This section covers the system setups required to use the Materials and Inventory modules. These setups are fundamental to Inventory Control Management, Inventory Handling, and Materials Requirements Planning. They affect everything from data entry and conversion of existing (legacy) part numbering systems to the layout of the stockroom.
Note: It is essential to review all aspects of these setups prior to beginning data entry. Once entered, many setup fields cannot be edited without manex's assistance.
Data Entry
manexSQL system setups and defaults are designed to minimize the user’s keystrokes when entering data. Careful choice of a scheme for item master numbering of products and parts will allow manexSQL to automatically create item master part numbers and enter default data when the user selects the class and type and enters a description.
Conversion of Legacy Product and Part Numbering System
The first decision to be made prior to System Setup is whether or not to use your existing product and part numbers in manexSQL. Because manexSQL item numbering is significantly different than most legacy numbering systems, this decision is best made after you understand manexSQL's numbering system structure, options, and functionality.
manexSQL uses classes (similar to commodity codes) to classify all items entered in the Item Master. Each class is further broken down into types. All screens and printouts of items (products and parts) show the class and type for each item. As a result, it is not necessary to include class and type information in the description field for an item.
An "intelligent" prefix (a 3-digit numeric is recommended) is usually assigned as an identifier of a particular part type under a particular class. This allows grouping of like items for:
1. Automatic entry of default (common) information during data entry of items in the Item Master.
2. Prevention of double-assignment of part numbers to items that already have numbers.
3. Rapid searches for existing part numbers in the database.
4. Organized viewing of items in screen displays and reports.
5. Ease of assignment for planning, purchasing, and inventory management.
6. Simplification of receiving, stocking, locating, and kitting.
7. Maintenance of standard costing by commodity.
8. Assignment of buyers by commodity.
Using auto-numbering of the "root" (or main) section of a part or product number creates a unique identifier for each number. This number:
1. Is never reused once it has been assigned to prevent two different items from having the same part number.
2. Becomes a unique identifier to provide an audit trail of any and all transactions and changes.
3. Has no significance other than unique identification to allow assignment without encoding.
4. Should be all-numeric for ease in finding, sorting, and arranging items.
5. Should be at least 5 digits to allow for a minimum of 99,999 part numbers to be assigned.
It is suggested that you use your customers' product numbers as manexSQL product numbers in order to:
1. Allow the transfer of open Sales Orders and Work Orders into manexSQL with the least amount of confusion.
2. Retain established numbers for customer recognition on Sales Orders, Packing Lists, and Invoices.
3. Minimize the need for reprinting of labels, travelers, serial plates, and PCB artwork.
4. Provide a link between old Bills of Materials and new ones.
Legacy part numbering systems that have been maintained manually usually cannot be imported directly into manexSQL. This is because they:
1. Contain duplicate part number assignments, use the same part number root more than once, and/or are not uniform in structure.
2. Use item descriptions with non-standard nomenclature, sequence, separators, abbreviations, and/or data.
3. Include manufacturer data such as part number, name, and/or specifications embedded in the part number, prefix, or description.
4. Use customer part numbers instead of internally created numbers. These numbers can cause confusion when created by one customer but used for another customer.
5. Were not under Engineering Change Control to ensure correct assignment or change of revision level.
6. Have different versions or revisions with the same part number. A new manexSQL part number should be assigned for each item that differs in form, fit, or function.
Stockroom Layout
The simplest layout for a stockroom is based on the part numbering sequence. To allow for this, prefixes must be systematically assigned to each item class and type. This type of layout:
- Eliminates the need for assignment, data entry, and maintenance of aisle, row, and shelf location codes for every item.
- Allows expansion for added items without re-entry of location codes. Expansion may be achieved by shifting everything down, using empty or expansion spaces.
- Simplifies cycle counting and physical inventories by having only one location for each part number.
- Concentrates all of the same parts and all like items together for uniformity of storage of similar packaging.
The Materials Application module setup section allows you to prepare tables for specific material-related modules your company has purchased. Once set up in the system, these tables can be used to perform certain functions automatically. Sample data is provided as a guideline in preparing the pre-installation worksheets. These sample setups are not the only ways to set up manexSQL Materials, but they have been compiled as the result of many successful manexSQL installations and may save you many hours of "reinventing the wheel."
This section will explain each of the Materials setup screens and will illustrate how to enter the data into the manexSQL system.