IEM - Advanced Job Management

Walkthrough: Manage Assembly orders from a Job

IEM adds assembly time to an item based on which an indication of he required capacity can be calculated in an Assembly order. That opens the possiblity to use the Assembly orders as "light manufacturing". Combining that with functionality around assembling an item specifically for a Job where the components are configured in the planning lines IEM becomes a powerful tool for the assemble to order business,

About This Walkthrough

The scenario in this walkthrough shows how you use IEM to manage the process around selling, building, delivering and invoicing customized products. In this scenario we work with computers and custom build a PC in the following steps:

  • Integration from a Sales Quote, convert the quote to a Job order.
  • Planning and cusomizing the components for the assembly.
  • Process the Assembly Order, plan and record the time for building it.
  • Delivering and invoicing the assembled product.
  • Complete the Job.

Roles

This walkthrough uses the project team member Eduardo as the person running this proces.

Prerequisites

Make sure Automatic Cost Posting and Expected Cost Posting to G/L are true in the Inventory setup to have a proper posting of the Job Specific entries:

  1. Before you can perform the tasks in the walkthrough, the CRONUS International Ltd. demonstration database must be installed on your computer.
  2. Make sure Automatic Cost Posting and Expected Cost Posting to G/L are true in the Inventory setup to have a proper posting of the Job Specific entries:
    • Type Inventory Setup in the Search box and open Departments/Administration/Application Setup/Warehouse/Inventory/Inventory Setup.
    • On the General tab check Automatic Cost Posting and Expected Cost Posting to G/L
  3. Specify Assembly Hours and make sure “Enable default assembly hours” = true in Assembly Setup.
    • Type Assembly Hours in the Search box and open Departments/Warehouse/Assembly/Setup/Assembly Hours
    • On the lines specify the starting - and ending times for each work day
  4. Select an item with an Assembly BOM, for example 8924-W
    On the replenishment tab of the item card locate the Advanced Job Management settings
    • Job Specific Replenishment: true
    • Application in Jobs: Delivery
    • Assembly Time (Hours): 5,5<(It takes 1 person 5,5 hrs to assemble this product)
      On the invoicing tab of the item card locate the Advanced Job Management settings:
    • Job Product Posting Group: JOB-SEPC-H
    • Job Specific Posting Group: JOB-SPEC
    • Job Cost Type Code: MATERIAL

Story

CRONUS International sells, assembles and delivers customized PC’s. Customer 10000 requests a quote for a new PC completely assembled and delivered with keyboard, mouse and webcam. During work preparation the material planner finds that the standard BOM structure does not include a web cam so he adds that to the planning lines. He orders all the components from the regular supplier and creates an assembly order. He asks MARK to assemble and deliver the PC and creates a Resource Task for this. When MARK reports a successful delivery the final invoice is created and the Job is closed.

Sell the PC, create a Sales Quote and convert it to a Job order

  • Type Sales Quotes in the Search box and open the Sales Quotes list
  • Click New from the ribbon
  • Type 10000 in the Sell-to Customer No. fields
  • Create a Sales Quote line with the following information:
Field Value
Type Item
No. 8924-W
Location Code BLUE
Quantity 1
Unit Price 400<

The Cannon Group accepts the Sales Quote so it can be converted to a Job:

  • Click Make Order in the ribbon of the Sales Quote
  • In the pop-up page select Job and select ASSEMBLE as the Base Template Code
  • Click Yes to create the Job.
  • Click OK to accept the confirmation message informing you about the new Job number.

You have now created a Job, when Archive Quotes and Orders has been checked in the Sales & Receivables Setup you will find the completed Sales Quote in Sales Quote Archive

Specify the components for the PC and create an Assembly Order

Specify the components

  • Locate the Job just created in Advanced Job Management > Jobs list.

Note: In the Job Information fact box a Job Contract line has created from the Sales Quote.

  • Double click to op the Job Tasks, select Job Task 100 and open the Item Planning Line created from the Sales Quote.
  • Eduardo Releases the planning line to create the Assembly Order and opens it from the Job (Show Replenishment Document)

Create the replenishment orders

From the Assembly Order component list Eduardo finds that the Webcam is not listed as one of them so he adds a component to the list:

  • Select a blank line
  • Complete the line with Type: Item, No.: 80206 and Quantity: 1
  • From the Assembly order ribbon (Process) select Planning to open the Order Planning page.
  • Click "Calculate Plan" to calculate the material requirements for the Assembly orders.
  • Locate and Expand the line for your Assembly Order.
  • Select all the component lines and click the "Make Order" action in the ribbon.
  • In the pop-up select "All Lines" in the Make Orders for: field.
  • Make sure that in the "Create Purchase Order:" field the option "Make Purch. Orders" is selected.
  • Click OK the create the Purchase Order.
  • Navigate to Purchase Orders and locate the order just created (vendor 50000, Location BLUE). Post (Receive and Invoice) the Purchase Order.

Process the Assembly Order, plan and record the time for building it

Process the Assembly Order

Note the times and dates on the Planning Dates fast-tab. With the assembly time set on the Item Card the Starting Date is calculated to make sure the assembly is finished on the Due Date.

  • Use the Change Status action from the ribbon to select the next state 30-EXECUTE.
  • The Active Resource Task field will now be set to Yes, click on this (flow) field to open the Resource Task.
  • In the Task List ribbon click Start Task to start the time recording for the Resource who will work on the task.
  • Review the Time Input Line Wizard and note that the Resource field defaults to the user linked to your user ID. Click Finish to complete the wizard and Close the Task List.

Post the consumption on the assembly order

Open the assembly order again and Change Status to post

  • Type Assembly Orders in the Search box and open Departments/Warehouse/Assembly/Assembly Orders.
  • Locate the order just created and double click to open.
  • Use the Change Status action from the ribbon to select the next state 40-POST

Note: Job Ledger entries have been created for all remaining components, the Job Specific components already had Job Ledger entries. An Item Ledger entry have been created for all components

Complete the resource task and register the time sheet

With all the components available the assembler can complete the PC, when he stops the Resource Task a time sheet line is created. The assembler can now register the entry from his time sheet to enter it in the approval and posting process.

  • Click on the Yes field behind Active Resource Task to open the Resource Task.
  • In the Task List ribbon click Stop Task to stop the time recording for the Resource.
  • Review the Time Input Line Wizard and note that the Resource field defaults to the user linked to your user ID. Click Finish to complete the wizard.

Note: The Task List now shows a 1 in the Nr. of Stopped Tasks field. Drill down on this field to open the Time Input Line Worksheet and note that the entry now has the status completed.

  • Locate the “Finished” field on the line and make sure to check it and confirm the message: “All time input line records will be stopped and marked as finished. Do you want to continue (Y/N)?” with Yes
  • Click the Process action on the Navigate tab to register the Time Input Line in the time sheet, confirm the information: “The line(s) were successfully processed.” with OK

Note: The manual process of starting, stopping, finishing and registering will normally be optimized through mobile devices and job queues.

Deliver the PC and create the sales invoice

In the previous steps the components were consumed and the time was recorded. The next step is to complete the delivery and invoice the PC.

Deliver the PC

Return to the Job Planning line from which the assembly order was created.

Note: All component lines in the Job have been posted, (updated from the assembly order).

  • Select Post from the ribbon to “deliver” the completed PC.
  • Close the Job Item Planning Lines to return to the Job Task and note in the Job Information that also a Posted Delivery has been created.

Note: From the "Posted Job Delivery" you print the Job Delivery report as the shipping document. When Warehouse functionalities are used the Warehouse Shipment in combination with Transport and Deliveries provides more elaborate functionality

Invoice the PC

  • From the Job Information fact box click the Contract to open the contract line which was created earlier in this process.
  • Click the Create Sales Invoice action in the ribbon. Click OK to accept the Information: “The lines were successfully transferred to an invoice.”
  • Click the Get Sales Invoice/Credit Memo to open the invoice and click Post to post the invoice.

Completing the Job

To complete the Job the purchase invoice needs to be posted to confirm the component costs.
The Time sheet needs to be registered, approved and posted and the Assembly Order needs to be completed.
Finally the Job Status can be changed to COMPLETED

Post the Purchase Order as invoiced

  • Locate the Purchase Order for Vendor 50000 as earlier posted as received
  • Click Post in the ribbon, select Invoice and click OK

Complete the Time Sheet

  • Locate the Time Sheet updated or created by processing the Tim Input Line worksheet: Departments/Resource Planning/Time Registration/Time Sheet
  • Make sure the state in the Time Sheet is 20-PROCESS, click Register in the ribbon
  • Registration will create Approval Request Entries.
  • Approve the time lines from the Approval worksheet Departments/Resource Planning/Time Registration/Time Approval Worksheet

Note: Depending on the approval setup for the Resource the Approval Request Entries might have to be “delegated” to make them appear in the Time Approval Worksheet.

  • Post the approved time lines Departments/Resource Planning/Time Registration/Time Posting Worksheet

Note: The Assembly Order will now show additional Value Entries for the item as per the posted resource costs.

Complete the Assembly Order

  • Return to the Assembly Order and Change Status to 50-COMPLETE.
  • When all Time entries are completed the Assembly Order will be archived:
  • The Time Input Line(s) must be marked as Finished
  • The Time Sheet Detail Line(s) must have the status “Registered”.
  • The Approval Request Entries must be approved
  • The Time Lines must be posted

Complete the Job

  • Return to the Job
  • Change the status of the Job to 400-COMPLETED
  • The Job will be archived

This walkthrough has taken you through the steps of processing an order all the way from a sales quote through a job, acquiring the material, planning, executing and completing the assembly as well as the delivery invoicing and posting.

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