Accounting

Why is the AR due date the same as the invoice date on an invoice?

The due days are determined from the TERMS master file. Make sure to specify the correct due at days, once populated all future invoices will get the proper ar due date.

Why does my invoice say "cost ignored"

If your invoice shows “cost ignored,” the order line was assigned the transaction code of “NN” (bill-only) at the quote/order level. Additionally, on-hand inventory quantity was not reduced.

Where would you go to reconcile our checkbook?

We have a reconcile function for checkbooks. In order to access it, please navigate to ACCOUNTING » A/P » Check Register.

Inside you will see rows of check payments. To the right, you should see Mark As Cleared column. This is the same thing as the reconcile function. Please type in whatever note you want to save, and click Mark Cleared.

What is the suggested method to reconcile receipts that havent been vouchered yet with what shows on our ledger? Is there a good report that shows what has been received on a given date that hasnt had a voucher created on it?

Yes, You would have to check the receipt list. You can set the appropriate filters by going to PURCHASING » RECEIPTS » RECEIPTS LISTS

What is the proper way to void a check in the system?

To cancel a check pull up the check and click the cancel check button. This will cancel the check, although it can still be found in the check register with status = ‘cancelled’.

If the check was in a previous closed financial period, you could enter a manual ledger entry to reverse the initial check (if necessary depending on the the type of check: payment, credit memo refund, etc) and then cut a new check - all in current period.

What is the difference between a credit memo and an unapplied cash?

The difference is that a credit memo will negatively affect accounting, while an unapplied cash will not. Credit memos are usually created as a result of an RMA process and requires giving back credit to a customer. Unapplied cash is different in that it is used for allocating a customer’s credit to different payments.

What is the "Global Voucher auto-approve" configuration setting for?

This is a configuration setting for the system that may be helpful for smaller businesses. In larger businesses, this is turned OFF by default, because larger businesses typically employ an AP clerk who may be entering bills all day long, and they bills they enter need approval from Accounting management before being eligible for payment to vendor. Having this config option (global voucher auto approve) turned on will allow every voucher entered to automatically be eligible for payment (i.e. appear on the A/P payment screen), where you can simply put check marks next to the bills you want to pay and then pay them.

What does the undo charge button do that appears after processing a credit card payment?

It refunds the credit card charge.

What determines a customers account to be placed on hold?

How the system works in regards to credit holds is as follows:

  1. It will always pass if it is intracompany
  2. It will always fail if the prevent order entry flag is set
  3. Otherwise credit limits are to be evaluated: a.If open ar amount > credit limit, account is placed on hold b.If credit limit = 0 then effectively there is no credit limit (this test will always pass) c.There is a config option ‘include_backlog_in_credit_hold’ which will include the backlog/open orders in the customers ar amount

  4. If any invoices for the customer are older than credit hold at days (defined in data mtnc for 9TERMS) based on today - invoice date then customer is on hold as well.
What are the manual processes or entries you require in Cetec ERP accounting?

You can always make any manual ledger entry you need to when you need to. Currently, the only manual process we enforce is payroll. We encourage outsourcing of payroll process due to wide-ranging tax ramifications involved.

What are the automatic accounting processes in Cetec ERP?

To name a few: invoices, receiving, inventory adjustment, credit memo, a/p payment, checks, a/r payment, deposits, debit memo.

What are cost centers? How does Cetec ERP track cost centers?

Cost Centers allow for organizations to track, organize, and analyze where their various costs and expenses are coming from. Cost Centers provide flexibility. Organizations can create and assign Cost Centers per company, vendor, department, team, resource, job process, or project.

Cetec ERP currently utilizes Cost Centers on the PQuote, Purchase Order, Voucher, Ledger, and financial reports (Income Statement, Balance Sheet, Cash Flow Statement). This means that the Cost Center you assign at the PQuote stage will carry forward to the Purchase Order, Voucher, post to the Ledger, and be filterable with your financial statements.

You can also specify Cost Centers at the PQuote Line level which would similarly carry forward through the purchasing process. Specifying a Cost Center at the Line level simply overwrites the default Cost Center assigned at PQuote header.

Cost Centers are generally used for cost assignment and Profit Centers are generally used for revenue assignment. While we do not currently utilize Profit Centers, this is a feature that we intend to build moving forward, estimated for release to the Cetec ERP in 2017.

What about credit card purchases? How can I use Cetec ERP to enter and keep track of them? Many purchases are for different things and need to be reconciled, making it difficult to keep all current.

You can enter credit card charges at whatever frequency you desire. We let you associate payment types to the payment, so you can track the authorization numbers, etc. You can also optionally enter credit card payments via the check payment feature, which will let you track and reconcile credit card charges via the check register, which is nice. As for the difficulty of keeping things current, that will always be the case; our recommendation is for discipline with some kind of expensing process by which the charges, or the receipts for the charges, are regularly entered.

The MICR line on our Cetec ERP - generated checks does not appear properly. Can this be fixed?

Yes, the position of the MICR line is set by a variable. If this is not appearing properly, it is likely that the variable was not set. To set this information, navigate to ADMIN»Config Settings» check_micr_level and add the appropriate value. If you are unsure of this value, start at 290 and test how this looks in PDF by selecting Get PDF. From there, you can adjust the value up or down accordingly, until the MICR aligns appropriately.

Regarding A/R: when we ship product, will the packing slip get automatically saved to the work order?

Yes, and it can be re-generated at any time.

Regarding A/R: when we ship product, will it be invoiced right away?

Yes; the invoicing happens after tracking and freight is entered, one at a time throughout the day as you ship product.

Regarding A/R: does a copy of the invoice stay with the order?

Yes; the order and the invoice are linked, so you can always easily and quickly get to either one from the other.

Regarding A/P: does the packing slip and invoice need to be scanned into the order? Do you need to keep the physical copies for any reason?

Not required, but you absolutely can do this. They can be scanned and attached to the receipt/PO (as can other documents, e.g. Certificate of Conformance (C.O.C., etc.) No need to keep the physical copies if the documents are stored inside the system.

Regarding A/P: does Cetec ERP let me see a week by week payable listing of each account?

Yes, there is an A/P summary broken into buckets; 1-30, 31-60, etc.

My net income on my balance sheet does not match the net income from my P&L (profit and loss). Why?

The net income represented on the balance sheet is the net income calculated from the P&L using the from date of your earliest transaction in the Cetec ledger to an end date. If the balance sheet is ran for the same end date, these figures should match.

Is there an option in the general ledger to have the income statement clear into the balance sheet at January 1 each year? Essentially a year end closing procedure?

Yes, the Retained Earnings section allows you to easily clear out any year end outstanding balances. You can reach this section via ACCOUNTING » Retained Earnings, or through the notifications on the associated financial reports (Profit and Loss, Balance Sheet, Statement of Cash Flow).

Is there a way to put an order on accounting hold (Meaning it can be pushed through production but that Cetec ERP will prevent it from shipping)?

To put an order on accounting hold, head to an order and click “Edit” on the left side-navigation bar. You should see a “Place Hold” button on the bottom right.

Is there a panel to accept a payroll file, or do each of these fields need to be created in the GL every week?

Yes, this can be done by putting the data into a spreadsheet, and importing via ACCOUNTING » Chart/Ledger » Import.

Is it possible to go back and edit previous months entries without throwing the whole balance off? How does it affect the previous months numbers?

Yes, you can edit previous months (or days or weeks or years) entries; the financial reports will adjust per the retroactive entries. Conversely, you can also lock down periods by setting a G/L lock date to prevent this from happening.

In our current process, when invoicing is commenced a bunch of daily reports get printed. Will this continue? Will I be able to find this information?

No daily reports will print, unless you manually print them. There’s no real need to do so however, as all ledger and invoice data is able to be pulled up at anytime across any date range.

How would I send a refund check to a customer

To send a refund check- Go to the Accounting Tab > A/R > Credit Memos in order to create a credit memo and write a check from the credit memo.

How would I receive a refund check from a supplier?

To receive a refund check, create a manual ledger entry to reflect the amount deposited. Please click here to see how to create a manual ledger.

How has Cetec ERP adapted to Canadian business most notably a value added refundable tax ie HST?

-First, I would recommend reading through our “How To Manage Tax” document on our website. That will provide you with an understanding of the foundations of our tax system, which is rather robust and flexible.

-With respect to HST, the system can model HST taxes and input tax credits. In Canada, my understanding is that there are value added taxes (like HST) where there is an offset between taxes collected and taxes paid, so a remittance voucher can be automatically generated.

On the Customer side:

  • Cetec ERP fully supports charging (and thus collecting) taxes. - Cetec ERP supports multiple tax rates (and taxing authorities).
  • Cetec ERP also supports tax reporting of money owed to tax authorities. - Upon invoice creation in Cetec ERP, taxable invoices hit the mapped tax ledger accounts.

On the vendor side:

  • Cetec ERP supports tax estimates on vendor POs
  • Cetec ERP registers the tax due to the Vendor once a Voucher is created in A/P
  • Note: the voucher isn’t created “automatically”, which should be OK, as a simple comparison between your tax accounts in your ledger would give you the information needed.
How does payables work with editing past months? Are there safety features? Can you close the month in terms of payables?

First, upon entry of a vendor invoice, the system will log system-generated DateTime entry for reference so you have something to rely on in case of data entry error. Second, yes, you can employ a G/L lock date to close out a period to prevent writing transactions to previous periods in case the invoice date on a voucher is entered incorrectly and proceeds to payment.

How does entering invoices work? Will the detail of the invoice and the GL account be separate entries?

Every time you invoice in Cetec ERP, any number of G/L entries/splits will be written. What accounts the transactions write to depend on the transaction mapping you have set up ahead of time. There are default mappings, e.g. what COGS / revenue accounts are written to by default every time you invoice; there are mappings per PRC you can set to override those; and finally there are mappings per Prcpart you can set to override the PRC mappings.

How do you move an existing credit memo from customer A to customer B?

Please close the first credit memo for customer A by writing a check; you will never issue or print this check. Then you want to take a payment from customer B with the check and create a credit memo from the payment.

How do you manage tax in Cetec ERP?

Please refer to this document - How To Manage Tax

How do you make a payment to a vendor using a credit card?

You will want to create a Payment Type in ADMIN » Maintenance » Data Maintenance » PaymentType. Then you will have to set the target account on the payment while using this payment type.

How do I write a check in Cetec ERP? I need to just write the check, outside of normal A/P process, potentially for something that's already been paid. How do I do so?

Each check you create will have a single account that the money comes out of. This is the “credit” side of the transaction, and usually is some kind of cash or checking account. This is the account you select on the A/P check register screen right before you click the Create button.

Then, once on the check screen, click the “Add Break” button to identify what the check is for, i.e. the breakdown of what account or accounts the check is being written for. This will be the debit sides of your check transaction.

The debits you define will always sum up to the credit total.

How do I voucher (enter bills for) partial quantities of PO lines?

Split the PO line. I.e. reduce the qty on one line, add a new line and put the split qty there. Then voucher the split PO line with partial quantity.

How do I enter bills?

Cetec ERP refers to all bills as “vouchers.” This is the first chance we have to enter a vendor invoice into the system. This is done under Accounting -> A/P -> Voucher List

Once you create a new voucher, you need to specify the vendor, invoice data (this drives the vendor A/P summary aging) and invoice number.

Next, you need to associate any related POs to this voucher/vendor invoice. To specifiy a PO in the “Search PO” area: In the section titled “PO Line/Receipts Attached to Voucher,” choose the relevant PO that all receipts will populate to. This allows you to easily choose multiple receipts for the PO to add to the voucher.

Finally, in the “Breakdown” section, you can enter the total invoice amount and break out how you want to account for these charges. The default Vendor G/L account will help keep this more consistent (assuming this is set for the relevant Vendor).

Also, keep in mind that the voucher has to be approved before it is eligible for payment. The system will attempt to auto-approve the voucher if there is a three-way match between PO, receipt and voucher value.

How do I enter a credit invoice from a vendor instead of issuing a debit memo?

Occasionally you may receive a credit invoice from a vendor who will not accept your company issued Debit Memo.

Entering a vendor credit invoice is very similar to entering a vendor invoice (Voucher) and is done in ACCOUNTING » AP » Voucher List

Once you create a new voucher, you need to specify the vendor, credit invoice data (this drives the vendor A/P summary aging) and credit invoice number. In the Breakdown section, you can enter the total credit invoice amount as negative dollars (ie, -5.75) and break out how you want to account for this credit. The default Vendor G/L account will help keep this more consistent (assuming this is set for the relevant Vendor). This credit invoice is now considered a voucher with a negative dollar value. Also, keep in mind that the voucher has to be approved before it is eligible for payment.

How do I control what email address is used when sending out AR emails?

Cetec ERP has a config variable named ar_email_from which a user with the admin role can access by going to ADMIN » Config Settings » Config Settings. Please put in an email address to be used in that field and click Set.

How do I change the accounting #/routing # that gets printed out on Cetec ERP-generated checks?

In order to change the account #/routing # please navigate to ACCOUNTING » Chart/Ledger » Account List and click into the account used for depositing checks.

Once you are there, you will see an option to change both the routing number and the account number. For non-cash accounts these fields won’t be utilized.

How do I add COD to the terms field on orders??

To add a new term, please navigate to ADMIN » Maintenance » Data Maintenance » 9Terms. From there you can add a new term.

How can I add my bank name and address to our system generated checks?

Navigate to ADMIN » Config Settings » Config Settings and search for a variable named check_bank_info.

There, you can enter both bank name and address.

How are the Pay at days on the voucher determined?

By default, the system uses vendor terms, but this can be overwritten with Pay at days. Pay at days are different from terms, if you choose to manage them.

Does the system keep a check book balance? How does this tie into our bank accounts?

Yes, you can do this via the Cetec ERP check register. The check register shows you all your checks and allows you to reconcile them based on your bank statements. (you’re also able to batch print those checks and remittances and batch download them into CSV for positive pay).

You can use the check register to ensure that all the check balances are tying out between the appropriate ledger accounts and bank statements. Note that we also have a Deposits module by which you can do the same thing on the A/R side.

Regarding tying to bank accounts, there’s definitely no explicit default linking or API from Cetec ERP to the banks. In other words, you still have to put all the data into the system; you’re not downloading a statement or anything like that.

Does Cetec ERP require any manual accounting process?

Cetec ERP automatically processes invoices, receiving, inventory adjustment, credit memo, a/p payment, checks, a/r payment, deposits, and debit memo and eliminates the need for manual ledger entry.

The only exception to this rule is payroll. We encourage outsourcing of payroll process due to wide-ranging tax ramifications involved.

Does CETEC have the capability to post to a GL account every time something is picked from inventory? It appears that when you pick something it allocates it, but doesn't actually remove it from inventory until you complete the work order.

Inventory stays in the Inventory account through the Work process until the order it is picked to is invoiced. That will remove the components from inventory and also impact the ledger. If you want to track what is in WIP, you can do so by manually posting against your asset accounts and a WIP account. You can get the value of what WIP is on the floor by going to PRODUCTION -> Orders -> WIP Aging Report.

Do you have a list of recommended Weekly/Monthly accounting review/audit procedures for Cetec ERP?

While Cetec ERP does not require any monthly processes, these are recommendations based on best business practices. The majority of these are likely already part of normal business operations, and there are additional things that are not documented, but the following comprise general boundaries and recommendations for periodic audit and review.

Annual

  • Post to retained earnings

Monthly/Weekly

  • G/L Inventory reconcile to Inventory Detail
  • G/L A/R reconcile to A/R Summary
  • G/L A/P reconcile to A/P Summary

Cost Accounting

  • Invoice Cost review estimates vs actuals

MRP

  • Past Due Vendor POs
  • Past Due sales and workorders
Can the ERP system handle Foreign Currency?

Yes. You can set up your “home currency” in Configuration Settings. This will be the currency that drives your general ledger and primary financials, and will be the default currency for your transactions. Then, you can set up separate currencies in your Currency maintenance table in the Admin section. Any active currencies you set up will appear in select boxes for you to choose from when performing transactions. If you need exchange rates, set them up in your Currency Rates table in the Admin section for each active currency you have. Cetec ERP will runs a daily peg to update those exchange rates per the global exchange rate database.

Can I set the Cetec ERP - generated check numbers?

Yes. Go to ACCOUNTING » A/P » Check Register and select Create Check. In the Check number field, enter the number at which you would like your checks to begin. You should not need to update this field again, as the system will use this input as the base number to generate the next check number as the input value +1.

Can I have ledgers and sub-ledgers in Cetec ERP?

Yes, Cetec ERP will let you define sub-ledgers, sub-ledgers of sub-ledgers, to the nth sub-ledger.

Can I change the fiscal year for accounting related reports? e.g. I want the report to start on 07/01/xx rather than 01/01/xx.

Nnavigate to ADMIN » Config Settings » Config Settings. There are two variables here that control the fiscal year start date. For ytd_start_day, please put a date; for ytd_start_month, put in a month. After giving values to both variables, relevant financial reports will default to your start date.

Are the financial statements printer friendly? For month end and year end? Is it historical? Can I look up previous months/years?

Financial statements are all exportable to Excel - this is widely preferred since generally further changes are made based on who the audience is. Yes, you can absolutely see all historical transactions (that occur through ERP, not Legacy), and yes, you can look up all previous month/years.

Are retained earnings generated automatically in Cetec ERP?

Yes, retained earnings are generated at will. The Retained Earnings section allows you to easily clear out any year end outstanding balances. You can reach this section via ACCOUNTING » Retained Earnings, or through the notifications on the associated financial reports (Profit and Loss, Balance Sheet, Statement of Cash Flow).

General

Will the system log people off automatically when they log into another job? If not, this will mess up timing and planning, especially if they forget to log out.

No, users may be logged into multiple jobs at the same time.

Will other hardware work? Could I use my existing servers? Click here for help.

Cetec ERP can also be installed on local hardware, running within your corporate network or on a cloud provider of your choice. Resident hosting requires the following:

A dedicated Linux environment. Suggested server specs for a company with 10-80 users Dell PowerEdge R730 Rack Mount Server Dual 2.4 GHz CPUs, Dual Power Supplies, 32GB RAM RAID 5 for Hard drives (with hot spare) 24/7 Next-Day Support, 5 year warranty *Note on disk space - recommendation depends on what storage is available either on your hardware or on your VM, and how many documents you are planning on storing within the Cetec ERP system. The above recommended specs typically will come with a few terabytes of disk space. 1.5 TB of disk space is a ball park recommendation.

  • At-cost estimate ~$6,000 + shipping/handling

One time fee for CentOS (linux) and Cetec ERP install $3,500

Monthly resident hosting support cost $99/month - Includes critical patches and software-related server support. Resident-hosted Cetec ERP system updates/releases occur per customer request (as opposed to the automatic weekly release schedule in our cloud-based model.)

  • Any network or hardware issues unrelated to the Cetec ERP application are not covered by the $99 resident hosting monthly support cost, and are to be handled by the your hardware or IT service provider.
Will Cetec ERP run on my existing server?

There are some items that must be considered when running Cetec ERP on your own hardware. Are the servers still under warranty? We strongly recommend installing Cetec ERP on a server that is under warranty. In general a server is end of life within 5 years. The opportunity costs of halting business operations due to your server “going down” usually are much greater than the cost of a new server every 5 years.

Cetec ERP can be installed on local hardware, running within your corporate network or on a cloud provider of your choice. Resident hosting requires the following:

A dedicated Linux environment. Suggested server specs for a company with 10-80 users Dell PowerEdge R730 Rack Mount Server Dual 2.4 GHz CPUs, Dual Power Supplies, 32GB RAM RAID 5 for Hard drives (with hot spare) 24/7 Next-Day Support, 5 year warranty *Note on disk space - recommendation depends on what storage is available either on your hardware or on your VM, and how many documents you are planning on storing within the Cetec ERP system. The above recommended specs typically will come with a few terabytes of disk space. 1.5 TB of disk space is a ball park recommendation.

  • At-cost estimate ~$6,000 + shipping/handling

One time fee for CentOS (linux) and Cetec ERP install $3,500

Monthly resident hosting support cost $99/month - Includes critical patches and software-related server support. Resident-hosted Cetec ERP system updates/releases occur per customer request (as opposed to the automatic weekly release schedule in our cloud-based model.)

  • Any network or hardware issues unrelated to the Cetec ERP application are not covered by the $99 resident hosting monthly support cost, and are to be handled by the your hardware or IT service provider.
When I try to log into a beta environment instead of a live system. Cetec hangs and nothing happens. What should I do?

Sometimes, if you have more than one system up at a time (e.g. LIVE.cetecerp.com and DEMO.cetecerp.com) – the cookies and site data can get a little funky.

Here are instructions for how to clear cookies: Go to top right three horizontal bars on your google chrome web browser » Settings » Advanced Settings » Privacy » Content Settings » “All cookies and site data” » type in “cetec” to the search box » click “Remove all shown”.

What will be the "real" cost of the ERP system including implementation, initial training, and customization? What is typically included in that implementation price?

Implementation services are a la carte, but typically it ranges from $15k - $20k for: discovery / gap analysis / process consulting, data migration, user training, one week on site implementation consulting, and custom configuration and/or development.

Check out our Launch Packages page for complete details.

What types of dashboards or reporting modules are built in?

There is much flexibility behind dashboards and reporting in Cetec ERP. There are several canned dashboards; you can make your own dashboard by setting a certain report in the system as your user Home Page.

Canned dashboards include: sales dashboard, customer/profit dashboard, quoting dashboard, purchasing dashboard, lead/CRM dashboard, Quality Dashboard (NCRs, CARs, etc.), Executive dashboard (sales history with cost/resale/GP/GM metrics, sales projections, SVOP- sales value of production, ontime delivery, inventory value, open A/P, open A/R).

Canned reporting includes: searchable, filterable, sortable reports across every major transaction set and “business object” set in the system, all of which are exportable to Excel with one click.

Important! Our proprietary report writing engine “Report Writer” offers major additional reporting and dashboard capabilities.

What type of manufacuring options are available in Cetec ERP?

Make-to-order (MTO), Engineer-to-order (ETO), Assemble-to-order (ATO), Make-to-stock (MTS), Pick-to-order (PTO), Kitting, Distribution (of raw or finished goods)

What type of companies are in your customer base?

Size: 5 employees to 200+ employees (product will scale; legacy product ran multi-national, multi-billion dollar companies and mom/pop shops)

Industries: both distribution & manufacturing in electronic components, wire harness, PCB, ball bearings, metal fabrication, enclosures, medical devices, downhole oil/gas tools, cabinets and furniture, machine shops, machine vision, testing equipment, and more.

What specific functions of this ERP system make it conducive for a manufacturing company in medical, military, aerospace, aviation, etc.?

Here are a few examples:

Inventory control in a high-mix / low-volume environment - achieving warehousing efficiency (with our Mobile Warehouse iPad / barcode support), accuracy, and complete traceability in a dynamic production environment.

Production process control - engineering can create electronic work instructions (attach files/pictures) inline with each stage of the job/BOM router, with inline data capture and/or sign-off (initials) requirements. A work instruction line can be flagged as “required”, which will prevent the order from proceeding to the next step in the router, let alone ship/invoice. These work instructions are fully tracked and auditable, so you can go back from shipment to work order to proved work instruction fulfillment.

Publish quality alerts - any work order for a part with a quality doc/alert assigned to it will publish that at the top of the work order view and traveler, with a link to the document. Assign expiration dates to quality alerts to prevent them from sticking around and becoming meaningless.

Perform inspections (receiving, in process, final, etc.), log inspection failures with your own maintainable database of failure codes, dictate inspection instructions with inline data capture requirements (see above), run inspection and yield reports, etc.

Fully ISO compliant document control and document revision control integrated across the entire ERP system.

Cost/profitability analysis - complete job costing drill down reflecting actual cost in material, scrap, direct labor, indirect/overhead, outsourcing, and misc. charges.

Full shipment/invoice drilldown into low-level assemblies, raw material, etc. (complete traceability)

Manufacturing quoting and estimation

Robust BOM / revision mgmt / ECOs

Paperless shop floor

Stay nimble and maintain ability to affordably customize ERP system to meet new/changing customer requirements

Fully integrated ISO management system for document control, NCRs, CARs, root cause analysis, tool/equipment maintenance scheduling, customer case management

What security features does Cetec ERP use?

The base Cetec ERP platform runs on the world class Google Cloud Computing platform. Information on Google’s secure cloud platform may be found here:

https://cloud.google.com/security/ https://cloud.google.com/security/whitepaper https://cloud.google.com/sql/docs/backup-recovery/backups https://cloud.google.com/storage/

Google cloud servers are backed up nightly. Also, the software itself contains export and backup features for you to back your data up on whatever frequency of schedule you would like.

Third, we are happy to offer an inexpensive monthly service for those customers who wish to automatically push both data backups and source code to an internal or third party server.

For complete details and contractual information regarding data backups and source code backups, please reference sections 10.7and 10.8 of the Cetec ERP End User License Agreement.

What role gives you the option of uninvoicing?

Only those users with the admin role can uninvoice an invoice.

What level of training is provided?

Expert/consultant (in-house) training is provided either remotely (via shared screen video conference) or on site. Training is provided per customer request. Email support/training requests are included in the monthly subscription. Furthermore, our full suite of training “how-to” videos are provided for free online, see - How To Guides

What is your pricing structure? (subscription based, or base package purchase price with additional user license level pricing)

SaaS (subscription based) - $40/user/month. Half rate ($20/user/month) for ShopFloorOnly users. Subscription includes: cloud server hosting, maintenance, licensing, upgrades, support, training videos and documentation.

What is the difference between internal customer/vendor and a regular or external customer/vendor?

The purpose of flagging a customer or vendor as internal is so that you can process work order transactions against yourself, e.g. sell to yourself & buy from yourself. This is useful for build-for-stock programs, and keeps everything consistent and traceable from a cost accounting standpoint. Cetec ERP comes with a default internal customer and vendor set up, but you may choose to set up multiple different internal customers/vendors to account for multiple warehouses.

What is the benefit of having an ERP software?

Software is a tool, and tools make a difference.

ERP software unifies all of your functional business areas: Sales informs purchasing, inventory is controlled, work orders are managed, invoices link to accounting, and so much more.

Most small companies try to keep track of everything needed to run a business with spreadsheets. Spreadsheets do not cut it when a business is growing. It is too costly to maintain this complexity with spreadsheets. Software is more efficient.

Your employees may be used to spreadsheets; it is how they operate. Training them on new process can be expensive and annoying. But the results are rewarding.

The ideal time to adopt an ERP (in lieu of Quickbooks plus spreadsheets) is at the inflection point of a companys growth. In other words - it is earlier than you think! Adopting a full suite integrated system, and consistent, intelligent business processes across all functional areas of your business - these are key to growing your business.

What envelope size do you support if I want to mail out invoices?

We support #10 single window envelopes (4 1/8 x 9 1/2).

What drives the inspector name on the Certificate of Conformance?

The first inspection recorded drives the inspector name on the COC.

What bandwidth is recommended for Cetec ERP to run effectively in the cloud?

There is no definitive answer as it depends on how many users are sharing the connection, the difference between peak traffic and average traffic, what page speed is acceptable to your company and user base, etc. Cetec ERP customers operate across a range of connections, from a DSL connection for 5-10 users up to fiber speeds. If bandwidth is a concern, the best test is to have users actually simulate some Cetec ERP activity in a demo or free trial environment.

The document management system seems to be really beneficial, but how does it work? How does revision control work? How does ECN fit in the document management system, and how does it work?

Documents may be uploaded per standard document/revision management functionality to ECO/ECN business objects. Please see this article for help on the document management system: Document Control

Order and Invoice Naming Scheme

In Cetec ERP, orders derive their numbering from the quote from which they are created. For instance, if two orders are created from the quote 900, the first order created is named 900.1, and the second, 900.2. After that, each line in an order is given a line number e.g. 900.1-1 and 900.1-2, 900.2-1, 900.2-2 and so forth.

Meanwhile, invoices also get their numbering from the orders from which they are created e.g. 900.1-1 and 900.1-2. So while the line numbers and the invoices use the same naming scheme, they refer to two different objects which can be differentiated by their context.

Example: Order 900.1 containing 5 line items work order 900.1-1 work order 900.1-2 work order 900.1-3 work order 900.1-4 work order 900.1-5

If you ship work 900.1-3 first, that would create an invoice labeled 900.1-1.

Is your cloud-based SaaS set up to run with TLS 2.0 or greater, for HIPAA compliance or PCI compliance?

Yes, we provide TLS 2.0 support, actually our version is upgraded beyond 2.0. To use it, simply login under “https://solesupports.cetecerp.com” with the added ‘s’ there. However, please note that with our default cloud SaaS offering, we do not force you to use it. In other words, technically one of your users could remove that ‘s’ and be on the normal environment; we intentionally don’t enforce that in the product.

If you are going to be HIPAA audited, we would recommend looking into doing some kind of private hosting, either on your own internal server. Note that, if you end up working with a HIPAA auditor on this to set up your own network security, our team and our product are extremely flexible, and we’ll do virtually everything needed to make sure you’re taken care of on those requirements.

Cetec ERP is technically hosting agnostic. You can set up the app on our cloud (which is free) or on a Google Cloud virtual instance (which is pretty cheap) or on a Rackspace or Amazon instance (getting more expensive) or on your own internal hardware that you manage on your own (we do offer a $99/month maintenance fee for resident hosting).

Is this ERP system flexible and scalable as business conditions and goals change?

Yes, absolutely. There is inherent flexibility and scaleability due to the modernized database structure of the application, and because these tools are license-free and written in modern web friendly languages, development is nimble and rapid and inexpensive.

Furthermore, our elite team of consultants, business process experts, and software architects have deep industry experience, and are committed to forming long term relationships with our customers. As your business needs changes, the software is flexible and we are willing to build in development specific to your needs.

Is this ERP system cloud based?

Yes, it is a 100% cloud native multi-tenant platform. We offer hosting free of charge in our Austin, TX cloud data center, but technically we are hosting agnostic, so if you wish to host in a third party cloud, or on your own local resident hardware, we will support you.

Is there a way to update credit card information to use when paying for Cetec ERP subscription?

Yes! Please log into Cetec ERP, and click on My Profile to the top right of the screen.

The first field you see on the resulting screen is for entering credit card information. Cetec ERP will automatically pull from the data you enter there.

Is there a way to set default ship type for new quotes?

Yes. To set the default ship type, please navigate to ADMIN » Config Settings » Config Settings, search for a variable named quote_default_ship_type, and use these characters below to specify what you want the default to be: “P” for Partial “C” for Complete “L” for Line Complete ‘H” for Hold

Is there a required date format for Cetec ERP?

We require dates to be in YYYY-MM-DD format, e.g. 2007-06-06.

This is to encourage all Cetec ERP users to use the global ISO standard. Users should not enter dates in any other format into the system to prevent potential system issues.

Cetec ERP helps you abide by this standard by providing a GUI datepicker any time you have a date field to enter or modify a date. When you select a date from the datepicker, it will log the chosen date in YYYY-MM-DD format.

Is there a limit to the number and or size of documents that can be stored through Cetec ERP's Document center?

No. There is no limit, as long as the file stored are related to the use of Cetec ERP (no personal cinema or music collection).

Is there a demo of this ERP system that we can easily view?

Yes, check out the videos in our How-To section of the website (Support -> How-To). You may also schedule a free demo session, consultation, and Q&A with one of our experts today to get a complete system walkthrough and thorough qualification of the software for your needs.

Is the hosting service ITAR certified - not just compliant?

The hosting service is provided by Google Cloud computing.

For information on which compliance and certification bodies Google Cloud undergoes audits for check here: https://support.google.com/work/answer/6056694?hl=en

Of note in that thread is Google’s comment on ITAR specifically:

Can I use Google services with data controlled under the International Traffic in Arms Regulations?

The International Traffic in Arms Regulations (ITAR) is a set of U.S. government regulations that control the export and import of defense-related articles and services on the United States Munitions List (USML). Google does not support use of our services with ITAR-controlled data.

Other sources indicate that the US Government has relaxed their standards on defense data in the cloud, e.g.see here: https://blogs.wsj.com/riskandcompliance/2014/06/09/u-s-shifts-on-allowing-defense-data-in-cloud/

If ITAR certification becomes an obstacle to going the SaaS/Cloud route, we suggest taking advantage of our resident hosting offering and leveraging third-party IT resources and independent verification of security, privacy and compliance controls. Most Cetec ERP customers who are ITAR certified opt to install the software on their own local server.

Is Cetec ERP a fully integrated ERP? (capabilities with GL, AR, AP, Inventory, Manufacturing, MRP)?

Yes! Cetec ERP is a complete system. Nothing is “moduled out”. Front office to back office, top floor to shop floor, quote to cash, stem to stern… you get the idea. It includes G/L, AR, AP, Financial Reporting, Inventory, Manufacturing, MRP, Quality Assurance, Enterprise Document Management, CRM, Packing/Shipping, and much more

How much does Cetec ERP cost?

Please visit our pricing page for details.

How long does a standard implementation take?

For a smaller business (e.g. 20-30 users), we estimate 1 week on-site for “go-live”; est. 1-2 months of “prep” for go-live (prep includes data migration/validation, user training, system configuration, etc.) See our implementation page online for complete details - click here

How is the quality manager field on the COC populated?

The quality manager on the COC is populated from the row Quality under ADMIN » Maintenance » Data Maintenance » Department.

Inside the Manager ID field, you want to type in the ID of the user you want to use.

How does the document tag feature work?

When you upload documents you can attach tags to them.

Once they are attached, you can search for them by going to OPERATIONS » Documents List.

How does the Beta site work within Cetec ERP?

New releases to Cetec ERP are deployed to your live “production” environment roughly on a six-week cycle. Two weeks before a release to production, we deploy to your “beta” environment. During this two weeks, we perform additional internal testing and quality assurance on the release, and we provide you with the ability to go and check out the new features. You can do so by simply adding a “-beta” to the end of your instance name within the URL you use to access your Cetec ERP system. Note that the “beta” environment still operates on live data, so it’s not intended for free range testing. If you’d like a true test environment with a nightly/weekly refreshed copy of your data, we offer that service for flat $100/month. Hope that helps.

How are developmental requests prioritized? What is the timeframe for development queue items?

Cetec ERP is a stable, powerful, and actively developed platform.

Many developments are released free of extra charge based on the SAAS (Software as a Service) model.

So how does Cetec ERP prioritize developmental requests? There are a few guiding principles:

  1. We ask questions such as, “Is this integral to the product?”, “How many customers would this feature benefit?”, and “Does capacity allow for this development” If we answer “yes” to these questions…
  2. We ask, “Has any other customer expressed the same or similar need?”

When a customer comes to us with a development request that the developers approve we log it to the development queue first. Once a month, the management team will gather to have a development meeting wherein they decide on the target date for each development request.

In deciding priority, the criteria we look for are

  1. How crucial the feature is - Sometimes a customer comes to us with a feature request that we can recognize as essential for some parts of the system.
  2. The number of requests received for a particular feature.

If there are requests that do not satisfy either of the criteria, then we will determine the target date based on the order it has been sent in.

If our customer wants to expedite this process, they can pay us for billable time to move the priority to the front of the lot.

Does this ERP system have workflow capabilities? Provide some example of workflow capabilities in AP, PO's, Sales or other.

Yes! Workflows let you manage and track assignment of items based on workflow stage, departments, and assignments of responsibilities therein. A workflow assignment starts tracking of queue time, emails a Ping to the assignee, and “nag” alerts can be set to continually email based on a priority level to the nag notifier. Here are a few examples:

A/P - voucher is entered by A/P clerk, system attempts three-way match (between PO, receipt, and invoice) to unlock approval, if no match then voucher is manually or automatically queued via Workflow to Accounting mgmt for approval, approval unlocks ability to pay down voucher. Workflow configuration exists to either always explicitly require voucher approval, or to never require it.

Purchase Orders - a pQuote (RFQ) is entered by a purchasing employee, but the dollar amount on the PO is above your dollar threshold setting requiring approval. Thus, the pQuote must be submitted via Workflow for approval by Purchasing mgmt, which unlocks the ability to place the PO with your vendor.

Quotes - inside sales starts the process of quoting a new item, but the item must be sent via workflow to Engineering for BOM estimation and/or Purchasing for material requirements planning.

NCRs & CARs & ECOs - controlled documented process for non-conformances and corrective actions routes through various departments of your business unto resolution.

Documents / Document Revisions - per ISO requirements for doc control, any docs uploaded by a non-admin user are queued for approval via Workflow by mgmt.

Does Cetec ERP include any Point Of Sale (POS) or E-commerce functionality?

Unfortunately Cetec ERP does not include POS or E-commerce out of the box. However, our team is happy to offer fast, low-rate integration to provide the link you need, and we have decades of experience doing so.

Does Cetec ERP employ a concurrent or named user license model?

Cetec ERP employs the “named” users approach as is the standard for the SaaS (Software As A Service) model.

Can you provide us information about your company that will show its stability and growth (customer base, growth, future development)

Cetec ERP has been in business since 1996 and has thrived through several economic downturns. We have 50+ customers on our legacy ERP platform, which was a terminal based system. We invested 10 years of R&D into the re-write of the modernized web ERP platform, focusing engineering resources on tackling the more “difficult” (i.e. more regulated) manufacturing verticals, e.g. medical, military, aerospace, maritime, downhole, especially high-mix / low-volume and dynamic manufacturing environments. This has provided our product with a competitive advantage that is allowing us to gain traction in a crowded enterprise software market. That, combined with an extraordinarily low “commodity” style pricing model enabled by modernized license-free web development tools, is fueling rapid growth and an ever increasing customer base that is happy to finally see a truly complete web-based ERP designed expressly for manufacturing and distribution. All development is built into the core software product in the cloud, which means our entire customer base gets continual upgrades and enhancements (once/month release schedule), which means you have no fear of falling behind on an old version of software.

Can you adjust which PDF columns show? How do you adjust PDF column settings for system generated emails?

The column settings for Cetec ERP are saved on a per-user basis. This means that you and your co-worker could set a PDF to display different columns, and that Cetec ERP will not enforce a standard PDF setting for all users of a same company.

Also, once the column settings are saved for a specific PDF document, Cetec ERP will remember it and use these same column settings in the future.

One exception to this rule is the PDFs that are sent out by the system. We have a config variable called Default User ID in ADMIN » Config settings » Config Settings [Only accessible to users with the Admin role] to determine which column setting Cetec ERP would use in sending our system-generated emails.

To set the config variable, please navigate to ADMIN » Users and type in the ID of the user you want to use in Default User ID, and save it. You also want to make sure that the default user sets the column settings correctly.

From that point on Cetec ERP will look up the default user’s column settings and use that to send out PDFs.

Can we change our logo on Cetec ERP?

Yes. You can change the user-facing logo as well as the logos that print on your customer-facing PDFs. To do so, please navigate to ADMIN » Config Settings » Config Wizard / First Login. Please leave everything else intact but when it prompts for a new logo, upload a new one, and go through the wizard.

Can Cetec ERP integrate with Quickbooks?

No. We have customers that run Cetec ERP alongside Quickbooks, i.e. export financials from Cetec ERP into Excel, then upload into Quickbooks. But we do not support a fully integrated real-time Quickbooks plugin. Cetec ERP is intended to be a more robust replacement for companies outgrowing Quickbooks.

Are there add on reporting programs required or recommended?

Cetec ERP offers a proprietary ETL (exchange transform load) data warehouse called Report Writer which hooks into the Cetec ERP platform and flattens out the entire data set, allowing you to slice/dice across the data in any way you desire to create and save and regularly re-run custom reports. It is an extremely powerful tool.

Many small to mid-sized businesses find the canned reporting and Excel export capability of the standard Cetec ERP product (see above) to be plenty enough for their reporting needs. However, for those businesses who find value and management ROI in a flexible reporting engine, it is recommended.

Report Writer is a separate product offered at a flat fee of $500/month.

Inventory

Why does the cycle count/full inventory not include parts with 0 quantity on hand?

Cetec ERP intentionally does not include parts with 0 quantity on hand. Doing so would give hundreds or thousands of parts that do not exist to count for some of our customers.

Usual physical process on this is to use stickers/dots to show what has been counted, then to go back and find the parts that have not been ‘marked’ and add them at the end. Some customers do it per shelf/rack/etc, some do it at the end, it depends on how a company has arranged the rest of the count.

When we receive in an RMA that is damaged goods that we are not going to repair, but just scrap. What are the proper steps to take for receiving in the RMA so that it does not go into inventory?

Generally what happens is that the receiving clerk will receive in the RMA when it arrives on the dock (this also assumes the PO was generated from the RMA when the RMA was issued). This acknowledges receipt and does put the part into inventory. Then as part of the review of the returned product if it is determined that scrap is preferred over repair, a simple inventory adjustment will remove it from inventory while selecting the proper reason code.

When copying a BOM under a new part number, can we get the labor and labor path to follow as well?

In Cetec ERP’s BOM Worksheet, use the Copy BOM functionality to pull BOM materials and miscellaneous charges, and the Copy BOM Worksheet functionality to pull materials and miscellaneous charges over from another BOM Worksheet. In both cases, if you want to copy over labor, do so by clicking on Labor Total and using the Copy Labor From Part functionality.

What is a std cost?

Std cost is a user modified field that exists for reference purposes only. Once a user enters in a std cost, he/she can compare that to the avg cost.

The only time that Cetec ERP ever modifies the std cost is when the std cost is set to 0. If that is the case, it will take in the first receipt cost of the part and set that as the std cost. But once any value has been entered, Cetec ERP will cease to modify it in any way, providing a static field for reference/comparison purposes.

What is a PRC code?

In Cetec ERP, a part number is always tracked and kept in the following format: Product Code (PRC) + Part Number. This combination together is is referred to as “Prcpart”.

The PRC prefix is the “smart numbering” minimum structure for part records in Cetec ERP; more specifically, it’s the smart numbering minimum we inherited from the legacy product, a terminal-based ERP product that ran global companies, and that which was re-written into the modernized Cetec ERP.

Fortunately, for any customer or vendor interfacing documents (e.g. quotes, order acknowledgments, invoices, RFQs, packing slips, invoices, etc.) - we give you complete control over whether to show/hide the PRC versus the part number, or to smoosh them together and show the entire Prcpart together as a single item.

Please see the following document to learn how to manage PRC codes - How To Manage PRC Codes.

What if we receive "productX", assign it a serialized barcode, and pick and scan into a work order, then get a call from the supplier saying that "productX" is recalled?

First, you can run a report called the “Invoice As Used” report that will give you complete sales history (i.e. historical invoices) with detail broken down on each component or ingredient or raw material used (i.e. consumed) on the order. You can view that report in Sales » Invoices » Invoice As Used.

If you serialize individual units of product upon receipt, you can also run an “as used” report for component (i.e. raw material) level serials. You can review that report in Sales » Invoices » Component Serial List. This will let you view all Serialized pieces of raw material that have ever gone out on shipments.

The same can be done for top-level finished items that you assign serials to on their way out the door. You can view that report in Sales » Invoices » Top Level Serial List. This will let you view all finished goods serials that have ever gone out on shipments/invoices.

Those reports (above) all deal with historical sales, i.e. what products were used or shipped out. If you get a recall on “productx” and you want to report on what currently open work orders the material is being used on, you’ll use the WIP Material Report (Production » Orders » WIP Material Report).

If you simply want to see all Finished Goods (i.e. BOMs) the a component or raw product is used on, head to the part record for that raw product and click the “BOM Use” link on the far left side-navigation column.

What if I can't find my item on the waterfall or inventory forecast? What might be happening?

The waterfall is an inventory forecasting report that displays demand signals on the left, and supply signals on the right.

Demand signals could include demand for the item on an open customer sales order, OR demand for the item insofar as it is used/included on a BOM for a work order.

Supply signals could include supply incoming for the item on an open vendor purchase order, OR supply incoming for the item that is being produced as finished product on an internal “build for stock” work order.

If you can’t find your item on the inventory forecast, it might be for one or more of the following reasons:

-the demand signal (open sales order or work order) might have been canceled, closed, deleted, or shipped. -the supply signal (open PO or build-for-stock order) might have been canceled, closed, deleted, or fully received. -the line item on the open PO might have been marked as “non-inventory”.

What do traceability capabilities from Raw to FG to Sales and possibly after sales look like?

Cetec ERP accomplishes complete material traceability and cost traceability from raw material to subassembly (and n number of multi-level assemblies) to finished good to sale of product and beyond sales. This includes lot level tracking from the receipt of material (date code, lot/heat code, component rev) to serial level tracking upon receipt of material (unique raw component serialization), AND receipt/cert docs, and includes receipt cost tracking per FIFO layer in inventory. This information is passed through upon order pick to the work order (to the subassembly or finished item being built and/or stocked/shipped). Finally, finished items (subassemblies or top-level) may be serialized as well. The net is that an end user (perhaps not your customer) could call you with only a top-level serial number, and you could locate the corresponding shipment, n number of subassemblies and corresponding costs/serials/lots/dates/cert-docs, down through to raw material costs/serials/lots/dates/certifications.

Quantity available vs. quantity reserved

Quantity reserved generally refers to the quantity of raw material that has been picked (i.e. reserved) for a specific order.

There are configuration options to determine exactly when and how these inventory quantities are reserved. One such configuration option reserves inventory quantity for open sales orders within the part’s lead time. This methodology is designed to help manage cash flow. With this configuration option turned on, Cetec ERP will not reserve stock for an order until, based on the leadtime, it is impossible buy stock in time to fulfill that order. This lets you use that stock as demand arises. For instance, if you take the case of a schedule of six orders with monthly releases, Cetec ERP shows the demand for the parts, but waits to reserve the stock until the dates on those last orders approach. Note that these allocation schemes are only relevant for businesses with extremely high volumes.

For job shops, make-to-order operations, or manufacturers, this methodology of reserving inventory quantities do not apply. For those companies, Cetec ERP either: 1. Reserves all material for an order when the order is created (this methodology relies on valid lead times for all raw material and finished goods in question for the order) or 2. Simply relies on the pick of the part to reserve material for an order only when the material is picked (Cetec ERP will always reserve the material if you pick it.)

If we have 200 QOH of a part, and then the part is updated to a new revision, should it still say 200 QOH? How do I segment quanities of parts with different revisions?

For example, let’s say we have QOH of qty 200 of part BOM01.

Updating BOM01 to a new rev BOM01-A, then setting new rev BOM01-A as the “current” rev - that simple BOM record manipulation will have no effect whatsoever on the inventory record for that Part. It will stay at qty 200.

Understand that there is a difference between an inventory record for a part/item and a BOM record for a part/item. So, when we display QOH=200 for part BOM01, what we really mean is the sum total QOH of all BOM Revs associated with that part, i.e. BOM01 and BOM01-A.

The next obvious question is: if QOH is the sum total of BOM rev qtys, how do I segment and distinguish between qty of one and qty of another? The answer is that we also store “revision” at the bin level. So, if you go to a part record for any part/BOM, then scroll down, you will see that inventory qty is stored in Bins. Each bin layer has a receipt with three fields: date code, lot code, and… revision. So, if you have qty 200 of BOM01, but then you make a rev update and start building BOM01-A, and you build qty 100 of BOM01-A to stock, Cetec ERP will track the BOM01-A rev when you process the build-for-stock order and corresponding receipt into stock. So then when you look up part BOM01 you will see you have QOH=300, but more specifically qty 200 of BOM01 and qty 100 of BOM01-A, and you would see that by looking at the bin layers in inventory.

I have a question regarding inventory counts. I am planning to have a full inventory and I want to include every part number, including the ones that currently have "zero" stock. How can I do that?

For now we do not support the inclusion of parts with 0 QOH in full inventory/cycle count. What we recommend our customers for now is that when you go around your warehouse checking for stock qty based on full inventory/cycle count, you put a sticker next to bins that you are finding in your inventory but not in your system. After every bin has been counted, someone can do a survey of these bins with sticker on them and enter it through the Add Stock (Non PO) button up on the top right side of the screen.

How does the inventory flow through the system? When is inventory cleared? Does it clear after the final good has shipped?

Inventory is assigned to order when picked. Inventory is backflushed upon shipment/invoice of the finished good.

How does a cycle count know which parts have been included in past cycle counts? Do you have to press SET for bins that did not need inventory adjustment?

Yes, unlike when you work with a full inventory, you have to press SET for every part counted in a cycle count, even if there is no inventory adjustment to record. When you press SET, a COUNTED flag is set within the system to ensure that counted parts are withheld from future cycle counts.

How can a failed cycle count update be fixed?

Correcting quantities on a failed cycle count update can be done as an inventory adjustment. The cycle count can be closed even if parts were not updated. To prevent failed cycle counts, ensure that a part is not scheduled for a cycle count prior to a put away, and avoid moving bins for parts that are in a cycle count.

Does Cetec ERP support landed cost tracking?

When receiving material in Cetec ERP, the costing information is defaulted from the Vendor Purchase Order; this cost can be overridden at the time of receipt per the discretion of the receiving/warehouse user. Immediately upon receipt, the general ledger is debited for the inventory value of the receipt (qty received * unit cost).

If you receive a separate invoice for the tariff and freight charges AFTER the receipt of product, and you need the inventory value of the receipt transaction to reflect the sum value of the [material + tariff + freight], then the only way to accomplish currently in Cetec ERP would be to adjust the inventory bin cost directly (also consider that you may have shipped/consumed some of the material before receiving the extra cost supplier invoice).

If, on the other hand, the packing slip from the vendor included the tariff and freight charges, then at the time of receipt, the receiving/warehouse user could enter in the corrected unit cost of the material (i.e. material + tariff + freight).

Please note that Cetec ERP does not currently support capturing tariff nor freight as separate fields on a PO or PO receipt. Therefore, lumping tariff/freight into inventory unit cost at time of receipt or retroactively via inventory adjustment would be an entirely manually driven process.

Can I select a default warehouse location to receive PO against?

There is a configuration setting that drives a default warehouse location for PQuotes. Navigate to ADMIN » Config Settings » Config Settings and search pquote_default_location. Enter in the two character code in caps (e.g. MN, TX) that represents the warehouse location that you would like to default to, and click Submit.

Are cycle counts arranged by parts or bins?

Cycle counts are arranged by parts and not bins. So for instance, if part ABCEXAMPLE gets included in a cycle count, all bins of ABCEXAMPLE would show up in that cycle count as well.

Parts

Why is the QOH for a part > 0 when I see nothing on shelf?

Quantity on Hand (QOH) refers to the the total quantity of a part within the four corners of your warehouse including the parts that are reserved. The only time that QOH ever changes is when you receive or ship the part, or manually adjust its quantity.

This means that you could find a QOH > 0 while you see 0 part in your warehouse.

Quantity Available (QA) more accurately captures the quantity of a part on a shelf at any given point. QA = QOH - QR.

Why does the system respond slowly when pulling up a part or waterfall?

Loading a part/waterfall may be slow when pulling it up again after an extended period. This happens because several pieces of data may need to re-calculate. However, once this has been done the speed should return to normal. To determine whether this was the cause for a slow load time, bring up the same part/waterfall again, to ensure that the loading time has improved.

When should I use multi-level BOMs? Is there a case to be made for flattening out my BOM structure?

Cetec ERPs flexible build process lets you structure your manufacturing process to fit your needs, including the creation of complex multi-level Bill Of Materials (multi-level BOMs).

For example, if we are building a boat, we could create a single BOM for a boat, with the engine, shell, and wheel house all contained within a single part. Alternatively, we could separate the build processes for the engine, the shell, and the wheel house, and then assemble them into one final boat build process. Both structures are valid, and both will let you build a working boat at the end of the day. But one may be better suited to your needs than another.

If any of the pieces in the build will ever be overbuilt, or stored on stock apart from the top level, then you will want to create a separate BOM structure, i.e. a sub-assembly, for the part. In many cases, set-up time to build a piece is high enough that building more than is needed for a specific job is prudent - controlling that piece of the build as a separate sub-assembly lets you easily overbuild and reduce the impact of the set-up. Additionally, if the sub-assembly is common to several builds, then structuring it as a shared component provides more flexibility and control to the build process.

That said, if the above factors arent present, then leave the build alone and keep your top-level BOM completely flat. The overhead and complexity associated with dividing a manufactured/assembled part into several sub pieces with respective distinct BOM records should be avoided unless there is a specific benefit to managing them as separate.

What is the difference between QOH/QR/QA?

Quantity on Hand (QOH) refers to the the total quantity of a part within the four corners of your warehouse. The only time that QOH ever changes is when you receive or ship the part, or manually adjust its quantity.

Quantity Available (QA) is QOH - Quantity Reserved (QR).

This means that you could find a QOH > 0 while you see 0 part in your warehouse, and that QA could go below 0.

What is the best way in the system to manage WIP inventory that are issued in bulk amounts?

There are a few options: 1. You can pick the whole set of 5000, and then reduce the pick back to 1000 when you put the other 4000 away. Or 2. you can remove the 5000 from stock and treat it as floor stock. If you go with the second option, you don’t want to pick it on the order either. We generally prefer the first method, unless it’s incidental items that are very low cost.

Is there an import tool to upload Cross Part reference information (vendor name and vendor part number, customer part number, etc.)?

No. You will need to contact a Cetec ERP expert to help with data migration of cross part references (MFG part numbers, vendor part numbers, customer part numbers, etc.)

Is there a way to track raw components and sub-assemblies used throughout the system?

Please use the Invoice As Used report under SALES » Invoices.

Is there a way to tell which user created a part?

Unfortunately, there isn’t a way to tell which user is responsible for a part creation.

Is there a way to show a part is draft or not released and should not be ordered yet?

If the part has never been ordered before, Cetec ERP automatically publish an alert on the quote line that says “New Part being Quoted”. If this happens often, you could require explicit approval of quotes before ordering (via Quote Workflow).

Is there a way to set a preferred manufacturer list for a part?

Regarding assigning vendors to part numbers (i.e. preferred vendors for certain parts), here are your options:

1 - You can maintain a list of vendors, and their respective costs, per part, on the ‘Pricing’ tab of a part record. Navigate to a part record; the ‘Pricing’ tab is in the left side-nav area.

2 - You can rely on PO History to get data on preferred vendors. When you click on the blue ‘i’ icon next to a part row, that will drop-down the Part Info report within the interface. Then, navigate to the ‘PO History’ tab. Here you’ll see complete info on vendors you typically buy the part from, specific lead times, costs, and other useful data.

3 - You can log preferred vendors in the Part info edit screen.

4 - You can also assign a vendor to a specific PRC code (see Parts » PRC List). This assignment can be leveraged on MRP; you’ll see the default vendor there and if you add a line from MRP to a pQuote, the pQuote header will auto-populate with that vendor.

Is there a way to add more columns like such as Part Description, Vendor, and Vendor Part Number to tables that do not have it? I see the "column +/-" button, but I do not always see those listed as an option.

You can show/hide columns using the “column +/-“ tool, but you can’t add columns that don’t already exist. If there is a spot you need the any of those fields available, let us know and we’ll consider doing the needed development to add it (usually custom requests like these are either given a spot on the product development roadmap, or bid per our hourly rate.)

How is stock allocated to orders?

Allocation in Cetec is dynamic. You can technically consume any material you want on an order, though the system will guide you to the oldest stock first (depending on single lot requirements, etc.).

On the planning side, projections are based on the earliest work start date (when the material is needed to begin build, not just to ship). The purchasing system then scans through all projected allocations and identifies parts that won’t be available, either in sufficient quantity or at an early enough date. This information is included on a report for purchasing action (either a new PO or an expedite).

How does the system identify reorder points (ROP)? For long lead times, it would be beneficially to run a report so that at the time it needs to be checked on, it gives enough time to order again to get in on time.

Cetec ERP will not identify re-order points for you. You must assign a re-order point (ROP) and an economic order quantity (EOQ) manually to a part record. MRP will then track when inventory levels dip beneath that ROP, and deliver a buy signal to replenish the order.

How does new part creation work in quotes?
  1. You need a pre-existing PRC to add a non-pre-existing Prcpart to a quote.
  2. If the added non-pre-existing Prcpart is a BOM, Cetec ERP creates it there and then.
  3. If the added non-pre-existing Prcpart is not a BOM, Cetec ERP creates it when the quote converts to an order.
How does QR (Quantity Reserved) work in Cetec ERP?

If an order is unscheduled, the order qty is reserved upon order. If an order is scheduled, the order qty is reserved if the shipdate <= today + part leadtime.

At any point in time, qty for an order is also reserved once parts are picked for an order.

Lastly, you can configure Cetec ERP using the config variable, “Reserve Inventory for All Orders,” to reserve the part qty globally upon order entry. This variable is turned off by default in Cetec ERP.

How do you get a total of all the inventory items in my warehouse?

Please navigate to PARTS » List by Bin and filter by warehouse location. To get a total of all inventory items, you can export the report, and sum up the value of all the bins in your warehouse location.

How do you delete a part?

In order to delete a part, please navigate to PARTS » View/Lists » List » [find a part]. Once you do that, click on the pencil icon next to the Part Info section. When you scroll down to the very bottom of the pop up menu, you will see the option to delete the part (The QOH must be 0 before you can delete any part. If it is > 0, please take care of the QOH before attempting to delete).

How do you delete a PRC?

To delete a PRC, please navigate to PARTS » PRC List » [select a PRC] and click Search.

The search result will be returned at the bottom of the page. Please click into the PRC you have searched for, and you will see an option to delete there.

How do we assign a vendor to a part number or set preferred vendors for certain parts.

There are a number of ways for you to accomplish this.

1) You could maintain a list of vendors, and their respective costs, per part, on the ‘Pricing’ tab of a part record. Navigate to a part record; the ‘Pricing’ tab is in the left side-nav area. 2) You could rely on PO History to get data on preferred vendors. When you click on the blue ‘i’ icon next to a part row, that will drop-down the Part Info report within the interface. Then, navigate to the ‘PO History’ tab. Here you’ll see complete info on vendors you typically buy the part from, specific lead times, costs, and other useful data. 3) You could log preferred vendors as a Note on the part (see ‘Notes’ tab on the part record left side-nav). 4) You can also assign a vendor to a specific PRC code (see Parts » PRC List). This assignment can be leveraged on MRP; you’ll see the default vendor there and if you add a line from MRP to a pQuote, the pQuote header will auto-populate with that vendor.

How do PRC codes work in Cetec ERP?

The PRC prefix is our “smart numbering” minimum structure for part records.

For customer or vendor interfacing documents (e.g., quotes, order acknowledgments, invoices, RFQs, packing slips, invoices): We give you complete control over whether to show or hide the PRC versus the part number. You can also opt to combine them and show the entire PRC part together as a single item.

For example, you can define a single PRC code as “TNK” for TankUtility, and hide that “TNK” prefix anywhere else you need. You can also implement a new smart numbering scheme and leverage the PRC codes to help you segment your inventory (e.g,. into raw materials, subassemblies, finished goods).

Alternatively, you can ignore the PRC altogether. The system will split that part number–this can be combined manually on all interfacing docs.

How do I maintain vendor consignment programs in Cetec ERP?
  1. First create a separate warehouse in Cetec ERP. This is your consignment warehouse location.
  2. Then receive parts / part qty into the consignment warehouse at zero cost.
  3. When you need to “buy” and use inventory from consignment, perform inventory adjustment down in the consignment warehouse. Place PO for the parts you need, where vendor (on the PO header) is the consignment vendor receive against that PO into your normal warehouse for the qty adjusted from consignment
  4. Once the parts are received in your normal warehouse, you can use them however you need to fulfill end customer demand.
How do I go about changing parts in an active BOM revision?

First, consider the customer/integrator/end-user requirements. If they require the ability to review all changes before any swap, then you KNOW that a rev roll is required. You will probably wait and use up existing stock as much as possible, and only then flip the switch when you hit acceptable levels. In a situation that controlled, there is nearly always some stock that just gets written off because you can’t make everything come out evenly. However, there are alternative ways of handling this. Assuming that your components are functionally equivalent, we recommend creating a new BOM revision with the new component part and ordering against that new current BOM revision. Then, have your production planner / order entry person swap the new component to the old component, so that the old component is consumed on the Order BOM (from the Order, go to the Production View for the order line, then hit the Order BOM Mgmt link on the left). Note that you can also automate that process more by setting up a Part Spec Group for the new component and the old component, and putting the Part Spec Group on the BOM revision.

How do I get consumption quantities of a part number?

For that purpose I would use the Invoices as Used report under SALES » Invoices.

This list exhaustively captures all the parts that were sold and used to build some other part. Go into the list, change the status to All, and set the Ship Date.

How can I check if I have enough inventory to convert a quote to an order before setting a build date?

To check inventory, perform a stock check for a complex assembly.

Click on the assembly part to open it in a new tab. You’ll be able to view both the “build estimate” and the “BOM overview.” The build assembly will show you parts and subassembly in inventory, and will give you estimates.

To drill down into ALL components (including components within subassemblies), head to the “BOM overview.” You can check all part QOH values here to determine what you have on hand to work with.

For part numbers specifically, can I add sub parts under one part number? For example, if we can use different manufacturers, can we cross all the part numbers to one, so we know what inventory to pull from?

Yes. You can maintain this via the Cross Parts feature in Cetec ERP here: How To Manage Part Cross References

Each of our parts will have a drawing or spec sheet. Is there a way to do a bulk upload of files to the Documents page of each part number? Or does this need to be done one by one?

No, it’ll need to be done one by one. There’s no way to program something generic as every Cetec ERP customer will have a different part scheme. This would have to be done as custom work, and it would be pretty involved. For most small/med companies, it will be less expensive to hire a temp and upload & attach them manually to each part/rev.

Does Cetec ERP support a shelf life/expiration date feature?

Yes. Setting the shelf life attribute on a part sets the number of weeks before a part becomes expired. You can then report on this by navigating to PARTS » View/Lists » List By Bin.

It will have two columns named Created On and Expires On. Created On tells you when the part was created, and the Expires On date is the Created On date + shelf life.

Can you send a spreadsheet to suppliers so they can fill in pricing, availability, and lead time and then it comes directly back into the system; and then can easily filter to decide which vendor to purchase necessary parts from?

Yes, you can import vendor pricing via spreadsheet. For docs on this, see here - <a href=”https://cetecerp.com/support/documentation/inventory-pricing.html>Inventory Pricing & Vendor Catalogues</a>

Can you change the name of a part?

You can use the part merge function to change the name of a part.

To do so, you must be an admin or have the role of “part merge.” If you do not have it, please ask someone with the admin role to grant it to you, or ask him/her to do it for you.

To use the part merge function, please navigate to PARTS » View/Lists » List and search for the part. To the far right side of the returned search, you will see a link that says, “Merge.” Clicking on this will take you to the part merge screen.

From here, you just want to put in the name of the new part in the input field, and press Merge. Doing so will transfer over all the part related data while changing the part name to the one you just provided.

Can I edit a part #?

In Cetec ERP, you can add and delete parts, but you cannot edit a part number.

Part numbers are one piece of data in Cetec ERP that we do not allow users to edit, and very intentionally. The reason why has to do with the way the part table is modeled in the database. In Cetec ERP, part numbers function as a “unique key”, i.e. a set of attributes whose values uniquely define the characteristics of each row of data. We don’t let you edit or delete parts because, were you to simply delete a part, there would be other areas where that part key was abstracted (e.g. BOM definitions, bin-level layers, piece definitions, etc. etc.) that would be “left hanging”. Using the part number as a unique key is industry standard from a data modeling standpoint.

Our recommendation would be to either delete the part, or simply move on and create a new part. There isn’t any limitation on how many parts you can have in the system. You can have millions of utilized or non-utilized parts in the system; not a limitation on cluttering your data there. Remember we give you tools to make this is an easy process; if the part was a BOM, we’ll let you click a button to ‘copy’ the BOM over to your newly created part. If it’s a new part, you can just enter it on the fly during your transaction (e.g. quote, order, PO, new BOM, etc.)

Production

Will the system identify if a part is pulled from different kits? For example, a reel is used in 3 different kits, does the system identify that its pulled that way?

Yes, if your Kit is modeled as a BOM, we will direct the warehouse picker to go pull material specific to that kit. Furthermore, if any materials are currently in WIP on an order for a Kit, the part record will outline where those materials (i.e. what kits for what orders) are currently being used, where they are in production, etc

Why is an assembly that I built internally costed at x value upon invoicing?

When you process an internal build order, the cost for the bin will be the actual cost (and not the estimated cost) that went into building the assembly.

To chase this down, you would want to go into the receipt screen, click on the PO that it was created from, jump over to the corresponding order, then go to the invoice that was issued from the order.

The Details/Serials screen in invoice is where you want to be if you want to understand how the item was costed.

This page breaks down the actual cost involved in building the assembly including the labor, overhead, the price of the parts that were consumed in the process, etc.

Why is a work order displaying every work location in the system?

A work order will display every work location in the system if it does not have a labor path defined. Once you define its labor path, the work location change pulldown menu will be limited to those work locations in the labor path.

Why does stock orders have work start date at all? Can I default all stock order's work start date to its dock date or ship date?

Even though stock orders do not technically need work start date, Cetec ERP still utilizes the date in some cases (e.g. move to pick queue and waterfall). Therefore this date does matter for stock orders as well.

By default all stock orders are set to have work start date that equal to their ship date. But you can turn on the config variable StockOrder_Default_WorkDate_to_DockDate to make it equal the dock date.

When the invoicing looks at the labor does it pull the actual labor off of the production screen or does it take the estimated labor?

When Cetec ERP processes an invoice, it pulls actual labor, and not estimated labor. We would never recommend a system or process that posted estimated labor to your G/L. To post labor cost at invoicing, before you invoice the order just punch in the work time used on the order. You can do this by either starting and stoping the work time clock on a work order, or by simple punching in the total number of minutes logged to the job (you have to have the supervisor role to do this).

When an ECR or ECO is created is Cetec ERP there a way to prevent, stop, and flag any orders for the effected parts from being released until the ECR/ECO is complete?

Once you link an order to a ECO then you will not be able to move or invoice it.

What should I do when I didn't pick all the components before I created an invoice!

This can be easily fixed. Simply follow these steps: 1) Adjust material cost on the invoice to it should be. 2) Unpick anything that doesn’t belong 3) Reduce the quanity on the material that wasn’t relieved correctly. 4) Zero out the ledger entries for their material reductions

What report shows daily actual production labor values vs estimate labor values?

I would consult these three reports: PRODUCTION » Mgmt » Production By Workcenter PRODUCTION » Mgmt » Production Time By Location and SALES » Invoices » Labor Variance

What controls the COC username?

We will show the person who inspected the order. However, there are some conditions:

  • If no one inspected the order, we show the person who moved it out of the inspection ordline status location.
  • If no one moved it out of the inspection ordline status location, we show the QA person for the company.
  • If no QA person, we show the user printing the COC.
What are work centers?

Work centers are useful for managing a shop floor with several production lines. You can assign certain BOMs or finished goods (with respective part routes) to a particular work center, so that work orders for those goods are routed to and may be managed to the appropriate work center.

In ADMIN » Maintenance » Data Maintenance » Workcenter, define and describe the work centers (i.e. production lines) you wish to assign to BOMs/finished-goods and track work orders against.

Orders created for parts with a work center defined will automatically be assigned that work center. You may also manually edit the work order to change which work center the order is assigned to.

To add a new work center inside the Workcenter data table, you would check the Add Record box, click Submit to create a new row, fill in the information, and click Submit once again.

Once you’ve added the work center you want, you can assign each part or an order line to a particular work center.

To set a work center for a part, please go into the part screen, then click on Maint/COCs to the left side. Once you are inside the screen, select the work center that you want to assign to the part and click Submit.

To set a work center for an order line, please go into the sales order screen, then click on Edit to the left side. In there you can assign order lines to different work centers.

What are quality alerts? How do they work?

Heres a video with more info - https://player.vimeo.com/video/48884160 (on our watch demos section of our website)

Tracking rework labor and material

Regarding tracking the labor - three options:

  1. You could create an entirely new work order and track all rework time separately there.
  2. You could split the work order into a new order line item and track rework time separately there.
  3. You could keep everything in the same work order, and create “re-work” work locations for each work location in ADMIN » Data Maintenance » OrdlineStatus. Then, to track re-work labor, click the link next to Work Location Group. This will pop up a screen where a user with the Supervisor or Admin privilege can move the work order to any work location, even those that are not defined in your part path. So you would select the re-work location, either a catch-all re-work work location or a re-work location specific to the machine.

Regarding tracking the material, same as above, three options:

  1. You could create an entirely new work order and track all rework time and material separately there.
  2. You could split the work order into a new order line item and track everything there.
  3. You could keep everything in the same work order, and use the “part request” feature to request and track rework material, and define “reason code” for why you need new material for re-work (e.g. “scrap” is a common reason code). The material cost will still roll up into total cost for the work order. But if you need to, you will be able to look at the part request reports to see what material was requested as rework for which orders.

Our recommendation is strongly to opt for option #3 on both fronts, labor and material.

Tracking consumables

Cetec ERP handles consumables, such as saw blades that are continually “used up” on the shop floor, in a couple of different features. We see the need as maintaining some kind of kanban on the consumable to ensure you always have enough on hand to fulfill an order. In the instance of a saw blade that dulls over time: purchase saw blades, receive them into inventory, then maintain an ROP (re-order point) on the item. When a blade dulls, go into the system and adjust the inventory down by one item. When the quantity level for the blades drops below ROP, Cetec ERP will notify purchasing to buy more.

Over-picking

By default Cetec ERP does not allow you to over-pick. We do have a configuration option, however, that you can turn on/off at any time to allow over-picking.

Labor tracking

Cetec ERP lets you set up labor plans (i.e. labor path, build path, router) while simultaneously detailing the labor cost estimate associated with a labor plan. You can formulate a router, a labor time estimate, and labor cost estimate in one simple process.

Labor plans are maintained per BOM revision. You can modify a BOMs labor plan in one of three different places in Cetec ERP: 1. On the BOM edit screen (Parts » Views/Lists » List » (select part/BOM) » Labor Plan (side-nav, scroll to bottom left); 2. On a BOM Quote // BOM Worksheet; 3. On a work order.

The labor plan is a permanent association with the BOM. If you change a labor plan for a BOM in any of the above three contexts, it will register that change across the other two.

Important Notes / Caveats: Cetec ERP does save records of originally quoted labor costs which pass on to the order as labor cost, and saves originally quoted labor estimates that pass on to the work order (this originally quoted labor estimate is what displays as the actual // estimate field on the work order, so you can track actual labor against what the estimate was at the time of order placement.) An update to a BOMs labor plan, therefore, will not overwrite this originally recorded labor estimate for an order. Note that you do NOT have visibility to the labor plan as it was originally formulated at the time of order placement; you only have visibility to what the total labor estimate was.

Note that if you are quoting a BOM which already has a permanent labor plan / labor estimated associated with it, but you do not provide a labor estimate (or your labor estimate is 0) - Cetec ERP will pull the BOMs existing labor estimate over to your order at the time of conversion from quote to order.

Is there a way to filter when kitting/pulling inventory so that it will show ALL locations where parts are, instead of the location that has the amount needed?

Yes. The Pick Parts screen will suggest that you pick based on FIFO. However, we will not enforce it. Youll be able to see ALL bin locations where the part exists and pick from any one of them.

Invoicing an order that is tracking labor

Cetec ERP intentionally allows for invoicing an order that is tracking labor - imagine a rush shipment, and some user forgot to log off.

Instead, we throw a warning to notify the user that labor is still being tracked.

To adjust labor time after invoice, do so via View Work report. To adjust labor cost after invoice, do so via invoice edit screen (labor cost field).

I have invoiced an order while one of my users was still logged into a job tracking labor! How do I fix it?

In this case, the system will not force block invoicing. Instead it alerts the user attempting the invoice. This is done intentionally - imagine a rush shipment that needs to leave your warehouse, but some user did not log off job.

To adjust labor time after invoice, do so via View Work report. To adjust labor cost after invoice, do so via invoice edit screen (labor cost field).

How does the shortage report work? How is that customized?

The shortage report is a real-time reporting tool that identifies work orders that will be unavailable as of the Ship Date for that order (due to unavailability of components or subassemblies that comprise the top level part for the order). It allows a user to drill into why a work order will be late given current demand signals and supply levels. Users can also filter and export the report to Excel.

How does labor get to BOM? Currently our company does this manually, will there be a way to enter it and have it allocated correctly?

Yes. In Cetec ERP, labor estimates can be maintained per BOM, per revisions. Labor can be tracked against work orders as actual time, or you can apply the labor estimate at invoicing to apply labor cost.

How does Order Pending Part work?

You can access the Orders Pending Part data in two ways:

  1. Go to PARTS » View/Lists » [Choose a part] » Orders Pending Part from the left side-navigation menu.
  2. If there are any orders pending part, they will display as links on the receiving screen upon the receipt of a relevant part.

The Orders Pending Part list displays a subset of the Open Orders list. Here are the rules for determining what gets included in Orders Pending Part:

For Stock Orders (all these conditions must be met)

  1. The order is due today, or the order is late.
  2. There are parts needed for the order that have not yet been picked.
  3. The qty needed for the order is greater than the quantity in inventory.
  4. The ship qty has to be greater than 0.

For Build Orders (all these conditions must be met)

  1. There are parts needed for the order that have not yet been picked.
  2. The qty needed for the order is greater than the quantity in inventory.
How does Cetec ERP help prevent wasting product?

There are several ways to handle these scenarios in Cetec ERP, both proactive and reactive, to support a dynamic manufacturing environment. Let’s use the following example to illustrate:

1 sheet of raw metal (RAWABC) can produce 10 units of finished product (SUB200). BOM Definition for Qty 1 of SUB200 RAWABC = 0.1 (qty per top) You receive an order for 8 units of SUB200.

Material handling The order is released to warehouse for 8 units of SUB200. This will alert the warehouse user to pick qty 0.8 sheets of material. It’s impossible to physically pull 0.8 units of material, so the warehouse user records an “overpick” of qty 1. Then, the material will be taken and cut for the order and the remainder put back into stock (via Dekitting).

Overbuilding If you want to go ahead and use the remaining 0.2 units of raw material to produce 2 additional units of SUB200, you’ll need to create a separate “build for stock” work order to process those items. In fact, if overbuilding product is a common scenario, you may want to consider processing ALL work orders as build for stock, and processing all sales orders as “stock” transactions, by which you pull finished goods in stock off the shelf to fulfill orders. That way you can overbuild if and when you need. Coming Soon! Cetec ERP will soon include a feature to let you receive finished product into stock on the fly from External ‘SA - Standard Assembly’ Customer Work Orders!

Here’s another variation of how to handle a similar situation: Top level assembly TLA12345 requires 7 units of “make item” SUB200 1 sheet of raw metal (RAWABC) can produce 10 units of finished product (SUB200). BOM Definition for Qty 1 of SUB200 RAWABC = 0.1 (qty per top) You receive an order for 1 units of TLA12345, which creates a suborder for qty 7 of SUB200.

The scenario fits exactly the models described above, with one exception. If you want to overbuild the SUB200 parts, i.e. to build all 10 SUB200 parts instead of the qty 7 required, make sure you manually edit the suborder qty from qty 7 up to qty 10.

Product Management This is the preventative, proactive solution that may assist some companies in planning and process control upstream from production. The basic premise for this method is that you already have metal pieces cut and in stock to satisfy the order for qty 7 metal pieces. The reason you already have them in stock is because those metal pieces have an ROP (re-order point) that is strategically set by product management and purchasing to drive the production of optimal levels of metal pieces to have on hand in order to fulfill customer demand. This essentially represents the attempt to get a better handle on the overbuilding your shop floor is able to get away with due to existing customer demand. The ultimate solution is to better model customer demand to drive ROP levels to drive strategic build-for-stock programs for the metal pieces.

Standard Packaging, Minimum Order Quantities (MOQ), and Excess Material Minimums Often in a job shop environment or custom manufacturing, strategic product management isn’t an option, and as a small business you may need to protect yourself against eating material cost due to this type of scenario. To address this, you can go to a part record and set Standard Package (i.e. material must be ordered in bundles of x many units) and MOQ (i.e. there must be at least x many units ordered). Any parts quoted with Standard Package or MOQ defined will publish an alert to the quote. Furthermore, when quoting a BOM, you can also define Excess Material Minimum values (which will be pulled from MOQ if it already exists on the part) and choose whether to eat cost or inflate the cost of the item.

For example, per the example at the very top of this FAQ, you could set the following parameters on the respective part records:

std pk. for SUB200 = 10 MOQ for SUB200 = 10

MOQ for RAWABC = 1 Excess Material Min for RAWABC = 1

Be sure to set the “quote_enforce_qty_min_mult” configuration option in Admin » Config Settings!

How do scrap and miscount requests impact the system? Will it automatically debit the system? Will it flag the cycle count? Can I put some sort of control over who enters these requests? There are errors with this now.

Yes, the part request module handles all of this very well. Please see the following support documentation to learn more: Shop Floor & Scrap - scroll to bottom of page.

How To Manage Scrap In Cetec ERP

How do NRE charges work in BOM?

Check out our documentation on quoting tooling costs on a job/BOM - BOM Tooling Cost - scroll toward bottom of page.

How do I track overhead / indirect labor in Cetec ERP?

If you have overhead defined (define company wide labor/overhead rate in Admin » Config Settings, and rates per work location in Admin » Maintenance » Data Maintenance » OrdlineStatus), you can log time as “overhead only” with a checkbox on the labor report. Otherwise, work time logged at a work location will track both the direct labor rate and the overhead rate simultaneously to cost the total labor/overhead on the order.

How do I track material movement across the shop floor?

As material moves through the floor, you can track movement of physical pieces of material each time you update the work location.

Use the overall work location status as the tailing location to track where the caboose is, i.e. where the remaining material on order is located.

Then, click Start Work to start tracking work at any work location in your job router. Note that you can track simultaneous work at different work locations, and after each time you Stop Work, you can track the number of pieces completed. This enables one piece flow tracking methodology. For an overview of material movement (i.e. piece movement) across the shop floor, check out the Production » Mgmt » View Work report.

The last piece will still remain at the tailing location to show you how far away you are from shipping the order.

As jobs separate across the floor with work time, you may have to make a decision as to whether to ship partially/separately. The best practice is to split the work order into two separate line items as early as you get an inkling that you want to ship partially. If its a last second split, Cetec ERP does support shipping partially and leaving remaining material on backorder. Note: make sure you have the order_show_piece_complete_with_time configuration option turned on!

How can Cetec ERP help me with employee time tracking, payroll, labor/overhead time tracking, and overhead time tracking?

Cetec ERP does not support payroll; the tax implications across states and counties are too vast for us to support currently. We recommend outsourcing payroll to a third party application.

However, we do have options for you for capturing time and feeding those entries into both Cetec and payroll.

Cetec ERP has a “login screen” where your users login. What you can do is rely on System login as your “swipe in / swipe out” function. Your employees come into work in the morning, login to Cetec ERP, log out and log back in for breaks, lunch, etc., then log out at the end of the day. We will track all of that time in a report for you per username. You can export that system login report and feed those entries into your payroll application. Note that that will require a login for every user, and a device (e.g. Tablet or phone or laptop) to remain logged in on. In lieu of that, you could get a standard swipe in / swipe out system like ADP that your users and clock in and out to drive payroll.

While logged in, a user may also want to log direct labor time or indirect labor time (i.e. overhead) to an actual work order for cost accounting purposes.

We’ll also help you track overtime if you need, for cost accounting purposes. The system username/password login can represent a “non-productive” time-clock for a user. Once a user’s non-productive time tips over 40 hours (or whatever hour threshold you set for the user), whatever rate is driving the direct labor cost on an order (i.e. when that user clicks ‘start work’ on a job) will be multiplied by 1.5. It will go back to normal direct labor rate after the “work period” (e.g. 7 days) cycles.

Another option that some of our customers have utilized is to create a Dummy “payroll” job for a dummy internal “payroll” customer, and have your users clock into that job every day, and run reports based on that job’s work time to generate payroll reporting.

Finally, to make sure payroll hits your ledger, you’ll want to export the entries from the payroll system into spreadsheet format on some recurring frequency (e.g. every 2 weeks). Cetec ERP will let you do a ledger import to import from Excel in batch all of your payroll entries at once.

Does this ERP system encompass design, product planning tools (engineering ECO's, schematics)? Please explain.

For design and engineering, Cetec ERP customers typically use CAD or SolidWorks or another graphics platform. Engineering will attach those CAD or SolidWorks (or other schematics files) files to the appropriate business object in Cetec ERP (e.g. a quote, or a BOM revision) which will flow through as “related documents” across the entire transaction flow, e.g. from quote to work order to invoice, can be pulled up on the shop floor at any time, etc.

The system does support maintenance of BOM material and labor revisions, rev rolls, controlled and collaborative ECO process and controlling the ripple through of an ECO. Cetec ERP is very robust for these engineering requirements.

Does Cetec ERP have the ability to set a scrap rate?

Please review our documentation on anticipated versus incidental scrap: Shop floor scrap tracking - scroll all the way down the page.

Can users log in to multiple jobs at the same time?

Yes, users with the “Supervisor” role may; regular production users may not.

Can the system handle kanban?

Yes. See relevant how-to video here - https://vimeo.com/132829992

Can a quality control personnel clock in to multiple jobs?

If the QC employee has a Manager and/or Supervisor role, then he is allowed to log time to multiple work orders. If not, he is limited to log time into one work order at a time. Clocking into one work order when he is still clocked in to another work order will kick him out of the older work order.

Purchasing

Will the system have the ability to bypass certain requirements on the buyers report? For example, say a part is due on the fifth, but I know it will be late and come in on the eigth. Can I prevent it from showing up on the buyers report?

Yes. You can ignore items on the Buy Report (MRP).

Why is "Cancel Receipt" function disabled (i.e. grayed out)?

You can cancel a receipt by clicking the “Cancel Receipt” link in the left side navigation area. The cancel receipt function will be disabled (i.e. grayed out) if any of the following conditions are met:

  • If the parts on the receipt have been picked for an order.
  • If there isn’t a PO line associated to the receipt.
  • If the receipt has been changed on the bin level (e.g. an inventory/cost adjustment) (for cost adjustment, receipt cancel block only applies to non-average costing customers)
  • If the receipt exists on a paid voucher.

Canceling a receipt removes the receipt from a voucher if it is on one, removes the receipt from the bin in inventory, reduces inventory, removes the receipt, and increases the open quantity on the PO line by the receipt quantity.

What is the recommended procedure for canceling a backorder?

If the line was not partially received: From the PO screen, please navigate to the Edit View by clicking on the Edit link from the left side navigation menu. From here, check the Drop checkbox next to the lines you want to cancel, and click on Update.

If the line was partially received: From the PO screen, please navigate to the Edit View by clicking on the Edit link from the left side navigation menu. From here, change the Qty Open to 0 on the lines you want to cancel, and click on Update. This will close the line, and if that were the last remaining line on the PO, the PO header as well.

What is the SVOP report and how is it derived in the system?

“SVOP” stands for Sales Value Of Production. In Cetec ERP, the SVOP value is derived from this formula: SVOP = Total resale - Out of stock + Into stock Total resale = Resale of invoices sold Out of stock = BOMs shipped from stock Into stock = Intercompany closed orders

What is the Ext. Vendor ID for inside the vendor header?

This field is for our legacy customers who transferred over to Cetec ERP to use. This can safely be ignored by most of Cetec ERP users.

What is the 1099 checkbox for inside the vendor header?

The 1099 checkbox in vendor header is to mark vendors for which you have to issue the 1099 tax form. Inside the Vendor list, you can filter the list to display only the vendors that have this box checked.

Vendor Returns

To process a vendor return, navigate to PARTS » View/Lists » [Choose a part that you want to return]. Once you are in the part view screen, find the warehouse profile for which you want to make vendor returns. Below the Warehouse: XX text, you will see the link to Vendor Return to the right side of Warehouse Transfer. Click on Vendor Return. From the Vendor Return screen, type in the amount you want to return and choose a vendor to return it to. Click Create.

Once you are in the Vendor Return screen, specify what internal customer to use, and double-check the vendor return address. You can also indicate whether you would like to auto-create a debit memo.

After all this is done, click on Complete to complete a vendor return.

Returning rejected material to vendor

How do I return a non-conforming material to a vendor after I have already received the shipment?

Make sure you have a customer account set up called “Vendor Returns.” Create a new quote, set customer in quote header to internal account “Vendor Returns,” set Temp-Ship address as actual vendor shipping address, set use the ‘SN’ transaction code for the item being returned Convert quote to order. Navigate to ‘Ship/Invoice’ screen. Set Qty to Ship. Go to production view and pick parts. Go back to Sales view, then to ‘Ship/Invoice’ screen. Print packing slip for return. Create invoice. Finally, create a vendor debit memo to debit the vendor back, thus reducing the payable to that vendor.

On the MRP, if we ignore some parts because we know what the issues is, will the parts come back to the MRP after a few days?

Yes, the parts will come back if/when you ‘Refresh’ MRP. If you want to remove the parts from MRP with more permanence, then you need to adjust whatever supply/demand date or signal is driving the purchasing signal (e.g. push the date out on the PO, etc.)

Is there a way to adjust how precise (number of decimals) costs will show on purchase orders?

Yes – the numbers are controlled by three config variables. To find them please navigate to ADMIN » Config Settings » Config Settings. Type in “currency” and search for it. It will return three variables: line_currency_precision - controls most line-level monetary values in the system. po_currency_precision - controls pquote and purchase order related monetary values in the system. total_currency_precision - controls most total-level monetary values in the system.

For example, putting the value of 3 for po_currency_precision will show up to three digits for all pquote and purchase order related numberical values.

Is there a report to run for purchasing requirements? If not, what is the process for defining what we need to purchase? Can I run a report specifically for long lead time parts to avoid lead time problems?

Yes. Please see our article on MRP for more information: click to read

In MRP, the vendor filter's dropdown menu changes the content automatically. What's going on?

Inside of each MRP rows you will see a vendor column. This column displays the last vendor from which the part was purchased (if there is no vendor data, it will say “unassigned”). Only the vendors listed in that column is displayed in the Vendors dropdown menu. This is because the vendor dropdown menu exists to filter the pre-existing MRP data.

I want to breakdown a purchase quote and send to appropriate individuals so they dont have to send the whole quote to each vendor.

You will do this via RFQs, i.e. pQuotes in Cetec ERP. See following doc for how to process pQuotes - How To Enter RFQs and POs

I have a part ABCSAMPLE's Re-order Point set to be > 0. I see 0 ABCSAMPLE on the shelf, but ABCSAMPLE is not appearing on MRP. Why is that?

There are two reasons why MRP would show any part to be purchased. 1. Supply/Demand and 2. ROP. If ROP > QOH at any given point, then a signal is sent out MRP.

Quantity on Hand (QOH) refers to the the total quantity of a part within the four corners of your warehouse including the parts that are reserved. The only time that QOH ever changes is when you receive or ship the part, or manually adjust its quantity.

This means that you could find a QOH > 0 while you see 0 part in your warehouse.

We handle QOH this way because at any point in time a picked or reserved part could be canceled and be put back on shelf. So until the picked/reserved quantity are shipped out, you cannot be sure that you would need to purchase more of ABCSAMPLE.

I have a closed PO. I reopened the PO, but only my PO header re-opened. My PO lines stayed closed. How do I reopen my PO lines?

We let you reopen a closed PO so you can add new lines on it (under the same authorized PO). But that’s not supposed to reopen all the lines - that might cause some chaos if you were just trying to add another line to an otherwise closed PO (the lines might be closed because they were received, or the user might have closed them because they were invalid, etc).

So, to reopen a PO AND reopen PO lines, simply add the lines as new lines to the newly open PO.

How does system calculate on-time requirements for vendors? Can reports be run to track this instead of doing everything manually?

Yes. Cetec ERP tracks receipt date against the commit date on POs from vendors to generate Vendor Performance reports.

How do you use the Economic Order Quantity?

The EOQ works in conjunction with the ROP (reorder point) to determine the suggested buy quantity in Cetec ERP. You can edit both the EOQ and the ROP inside the warehouse profile of the part screen.

Once a part’s QOH (Quantity on Hand) falls below the ROP, the part will show up on MRP. This is the equation that Cetec ERP uses to come up with the suggested buy quantity: ROP - QOH + EOQ.

Inside of ADMIN » Config Settings » Config Settings, you can turn on the variable ROP Buy Qty EOQ Only in order to make the suggested buy quantity equal the EOQ.

How do you enter freight expenses for a purchase order?

If you are aware of the freight expense at the time of creating a PO, please enter the amount on the PO as a note.

Once you find out what the freight expense will be, please enter that amount in the Break Down area of the voucher, select the appropriate general ledger account. Not that doing this will not retroactively update the PO.

If you really need to add the freight expense on the voucher, you could add it as a non-inventory line as well.

How can we inactivate a vendor?

To deactivate a vendor, use the “delete” function on the vendor edit screen. Navigate to PURCHASING » Vendors » Vendor List. Then choose a vendor. When you go into the vendor header, you will see the Delete button next to the Update button. Clicking that will delete the vendor and preclude them from appearing on any vendor selection field in the system.

Note, Cetec ERP never actually “deletes” anything from the system permenantly; we simply inactivate the record, preserving any associated historical data, and allowing the vendor record ultimately to be recoverable if needed, e.g. if accidentally deleted.

Grading vendors

Use Cetec ERP’s vendor evaluation report to grade your vendors on on-time performance. To account for modified PO dates, you can compare dock date or original dock date. Original dock date is what the vendor PO commit date was when it was entered; dock date is the one you update from the edit screen.

Correcting PO or receipt prices

There are times when prices of materials on vendor’s bill does not match the prices you had on the corresponding purchase order or receipt.

To correct this, you have to determine which price is correct. If the receipt/PO price is correct, you do not need to do anything. Simply contact your vendor and request another invoice with the correct prices.

If the receipt prices are incorrect, then you have to repair to the price you received the goods in at. One way of doing this is to cancel the receipt and redoing the receipt altogether.

If your received goods are in inventory and have not yet been shipped out on an order, you can go to the part, find the “bin-level”, i.e. receipt level cost in your warehouse info, make an inventory adjustment with reason code to adjust the receipt cost of that part. That adjustment will propagate to the part’s average cost, and will then be appropriately costed when it is used on any BOMs or assemblies in the future.

If your received goods have already been used and shipped out on an order, you will need to the Sales History for the part, find the invoice the goods were sent out on, edit that invoice, and adjust the material cost therein.

Can you make the ROP to work off of different part values when using the MRP?

Yes, there is a config variable called ‘rop_against’. The options are ‘avail’, ‘qoh’, ‘qoh and qoo’, and ‘avail and qoo’.

While ROP works off of a part’s QOH by default, by setting this config variable value to one of the values indicated above you can make the ROP work off of some other part value.

Can the system generate a monthly receiving report to know whats scheduled to be received in?

Yes. Simply sort the open POs report by commit date.

Can I attach prints to part numbers to ensure accuracy in purchasing products from vendors? This would help eliminate getting the wrong parts.

Yes. You can attach prints or documents of any file type to part records via the document management tool.

Quality

Is there a way to handle non-conformant items, such as early shipments, wrong parts, wrong quantities, quality issues, etc.? If I use a spreadsheet now, can I integrate that into the ERP and track/log it on there?

Yes. The NCR module is fully integrated. When you fail a receiving inspection or inspection on the shop floor, an NCR is automatically generated. For more information on NCRs, read more here: Non-Conformance Reporting in Cloud ERP

How are failure codes setup, categorized, and how do they work within the process?

You can set up and maintain your own list of failure codes, which may be assigned to any component failures that occur when you log an inspection on a work order.

Does Cetec ERP contain any canned validation protocols to help solve 21 CFR 11 for medical device companies facing FDA audit requirements for software validation?

I believe the “canned validation” protocols have to do with satisfying the 21 CFR 11 section of the FDA certification body that most medical device companies have to demonstrate compliance with. Here are our recommendations on how to proceed with ensuring you will have a 21 CFR 11 compliant operation:

First and foremost, our recommendation will be to acquire an external FDA consulting and auditing resource that can assist you with CFR part 11. I’m assuming you already have that lined up, but to reiterate, though our software will provide the platform and the tools to streamline compliance, we are not a superb consulting resource for the actual FDA certification body.

Specifically with respect to the “software validation” portions of 21 CFR 11, I think you have two basic options: manual or automated. We suggest you proceed with a manual approach short term, with the knowledge that automation is possible long term if and when the ROI justifies it (that’s a good paradigm for all software implementations).

Manual Approach We release product updates to our cloud offering every six weeks. We provide a document outlining a manual test script; you can upload this as a PDF to your document control system in Cetec ERP as a controlled document. I have attached these documents to this email. The PDF includes directions on how to perform testing on a basic transaction set (i.e. input data, expected output data upon processing, and actual output data upon processing). In the short term, you could perform these validation tests manually, or, at the very least, you could prove to your auditor that you have a process in place to perform the tests for validation… that is often enough for many auditors to check off the box. Furthermore, you could even utilize the services of an external FDA consultant to perform the validation for you every six weeks (or once/year, i.e. whatever frequency your auditor dictates).

Automated If at any point you are looking for more automation (i.e. not putting the burden of running the testing manually on the user, or on a third-party consultant), we can provide automated test scripts and summary reports on those test scripts (i.e. input data, expected output data upon processing, and actual output data upon processing). These could be run, spit out reports, and deliver those reports to your company. These reports could then be automatically uploaded and attached as controlled documents in your Cetec ERP instance.

Note that both the manual approach and the automated approach will solve FDA 21 CFR 11.10 compliance; the issue at hand is simply time & ROI to executing the tests and storing the test results.

If and when your company chooses to pursue an Automated approach, a formal discovery session with the Cetec ERP engineering team will be required, with an aim to define exact scope of what functions of the system require scripted testing and reporting (there are thousands upon thousands of possible tests and test transactions that could be performed within the Cetec ERP system due to the sheer breadth of the platform; the automated testing and reporting needed to suffice for an FDA 21 CFR 11.10 software validation report would need to be adequately scoped, and ultimately dictated by your and/or the requirements of your third-party FDA auditor).

Evidently there are some QMS (Quality Management System) software providers that have the above “automated approach” built in as part of their service offering; we do not, not currently at least. That being said, I think we provide a better foundation for a fully integrated system, and we’re willing to work with your company to do whatever needs to be done automation-wise to perform and delivery test results wherever the ROI justifies it for you, and that’s the type of partnership we extend to our customers as their ERP provider. The testimonials we get from our customers when they face a customer audit or ISO audit are “best in class”.

Receiving

Will we continue to use the receive dates and the date the invoice was received in the mail?

Regarding receiving:
The system will automatically default the receipt date as the System DateTime once you click the Receive button. You can change this date. Note however that changing the receipt date on a receipt will only affect the general ledger (i.e. financial reporting); the date change will NOT change the inventory activity reporting. Regarding billing/vouchering: Heres an outline of voucher dates and how they are supposed to work entered on == date you created the voucher (uneditable), primarily only used for reference. received on == date you received the bill in the mail (editable), primarily only used for reference. invoice date == date on bill from vendor, drives Aging, A/P summary for vendor payments. pay by == leveraged in A/P summary. Once you enter the invoice date, the pay by date defaults based on: vendor terms vendor pay at days (override to the terms) or manually on the field

Where do the inspection notes that you enter when receiving parts appear?

Simply navigate to WAREHOUSE » Receiving » Incoming Inspection. You can filter and display all inspection notes you have entered by clicking on the “Details” link.

What should I do when I accidentally receive an Invoice that was linked to an internal order?

This can be easily fixed. Simply follow these steps: 1) Reopen the PO 2) Inventory adjust down the dup receipt 3) If there is a ledger entry for the PO receipt, set the values to 0 4) If there is a ledger entry for the inventory adjustment to cancel the receipt, set the values to 0 5) Invoice the order 6) If the goods were consumed/shipped, get correct cost from the PO and fix the cost on any related invoices.

What happens to the rejected quantity when receiving a shipment?

Rejected quantity is logged with the inspection data, and all incoming inspection data can be reviewed.

Sometimes you may want to receive the rejected quatity; sometimes not. Whatever the intention is, quantity you type into the quantity field will be received.

If you want to receive the rejected quantity but segregate it, please do it as a separate receipt so that it can be put away to some type of non-conformance bin.

Is there any way to change the default bin (NEW) to which parts are received?

No, there is not a way to do this in Cetec ERP.

Is it possible to add the vendor part number and part description to the Receiver page so the receiving person can compare to a Packing List sent by the vendor?

The part description will show to alert the receiving person. Cetec ERP doesn’t display vendor part number (cross part reference), because when the PO comes in from the vendor to the receiving clerk, the receiving clerk just pulls up the PO number and Cetec ERP auto-populates the part number, cost, and everything.

As a receiving clerk how do I look up potential purchase orders that I will be receiving? Is there a way a receiving clerk would be able to search open purchase orders? What role would that be?

Give the receiving clerk the Purchasing role, go to Purchasing » Purchase Orders » List. View open POs there.

Reporting

What is the best way to run a report or export data that will help me to measure On Time Delivery to my Customers (Promised Ship Date vs. Actual)?

In order to look at the OTD data, please navigate to SALES » Invoices » Invoice List. From here, please change the View By filter to Invoice Lines. After doing this you will see two columns: Ship Date and Ship Target (date). Ship target date carries over from the date that you had set during the order stage. Ship date is the actual date on which it was shipped.

You can combine the View By filter along with other filters on the invoice list to get the report you need. Also, you can export the list to reorganize data.

Reporting-how does it work? What all can it do? How are the reports generated? Is there something comparable to daily reports of bookings and shipments to be run for management?

Of course. You can use the canned reports in Cetec ERP, e.g. bookings, invoices/shipments, etc. etc. – then you can export any of those to Excel for further massaging of data if needed. The Executive Dashboard would also be something handy for mgmt potentially; very similar to the Pulse Report.

Is there a report that shows on-time delivery stats?

To get a report of on-time delivery stats (henceforth OTD stats), please navigate to SALES » Invoices » Invoice List. From here you want to change the View By filter to Invoice Lines and click Search. Doing so will give you a new set of columns. Two of these will be the Ship Target date and the Ship Date. The Ship Target date is the indicated ship date for an order; the ship date is the actual ship date i.e. the date on which the order converted to an invoice. By comparing these two dates, you can tell whether and how long the order was late. Furthermore, you can specify the date of this report by changing the To and From filters of the invoice list.

Sales

Who gets credit as the ISR for the order?

In order for this feature to work as intended you must have one of the customer association types set as “Primary Sales” under ADMIN » Maintenance » Data Maintenance » CustomerAssociationType.

Then please navigate to ADMIN » Config Settings » Config Settings » oe_initials_autopop.

Put in the value “quote_override” to make the ISR on the quote the ISR for the order. Put in the value “owner” to make the owner of the quote the ISR for the order (this person must be set up as an ISR in the owner profile). Put in the value “cust” to make the ISR assigned to the customer for the quote the ISR for the order.

If there is no value for the variable oe_initials_autopop the default behavior is to set the user converting the quote to order as the ISR for the order (this person must be set up as an ISR in the user profile).

When issuing a quote for the same part at multiple quantity breaks, which amount is used to calculate the quote total?

The quote total adds the first line breaks (The first qty break that appears when you edit line) for different lines.

What is the differnce between a scheduled/unscheduled order?

Scheduled means that the order is scheduled based on the shipdate/duedates on the order. Un-scheduled represents that it should ship as soon as possible.

What is the Bookings report in the Sales Overview section. What does it mean?

Bookings reporting tracks detailed bookings activity per day or across periods of time, and is useful for representing the change in the customer backlog for a certain period.

A booking is an order or any change to an order, which includes… addition of a line deletion of a line change of part change of cost change of date

What are the three different estimate types for charge order lines?

They are a different ways of deriving at the charge order’s resale value.

Capped and actual are only used if you are logging labor time that has a resale value.

Fixed bid: That’s the amount that will be charged, even if more or less labor time is logged. Capped: That’s the max resale that will be charged Actual: Whatever labor resale is accrued will be charged

We have Forecasts we've created. How can we see these under the Prcpart Waterfall? Will these show under MRP after Refresh?

Forecast orders won’t show in MRP or the regular part waterfall, as they aren’t yet confirmed demand. You can see a waterfall with the Forecast demand by going to Sales -> Forecasts -> Overview, and then clicking on ‘View’ for the part you want to see.

Lead Vs. Opportunities

Leads are for tracking potential new accounts/customers.

Opportunities and opportunity pipelines are for tracking new business opportunities with existing accounts.

Is there a function we can utilize to see the quantity of each individual part that will be consumed over a year if we can estimate the total # of finished goods that we will sell in a year?

Try pulling the component use data from the Sales History As Used report (Sales » Invoices » As Used), and work from there. That data will be historical, so you’ll want a reasonable period of sales to work from, but if you can generally scale from 1 quarter of history forward reasonably.

Is there a CRM module available or an add on system that will help track after sales activity?

Yes. Cetec ERP includes full customer and contact management, followups synced to calendar reminders, Lead management, Opportunity and pipeline management, document management, notes / knowledge base, and collaborative workflow around quotes, leads, and opportunities.

Also, Cetec ERP includes an ISO 9001 compliant Customer Case (complaints, satisfaction cases, etc.) management tool.

I accidentally invoiced something I shouldn't have. What should I do?

You would need to consider the following situations and address these issues. 1) adjust material cost on the invoice to be what they think it should be. 2) unpick what is still picked that shouldn’t be 3) reduce the qty on the material that wasn’t relieved correctly. 4) zero out the ledger entries for their material reductions

How does the customer return process work? Would like to verify that it works closely how it works now.

Please see this article for complete information on our returns process: RMAs and returns

How does Cetec ERP determine DSO (Days Sales Outstanding)

DSO measures the time it takes to collect receivables. It reflects the organization’s internal collection efficiencies, and it requires three pieces of information for calculation:

-Total receivables for the period. -Total credit sales for the period. -The number of days in the period.

Here is the formula for the DSO calculation:

(Total Receivables / Total Credit Sales) Number of Days = DSO

Here is an example scenario:

-Total Receivables = 4,600. -Total Credit Sales = 9,000. -Number of days in period = 90.

Here is the calculation:

(4,600 / 9,000) 90 = 45 days

In this example, it takes 45 days to collect the receivables.

Further you can specify the number of days that you want to track DSO for with this configuration name “dso_days_in_period”; the default is for 90 days.

How do you take off a restocking fee when you are issuing a credit memo from an RMA?

To take off a restocking fee before issuing a credit memo for an RMA, please navigate to SALES » Invoices » RMA List and create an RMA for a customer in question. Note that creating an RMA directly from a specific invoice will not work. This is because you have to add the restocking fee as an RMA line which you cannot do when creating an RMA from an invoice.

Once you have created an RMA for a customer, add a restocking fee line to the RMA. You do not have to use a pre-existing Prcpart for this - the part field will take any descriptive name given to it. You want the Return Qty to be 1, and the restocking fee to be charged should be put in the Unit Resale field as a negative value. Click on Update to add the line.

From there, the process is just like going through a regular RMA.

Once you issue a credit memo, the restocking fee line will be deducted from the return merchandise value.

How do you stop users from invoicing an underpicked order in Cetec ERP?

By default, Cetec ERP does not prevent users from invoicing underpicked orders. However, you can override this and make Cetec ERP prevent underpicked orders from going through.

Please navigate to ADMIN » Config Settings » Config Settings and search for the variable, “Stop Under Pick Invoice.” You want to set its value to “1” which turns on the functionality.

(If the variable does not exist, you have to create the variable first. You do so by creating an invoice from any order. Once you do that, the variable should appear in Config Settings)

Once you do this, attempting to invoice an underpicked order will trigger an error alert and prevent process from going through.

How do quotes transfer to BOM? How does the BOM process work?

BOMs can be maintained per revision in Cetec ERP; these are the permanent BOM files. New BOMs can be quoted and existing BOMs can be edited/maintained on the Quote level. When a quote is converted to an order, the BOM will propagate to the permanent BOM file. For more information on BOMs, please see the following doc:

How To Estimate BOM

How do I issue an RMA for an order that wasn't originally generated with us.

To create an RMA you would need a source invoice to create against it. So in this situation we would not consider this as a RMA because you do not have a invoice to source against it. You have two options instead so you can write it in as a work order or create a zero cost invoice to RMA.

How do I exclude an invoice line item from being taxed?

In Cetec ERP, tax groups are assigned per customer’s ship-to address. This normally means that every line that belongs to the same invoice will be taxed the same amount. To exclude one or more lines from being taxed, please navigate to the Edit Invoice screen by clicking on the Edit link on the left side navigation menu of the invoice screen.

Underneath every line, you will see a checkbox labeled, “Exclude from Tax Subtotal?” Please check the lines that should be exempt, and click Update. Doing so will recalculate the tax owed while excluding the checked lines.

How can I add a return address to the return label for RMA's?

To do so, please navigate to ADMIN » Config Settings » Config Settings and search for config setting “rma_carrier_info which is where the RMA carrier information goes into.

If you search for config setting “company_shipto_address” will be displayed above the rma_carrier_info.

The value you set of there will appear on the RMA Return To box.

It will look like the following on the label: company_shipto_address rma_carrier_info Contact us for carrier account info.

How are different warehouse locations managed in Cetec ERP? Can I choose which warehouse to pick stock from?

The quote/order location is specified at the quote line level before a quote is turned into an order.

Although a quote can have different lines with different locations, at the point of conversion to an order, quote lines for different locations will be split, creating one order for each warehouse location.

Does Cetec ERP support phantom BOMs?

Yes!

Inside the Convert to Order screen of a quote, Cetec ERP will display every subassembly that goes into the quoted Top-Level Assembly.

Underneath the Build? column you can opt for one of three options:

  1. Choose “Yes” and create a suborder for the subasembly in question.
  2. Choose “No” and forego creating a suborder for the subassembly in question.
  3. Choose “With Top” and forego creating a suborder for the assembly in question but grab all its components and include them in the parent assembly work order.

Opting for option #3 accomplishes the key goal of Phantom BOMs - the ability to structure BOMs according to engineering requirements without creating a distinct suborder for every level in a multi-level assembly.

Customer information, how is it imported from Excel? How do you create a new customer? Can the system handle special shipping instructions and multiple shipping addresses?

Please contact a Cetec ERP representative to work with you and your data import needs.

Yes the system handles shipping instructions per ship-to address and multiple shipping addresses. To create a customer, see the following how-to: How To Maintain Customer Records

Can you take an Excel spreadsheet into the system for quoting?

Yes, you can import quote lines from Excel into the system. You can also import BOMs into a BOM Quote worksheet.

Can you search for like parts in the system when entering a quote

Yes, you can search for parts and/or part descriptions from the Part list or directly within the quote line to pull up any/all parts that match (via smart match) what youre typing.

Can you put an order on hold before a certain % of its total has been prepaid?

You can put an order on hold until a certain % of its total amount has been paid. To do so, please go into ADMIN » Maintenance » Data Maintenance » 9Terms. In it, you want to turn on Is Credit Card Or Prepaid by putting in “1” and then specifying the percentage required under Prepay Percent. From that point on any order using that terms code will require the % you specified before it comes off hold.

Can you invoice an order for a customer that is on credit hold?

Credit hold can be overridden for any order by users with the admin or accounting admin role. To do so, please navigate to the order edit screen and check the box “Ignore Credit Hold” (add comments optionally).

Can you add multiple line items to order? If there are different dates on the order, does it separate automatically?

You can import the lines via spreadsheet, or, you can click the clone button to clone the line item and then quickly change the date.

Can the system generate an expedite report to know what parts I need to focus on getting in ASAP?

Yes. This is called the Shortage Report. If the shortage report lists items you already have on order with a vendor, you can call the vendor and expedite.

Can I put in an order for a part that is not in the inventory? I also want to avoid creating this part.

If you want to avoid creating a part when adding a quote line, type in a pre-existing PRC, and give the part an ad hoc name. So for instance, if you have a PRC of ABC in the system, you would type in ABConeofforder.

And make sure that the order type is Charge.

Putting in an order this way will not create a part named ABConeofforder. However, using build or stock will create a part named ABConeofforder in your inventory.

Can Cetec ERP automatically set the transaction code for me, based on how many I have in stock versus qty due?

Most systems require you to build internally, then sell out of stock. Cetec ERP lets you build&ship. If you’re doing a combo of both, then that will have its wrinkles.

Your options are:

Send an invoice with two line items for the same part, one for 5 and one for 7 (i.e. one stock order and one build order respectively)

or

Build to stock. Build the qty 7 to stock. Then, issue a stock order for qty 12.

Setup/Configuration

How do you change the currency symbol in Cetec ERP?

Unfortunately, you cannot change the currency symbol in Cetec ERP, but we can take off the symbol and add the currency code such EUR, GBP, or WON after currency values. This is because of the way Cetec ERP has been originally designed.

To change the currency code, please have a user with the admin role navigate to ADMIN » Config Settings » Config Settings and search for a variable named default_currency_code.

You want to enter any valid 3 character currency code such as USD, GBP, or EUR and it will change how currency displays in your system.

How do I setup users with barcodes for badge scanning in and out of work orders?

Your company needs barcoded badge capability in order to make this work. Use Cetec ERP’s barcode printing capability in WAREHOUSE » Barcodes » Generic Barcodes.

You must print out the barcodes based on the following parameters:

1) If you are using Cetec ERP’s user ID (which you can find on the User’s ‘profile’): For user ID “cetec,” the barcode has to be encoded with code 128 group separator, the text ‘USER’, the group separator again, and then the user ID. e.g. ^029USER^029cetec

2) If you are using the employee ID (which you can find on the User’s ‘profile’): For employee ID = “2993,” the barcode has to be encoded with code 128 group separator, the text ‘EMPLOYEE’, the group separator again, and then the employee ID. e.g. ^029EMPLOYEE^0292993

Then, you can scan those barcoded badges to clock in to work orders and track time.

Does Cetec ERP support UPS WorldShip integration?

Yes! Here’s how you set it up.

Configuration information needed for access to the UPS WorldShip system:

ups_host (host name / IP address) ups_port (FTP port) ups_user (FTP user) ups_pass (FTP password) ups_dir (destination directory)

Enter those values in their corresponding entries in the Configuration interface table in Cetec ERP.

Once those configuration options have been set in the Cetec ERP configuration settings table, any time a packing slip is “downloaded” (i.e. via the ‘Download’ button on the Packing Slip screen, or via the Quick Print link), it will transfer over a complete .CSV file of all open orders updated (i.e. with an Order header status of ‘Pending Invoice’ or ‘Packing Slip Out’) and ready for shipment to the UPS WorldShip system.

The file that Cetec ERP will FTP to the WorldShip computer will be named UPSINFO.csv and will contain a header row with these columns, in this order: Reference, ShipName, ShipAddress, ShipAddress2, ShipCity, ShipState, ShipZip, ShipCountry, Phone, PONum, BillingCode, 3rdPartyAccountNum, PackageType, ShipVia, BillName, BillAddress, BillCity, BillState, BillZip, BillCountry, and EmailAddress.

Your WorldShip system must be configured to expect the UPSINFO.csv file with the above columns/fields. Most companies will have a UPS representative will help to set this configuration up.

Your WorldShip system should also be configured to write data to a file named UPSOUT.csv after each shipment. Data should be in this format: Reference, Freight Charged, Tracking Number, Void (Y/N)”. UPS WorldShip can be configured to send this data back to Cetec ERP (to update the corresponding shipments/invoices) on a recurring basis (e.g. nightly, twice/day, etc.)

Currency characters are confusing the cell type in Excel, preventing basic formulas like summing up all rows, etc. from working. How can we fix this issue?

When there are multiple currencies defined, then the system will include the currency in each cell, which means formulas will not work for the spreadsheet, since values are dependent on the currency. By defining one currency, the system will format the column as a number, allowing formulas to work for the spreadsheet.

Warehouse

What allows a user to pick parts for an order?

A user can pick parts for an order if:

  • User’s Default Production Location (set in the edit user screen) is set to a location that is a picking location (set in ADMIN » Maintenance » Data Maintenance » OrdlineStatus) or
  • User is the assigned picking user or
  • User is an Admin
How does the shipping system work? Can I print labels easily?

Shipment and invoices work simultaenously. The shipping system will also print packing slips and labels automatically. Please read the following documentation for more information: How To Ship & Invoice.

How does bar coding work with this system? What about the hardware? Where do we have to get it from, and how is it setup with the system?

The system will generate some barcode labels for you (e.g., receipt labels) and is compatible with scanning hardware. We do not sell or support hardware, however. For suggestions on hardware, please read our support documentation here: Mobile warehousing hardware recommendations

Need to know more?

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