Best Practices (c)2004 Epicor Software Corporation. All rights reserved. This document is for informational purposes only and is subject to change without notice. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software corporation.
Best Practices (c)2004 Epicor Software Corporation. All rights reserved. This document is for informational purposes only and is subject to change without notice. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software corporation.
Best Practices (c)2004 Epicor Software Corporation. All rights reserved. This document is for informational purposes only and is subject to change without notice. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software corporation.
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 2 of 44
Epicor 9
Epicor Software Corporation Copyright 2005 by Epicor Software Corporation. All rights reserved.
This document is for informational purposes only and is to subject to change without notice. The contents of this document are believed to be current and accurate as of its date of publication. Epicor Software Corporation makes no representations or warranties, expressed or implied, with respect to the contents of this manual and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose.
We welcome customer comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice.
Published in the United Stated of America. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation.
Trademarks: Epicor and Vantage are registered trademarks of Epicor Software Corporation. All other trademarks, registered trademarks, names, or product names contained in this publication are the property of the respected owners, and Epicor neither endorses nor otherwise sponsors any such product or service referred to herein. Item Code No. 10821-110-3046-584 Distribution Date August 2005
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 3 of 44
Epicor 9
Table of Contents
Welcome to the Best Practices Workbook. 4 Sales and Marketing ......................................................................................................5 Customer Relationship Management ............................................................................ 6 Quote Management.......................................................................................................... 7 Order Management .........................................................................................................9
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 4 of 44
Epicor 9
Welcome to the Best Practices Workbook!
This on-line guide is designed to help you work through business process discussions with your Implementation Team. Each module worksheet contains a series of discussion points and questions organized by:
Process Flow Key Personnel Key Issues Input Working Documents Form Requirements Output Requirements
The outcome of each module discussion will provide insight on how you choose to map your business processes to the software.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 5 of 44
Epicor 9
Sales and Marketing
The Sales and Marketing area of the system includes the following modules:
Customer Relationship Management Quote Management Order Management
Customer Relationship Management controls all aspects of a companys interaction with its customers and potential customers from generating the lead, developing the opportunity, taking the order, producing the goods, shipping the goods, getting the cash and supporting the customer.
Quote Management allows you to easily generate and track all customer or prospect Request for Quotations (RFQs), from the time of receipt until an order is placed.
Order Management controls your customers orders for your product allowing you to specify whether you plan to make the parts or pull them from stock.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 6 of 44
Epicor 9
Best Practices for Customer Relationship Management
Customer Relationship Management controls all aspects of a companys interaction with its customers and potential customers from generating the lead, developing the opportunity, taking the order, producing the goods, shipping the goods, getting the cash and supporting the customer.
Process Flow
The Customer Relationship Management module is fully integrated with the following modules: Quote Management Job Management Inventory Management Engineering Document Management
Identify which modules are installed and candidates to include in your process flow definition.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Creating customers Creating sales territories Creating tasks Creating marketing items
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies.
How will CRM be woven into your process flow?
Input Working Document
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: Customer or Prospect Entry Task Entry
Output Requirements
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 7 of 44
Epicor 9
Best Practices for Quote Management
Quote Management allows you to easily generate and track all customer or prospect Request for Quotations (RFQs), from the time of receipt until an order is placed.
Process Flow
The Quote Management module is fully integrated with the following modules: Order Management Job Management Engineering Supplier Relationship Management Inventory Management Document Management Currency Management
Identify which modules are installed and candidates to include in your process flow definition.
The Quote Management module is often the first or the last module to be implemented. No matter when you go live, you may have some coordination issues between the quoting and order entry process.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Preparing quotes Reviewing quotes Approving quotes
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. How much "manufacturing detail" will be entered? No Detail? Summary? Full Detail? How will the expiration date be used? Is there a need for expired quotes to be "resurrected"? How will "days to quote" and "follow-up" date be used? How will repeat quotes for the same part be handled? Will the "Duplicate Quote" feature be used? Do all revision changes go through the quoting/re-quoting process? How is a new unit price determined when a revision change occurs? Do all other price changes go through the quoting/re-quoting process? Will a quoting rate be used? Or, a combination of the labor and burden rate? If a quoting rate will be used, will this rate equal the sum of the labor and burden costing rate? Where will manufacturing details be pulled from? Existing quotes? Methods of Manufacturing? Jobs? Is there a need to establish a "generic" quoting template? Will the additional setup feature be used?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 8 of 44
Epicor 9
How do you want to account for scrap? Will scrap be identified for material? Operations? Or, will the quote quantity be increased to account for scrap? Will the "What-If Scheduling" feature be used? How will negotiations during the quoting process be handled? Is there a reason to utilize the miscellaneous cost field on the quote worksheet? If so, what types of miscellaneous costs will be identified? How will Quote Markups be established? Will there be one markup table established as a company standard? Markup tables for specific customers? Or markups established on a quote by quote process? How is profit calculated? % of profit or markup %? What impact does profit % or markup % have on the price calculations? How will memos be used? How will comments be used? Header Comments? Line Comments? Will changes to quotes be logged? What procedures should be followed once a customer places an order?
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. 1. Identify input working documents for each of the following entry processes: Quote Entry -- [Preferred Document: Customer/Prospect RFQ] Creating manufacturing details
Form Requirements
Determine whether the Quote form provided with the software suits your company's requirements. Address the following questions: How many parts will this document consist of? How will each part be used? Will you use pre-printed forms? Is there a need to customize your form?
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Quote Worksheet
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 9 of 44
Epicor 9
Best Practices for Order Management
Order Management controls your customers orders for your product allowing you to specify whether you plan to make the parts or pull them from stock.
Process Flow
The Order Management module is fully integrated with the following modules: Quote Management Job Management Inventory Management Shipping/Receiving Accounts Receivable Currency Management EDI Identify which modules are installed and candidates to include in your process flow definition.
The Order Management module, along with Shipping and Accounts Receivable, are the modules included in the Sales and Collection Business Transaction Cycle. Since these modules are tightly integrated, you will need to determine whether you will go live with all modules in this cycle. If you do not go live with all modules in this cycle at the same time, you will have some coordination issues and duplicate entry between your new system and your legacy system.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Entering new orders Modifying existing orders Reviewing the Customer Master when a "prospect" becomes a customer and places an order
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. What will be the procedure once a quote becomes an order? How is the "Need By" date and the "Ship By" date determined? How will a line item on the order be added? "Add line"? Or, "Add line from quote"? How will the unit price on the line item be verified? Will it default from the quote? Will it default from the part master? Will it be carte blanc entered at the time of order entry? How will the revision level be verified? 1.6. Is there a need for Time and Material Orders? How will the Firm/Not Firm flag be used? When is an order considered firm? How will the Make/Not Make flag be used? Should line items on orders be manufactured or pulled from stock? How will Miscellaneous Charges be used? How will comments be used? Header Comments? Line Comments? How will memos be used?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 10 of 44
Epicor 9
Will Sales Order Acknowledgements be printed? How will change orders be handled? Should all releases be set up on blanket sales orders? Or should they be grouped together until a release is firmed up and then broken down?
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: Order Entry -- [Preferred Document: Customer's Purchase Order] Change order requests -- [Preferred Document: Customer's Change Order Notice]
Form Requirements
Determine whether the Sales Order Acknowledgement form provided with the software suits your company's requirements. Address the following questions: How many parts will this document consist of? How will each part be used? Will you use pre-printed forms? Is there a need to customize your form?
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Sales Order Backlog Report Scheduled Shipments Report Sales Order Pick List
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 11 of 44
Epicor 9
Engineering and Design
The engineering and design area of the system includes the following: Engineering Supplier Relationship Management
Engineering allows the entry, maintenance and listing of product bills of manufacturing, describing the structure of components and finished goods.
Supplier Relationship Management provides a tool for purchasing agents to request quotes for raw materials or subcontract services from one or multiple suppliers.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 12 of 44
Epicor 9
Best Practices for Engineering
Engineering allows the entry, maintenance and listing of product bills of manufacturing, describing the structure of components and finished goods.
Process Flow
The Engineering module is fully integrated with the following modules: Quote Management Job Management Inventory Management Document Management
Identify which modules are installed and candidates to include in your process flow definition.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Adding parts to the Part Master Checking parts out/in Creating bills of materials Creating routings Approving/unapproving revisions
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. What parts are candidates to have a defined method of manufacturing stored in Advanced Bill of Materials? How will internal process changes be captured and logged? What/who will dictate a revision change? Your Customer? You? Is there a need/desire to import the Bill of Materials from a text file? How will "alternate" methods of manufacturing be handled? How will common components be addressed? Will they be flagged as "pull as assembly" or "pull as material"? How will BOM manufacturing comments be used? How will BOM purchasing comments be used? What Production Standard Format will be used? Will the additional setup feature be used? How do you want to account for scrap? Will scrap be identified for material? Operations? Will the additional setup feature be used?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 13 of 44
Epicor 9
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: Bill of Material Routings
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. BOM Resource Availability Report BOM Cost Report BOM Listing Methods Master Report Summarized BOM Requirements Report Where Used Report
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 14 of 44
Epicor 9
Best Practices for Supplier Relationship Management
Supplier Relationship Management provides a tool for purchasing agents to request quotes for raw materials or subcontract services from one or multiple suppliers.
Process Flow
The Supplier Relationship Management module is fully integrated with the following modules: Quote Management Job Management Inventory Management Purchasing Management
Identify which modules are installed and candidates to include in your process flow definition.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Creating RFQs Entering supplier responses
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. How will RFQs be woven into your process flow?
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: RFQ Entry Supplier Responses
Form Requirements
Determine whether the Purchase RFQ form provided with the software suits your company's requirements. Address the following questions: How many parts will this document consist of? How will each part be used? Will you use pre-printed forms? Is there a need to customize your form?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 15 of 44
Epicor 9
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Part Price Report Supplier Price Report
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 16 of 44
Epicor 9
Production Planning and Scheduling
The Production Planning and Scheduling area of the system includes the following modules: Job Management Scheduling Quality Assurance
Job Management is a comprehensive manufacturing control module, designed specifically for the routing, scheduling, costing and tracking of parts manufactured on the shop floor.
Scheduling allows you to schedule jobs forward or backward based on routing information in the job.
Quality Assurance ties together all quality functions, including scrapping end parts, rejecting raw materials and tracking first article inspections.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 17 of 44
Epicor 9
Best Practices for Job Management
Job Management is a comprehensive manufacturing control module, designed specifically for the routing, scheduling, costing and tracking of parts manufactured on the shop floor.
Process Flow
The Job Management module is fully integrated with the following modules: Quote Management Order Management Engineering Purchasing Management Inventory Management Shipping/Receiving Accounts Payable
Identify which modules are installed and candidates to include in your process flow definition.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Creating Jobs Scheduling Jobs Printing the Traveler Releasing Jobs Modifying Jobs Completing Jobs Closing Jobs
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. What is a job? What job numbering scheme will be used? How will the production quantity for the job be determined? How will the production due date for the job be determined? How should production decision be made for items you plan to sell from inventory? Will the job production quantity match the quantity running through the shop in reality? How will "planned" and "unplanned" over production quantities be addressed? Will jobs be set up for release that are not "firm"? How will the "Engineered" and "Released" check off boxes be used? Where will the manufacturing details be pulled from" Advanced Bill of Materials? Quote? Job? What is the procedure to schedule a job? What is the procedure to release a job? How will rush jobs be handled? How will change orders be handled?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 18 of 44
Epicor 9
What changes need to be made to the production quantity on the job if stock is available in inventory? What changes need to be made to a job if you plan to overproduce an assembly? How will tooling and machine equipment be handled? How will job comments be used? Header Comments? Detail Comments? What is the process flow for accommodating subcontracting processes? When will the traveler be printed? What is the procedure for added operations? What are the procedures for Job Completion and Job Closing?
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: Job Entry - Make to Order -- [Preferred Document: Suggestions] Job Entry - Make to Stock -- [Preferred Document: Time Phased Material Requirements Report]
Form Requirements
Determine whether the Traveler and Pick List forms provided with the software suits your company's requirements. Address the following questions: Is there a need to customize your forms?
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Employee Efficiency Report Job Status Report Production Detail Report Subcontract Status Report Resource Group Efficiency Report Work in Process Report
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 19 of 44
Epicor 9
Best Practices for Scheduling
Scheduling allows you to schedule jobs forward or backward based on routing information in the job.
Process Flow
The Scheduling module is fully integrated with the following modules: Quote Management Job Management Data Collection
Identify which modules are installed and candidates to include in your process flow definition.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Scheduling the job in Job Entry Maintaining the Scheduling Board
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. How will the "Req. By Date" for the job be determined? How will the "Production Due Date" for the job be determined? Will jobs be scheduled forward or backward? Will jobs be scheduled using finite capacity? Infinite capacity? A combination of both? How will jobs be prioritized? Do you make use of "what-if" scenarios? If so, when? How will employees know which job to work on? What resource groups are candidates to have move time defined? What resource groups are candidates to have queue time defined? What resource groups are candidates for finite capacity? Do the estimated setup and production times (standards) match reality?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 20 of 44
Epicor 9
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Priority Dispatch Report Schedule Impact Report Shop Load Report
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 21 of 44
Epicor 9
Best Practices for Quality Assurance
Quality Assurance ties together all quality functions, including scrapping end parts, rejecting raw materials and tracking first article inspections.
Process Flow
The Quality Assurance module is fully integrated with the following modules: Order Management Job Management Data Collection Purchasing Management Shipping/Receiving Accounts Payable Accounts Receivable
Identify which modules are installed and candidates to include in your process flow definition.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Processing customer returns Processing supplier returns Inspecting incoming goods Inspecting manufactured parts
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. How will customer returns be handled? Will a formal RMA document be created? How will manufacturing inspection processes be handled? First Article? In Process? Final? Will inspection time be recorded as direct labor to the job? How will scrap be reported during the manufacturing process? How will supplier returns be handled? How will you handle warranty claims?
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: Inspection processing Non-conformance entry
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 22 of 44
Epicor 9
Form Requirements
Determine whether the DMR Packing Slip form provided with the software suits your company's requirements. Address the following questions: How many parts will this document consist of? How will each part be used? Will you use pre-printed forms? Is there a need to customize your form?
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Non-Conformance Analysis Open DMR Status Report Receipt Inspection Pending Report
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 23 of 44
Epicor 9
Materials Management
The Materials Management modules area of the system includes the following modules: Purchasing Management Inventory Management Advanced Materials Management
Purchasing Management will allow you to create purchase orders and to follow up on your orders, as well as track supplier performance.
Inventory Management provides the key functions necessary to update and maintain raw materials and finished goods inventory quantities and costs.
Advanced Materials Management enables you to produce electronic requests for materials, dispatch those materials, and track inventory movements of all inventory including raw materials and work-in-process.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 24 of 44
Epicor 9
Best Practices for Purchasing Management
Purchasing Management will allow you to create purchase orders and to follow up on your orders, as well as track supplier performance.
Process Flow
The Purchasing Management module is fully integrated with the following modules: Job Management Inventory Management Supplier Relationship Management Shipping/Receiving Accounts Payable
Identify which modules are installed and candidates to include in your process flow definition.
The Purchasing Management module, along with Receiving and Accounts Payable, are the modules included in the Acquisition and Payment Business Transaction Cycle. Since these modules are tightly integrated, you will need to determine whether you will go live with all modules in this cycle. If you do not go live with all modules in this cycle at the same time, you will have some coordination issues and duplicate entry between your new system and your legacy system.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Creating Purchase Orders
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. How will RFQ's be woven into your process flow? How will requisitions be woven into your process flow? How many buyers are in your purchasing department? How are buyers assigned to the various types of purchasing activity? What do the buyers use to determine what they need to purchase? How much? When? What percentage of purchases will be made directly to a job? 1.6. What percentage of purchases will be made to inventory? How will blanket PO's be handled? Do you have annual negotiated prices based on anticipated volume with any of your suppliers? What is the Purchasing unit of measure? Inventory unit of measure? How will the conversion factor be established? How will material lead times be identified? How will the purchase order unit price be determined/verified? How will price breaks be used?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 25 of 44
Epicor 9
Is the purchase order unit price known when the purchase order is issued? If not, is it known before the receipt? How will "to be determined" pricing be handled? Will the G/L account number be assigned and verified at the time of Purchase Order entry? If not, when is the account number verified? Will any purchases be made and "paid" for with a credit card? How will the supplier obtain their copy of a purchase order?
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: PO Entry -- [Preferred Document: PO Suggestions/Time Phase Material Requirements Report/Subcontract Status Report]
Form Requirements
Determine whether the Purchase Order form provided with the software suits your company's requirements. Address the following questions: How many parts will this document consist of? How will each part be used? Will you use pre-printed forms? Is there a need to customize your form?
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Open Purchase Order Report
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 26 of 44
Epicor 9
Best Practices for Inventory Management
Inventory Management provides the key functions necessary to update and maintain raw materials and finished goods inventory quantities and costs.
Process Flow
The Inventory Management module is fully integrated with the following modules: Quote Management Order Management Job Management Data Collection Engineering Purchasing Management Supplier Relationship Management Shipping/Receiving Quality Assurance
Identify which modules are installed and candidates to include in your process flow definition.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Entering Inventory Issues/Returns Entering Receipts from Manufacturing Entering Cycle Counts Entering Quantity Adjustments Entering Cost Adjustments
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. What types of inventory do you have? Raw Material? Finished Goods? Manufactured Components? How will inventory be relieved? Backflush at the operation level? Backflush at job completion? Issue specific? Mass issue? Is there a need to use Miscellaneous Issues? Will bar codes be used on Physical Inventory tags? Will inventory adjustment reasons be used? How will receipts from manufacturing be captured? Auto receive into inventory? Traditional receipt into inventory?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 27 of 44
Epicor 9
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: Issues to Manufacturing -- [Preferred Document: Pick List/Backflush] Receipts from Manufacturing -- [Preferred Document: Traveler/Auto Receive]
Form Requirements
Determine whether the Inventory Tags form provided with the software suits your company's requirements. Address the following questions: How many parts will this document consist of? How will each part be used? Will you use pre-printed forms? Is there a need to customize your form?
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Inventory Usage Report Material Transaction Detail Report Stock Status Report Time Phased Material Requirements Report
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 28 of 44
Epicor 9
Best Practices for Advanced Materials Management
Advanced Materials Management (AMM) enables you to produce electronic requests for materials, dispatch those materials, and track inventory movements of all inventory including raw materials and work-in-process.
Process Flow
The Advanced Materials Management module is fully integrated with the following modules: Order Management Job Management Data Collection Scheduling Shipping/Receiving Quality Assurance Inventory Management Accounts Payable General Ledger
Identify which modules are installed and candidates to include in your process flow definition.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Entering scrap Material handling on the shop floor
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. How is scrap determined? Who will be responsible for entering scrap? Which customers should be given priority over others for items in stock? Where will shop floor terminals be located?
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: Issues to Manufacturing -- [Preferred Document: Pick List/Backflush] Receipts from Manufacturing -- [Preferred Document: Traveler/Auto Receive] Sales Order Entry [Preferred Document: Customer Purchase Order]
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 29 of 44
Epicor 9
Form Requirements
Determine whether the Inventory Tags form provided with the software suits your company's requirements. Address the following questions: How many parts will this document consist of? How will each part be used? Will you use pre-printed forms? Is there a need to customize your form?
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Inventory Usage Report Material Transaction Detail Report Stock Status Report Time Phased Material Requirements Report
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 30 of 44
Epicor 9
Shop Floor Control
The Shop Floor area of the system includes the following modules: Shipping/Receiving Data Collection/Labor Reporting
Shipping/Receiving allows you to monitor incoming and outgoing items, including shipments against an order, subcontract parts being sent to a supplier, raw material being received from a purchase order to a job or into inventory, or filling an order from stock.
Data Collection/Labor Reporting is the easiest way to get accurate labor information into your system. Labor transactions are posted on-line, and in real-time eliminating manual time card entry.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 31 of 44
Epicor 9
Best Practices for Shipping/Receiving
Shipping/Receiving allows you to monitor incoming and outgoing items, including shipments against an order, subcontract parts being sent to a supplier, raw material being received from a purchase order to a job or into inventory, or filling an order from stock.
Process Flow
Shipping is fully integrated with the following modules: Order Management Job Management Inventory Management Accounts Receivable
Receiving is fully integrated with the following modules: Job Management Inventory Management Purchasing Management Quality Assurance Accounts Payable
Identify which modules are installed and candidates to include in your process flow definition.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Entering Customer Shipments Entering Subcontracting Shipments Entering Supplier Receipts Creating Bills of Lading
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. Where will the shipping function be performed? Shipping/Receiving? Administration? How will packaging be labeled? Will shipping labels be used? How will shipping comments be used? How will Memos be used? How will the "log" field be used on the Packing Slip header? What Miscellaneous Charges will be accessible in Shipping Entry? Who will control the "Ready to invoice flag? Shipping? Invoice Entry? Will shipping interface with Accounts Receivable? Will "Allow Shipment from Any Job" be necessary? How will receipts be tagged? With a job number? With a part number?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 32 of 44
Epicor 9
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: Customer Shipment Entry -- [Preferred Document: Scheduled Shipments] Subcontractor Shipment Entry -- [Preferred Document: Traveler/Subcontractor Status Report] Receipt Entry -- [Preferred Document: Supplier's Packing Slip] Bill of Lading Entry
Form Requirements
Determine whether the Packing Slip, Shipping Label and Bill of Lading forms provided with the software suits your company's requirements. Address the following questions: How many parts will this document consist of? How will each part be used? Will you use pre-printed forms? Is there a need to customize your forms?
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Sales Order Pick List Scheduled Shipments Report
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 33 of 44
Epicor 9
Best Practices for Data Collection/Labor Reporting
Data Collection/Labor Reporting is the easiest way to get accurate labor information into your system. Labor transactions are posted on-line, and in real-time eliminating manual time card entry.
Process Flow
The Data Collection module is fully integrated with the following modules: Job Management Scheduling Quality Assurance Inventory Management Document Management Payroll
Identify which modules are installed and candidates to include in your process flow definition.
Data Collection/Labor Reporting is tightly integrated with Job Management and Payroll. If you do not go live with these modules at the same time, you will have some coordination issues and duplicate entry between your new system and your legacy system.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Entering labor transactions Reviewing labor transactions for accuracy (daily) Correcting labor transactions
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. Will grace periods be used? If so, what is the convention for defining the grace minutes at shift start and shift end? Will idle time be calculated? If so, what is the default work center? Indirect code? Will Data Collection be interfaced with Payroll? Will Reason Codes be used for Scrap and Rework? Are there contract labor employees? If so, are there any special arrangements to consider for this group of "employees"? What will the Employee ID be for a contract employee? Is there a need for "Phantom" employees? If so, how will the phantoms be used? Are there Resource Groups that require a number of resources to be something greater than 1? How will labor be reported for those resource groups that have a number of resources something other than 1? Will these resource groups be treated as a "cell"? How will work be assigned? Priority Dispatch List? Work Queue? Traveler? Other?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 34 of 44
Epicor 9
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: Labor Entry -- [Preferred Document: Data Collection/Epicor's standard time card] Dispatching Work -- [Preferred Document: Priority Dispatch List/Work Queue/Traveler]
Form Requirements
Epicor has a standard labor card that resembles the Labor Entry screen. This makes it easy for the operator to key in labor detail. Determine whether the Employee Badge form provided with the software suits your company's requirements. Address the following questions: Is there a need to customize your form?
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Labor Edit Report Employee Efficiency Report
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 35 of 44
Epicor 9
Financial Management
The Financial Management area of the system includes the following modules: Accounts Receivable Accounts Payable General Ledger Payroll Currency Management
Accounts Receivable allows you to bill your customers as orders are shipped, and track payments as they are received. Transactions are created that can be instantly posted to the General Ledger.
Accounts Payable allows you to enter supplier invoices for purchases, then create checks for the invoices you want to pay.
General Ledger processes and posts entries created by the Accounts Receivable, Accounts Payable and Payroll modules, as well as manual entries made directly in General Ledger.
Payroll handles the processing of all employees paychecks, and provides necessary company and governmental reporting.
Currency Management automates the process of both buying and selling foreign currencies.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 36 of 44
Epicor 9
Best Practices for Accounts Receivable
Accounts Receivable allows you to bill your customers as orders are shipped, and track payments as they are received. Transactions are created that can be instantly posted to the General Ledger.
Process Flow The Accounts Receivable module is fully integrated with the following modules: Order Management Shipping/Receiving Quality Assurance Currency Management General Ledger
Identify which modules are installed and candidates to include in your process flow definition.
The Accounts Receivable module is one of three modules included in the Sales and Collection Business Transaction Cycle. Since these modules are tightly integrated, you will need to determine whether you will go live with all modules in this cycle. If you do not go live with all modules in this cycle at the same time, you will have some coordination issues and duplicate entry between your new system and your legacy system.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Preparing invoices Recording cash receipts Managing Customer Credit
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. Do any customers qualify for special "Billing Days"? If so, explain. How will invoice comments be used? How will memos be used? Will there be a need to change the "system generated" invoice date? How will miscellaneous charges be assigned? How will Miscellaneous Invoices be used? How will credit limits be handled? How will partial payment situations be handled?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 37 of 44
Epicor 9
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: Invoice Entry -- [Preferred Document: Get Shipments feature in Invoice Entry] Cash Receipts Entry -- [Preferred Document: customer's remittance advice]
Form Requirements
Determine whether the Invoice and Customer Statement forms provided with the software suits your company's requirements. Address the following questions: How many parts will this document consist of? How will each part be used? Will you use pre-printed forms? Is there a need to customize your forms?
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Engineering Aged Receivables Report Commission Report G/L Distribution Report Sales Analysis Report Sales Gross Margin Report Sales Tax Report
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 38 of 44
Epicor 9
Best Practices for Accounts Payable
Accounts Payable allows you to enter supplier invoices for purchases, then create checks for the invoices you want to pay.
Process Flow
The Accounts Payable module is fully integrated with the following modules: Job Management Purchasing Management Shipping/Receiving Quality Assurance Currency Management General Ledger
Identify which modules are installed and candidates to include in your process flow definition.
The Accounts Payable module is one of three modules included in the Acquisition and Payment Business Transaction Cycle. Since these modules are tightly integrated, you will need to determine whether you will go live with all modules in this cycle. If you do not go live with all modules in this cycle at the same time, you will have some coordination issues and duplicate entry between your new system and your legacy system.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Entering invoices Creating disbursements Reconciling Bank Statements
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. How are freight costs handled? What account(s) is freight expensed against? How will sales and use tax be handled? How will supplier C.O.D. relationships be handled? What will be the process flow for manual checks?
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: Invoice Entry -- [Preferred Document: Supplier's Invoice] Payment Entry Bank Reconciliation -- [Preferred Document: Bank Statement]
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 39 of 44
Epicor 9
Form Requirements
Determine whether the Check and 1099 forms provided with the software suits your company's requirements. Address the following questions: How many parts will this document consist of? How will each part be used? Will you use pre-printed forms? Is there a need to customize your forms?
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Advance Payment Balance Report Aged Payables Check Register Expense Distribution G/L Distribution Report Received but not Invoiced
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 40 of 44
Epicor 9
Best Practices for General Ledger
General Ledger processes and posts entries created by the Accounts Receivable, Accounts Payable and Payroll modules, as well as manual entries made directly in General Ledger.
Process Flow
The General Ledger module is fully integrated with the following modules: Accounts Receivable Accounts Payable Payroll Currency Management
Identify which modules are installed and candidates to include in your process flow definition.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Preparing general journal entries Modifying recurring journal entries Reviewing balance sheet transactions Reviewing income statement transactions Preparing financial statements
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. Will you establish one company or multiple companies? How many characters are identified for each segment of your chart mask? How many periods in your fiscal year? 12? 13? What will be the beginning fiscal year/period? Will you enter any previous period or fiscal year data for comparison reporting? Which interfaces are/will be activated? Accounts Payable? Accounts Receivable? Payroll? Inventory? Currency Management? When will the interfaces be activated? If interfaces are not activated, how will the data be added to the General Ledger? What will be the procedure for calculating cost of sales? Work in Process value? Inventory value? What recurring journal entries will be utilized? Will budget data be entered? What is the period end closing schedule and procedure?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 41 of 44
Epicor 9
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: Journal Entries
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Chart of Accounts Listing Financial Reports General Ledger Report G/L Journal Listing
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 42 of 44
Epicor 9
Best Practices for Payroll
Payroll handles the processing of all employees paychecks, and provides necessary company and governmental reporting.
Process Flow
The Payroll module is fully integrated with the following modules: Job Management Data Collection General Ledger
Identify which modules are installed and candidates to include in your process flow definition.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Processing payroll for hourly employees Processing payroll for salaried employees Preparing tax reports
Key Issues
Document answers to the following questions. Your decisions will help you develop new company procedures and policies. Will Data Collection/Labor Entry interface with Payroll? Will there be more than one Payroll Manager? Will there be more than one Payroll Class? Which Payroll Manager will have access to run payroll for which Payroll Class? What is the defined payroll week? What is the payroll frequency for hourly manufacturing employees? Hourly administrative employees? Salaried employees? Officers? What is the overtime threshold? Over 8 hours per day? Over 40 hours per week? What is the procedure for handling the premium portion of overtime? Are there shift differentials to be considered? If so, what are the rules that apply? Will the premium portion of shift differential go to a separate G/L account? If not, what G/L account will it be posted to? What are the rules governing Workers' Compensation Rates? Are the rates based on gross wages or hours? What pay types are subject to/exempt from Workers' Compensation rates? How is vacation accrued? Can the vacation accrual feature be utilized in the Employee Master? Will the sick pay accrual feature be utilized in the Employee Master? Will the Pension Plan checkbox be utilized? Will the Deferred Compensation checkbox be utilized? How will authorized personal time off (PTO) be addressed? Will an authorization form be used? How will comments be used in the Employee Master?
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 43 of 44
Epicor 9
How will memos be used in the Employee Master? Is Direct Deposit in place?
Input Working Documents
Input working documents identify what users need to know in order to introduce key elements of data in the system for each step of the process flow. Identify input working documents for each of the following entry processes: Payroll Entry PTO time off
Form Requirements
Determine whether the Check and W-2 forms provided with the software suits your company's requirements. Address the following questions: How many parts will this document consist of? How will each part be used? Will you use pre-printed forms? Is there a need to customize your forms?
Output Requirements
Review all standard reports to determine whether they suit your company's reporting requirements. Deduction Report Employee Earnings Report Employee Master Listing G/L Distribution Report Payroll Quarterly Tax Report Workers' Compensation Report
Document the following characteristics for each report: Theory of operation - What is its purpose? Business use - Why is it important to running your business? Report output - How will you use the report? Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?
Identify custom reporting requirements.
Best Practices
2004 Epicor Software Corporation. All rights reserved. Rev. 2009-04
Page 44 of 44
Epicor 9
Best Practices for Currency Management
Currency Management automates the process of both buying and selling foreign currencies.
Process Flow
The Currency Management module is fully integrated with the following modules: Quote Management Order Management Purchasing Management Shipping/Receiving Accounts Receivable Accounts Payable General Ledger
Identify which modules are installed and candidates to include in your process flow definition.
Key Personnel
Identify those who will have primary responsibility for transactions such as: Entering currency tables Defining currency tables on each customer or supplier