click 'Save'. To discard your changes and leave the 'Product Information' record open, click 'Discard'. To close without saving your changes, click 'Close'.

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Product Information

Creating Multiple Product Information Records


You can use the 'Product Information' option to create several records at once by selecting a product category that exists in Line 50. You can even create a 'Product Information' record for every product that exists in Line 50.

To create product information records by product category


1. From the 'Modules' menu, choose 'Product Information'. The 'Product Information' window appears. 2. Click 'Create Category'. The 'Select Category' window appears.

3.

Select the 'Category' you want to use from the drop-down list and click 'OK'. The 'Generate Records' defaults window appears.

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4.

If you require, enter any defaults you want to apply to the records you are about to generate. You can enter defaults for 'Lead Time', 'Aggregate Demand', 'Standard Cost', 'Maximum Stock Level', 'Maximum Batch Size', 'Shelf Life', 'Buyer Code', 'Exclude from Quarantine', 'Automatically update suppliers list', 'Create Works Orders' and 'Create Purchase Orders'. For more information see To create an individual product information record on page 408. Click 'OK'. Manufacturing creates a new 'Product Information' record for every Line 50 stock item in the selected category. You can now enter information into the 'Product Information' records. For more information see To create product information records by product category on page 413.

5.

To create product information records for all products


1. From the 'Modules' menu, choose 'Product Information'. The 'Product Information' window appears. 2. 3. Click 'Create All'. A confirmation message appears. Click 'Yes' to confirm that you want to create a record for every product in Line 50. The 'Generate Records' defaults window appears.

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Product Information

4.

If you require, enter any defaults you want to apply to the records you are about to generate. You can enter defaults for 'Lead Time', 'Aggregate Demand', 'Standard Cost', 'Maximum Stock Level', 'Maximum Batch Size', 'Shelf Life', 'Buyer Code', 'Exclude from Quarantine', 'Automatically Update Suppliers List', 'Create Works Orders' and 'Create Purchase Orders'. For more information see To create an individual product information record on page 408. Click 'OK'. Manufacturing creates a new 'Product Information' record for every Line 50 stock item. You can now enter information into the 'Product Information' records. For more information see To create an individual product information record on page 408.

5.

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Updating Descriptions on Invoices and Orders


Use the 'Update' option in 'Product Information' to update the description on invoices and orders.

To update product descriptions on invoices and orders


1. From the 'Modules' menu, choose 'Product Information'. The 'Product Information' window appears. 2. Click the down-arrow to the right of 'Update', and choose the Line 50 modules you want to update with the additional product descriptions. You can choose from 'Sales Invoices', 'Sales Orders' or 'Purchase Orders'. 3. 4. Click 'Update'. A prompt asks you to confirm that you want to update the comments in Line 50. Click 'Yes' and Manufacturing searches the Line 50 modules you want to update for the product codes to which you have added extra description lines. When the program finds these product codes, it writes your additional descriptions to the corresponding Line 50 product record, using the two comment lines available in Line 50. Note: Manufacturing does not overwrite a comment line that has already been used in the Line 50 product record.

416

Product Information

Adding a Supplier Reference to Product Information Records


You can add the supplier details against a single stock item or a range of items.

To add a supplier to product information records


1. 2. In the 'Product Information' window, select the records you want to add a supplier to. Click 'Add Supplier'. The 'Add supplier to selected records' window appears.

3.

Enter the suppliers account reference (A/C). Manufacturing reads the suppliers name from the record in Line 50 and enters it into the 'Name' box.

4. 5. 6. 7. 8.

Enter a supplier's 'Part Number', if you require. Enter a 'Lead Time' in working days. If you select several products to update, Manufacturing uses this date for all of those products. Enter a 'Cost Price', if you require. If you select several products to update, Manufacturing uses this cost price for all of those products. Enter a minimum order quantity ('Min.Order Qty'), if you require. To save your details, click 'OK'. To close without saving your changes, click 'Cancel'. Manufacturing updates the product records with the supplier details.

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Changing the defaults set up on Product Information Records


You can change defaults across a range of product records. Note: Sage recommends that you take a backup copy of your existing data before using this option.

To change your product information record defaults


1. 2. In the 'Product Information' window, select the records you want to change. Click 'Defaults'. The 'Generate Records' window appears.

3.

Enter the defaults you want to update to the 'Product Information' records. You can enter defaults for 'Lead Time', 'Aggregate Demand', 'Standard Cost', 'Maximum Stock Level', 'Maximum Batch Size', 'Shelf Life', 'Buyer Code', 'Exclude from Quarantine', 'Automatically update suppliers list', 'Create Works Orders' and 'Create Purchase Orders'. For more information see To create an individual product information record on page 408. Click 'OK'. Sage Line 50 Bill of Materials applies your new defaults to your product records.

4.

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Product Information

Viewing a Products On-order and Allocation Details


To access a products on-order and allocation details
Either: From the 'Modules' menu , select 'Product Information' and then 'Stock Quantity Breakdown'. Or: In the 'Product Information' window, click 'Breakdown' to display allocation and on-order information for a product.

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420

Chapter 10
Certificates of Conformity
(Batch, Job and Manufacturing Controllers)

The Certificates of Conformity Register records all certificates of conformance issued for products produced and despatched. User-definable certificates may be printed for entries in the register.

In this chapter:
Setting Certificates of Conformity Defaults ...........................................423 Looking at the Certificates of Conformity Options............................................424 Looking at the Certificates of Conformity Window ...........................................425 Enter or Amend a Certificate of Conformity.......................................426 Printing Certificates of Conformity ....432

Certificates of Conformity
The Certificates of Conformity Register enables you to keep a record of all certificates issued, along with detailed information relating to each certificate. You may also print the certificates using this facility singly or in batches. The example below shows a certificate of conformity that you can print from Manufacturing.

Certificates of Conformity (Batch, Job and Manufacturing Controllers)

Setting Certificates of Conformity Defaults


To set up defaults
1. From the menu bar click 'Settings' and select 'Certificate Defaults'. The 'Certificate of Conformity Defaults' appear.

2.

To make use of automatic certificate numbering: Select the 'Automatic Certificate Numbers' check box. Enter the number from which you want the automatic numbering to start in the 'Next Certificate Number' box. Enter what you want to use as a prefix (up to 10 characters) and this will appear immediately before the certificate number, for example, CERT. Enter the required number of digits, including leading zeroes to be used for the Certificate Number in the 'Format to (places)' box. Note: If you do not select 'Automatic Certificate Numbers' then you will need to enter certificate numbers manually, and keep track of these yourself.

3. 4. 5.

Enter or amend the message to be printed on the certificate of conformity. If you leave the 'Print Sales Order Items On Certificate' check box selected, all lines on a selected sales order print on the certificate. Click 'OK' once you have made all the changes.

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Looking at the Certificates of Conformity Options

Option New Record Print Reports

Description Use this to enter certificates of conformity. Use this to amend certificates of conformity. Use this option to print certificates of conformity. Use this option to produce certificates of conformity reports.

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Looking at the Certificates of Conformity Window


The 'Certificates of Conformity' window lists all previous certificates produced, allows you to add a new certificate to the database, and enables you to print reports.

To use the Certificate of Conformity window


From the 'Modules' menu, select 'Certificates of Conformity'. The 'Certificates of Conformity' window appears.
This is the Certificates of Conformity Toolbar.

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Enter or Amend a Certificate of Conformity


To add, amend or view a certificate
1. If you are adding a certificate, in the 'Certificates of Conformity' window, click 'Clear' to ensure that no certificates are currently selected and then click 'New' on the Certifcates of Conformity toolbar. If you are viewing or amending a certificate, in the 'Certificates of Conformity' window, select the required certificate. Click 'Record'. The 'Certificate of Conformity' window appears. For more information on each of the record tabs, see the following sections.

2. 3.

The Identification Tab


To enter identification information

1.

If you have not chosen to use automatic certificate numbering (see Setting Certificates of Conformity Defaults on page 423) and you are creating a new certificate of conformity then enter the 'Reference'.

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Certificates of Conformity (Batch, Job and Manufacturing Controllers)

2. 3. 4. 5.

Enter or amend the description for the certificate. Enter or amend the date of the certificate. Enter or amend any relevant notes or comments in the 'Memo' box. To continue entering or amending the Certificate of Conformity details, click the 'Details' tab. To save your 'Certificate of Conformity' details , click 'Save'. To close the 'Certificate of Conformity' details, and return to the 'Certificates of Conformity' window, click 'Close'.

The Details Tab


The 'Details' tab allows you to cross-reference the certificate with information, such as purchase order number, job number, sales order number and product code.

To enter details information


1. In the 'Certificate of Conformity Details' window, click the 'Details' tab. The 'Details' information appears.

2.

Enter or amend the information required. Note: All boxes are optional.

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P. Order No. W. Order No. S. Order No. Product Code Drawing Number Quality Standard

Enter or amend the 'P. Order No.' that relates to this certificate. Enter or amend the 'W. Order No.' that relates to this certificate. Enter or amend the 'S. Order No.' that relates to this certificate. Enter or amend the product code that relates to this certificate. Enter the quantity of product produced. Enter or amend the drawing number that relates to this certificate. Enter or amend a description of the standard specified for the product produced.

Account Ref and Name. Enter or amend the account reference that relates to this certificate. 3. To continue entering or amending the 'Certificate of Conformity' details, click the 'Description of Components' tab. To save your 'Certificate of Conformity' details, click 'Save'. To close the 'Certificate of Conformity' details and return to the 'Certificates of Conformity window', click 'Close'

The Description of Components Tab


To enter description of components information
1. In the 'Certificate of Conformity Details' window, click the 'Description of Components' tab. The 'Description of Components' information appears.

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2. 3.

Enter a description of the components used within the product built. To continue entering or amending the 'Certificate of Conformity' details, click the 'Condition of Despatch' tab. To save your 'Certificate of Conformity' details, click 'Save'. To close the 'Certificate of Conformity' details, and return to the 'Certificates of Conformity' window, click 'Close'.

The Condition of Despatch Tab


To enter condition of despatch information
1. In the 'Certificate of Conformity Details' window, click the 'Condition of Despatch' tab. The 'Condition of Despatch' information appears.

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2. 3.

Enter a description for the condition of the goods on despatch. To continue entering or amending the 'Certificate of Conformity' details, click the 'Agreed Concessions' tab. To save your 'Certificate of Conform'ity' details , click 'Save'. To close the 'Certificate of Conformity details, and return to the Certificates of Conformity' window, click 'Close'.

The Agreed Concessions Tab


To enter agreed concessions information
1. In the 'Certificate of Conformity Details' window, click the 'Agreed Concessions' tab. The 'Agreed Concessions' information appears.

430

Certificates of Conformity (Batch, Job and Manufacturing Controllers)

2. 3.

Enter a description for any agreed concessions to the goods despatched. To save your 'Certificate of Conformity' details , click 'Save'. To close the 'Certificate of Conformity' details, and return to the 'Certificates of Conformity' window, click 'Close'.

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Printing Certificates of Conformity


You can print a copy of the Certificate of Conformity at any time.

To print a certificate of conformity


1. 2. In the 'Certificates of Conformity' window, select the required certificate. Click 'Print'.

432

Chapter 11
The Labour Register

The Labour Register holds details of all labour manufacturing processes including times and related costs. This chapter includes information about adding and amending labour processes. There are no defaults or other configuration options required for the Labour Register.

In this chapter:
Looking at Labour Register Options.434 Looking at the Labour Window ........435 Adding a Labour Process ................436 Amending a Labour Process............437 Deleting a Labour Process ...............438

Looking at Labour Register Options

Option New Record Reports

Description Use this to create a labour process in the Labour Register. Use this to amend and delete labour processes in the Labour Register. Produce Labour Register reports.

The Labour Register

Looking at the Labour Window


To access the Labour Register window
From the 'Modules' menu, click 'Labour Register'. The 'Labour Register' window appears, displaying all currently saved labour processes in a normal list format.
This is the Labour Register Toolbar.

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Adding a Labour Process


To add a labour process
1. In the 'Labour Register' window, click 'New'. An empty 'Labour Details' window appears.

2. 3. 4. 5. 6.

Enter a reference (for example, LP1, LP2 etc.) for the labour process. Enter a description for the process (for example, cutting, drilling, assembly, inspection). Enter any notes in the 'Memo' box. Enter an hourly charge rate for the process. Manufacturing uses this rate as a default when adding the labour process to a BOM or estimate operation. Enter or select a labour resource 'Group'. The Graphical Planner assigns works orders or works order recommendations to either a specific labour resource or to a labour resource group.

7.

To save the process, click 'Save'. To close, click 'Close'.

436

The Labour Register

Amending a Labour Process


To amend a labour process
1. 2. 3. 4. In the 'Labour Register' window, select the required process. Click 'Record'. The 'Labour Details' window appears. Make amendments to the process details as necessary. To save the amended process, click 'Save'. To close, click 'Close'.

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Deleting a Labour Process


To delete a labour process
1. 2. In the 'Labour Register' window, select the required process. Click 'Delete'.

438

Chapter 12
Machine Register

The Machine Register holds details of machines used in manufacturing processes including hourly rates. You may also store additional information including serial numbers, calibration intervals, repair history and so on. There are no defaults or other configuration options required for the Machine Register.

In this chapter:
Looking at the Machine Options ......440 Looking at the Machine Window......441 Adding a Machine Record ...............442 Amending a Machine Record...........445 Deleting a Machine Record ..............445

Looking at the Machine Options

Option New Record Reports

Description Use this to create machines in the Machine Register. Use this to amend and delete, amend and delete machines in the Machine Register. Use this option to display a graphical view of planned loading of a machine measured against capacity as entered under the operating hours for the machine.

Machine Register

Looking at the Machine Window


To access the Machine Register window
From the 'Modules' menu, select 'Machine Register'. The 'Machine Register' window appears, displaying all currently saved machines in a normal list format.
This is the Machine Register Toolbar.

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Adding a Machine Record


To add a machine record
1. 2. In the 'Machine Register' window, click 'Clear' to ensure that no records are currently selected. Click 'New'. An empty 'Machine Details' window appears. For more information on each of the record tabs, see the following sections.

The Main Details Tab


To enter main details

1. 2. 3. 4. 5.

Enter a reference for the machine being added. Enter a description for the machine. Enter any notes in the 'Memo' box. Enter an hourly charge rate for the machine. Manufacturing uses this rate as a default when the machine is used for a BOM or estimate operation. If required, enter the number of hours the machine operates before requiring a full service. This information is for reference only, and is not otherwise used within the system.

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Machine Register

6. 7.

If required, enter the number of hours the machine operates before requiring an ordinary service. This information is for reference only, and is not otherwise used within the system. Enter or select a machine resource 'Group'. The Graphical Planner assigns works orders or works order recommendations to either a specific machine resource or to a machine resource group.

8.

To continue entering the Machine Details, click the 'Other Details' tab. To save your 'Machine Details', click 'Save'. To close the 'Machine Details' window, and return to the 'Machine Register' window, click 'Close'.

The Other Details Tab


To enter other details
1. In the 'Machine Details' window, click the 'Other Details' tab. The 'Other Details' information appears.

2.

Enter the information required. Note: Entering the number of calibration interval days enables Manufacturing to calculate the date of the next calibration automatically, in conjunction with the 'Calibration History' details (see the 'Calibration History' tab).

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3.

To continue entering the 'Machine Details', click the 'Calibration History' tab. To save your 'Machine Details', click 'Save'. To close the 'Machine Details' window, and return to the 'Machine Register' window, click 'Close'.

The Calibration History Tab


To enter calibration history
1. In the 'Machine Details' window, click the 'Calibration History' tab. The 'Calibration History' information appears.

2. 3. 4. 5. 6. 7.

Enter the date of the last calibration. Enter the results of the last calibration. Manufacturing automatically calculates the due date of the next calibration. Enter the details of repairs. Enter any further information in the 'Notes' box. To save the machine details, click 'Save'. To close, click 'Close'.

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Machine Register

Amending a Machine Record


To amend a machine record
1. 2. 3. 4. In the 'Machine Register'window, select the required machine. Click 'Record'. The 'Machine Details' window appears. Make amendments to the machine record details as necessary. To save the amended machine record, click 'Save'. To close, click 'Close'.

Deleting a Machine Record


To delete a machine record
1. 2. In the 'Machine Register' window, select the machine you want to remove from the list. Click 'Delete' and confirm the deletion when the system prompts you for confirmation.

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446

Chapter 13
Drawing Register
(Batch and Manufacturing Controllers)

The Drawing Register allows you to keep a record of all drawings relating to manufactured items. Details include drawing numbers, revision details, the product and customer for which the drawing is used, and the physical location of the drawing. In addition, drawings entered on the Drawing Register may be cross referenced to a bill of materials, which causes the drawing reference and latest revision date to appear on works order documentation. There are no defaults or other configuration options required for the Drawing Register.

In this chapter:
Looking at Drawing Options.............448 Looking at the Drawing Window ......449 Adding a Drawing ............................450 Amending a Drawing .......................452 Deleting a Drawing...........................458

Looking at Drawing Options

Option New Record Reports

Description Use this to create drawings in the Drawing Register. Use this to amend and delete drawings in the Drawing Register. Produce Drawing Register reports.

Drawing Register (Batch and Manufacturing Controllers)

Looking at the Drawing Window


To access the Drawing Register window
From the 'Modules' menu, select the 'Drawing Register'. The 'Drawings Register' window appears, displaying all currently saved drawings in a normal list format.
This is the Drawings Register Toolbar.

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Adding a Drawing
To add a drawing
1. 2. 3. In the 'Drawing Register' window, click 'Clear' to ensure that no drawings are currently selected. Click 'New'. An empty 'Drawing Details' window appears, displaying the 'Main Details' tab by default.

Note: A description of the details shown in the 'Drawing Details' window is provided in the section 'Amending a Drawing'. For more information see To amend a drawing on page 452. 4. 5. 6. 7. 8. Enter the main details as you require. For more information see The Main Details Tab on page 452. Enter 'Revision details'. For more information see The Revision Details Tab on page 453. Enter the 'Product/Customer' details. For more information see The Product/Customer Tab on page 454. Enter the path to additional files on your PC or network which you want to link with this drawing. For more information see The Attached Files Tab on page 455. Enter memo text for the drawing. For more information see The Memo Tab on page 457.

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Drawing Register (Batch and Manufacturing Controllers)

9.

When you have finished entering your drawing details, click 'Save'. The 'Drawing Details' window closes and you are returned to the 'Drawing Register' window.

For more information on each tab, please read the following sections.

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Amending a Drawing
To amend a drawing
1. 2. 3. In the 'Drawing Register' window, select the required drawing. Click 'Record'. The 'Drawing Details' window opens at the 'Main Details' tab. Amend the details on all tabs as you require. When you have finished entering your drawing details, click 'Save'. The 'Drawing Details' window closes and you are returned to the 'Drawing Register' window. For more information on each tab, please read the following sections.

The Main Details Tab


To enter drawing main details
1. 2. In the 'Drawing Register' window, select the required drawing. Click 'Record' to open the 'Drawing Details' window. The 'Drawing Details' window opens at the 'Main Details' tab.

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Drawing Register (Batch and Manufacturing Controllers)

3. 4. 5.

Enter a drawing description. Enter validity dates for the drawing, if required. Enter the storage information. You can record the physical location of the drawing using the storage details. For example, the drawing could be on paper stored in a particular cabinet, or saved on a floppy disk in a specific box. To continue making changes to the drawing details, click the 'Revision Details' tab. To save your 'Drawing' details, click 'Save'. Note: If you are amending an existing drawing and this drawing is attached to one or more BOMs or estimates, click 'Yes' at the prompt that appears, to ensure that the details stored in the Bill of Materials module and Estimating module is up to date. To close the 'Drawing Details' window and return to the 'Drawing Register', click 'Close'.

6.

The Revision Details Tab


To enter drawing revision details
1. In the 'Drawing Details' window, click the 'Revision Details' tab. The 'Revision Details' information appears.

2. 3.

Enter the 'Last Revision Date' and details of the latest revisions made. To add a new revision, click 'Add'.

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This updates the history with the details shown on the 'Revision Details' tab and clears the boxes ready for new information. 4. To see a list of previous revision, click 'History'. The 'Revision History' window appears.

Click 'Close' to return to the 'Revision Details' tab. 5. To continue making changes to the drawing details, click the 'Product/Customer' tab. To save your 'Drawing' details, click 'Save'. Note: If you are amending an existing drawing and this drawing is attached to one or more BOMs, click 'Yes' at the prompt to ensure that the details stored in the Bill of Materials module is up to date. To close the 'Drawing Details' window, and return to the 'Drawing Register', click 'Close'.

The Product/Customer Tab


You can use the 'Product/Customer' tab to cross-reference the drawing to a specific product or customer.

To enter product or customer drawing details


1. In the 'Drawing Details' window, click the 'Product/Customer' tab. The 'Product/Customer' information appears.

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Drawing Register (Batch and Manufacturing Controllers)

Note: All product/customer entries are optional. 2. 3. 4. Enter the product code to which this drawing relates. Enter the Sales Ledger account reference to which this drawing relates. To continue making changes to the drawing details, click the 'Attached Files' tab. To save your 'Drawing' details, click 'Save'. Note: If you are amending an existing drawing and this drawing is attached to one or more BOMs, click 'Yes' at the prompt to ensure that the details stored in the Bill of Materials module is up to date. To close the 'Drawing Details' window, and return to the 'Drawing Register', click 'Close'.

The Attached Files Tab


You can attach or associate documents and folders that may be related to the selected drawing using the 'Attached Files' tab. The document may be a letter and the drawings or formal quotations. These can be in any file format (for example, Microsoft Access, Microsoft Word, Microsoft Excel).

To attach a file or folder to a drawing record


1. In the 'Drawing Details' window, click the 'Attached Files' tab. The 'Attached Files' information appears.

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2.

To attach a file or folder to a Drawing record, click 'Attach File' or 'Attach Folder' as appropriate. An 'Open' or 'Choose File(s)' window appears, depending on your operating system. Select the file or folder you want to attach to the Drawing and click 'Open' if a file, or 'OK' if a folder. Note: You can only select one file or folder at a time. The file or folder appears in the 'Attached Files' list.

3.

4. 5. 6. 7.

To open a file or folder, select it using the left mouse button and click the down arrow. Enter a description for each attachment, if you require. This is used for information purposes only. To delete an attached file, select it in the 'Attached Files' list and press 'F8'. The file is removed from the drawing; it is not removed from your computer. To continue making changes to the drawing details, click the 'Memo' tab. To save your 'Drawing' details, click 'Save'. Note: If you are amending an existing drawing and this drawing is attached to one or more BOMs, click 'Yes' at the prompt to ensure that the details stored in the Bill of Materials module is up-to-date. To close the 'Drawing Details' window, and return to the 'Drawing Register', click 'Close'.

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Drawing Register (Batch and Manufacturing Controllers)

The Memo Tab


You can enter any notes related to the drawing using the 'Memo' tab.

To amend memos
1. In the Drawing Details' window, click the 'Memo' tab. The 'Memo' information appears.

2. 3.

Make the amendments as required. To save your 'Drawing' details, click 'Save'. Note: If you are amending an existing drawing and this drawing is attached to one or more BOMs, click 'Yes' at the prompt to ensure that the details stored in the Bill of Materials module is up-to-date. To close the 'Drawing Details' window, and return to the 'Drawing Register', click 'Close'.

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Deleting a Drawing
As drawing records become redundant you can remove them.

To delete drawing records


1. 2. In the 'Drawing Register' window, select the drawing record or records that you want to delete. Click 'Delete' to delete the drawing record or records.

458

Chapter 14
Employees
(Job and Manufacturing Controllers)

If you are using Job Controller or Manufacturing Controller you can enter employee details and attach a default labour category to each employee. When you enter actual labour costs under timesheets, you can amend the category and the hourly rate if necessary. Employees are also used by the Sage Operation Times module, which is a Manufacturing Controller add-on module. There are no defaults or other configuration options required for Employees.

In this chapter:
Looking at the Employees Options...460 Looking at the Employees Window ..461 Adding an Employee Record ...........462 Amending an Employee Record.......463 Deleting an Employee Record ..........466

Looking at the Employees Options

Option New Record Reports

Description Use this to create employee details. Use this to amend and delete employee details. Produce Employee reports.

Employees (Job and Manufacturing Controllers)

Looking at the Employees Window


To access the employees window
From the 'Modules' menu on the main 'Menu Bar', select 'Employees'. The 'Employees' window appears.
This is the Employees Toolbar.

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Adding an Employee Record


To add an employee record
1. 2. In the 'Employees' window, click 'Clear' to ensure that no employees are currently selected. Click 'New'. The 'Employee Details' window appears, displaying the 'Main Details' tab by default.

Note: A description of the details shown in the 'Employee Details' window is provided in the section Amending an Employee Record. For more information see The Main Details Tab on page 463. 3. 4. Enter the information required. Click 'Save' when you have entered all the required information.

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Employees (Job and Manufacturing Controllers)

Amending an Employee Record


To amend an employee record
1. 2. 3. 4. 5. In the 'Employee Details' window, select the required employee record. Click 'Record'. The 'Employee Details' window opens at the 'Main Details' tab. Enter the employee 'Main Details'. For more information see The Main Details Tab on page 463. Enter the memo text for the employee. For more information see The Memo Tab on page 465. When you have finished entering your employee details, click 'Save'. The 'Employee Details' window closes and you are returned to the 'Employees' window. For more information on each tab, please read the following sections.

The Main Details Tab


1. 2. In the 'Employee Details' window, select the required employee record. Click 'Record'. The 'Employee Details' window opens at the 'Main Details' tab.

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3.

Enter an employee number of up to 10 letters and/or numbers. You may find it helpful to incorporate at least some characters from the employee's name. For example, John Smith may have a number of SMI001.

4. 5.

Complete the other boxes for 'Surname', 'First Name', 'Initials' and 'Address'. In the 'Labour Category Details' area, enter the employee category reference. As described earlier, employees can be grouped according to function or skill. For example, operators and supervisors. These categories are set up under labour categories. For more information see Labour Categories (Job and Manufacturing Controllers) on page 501.

6.

The description and default rate will be displayed. If the default rate is not appropriate for this employee you can change it to another figure. Note that this will only change the rate for this employee, not the labour category in general.

7.

In the 'Additional Information' area, enter a department that applies to this employee, if required. Note: If you are using the 'Operation Times' add-on, you can print the barcode reports by department.

8.

If you are using the 'Operation Times' add-on and you are using terminal hardware to collate time and costs, enter the 'Clock No'. This normally ties up with the clock number assigned in Time and Attendance software.

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Employees (Job and Manufacturing Controllers)

9.

To continue making changes to the employee details, click the 'Memo' tab. To save your Employee details, click 'Save'. To close the 'Employee Details' window, and return to the 'Employees' window, click 'Close'.

The Memo Tab


1. In the 'Employee Details' window, click the 'Memo' tab. The 'Memo' information appears.

2. 3.

Enter any appropriate notes in the 'Memo' box. There is no limit to the text you may enter here. To save your Employee details, click 'Save'. To close the 'Employee Details' window, and return to the 'Employees' window, click 'Close'.

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Deleting an Employee Record


As employee records become redundant you can remove them.

To delete employee records


1. 2. In the 'Employees' window, select the employee record or records that you want to delete. Click 'Delete' to delete the employee record or records.

466

Chapter 15
Operations Register

Operations details may be entered individually each time you create a BOM or an estimate. However, you may find it easier and quicker to first store frequently used operations as templates in the Operations Register for subsequent use within BOMs or estimates. Details entered in this register act as defaults and may therefore be changed as necessary when used within an individual estimate, BOM or works order. There are no defaults or other configuration options required for the Operations Register.

In this chapter:
Looking at the Operations Register Options............................................468 Looking at the Operations Register Window ...........................................469 Adding an Operation........................470 Amending an Operation ...................476 Deleting an Operation ......................477 Copying an Operation......................478

Looking at the Operations Register Options

Option New Record Copy Reports

Description Use this to create operations in the Operations Register. Use this to amend and delete operations in the Operations Register. Use to create a new operation, similar to one which already exists. Produce Operations Register reports.

Operations Register

Looking at the Operations Register Window


To access the Operations Register window
From the 'Modules' menu on the main Menu Bar, select 'Operations Register'. The 'Operations Register' window appears, displaying all currently saved operations in a normal list format.
This is the Operations Register Toolbar.

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Adding an Operation
Operations comprise the labour and machine processes required to manufacture an item. For each operation you specify the labour and machine processes involved as well as the time required to complete the operation, including any machine set up time. You can also store here details of any piece work or subcontract operations, as well as tooling costs.

To add an operation
1. 2. In the 'Operations Register' window, click 'Clear' to ensure that no records are currently selected. Click 'New'. An empty 'Operation Details' window appears. For more information on each of the record tabs, see the following sections.

The Main Details Tab


To enter main details

1. 2.

Enter an operation reference. This is alphanumeric. Enter an operation description. This will appear on any works order documentation that you produce.

470

Operations Register

3. 4. 5.

Enter any notes relating to this operation. These may be printed on works order documentation. If you do not want this operation to be printed on your documentation, for example, your Route Cards, select the check box labelled 'Do not print this Operation'. To continue entering 'Operation Details', click the 'Options' tab. To save your 'Operation Details', click 'Save'. To close the 'Operation Details', and return to the 'Operation Register' window, click 'Close'.

The Options Tab


To enter options information
1. In the 'Operation Details' window, click the 'Options' tab. The 'Options' information appears.

2.

Enter a 'Qty per run' and 'Run Time' amount in the relevant boxes. For example, if the cycle time for 1000 finished items is 5 hours enter: 'Qty Per Run' 1000 'Run Time' 5 Hrs 0 Mins This would be exactly the same as entering: 'Qty Per Run' 2000 'Run Time' 10 Hrs 0 Mins

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Any related combinations may be used. 3. 4. 5. To enter the 'Run Time' hours and minutes ('Hrs', 'Mins') values into the 'Time Needed' boxes on the 'Resource Details' tab, click 'Update Resource Details'. If a machine process is involved, enter any setup time needed and an appropriate rate in the 'Setup' area on this tab. Manufacturing will multiply these to arrive at a cost. To control the gap between the completion of this operation and the start of the next, go to the 'Delay/Overlap/Shrinkage' area. To lengthen lead time, enter the required delay time in the 'Delay Hours/Minutes' boxes. This time is used by the Graphical Planner to calculate the amount of time to elapse before this operation starts or sets up. Delay is the amount of time that must elapse before this operation can be started. To start the next operation before the current one has finished, enter the percentage of this operation that can be overlapped with the next operation in the 'Overlap (%)' box. This percentage is used by the Graphical Planner to calculate the amount of the total operation duration time that is elapsed before the next operation can be started. This enables any subsequent operations to be started earlier and therefore shortens the total lead time for a scheduled works order or recommendation which uses this operation. To reduce the run time displayed on the route card or job sheet, enter a percentage by which the job time will shrink. 6. Enter the information required according to the descriptions below. Sub Contract If the operation is subcontracted to an external organisation, select the 'Sub Contract' check box and then click 'Details'. The 'Sub Contract Details' window opens. For more information see Subcontract Details on page 474. Enter any tooling costs which will be incurred, plus the related quantity of finished items you will be able to produce for that cost. Manufacturing uses this information to calculate tooling costs. If the operation is costed on the basis of the number of items completed, rather than an hourly rate, select the 'Piece Work' check box. Enter the rate and how many items are completed for that rate. For example, 'Rate' = 20.00; 'Per Quantity' = 10 is the same as entering 'Rate' = 2.00; 'Per Quantity' = 1.

Tooling

Piece Work

472

Operations Register

7. 8.

If you want to add any setup time to the labour time required, select the 'Include setup time in labour requirements' check box. To continue entering 'Operation Details', click the 'Resource Details' tab. To save your 'Operation Details', click 'Save'. To close the 'Operation Details', and return to the 'Operation Register' window, click 'Close'.

The Resource Details Tab


To enter labour and machine costing information
1. In the 'Operation Details' window, click the 'Resource Details' tab. The machine and labour resource information appears.

2.

Enter the reference for the machine required for the operation. The machine must have been previously entered in the Machine Register. For more information see Machine Register on page 439.

3. 4.

The default time to make the previously entered quantity per run is displayed. You can amend this if necessary. Enter the appropriate reference for the labour process. The labour process must have been previously entered in the Labour Register. For more information see The Labour Register on page 433.

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5. 6.

The default time required to make the previously entered quantity per run is displayed. You can amend this if necessary. Enter the base number of people necessary to complete the operation in the stipulated time. Depending on your settings in the 'Defaults' option, it is possible to calculate labour costs based upon the base number of people entered here. For example, if the time needed is 1 hour at a charge rate of 7.50 but the job is based on 2 people working, the calculated cost would be 1 x 7.50 x 2 = 15.00. To save your 'Operation Details', click 'Save'. To close the 'Operation Details', and return to the 'Operation Register' window, click 'Close'.

7.

Subcontract Details
Subcontract details comprises two tabs of information: the 'Details' tab where you can enter details of the charges for the subcontract operation, either on a 'per-item' basis, or in bands; and the 'Ordering' tab.

To enter subcontract details


1. In the ''Operation Details Options' tab, select the 'Sub Contract' check box and then click 'Details'. The 'Sub Contract Details' window opens.

2. 3.

To generate price band quantities automatically, click 'Auto Generate' and enter the band details. Now select the 'Per Item' check boxes as appropriate, to indicate whether the charges shown are for any quantity within the band, or charged for each item.

474

Operations Register

4.

Enter the number of hours for which the items are likely to be off-site. This is for scheduling purposes. Select the appropriate 'Saturday' and 'Sunday' check boxes if the 'Hours Off-Site' figure includes Saturday or Sunday. Click the 'Ordering' tab. The 'Ordering' information appears.

5.

6. 7. 8.

Enter the account number of the preferred subcontractor for this operation, if required. Enter a 'Lead Time' so that Manufacturing can determine suggested order dates based on job start dates. Enter a standard 'Order Narrative' and additional 'Details' to use on subsequent Purchase Orders. Manufacturing automatically adds this item, when appropriate, to your Suggested Orders List. Note that if you specify text in the 'Details' field, it is entered as an S3 item on any Purchase Orders raised by Manufacturing. For more information see Allocating Stock on page 314.

9.

To save your Subcontract Details, click 'OK'. To close the 'Sub Contract Details' window, and return to the 'Operations Register' window, click 'Cancel'.

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Amending an Operation
To amend an Operation already saved in the Operations Register
1. 2. 3. 4. In the 'Operations Register' window, select the required operation. Click 'Record'. The 'Operation Details' window appears. Make amendments to the operation record details as necessary. To save the amended operation record, click 'Save'. To close, click 'Close'.

476

Operations Register

Deleting an Operation
To delete an operation
1. 2. 3. In the 'Operations Register' window, select the required operation. Click 'Delete'. To confirm the deletion, click 'Yes' when the system prompts you or click 'No' to cancel the deletion.

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Copying an Operation
The copy option allows you to quickly create an operation, similar to one which already exists.

To copy the operation


1. 2. In the 'Operations Register' window, select the operation that you want to copy. Click 'Copy'. The 'Copy Operation' window appears.

3. 4. 5. 6.

Enter a 'Reference' for the new operation. Enter the operation description. Click 'OK' to display the confirmation screen. Click 'Yes' to copy all details from the existing operations to the new one.

478

Chapter 16
Expense Types
(Job and Manufacturing Controllers)

Manufacturing analyses costs under eight main headings. Expense Types is a powerful feature which enables you to set up details of any other costs likely to be incurred on jobs but not falling into any of the other categories. When you have defined your expense types you can use them in estimates and transactions. There are no defaults or other configuration options required for Expense Types.

In this chapter:
Looking at the Expense Options ......480 Looking at the Expense Window......481 Adding an Expense Type .................482 Amending an Expense Type.............484 Deleting an Expense Type ................485

Looking at the Expense Options

Option New Record Reports

Description Use this to create expense types. Use this to amend and delete expense types. Produce Expense Types reports.

Expense Types (Job and Manufacturing Controllers)

Looking at the Expense Window


The 'Expense Types' window lists all expense types recorded in the register. New expense types can be added to the register, existing ones amended, and reports printed.

To access the Expense Types window


From the 'Modules' menu on the main 'Menu Bar', select 'Expense Types'. The 'Expense Types' window appears, displaying all currently saved expense types in a normal list format.
This is the Expense Types Toolbar.

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Adding an Expense Type


To add an expense type
1. 2. In the 'Expense Types' window, click 'Clear' to ensure that no expense types are currently selected. Click 'New'. The 'Expense Type Details' window appears.

3.

Enter a 'Reference' for the expense type. This may be up to 30 letters and/or numbers. You may find it helpful to incorporate at least some characters from the expense 'Description' in the code. For example, the description, Travelling Time, may have a reference of 'TRAV'.

4. 5. 6.

Enter a 'Description' for the expense type. Enter any appropriate notes in the 'Memo' box. There is no limit to the text you may enter here. If you chose to automatically update your Nominal Ledger when you set up your works order defaults you can enter default nominal codes to produce automatic journals when making entries for these Expenses. Enter these using the 'A/C to Debit' and 'A/C to Credit' drop-down lists. Note: You are strongly advised to consult your accountant before making any entries which will affect the operation of your Nominal Ledger.

482

Expense Types (Job and Manufacturing Controllers)

7. 8.

Enter a 'Charge Rate' for this item, followed by the appropriate 'Unit' of Sale. For example, a mileage allowance may be charged at 35 pence per mile. Click 'Save' when you have entered all the necessary information.

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Amending an Expense Type


To amend an expense type
1. 2. In the 'Expense Types' window, select the required expense type. Click 'Record'. The 'Expense Type Details' window appears.

3.

Make changes to the information displayed, as you require. For more information about the boxes on this window see Adding an Expense Type on page 482.

4.

Click 'Save' when you have entered all the necessary information.

484

Expense Types (Job and Manufacturing Controllers)

Deleting an Expense Type


As expense types become redundant you can remove them.

To delete expense types


1. 2. In the 'Expense Types' window, select the expense type or types that you want to delete. Click 'Delete' to delete the expense type or types.

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486

Chapter 17
Delivery Notes
(Batch and Manufacturing Controllers)

If you are using Batch Controller or Manufacturing Controller you can manage your existing delivery notes and create new delivery notes or invoices (directly without delivery notes). You can also update the sales order processing and products modules.

In this chapter:
Setting Delivery Notes Defaults ........488 Looking at Delivery Notes Options ...490 The Delivery Notes Window .............491 Creating a Delivery Note ..................492 Amending a Delivery Note................494 Deleting a Delivery Note ...................497 Printing a Delivery Note....................498 Updating Invoices ............................499 Finding Information ..........................500

Setting Delivery Notes Defaults


To set the Delivery Notes defaults
1. From the menu bar click 'Settings' and select 'Delivery Note Defaults'. The 'Delivery Note Defaults' window appears.

2.

Enter the settings required according to the following descriptions. Next Delivery Note No. Enter the delivery note number you would like to start with. The system will increment by one each time you generate a delivery note. Prefix Enter up to ten letters and/or numbers to appear before your delivery note numbers. Enter the required number of digits, including leading zeroes, to be used for the Delivery Note Number. This ensures that Delivery Notes are always displayed in the expected order. For example, entering '4' in this field would result in a sequence of 0001, 0002, 0003, and so on. Print delivery notes on A4 stationery Select this check box if you usually print your delivery notes on A4 paper. This is likely to be the case if you use a laser or inkjet printer for documentation. If you use a dot matrix printer, you would normally leave this option clear.

Format to (places)

Delivery Notes (Batch and Manufacturing Controllers)

Show GRNs on Delivery Note

Select this check box to include GRNs on printed delivery notes.

Allow manual selection Select this check box if you want to select specific GRNs to of GRNs update when processing sales orders through the delivery note function. 3. To save your 'Delivery Notes' defaults, click 'OK'. To close the 'Delivery Notes' defaults window, click 'Cancel'.

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Looking at Delivery Notes Options

Option New Record Print Update Invoicing Find Reports

Description Use this option to create delivery notes and invoices (directly without delivery notes), and to update both the sales order processing and the Line 50 modules. Use this to amend delivery notes. Use this option to print delivery notes. Use this to create invoices for your delivery notes. Use to find information currently held about delivery notes, invoices, sales orders and items. Produce Delivery Note reports.

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Delivery Notes (Batch and Manufacturing Controllers)

The Delivery Notes Window


To access the delivery notes window
From the 'Modules' menu on the main Menu Bar, select 'Delivery Notes' The 'Delivery Notes' window appears, showing any delivery notes that have already been created.
This is the Delivery Notes Toolbar.

The most recent delivery notes appear at the top of the list.

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Creating a Delivery Note


Use this option to create a delivery note, an invoice without a delivery note and to update both the sales order processing and products modules.

To process sales orders


1. In the 'Delivery Notes' window, click 'New'. The 'New Delivery Note' window appears.

2. 3. 4.

Enter the search criteria to retrieve sales orders. Sales orders which match your criteria are displayed. Select the sales orders that you want to process. Note: Use the 'Select All' check box to process all of the sales orders listed. Select the action that you want to perform from the list of actions available.

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Delivery Notes (Batch and Manufacturing Controllers)

Create a delivery note

Selecting this option will create one delivery note, combining all of the items from all of the sales orders you have selected. Any notes you enter in the box provided will be attached to this delivery note. Selecting this option will let you choose an existing delivery note for this customer. You will only be able to choose a delivery note that has not been posted to the Line 50 Invoicing module. If you want to enter any supporting information, enter this in the 'Notes' box provided.

Add to existing delivery note

Create invoice only Update allocated quantities only

Selecting this option will automatically create an invoice in Line 50 without creating a delivery note. Selecting this option will update the allocated quantity on the sales order. This option will not create a delivery note, or an invoice.

5.

To carry out the requested actions, click 'Perform Action'. To close the window, click 'Close'.

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Amending a Delivery Note


Note: You can only add to the memo section of a delivery note using the process described below. If you want to add items to the delivery note, use the 'Process Sales Orders' routine. For more information see Creating a Delivery Note on page 492.

To amend a delivery note


1. 2. In the 'Delivery Notes' window, select the required delivery note. Click 'Record'. The 'Delivery Note' details window appears, displaying the delivery notes 'Main Details' tab by default.

3.

Click on the 'Sales Orders' tab. This tab shows all sales orders that have been entered on this delivery note.

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4. 5.

To remove a sales order from this delivery note, highlight the sales order and click 'Delete'. Note: This does not delete the original sales order in Line 50. To view the individual items on one of the sales orders, select the one you want, and click 'Sales Order Items'. The 'Sales Order Items' information appears.

If you want to remove an item from this sales order on this delivery note, select the item and click 'Delete'.

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Note: This does not delete the item from the original sales order in Line 50. To close this window, click 'Close'. 6. To amend memo text, click the 'Memo' tab. The 'Memo' information appears.

7. 8.

Enter any appropriate notes in the 'Memo' box. There is no limit to the text you may enter here. To save your Delivery Notes amendments, click 'Save'. To close the window and return to the 'Delivery Notes' window, click 'Discard'.

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Deleting a Delivery Note


As delivery notes become redundant you can remove them.

To delete delivery notes


1. 2. In the 'Delivery Notes' window, select the delivery note or notes that you want to delete. Click 'Delete' to delete the delivery note or notes.

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Printing a Delivery Note


To print a delivery note
1. 2. 3. In the 'Delivery Notes' window, select the required delivery notes. Click 'Print'. The system prompts you to check your selection of delivery notes. Click 'Yes' to print the delivery notes or 'No' to return to the list. Note: The report size depends on the setting in 'Delivery Note Defaults' (see Setting Delivery Notes Defaults on page 488). After the delivery note has been printed, you will notice that the 'Printed' column in the Delivery Notes window is set to 'Yes'.

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Delivery Notes (Batch and Manufacturing Controllers)

Updating Invoices
To create an invoice for your delivery notes
1. In the 'Delivery Notes' window, select the required delivery notes. Note: The delivery notes will be combined onto one invoice. If you want to raise separate invoices for each delivery note, select each one in turn. 2. Click 'Update Invoicing'. If you have selected more than one Delivery Note, Sage Line 50 Manufacturing Controller ensures that all delivery notes are for the same customer. If it detects that there are different customers selected, the following message appears. 'You cannot raise one invoice for different customers.' If the system can create the invoice, the following message appears. 'Do you want to create an invoice for the selected delivery notes?' 3. Click 'Yes', to create the invoice. If you click 'Yes', Manufacturing creates an invoice. The invoice number is listed alongside the delivery note number and the 'Posted' column now displays 'Yes'. Manufacturing has also automatically created the invoice in the Line 50 Invoicing module, ready for you to print and post in the normal way.

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Finding Information
Use this option to find information currently held about delivery notes, invoices, sales orders and items.

To find information
1. From the 'Delivery Notes' toolbar, click 'Find'. The 'Find' window appears.

2. 3. 4. 5. 6.

Enter the criteria for the information that you want to find. Click 'Find'. The information found is displayed in the bottom panel of the screen. To view the details for the information found, select the required item in the bottom panel of the screen. Click 'Details'. The Details information is displayed for you to view and amend as required.

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Chapter 18
Labour Categories
(Job and Manufacturing Controllers)

The purpose of Labour Categories is to enable you to group employees by their function or skill within Job Controller and Manufacturing Controller, for the purposes of timesheet entry. If you have purchased the Operation Times add-on for use with Manufacturing Controller, labour categories can be used with this too. Typical employees may be operatives, supervisors, apprentices, fitters and installers. Generally, employees in any one category will be charged out at the same rate, although you can apply different rates to individual employees regardless of their category. You do not have to use Labour Categories. However, Sage recommends that you make use of this facility in order to get the most from your system. There are no defaults or other configuration options required for Labour Categories.

In this chapter:
Looking at the Labour Categories Options............................................502 Looking at the Labour Categories Window ...........................................503 Adding a Labour Category...............504 Amending a Labour Category ..........504 Deleting a Labour Category .............506

Looking at the Labour Categories Options

Option New Record Reports

Description Use this to create labour categories. Use this to amend and delete labour categories. Produce Labour Category reports.

Labour Categories (Job and Manufacturing Controllers)

Looking at the Labour Categories Window


To access the labour categories window
Click 'Category' on the main toolbar. The 'Labour Categories' window appears, showing any labour categories that have already been created.
This is the Labour Categories Toolbar.

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Adding a Labour Category


To add a Labour Category
1. In the 'Labour Categories' window, click 'New'. The 'Labour Category Details' window appears.

2.

Enter a 'Reference' for the labour category. This can be up to 30 letters and/or numbers. You may find it helpful to incorporate at least some characters from the description in the code. For example, operative may have a reference of 'OP'.

3. 4. 5.

Enter any appropriate notes in the 'Memo' box. Enter a default 'Hourly Charge Rate' for the category, remembering that you can amend this for individual employees if required. Click 'Save' when you have entered all the required information.

Amending a Labour Category


To amend a labour category
1. 2. In the 'Labour Categories' window, select the required category. Click 'Record'. The 'Labour Category Details' window appears.

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Labour Categories (Job and Manufacturing Controllers)

3. 4.

Enter the information required. For more information see Adding a Labour Category on page 504. Click 'Save' when you have entered all the required information.

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Deleting a Labour Category


To delete a labour category
1. 2. In the 'Labour Categories' window, select the required categories. Click 'Delete'. The categories are deleted.

506

Chapter 19
Stage Templates
(Job and Manufacturing Controllers Only)

The Stage Templates module lets you create and maintain 'Stage Templates' for use within the Estimating module. There are no defaults or other configuration options required for the Stage Template module.

In this chapter:
Looking at the Templates Options....508 Looking at the Templates Window ...509 Creating Stage Templates ................510 Amending Stage Templates .............517 Deleting Stage Templates ................518

Looking at the Templates Options

Option New Record

Description Use this to create stage templates. Use this to amend stage templates.

Stage Templates (Job and Manufacturing Controllers Only)

Looking at the Templates Window


To access the Stage Templates window
From the 'Modules' menu , select 'Stage Templates'. The 'Stage Templates' window appears, displaying all templates in a list format.
This is the Stage TemplatesToolbar.

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Creating Stage Templates


To create stage templates
1. Within the 'Stage Templates' window, click 'New'. The 'Stage Template Details' window appears.

2. 3.

Enter a 'Reference' and 'Description' for this template. Enter your stock item information now. Note: Stock items are those which have a product record set up within Line 50. Stock Code Enter or select the product code for the required component. You can enter a code which does not exist in Line 50 if you want to create a code 'on the fly'. Enter a product description when prompted and Manufacturing will create the code in Line 50. Description Quantity The description of the product code in Line 50 will appear by default. Enter the required number of this item.

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Stage Templates (Job and Manufacturing Controllers Only)

Cost Price

Manufacturing automatically defaults to the last price paid for the product you have selected. This may not be the price you want to have included in your estimate so you may overtype with the required cost if necessary. Note: If you amend the cost price of a stock item, but recost the estimate later the cost price reverts back to the cost price stored within Line 50.

Total Unit of Sale

Manufacturing calculates and displays the total cost. The unit of sale (used by Manufacturing as a unit of purchase) is displayed. Note: If you do amend the cost price, make sure that the new price entered relates to the units displayed.

Supplier A/C Supplier Ref Lead Time

Enter a suppliers account reference, if required. If you have a supplier reference then you may enter the information in the 'Supplier Ref' box. This is the purchase lead time that should be used to offset the start date. It can also be applied to manufactured items too. If you define a supplier and lead time against a manufactured item (i.e. a product with a BoM defined), it will be purchased rather than manufactured.

Note: Stock items that have a bill of material set up for them are highlighted in blue (by default - this can be customised in Tools > Options > Colours).This signifies that they are manufactured items. When an estimate, using this template, is processed, any sub-assembly requirements are automatically added by MRP. 4. Continue to enter stock items until complete. To speed up the entry of lines within the Stock Items tab, try these shortcuts: F8 - delete an item from the estimate. F7 - insert a line into the estimate. F6 - copy the contents of the above cell. As you enter each item, the total cost of all items accumulates on the 'Total' box at the bottom right of the window. 5. Click on the 'Non-Stock Items' tab. The non-stock items information appears.

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6.

Enter your non-stock item information now. Note: Non-stock items are those which would be bought in especially for manufacturing and therefore do not have a product record set up in Line 50. Quantity Cost Price Total Enter a quantity required for this template. Enter the estimated cost price. Manufacturing calculates the total cost by multiplying the quantity entered, by the price. Note: You can use the TAB key to move out of the total field to ensure that the total figure is calculated. Unit of Sale Supplier A/C Supplier Ref Lead Time Enter the units that this price relates to for future reference, if required. Enter a suppliers account reference if required. If you have a supplier reference, then you may enter the information in the 'Supplier Ref.' field. This is the purchase lead time that should be used to offset the start date. It can also be applied to manufactured items too. If you define a supplier and lead time against a manufactured item (i.e. a product with a BoM defined), it will be purchased rather than manufactured.

7.

Continue to enter non-stock items. As you enter each item, the total cost of all items accumulates on the 'Total' box at the bottom right of the window.

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Stage Templates (Job and Manufacturing Controllers Only)

8.

Click on the 'Operations' tab. The Operations information appears.

Note: Manufacturing operations may come from the 'Operations Register' or from the 'Labour' and 'Machine Registers'. 9. Before entering details of your operation, confirm the number of pieces that you require as a default for this stage. The number of pieces is the number of individual items required for each finished item. This is a default for the same field stored on each operation and is itself taken by default from the entry on the estimate header.

10. If you are using operations stored in the 'Operations Register' (see Operations Register on page 467), you can click within a 'Reference' line field to display a down arrow. Click on the down arrow to display the 'Select Operation' list. You can now select the operation you require. All the operation details are entered against your estimate and you can amend these as required. 11. If you are not using the operations register then enter the operations header information now. Reference Description Sequence Enter the operation reference. Enter the operation description. Enter the sequence number for the operation.

12. To amend the operation details information, click in the 'Description' box and then click on the down arrow. The 'Operation Details' window appears displaying the operation 'Reference' and 'Description'.

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The procedure you need to follow now is exactly the same as that for entering Operation details into the 'Operations Register'. For more information see The Main Details Tab on page 470. Note: As you enter Operation details, the total costs by category appear. When you have worked through the tabs on this window and completed all the operation details, click 'OK' to save your entry. You are returned to the 'Stage Details' window. 13. Continue to enter operations. 14. Click on the 'Other Expenses' tab. The Other Expenses information appears.

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Stage Templates (Job and Manufacturing Controllers Only)

Note: You may use this window to enter details of all expenses not covered by the other cost categories. These details are selected from the table of 'Other Expenses' already set up. For more information see Other Expenses on page 342. 15. Click in the 'Reference' field and the down arrow appears. Click this and select the expense 'Reference' required. The expense 'Description' appears automatically. 16. Move the cursor to the 'Quantity' box and enter the quantity requirement of this item. The quantity should relate to the units displayed in the end column. 17. The default expected price appears in the 'Cost Price' box. This can be overwritten if you require. 18. Use the TAB key to move to the 'Total' box. The total cost of the item is now calculated and displayed. 19. Repeat the above procedure until all expense items have been included on your estimate. 20. Click the 'Totals' tab. The 'Totals' information appears displaying the results of this stage of your estimate, analysed under each of the eight cost types.

Note: The default mark-up percentages entered under 'Estimate Defaults' have been automatically applied. The 'Margin %' has been automatically calculated by taking the profit as a percentage of the selling price. 21. You can now take advantage of the flexibility built into the Estimating routine by amending the 'Mark Up %' and/or the 'Selling Price' of any of the eight cost types. As with a spreadsheet, each time you make an amendment, any cell that is affected by your change will automatically recalculate. Simply use the mouse to move the cursor to the cell you want to amend and insert your amended figure.

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In this way you can manipulate the results of your costings until the stage estimate meets your own criteria (for example, minimum mark-up or margin percentages). 22. If at any time you want to revert to your default mark-ups, click 'Revert to Default Markup'. Manufacturing recalculates to the figures shown before your amendments. Note: Don't forget that you can return to any of the previous entries you have made under each cost type by clicking on the appropriate tab. Any amendments, deletions or additional entries you make will be automatically reflected in the 'Totals' tab when you return to it. 23. The 'Overhead Recovery Amount' box shows the total overheads which would be recovered against this stage, based upon your settings in 'Overhead Recovery Defaults'. For more information see Setting your Overhead Recovery Defaults on page 146. 24. Click on the 'Memo' tab to enter any notes relevant to the stage details. You can enter an unlimited amount of text here. Note: Immediately upon making an entry on this screen, the tab header displays in capital letters to indicate the presence of an entry. 25. To save the template details, click 'Save'.

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Stage Templates (Job and Manufacturing Controllers Only)

Amending Stage Templates


To amend stage templates
1. To maintain an existing template, within the Stage Templates window, select the template and click 'Record'. The 'Stage Template Details' window appears.

2. 3.

Make any amendments required to the details. For more information see Creating Stage Templates on page 510. When you have saved all the required templates, click 'Close'.

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Deleting Stage Templates


To delete stage templates
Within the 'Stage Templates' window, select the template, click 'Delete' and confirm that you want to delete the template.

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Chapter 20
Non-Chargeable Time
(Job and Manufacturing Controllers Only)

Information entered in this module is used with the 'Timesheets' facility. The facility enables you to build up a table of allowable categories to which time may be booked when not working directly on Manufacturing, such as training, downtime and sickness. You can also produce reports to analyse non-chargeable time bookings in terms of the date and reference code entered. There are no defaults or other configuration options required for the Product Information module.

In this chapter:
Looking at the Non-Chargeable Time Options............................................520 Looking at the Non-Chargeable Time Window ...........................................521 Creating Non-Chargeable Time Categories .......................................522 Amending Non-Chargeable Time Categories .......................................523 Deleting Non-Chargeable Time Categories .......................................524

Looking at the Non-Chargeable Time Options

Option New Record Reports

Description Use this to create non-chargeable time items. Use this to amend non-chargeable time items. Use this to produce non-chargeable time reports.

Non-Chargeable Time (Job and Manufacturing Controllers Only)

Looking at the Non-Chargeable Time Window


To access the Non-Chargeable Time window
From the 'Modules' menu, choose 'Non-Chargeable Time'. The 'Non-Chargeable Time' window appears showing a list of any items already set up.

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Creating Non-Chargeable Time Categories


To set up non-chargeable time categories
1. Within the 'Non-Chargeable Time' window, click 'New' to display a blank record entry screen. The 'Non-Chargeable Time Details' window appears.

2. 3. 4. 5.

Enter a 'Reference' for the new non-chargeable time type. Enter a 'Description'. Enter any applicable notes in the 'Memo' box. You may enter unlimited text here. Click 'Save' to save your entry.

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Non-Chargeable Time (Job and Manufacturing Controllers Only)

Amending Non-Chargeable Time Categories


To amend non-chargeable time categories
1. Within the 'Non-Chargeable Time' window, select the required non-chargeable time type and click 'Record'. The 'Non-Chargeable Time Details' window appears.

2. 3.

Make the required amendments. Click 'Save' to save your entry.

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Deleting Non-Chargeable Time Categories


To delete non-chargeable time categories
1. 2. Within the 'Non-Chargeable Time' window, select the required non-chargeable time types and click 'Delete'. Click 'Close' when all amendments have been made.

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Chapter 21
Additional Facilities

Manufacturing stores a complex set of relationships between each of the modules holding data in the system. From time to time, data verification and maintenance is required. This is general housekeeping and should be performed regularly. Backing up your data is essential and should be carried out daily. Various useful tools and utilities are also available. This section covers miscellaneous functions and utilities available within the Manufacturing system which do not necessarily apply to a specific module and where the descriptions have not been provided earlier. The items covered in this chapter are all accessed using the menus at the top of your Manufacturing desktop. Note: Only those menu options specific to Manufacturing are described.

In this chapter:
The File Menu ..................................526 The View Menu ................................531 The Modules Menu ..........................532 The Settings Menu...........................549 The Tools Menu ...............................556 Options............................................570

The File Menu


The 'File' menu provides access to other companies, if you have a licence for multiple companies, and to other facilities, such as the demo data, backup utility and Microsoft integration options. Please read the following sections for more information on the 'Open', 'Maintenance' and 'Send' facilities available from the 'File' menu. For more information on 'Backup', 'Restore', 'Import' and 'Export' see Operating the System on page 35.

New
The 'New' option opens Sage Report Designer so you can create a new report. For more information see Producing Reports on page 74.

Open
The 'Open' option lets you change between different company data sets provided you have a multi-company licence, or open the demo data set. The 'Demo Data' option enables you to load and use a set of Manufacturing data files for practice purposes, linked to the Line 50 demo data. Using this demo data means that you can try out any Manufacturing function prior to using it on your 'live' data. You do not need the multi-company licence mentioned above to use the demo data. Note: New companies set up within Line 50 are automatically available within Manufacturing.

To open a company
1. From the 'File' menu, choose 'Open', and then choose 'Company'. The first time you use each company, the 'Company Setup' window appears.

2.

Click 'Yes' to create the relevant data files for your Manufacturing system. You may now use the company. Note: You must have a multi-company licence to run your Manufacturing system legally with multiple data sets.

Additional Facilities

3.

Log in and use the company.

To open demo data


1. 2. From the 'File' menu, choose 'Open', and then choose 'Demo Data'. Log in and use the demo data company.

Run Accounts
The 'Run Accounts' option lets you launch and log in to Line 50. If you are already logged in, selecting this option loads Line 50 straightaway.

Run Calculator
The 'Run Calculator' option loads and displays the system calculator.

Backup
For more information see Backing up your data on page 91.

Import
For more information see Importing and Exporting Data on page 87.

Export
For more information see Importing and Exporting Data on page 87.

Maintenance
Maintenance should be performed regularly, especially after running important procedures. The 'Maintenance' option allows you to check if your data has become corrupted, or free up any unused disk space on your computer. Note: Sage recommends you run these options at least once a week after you have taken a backup of your data. Always take an additional backup after successfully running these options.

To run file maintenance


1. From the 'File' menu, choose 'Maintenance'. The 'File Maintenance' window appears.

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2.

Use the following maintenance features. Check Data Click 'Check Data' to ensure that your 'Work In Progress' and 'Allocated' quantities are accurate, and that no data corruptions have occurred. No information is lost through running this process. Note: You must run this routine immediately after running the corresponding routine in Line 50 if you have chosen to fix any errors occurring in Line 50. Data Editor Click 'Data Editor' to work with the raw data held by both Manufacturing and Line 50. Note: Use this option under instruction because, as no data integrity checking is performed, incorrect actions could seriously affect your data.

3.

Click 'Close' to complete the file maintenance process.

For more information on performing File Maintenance, see Administrative / Maintenance Tasks on page 90.

Restore
For more information see To restore data on page 94.

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Additional Facilities

Send
This lets you send data to other applications, or send an e-mail to a pre-addressed recipient. Select the option and then choose which other application you want to work with.

To send information to other applications


1. From the 'File' menu, choose 'Send', and then choose one of the following options, depending on what you want to send and to whom. Message to Mail Recipient Automatically loads your default e-mail program and, depending upon your selection, completes the e-mail address of the recipient.

Send MRP Outlook Log Automatically loads the company 'MrpOutputLog.txt' file into an e-mail to send to Line 50 Manufacturing. Contents to Microsoft Excel Open any screen containing records that you want to send to Microsoft Excel. Now select the 'Contents to Microsoft Excel' option. Data automatically loads into Microsoft Excel and you may now work with the spreadsheet in the normal way. It is not possible to move data the other way i.e. from Microsoft Excel into Manufacturing (except by means of importing a 'CSV' file). For more information see Importing and Exporting Data on page 87. Open any screen containing prospect records you want to send to Microsoft Outlook. Now select this option, choose the folder in outlook you want to send the information to, and specify whether or not you want to send prospects to outlook contacts, contacts to prospects, or both. Open any screen containing records you want to send to Microsoft Word. Now select this option and choose whether you want to open a new document or run a mail merge. Data is now sent as appropriate and you may work with your document in the normal way.

Contents to Microsoft Outlook

Contents to Microsoft Word

Log Off
From the main Manufacturing window, this disconnects the current user and launches and displays the logon panel.

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Exit
Selecting this option displays an 'Exit Program' prompt about backing up your data, if you have not switched this off in the Tools > Options facility. For more information see The Backup Tab on page 571.

You can choose whether to back up before you leaving the system. For more information on backing up see Backing up your data on page 91.

530

Additional Facilities

The View Menu


The 'View' menu allows you to see information about other users working in Manufacturing, and to use the search tool. You can also choose to switch on/off the display of the 'tool bar', 'status bar', and 'task bar' in Manufacturing. For more information see Operating the System on page 35.

User List
This is a 'display only' screen that enables you to see who else is logged onto Manufacturing. This facility is especially useful on a network when you need to first identify and then inform other users to log out before performing a 'single-user only' operation. Note: You can only see Manufacturing users on this screen, not Line 50 users. In addition, the user logged in with the 'Manager' username, can log-off users from Manufacturing. This can be useful if a user did not shut down the software correctly and their log-on is still recorded.

To view the user list


From the 'View' menu, choose 'User List'. The 'User List' window appears, showing who is logged onto Manufacturing.

To log off users from Manufacturing


Note: You must be logged in with the 'Manager' username. 1. From the 'View' menu, choose 'User List'. The 'User List' window appears. 2. 3. 4. Select the 'Manufacturing Users' tab. Select the required users to log off. Click 'Delete'. The users are logged off from Manufacturing.

Search Dialog
This is a powerful search facility which enables you to find the contents of any field within Line 50 and then 'drag and drop' that information into a Manufacturing field or even into another program such as a spreadsheet or word processor.

To use the search dialog


1. From the 'View' menu, choose 'Search Dialog'.

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The 'Search' window appears.

2.

Select the appropriate tab - 'Products', 'Customers', 'Suppliers', 'Other' - and then select the appropriate product, customer, supplier, or other type to search on, along with the value if required. Click 'Find'. The items found are listed in the lower half of the window. Drag and drop the items as required into the relevant Manufacturing field or external application. By default the 'Search' window will appear automatically at startup. Clear the 'Show on Startup' box if you do not want this to happen. Select the 'Show on startup' box if you want this window to appear each time you start your Manufacturing system.

3. 4. 5.

The Modules Menu


The 'Modules' menu provides menu access to the main modules in the Manufacturing system, to subsidiary modules ('Scheduled Orders', 'Product Information', 'Prospects',

532

Additional Facilities

'Non-Chargeable Time' and 'Stage Templates'), to 'Reports' and to the 'Default Web Address', set using the 'General' tab under Tools > Options. For descriptions of the main modules and also of 'Product Information', 'Non-Chargeable Time' and 'Stage Templates', refer to the appropriate chapters. 'Scheduled Orders' and 'Prospects' are described here.

Scheduled Sales Orders (Batch Controller and Manufacturing Controller Only)


In all versions prior to version 12, Line 50s Sales Order Processing module allowed only one due date per order, rather than per item line. This routine in Manufacturing lets you enter details of scheduled orders from your customers, including total and call-off quantities and dates, which will then be transferred as individual orders into Line 50s Sales Order Processing module. Without this routine, you would have to enter such orders into Line 50 manually.

To enter new scheduled sales orders


1. From the 'Modules' menu, choose 'Scheduled Orders', and then choose 'Sales'. The 'Scheduled Sales Orders' window appears, displaying any orders already entered.

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2.

To enter a new 'Scheduled Order', click 'New'. A blank 'Scheduled Order Details' window appears.

534

Additional Facilities

3.

The procedure for entering order details is exactly the same as for entering a Sales Order in Line 50, with one notable exception. Having entered the date, account reference and product code, click on the down arrow in the 'Description' column to drill down the order item details. The 'Edit Item Line' window appears.

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4.

Click 'Schedule' to drill down to the 'Item Schedule' window. Note: This is an additional button that does not appear in the Line 50 equivalent. The 'Item Schedule' window appears.

5.

Enter details of the dates and quantities which make up the order schedule.

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Additional Facilities

The 'Item Qty' box defaults to the total entered on the 'Edit Item Line' window. If the total of the items you enter in the 'Quantity' column do not add up to the order total, a warning message appears informing you that the 'Scheduled Quantity' is different from the 'Item Quantity'. 6. 7. 8. When all schedule details have been entered click 'OK' to return to the 'Edit Item Line' window. Click 'OK' to return to the 'Order Entry' window. Now enter details of further item lines by repeating the above steps. Note: If you are entering a customer's order which contains a mixture of scheduled and non-scheduled items, you can still enter delivery details of the non-scheduled items even though the 'schedule' is made up of just one delivery. 9. Click 'Save' when all order items have been entered.

10. When all orders have been entered click 'Close' to return to the 'Scheduled Sales Orders' window. The orders you have entered now appear on the list. The next step is to update your order details into Line 50 Sales Order Processing. You may do this at any time.

Updating Order Details


Once you have entered your sales orders in Manufacturing you can update your order details in the Line 50 Sales Order Processing module in one of two ways - 'By Product' or 'By Due Date'.

To update order details by product


1. In the 'Scheduled Sales Order' window, select the order you want to post and click 'Update' followed by 'By Product'. The 'Update Order (By Product)' window appears.

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Sage Line 50 Manufacturing User Guide

2. 3.

Select each empty check box against each item line that you want to be updated into Line 50. If you want to update only individual schedule items rather than the whole item line, click on the plus (+) sign next to the item to view the schedule details. Select the check box next to each line you want updated. If you want a separate order for each different product/due date combination, select the 'Raise separate order for each product/due date' check box. If you do not select the check box, all products sharing a due date will be combined onto one order. Click 'OK'. Manufacturing automatically creates an individual sales order in Line 50 for every selected scheduled item line on your order, each of course having its own due delivery date. You may now process these orders in Line 50 as normal.

4.

5.

To update order details by due date


1. In the 'Scheduled Sales Order' window, select the order you want to post and click 'Update' followed by 'Due Date'. The 'Update Order (By Due Date)' window appears.

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2. 3.

Select each empty check box against each item line that you want to be updated into Line 50. If you want to update only individual schedule items rather than the whole item line, click on the plus (+) sign next to the item to view the schedule details. Select the check box next to each line you want updated. If you want a separate order for each different product/due date combination, select the 'Raise separate order for each product/due date' check box. If you do not select the check box, then all products sharing a due date will be combined onto one order. Click 'OK'. Manufacturing automatically creates an individual sales order in Line 50 for every selected scheduled item line on your order, each of course having its own due delivery date. You may now process these orders in Line 50 as normal.

4.

5.

Scheduled Purchase Orders (Batch Controller and Manufacturing Controller Only)


In all versions prior to version 12, Line 50s Purchase Order Processing module allowed only one due date per order, rather than per item line. This useful routine lets you enter details of scheduled orders to your suppliers, including total and call-off quantities and dates, which will then be transferred as individual orders into Line 50s Purchase Order Processing module. Without this routine you would need to enter such orders into Line 50 manually.

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To enter new scheduled purchase orders


1. From the 'Modules' menu, choose 'Scheduled Orders', and then choose 'Purchase'. The 'Scheduled Purchase Orders' window appears, displaying any orders already entered.

2.

To enter a new 'Scheduled Order', ensure no existing order is selected, and click 'New'. A blank 'Scheduled Order Details' window appears.

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3.

The procedure for entering order details is exactly the same as for entering a Purchase Order in Line 50, with one notable exception. Having entered the date, account reference and product code, click on the down arrow in the 'Description' column to drill down the order item details. The 'Edit Item Line' window appears.

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4.

Click 'Schedule' to drill down to the 'Item Schedule' window. Note: This is an additional button that does not appear in the Line 50 equivalent. The 'Item Schedule' window appears.

5.

Enter here details of the dates and quantities which make up the order schedule.

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The 'Item Qty' box defaults to the total entered on the 'Edit Item Line' window. If the total of the items you enter in the 'Quantity' column do not add up to the order total, a warning message appears informing you that the 'Scheduled Quantity' is different from the 'Item Quantity'. 6. 7. 8. 9. When all schedule details have been entered click 'OK' to return to the 'Edit Item Line' window. Click 'OK' to return to the 'Order Entry' window. Now enter details of further item lines by repeating the above steps. If you are entering an order which contains a mixture of scheduled and non-scheduled items, you can still enter delivery details of the non-scheduled items even though the 'schedule' is made up of just one delivery.

10. Click 'Save' when all order items have been entered. 11. When all orders have been entered click 'Close' to return to the 'Scheduled Purchase Orders' window. The orders you have entered now appear on the list. The next step is to update your order details into Line 50 Sales Order Processing. You may do this at any time.

Updating Order Details


Once you have entered your sales orders in Manufacturing you can update your order details in the Line 50 Purchase Order Processing module in one of two ways - 'By Product' or 'By Due Date'.

To update order details by product


1. In the 'Scheduled Purchase Order' window, select the order you want to post and click 'Update' followed by 'By Product'. The 'Update Order (By Product)' window appears.

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2. 3.

Select each empty check box against each item line that you want to be updated into Line 50. If you want to update only individual schedule items rather than the whole item line, click on the plus (+) sign next to the item to view the schedule details. Select the check box next to each line you want updated. If you want a separate order for each different product/due date combination, select the 'Raise separate order for each product/due date' check box. If you do not select the check box, all products sharing a due date will be combined onto one order. Click 'OK'. Manufacturing automatically creates an individual sales order in Line 50 for every selected scheduled item line on your order, each of course having its own due delivery date. You may now process these orders in Line 50 as normal.

4.

5.

To update order details by due date


1. In the 'Scheduled Purchase Order' window window, select the order you want to post and click 'Update' followed by 'Due Date'. The 'Update Order (By Due Date)' window appears.

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2. 3.

Select each empty check box against each item line that you want to be updated into Line 50. If you want to update only individual schedule items rather than the whole item line, click on the plus (+) sign next to the item to view the schedule details. Select the check box next to each line you want updated. If you want a separate order for each different product/due date combination, select the 'Raise separate order for each product/due date' check box. If you do not select the check box, then all products sharing a due date will be combined onto one order. Click 'OK'. Manufacturing automatically creates an individual sales order in Line 50 for every selected scheduled item line on your order, each of course having its own due delivery date. You may now process these orders in Line 50 as normal.

4.

5.

Prospects (Job Controller and Manufacturing Controller Only)


Manufacturing includes a 'Prospects Database' in which you can store information about prospective customers who you do not yet want to enter onto your Line 50 customer file. As well as being a useful stand-alone database, this information is used in the Estimating module. For more information see The Main Details Tab on page 153.

To maintain prospect records


1. From the 'Modules' menu, choose 'Prospects'.

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The 'Prospects' window appears displaying any prospects you have already entered.

2.

To add a prospect record, ensure that no existing record is selected in the 'Prospects' window, and then click 'New'. The 'Prospect Details' window appears.

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Enter an 'A/C' reference for the prospect. If possible, choose a reference that does not already appear in your Line 50 customer file. Then when you want to convert the prospect record into a customer, you will not need to change the reference. Enter the other information as required. Click the 'Delivery Address' tab. The 'Delivery Address' window appears.

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Enter the delivery address details if required. Click the 'Memo' tab and enter any notes required in the 'Memo' box. Click 'Save' to save the record. Click 'Close' to return to the 'Prospects' window. 3. To amend a prospect record, select the required record, and click 'Record'. The 'Prospect Details' window appears. Make the required amendments. Click 'Save' to save the record. 4. 5. To delete a prospect record, select the required record, and click 'Delete'. Click 'Close' when all amendments have been made.

To view estimates for a prospect


1. 2. In the 'Prospects' window, select the required prospect. Click 'Estimates'. The Estimating module opens, displaying only the estimates for your selected prospect. For more information see Looking at the Estimating Window on page 150.

To create a Line 50 customer from details in the prospects database


1. 2. In the 'Prospects' window, select the required prospect. Click 'Customer'. The Line 50 account reference prompt appears. The program defaults to the reference you entered for the prospect but you can amend this if required. Note: If you choose an 'A/C' that is already used in Line 50, a warning prompts you to enter a different code. 3. To remove the prospect details from the 'Prospects Database' and create a new entry in the Line 50 account record, click 'Yes'.

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The Settings Menu


The 'Settings' menu allows you to set up options for the modules or specific parts of the system operation, such as the printer, access rights, program date, and so on.

Module Defaults
The 'Module Defaults' area enables you to set the various defaults for individual modules. These have already been described in earlier chapters as follows. Bill of Materials Estimates Overhead Recovery Planning Works Orders Traceability Certificates Delivery Notes For more information, see Setting Bill of Materials Defaults on page 96. For more information, see Setting Estimate Defaults on page 138. For more information, see Setting your Overhead Recovery Defaults on page 146. For more information, see Setting Planning Defaults on page 199. For more information, see Setting Works Orders Defaults on page 260. For more information, see Setting Traceability Defaults on page 374 pp265 For more information, see Setting Certificates of Conformity Defaults on page 423. For more information see Setting Delivery Notes Defaults on page 488.

Note: Only those modules which apply to the variant you are operating (Bill of Materials, Job Controller, Batch Controller or Manufacturing Controller) will be listed.

Non-Working Periods (Batch Controller and Manufacturing Controller Only)


You can enter any periods where the company shuts down. The information is automatically used by the Planning module when calculating capacities and start/end dates of jobs. United Kingdom public holidays for the next five years are loaded into the system prior to installation. You can amend, delete or add new dates to the list.

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To maintain non working periods


1. From the 'Settings' menu, choose 'Non Working Periods'. The 'Non Working Periods' window appears, showing a list of items already set up.

2. 3. 4. 5.

To add new dates, simply scroll down to the bottom of the screen and click to display a new line. Type in your description and the start/end dates of the holiday period. To amend a date, select the date and make the required amendment. To delete a date, select the date and press 'F8'. To save your entries, click 'OK'. Otherwise, click 'Cancel'.

Analysis Codes
The information you enter here is used with the 'Analysis Codes' facility in the Bill of Materials module and the Estimating module. You can attach five different analysis codes to each bill of materials or estimate for reporting purposes. These codes are drawn from a table which is set up here.

To maintain analysis codes


1. From the 'Settings' menu, choose 'Analysis Codes'.

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The 'Analysis Codes' window appears, displaying the 'Codes' tab by default.

2. 3. 4. 5.

To add analysis codes, type the code in each line in turn, using the tab key to generate a new line each time; then click 'OK'. To amend analysis codes, type the amendment into the appropriate line; then click 'OK'. To delete analysis codes, select the line and press 'F8'; then click 'OK'. To define the analysis code labels for use in the Bill of Materials and Estimating modules, click the 'Labels' tab.

6. 7.

To add label text, type the label in each line. To amend label text, type the amendment into the appropriate line.

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8. 9.

To delete label text, select the line and delete the text. To save changes, click 'OK' and confirm that you want to save changes. To cancel without saving changes, click 'Cancel'.

Locations (Batch Controller and Manufacturing Controller Only)


You can set up a list of stock locations that users can select from when receiving goods, adjusting GRN records and so on.

To maintain locations
1. From the 'Settings' menu, choose 'Locations'. The 'Locations' window appears.

2. 3. 4. 5.

To add a location, simply scroll down to the bottom of the screen and click to display a new line. Type in your reference for the location and a description (if required). To amend a location, select the location and make the required amendment. To delete a location, select the location and press 'F8'. To save your changes, click 'OK' and confirm that you want to save changes.

Quantity Calculator Defaults


For more information see Setting up and using the Quantity Calculator on page 57.

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Change Program Date


The processing date normally defaults to the system (i.e. today's) date. There may be occasions when it is convenient to change this date, for example when entering a batch of time sheets in Works Order Processing.

To change the program date


1. From the 'Settings' menu, choose 'Change Program Date'. The 'Change Program Date' window appears.

2.

Enter the required date and click 'OK'. All date fields now default to this date for processing.

Access Rights
Using this option you can add, amend and delete user details and restrict access to each module of your system to authorised users only. You may also restrict the facilities available within each module.

To maintain user access rights


1. From the 'Settings' menu, choose 'Access Rights'. The 'Access Rights' window appears.

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2.

To copy access rights from an existing user for a new user, select the user whose details you want to copy, and click 'Copy'. The 'Copy User' window appears.

Enter the 'New User Name', and click 'OK'. 3. To create access rights for a new user, click 'New'. The 'User Details' window appears.

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Select the user for whom you want to specify access rights. If you click the down arrow you will see the list of users held in Line 50, and can select a user name from this. Select the access rights that you want for the new user from the tree view display. If you copied access rights these are already selected in the check boxes for the new user. Click 'Save' to save your settings. When this user logs on, the system will display only those modules and functions to which you have authorised access. 4. To amend user access details, select the required user, and click 'Record'. Make the required amendments to the access rights. Click 'Save' to save your settings. When this user logs on, the system will display only those modules and functions to which you have authorised access. 5. To delete user access details, select the required user, and click 'Delete'. The user access details are deleted.

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The Tools Menu


This option provides several facilities including time saving and 'house-keeping' routines.

Period End (Batch, Job and Manufacturing Controllers Only)


The 'Period End' process provides various housekeeping routines which, if carried out regularly, will help to keep Manufacturing data files as streamlined as possible. Large data files may slow your Manufacturing system. Note: Running a period end routine does not affect the functioning of traceability options, nor does it have any effect on your Line 50 accounts data.

To set up period end options


1. From the 'Tools' menu, choose 'Period End'. The 'Period End' window appears.

2.

Select or clear the check boxes as you require and, where appropriate enter dates: Check Box Delete any Completed/Cancelled Estimates up to Delete Completed/Cancelled Works Orders up to Archive all fully used GRNs up to Enter Enter latest date. Enter latest date. Enter latest date.

3.

Click 'OK' when you have selected the options you require.

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Update Operations (Bill of Materials, Batch and Manufacturing Controllers Only)


This powerful facility allows you to update your operations register and/or BOMs to take account of changes made to labour and machine hourly rates automatically.

To update operations
1. From the 'Tools' menu, choose 'Update', and then choose 'Operations'. The 'Update Operations' window appears, displaying the 'Tasks' tab, by default.

Note: The window will look different depending on whether you are using the Bill of Materials, Batch Controller or Manufacturing Controller variant. 2. Select or clear the check boxes as required: Check Box Update labour and machine rates in Operations Register Applies to variants Bill of Materials Batch Controller Manufacturing Controller Enter Select this check box to update the Operations Register automatically with changes made in the Labour and Machine Registers.

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Check Box Update labour and machine rates in Bill of Materials

Applies to variants Bill of Materials Batch Controller Manufacturing Controller

Enter Select this check box to update all or a selection of BOMs automatically with changes made in Labour and Machine Registers. Select this check box to update all or a selection of BOMs automatically with changes made in the Operations Register. Select this check box to exclude any run time/quantity changes from the update routine. Select this check box to update Stage Templates automatically with changes made in the Operations Register. Select this check box to exclude any run time/quantity changes from the update routine.

Update BOM Operations from Operations Register

Bill of Materials Batch Controller Manufacturing Controller

Leave run time/quantity alone

Bill of Materials Batch Controller Manufacturing Controller Manufacturing Controller

Update Stage Templates from Operations Register Leave run time/quantity alone

Manufacturing Controller

3.

Click the 'Update BOMs' tab. The 'Update Operations' window appears.

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4. 5. 6.

Select the BOMs to include in the update. To perform the selected updates, click 'OK'. To cancel without updating, click 'Cancel'. Confirm that you want to update the selected tasks. You are prompted to recost your BOMs.

7.

Click 'OK' to complete the process. Note: Remember that you now need to recost your BOMs. For more information see Costing a Bill of Materials on page 129.

Update Product Descriptions (Bill of Materials, Batch and Manufacturing Controllers)


This routine ensures that all the descriptions held in the Bill of Materials module match the descriptions specified in Line 50.

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To update product descriptions


1. From the 'Tools' menu, choose 'Update', and then choose 'Product Descriptions'. An update prompt appears.

2.

Click 'Yes' to run the routine. Any necessary changes are automatically made.

Update Labour Categories (Job Controller and Manufacturing Controller Only)


This facility lets you make a global change to the hourly rates attached to each of your Labour Categories. Note: These rates become effective immediately following an amendment, therefore the changes you make here will not alter existing estimates retrospectively. The percentage you enter is applied globally across all Labour Categories. If you want to update only certain employees, use the 'Update Employees' option instead. For more information see Update Employees (Job Controller and Manufacturing Controller Only) on page 561.

To make a global change to labour categories hourly rates


1. From the 'Tools' menu, choose 'Update', and then choose 'Labour Categories'. The 'Update Labour Categories' window appears.

2.

Enter the 'Percentage' you require to increase or decrease the rate.

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3.

To complete the changes, click 'OK' and confirm that you want to make the change. To cancel without making the changes, click 'Cancel'.

Update Employees (Job Controller and Manufacturing Controller Only)


This facility lets you make a global change to the hourly rates attached to all of your Employees. Note: These rates become effective only as and when selected, therefore the changes you make here will not alter existing estimates retrospectively.

To make a global change to employees hourly rates


1. From the 'Tools' menu, choose 'Update', and then choose 'Employees'. The 'Update Employees' window appears.

2. 3.

Enter the 'Percentage' you require to increase or decrease the rate. Select the employees to apply the rate change to. Note: You can select one category for update if you require, by clearing the 'All Employees' check box, and selecting the employee category of your choice.

4.

To complete the changes, click 'OK' and confirm that you want to make the changes. To cancel without making the changes, click 'Cancel'.

Add Component (Bill of Materials, Batch and Manufacturing Controllers Only)


This routine allows you to add a component to many BOMs at the same time.

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To add a component
1. From the 'Tools' menu, choose 'Add Component'. The 'Add Component' window appears.

2. 3.

Select the 'Product Code'. Enter the following details: Description Instruction Enter the component description. Enter any instructions relating to this particular component. The instructions you enter here display on the Indented Parts list. You can change the label of the 'Instruction' box. For more information see Options on page 570. Enter any other information about the product that you want to record. Enter the quantity of the component of this component or raw material required to manufacture the finished item. The 'Unit of Measure' displayed is from the Line 50 product record, but you can change it here.

Memo Quantity Unit of Measure

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Scrap Percent Bulk Issue Item

If you want to build in an allowance for scrap when issuing this bill of materials, enter the percentage in the 'Scrap Percent' box. Select the 'Bulk Issue Item' box if you want to handle stock movements manually for this component. Manufacturing clears the 'Update Stock' flag on subsequent works orders by default. Select the 'Hold Quantity' check box if you do not want to multiply the quantity by the batch quantity when ordering. For example, if you have a component quantity of two, and you are building 1000 of the finished product, ordinarily Manufacturing would issue 2000 of the components. If you select the 'Hold Quantity' check box, the system will issue only two components.

Hold Quantity

Private

Select the 'Private' box if you do not want to include the component in any calculations outside of the Bill of Materials module.

4.

To apply the component to BOMs, click 'Selected BOMs'. The 'Apply changes to selected BOMs' window appears.

5.

Select the BOMs that you want to add the component to, and click 'OK'.

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6.

To add the component to the BOMs, click 'OK'. To cancel without adding the component to the BOMs, click 'Cancel'.

Delete Component (Bill of Materials, Batch and Manufacturing Controllers Only)


This routine allows you to delete a component from all BOMs.

To delete a component
1. From the 'Tools' menu, choose 'Delete Component'. The 'Delete Component' window appears.

2. 3. 4. 5.

Enter the 'Product Code' of the component that you want to delete. The description is displayed automatically. To apply the deletion to BOMs, click 'Selected BOMs'. The 'Apply changes to selected BOMs' window appears. Select the BOMs that you want to delete the component from. To delete the component from the BOMs, click 'OK' and confirm that you want to delete the component. To cancel without deleting the component from the BOMs, click 'Cancel'.

Replace Component (Bill of Materials, Batch and Manufacturing Controllers Only)


This routine allows you to replace a component in a BOM and/or works order. You can amend all records or select which BOMs you want to amend.

To replace components
1. From the 'Tools' menu, choose 'Replace Components'.

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The 'Replace Component' window appears.

2. 3. 4. 5. 6. 7.

In the 'Replace' area, enter the 'Product Code' for the item you want to be replaced. In the 'With' area, enter the 'Product Code' for the item that you now want to use as a replacement. In the 'Update Modules' area, select the check boxes of the modules that you want to update. To specify which BOMs you want to affect by the change, click 'Selected BOMs'. The 'Apply changes to selected BOMs' window appears. Select the BOMs required and click 'OK'. To replace the component in the selected BOMs, click 'OK' and confirm that you want to replace the component. (To cancel without replacing the component, click 'Cancel'.) Manufacturing finds all BOMs and/or Works Orders which contain the part to be replaced and substitutes the new item. Note: You will now need to recost your affected BOMs. For more information see Costing a Bill of Materials on page 129. You may want to run the 'Where Used' report in the Bill of Materials module to ascertain which BOMs have been altered.

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Saved Suggested Orders (Bill of Materials Only)


This option displays all of the suggested orders lists that have been saved.

To display the suggested orders lists


1. From the 'Tools' menu, choose 'Saved Suggested Orders'. The 'Saved Suggested Orders Manager' appears.

2.

To load a saved list, select it and click 'Load'.

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Select the appropriate options to determine whether Manufacturing should recalculate figures based on the current stock position. Click 'OK' to load the items from the saved list.

Click 'Cancel' to return to the 'Saved Suggested Orders Manager' window. 3. To delete a saved list, select it and click 'Delete'.

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Product Cost Prices


Line 50 does not apply cost prices to a stock item until that item has been purchased or entered as an opening balance. Clearly, there will be occasions when you want to calculate the cost of a finished product before actually buying any of the necessary components or raw materials. To ensure that all material costs are taken into account, Manufacturing allows you to enter cost prices into the Line 50 product file for products that appear as components on a bill of materials, but have not yet been purchased.

To enter cost prices


1. From the 'Tools' menu, choose Product Cost Prices'. The 'Product Cost Prices' window appears.

2. 3.

Click 'Yes' if you want to see all products; click 'No' if you want to see only those products with a zero cost price that are a component on a bill of material. Manufacturing scans the Line 50 products file and displays the 'Sage Cost Prices' window.

4.

To change a cost price, select a product, and enter the new cost price.

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5. 6.

Select another product and repeat as necessary. Click 'OK' when all changes have been made. A message appears.

7.

Click 'Yes' to update Line 50.

Upgrade program (Bill of Materials, Batch and Manufacturing Controllers Only)


Use this option only when advised by Sage Technical Support.

Database Enquiry
Use this option only when advised by Sage Technical Support.

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Options
The Options function contains various utilities to allow you to customise your Manufacturing system and environment. You can select which web page opens when you use the Internet option, choose which backup tool you want to use, and set screen and toolbar options.

To customise your Manufacturing system and environment


From the 'Tools' menu, choose 'Options'. The 'Options' window appears. For more information on each 'Options' tab, please read the following sections.

The General Tab


The 'General' tab allows you to set up how you want Manufacturing to display data and customise the appearance of the desktop.

To enter general settings


1. From the 'Tools' menu, choose 'Options'. The 'Options' window appears, displaying the 'General' tab by default.

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2. 3.

By default, your Internet browser opens to the Sage UK website, but you can change this to any page you require using the 'Default Web Address' box. Enter the number of departments and categories to display. Use a number that allows the system to work quickly, but still supplies the range of information you need. You can change these settings at any time.

4.

Select the 'Accounts ODBC source'. Certain reports pull data from Line 50. To do this, the reporting engine connects to Line 50 via the ODBC driver. Particular attention needs to be paid to the ODBC settings when the company name of a manufacturing dataset has been amended within Line 50 Accounts. After amending the company name it is necessary to update the ODBC setting manually to select the revised company name. Manufacturing attempts to configure the data source automatically for you, but can fail if you do not have sufficient permissions in Windows. Only if advised by Sage Technical Support, should you enter the server name which matches the ODBC data source that has been set up for the current data path. Note: For more information on connecting to Sage ODBC see Appendix IV - Connect Sage ODBC on page 627.

5. 6. 7.

Select the 'Custom Wallpaper Picture' to display in the Manufacturing program. Note: You need to restart the Manufacturing program for this change to take effect. Select the 'Default Quick Filter to sorted column' check box if you want the Quick Filters 'Look in' field to default to that which has been used to order the list within the work area. To continue entering 'Options', click the 'Backup' tab. To save your 'Options', click 'OK'. To close the 'Options' window without saving, click 'Cancel'.

The Backup Tab


Use the 'Backup' tab to set up your preferred backup options.

To enter backup settings


1. In the 'Options' window, click the 'Backup' tab. The 'Backup' information appears.

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2.

Enter the settings required according to the descriptions below. Default Path for Backup/ This setting determines where Manufacturing stores its Restore backup files by default.

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SQL Server Backup Path

This setting is very important. When you back up your Manufacturing data, the system instructs the copy of SQL Server to which it connects to run an SQL Database backup. Manufacturing then merges the resulting SQL Database backup file with the Manufacturing backup file, to produce the Manufacturing backup zip file. The location you enter for the SQL Server Backup Path is where SQL Server will store the SQL backup file. It is essential that you enter a hard disk location that the computer running SQL Server can 'see'. Note: You must not enter a path on your local PC, as the SQL file server will be unable to access it. If you want to be able to run backups from any workstation, you should ask your network administrator to set up a shared network folder; then ensure that every computer (including the file server) can access this share via the same UNC path or network drive. If necessary, you can use the drill-down button to locate your backup system.

Information to Backup Suppress backup prompt when exiting 3.

Select whether to back up all files or data files only. If you do not want to be prompted to back up each time you exit Line 50 Manufacturing, select this check box.

To continue entering 'Options', click the 'Reports' tab. To save your 'Options', click 'OK'. To close the 'Options' window without saving, click 'Cancel'.

The Reports Tab


This option allows you to substitute your own report layouts which will then be used by the system automatically instead of the standard layouts.

To enter Reports settings


1. In the 'Options' window, click the 'Reports' tab. The 'Reports' information appears.

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2. 3.

Place the cursor in the 'Filename' box next to the document that you want to substitute. Click drill-down (...) to open the 'Specify Report' window.

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4.

Navigate to the report that you want to use and click 'Open'. The path to your report now shows on the display and the system will use your substitute. Note: You can transfer customised reports between computers. To do this, from the 'Tools' menu, select 'Options', then select the 'Customiser' tab to display the 'Customiser' screen. Within the 'Reports' section of the screen, use the 'Export' button on the PC you are copying from and the 'Import' button on the PC you are copying to. For more information see the 'Customiser' tab.

5.

To continue entering 'Options', click the 'Colours' tab. To save your 'Options', click 'OK'. To close the 'Options' window without saving, click 'Cancel'.

The Colours Tab


Use this tab to assign colours to 'MRP Errors', 'Shortages', 'Sub Assemblies', 'Phantoms', 'Out of Ranges', 'Not fully allocated/issued', 'Highlighted', 'Variance', 'W. Order Issue', 'Fast Estimate' options and 'Actioned/Deleted MRP Recs'.

To enter colours settings


1. In the 'Options' window, click the 'Colours' tab. The 'Colours' information appears.

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2. 3. 4.

Select the colours that you want to identify errors, shortages, and so on. Click 'Revert to defaults' if you want to revert to the colours which were set up as defaults on installation. To continue entering 'Options', click the 'Customiser' tab. To save your 'Options', click 'OK'. To close the 'Options' window without saving, click 'Cancel'.

The Customiser Tab


Use this tab to effect custom changes to your system. For more information on making changes to your system and examples of changing box labels, column names and toolbars,using the customiser, see Customising your system on page 80.

To enter customiser settings


1. In the 'Options' window, click the 'Customiser' tab. The 'Customiser' information appears.

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Additional Facilities

2. 3.

In order to effect a change using the customiser you must select the boxes, 'Active' and 'Use Customised Values'. When you have made alterations using the customiser you can transfer your changes to other computers on the network using the 'Export' button on the PC you are copying from and the 'Import' button on the PC you are copying to. Note: The 'Revert' button should only be used if you want to remove all customised names from your system. Once you click 'Revert', all customised naming you have done is lost unless you have taken a backup of the system just prior to clicking 'Revert'.

4.

To continue entering 'Options', click the 'View' tab. To save your 'Options', click 'OK'. To close the 'Options' window without saving, click 'Cancel'.

The View Tab


Use this tab to determine the views you want for your desktop and for the main modules in your system.

To enter view settings


1. In the 'Options' window, click the 'View' tab.

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The 'View' information appears.

2. 3. 4.

Select the module that you want for the desktop initial view when you open Line 50 Manufacturing. Select the default views that you want for the modules. To save your 'Options', click 'OK'. To close the 'Options' window without saving, click 'Cancel'.

578

Chapter 22
Glossary of Terms

This chapter contains definitions of frequently used manufacturing terms and a list of acronyms that are used in Manufacturing.

In this chapter:
List of Acronyms ..............................580 Glossary ..........................................581

List of Acronyms
A/C AI AO ATP BOM CRP ERP FC GI GRN JIT MI MRP MRP II NA NS O/B ODBC OE O/S PC PI SC SCM SI SR WC WI WIP Account Adjustment In Adjustment Out Available to Promise Bill of Materials Capacity Requirements Planning Enterprise Resource Planning Financial Controller Goods Inward Goods Received Note Just In Time Movement In Materials Requirements Planning Manufacturing Resource Planning Not Applicable Non-Stock Opening Balance Open Database Connectivity Other Expenses Outstanding Purchase Credit Note Purchase Invoice Sales Credit Supply Chain Management Sales Invoice Sales Receipt Works Order Cancellation Works Order Issue Work In Progress

Glossary of Terms

Glossary A
Action Date Advice Note Analysis Codes The date whereby the next stage in the process is actioned. A note to a purchaser advising on the intended purchase. Codes used for analysing and reporting on your estimates. You may attach five different Analysis Codes to each estimate for reporting purposes. For example, you might want to analyse your estimates by industry type and area in which case you would set up analysis codes, 'Industry Type' and 'Area'. See Available to Promise on page 581. A facility where conflict in a schedule is resolved automatically within the system. This facility is not currently offered within Manufacturing although if you have the Manufacturing Controller variant, you can resolve conflicts yourself manually using the graphical planner. See Production Scheduling on page 593. Stock or planned stock not committed to a definite customer order.

ATP Automatic Resolution of Conflict

Available to Promise

B
Backflush The process of moving materials automatically from stock to work in progress based on standard quantity required. Unless there is a very high level of data accuracy and discipline, backflushing can lead to inaccurate inventory records and is therefore not recommended. Backwards Planning This is when you enter the date a delivery is due and the system works out when you should start work in order to meet the date for delivery. A report that details the assets and liabilities of a business at a point in time, usually at the end of an accounting

Balance Sheet

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period. A balance sheet must always balance: debits must always equal the credits. Barcode A unique code identifiable by a barcode reader. This can be printed out on various works order documentation, such as picking lists. Using barcodes allows you to speed up the entry of information into the system. The Manufacturing system for businesses involved in repetitive batch manufacturing. Facilities include Bill of Materials, Production Planning, Works Order Processing and Materials Traceability. The Manufacturing variant suitable for smaller manufacturing businesses for whom the Line 50 stock explosion facility is not sufficient. The Bill of Materials variant allows unlimited components on unlimited levels. To accommodate one-off modifications to standard products you can add a BOM as a product code on an Estimate header. The program reads the BOM structure and adds all of the components and operations in the BOM to a special stage that it creates automatically. A blow-through phantoms components and operations are rolled up and added to the special stage. BOM BOM Header See Bill of Materials on page 582. The product code for the finished item or sub-assembly (which must already exist in Line 50), and any manufacturing instructions relating to the whole build. A time period (for example, a day or a week) in which all demands or requirements are added together and treated as one. The issue of stock in bulk. Within Manufacturing you can specify bulk issue by means of a check box. This identifies to the system that you want to handle stock items manually for components (i.e. deal with bulk issue of stock) and not update stock automatically per component (i.e. individually) on subsequent works orders by default.

Batch Controller

Bill of Materials

Blow-through Phantom

Bucket

Bulk Issue

582

Glossary of Terms

C
Calibration Calibration History Calibration Interval Capacity Requirements Planning Certificate of Conformity The process of testing and measuring a machines response against its expected response. A record of the tests and results of the calibration process on the machines used within the system. The length of time between required calibration testing for a machine. The method of evaluating what quantity of materials can be processed on a machine or in a particular production unit. A certificate issued when products are issued and despatched which states that the products conform to standard. The rate at which a product or service is charged. It tends to be related to the unit of sale. For example, 35 pence per mile, where 35 pence would be the charge rate, and per mile would be the unit of sale. Time spent which can be charged to a specific works order. A routine which allows you to delete jobs from the system once retention invoices have been settled. Raw materials used to manufacture finished goods. Where demand for resource is too high on a particular date. Stock that is only paid for when it is used. Anything which could limit the companys ability to accept an order from a customer is a critical resource. Frequently this is final assembly labour or equipment but could include the capacity of earlier processes or even a vendors capabilities. Where you have a group of machines but you can only apply one of them to a bill of materials, you need to create

Charge Rate

Chargeable Time Complete Retention Components Conflict Consignment Stock Critical Resource

Cross Machine Planning

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a machine group to apply to the BOM. You then choose which machine from the group to apply to the BOM manually on a regular basis, usually weekly. CRP Cumulative Lead Time Customiser See Capacity Requirements Planning on page 583. The total time required to make a part. The powerful facility within Manufacturing to change any box label on any window within the system. You can therefore customise your Manufacturing system to show any industry or business specific terms which may be in common use. The facility also lets you use data boxes for something other than that originally intended, for example in the food processing industry the term 'set-up time' on a bill of materials may be more appropriately called 'clean time'. You can also change the options on the toolbars.

D
Day Code A code used to identify the day during receipt of goods. Used as standard in food processing industries. May also be used in pharmaceutical industries. A default is information that your computer will use in the absence of any other information. For example, if your computer defaults to a way of operating, it will automatically operate in that way, unless you command it to work otherwise. Return of parts issued on a works order back to stock when a works order has been cancelled. A note issued with goods to the customer Those expenses that are incurred in the actual manufacture and sale of the product or the sale and provision of the service, i.e. the expenses incurred by the business actually trading. For example, the wages of the machine operators, the power to run the machines, the wages and commission of the sales staff, the cost of advertising and any sales promotions.

Default

Dekit Despatch Note Direct Expenses

584

Glossary of Terms

Discount

The amount by which a bill is reduced. Discounts can be given for a variety of reasons, for example, buying in bulk, spending large amounts, being a preferred customer or settlement discount for prompt payment. The time that machines, or people are unavailable for production work. A record of drawings relating to manufactured items. Details include drawing numbers, revision details, the product and customer for which the drawing is used, and the physical location of the drawing. In addition, drawings can be cross referenced to a bill of materials so that the drawing reference and latest revision date appear on Works Order documentation.

Down Time Drawing Register

E
Effectivity Dates Used to change from one component to another. If you are trying to use up old stock before starting to use the new stock, these need to be continually adjusted as the production schedule changes, stock adjustments are made, and so on. A better route is via the Phantom Bill of Materials. The facility to store details about your employees, for example, name, address, clock number, shop floor department, charge rate, labour category and so on. Manufacturing Resource Planning (MRPII) plus resource planning for the non-manufacturing areas such as plant maintenance, human resource planning, and so on. See Enterprise Resource Planning on page 585. Forecast project costs, based on expected costs of labour and machinery and operation times. The process of calculating your project costs. In Manufacturing, estimates are produced for one-off items or non-repetitive batches within the Job Controller and Manufacturing Controller modules.

Employees

Enterprise Resource Planning

ERP Estimates Estimating

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Exclude from Quarantine

Do not hold goods received in a Quarantine area but log directly as goods received and pass the information directly to Line 50. A powerful feature within Manufacturing that allows you to set up details of any other costs likely to be incurred on jobs but not falling into any of the other categories. When you have defined your Expense Types they may be used in estimates and actual transactions. Computer calculation of the requirement for the components of a part based on its Bill of Material.

Expense Types

Explosion

F
Fence Finished Goods Finite Capacity Planning See Time Fence on page 599. Top level bill of material item. Contains raw materials and/or components. Computer controlled rescheduling of works orders based on preset capacity resource levels and fixed scheduling rules. When you enter the date to start work in order to meet delivery.

Forwards Planning

G
Goods Received Upon receipt of goods a number of processes are instituted in manufacturing systems. Within Manufacturing, a number is generated on receipt of delivery of goods. To provide traceability this number cross references with one or more works order numbers. Notes which record delivery of goods from suppliers. See Production Scheduling on page 593.

Goods Received Notes Graphical Planner

586

Glossary of Terms

H
Horizon Date A date beyond which data will not be included in the schedule. Data with a due date beyond the horizon date will not be read into the production schedule by master production scheduling (MPS).

I
Infinite Capacity Planning Invoicing Material and capacity planning which is not constrained by any theoretical capacity restraints. Using the Job Controller module you can generate sales invoices. As well as updating the Job record, these may also be moved into Line 50s Invoicing facility to be printed and posted in the normal way. Line 50 Invoicing is linked to the customer, product and nominal accounts so these records are automatically updated when you update your invoices. The invoices generated within the Job Controller variant correspond to Line 50s Service Invoices. They are recorded against each job within the Job Controller variant and profit (or loss) made can be calculated on a job by job basis.

J
JIT Job Job Card See Just In Time on page 587. Within Manufacturing, a job represents the physical tracking of a manufacturing operation within a factory. A job report that shows the original job status of the job in production and its stages with the most recent update and the current job time elapsed and expenses. The Manufacturing variant for manufacturers of 'one-offs' or non-repetitive batches. Facilities include Estimating, Job Processing, Cost Recording and Invoicing. The facility to check whether a job is ready for manufacture i.e. whether all materials have been received into stock. The progressive reduction of wasteful activities, that is, anything that adds cost but not value to the end product.

Job Controller

Job Ready Just In Time

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Sage Line 50 Manufacturing User Guide

Examples of this waste include any production or delivery in excess of requirements, movement of parts and inspection that is not integrated into the system.

K
Kaizen Kanban Continuous improvement by small changes. Authority to move or produce a part based on its usage. The authority is typically in the form of an allocated space on the floor, bench or rack, an empty container or a card. The act of picking parts from stock that are required to produce a released works order.

Kitting

L
Labour Category A skillset definition that allows employees to be grouped according to their function within the production process. This grouping can be used when entering timesheet information or in the 'Operation Times' add-on to the Manufacturing Controller variant. Details of labour costs required by a particular operation. The definition in the Labour Register of a process such as cutting, drilling, assembly or inspection. The record defined has a unique reference, a description, notes and an hourly charge rate for the process. Holds details of all labour manufacturing processes including times and related costs. The number of working days elapsing between placing an order for an item and taking delivery. Within some systems lead time means the total time to manufacture. The environment in which you normally work within Manufacturing. Any changes you make are effective. You can test out various scenarios within the 'What If?' Environment before making them live, if appropriate.

Labour Costing Labour Process

Labour Register Lead Time

Live Environment

588

Glossary of Terms

M
Machine Costing Machine Record Details of any machine costs required by a particular operation. The definition in the Machine Register of a machine. The record defined has a unique reference, a description, notes and an hourly charge rate for the machine. It may also hold the number of operating hours before full service and/or ordinary service. Machine type, serial number, location, certificate and calibration requirements and history are stored. Also stored are the operating hours the machine may be used each day. Holds details of machines used in manufacturing processes including hourly rates. The Manufacturing variant for mixed-mode manufacturers companies who produce both repetitive batches and one-offs. It follows your manufacturing process from beginning to end, providing vital information needed to help control costs and maintain efficiency. If required you can also monitor shop floor data through the Manufacturing Controller variant. It has all the features of the Batch and Job Controller variants but in addition has a powerful graphical planner. Details relating to labour and machine processes which can be used across BOMs. This reduces the amount of time spent setting up BOMs which contain the same labour and machine process information. The integrated planning of a companys material, equipment and people to meet the Business Plan. The integration requires that the same information (Sales Forecast, Bill of Material, actual orders, and so on) is used throughout the company. The planning of production (usually end item production) to satisfy current and forecast orders. The sum of all family MPS items must equal the agreed sales and operations plan for that family over each planning period (normally a month or 4 week period). The MPS report includes an Available to Promise figure to enable realistic, achievable

Machine Register Manufacturing Controller

Manufacturing Operations

Manufacturing Resource Planning

Master Production Scheduling

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delivery promises to be made to customers. Items planned at the MPS level are exploded by Materials Requirements Planning (MRP) to produce the detail material and capacity requirements. Materials Requirements Planning A software program that automatically recommends purchase orders, transfers and work orders to balance supply and demand. Materials Traceability The ability to track the movement historically of materials used in production and manufacture of jobs. The ability to track sub-assemblies in Manufacturing is available in the Batch Controller, Job Controller and Manufacturing Controller variants, through various bill of materials, production planning, works orders and goods received settings. Within Manufacturing, the goods received number cross references to one or more works order numbers. Full traceability of material movements through the system is provided as the works order is cross referenced with the sales order and invoice numbers. The maximum number of finished goods you can build with current levels of stock. A relational database management and analysis system. An instance of Microsoft SQL Server database must be installed on your computer before you install your Manufacturing system. The server database provides the management of your data and ensures the optimisation of networked resources within your system. See Master Production Scheduling on page 589. See Materials Requirements Planning on page 590. See Manufacturing Resource Planning on page 589.

Maximum Build Quantity Microsoft SQL Server Database

MPS MRP MRP II

N
Nominal Ledger Updated by most of the transactions posted in all ledgers, this is the core ledger in the accounting process. Balances on the nominal accounts form the Trial Balance and therefore the Profit and Loss and the Balance Sheet financial statements.

590

Glossary of Terms

Non Chargeable Time Non Stock Items Non Working Periods

Time spent which does not directly apply to any job and therefore cannot be charged to a works order. Items bought in specially for a job and not having an existing product record set up in Line 50. Periods when the company shuts down. The information is automatically used by Production Planning when calculating capacities and start/end dates of jobs and also in conjunction with the Timesheets facility within Job Processing. There you can build up a table of allowable categories to which time may be booked when not working directly on a job such as training, downtime and sickness.

O
Opening Balances Opening Balance GRN The balance of an account when it is initially opened, or the balance carried over from the previous accounting period. If you have been using the Line 50 Products File before installing Manufacturing you can use a special facility within Manufacturing to create opening balance GRNs for any stock already held within your Line 50 Product File. Manufacturing adds together the unused quantities of the various 'stock-in' transactions (AI, MI, GI types) for every Line 50 product record and creates an opening balance GRN for the total. Note: If you use this option more than once, opening balances GRNs will become duplicated for each product record. You can delete the duplicates manually, however, using the Goods Received Notes window. By default each opening balance GRN will be given the standard reference 'Open GRN'. This is a setting in 'Traceability Defaults' (see The Numbering Tab on page 374). Note: This routine may take a few minutes to run, especially if there are a large number of stock items.

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Operating Hours

The number of hours that a machine operates normally during a day. This is defined in the Machine Register. You can also optionally specify the number of operating hours before a full or an ordinary service for the machine. A job report providing details about the operation status. The facility that allows you to collate times and costs for employees on the shop floor. The labour and/or machine processes required to manufacture an item. Holds details of frequently used operations to enable speedier creation of BOMs or Estimates. For each operation you specify the labour and machine processes involved as well as the time required to complete the operation, including any machine set-up time. You can also store details of piece work or subcontract operations as well as tooling costs. A manufacturing or production expense other than direct labour or materials. The process of recovering the costs of overheads in production analysis costing. Also known as absorption costing. Within Manufacturing, overhead recovery processing allows you to make either manual or automatic Nominal Ledger postings relating to overheads recovered.

Operation Card Operation Times Operations Operations Register

Overhead Overhead Recovery

P
Phantom Bill of Materials Bill of Materials that are created and structured to contain groups of components but not to be used themselves as actual stock components or in raising works orders. They are used generally for printed reports on stock structures or collapsing the sub-assemblies in order to reduce work in progress (wip) and lead-time. A phantom operates in the same way as a standard sub-assembly except that the product code for the finished item does not appear on a higher level works order.

592

Glossary of Terms

Within Manufacturing phantoms are 'rolled down' and their components and operations (and those of any nested phantoms) added to the top-level works order. The components and operations that are 'rolled up' are given a sequence number of zero. In some manufacturing systems phantom bill of materials may be used instead of effectivity dates to use up old stock before replacement parts are introduced. If so, the old stock item is created as a phantom bill of material with the new item the child of the old. Stock of the old is used up before the new is ordered. When the phantom has zero stock, the phantom is deleted and the new item made part of the original bill. Phantoms are also known as non-returnable assemblies and blow-throughs. Picking List A job report that shows all the components required for the build, the quantity required, and the bin location of the component. Usually used in the warehouse to assemble the components required for production. The cost per item (piece). Piece work provides wage labour where workers are paid per unit of production instead of by labour time. Calculation and display of the resources required to satisfy sales orders and production for stock. Within Manufacturing, this is available in the Batch Controller and Manufacturing Controller variants. A tool for managing production schedules graphically. You can either resolve machine conflicts first and then address the question of optimum efficiency, or work towards optimum efficiency and then deal with machine conflicts. You have total control over start/finish times for both labour and machine operations. A report that categorises the income and expenditure of a business over an accounting period. Prospective customers who do not yet exist in your Line 50 database.

Piece Work

Production Planning

Production Scheduling

Profit and Loss Prospects

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Sage Line 50 Manufacturing User Guide

Prospects Database

The area within your Job Controller variant where you can store information about prospective customers prior to entering their details within Line 50. Notes issued to you if you have returned goods to a supplier because you had to cancel a purchase invoice either in full or in part. They are normally issued when goods or services are faulty or when the purchase invoice was incorrect. These are issued to you by your suppliers as a request for payment in respect of the supply of goods or services. Purchase Ledger keeps track of all invoices, credit notes and discounts sent to you by suppliers. The administrative functions based around processing purchase orders. Documents that state the quantity, description and price of goods and services ordered, agreed terms of payment, discounts, delivery and all other agreements pertinent to the purchase and its supply. These are payments made by you to your suppliers in respect of invoices for goods and/or services that are supplied to you.

Purchase Credits

Purchase Invoices Purchase Ledger Purchase Order Processing Purchase Orders

Purchase Payments

Q
Quality Standard The standards by which measures are made during manufacturing. This includes parts and processes of production. Total of all nettable stock for a part. A holding area in the manufacturing system where materials received are held temporarily before the information is logged within the goods received area and also passed to Line 50. This would normally be used to provide quality checking time for goods received to make sure they are of acceptable quality and fit for purpose.

Quantity on Hand Quarantine

594

Glossary of Terms

R
Raw Materials Recost Bill of Materials The base materials from which sub-assemblies, components and finished goods are made. The process of re-calculating the cost of a Bill of Material after it has been added to the system. This might be because prices, components or operation have changed since original entry. The process of re-calculating the cost of an Estimate to reflect stock price changes since the last calculation. The process of allocating new sequence numbers to components or operations within a Bill of Material. You can allocate sequence numbers in steps larger than 1, for example, 5, 10 and so on. This provides gaps in the numbering sequence which then allows you to add new components or operations to a Bill of Material which fit into the sequence in the correct position in the sequence. The requirement to make up the same bill of materials over several time periods. Money retained for a specified period of time after production, to ensure that if anything goes wrong it will be rectified. Retentions provide incentives to contractors to avoid or eliminate defects in goods or services supplied. A job report that provides details about the route of components and operations within job production. A sequenced list of the operations needed to manufacture a part. A routing should include the amount of resource required at each work centre the part passes through. Tooling should also be included in a parts routing. Routing information must be held on the planning system for every manufactured part and used for capacity planning and costing. The time taken for an operation to complete, including machine set-up time.

Recost Estimates Re-sequence Bill of Materials Components

Repeating Job Retentions

Route Card Routing

Run Time

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S
Safety Stock The level of stock that the computer will plan as a minimum. Safety stock is used to be able to offer shorter lead times to customers than cumulative lead times, or to provide continuity of supply where there are uncertainties in requirements. The uncertainties could be due to unreliable machines, fluctuating yields, absence, and so on. Notes are issued to customers in order to cancel sales invoices either in full or in part. They are normally issued when goods or services are faulty or when the sales invoice was incorrect. The best estimate by sales and marketing of future requirements used as the input to the sales and operation plan at the family level and as input to the master production schedule at item level. All forecast orders received should be subtracted from the forecast to leave a residual forecast in the master schedule so that total demand is always calculated as orders plus residual forecast for each time period. Consuming the forecast in this way is an essential element of demand management. These are issued by you to your customers as a request for payment in respect of the supply of goods or services. Sales Ledger keeps track of all invoices, credit notes and discounts sent to customers and all receipts received from customers. The administrative functions based around processing sales orders. Documents that state the quantity, description and price of goods and services ordered, agreed terms of payment, discounts, delivery and all other agreements pertinent to the sale and its supply. Gather a list of outstanding estimates and if planning forwards choose appropriate production plans to apply to them; otherwise, if planning backwards, the system will suggest appropriate production plans for the estimates based on the due dates of the estimates.

Sales Credits

Sales Forecast

Sales Invoices Sales Ledger

Sales Order Processing Sales Orders

Scan Estimates

596

Glossary of Terms

Scan Minimum Levels Scan Sales Orders

Gather a list of bill of materials that have fallen below their minimum levels. The facility to create jobs in the Job Controller variant automatically from sales orders previously entered in Line 50. See Supply Chain Management on page 598. The unexpected loss of a completed part for any reason. A percentage allowance for scrap when issuing a Bill of Materials. The time to set up a machine or production unit to perform an operation. The length of time a product or service is marketable. A measurement of process quality. Sigma is the mathematical symbol for standard deviation. As an example, about 93% of all results from a normal population (i.e. results are distributed above and below the mean) fall within three standard deviations. The use of six sigma in a manufacturing situation means that the company uses all the total quality tools to improve a process so that the tolerances for the process is at or better than six standard deviations of the process spread. This would result in no more than 3.4 failures in one million units of production. Stage templates provide basic information for stages and can be applied to different estimates and then tailored for individual requirement. The use of templates avoids unnecessary repetition in keying in data which is the same. Within Estimates for one-off jobs, jobs are broken down into stages for accumulation and analysis of job costs. Each job must have at least one stage. The most usual unit of measure for capacity planning. The total goods or raw material held for a business for the purpose of resale.

SCM Scrap Scrap Percent Setup Time Shelf Life Six Sigma

Stage Templates

Stages

Standard Hours Stock

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Stock Control Stock Forecasting

Recording stock details and tracking stock levels. The facility to predict stock levels based upon future stock movements, for example, issues, finished goods, received goods and sales orders. The point at which raw materials or components make a part of the finished product. Raw materials or components may in themselves make the sub-assembly, or may be combined with other raw materials or components to make the sub-assembly. The sub-assembly in turn may be combined with other components or with other sub-assemblies in the manufacture of finished goods. Within work breakdown there may be many levels of assembly. Levels would be ascending, i.e. the lowest level of sub-assembly would provide the building block for the next level, and so on to the finished product. Operations that are subcontracted to external organisations, or to other internal departments within one organisation. A report on the suggested orders showing for each component the quantity you are short, the quantity already on purchase order, the default supplier (along with cost price, lead time and suggested due date), the minimum order quantity and the suggested order quantity. A facility to generate purchase orders in Line 50 automatically for jobs in Manufacturing. This is part of the materials requirements planning (MRP) approach which suggests orders for components when they are needed. Suggested orders are orders that can be prepared and saved to be placed as required. The control of the supply of parts from vendor through to customer. There is no fundamental difference in principle between Supply Chain Management and Manufacturing Resource Planning (MRP II). Supply Chain Management is also used to refer to short cycle manufacturing, which is the manufacturing element of Just In Time (JIT).

Sub-Assembly

Sub-Assembly Levels

Subcontract Operations

Suggested Order List

Suggested Orders

Supply Chain Management

598

Glossary of Terms

T
Time Fence A point in time where the planning rules change. An example is the emergency time fence after which orders should only be changed in an emergency. In Master Production Scheduling (MPS), the planning or firm time fence is the point before which the planning system will not raise planned orders, so that the planner is in control. The facility to post actual times and costs to jobs. The costs incurred through designing, manufacturing and purchasing the tools used in production. Tooling cost varies with a number of factors: whether the tools can be used only once, can be interchanged across jobs, are correct for the job, and so on. Following the movement of materials through the system. The process of monitoring the progress of works orders through the operations shown on a routing. A culture of anticipated delay reporting eliminates the need for time wasting tracking. The computer record of all MRP material movements. The better transaction logs also show changes to the database with the name of the person who made the change. A list of all the nominal accounts at a given time, together with their net balances, shown as either a credit or a debit balance. The means to test the provision of stock for assemblies and show production quantities possible. Reports show the availability of materials in stock, on order and due for delivery. The point an estimate becomes a job, moving from the planning to the production phase of an operation.

Timesheets Tooling Costs

Traceability Tracking

Transaction Log

Trial Balance

Trial Kitting

Turn Into Job

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U
Unit of Sale The measure of the sale, for example, per keg, per metre, per box, in which case keg or metre or box would be the unit of sale.

W
Water Beetle WBS What If Environment The name given to the process of distributing parts to and between kanban locations around a site on a regular basis. See Work Breakdown Structure on page 600. A working environment within the Production Planning module which allows you to query the production schedule with a number of different scenarios and does not affect the currently live production schedule. See Work In Progress on page 600. Methodology that supports cost reporting requirements in projects. People or equipment (resources) which may be treated as one resource for capacity planning purposes. The capcaity of the work centre should not normally be affected by the mix of work. A products value as it moves through production. Work in progress is increased by issues and decreased by the completion of works orders, the return of parts to stock or scrapping parts.

WIP Work Breakdown Structure Work Centre

Work In Progress

600

Glossary of Terms

Works Order

The authority to produce a part using the components specified on the Bill of Material and the process specified on the routing. The progress of requirements in an MRP system is as follows: Planned Order - controlled by the computer. Firm Planned Order - used only when manual control is needed. Released Order and then Kitted. Scheduled Receipt. Closed Order.

Works Order Processing

The process of managing your works orders. This includes allocating and issuing raw materials/components, and recording the progress of each operation to completion. On completion within Manufacturing, works orders are costed and finished stock is updated so goods are despatched in the usual way using Line 50.

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602

Chapter 23
Appendices

This chapter provides reference material for Manufacturing.

In this chapter:
Appendix 1 - Upgrading Line 50 and Manufacturing..................................604 Appendix II - CSV File Formats ........610 Appendix III - Retentions (Job Controller and Manufacturing Controller Only) ..626 Appendix IV - Connect Sage ODBC.627 Appendix V - Configuring Backups ..630 Appendix VI - MRP Output Log Content 635

Appendix 1 - Upgrading Line 50 and Manufacturing


Sage Line 50 Manufacturing v12 integrates with versions 9, 10, 11 or 12 of Line 50 Financial Controller. You must read all of this appendix before upgrading either data or programs. This appendix contains sections on technical considerations and data considerations as well as an Upgrade Checklist. Please print this appendix and complete the Upgrade Checklist to ensure that all necessary steps have been taken prior to upgrading.

Appendices

Technical Considerations
1. Client machine specification The specification of clients machines are detailed in the System Requirements (see System Requirements on page 2). Note: Line 50 Manufacturing v 12 is designed for 1024 x 768 resolution screens. 2. Un-install of previous Manufacturing product Line 50 Manufacturing v 10.1, or earlier, must be un-installed via Add/Remove programs before installing Line 50 Manufacturing v 12. As with all Windows products, all Line 50 Manufacturing products must be removed and installed by a user with Administrator rights to the machine. Note: The un-install process can only remove the files which were installed, therefore some folders which contain user defined information such as bespoke reports may remain after un-installing. 3. Activation Key On running Line 50 Manufacturing v 12 for the first time you will need to re enter your activation key. The key has not changed between versions 10.1 and 12 but there is now a single product Manufacturing with 4 variants: Bill of Materials, Batch Controller, Job Controller and Manufacturing Controller. The activation key determines which variant is enabled. 4. Accounts Integration Line 50 Manufacturing v 12 integrates with Versions 9, 10, 11 or 12 of Line 50 Financial Controller. 5. SQL and Internet Explorer versions There has been no change to the version of SQL used by the server so you do not need to amend the SQL installation. It is included on the CD for new users only. Similarly the version of Internet Explorer which is a pre-requisite for all client machines has not changed between V10.1 Service Pack 1 and V12. 6. Upgrade all client machines You must upgrade all client machines. You cannot run a mixture of V10.1 and V12 client machines. 7. Reports Amended reports, layouts and labels are held within the relevant product folder and as this is being superseded by a new folder to be accessed by all variants of V12, any bespoke reports should be backed up and copied into the appropriate new folders following installation of v12.

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8.

Users settings Some settings, such as user defined searches and screen display preferences, are held by machine and will have to be recreated following installation of v12.

9.

'Operation Times' for Manufacturing Controller (Operation Times) V10 Operations Times does not need to be upgraded to the V12 version unless Operation Times is installed on a PC which also has Manufacturing Controller on it. The new version of Operation Times is shipped in a separate CD, Note: Operation Times v12 has no functional differences to Operation Times v10.

10. Sage Line 50 Manufacturing Graphical Planner (Manufacturing Controller variant) The Graphical Planner can only be used by Manufacturing Controller variants of Line 50 Manufacturing. The Graphical Planner does not need to be installed to every machine which is running Manufacturing but needs to be installed to every machine which will require access to it. Note: For each machine it will be necessary to register and activate the Graphical Planner individually and registration requires a connection to the Internet to enable it.

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Data Considerations
1. Backup It is imperative that a backup of Manufacturing is taken before upgrading. Backing up from within Manufacturing will also back up the corresponding accounts data, though be aware that ancillary data such as Memo and Image data is not included in the V10.1 backup so taking an additional backup within Line 50 with the appropriate options checked would back up this additional information. 2. Delivery Notes (Manufacturing and Batch Controller variants) If you have upgraded the Line 50 data be aware that this will have forced the compress of the Sales Order Processing table. Since Line 50 V11 the option to compress the Sales Order table has been set to 'off' for manufacturing users because this can cause the delivery note references to sales order lines to become lost. You must complete any delivery notes before upgrading the Line 50 data because the Sales Order table is compressed irrespective of the SOP compress option setting. 3. Numbering of jobs and orders created from estimates (Job Controller) Prior to V12 these orders were referred to as Jobs in Job Controller. From V12 they are referred to as Works Orders as they are in the Manufacturing Controller variant. The defaults relating to 'Jobs' have been moved to a Works Order section and the auto-numbering function now takes the next number generated as defined within that revised 'Works Order Defaults' option. In order to continue the sequential numbering to follow the numbers used prior to the upgrade, it is necessary to note the 'Next Job Number' prior to upgrade and to enter this same number and prefix in the revised 'Works Order Defaults' section. 4. Production Planning (Manufacturing and Batch Controller variants) The concept of multiple Production Plans has been removed in Line 50 Manufacturing v12. Any items on plans that are at the planning stage should be removed. Running MPS will pick them up again after the upgrade. If you have the same item many times on a sales order, complete any outstanding works orders. If links between works orders are important, then all linked works orders should be completed prior to upgrading. Tagging will show the links in version 12. Upgraded Works Orders created prior to V12 may not have all the dates required to plan them by MRP and will therefore be listed as MRP exceptions until the required dates have been added manually. 5. Initial log onto Manufacturing After all data upgrading issues have been considered, the first time you log onto a Manufacturing company you will trigger a short data upgrade routine. If you are also upgrading the Line 50 data you must log onto Line 50 Financial Controller first.

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The very first time the manufacturing data is accessed you will be given the option to create a calendar file. Note: Any non-working periods defined in V10.1 will not be included and the calendar will be created to include all the Bank Holidays and Public holidays for the next few years. When upgrading from V12 to V12 SP1 MRP and Demand views will be cleared and it will be necessary to re-run 'Read Demand' and 'MRP' to restore this information. 6. Estimates (Manufacturing Controller and Job Controller) New Estimate statuses have been introduced. Existing Estimates will be mapped to the appropriate status. However, it is important that no Estimates that have been modified since the works order was created. If they have been modified, the statuses on the stages that have not been transferred to works order processing will be assigned incorrectly.

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Upgrade Checklist
Tick when done

What you need to do 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Review minimum machine specifications. Back up data in previous version of Manufacturing. Back up custom reports where necessary. If using Delivery Notes, ensure that all are completed. Note next Job Number. Remove planned items, and complete linked works orders. Ensure works orders created against estimates reflect current estimate details.

Applies to variants All All All Batch Manufacturing Job Batch Manufacturing Job Manufacturing

Uninstall existing Line 50 Manufacturing products. All Install Line 50 Manufacturing v12 Run Line 50 Manufacturing v12 for first time and enter activation key. After upgrade has completed, update calendar file. Review all module defaults in particular new planning defaults where applicable. Install Operation Times v12 on machines with Line 50 Manufacturing v12 installed. Install Graphical Planner to those machines which require it and register the product. Upgrade all other machines which have an old version of Line 50 Manufacturing, repeating steps 8 to 10 for each. All All All All Manufacturing Operation Times Manufacturing Job Manufacturing

14. 15.

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Appendix II - CSV File Formats


You can import data from another system into your system, so you do not have to type it in via the keyboard. You can also export data so that it can be read or imported by another system or program. This can be useful if you need to copy a lot of information between one system and another. You can import and export the following data: Bill of Materials Headers Bill of Materials Components Bill of Materials Operations Labour Register entries Machine Register entries Operation Templates Drawings Expense Types Employees Categories Non-Chargeable Time Product Information Product Information - Suppliers You can import but not export the following data: Make to Stock Items Sales Forecasts When you import data it must be in the required format. This is a comma separated variable (CSV) file. The CSV file formats are straightforward. Each data type (BOM Header, BOM Component, BOM Operations, and so on) must be defined within a separate file. The following characters should not be included within CSV import files: *+,:;<=>?@[\]^`{|}~ Within the file, each new record must start on a new line and each value must be separated from the next by a comma. Note: Dates and Boolean fields (values True and False) must be enclosed with # characters. For example, #01/01/2004#, #True#, #False#.

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BOM Headers
Number 1 2 3 4 6 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Field BOM Reference Description Manufacturing Instructions Standard Default Mark-Up Valid From Valid To Default Cost Qty Top Level BOM Phantom Private Revision User Defined Field #1 User Defined Field #2 User Defined Field #3 User Defined Field #4 User Defined Field #5 User Defined Field #6 User Defined Field #7 User Defined Field #8 User Defined Field #9 User Defined Field #10 User Defined Field #11 Type String String Memo Memo Double Date# Date# Double Boolean# Boolean# Boolean# String String String String String String String String String String String String Size 30 60 30 50 50 50 50 50 50 50 50 50 50 50

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Number 24 25 26 27 28 29

Field User Defined Field #12 Analysis Code #1 Analysis Code #2 Analysis Code #3 Analysis Code #4 Analysis Code #5

Type String String String String String String

Size 50 20 20 20 20 20

BOM Components

Number 1 2 3 4 5 6 7 8 9 10 11 12

Field Header Ref (BOM Reference) Product Code Description Memo Sequence Quantity Instruction Unit of Measure Bulk issue item Scrap Percent Hold Quantity Private

Type String String String Memo Double Double String Memo Boolean# Double Boolean# Boolean#

Size 30 30 60 50 -

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BOM Operations
Number 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Field Header Ref (BOM Reference) Operation Reference Operation Description Memo Sequence Run-Time Hours Run-Time Minutes Qty Per Run Setup Hours Setup Minutes Setup Rate Setup Total Operation Total (Not used) Labour Reference Labour Description Labour Memo Labour Rate Labour Hours Labour Minutes Labour Total Machine Reference Machine Description Machine Memo Type String String String Memo Double Double Double Double Double Double Double Double Double String String Memo Double Double Double Double String String Memo Size 30 30 60 30 60 30 60 -

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Number 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48

Field Machine Rate Machine Hours Machine Minutes Machine Total Sub-Contract? Labour People Keep Together? Delay Hours Delay Minutes Overlap Piece Work Piece Work Cost Piece Work Qty Tooling Cost Tooling Repeat Qty SC From 1 SC From 2 SC From 3 SC From 4 SC From 5 SC To 1 SC To 2 SC To 3 SC To 4 SC To 5

Type Double Double Double Double Boolean# Integer Boolean# Double Double Double Boolean# Double Double Double Double Double Double Double Double Double Double Double Double Double Double

Size -

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Number 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72

Field SC Rate 1 SC Rate 2 SC Rate 3 SC Rate 4 SC Rate 5 SC Per Item 1 SC Per Item 2 SC Per Item 3 SC Per Item 4 SC Per Item 5 SC Hours 1 SC Hours 2 SC Hours 3 SC Hours 4 SC Hours 5 Saturday Sunday Supplier A/C Reference Order Narrative Order Details Lead Time Non Printing Shrinkage Include Setup Time in Labour Reqs

Type Double Double Double Double Double Boolean# Boolean# Boolean# Boolean# Boolean# Double Double Double Double Double Boolean# Boolean# String String Memo Integer Boolean# Double Boolean#

Size 8 50 -

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Operations
Number 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Field Operation Reference Operation Description Memo Sequence Run-Time Hours Run-Time Minutes Qty Per Run Setup Hours Setup Minutes Setup Rate Setup Total Operation Total (Not used) Labour Reference Labour Description Labour Memo Labour Rate Labour Hours Labour Minutes Labour Total Machine Reference Machine Description Machine Memo Machine Rate Type String String Memo Double Double Double Double Double Double Double Double Double String String Memo Double Double Double Double String String Memo Double Size 30 60 30 60 30 60 -

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Number 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48

Field Machine Hours Machine Minutes Machine Total Sub-Contract? Labour People Keep Together? Delay Hours Delay Minutes Overlap Piece Work Piece Work Cost Piece Work Qty Tooling Cost Tooling Repeat Qty SC From 1 SC From 2 SC From 3 SC From 4 SC From 5 SC To 1 SC To 2 SC To 3 SC To 4 SC To 5 SC Rate 1

Type Double Double Double Boolean# Integer Boolean# Double Double Double Boolean# Double Double Double Double Double Double Double Double Double Double Double Double Double Double Double

Size -

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Number 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71

Field SC Rate 2 SC Rate 3 SC Rate 4 SC Rate 5 SC Per Item 1 SC Per Item 2 SC Per Item 3 SC Per Item 4 SC Per Item 5 SC Hours 1 SC Hours 2 SC Hours 3 SC Hours 4 SC Hours 5 Saturday Sunday Supplier A/C Reference Order Narrative Order Details Lead Time Non Printing Shrinkage Include Setup Time in Labour Reqs

Type Double Double Double Double Boolean# Boolean# Boolean# Boolean# Boolean# Double Double Double Double Double Boolean# Boolean# String String Memo Integer Boolean# Double Boolean#

Size 8 50 -

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Labour
Number 1 2 3 4 Field Reference Description Notes Rate Type String String Memo Double Size 30 60 -

Machine
Number 1 2 3 4 5 6 7 8 9 10 11 12 13 14 Field Reference Description Notes Calibration Type Charge Rate Dimension Full Service Hours Interval Location Ordinary Service Hours Original Certificate Range Serial Number Source of Calibration Type String String Memo Memo Double Memo Double Integer Memo Double Memo Memo Memo Memo Size 30 60 -

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Drawings
Number 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 Field Reference Description Valid From Valid To Title Author Design Package Location Index Number Media Type Revision Number Last Revision Date Revision Details Product Code* Product Description Account Ref Account Name Notes Type String String Date# Date# Memo String Memo Memo String String String Date# Memo String String String String Memo Size 30 60 30 10 10 30 30 60 8 60 -

* If a Bill of Materials exists for this product, the drawing details are attached automatically.

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Expense Types
Number 1 2 3 4 5 6 7 Field Reference Description Memo Debit Credit Charge Rate Unit of Sale Type String String Memo String String Double String Size 30 60 8 8 8

Employees
Number 1 2 3 4 5 6 7 8 9 10 11 12 13 Field Surname First Name Address Initials Telephone Number Fax Number Mobile Number Memo Employee Number E-Mail Address Category Reference Category Description Rate Type String String Memo String String String String Memo String String String String Double Size 30 20 5 30 30 30 10 255 30 60 -

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Number 14 15 16 17 18 19 20 21

Field Title Web Address National Insurance Number Works Number Date Started Date Left Clock Number Department

Type String String String String Date# Date# String String

Size 20 255 15 50 50 30

Categories
Number 1 2 3 4 Field Reference Description Memo Charge Rate Type String String Memo Double Size 30 60 -

Non-Chargeable Time
Number 1 2 3 Field Reference Description Memo Type String String Memo Size 30 60 -

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Product Information
Number 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Field Stock Code Description#1 Description#2 Lead Time Use Stock Conversion Alloc/Issue Unit Description Alloc/Issue Unit Bought In Unit Description Bought In Unit Standard Cost Automatically Update Suppliers Exclude from Quarantine Maximum Stock Level Shelf Life Number Shelf Life Period (d-Days, w-Weeks, m-Months, y-Years) Type String String String Integer Boolean# String Double String Double Double Boolean# Boolean# Double Integer String Size 30 60 60 16 16 1

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Product Information - Suppliers


Number 1 2 3 4 5 6 7 Field Stock Code Account Reference Part Number Cost Price Lead Time Last Order Date Minimum Order Quantity Type String String String Double Integer Date# Double Size 30 8 50 -

Planning - Make to Stock Items - Headers


Number 1 2 3 4 5 Field Product Code Description Quantity Due Date Memo Type String String Double Date# Memo Size 30 60 -

Sales Forecasts
Number 1 2 3 4 Field Reference Forecast Starts Forecast Ends Product Code Type String Date# Date# String Size 30 30

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Appendices

Number 5 6 7 8 9 ... 60

Field Description Annual Total Financial Year Basis? Week1 Week2 ... Week53

Type String Double Boolean# Double Double ... Double

Size 60 ... -

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Appendix III - Retentions

(Job Controller and Manufacturing Controller Only)


Manufacturing invoicing routines includes the facility to designate individual invoice item lines as Retention items. The purpose of this is two-fold, affecting both Nominal and Sales Ledgers. Retention items may be given a separate Nominal Code that will be credited when the invoice is updated. This way, it is possible to treat retentions separately within your Nominal Ledger, transferring amounts by journal into your normal revenue account only when the retention item has been paid. The balance on your Nominal Ledger Retentions Account should always represent the total amount of unpaid retention invoices and should be regularly checked against the Retentions Report produced using Line 50's Report Designer (see below). You may want to consult your Accountant if in any doubt as to how to proceed. Retention Items may be given a separate Department Code. Included on your Line 50 Manufacturing CD is a Line 50 Report Designer file called Retentions Report (RETEN.SRT). Run this report to see a list of outstanding retention items.

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Appendix IV - Connect Sage ODBC


Note: Manufacturing automatically configures your ODBC settings. The following instructions describe how to modify these settings should you need to.

To amend your ODBC settings in Windows 2000 or Windows XP


1. 2. 3. From the Windows desktop, click 'Start', followed by 'Settings'. Select the 'Control Panel' and then select 'Administrative Tools'. Double-click 'Data Sources (ODBC)'. The 'ODBC Data Source Administrator' appears.

4.

Click 'Add'. The 'Create New Data Source' window appears.

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5. 6. 7.

From the list of programs, select Line 50 Vx.xx (where Vx.xx is the version of your Line 50 program). Click 'Finish'. The 'Sage Line 50 ODBC Setup' window appears. Enter the 'Data Source Name' and 'Data Path' to your Line 50 data files. Make a note of this information for use later in Manufacturing.

8. 9.

Click 'OK', and then close the 'Control Panel' window. From the Manufacturing desktop, select the 'Tools' menu and choose 'Options'.

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Appendices

The 'Options' window appears, displaying the 'General' tab.

10. In the 'Accounts ODBC Source' box, type in the 'Data Source Name' that you noted in step 7. 11. Click 'OK' and click 'Yes' to save your changes.

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Appendix V - Configuring Backups


On the computer that is running SQL Server
1. 2. 3. 4. 5. Is this computer running Windows NT 4? If it is, you need to follow steps 2 through 7, otherwise skip to step 8. Click 'Start', then select 'Settings' and 'Control Panel'. Double click the 'Services' icon. Locate the instance of SQL Server. This is usually MSSQL$SAGEL50. Double click this entry. Ensure that the service is not set to 'Log On As' the 'System Account'. If it is configured this way, you need to select the 'This Account' option and enter your Network Administrator user name and password. The user name should be entered using the convention <domain>\Administrator and care should be taken when entering the password as it is case sensitive. Click 'OK'. To ensure that the log on details take effect, we need to stop and restart the SQL Server service. To do this, from the Services dialog, ensure the MSSQL$\SAGEL50 service is highlighted, and click 'Stop'. The status of the service should clear. Now click 'Start'. The status should change back to 'Started'. If you receive an error when attempting to start the service, the 'Log On As' details that have been entered are incorrect. 8. In order to ensure we can back up from both the server and client machines, we need to choose a network share that both can access. Click 'Start' and select 'Run'. The 'Run' dialog appears. Type \\<server name>, replacing <server name> with the name of the server. If you dont know what this is, the installation instructions for Line 50 Manufacturing detail how to find the name on all operating systems. Click 'OK'. A Windows Explorer window will open showing all of the available shares on this server.

6. 7.

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Appendices

Each entry is a network share. These shares can be accessed from anywhere on the network (assuming that appropriate permissions have been given for the respective network login) by typing \\<server_name>\<share_name> into the 'Run' dialog. In the example above, we could access the data share by typing \\sage000927. Note: You can double click on a share to see all of the folders contained within it. You do not have to use the top level share, it is perfectly acceptable to use sub folders. For example, we could use \\<server_name>\<share_name>\<folder name>. You should choose the share and/or folder that you wish to use to hold your SQL backup files and write it down somewhere safe. 9. We now need to ensure that we have the necessary permissions on both the server and client. If you are running Windows NT 4 on the server, you can skip to step 11, otherwise you should continue with step 10. 10. You need to right click the share or folder you have designated to hold the SQL backups. A menu will be displayed. Click 'Properties'. The 'Properties' dialog will be displayed. Click the 'Security' tab.

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We need to add the Local System Account to the permissions list. This is because we need to ensure that SQL Server can access the share/folder. To do this, click 'Add'. You will be presented with a 'Select Users' dialog. Depending on the operating system you will need to do the following: On Windows 2000, you need to change the 'Look In' field to match the name of the server. On Windows XP/2003, you need to click 'Advanced', then change the 'Location' to match the name of the server. A list of users will be displayed. You need to locate and select the 'SYSTEM' user. Now click 'OK' (twice on XP/2003) to return to the 'Security' tab. Ensure that the 'SYSTEM' user is highlighted, and then select the 'Full Control' check box in the permissions list. Click 'OK'. This may take a few seconds to apply the new permissions. 11. You have now finished configuring the server.

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Appendices

On the Client Computers


1. 2. 3. 4. First, we need to ensure that the client can access the network share we have designated to hold the SQL backups. Click 'Start' and select 'Run'. Type in \\<server_name>\<share_name> or the full path to the folder you have chosen and click 'OK'. If the folder is opened and displayed, you can go to step 5. If you received an error message, you should check to ensure you have not misspelt the path. If the path is alright, you need to set up permissions for the user that is logged on to this computer. You need to do this on the server refer to step 10 of the On the computer that is running SQL Server section for instructions on how to set permissions. The only differences are that you do not need to change the 'Look In' or 'Location' field, and you are not looking for the 'SYSTEM' user. You should be looking for the user name that is logging onto the client computer. When you have set up your permissions, you should go back to step 3 to check that they are working correctly. 5. 6. 7. Run your Sage Line 50 Manufacturing program and log on. From the 'Tools' menu, select 'Options'. Select the 'Backup' tab.

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Enter the path you have designated to hold the SQL backups in the SQL Server Backup Path field. In our earlier example, we would type \\sage000927\sage. You would enter \\<server_name>\<share_name>. Click 'OK'. 8. 9. You should now be able to back up from the client computer. Repeat steps 1 through 4 for all of the other client computers you want to back up from. You should test the backup on each one.

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Appendices

Appendix VI - MRP Output Log Content


The MRP Log is produced during the MRP process within the Planning MRP module. It illustrates the decision making process as there are many calculations and usually a large volume of data processed within an MRP run. You can use the log to look at what is happening during your MRP Planning process, including exclusions. This lets you have a better understanding of your MRP status.

The Output Log layout


The initial display provides a list of the selected 'Planning' settings available for alteration prior to the run. The product range is blank in the example, as the 'All Information option (recommended)', was taken. The 'SDO Data Path' and 'ODBC Name' and 'Data Path' (found within the Tools>Options menu) are essential to Planning with regards to linking with the correct Line 50 company data.

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The example log has the setting to aggregate demand are we going to aggregate the demand using product time buckets? This defaults to the setting as configured within 'Planning Defaults' and can be overridden at run time. Prior to the assembly structure explosion, MRP needs to check for any product time buckets. Each product can be configured to aggregate demand within a certain number of days. The number of days is entered against the Product Information record and a default ('Aggregate Demand') controls whether this parameter is used. All 'Replenishment' types defined in the run-time settings have their quantities combined by 'Product Code' filter within specific order dates.

'Top Level Demand' is obtained as the result of the output from the MPS run.

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Appendices

Processing Items

Estimates are processed initially, followed by products in order of usage level. Provided within each breakdown are the mathematical calculations as performed by the MRP run. The replenishment quantities are defined within 'Run MRP' from one or all of the following: 'Purchase Orders', 'Works Orders', 'Free Stock' and any excess from MRP recommendations. Consider the following examples. In Demand ID=17, which is for an 'Estimate' with a 'Stage' called 'DES', we have replenishment total of '1' from a 'Works Order' for which MRP has created a 'Tag' (a link between the estimate and the replenishment). Demand ID=18, which is for the same 'Estimate' but for another 'Stage' called 'SBCPBOM', contains the main materials for the estimate 'Product Code'. There is a shortage which is correct, Physical Stock=0. The structure of the BOM is then exploded and demand raised for the number-off quantities multiplied by the quantity required of the top level part. The Make=Yes indicates that it is a demand for a manufactured item. The demand that has been raised for Product=PINE. ID=58 occurs later in the log:

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The demand is of Type=XPL, explosion, that is, demand created as the result of a BOM structure explosion. This particular demand is satisfied by sufficient free stock. The following excerpt shows demand for Product=HAND, also created as the result of a BOM structure explosion which results in an MRP recommendation:

Demand entries are split into sections by 'Product Code'.

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Appendices

Where recommendations are created due to stock level shortage then log entries appear in the following format: Reorder Rules: ROL=100 ROQ=100 Net Free=78 [Physical Stock - Demand Qty + Replenishments] Updated Physical Stock to Net Free=78 Net Free Below Zero/ROL: Rec1=22 Net Free Below Zero/ROL: Rec2=100 (ROQ) Maximum Batch Qty=0 Number Recommendations To Raise=1 (Rec2 / MBQ) (ROL = Reorder Level, ROQ = Reorder Qty, MBQ = Maximum Batch Qty.) Recommendation quantities are then calculated as 'Reorder Quantity' is divided down by 'Maximum Batch Quantity'. In this case only one recommendation is raised, due to the 'Maximum Batch Quantity' being set to '0' (zero).

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Exceptions List

Exceptions are listed within each Product Code grouping and can be any of the following: Non-Stock Item. Free stock will drop below reorder level. Can occur when suggesting to cancel Works/Purchase Orders. Can be satisfied from stock/replenishments. Bulk issue item. Within Firm planning period. Can occur when suggesting to cancel Works/Purchase Orders but is within the setup firm planning period. Filter prevented Cancellation. Within the options area, against each Product Information record, there are two check-boxes - Cancel Works Orders / Cancel Purchase Orders. Invalid Start, End or Due Date.

640

Appendices

Other information and alerts can be generated, providing extra help with understanding the MRP results. These can appear as the result of the run-time settings, for example, No Demand appears for 'Product Code' 'PINE/EXEC' due to the selection of the full range of products.

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Products of type 'S3' are processed in the same way as the other products previously described.

642

Appendices

Error Logging
The 'Run MRP' window can show errors occurring within the separate steps which are output to the log. When MRP-related errors occur, the software will proceed, although you can cancel the run process, if required. At the end of the run process, even if you cancelled this, the following window indicates that errors have occurred:

The nature of errors that occur can have a dramatic effect on the final recommendations which is why the window is shown at the end of the process and why the errors are logged. Although, by presenting the errors within the log, the appropriate action, if any, can be determined by you. When viewing the output log, you can use any search facilities available within your default text editor to find occurrences of the word 'ERROR'.

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The last section of the log reveals the end date and time of the 'MRP Run' process.

644

Index
A
Access Rights 553 Actioning recommendations 198, 243, 247 Active Setup Wizard 12 Adding a labour process 436 batch works orders 281 bill of materials 109 certificates of conformity 426 component 561 data 57 delivery notes 492 drawings 450 employees 462 estimates 152 expense types 482 goods received notes (manually) 382 invoices without delivery notes 492 items to delivery notes 492 labour categories 504 Line 50 customers 548 machine records 442 make to stock items 210 one-off works orders 295 opening balance grns 386 operations 470 product information records 408, 413 product information supplier reference 417 report to favourites 75 sales forecasts 218 sales orders 188 user access rights 554 works orders 281, 295 Adjusting goods received notes 398 Aggregate Demand 204, 239 Allocating stock 314 Allocations works orders 286 Allowance for Scrap 113, 563 Amending a labour process 437 batch works orders 282 bill of materials 125 certificates of conformity 426 data 57 delivery notes memos 494 drawings 452 employees 463 estimates 179 expense types 484 goods received notes 384 labour categories 504 machine records 445 make to stock items 212 ODBC settings 627 one-off works orders 296 operations 476 recommendations 198, 242 sales forecasts 222 selling prices 170 stage templates 517 user access rights 555 works orders 296 Analysing costs 145 Analysis Code Labels 147 Analysis Codes 123, 294, 306, 550 Archiving goods received notes 403 Attached Files bill of materials 118 drawing register 455

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B
Backing Up data 91 scheduling 93 settings 571 strategies 93 Backwards Scheduling 256 Batch tracking 289 works orders 281282 works orders additional details 284 works orders allocations 286 works orders analysis codes 294 works orders attached files 292 works orders issues 286 works orders latest costs 291 works orders main details 283 works orders memos 286 works orders sales orders 285 Batch Controller 22 Bi-Directional Scheduling 256 Bill of Materials additional component information 112 analysis codes 123 attached files 118 card-detailed view 108 card-summary view 108 component details 112 custom fields 122 defaults 96 costing/trial kitting 101 general 96 labels 105 re-sequencing 99 drawings 120 explosion view 107 header details 110 implosion view 107 latest costs 130 list view 107

main window 107 operation details 116 system overview 22 toolbar 107 toolbar options 106 trial kitting 131 window 107 Brackets use of 67 Breakdown of Costs 291 Building your Search 66 Bulk Issue Item 114 Buttons calculator 62 calendar 62 function keys 71 smart link 62

C
Calculate Net 72 Calculating bill of materials costs 124 Calculator button 62 F2 function key 71 quantity 57 Calendar button 62 F4 function key 71 Calibration History 444 Cancel 53 Cancelled Status 211 Cancelling estimates 193 works orders 366 Card-Detailed View Bill of Materials 108 Card-Summary View Bill of Materials 108 Category Rates 560

Index

Certificates of Conformity agreed concessions 430 condition of despatch 429 defaults 423 description of components 428 details 427 identification 426 overview 422 print certificate 432 toolbar 425 toolbar options 424 window 425 Change Program Date 553 Changing data 57 employees hourly rates 561 labour category hourly rates 560 product information defaults 418 program date 90, 553 views 45, 236 Chargeable Time 334 Check Boxes 61 Check Data 528 Checking data 90 data corruption 527 works order is ready to be made 312 Checklist processing 30 upgrading 609 Chevrons 54 Choose 36 Clear 53 Click 36 Client Installation 7 Close 53 Colour Settings 575 Combining Recommendations 245 Command Buttons 5253 Commands menu 46

Company choosing 37 Comparing actuals to estimates 159 Completed Status 211 Completing batch works orders 354 one-off works orders 362 works orders 366 Component additional information 112 Bill of Materials 112 Components View 279 Connecting to ODBC 627 Conventions 36 Converting estimates into boms 191 estimates into works orders 189 non stock items into stock items 170 Copy Data Button 71 Copying bill of materials 127 estimates 184 quantity calculator result 59 records 56 sales forecasts 224 user access rights 554 Costing bill of materials 129 Costs analysis 145 breakdown 291 displaying latest 130 estimates 187 operation 329 tooling 472 works orders 308 Creating bill of materials 109 goods received notes 382 invoices for delivery notes 499

Sage Line 50 Manufacturing User Guide

master production schedule 197 non-chargeable time categories 522 product information records 408, 413 sales orders 188 search 64 stage templates 510 Credit Notes post 301 view 301 CSV File Formats BOM components 612 headers 611 operations 613 categories 622 drawings 620 employees 621 expense types 621 labour 619 machine 619 make to stock - headers 624 non-chargeable time 622 operations 616 planning - headers 624 product information 623 product information - suppliers 624 sales forecasts 624 Custom Fields 122 Customers View 380 Customise manufacturing 570 reports 81 Customiser active 82 change box labels 83 change toolbars 84 overview 82 settings 576 transferring changes 82

D
Dashboard View 50, 229, 234, 237, 280, 381 Data backing up 91 checking 90 demonstration 33 editing 57 entering 57 fixing 91 processing 30 restoring 94 Data columns displaying more 54 hiding 55 resizing 55 restoring 55 Data Editor 91, 528 Data Entry Windows 56 Database Enquiry 569 Date Dependence 90 Default View 4546, 48, 235 Defaults bill of materials 96, 549 certificates of conformity 423, 549 delivery notes 488, 549 estimates 138, 549 overhead recovery 146, 549 planning 199, 549 traceability 374, 549 works orders 260, 549 Defining desktop view options 47 Delete button 53 component 564, 566 Delete Row 72 Deleting a labour process 438 bill of materials 126 delivery notes 497

Index

drawings 458 employees 466 estimates 180 expense types 485 labour categories 506 machine records 445 make to stock items 213 operations 477 recommendations 246 report from favourites 75 sales forecasts 223 stage templates 518 user access rights 555 Delivery Notes defaults 488 invoices 499 toolbar 491 toolbar options 490 window 491 Demand aggregate 204 creating 197 estimates 196 exclusion reasons 231 horizon date 197 make to stock 196 reading 197, 230 released status 197 sales forecasts 196 sales orders 196 type 228, 235 Demand Forecast View 234, 236 Demand List View 234236 Demonstration Data 33 Deselecting records 52 Desktop manufacturing 43 view options 47 Despatching from stock 397 Determining BOM maximum build quantity 135

Diagnosing MRP Output Log Content 635 Discard 53 Displaying Bill of Materials latest costs 130 data columns 54 subcontracting operations 370 suggested orders list 566 Documents job sheet 311 operation card 311 picking list 311 route card 311 works orders 311 Down arrows 61 Drawing Register attached files 455 main details 452 memo 457 product/customer 454 revision details 453 toolbar 449 toolbar options 448 window 449 Drawings adding 450 amending 452 deleting 458 Drawings tab Bill of Materials 120 Drill-Down 63 Drop-Down boxes 61 menus 36 Duplicating records 56

E
Editing data 57, 60 drawings 452

Sage Line 50 Manufacturing User Guide

E-Mail 529 Employee Rate 561 Employees main details 463 memo 465 toolbar 461 toolbar options 460 window 461 Entered Status 211, 219 Entering cost prices 568 costs 329 data 57 manual search 64 new scheduled purchase orders 540 new scheduled sales orders 533 operation times 329 purchase credit notes 344 purchase invoices 344 sales credit notes 347 sales invoices 347 Entering Data quantity calculator 57 Estimates additional details 157 amending 179 analysis codes 175 attached files 172 cancelling 193 convert into boms 191 copying 184 creating works orders 259 defaults 138 analysis code labels 147 general 138 mark-up defaults 145 deleting 180 drawings 176 invoice description 174 main details 153 menu bar options 149 non stock items 163, 511

operations 165, 513 other expenses 166, 514 printing 186 quantity breaks table 155 re-costing 187 stage details 162 stages 159 stock items 162, 510 totals 167, 170, 515 turning into works orders 189 window 150 Exceptions planning 250 view 234, 237 Excluded View 226, 228 Exclusion Reasons 231 Expense Types toolbar 481 toolbar options 480 window 481 Explosion View Bill of Materials 107 Exporting csv formats 87, 610 data 8788 data from graphical planner 258 Expressions ordering 69 search facility 67

F
F1 to F12 71 Favourites adding report 75 deleting report 75 File backup 527 csv formats 610 exit 530 export 88, 527 import 88, 527

Index

log off 529 maintenance 527 new 526 open 526 restore 528 run accounts 527 run calculator 527 send 529 Finding goods received notes 387 Line 50 box contents 531 records using quick filter 70 works orders 367 Fix Data 91 Forwards Scheduling 256 Free Disk Space 527 Function Keys 71

odbc connection 254 overview 251 resource planning 198 send data 258 unallocated jobs 257 using the scheduler 255 window 253 Groups navigation bar 44

H
Held Sales Orders 232 Help customer support 20 e-mail support 20 F1 71 getting 73 online support 20 sage.co.uk 20 sage.ie 20 training 20 website 20 Hiding data columns 55 Hold Quantity 114 Horizon Date 197, 231, 239 Housekeeping 556 How Planning Works 196 How to Use Manufacturing 21

G
General Settings 570 Getting Started 1 Goods Received Notes amending 384 creating 382 manual creation 382 opening balances 386 receipt of goods 389 search 387 selection on re-issue 328 stock movements 384 Graphical Planner amend recommendations 242 backwards scheduling 256 bi-directional scheduling 256 exporting data 258 forwards scheduling 256 generate schedule 255 get data 254 help 253 importing data 254 installation 11

I
Image 53 Implosion View Bill of Materials 108 Importing csv formats 87, 610 data 8788 data into graphical planner 254 Initial View 47

Sage Line 50 Manufacturing User Guide

Input Value quantity calculator 59 Inputting data 57 Insert Row 71 Installation check list 3 first time 5 graphical planner 11 internet explorer 11 Manufacturing on client 7 menu-based 5 upgrades 5, 604 Instruction Code 91 Invoices create for delivery note 499 post 301 view 301 Issues 286 Issuing component stock 136 stock 317

J
Job Controller 22 Job Sheet 311

toolbar options 502 window 503 Labour Register toolbar 435 toolbar options 434 window 435 Last Recosted estimate additional details 158 Linking additional files to estimates 152 operations with machine and labour processes 95 sales orders and works orders 397 Links navigation bar 4445 Links View in Works Orders 279 List View 279 Bill of Materials 107 MPS 227 overview 51 traceability 380 Locations 552 Logging Off manufacturing users 531

M
Machine Records 442 Machine Register calibration history 444 main details 442 other details 443 toolbar options 440 window 441 Mail Merge 54 Maintaining analysis codes 550 free disk space 527 locations 552 non-chargeable time 522 non-working periods 550 prospects 545

K
Keyboard function keys 71 moving around windows 60 selecting menus 47 shortcut keys 71

L
Labels 369, 402 Labour Categories toolbar 503

Index

user access rights 553 Make To Stock add new items 210 adding BOMs from trial kitting 325 change existing items 212 delete items 213 repeat items 214 status of items 211 toolbar 209 toolbar options 208 window 209 Manufacturing batch controller 22 bill of materials 22 job controller 22 main desktop 43 main window 43 manufacturing controller 23 modules 40 operation times 23 process map 27 processing checklist 30 processing data 30 registering 17 running first time 12 setting up 24 the model 22 what is in it 22 what it does 27 Manufacturing Controller 23 Manufacturing Model 22 Master Production Schedule 197, 225 Material Requirements Planning overview 198 using 234 Maximum Build Quantity 135 Memo drawing register 457 Menu Bar estimates 149 main window 46 master production schedule 226

material requirements planning 234 secondary window 46 Menu Commands 46 Menu-based Installation 5 Menus file 526 modules 532 selecting with a mouse 47 selecting with the keyboard 47 settings 549 tools 556 view 531 Microsoft Excel 118, 529 Microsoft Outlook follow up 154 send option 529 Microsoft Word 118, 529 Mini Calculator 62 Minimum Requirements 2 Module Defaults bill of materials 96 certificates of conformity 423 delivery notes 488 estimates 138 overhead recovery 146 planning 199 traceability 374 works orders 260 Modules non-chargeable time 519 overviews 40 product information 405 prospects 545 scheduled purchase orders 539 scheduled sales orders 533 stage templates 507 Monitoring employees 339 Mouse right-click 47 using with menus 47

Sage Line 50 Manufacturing User Guide

Moving around windows 60 MPS creating 197 dashboard view 229 excluded view 226, 228 exclusion reasons 231 list view 227 menu bar 226 removing items 225 time phased view 226, 228 toolbar 227 window 227 MRP actions 247 aggregate demand 239 calculating demand 238 dashboard view 234, 237 demand forecast view 234, 236 demand list view 234236 exceptions view 234, 237 horizon date 239 menu bar 234 output log 635 process 240 recommendations view 234, 237 toolbar 235 window 235

Non-Chargeable Time entering 333 toolbar options 520 window 521 Non-Working Periods 549 Numeric Fields quantity calculator 57

O
ODBC connecting to 254, 627 operating systems 627 Windows 2000 627 Windows XP 627 OK 53 One-Off works orders 295296 works orders additional details 298 works orders analysis codes 306 works orders attached files 303 works orders estimates/actuals 300 works orders invoice description 305 works orders invoices/credit notes 301 works orders main details 297 works orders stages 302 Open 36 Opening company 526 demo data 527 Operation Card 311 Operation Times 23, 329, 337 Operations adding 470 amending 476 deleting 477 estimates 165, 513 subcontracting 370 tab in Bill of Materials module 116 Operations Register labour costing 473

N
Navigation Bar groups 44 links 4445 shortcut icons 44 tasks 4445 Network Messaging 529 New bill of materials 109 drawings 450 operations 470 Non Stock Items 163, 170, 341, 511

Index

main details 470 ordering 475 subcontract details 474 toolbar 469 toolbar options 468 tooling costs 472 window 469 Option Buttons 61 Options backup settings 571 button 53 colour settings 575 customiser settings 576 customising the system 570 general settings 570 report settings 573 view settings 577 Orders components view 279 dashboard view 280 links view 279 list view 279 Other Expenses 166, 514 Outlook 54 Output Log 635 Overall Discount estimate additional details 157 Overhead Recovery estimate additional details 158 Overriding held sales orders 232

P
Part Complete Status 211 Period End 403, 556 Picking List 311 Piece Work 472 Planning adding BOMs from trial kitting 325 creating works orders 259 csv import file layouts 624

default view 235 defaults 199 general 199 graphical planner 205 mps 201 mrp 203 how it works 196 material requirements 198 non-working periods 549 process 196 production schedule 197 recommendations 198 sources of demand 196 toolbar options 207 window 207 Posting costs to works orders 332 credit notes 301 invoices 301 purchase credit notes 346 purchase invoices 344 sales credit notes 353 sales invoices 347 times to works orders 332 Postings one off works orders 341 other entries 341 Printing certificates of conformity 432 delivery notes 498 estimates 186 labels 369, 402 quotations 186 works orders documents 311 Procedures 36 Process map manufactuirng 27 Processing data in manufacturing 30 sales orders 492 Producing Reports 74

Sage Line 50 Manufacturing User Guide

Product cost prices 568 information records 405 changing defaults 418 Product Information toolbar 407 toolbar options 406 window 407 Product/Customer drawing register 454 Program Date changing 90, 553 Program Directory 14 Prospects creating Line 50 customers 548 viewing estimates 548 Purchase Credit Notes 344 Purchase Invoices 344 Purchase Orders scheduled 539

R
Raising combined orders 245 multiple orders 244 purchase orders 247 works orders 247 Reading Demand 197, 230 Ready To Be Made 312 Reasons For Exclusion 231 Receiving goods 389 Recommendations actioning 198, 243, 247 amending 198, 242 combining 245 deleting 246 reviewing 242 splitting 244 view 234 viewing 237 Recommendations View 237 Recommended Requirements 2 Records copying 56 deselecting 52 sorting 54 swap & clear 54 Refresh 53 Registering by telephone 17 via internet 17 Released Status 197, 211, 215, 219 Removing estimates 180 items from MPS schedule 225 Repeating Make To Stock Items 214 Replace Component 564 Replacing components 564 Reports copy 77

Q
Quantity Breaks Table setting up 155 used with overall discount 157 using 155 Quantity Calculator defaults 552 setting up 57 using 58 Quarantine exclude from 411 using 394 Quick Filter estimating 151 finding records 70 using 70 Quotations connecting to ODBC 186 printing 186

Index

create 77 crystal reports 74 customise 81 delete 78 edit 77 export 77 favourites 75 printing 77 producing 74 report designer 74 reset report list 78 running 75 settings 573 Re-sequencing bill of materials 134 Resizing data columns 55 Resource Details labour costing 473 Restoring data 94 data columns 55 Retention invoices 350, 626 Returning issues to stock 366 stock 322 Reversing stock allocation 366 Reviewing recommendations 242 Revision Details drawing register 453 Right-click using mouse 47 Route Card 311 Running file maintenance 527 manufacturing for the first time 12 manufacturing on subsequent occasions 37 MRP 238

S
Sage.co.uk 20 Sage.ie 20 SageCover 20 Sales Credit Notes 347 Sales Forecasts adding 218 amending 222 copying 224 deleting 223 enter multiple products 219 horizon date 231 toolbar 217 toolbar options 216 window 217 Sales Invoices 347 Sales Orders creating 188 display details 285 overriding held orders 232 processing 492 scheduled 533 Save 53 Saved Suggested Orders 566 Saving batch works orders 281 bill of materials 124 certificates of conformity 431 delivery note amendments 496 delivery notes 493 employee records 462 estimates 152 expense types 483 labour categories 504 labour processes 436 machine details 444 manually created goods received notes 383 one-off works orders 295 Scheduled purchase orders 539

Sage Line 50 Manufacturing User Guide

sales orders 533 Scrap Percent 113, 563 Scrapping components 327 finished items 324 Scroll Bars 61 Search and/or 67 creating a search manually 64 dialog 531 for goods received notes 387 how to use the 66 joining expressions 67 ordering expressions 69 using brackets 67 using wildcards 65, 68 Select 36 Selecting a single record to work with 52 company 37 multiple records to work with 52 Send Data 258 Sending information to Microsoft Excel 529 information to Microsoft Outlook 529 information to Microsoft Word 529 messages on the network 529 mrp outlook log 529 Setting bill of materials defaults 96 certificates of conformity defaults 423 default views 4546 delivery notes defaults 488 estimate defaults 138 overhead recovery defaults 146 planning defaults 199 program date 90 traceability defaults 374 works orders defaults 260 Setting Up manufacturing 24

quantity calculator 57 Settings access rights 553 analysis codes 550 change program date 553 defaults 549 locations 552 non-working periods 549 quantity calculator defaults 552 Shortcut icons navigation bar 44 Shortcut Keys 71 Showing data columns 54 Smart Link buttons 62 Sorting record list 54 Space Bar 62 Splitting Recommendations 244 Stage Templates amending 517 creating 510 deleting 518 memo 516 non stock items 511 other expenses 514 stock items 510 toolbar 509 toolbar options 508 totals 515 window 509 Stages details 162 memo 168, 516 non stock items 163, 511 one-off works orders 302 operations 165, 513 other expenses 166, 514 overview 159 stock items 162, 510 totals 167, 515

Index

Status cancelled 211 completed 211 entered 211, 219 part complete 211 released 211, 215, 219 Stock allocation 314 despatch 397 issue 317 issuing component stock 136 items 162, 510 movements 384385 bulk issue item 114 price changes/re-costing 187 return 322 return issues 366 reverse allocation 366 transfer 399 updating finished stock 136 Stock Projections 248 Sub Contract displaying operations in works orders 370 operations 472 operations register 474 Suggested Orders List 566 Swap and Clear 5354 System Requirements 2

T
Tabbed windows using 49 Tags 250 Tasks navigation bar 44 overview 45 Time Fences 201 Time Phased View 226, 228 Timesheets 332

Toolbar bill of materials 106107 certificates of conformity 424425 customise 84 delivery notes 490491 drawing register 448449 employees 460461 expense types 480481 labour categories 502503 labour register 434435 machine register 441 make to stock 208209 master production schedule 227 material requirements planning 235 non-chargeable time 520 operations register 468469 product information 406407 sales forecasts 216217 stage templates 508509 traceability 378, 380 using 52 works orders 277, 279 Tooling Costs 472 Tools add component 561 database enquiry 569 delete component 564, 566 options 570 period end 403, 556 product cost prices 568 replace component 564 saved suggested orders 566 update employees 561 labour categories 560 operations 557 product descriptions 559 upgrade program 569 Totals 167, 515 Traceability adjustments 398 archive 403

Sage Line 50 Manufacturing User Guide

customers view 380 dashboard view 381 defaults 374 numbering 374 options 376 despatches from stock 397 labels 402 list view 380 quarantine 394 receiving goods 389 stock movements 384 stock transfer 399 toolbar 380 toolbar options 378 window 380 Tracking works orders operations 289 Training 20 Transactions finding 70 Transferring Stock bill of materials 136 traceability 399 Trial Kitting creating works orders 259 running 131

U,V
Unallocated Jobs 257 Updating bill of materials from works orders 368 employees 561 finished stock 136 invoice descriptions 416 invoices 499 Line 50 purchase order processing order details 543 Line 50 sales order processing order details 537 operations 557

order descriptions 416 order details 537 product descriptions 560 sales order processing 492 Upgrade Checklist 609 Upgrading advice 5 checklist 609 data considerations 607 line 50 604 manufacturing 604 technical considerations 605 upgrade program option 569 User List 531 Users logging off 531 Using command buttons 52 demonstration data 33 estimate number as works order number 189 quantity calculator 58 quarantine 394 search dialog 531 tabbed windows 49 toolbars 52 view selector 45 View search dialog 531 selector 45, 50 settings 577 user list 531 Viewing archive goods received notes 403 batch works orders 282 certificates of conformity 426 credit notes 301 estimates for a prospect 548 exceptions 250 invoices 301 manufacturing users 531 product allocation details 419

Index

product on-order details 419 stock projections 248 tags 250 Views Bill of Materials 107 changing 236 components 279 customers 380 dashboard 50, 229, 234, 237, 280, 381 dashboard display 45 default 235 defining desktop options 47 demand forecast 234, 236 demand list 234236 exceptions 234, 237 excluded 226, 228 links 279 list 227, 279, 380 list display 45 recommendations 234, 237 time phased 226, 228 work area 45

W
Waiting Postings File 337 Waiting To Be Posted 337 What is in Manufacturing 22 What Manufacturing Does 27 Wildcards search 65 using 68 Window bill of materials 107 certificates of conformity 425 delivery notes 491 drawing register 449 employees 461 estimates 150 expense types 481 graphical planner 253

labour categories 503 labour register 435 machine register 441 main manufacturing 43 make to stock 209 mps 227 mrp 235 non-chargeable time 521 operations register 469 product information 407 sales forecasts 217 stage templates 509 traceability 380 types 49 works orders 279 Windows data entry 56 Windows 2000 ODBC settings 627 Windows Control Panel 72 Windows XP ODBC settings 627 Wizards active setup 12 Work Area 46 Works Orders batch 281 batch additional details 284 batch allocations 286 batch analysis codes 294 batch attached files 292 batch issues 286 batch latest costs 291 batch main details 283 batch memos 286 batch sales orders 285 batch tracking 289 breakdown of costs 291 chargeable time 334 complete batch 354 complete one-off 362 converting estimates 189

Sage Line 50 Manufacturing User Guide

cost 308 defaults 260 allocate/issue/complete 272 documents 262 nominal 266 numbering 260 operation times 275 record/purchase invoices 264 sales invoices 268 timesheets/labels 270 documents 311 GRN selection on re-issue 328 labels 369 list view 279 monitor employees operation times 339 non stock items 341 non-chargeable time 333 one-off additional details 298 one-off analysis codes 306 one-off attached files 303 one-off estimate/actual 300 one-off invoice description 305 one-off invoices/credit notes 301 one-off main details 297 one-off stages 302

one-offs 295296 operation times/costs 329 other entries postings 341 other expenses 342 purchase credit notes 344, 346 purchase invoices 344 ready to be made 312 retention invoices 350 sales credit notes 347, 353 sales invoices 347 scrap components 327 scrap finished items 324 search 367 stock allocation 314 stock issue 317 stock return 322 subcontracting operations 370 timesheets 332 toolbar 279 toolbar options 277 turning estimates into 189 update BOM 368 update non-stock deliveries 313 waiting postings file 337 waiting to be posted 337 window 279