Lean MFG Manual

Download PDF version here.

Introduction #

Introduction

LeanMFG is a manufacturing suite for Dynamics GP that focuses on supporting core manufacturing processes. It provides a Bill of Materials, Routing, and Manufacturing Order, and does not require Dynamics GP Manufacturing.

The LeanMFG MO can be used for:

  • Discrete Manufacturing
  • Multi-Product Production
  • Disassembly
  • Batch/Formula Processing
  • Manufacturing without a Bill of Materials

LeanMFG is a complete manufacturing suite and does not require GP Manufacturing (although both can be installed in the same system). LeanMFG has no interaction with GP Manufacturing when they are both installed.

Installation #

Installation

Please see detailed installation instructions online at //willoware.com/install

LeanMFG must be installed on every GP client. The LeanMFG Manufacturing Order creates un-posted inventory adjustments. There are security controls added by the product to prevent editing LeanMFG transactions through the Item Transaction Entry window or posting LeanMFG Batches. If LeanMFG is not installed on a GP client, the user will be able to access and edit unposted LeanMFG transactions in a way that may damage them.

Security #

Security

During installation a default Security Task will be created called LEANMFG. It will have access to all windows in the module.

A Security Role will also be created called LEANMFG, and the Task will be assign to this Role.

To quickly assign security access to all windows in LeanMFG, either assign the LEANMFG Task to a user’s exist Role, or, assign the LEANMFG Role to a User.

The LEANMFG Task should not be modified. Whenever an update to LeanMFG is installed, the Task will be rebuilt to ensure it is in-sync with the current list of windows and reports.

Registration Window #

Enter your Dynamics GP Registration Keys before attempting to register your WilloWare software.

WilloWare software is fully functional in Fabrikam without entering registration keys.  It will also be fully functional with or without keys in any <TEST> Company Database.  You must put <TEST> into the Company Name.  The <TEST> company feature allows you to test other features of WilloWare software without changing your live company registration keys.

 

Navigation: Tools >> Setup >> System >> Registration

Registration

From the Dynamics GP Registration window, select Additional >> Register GP PowerPack (or the name of your WilloWare software, such as MFG PowerPack or LabelLink).

The Registration window is identical for all WilloWare products.  The example below uses GP PowerPack.

KEY TYPE

If you purchased your GP License from Microsoft, and your Site Name (see the GP Registration Window) matches your Organization’s Name, select “Based on Site Name”.

If you are hosted, and your Site Name is the name of your Hosting Company, select “Based on SQL Instance”.  If you have access to SQL Management Studio, you can retrieve the SQL Instance Name by running this query in any database:

select SERVERPROPERTY(‘servername’)

If the Registration Window shows the “wrong” SQL Instance name, the server may have been created from an image and the SQL Server not renamed correctly.  Please see these instructions on Microsoft Technet for more information:

Rename a Computer that Hosts a Stand-Alone Instance of SQL Server

NOTE: if the link does not work, Google the phrase above to find the article

SITE NAME

Depending on the Key Type, this field will display either the Site Name from the GP Registration window, or the SQL Server Instance name.  You can copy the text from this field and email it to WilloWare to assist in generating the correct registration key.

GET KEY ONLINE

You can retrieve the key electronically by clicking the Get Key Online button.  You can only have one active, electronic key at any given time.  When you request a new key (i.e. for the latest version of GP), it will replace the older version of the electronic key.  This does not mean the older version of the software will stop working.  However, if you click Get Key Online in the older version of GP, it will retrieve the new key, which will be invalid for the old version of GP.

If you Get Key Online, skip down to Key Validation below.

REGISTRATION FILE

You when purchased the software you received a Registration File.  For example:

WILLOWARE_GPPowerPack_v16.rg

This file is NOT human-readable.  It is imported into the software by the Registration window.

To import the Registration Key File, click the Folder button.

Registration

Click the OPEN button.

On the Registration window, click VALIDATE.

KEY VALIDATION

There are several pieces of information checked when you click Validate (or Get Key Online), and errors will be displayed if any of the checks fail.  It checks the “KEY” value (i.e. information coded in the registration key) to the “GP” value (i.e. the GP Site Name, Version Number, Product ID, etc).  If all of the validations pass (green checkbox), click SAVE.

Site Name: The Registration window will check that either the Site Name, or the SQL Instance name, matches the information provided to WilloWare.

Version: checks that the Major Build Number of software you requested from WilloWare matches the Dynamics GP version.  If you requested GP2015 but are installing GP2016, it will create a Version Error because the Key will be for GP2015.

Product ID: checks that the WilloWare software your purchased is what is installed.  Each product has a 4-digit Product ID provided by Microsoft.  If you purchased GP PowerPack, but installed LabelLink, it will create a Product ID error.

Software Version: checks that the WilloWare software version matches the GP version.  If you installed GP PowerPack for GP2015 into a GP2016 system, it will generate a Software Version error.

Expiration: for temporary keys, or yearly license keys, a check is performed to validate that the expiration date encoded in the key is a date in the future.  WilloWare software regularly checks the Expiration Date, and when the key expires, it will disable the module.

About Window #

The About window in your WilloWare product or customization can be located by going Help >> About Microsoft Dynamics GP:

about_1

The Dynamics GP Help button is the blue question mark in the upper-right-hand corner of the main GP window.

about_2

about_3

Then go to Additional >> select your WilloWare product:

about_4

 

When contacting WilloWare Support, you may be asked to provide the information from this window.  You can copy-paste the text directly out of the window, or automatically create an email containing the information by clicking the “Email to WilloWare” link.

 

The About window provides of information about the installed WilloWare product, the status of the installation, and server configuration.

about_6

The first section displays your Site Name and the build information of the software.  The registration key contains the Site Name.  A mismatch between the Site Name shown in GP (which is displayed in this window), and the Site Name used to generate your registration key, is a common cause of registration failure.  You can copy-paste the Site Name from this window into an email to ensure we have the correct Site Name.

What version do I have installed? The complete version number is Major Version & Minor Version & Build Number.  For example: 16.0.6.

about_7

The next section displays the status of the software on the current client, and a list of your company databases and the status of the software in each company.

Installation Status: when a new version of your WilloWare software is installed, it will update the build information in a tracking table in the database.  If the version information stored in the database is different than the version information contained in the software on the GP client, the Installation Status message will alert you.  The client could have a newer version (in which case you need to run the Installation routine inside GP to update the server), or the client could have an older version (in which case you need to install the latest build on the GP client), or the versions match.

Company Status: during installation you select which companies you want to enable.  If the software is Enabled for a company, the product navigation will be added to menus, and other functionality will be active.  If the software is Disabled, it will be “invisible” inside that company.

The next section displays the DYNAMICS.SET file from the GP client.

about_8

This tells you the name of the SET file (which is helpful if you use multiple SET files), and information about each module loaded on the client.  This list can be rather long.  Towards the end of the SET file section you will find paths to each of the product files:

about_9

This information is helpful when attempting to locate modified forms and reports dictionaries.  Note that the path information occurs in groups of three, listing the path to the application dictionary, the forms, and then the reports.

The next section shows database information for each database on the server.

about_10

The DYNAMICS database (or named System Database), and your Company Databases are the important entries.  In particular, pay attention to the Sort Order information.  Normally SQL Server is configured for Dynamics GP with case-insensitivity.  This mean that “ITEM”, “Item” and “item” are all treated as the same word.  If your database is CASE-SENSITIVE, please be sure to mention this when contacting support.  It is very important.

The final section of the About window displays version information for WilloWare Internal Resources.

about_11

This is information we use when troubleshooting, or updating the product to ensure you have the most up-to-date functionality.

WilloWare products and customizations use the same About window.  When the window is opened by “SA” or “DYNSA”, WilloWare Products have additional options on the Help menu (shown below).

The About window provides access to the Installation Window and Registration Window.

System Setup #

System Setup

HelpID: 519722040

Navigation: Tools >> Setup >> Inventory >> Lean MFG Setup

The System Setup window is used to provide default values for LeanMFG. When creating MO Document Types, each Document Type can override the defaults (such as using a different WIP Account). If a Document Type does not provide a value for one of these setup options, LeanMFG will use the default provided in the System Setup window.

The window has five tabs, which are selected by clicking on the “tabs” at the top of the window:

Dynamics GP must be restarted to enable (or disable) any of these settings.

Accounts

WIP Account: All manufacturing costs will wash through this account. The cost of the “inputs” when adjusted OUT of inventory will go into the WIP account. When the “outputs” are produced the costs will be pulled out of the WIP account.

Normally this account will have no balance. If a Manufacturing Order has been partially posted the WIP account will hold the cost of the Inputs and non-inventory expenses. The LeanMFG posting process is normally a 1-step process where the inputs are consumed and the finished good(s) produced. It is usually an error condition that would result in a partially posted MO. Once the error has been resolved, posting will complete and clear the WIP account.

This should be a Balance Sheet account with a Debit balance.

Non-Inventory Offset Account: Normally this account will come from the Inventory Offset Account on a Service/Misc. Charges/Flat Fee item, but if the item does not have an Offset Account specified this default account is used.

Non-inventory expenses, such as labor or overhead, are added to the BOM as inventory items with the Item Type of Service, Misc. Charges, or Flat Fee. When the non-inventory item is “consumed” the value should hit an applied labor account. When setting up labor items, the Inventory Offset Account should be an Applied Labor account. In the event an Item is missing the Offset Account, the default Non-Inventory Offset Account will be used.

The Applied Labor Account should be a Balance Sheet account with a Debit balance.

Variance Account: In the event all Input costs cannot be fully allocated to the Output(s), the remaining amount will be posted as Variance.

This account should be a P&L Account with a Credit balance.

Default Inventory Account: Lean MFG will use the default Inventory Control account specified on Posting Accounts Setup if an Inventory Item (Sales Inventory type) does not have an Inventory Account. See Setup >> Posting >> Posting Accounts.

Options

Allow MFG with {BOM Status} BOM Checkboxes

A LeanMFG Bill of Materials can have one of several different statuses. These checkboxes control whether or not a BOM of a particular status can be used to create an MO. For example, Design and Preliminary BOMs may be left unmarked as you use them only for engineering or other planning purposes. If a BOM Status is not allowed (i.e. it is not-marked), you will not be able to use that BOM to create an MO).

Allow Use of {Material Status} Inventory Checkboxes

These settings refer to the Material Status setting and Effective Date for an item specified on the LeanMFG Item Engineering window (shown below).

For example, you might want to prevent use of inventory in LeanMFG that has a Material Status of DESIGN.

These settings apply to the use of inventory in the LeanMFG Manufacturing Order window.

Control Item Use in {GP Module} Checkboxes

Enabling these controls applies several checks on an Item to see if it allowed on the given transaction. For example, by enabling the control in SOP you can prevent sales of inventory where the Material Status is DESIGN.

Use the “Control Item Use” options can be applied to the transactions in these modules:

  • Sales Order Processing (SOP): Sales Transaction Entry
  • Purchase Order Processing (POP): Purchase Order Entry
  • Inventory (INV): Item Transaction Entry

When enabled, the following checks are performed when an Item Number is entered into one of the transaction entry windows:

  • Does the Item exist in the Item Master? If not, the Item is rejected. For SOP and POP this means that non-inventory Items are not allowed.
  • Is “Allow use of Discontinued Inventory” unmarked? If so, is the Item Master “Item Type” = Discontinued? If so, the Item is rejected.
  • Does the Item have an Item Engineering record? If not, the Item is rejected.
  • Is there a Date in the Effective Date field? If so, is the “Allow use of Inventory before Effective Date” option unmarked? If so, is the Effective Date in the future compared to the User Date? If so, the Item is rejected.
  • Is the Item Engineering Material Status = 0 (which means it has not been set)? If so, the Item is rejected.
  • Is the “Allow use of {material status} Status Inventory” box unmarked? For example, if the Item Engineering Material Status is “Design”, is the “Allow use of Design Status Inventory” box unmarked? If so, the Item is rejected.

The “Control Item Use” checkboxes work together with the “Allow Use of” checkboxes. If “Allow use of Preliminary Status Inventory” is unmarked (meaning use of Preliminary Status inventory is not allowed), and “Control Item use in SOP” is marked, you will not be able to use an Item in Sales Order Processing if its Item Engineering material status is Preliminary.

Enabling these controls will prevent use of an Item Number if the Item Engineering Material Status is not allowed, or if the Effective Date is in the future.

Create MO Routing: When an MO is created, and the Picklist is built, LeanMFG can create a “snapshot” of the Item’s Master Routing and attach that to the MO. The MO Routing is a separate Routing record that can be changed without affecting the Master Routing.

Default to Primary BOM on new MOs: if a Bill of Materials is marked as Primary, that BOM ID will default when creating a new MO. If this option is unmarked you will need to manually select the BOM ID when creating an MO.

Disassembly Wizard: Remove Non-IV Items: This option should ONLY be enabled on a Reverse or Disassembly MO Document Type. When the Disassembly Wizard is used to create a Disassembly MO, enabling this option will cause the Wizard to create a picklist (Inputs) that includes only “Sales Inventory” type items. Services, Misc Charges, and Flat Fee items will NOT be added to the Inputs.

Disassembly Wizard: Reverse Non-IV Costs: This option should ONLY be enabled on a Reverse or Disassembly MO Document Type. When the Disassembly Wizard is used to create a Disassembly MO, any non-inventory type Items (such as Services or Flat Fees) will be added to the Outputs tab. Posting will create a Journal Entry that reverses the debits and credits of the original MO. DO NOT enable both Reverse Non-IV Costs and Remove Non-IV Items. The Remove Non-IV Items option is checked first, so if it is marked the items will NOT be included on the Disassembly MO.

Display Unit Cost Warning: see the chapter Split Cost Layer for more information. Enabling this option will display a warning during MO Posting if the Output(s) will create a split cost layer.

Print Options: When posting an MO, several different posting journals may print depending on the requirements of the MO:

  • Inventory Transaction Journal for the inventory adjustment removing “inputs”
  • Transaction GL Register for the inputs adjustment posting through GL
  • Cost Variance Journal for the inputs adjustment
  • Inventory Transaction Journal for the adjustment adding “outputs”
  • Transaction GL Register for the outputs adjustment posting through GL
  • Cost Variance Journal for the outputs adjustment
  • Non-Inventory Costs GL Journal (a journal entry is created for non-inventory Items such as those used to add Labor or Overhead costs)
  • Variance GL Journal (a journal entry is created when the input costs do not equal to standard cost of the output item)

The print options control which of these will print. Some, all, or none may be selected.

Require Approved Vendor: if marked, an Item must be approved for purchase from specific Vendors. See Item Engineering. Approved Vendors are maintained on the Item Engineering window. The Required Approved Vendor setting is only visible in the System Setup window (it does not appear in the MO Document Type Details window).

Serial/Lot – Require Linking: if this is marked, to post an MO you must link ALL input serial/lots to output serial/lots. If this is unmarked, completing serial/lot linking will be optional, and you will be able to post an MO with no serial/lot linking or with partial serial/lot linking. Serial-lot linking ties specific “input” item serial or lot numbers to specific “output” item serial or lot numbers. It provides an unambiguous connection between a finished good and the material used to produce it.

Serial/Lot – Track Linked Quantity: if marked, the system will track the component quantities as they are linked to finished items, so that if 2 out of 10 have been linked, it will only allow linking another 8.

If there is a clear, discrete relationship between the unit produced and the components put into it, this option should be marked.

However, if two lots of a raw material may be used in a process that produces one or more lots of finished-good, and you need to link the lot numbers together for traceability, it might be impossible to specify exactly how much of each lot made its way into the finished-good. If this option is unmarked, the component quantity field can be left at zero, and the Serial-Lot Link window will simply record a link between the serial/lot numbers, but not record a quantity.

Site-Segment Override options:

If GP is set up to use a “Site Segment”, transactions that use inventory will swap the “Site Segment” of the item’s Inventory Account for the Site Segment specified on the transaction’s Site.

The Segment ID for Sites is specified on the Inventory Control Setup window (Tools >> Setup >> Inventory >> Inventory Control).

A Site Segment can then be assigned to each Site:

If an item’s Inventory Account is 000-1300-01, when a transaction uses site WAREHOUSE it will change the account to 400-1300-01 (if the 400-1300-01 account exists).

The Site Segment Override options add this same functionality to the non-Sales Inventory items that could be used on a Bill of Materials (Misc Charge, Flat Fee and Service). You may choose to override the Site Segment for these items to help track labor costs to a particular department. For example, all production occurring in the NORTH site could use Site Segment 300, which would change the Labor Item’s Inventory Account to a site-specific labor account.

Numeric

Allowable Variance: the LeanMFG posting process occurs in two steps. First, the “inputs” are posted. The system gets the costs from the posted inventory adjustment, and if present, the labor and overhead journal entry. All of these “input” costs go into the WIP Account. These costs are then allocated to the “outputs”. Sometimes the costs cannot be completely allocated to the outputs, which results in a variance. If Allowable Variance is zero, you will always be presented with a dialog box informing you of the status of the allocation process.

For example: “Costs were fully allocated, do you want to review before posting?” This window will appear even if there is no variance.

If you specify an Allowable Variance, you will only see the “review” message if the variance exceeds the specified amount. This will also keep the window from appearing when the variance is zero.

BOM Line Spacing: increment for the spacing between BOM line numbers. If no number is entered LeanMFG will use a spacing of 10.

Routing Op Spacing: increment for the spacing between Routing Operations. If no number is entered, LeanMFG will use a spacing of 10.

Lot Copy Suffix Pad: when the Lot Copy functionality is used it can generate “serialized” Lot Numbers. With serialized Lot Numbers a unique Lot Number is generated for each unit of an item. This allows attaching attributes to each individual unit. When the Lot Copy utility generates Output Item Lot Numbers from an Input Item Lot (or Serial) Number, a user-entered Lot Suffix field will be manually entered. The Lot Copy Suffix Pad adds leading zeros to the Suffix. A Pad of 3 will change “1” into “001”.

Strings

Draw From Site: specify a default location from which to pull “inputs” for a Manufacturing Order. The site can be changed when creating the MO.

Post To Site: specify a default location into which the made items should be posted. The site can be changed when creating the MO.

Source Document: create a GL Source Document code. This code will appear on the Journal Entries used to post non-inventory expenses, such as Labor.

Shortage

Component Shortage: this setting reflects setup in the Inventory Module regarding allowing Adjustment Overrides. If Inventory Setup allows Adjustment Overrides, when a new MO is created and there are shortages of one or more components, the Picklist will be built with the required quantities and shortages will be overridden.

If Inventory Setup does not allow Adjustment Overrides, the Component Shortage option will be set to “Do not build picklist”. In this case you will receive a warning about the shortages, and the Picklist will not be built.

Alternate Option: this setting will be used by a future release of LeanMFG to support using Alternate Items when there is a shortage of the Primary Item.

Requirements

LeanMFG requires that:

  1. General Ledger is registered
  2. Inventory is registered
  3. Posting Setup for Inventory Adjustments allows posting TO and THROUGH General Ledger

For Posting Setup see: Microsoft Dynamics GP >> Tools >> Setup >> Posting >> Posting:

Functional Currency Decimal Places

This section addresses a special case where Multi-Currency is not enabled.

When Multi-Currency is not enabled, the Currency Decimal Places on an Item can be set to a different value than the Functional Currency Decimal Places (FCDP). For example, the FCDP could be 2, but an Item could have 3 currency decimals.

In this setup, an Item could have a cost of $1.124 but the GL tracks costs only to second decimal.

Since the GL operates using the FCDP, it is impossible for GP to store the value of $1.124 in the Inventory GL Account, so it rounds the value to $1.12. This means the value stored in the inventory module ($1.124) will not match to the GL ($1.12). The difference can become significant when manufacturing consumes or produces a very large quantity of inventory with costs that cannot be posted to the GL.

WilloWare strongly recommends that you set your FCDP to match the large number of currency decimals.

MO Doc Type Setup #

MO Document Type Setup

HelpID: 519722026

Navigation: Tools >> Setup >> Inventory >> MO Doc. Type Setup

MO Document Types work like Sales Document Types, in that they allow you to create different numbering sequences for different types of Manufacturing Orders. In addition, the MO Doc Type is linked to a BOM Type. This ensures that only specific types of Manufacturing Orders are created with a selected Document Type. For example, a DISASM Document Type could be linked to BOM Type Disassembly.

MO Doc Type: enter an alpha-code for the document type (15-characters). For example, Disassembly Manufacturing Orders might have a document type called DISASM.

BOM Type: select the associated BOM Type. In the example above, you would select Disassembly. The BOM Type cannot be changed when creating an MO, so the DSM MO must use a Disassembly BOM.

Next MO Number: enter the starting MO Number for the Doc Type (for example, DSM000001). Be sure to leave enough zeros to handle future numbering requirements.

Default: The Doc Type marked as default will be displayed automatically when the MO Entry window opens. You do not need to mark an MO Doc Type as a default. If you do not, you will need to select the Doc Type before starting a new MO.

Document Type Settings

Click the MO Doc Type expansion button (see Red Arrow above) to open the Document Type Details window. Document Type Details is used to enter Setup Options on a per-Document Type level which vary from the defaults created in System Setup. See the System Setup chapter for more detail on each setting.

NOTE: To use the Disassembly Wizard you must create a MO Document where the BOM Type is Disassembly.

MO Status Codes Setup #

MO Status Codes Setup

HelpID: 519722029

Navigation: Tools >> Setup >> Inventory >> MO Status Codes Setup

Status codes are optional. They provide a method to track the status of an MO. If status codes are provided, the system will automatically set the Status of an MO when different events occur. For example, when the Picklist is Built, the system will assign to the MO the status code associated with Picklist Built.

MO Status Code: enter an alpha-description for the status code (up to 20-charactrs).

Event: Select an event to associate with the Status code.

Default: Mark default for the code that will appear as the first code for new MOs.

NOTE: the Event of OTHER allows you to create an unlimited number of different codes that can be user-assigned on the MO.

Client App Path Setup #

Client Application Paths Setup

HelpID: 519722032

Navigation: Tools >> Setup >> Inventory >> Client Application Paths

This information is used to print the BOM Attachments and Item Attachments. When you open the Client Application Paths window it will attempt to locate the needed applications (Adobe Reader, Microsoft Word, Internet Explorer, and MS Paint) in the default installation locations. If the applications are found, the default path will already be displayed, and you can click SAVE to store this information.

If any of the paths are empty you will need to manually locate the application. This information is only needed for automatically printing attachments. You will be able to attach and view documents of any file type, and print them manually, as long as the local computer has an application that can view the attachment.

If applications are provided here, the system will automatically print attachments along with BOMs, Routers, Travelers and other LeanMFG reports.

Default: If all user PCs are configured identically, the Default path names will work for all clients and no further setup is required. When the Default radio button is marked, the Client Name will show “*Default”. Enter application paths as needed.

If client specific setup is not performed, the system will attempt to use the Default locations. If the application can be found on the client computer in the default location, attachments will be automatically printed. If there is no client specific setting, and the application is not found in the default path, the system will not print the attachments (there will be no errors or warnings presented).

Current: click the Current radio button to view or enter the saved application paths for the current Windows Client computer.

Other: click Other and enter the Client Name, or select one from the Lookup (the Lookup shows saved Clients that have saved Application Path Setup, it does not show all Windows clients).

To set client specific settings, either manually enter the Client Name for the GP workstation, or open the Client Application Paths window when logged-in at the client and select the Current radio button.

Item Engineering #

Item Engineering

HelpID: 519722021

Navigation: Cards >> Inventory >> Item Engineering

Values from this window are used as defaults on Bill of Materials Maintenance, and the System Setup Options regarding control of inventory usage use the Material Status and Effective Date fields to control use of inventory (see the System Setup chapter for more information).

Material Status: Depending on System Setup, Material Status can be used to control whether an Item can be used in LeanMFG, or other modules in Dynamics GP. If System Setup allows use of all Material Statuses, this field is then only informational.

Source: The Material Source field is informational.

ECO Number: The current ECO Number for the Item. Appears as a default when adding the item to a new BOM.

Effective Date: The effective date for an Item. Effective Date appears as a default when adding the item to a new BOM. Depending on Setup, this date can be used to control whether or not an item is usable in LeanMFG and other parts of Dynamics GP.

Rev. Level: The current Revision Level for the item. Appears as a default when adding the item to a new BOM.

Shipping U of M: On the BOM Maintenance window the “Total Input Weight” field displays the total of the Shipping Weights for all items in the BOM structure. The calculation converts the weights of all components to the weight of the parent item. See Bill of Materials Maintenance for more information. This Weight unit is also used with a Multi-Product Manufacturing Order to allocate costs using the By Weight cost allocation method (see BOM Maintenance for more information).

Files: Click the expansion button to open the attachments window. An Item can have an unlimited number of file attachments, such as specification documents. See the Item Attachments chapter for more detail. If a CHECKBOX appears next to the expansion button, the selected item has Attachments.

Approved Vendors: Click the expansion button to open the approved vendors list. See the Approved Vendors section for more detail. If a CHECKBOX appears next to the expansion button, the selected item has Approved Vendors.

Alternates: Click the expansion button to open Item Alternates. This is a list of other inventory items that can be used in place of the selected item. A future release will use this information to automatically substitute an alternate if there is a shortage when building the Picklist. See Item Alternates for more information.

Hazardous Material: If an item is a hazardous material, mark the Hazardous checkbox. This will enable the other settings in the HazMat section. The HazMat information is for reporting purposes only and has no other effect in the system.

Item Attachments #

Item Attachments

HelpID: 519722024

Navigation: Cards >> Inventory >> Item Attachments, or from the Item Engineering window via the Item Attachments expansion button.

Attachment Name: Provide a descriptive name for the file.

Print Checkbox: When printing manufacturing documents, such as a Bill of Materials, any documents marked to Print in the item’s attachments list will automatically print along with the Bill of Materials (or picklist). The BOM window also has a “Print Files” setting. This must be must marked for any attachments to print. The system will print any BOM Attachments (see BOM Attachments) and any first-level Item Attachments.

File Location: If the cursor is in the File Location field, press CTRL+L to open a search window to locate and create the attachment. Clicking the FOLDER also opens the lookup.

Binoculars: Opens the file for a selected attachment.

The following file types can be printed automatically:

  • PDF
  • DOC
  • DOCX
  • TXT
  • RTF
  • HTM
  • HTML
  • BMP
  • JPG
  • JPEG
  • GIF
  • TIF
  • TIFF
  • PNG

Approved Vendors #

Approved Vendors

HelpID: 519722033

Navigation: Cards >> Inventory >> Approved Vendors, or from Item Engineering, click the Approved Vendors Expansion button.

Use Approved Vendors to record the Vendor(s) approved to use for purchasing the selected item. This control is NOT enabled by default. To enable Approved Vendors see System Setup.

When enabled, Approved Vendors controls whether or not an Item can be purchased, and from which Vendor(s). If an item does not have ANY approved vendors, it will not be available when creating a Purchase Order. If the Approved Vendors list contains one or more Vendors for an Item, the system will only allow the item to be purchased from those Vendors. The appropriate Vendor-Item setup must also exist.

If an attempt is made to purchase an item from an unapproved Vendor, a warning message will be displayed, and the item number field will be cleared.

Item Alternates #

Item Alternates

HelpID: 519722024

Navigation: Cards >> Inventory >> Item Alternates, also from Item Engineering, click the Item Alternates expansion button.

Select other item numbers that can be used in place of the selected item number. Item Alternates are informational only.

BOM Maintenance #

Bill of Materials Maintenance

HelpID: 519722008

Navigation: Cards >> Inventory >> Bill of Materials

BOM Type

Regular bills are standard, discreet BOMs. The list of components (Inputs) will be used (removed from inventory) to create the parent item. A Regular BOM usually has one output (made) item, and one or more inputs (raw materials).

As shown below, the green arrow pointing “out” indicates that 100XLG is the output. The black arrows pointing “in” are inputs. This is a typical Regular BOM structure.

Reverse & Disassembly bills consume the top-level item (remove it from inventory) and produce into inventory the list of components. Compared to the Regular BOM the arrows are reversed: the made item is a black arrow pointing IN (meaning it is consumed), and the components have green arrows pointing out (meaning they are returned to inventory).

Batch bills allows specifying a finished good quantity (such as 1000 grams) and basing the component quantities relative to the batch quantity of 1000 grams. For example, you may produce a 1000 gram mixture which requires 300 grams of sugar per 1000 gram batch. Such a recipe will often not work well with a Discrete-type Bill of Materials where the components must be specified in relation to a single unit of output. For example, the recipe might be for making a 1000 gram batch of “nutrition bar mix”, which produces several bars. If the ingredients had to be specified on a per-bar basis the quantities would be too small to record accurately.

Multi-Product bills allows specifying multiple inputs and multiple outputs. This is often used in a process that has as its starting input a natural material, such as cow hide. Since natural materials are rarely a consistent size/weight/dimension/etc., the quantity or type of products that can be produced will vary based on the starting material.

Quote bills can be used for estimating. When the BOM Type is set to Quote the Item Number fields will not validate entry into those fields. This allows you to create a Quote BOM entering Item Numbers which do not exist in GP (you can type anything into the Item Number fields). Quote BOMs can be copied only to other Quote BOMs. Quote BOMs cannot be used in MO Entry.

Item Number: enter or select the Item Number. This is the made item for Regular and Batch bills, or the item-to-be-disassembled for Reverse and Disassembly bills. For Multi-Product bills the Item Number will be locked and left blank.

BOM ID: enter a Bill of Materials ID. An item can have an unlimited number of named BOMs.

BOM Description: enter a plain text description of the BOM.

Quantity: for Batch BOMs specify the formula quantity, or batch quantity. Otherwise this field will be locked, and default to 1.

U of M: for Batch BOMS specify the Unit of Measure for the parent item’s batch quantity.

Issue From Site: this is the default site from which components are drawn. This can be changed on the MO.

Post To Site: this is the default site to which the finished good is produced. This can be changed on the MO.

Cost Allocation: when using a Multi-Product BOM the Cost Allocation method determines how the system spreads the cost of the inputs across the cost of the outputs. This setting is not used by the other BOM Types.

  • By Quantity: the total quantity of items produced is summed, then the total costs are allocated to each produced item based on a ratio of the number of a specific Item produced over the total quantity of all items produced.
  • By Fixed Percent: a fixed allocation percent is specified on the BOM Output Lines, which must total 100%. Using this method, a certain amount of cost can be allocated to each type of item produced.
  • By Weight: using the Item Maintenance Shipping Weight field multiplied by the quantity produced, the input costs are allocated based on a ratio of the weight of a specific item produced over the weight of all items produced. NOTE: the following setup must be performed for this method to work correctly:
    • The Shipping Weight Unit of Measure must be specified on Item Engineering for each item.
    • The Shipping Weight of each item must be specified on Item Maintenance. This should be recorded as the weight of 1-unit of the item (in its Base Unit of Measure) using the Shipping Weight Unit specified on Item Engineering.
  • Manual: prior to posting the MO, a user must manually enter the cost allocation to each made item. The allocation must equal the total cost of the consumed Inputs.

Total Input Allocation %: when using the Fixed Percent cost allocation method, this field displays the total allocation percent of all the Output line items.

Total Input Cost: displays the total cost of the inputs.

Total Input Weight: uses the Item Maintenance Shipping Weight field, and the Item Engineering Shipping U of M field to calculate the total weight of all the Inputs in the Shipping U of M specified for the Output item. If the made item is tracked in pounds, the input weight will be converted from whatever U of M is assigned (ounces, pounds or grams, for example) to pounds, so that the total weight is displayed in pounds.

Primary: a BOM for an item can be marked as Primary. If “Default to Primary BOM on new MOs” is marked in System Setup, new MOs for an item will default to use the Primary BOM.

BOM Locked: this field is not editable. See BOM Lock Maintenance for more information about locking BOMs. BOMs can be manually locked to prevent use.

Phantom: when a Phantom BOM is added as a component in another Bill of Materials, the phantom components will be pulled into a Manufacturing Order rather than the parent item. Using 100XLG, if BA100G is a phantom, an MO for 100XLG will pull the components for BA100G (i.e. BELL100), rather than pulling BA100G out of inventory. All BOM Types, except for Multi-product, can be marked as Phantoms.

BOM Status: the BOM Status setting is used by the “Allow MFG with BOM Status” settings in System Setup. BOMs of certain statuses can be excluded from use in manufacturing.

Attachments: click the expansion button to open the BOM Attachments window. A Bill can have an unlimited number of associated files (such as spec docs or standard operating procedures), that will print automatically when printing a BOM or work order. See BOM Attachments for more information.

Print Files: if Print Files is marked, when the BOM Report is printed it will initiate automatic printing of linked files that are marked to Print. BOM Attachments and first-level component Item Attachments will print automatically if the linked file is marked to print. See BOM Attachments and Item Attachments for more information.

Current Cost: displays the Current Cost field from Item Maintenance.

ECO Number: record an ECO Number for the BOM. This is informational.

Effective Date: record an Effective Date. This is informational.

Revision: record a Revision Level. This is informational.

Tree View

The tree view of the BOM (shown above) is a summary view of the components. The Black Arrows pointing to the right are INPUTS, or items that will be taken OUT of inventory by the MO. The Green Arrows pointing to the left are OUTPUTS, or items which will be put INTO inventory by the MO.

List View

Use the List View tab to add/remove/edit components.

Expand the scrolling window line to see additional fields.

BOM Line: unless specified otherwise in System Setup, the default spacing is 10. A BOM Line Number can be manually changed to any other number that is not already in use.

Component Item: enter an Item Number or select an Item from the Lookup. Discontinued Items and Kits cannot be used. Misc. Charges, Services, and Flat Fees must be INPUTS. Add Labor, overhead, and other non-material costs to the made item through the use of Misc. Charges, Services and Flat Fees.

For subassembly items, if a BOM is marked Primary, it will default into the BOM Type and BOMID fields.

Icon Meaning
Item is serial/lot controlled.
Subassembly is a phantom.
Regular subassembly.

BOM Type: BOM Type/BOM ID are not needed in most circumstances. Subassemblies must be the same BOM Type as the Parent Item. So, if the BOM for 100XLG is a Regular type, it must contain only other Regular BOMs.

BOM ID: Enter a BOM ID or select one from the Lookup.

Quantity: Enter the quantity. If is either the quantity to use, or the quantity to produce, depending on whether the Material Type is set to Input or Output.

U of M: enter the Unit of Measure for the component.

Item Description: when BOM Type is Quote, Item Description is editable. Otherwise, this field displays the Item Description from Item Maintenance.

Phantom: any subassembly can be marked as a Phantom on the BOM Line, without needing to have the Phantom option marked on the Component’s BOM.

Material Type: any component can be an Input or an Output. Inputs will be consumed by the MO and their costs allocated to the Outputs.

Fixed Qty: If Fixed Quantity is marked, the Quantity specified on the BOM Line will be used regardless of the MO Quantity. For example, if an MO is created for 10 or 50, the same “fixed quantity” of the component will be used.

Allocation Percent: for Multi-Product BOMs using a Fixed Percent Cost Allocation method, specify the allocation percent in this field. The total must be 100%.

Quote Vendor ID: This field is informational. When creating a Quote BOM, Enter the Vendor ID that will be used to purchase an Item.

Vendor Item Number: This field is informational. Enter the Vendor’s Item Number.

Item Description: This field is informational. Enter the Vendor Item Description.

Quoted Unit Cost: This field is informational. Enter the quoted unit cost.

Extended Cost: This field is informational. For Quote BOMs only, the Extended Cost will be calculated based on the Unit Cost and item quantity, and the Current Cost field will also be set to this amount. For other BOMs this field will display the Extended Cost based on the Current Cost multiplied by the Quantity.

Reference Designators: click the expansion button to open the Reference Designators window.

Enter Reference Designators for the selected component. The number of reference designators and quantity do not need to match the component quantity.

ECO Number: This field is informational. When a part is added to a BOM the ECO will be set to the value from the Item Engineering window. It can be changed on the BOM Line. Changing it on the BOM Line does not affect the value on Item Engineering.

Effective Date: This field is informational. When a part is added to a BOM the Effective Date will be set to the value from the Item Engineering window. It can be changed on the BOM Line. Changing it on the BOM Line does not affect the value on Item Engineering. Depending on System Setup, items with an effective date in the future cannot be used on a Manufacturing Order.

Revision Level: This field is informational. When a part is added to a BOM the ECO will be set to the value from the Item Engineering window. It can be changed on the BOM Line. Changing it on the BOM Line does not affect the value on Item Engineering.

Source Method: This field is informational.

Draw From Site: enter a site to pull inventory from for “input” components. This defaults to the Issue From Site on the BOM Header. When a Manufacturing Order is created, a Draw From Site here will override a site entered on the Manufacturing Order.

Post To Site: enter a site to receive inventory into for “output” components. This defaults to the Post To Site on the BOM Header. When a Manufacturing Order is created, a Post To Site here will override a site entered on the Manufacturing Order.

BOM Copy

BOM Copy will make a complete copy of the selected BOM to a new BOM ID, or to a new Item Number and BOM ID. Use BOM Copy to simplify setting up new BOMs for similar items, or to support Revision Tracking. To use BOM Copy for revision tracking, include the Rev Level in the BOM ID, such as REV1, REV2, etc.

Select the BOM you want to copy, then click the COPY button.

BOM Type: select the new BOM Type

Item Number: this will default to the “From Item Number”, but it can be changed to a different Item.

New BMD: enter the new BOM ID. The BOM ID cannot already exist for the Item.

Click the COPY button when ready to copy the BOM.

BOM Attachments #

BOM Attachments

HelpID: 519722023

Navigation: Cards >> Inventory >> BOM Attachments.

Attachment Name: provide a descriptive name for the file

Print Checkbox: When printing manufacturing documents, such as a Bill of Materials, any documents marked to Print on the BOM attachments will automatically print along with the Bill of Materials (or picklist). The BOM window also has a “Print Files” setting. This must be must be marked for any attachments to print.

File Location: if the cursor is in the File Location field, press CTRL+L to open a search window to locate and attach a file. Clicking the FOLDER also opens the lookup.

Binoculars: opens the file.

The following file types can be printed automatically:

  • PDF
  • DOC
  • DOCX
  • TXT
  • RTF
  • HTM
  • HTML
  • BMP
  • JPG
  • JPEG
  • GIF
  • TIF
  • TIFF
  • PNG

BOM Lock Maintenance #

BOM Lock Maintenance

HelpID: 519722016

Navigation: Cards >> Inventory >> BOM Lock Maintenance

Use this window to lock a BOM from editing. A locked BOM can be viewed in BOM Maintenance, but no changes can be made to the BOM.

L = Lock/Unlock

P = Primary

The LOCKED field can be seen in the Bill of Materials Lookup:

It also appears on the Bill of Materials Maintenance window as the BOM Locked field.

Quickly locate one or more Bills of Material by enter a value in the “Find” box. The window will do a “contains” search on Item Number of BOM ID for the value entered in the box.

Routing Maintenance #

Routing Maintenance

HelpID: 519722014

Navigation: Cards >> Inventory >> Routing Maintenance

Use the Routing Maintenance window to provide work instructions for your manufacturing processes. Use of Routings is not required—an MO can be created for an Item without a Routing. Labor costs, Machine costs, and other overhead costs are added in the Bill of Materials using Service Items.

Item Number: select or enter an item number. If you are creating a routing for Multi-Product process, leave Item Number blank and mark the Multi-Product Routing box.

Routing ID: enter the name for the Routing.

Attachments: click the expansion arrow to open the Routing Attachments window. See the Routing Attachments chapter for more information. This is a list of documents that can be printed automatically when the MO is printed. You may choose to use the attachments function to link to documents that contain your Standard Operating Procedures rather than entering them in the Routing Operations. If you choose to do this, you do not need to enter any Operations.

Primary: if this is the first routing for an item, the box will automatically be marked. If an item has a primary routing it will be used automatically in the MO Entry window, although it can be changed on the MO if a different routing should be used. An item does not have to have a Primary routing.

Operation: The Operation Code is usually an incrementing number, like 10, 20, 30 and so on. The default spacing for Operations can be set in Manufacturing Setup. Enter an operation code, or accept the default, then provide a short description for the step, and detailed instructions.

Routing Attachments #

Routing Attachments

HelpID: 519722001

Navigation: Cards >> Inventory >> Routing Attachments, or the Attachments Expansion Button on Routing Maintenance.

A Routing can have an unlimited number of attachments. If the PRINT box is marked, then attachments will print automatically when the Routing is printed.

Click the BINOCULARS to open an attachment.

In LeanMFG System Setup, if the “Create MO Routing” is marked, a “snapshot” will be created of the Routing when the Picklist is built and attached to the Manufacturing Order.

NOTE: Attachments marked to PRINT will be copied to the MO Routing with links to the original files. Attachments NOT marked to print will be copied, a new file created, and the path to the file will be updated to point to the NEW file. For example, if a new MO is created for 100XLG, and the MO Number is MO00123, the following will occur:

Primary Routing File MO Routing File
Attachment Name: QA

Path: C:\FILES\100XLGQA.XLSX

Print: not marked

Attachment Name: QA

Path: C:\FILES\MO00123100XLGQA.XLSX

Print: not marked

Attachment Name: Work Instructions

Path: C:\FILES\100XLGStdOp.DOCX

Print: marked

Attachment Name: Work Instructions

Path: C:\FILES\100XLGStdOp.DOCX

Print: marked

Marking the PRINT box tells the system that you will print a physical copy of the file, so when the MO Routing is created the attachment still points to the original file. The file will be printed and not edited.

When PRINT is NOT marked, it tells the system that you will be working with the file directly. For example, you may have created an Excel Spreadsheet to record in-process test results. When the MO is created a copy will be made of the original file, the “template”, and renamed to include the MO Number.

MO Entry #

MO Entry

HelpID: 519722015

Navigation: Transactions >> Inventory >> MO Entry

Document Type: See MO Doc Type Setup. The default Document Type will appear.

Order Number: to create a new MO, click the New MO button located just left of the MO Number field. Or, enter an existing number to work with a saved MO.

For Multi-product orders, the cursor will automatically move to the BOM ID field after clicking the new MO button. The system defaults to the first Multi-Product BOM, you can enter a different BOM or select one from the Lookup.

Item Number: For all other Document Types, select an Item Number. If the item you select does not have a BOM, you will be asked if you want to continue with a Manual MO. With a Manual MO you can add the Inputs and Outputs you need rather than selecting a BOM.

BOM ID: if the Item has a Primary BOM, it will default as the BOM ID after selecting an Item Number. If there is no Primary, select a BOM ID.

Quantity: enter the quantity to make. For multi-product orders, the quantity and unit of measure cannot be changed.

MO Status: if MO Status Codes have been created, this will automatically be set when the MO status changes, such as when building the picklist. It can also be manually set.

Cost Allocation: after the Inputs are posted the system will attempt to allocate the costs to the Output(s). If there is only one output, all costs are allocated to that item. If there are multiple Outputs, the Cost Allocation method selected here will be used to allocate the costs.

  • By Quantity: The total number of items is summed, then the total costs are multiplied by the ratio of the Output Item Quantity over the Total Quantity.
  • By Fixed Percent: The Cost Allocation Percent specified on the BOM, or on the Outputs tab, is used to allocate costs based on the percent assigned to each item. The cost allocation percent assigned to all Outputs must total 100%.
  • By Weight: The shipping weight field for each item is used to arrive at a total weight. Note, this can actually be the weight of the items, or, the field can be used to store a “weight factor”. The quantities are summed, and like the By Quantity method, costs are applied based on a ratio of the Weights.
  • Manual: costs are manually entered for each item.

Draw Inputs From and Post Outputs To sites: both sites are required before building a picklist.

Routing ID: enter the Routing to be used with this MO. If a Routing is marked Primary, that Routing will default. If no Routing is marked Primary, this field will be blank and you can select which routing to use. If the Lean MFG Setup option “Create MO Routing” is marked, a “snapshot” will be created of the selected routing and copied to a new routing linked to the MO. For example, if the Primary routing defaults, it will be copied to a new routing where the Routing ID equals the MO Number. This MO Routing is completely separate from the Master routing, and changes can be made to it without affecting the master routing for the item.

Date Fields: all date fields are informational.

Build Picklist: the process of building the picklist enters Items from the BOM onto the Manufacturing Order, and allocates inventory. NOTE: the system does not auto-assign serial and lot numbers.

After building the picklist, you can change the BOM ID, Quantity or Unit of Measure. Making any of these changes will delete the current picklist and you will have to rebuild it again.

Inputs: you can add, remove, or change quantities of inputs, at any time. The Cost is the Item’s Current Cost. Depending on the costs in the FIFO/LIFO layers, the actual costs that are posted may differ from what is displayed here.

Distributions for each line can be viewed and edited by clicking the “A” button to the right of Item Number (in the column headers). This will open the Line Distributions window.

NOTE: security can be set separately on the Line Distributions window so that you can restrict who has access to the ability to change distribution accounts.

Outputs: you can add, remove, or change quantities of Outputs, at any time. Unless the Cost Allocation is Manual, any costs entered here will be overwritten during posting when the system auto-allocates costs.

Distributions for each line can be viewed and edited by clicking the “A” button to the right of Item Number (in the column headers).

You must have at least one Input and one Output in order to post.

QTY: for serial and lot controlled items you can access the Serial/Lot Entry window by clicking into the QTY field and pressing CTRL+L.

Icon Meaning
Serial/Lot Numbers need to be selected. The quantity of Serial/Lot Numbers selected is less than the Input Quantity for the item.
The quantity of Serial/Lot numbers selected equals the Input Quantity.
Inventory Setup allows Adjustment Overrides, and the Item-Site Allocated Quantity is greater than Available Quantity. There is a quantity shortage.
There is a bin quantity error. Either bin selections need to be made (no selections have been made yet), or, the quantity of inventory

MO Posting #

MO Posting

When you are ready to post a manufacturing order, click the POST button. LeanMFG will run through several error checks to ensure the MO is ready to post:

  • The MO is locked by another user
  • The MO has inputs and outputs
  • Posting setup allows Inventory posting TO and THROUGH General Ledger
  • The Inventory fiscal period exists, and is open
  • The Financial fiscal period exists, and is open
  • The correct quantity of serial/lot numbers have been selected
  • The input and output lines have Sites specified, and the items are assigned to those sites
  • If required, that serial/lot links exists

The posting process occurs in several steps:

  • If Non-Inventory inputs exist (i.e. Labor), a Journal Entry for these costs is posted
  • An Inventory Adjustment to consume the Inputs is posted
  • Costs are allocated to the output(s)
  • Depending on Setup, manual allocation of costs might be required
  • If a Variance exists, a Journal Entry for the variance amount is posted
  • An Inventory Adjustment to produce the Outputs is posted

Non-inventory Inputs: all non-inventory inputs (labor, overhead, other expenses) are posted as Journal Entry with a Batch ID of the original MO Number with a “_N” suffix (for non-inventory). This document will also contain the Source Document ID created in setup. The Inventory Offset Accounts from each Non-Inventory Input item are credited, and the WIP account is debited. If the Item does not have an Inventory Offset Account, it will come from the MO Document Type Setup, or Lean MFG System Setup, in that order. The WIP Account comes from the MO Document Type, or Lean MFG System Setup, in that order.

A special case occurs when the GP is not configured to use Multi-Currency, and the Functional Currency Decimal Places (FCDP) is LESS than the Currency Decimal Places set on the Non-Inventory Items used on a Manufacturing Order.

For example, the FCDP is 2 and a “Services” Item called LABOR is set up with 3 and has a cost of $1.124.

The Inputs tab will show the full cost of the input. There could be one or more such lines. When the non-inventory Inputs are posted, the costs will be rounded to the FCDP (in this case 2-decimals), as shown below.

LeanMFG attempts to retain as much cost accuracy as possible, so the amount debited to WIP is the sum of all non-inventory input costs (at 3-decimals), rounded to the FCDP (2-decimals). As shown above, GP would normally round $1.124 to $1.12 which would result in a total of $3.36. However, adding first without rounding gives $3.372, which then rounds to $3.37.

Since each non-inventory input cost needs to be credited individually, each cost needs to be rounded to the FCDP before adding it to the journal entry. In this example, the total of credits would be off by $0.01, so LeanMFG addresses that variance by adding or subtracting the variance from the last credit distribution.

Inventory Inputs: inventory input (Sales Inventory Item Type) are posted with an Inventory Adjustment that has the same number as the original MO, with a “_I” suffix. For example, MO123 will create an Inventory Adjustment to consume the Inputs, where the Adjustment Number is MO123_I. The Batch ID on this transaction will also be the original MO Number with a “_I” suffix. The Inventory Accounts from each Input Item are credited, and the WIP account is debited. The WIP Account comes from the MO Document Type, or Lean MFG System Setup, in that order.

See the previous section, Non-Inventory Input Costs, for the “Special Case”. That same situation applies to raw materials. When GP posts the Inputs adjustment, specific FIFO/LIFO Cost Layers are consumed. If the item cost has more decimal places than the FCDP, GP will round the cost before it hits the GL.

Variance: If costs cannot be fully allocated to the Outputs, a Journal Entry for the Variance will be posted. This transaction will have a Batch ID of the original MO Number with a “_V” suffix. The WIP account is credited, and the variance account is debited. Normally a Variance only occurs with Standard Cost finished goods where the cost of inputs does not equal the finished good cost, but it is also possible with Actual Cost finished goods due to rounding errors or when manual cost allocation does not fully allocate the cost. The WIP and Variance Accounts come from the MO Document Type, or Lean MFG System Setup.

Outputs: All Outputs are posted as an Inventory Adjustment with the original MO Number. The Batch ID is the MO Number with a “_O” suffix (for Output). The WIP account is credited, and the Inventory Account for each output item is debited.

If costs cannot be fully allocated, a message similar to the one above will be displayed. Clicking CANCEL stops the posting process so that the variance can be addressed.

The result is a partially posted MO. This will be indicated on the MO Entry window by the Inputs tab showing “Posted Inputs” and a yellow-highlight. A partially posted MO can be saved, fixed later, and then posted when ready. To finish posting, just click the POST button. Posting will pick-up where it left off.

The Costing tab on MO Entry will show the results of partially posting, and the MO Inquiry (above) will show all of the documents created by the posting process. From this window you can zoom to the Inventory Adjustments and Journal Entries created by the MO Posting process.

Disassembly Wizard #

Disassembly Wizard

HelpID: 519722038

Navigation: Transactions >> Inventory >> MO Entry. GoTo Button >> Disassembly Wizard

The Disassembly Wizard can quickly create a Disassembly Order when provided a Lot Number, Serial Number, or Manufacturing Order.

For example, when provided with a Serial Number, the wizard locates the originating LeanMFG manufacturing order, then uses the Inputs from that transaction to calculate what the outputs should be from disassembling the given serial number. If serial-lot linking was performed on the originating MO, that information will be used to pre-enter serial/lot numbers for the disassembly order.

To use the Disassembly Wizard you must have an MO Document Type defined for BOM Type = Disassembly. See LeanMFG Setup.

Costing

If you are using an Actual Cost method (FIFO or LIFO Perpetual, or Average), Disassembly Wizard will create the disassembly transaction using the same costs as were recorded on the original MO.

If you are using a Standard Cost method (FIFO or LIFO Periodic), Disassembly Wizard will create the disassembly transaction using the current Standard Costs.

Disassembly in an Actual Cost environment can result in large cost variances.

For example, as shown above, a recent MO produced 1-unit of 256 SDRAM at a cost of $304.20. However, there were 10 units already inventory valued at $247.50.

The Disassembly Transaction (above) will be created using the $304.20 cost from the original MO. The original Inputs (which are now the Outputs) will also be entered using their original costs (which total $304.20).

However, when GP pulls 1-unit of 256 SDRAM out of inventory, it will do so using the Valuation Method assigned to the item, which in this case is FIFO Perpetual. That means the cost of 256 SDRAM when it comes out of inventory will be $247.50.

Since the Inputs go back into inventory at their original costs, totaling $304.20, but 256 SDRAM only put $247.50 of cost into WIP, this leaves a variance of $56.70 (shown above).

A similar type of variance can be created with Standard Cost items if the standards have changed since the original MO and the component costs do not add up to the finished good cost.

Disassemble Serial/Lot Number

If you frequently disassemble finished goods you should consider using serial/lot linking so the wizard can more accurately select output components. Serial/Lot Linking will allow the wizard to locate the specific component serial/lots used to build the finished good item, and they will be selected as Outputs.

If Serial/Lot Linking is not used, the wizard will add the entire picklist from the source MO to the disassembly Outputs. You may need to adjust quantities and/or serial/lot selections on components.

Disassemble: Select “A Lot Number” or “A Serial Number” depending on whether the Item is Lot Tracked or Serial Tracked. You cannot use “A Manufacturing Order” for serial/lot tracked finished goods.

Item Number: Select the Item Number to be disassembled.

Serial/Lot Number: Enter the serial/lot number or select it from the lookup. The serial/lot number must be available in inventory. The MO Number field (adjacent to the Serial/Lot Number field) will display the Manufacturing Order that produced the selected serial/lot number. If the wizard cannot locate an MO, the field will remain blank, and you will need to manually create a disassembly order.

If the Lot quantity was split (i.e. a receipt of 200 was split into 199 and 1 so that Dynamics GP can accurately allocate costs), the Disassembly Wizard will create the disassembly using one of the split layers, and you will need to manually adjust the Input quantity to account for the total quantity of the Lot Number. See the Split Cost Layers section of this manual for more information.

Draw From Site: Defaults to the Site containing the serial/lot number.

Post To Site: Defaults to the Post To Site from the originating MO.

Quantity: Defaults to the MO Quantity (for Lots) or 1 (for Serials).

Process: Click the Process button to create the Disassembly transaction.

You must have a MO Document Type where the BOM Type is Disassembly. The Wizard will check setup and will not continue if the necessary setup does not exist.

The Wizard will create a “Manual MO”. This is a manufacturing order that does not have a Bill of Materials. As a result, after the MO has been created, any changes to quantities must be performed manually—the Picklist cannot be automatically recalculated.

Disassemble Manufacturing Order

Disassembly Manufacturing Order will create a Disassembly Transaction using a source Manufacturing Order. In short, the original Inputs become Outputs, and the original Output becomes and Input. Note that a multi-product Manufacturing Order cannot be used as the source MO—it must be an MO with a single Item output.

Disassemble: Select “A Manufacturing Order”. You cannot use “A Manufacturing Order” for serial/lot tracked finished goods. Those must be disassembled individually using the Serial Number or Lot Number disassembly methods.

MO Number: Select the MO Number to be disassembled.

Draw From Site: Defaults to the Post To Site from the MO.

Post To Site: Defaults to the Post To Site from the MO.

Quantity: Defaults to the MO Quantity.

Process: Click the Process button to create the Disassembly transaction.

You must have a MO Document Type where the BOM Type is Disassembly. The Wizard will check setup and will not continue if the necessary setup does not exist.

The Wizard will create a “Manual MO”. This is a manufacturing order that does not have a Bill of Materials. As a result, after the MO has been created, any changes to quantities must be performed manually—the Picklist cannot be automatically recalculated.

Serial/Lot Entry #

Serial/Lot Entry

HelpID: 519722031

Inputs: Lot Entry

The scrolling buttons on the right and left of the Item Number field will scroll to the next/previous lot numbered Input item on the MO. Marking the Select box will default the Quantity Selected to the Quantity Required (if enough inventory exists). If you need to select a specific quantity, enter the quantity directly into the Quantity Selected field, and this will automatically mark the Selected box.

You can select multiple lots at a time before clicking the Insert button.

Click the Binoculars to Find a specific lot number. The Find window performs a “contains” search: if you enter “3” it will return all lot numbers that contain “3”. Enter a search criteria then press Tab—rather than clicking the Find button again with the mouse. Pressing Tab will execute the search and automatically close the Find window.

Inputs: Serial Entry

The scrolling buttons on the right and left of the Item Number field will scroll to the next/previous serialized Input item on the MO. After selecting the serial numbers for an Input item, click the Scrolling Button to move to the next serialized item rather than clicking OK, closing Serial Entry, selecting a new Input Line, then re-opening Serial Entry. Multiple serial numbers can be selected at one time from the Available Serial Numbers list. Clicking Insert will the move all selected serial numbers to the Selected Serial Numbers list.

Outputs: Lot Entry

If there are multiple lot-numbered Outputs, use the scrolling buttons on the right and left of the Item Number field to scroll through the lot numbered Output items on the MO.

You can enter multiple lot numbers and quantities before clicking Insert. Insert will then move all new lot numbers from the top window to the bottom (selected) lot numbers list.

Outputs: Serial Entry

The scrolling buttons on the right and left of the Item Number field will scroll to the next/previous serialized Output item on the MO. Multiple new serial numbers can be entered into the New Serial Numbers list before clicking Insert. Insert will then move all entered serial numbers to the Selected Serial Numbers list.

Serial/Lot Link Entry #

Serial/Lot Link Entry

Navigation: Transactions >> Inventory >> Serial/Lot Link Entry. This window is also available from the GoTo button on MO Entry.

HelpID: 519722035

When opened from the GoTo on MO Entry, the MO Number will already be selected.

The upper-left window shows Output serial/lots, and the upper-right window shows Input serial/lots.

Start by clicking on an Output serial/lot to select it. The field will flash blue, and select the serial/lot into the Item Number & Serial/Lot fields above the Inputs window. If the Output serial/lot is already linked to one or more inputs a “link” icon will appear next to the item number.

The bottom window shows existing serial/lot links.

Link Input serial/lots to the selected Output by marking the checkbox next to the Input serial/lot. Depending on your setup options, the Qty Selected may auto-fill (see Lean Mfg Setup). You can edit this quantity if desired. The total quantity selected cannot exceed the quantity available. If setup is not marked for “Use Serial/Lot Linking Qtys” the Qty Selected field will be zero. This allows linking the same Input to several different Outputs.

To break a link, select one or more lines from the bottom window, then click delete. Select multiple rows by holding down CTRL or SHIFT while clicking.

Serial/Lot Copy #

Serial/Lot Copy

HelpID: 519722042

Serial/Lot Copy is accessed from the GoTo button on MO Entry. Serial/Lot Copy is used when the made item is a “transformation” of the Input item or material, where the Output Item retains the same serial or lot number as the Input Item. It can also generate a range of Lot Numbers based on an Input, such as ABC-001, ABC-002, ABC-003.

Inputs Window

The inputs window (top left) fills with the Input Items that are serial or lot controlled. If all the Inputs are from the same lot, only the Lot Number is displayed and no Item Number will be displayed. The inputs are all marked by default, but can be unmarked as required.

Click the Binoculars to find a specific lot number. The Find window performs a “contains” search, so if you enter “3” it will return all lot numbers that contain “3”. Enter a search criterion then press the tab key (or click the Find button with the mouse). Pressing Tab will execute the search and automatically close the Find window.

Click the Refresh button next to the Input Item Number field to clear the Find restriction and refresh the display.

Outputs Window

The outputs side fills with the Output Items that are serial or lot controlled. Mark the outputs to copy Lot/Serial number TO, and if needed, enter a bin.

Select an option from the drop down to determine if the items will be copied into Lots (more than one quantity per lot number) or Serials (one quantity per lot number). For example, if the Input Item is Lot Controlled with a Quantity of 10, this can be copied to a single Lot Number of the Output Item in a Quantity of 10, or, the Output Item Lot Numbers can be generates as-if it is a serial number (it generates 10 records in the Copied Lots window).

 

When the required inputs and outputs are selected, click the Copy button to add them to the bottom window. If more than one item is in the input window, the total quantity selected from each window must equal to proceed.

Copied Window

The copied window displays the marked items from the outputs window. The Lot Attributes and Dates are copied from the Input item if both the Input Item and Output Item have the same Lot Type. If you are using WilloWare’s Extended Lot Attributes in GP PowerPack, those attributes will also be copied.

Enter a lot suffix to create a “serialized” lot number with the format of Lot + Dash + Suffix. The Suffix is padded to a number of characters specified in Setup. See MO Document Type Setup for more information. The pad will automatically add zeros, so you can enter just 1 to get 001.

If a lot suffix is not entered, the lot number from the input item will be used.

Click the Save button to insert the new lot numbers into the MO.

Split Cost Layers #

Split Cost Layers

When adding inventory of Actual Cost item (FIFO/LIFO Perpetual), if Dynamics GP cannot evenly allocate costs to the item and remain within the item’s Currency Decimals, it will create separate inventory layers where the average cost of the layers is the correct unit cost.

While this happens with non-lot track inventory, it is particularly visible with lot numbers.

Take this example:

Input: 10kg SEED at $0.02 per kg., for $0.20 total input cost.

Output: 9kg POWDER (Lot# 123) at $0.20 total cost.

The correct unit cost (cost per kg) is $0.022222….

When a LeanMFG Manufacturing Order is posted for this production, Dynamics GP will split the Lot Quantity of POWDER into two receipts (cost layers):

Lot 123, Qty 8 at $0.02 per kg, total cost $0.16

Lot 123, Qty 1 at $0.04 per kg, total cost $0.04

Total Lot Cost = $0.20

This is how Dynamics GP normally handles inventory costing when it cannot divide the total cost evenly over the units.

Split costing layers can be avoided with LeanMFG by using “Manual” cost allocation, reviewing Cost Allocation prior to posting the Outputs, then manually setting the Output Unit Cost.

After posting Inputs, stop to review the cost allocation. Add the posted Input Cost and Non-Inventory Cost. Then divide that total cost by the quantity of the Output item. If the resulting Unit Cost does not fit within the finished good item’s Currency Decimals, you will have a split receipt.

To address a split receipt, change the Cost Allocation method to “Manual”, then manually enter an Output Unit Cost that is as close to the correct Unit Cost as possible. The resulting Extended Cost will either be below or above the Input Costs, which will create a variance.

Also consider enabling the Setup option to “Display Unit Cost Warning”. Before posting the Outputs transaction, LeanMFG will check if the calculated Unit Cost equals the Unit Cost rounded to the Item’s Currency Decimals. If the two do not match, it will display a warning like this:

Note that it is possible for LeanMFG fully allocate the costs while also displaying the Unit Cost warning. This happens because LeanMFG posts the TOTAL COST of the Output(s), and Dynamics GP calculates the Unit Cost during posting.

MO Inquiry #

MO Inquiry

HelpID: 519722018

Navigation: Inquiry >> Inventory >> MO Inquiry

This is a view-only version of MO Entry that will allow you to look at all manufacturing information for open and historical manufacturing orders.

This window can view both open and historical documents. Unmark the “View Historical” checkbox to view open transactions.

MO Activity #

MO Activity

HelpID: 519722036

Navigation: Tools >> Inventory >> Utilities >> MO Activity

MO Activity tracks who is working with an MO and prevents two users from editing the same MO at the same time. Normally activity is managed automatically. However, if an MO becomes locked, it can be unlocked from this window.

To unlock a stuck MO, select it in the MO Activity window, the click Edit >> Delete Row.

BOM Inquiry #

BOM Inquiry

HelpID: 519722037

Navigation: Inquiry >> Inventory >> Bill of Materials

The Bill of Materials Inquiry window provides a read-only view of a Bill of Materials.

Where Used Inquiry #

Where Used Inquiry

HelpID: 519722018

Navigation: Inquiry >> Inventory >> Where Used Inquiry

There Where Used Inquiry will locate all Bills of Material containing a specified item, and show all of those BOMs exploded to the level of the component. Selecting any component will populate the “cookie crumb” list at the top of the window, showing the parent items above the selected component.

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