Frequently Asked Questions

Common (or previously asked) questions about using Cetec ERP, organized by department and core functionality.

General

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 and ship. If you're doing a combo of both, it will have its wrinkles.Your options are:<ul><li>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).</li><li>Build to stock. Build the qty 7 to stock, then issue a stock order for qty 12.</li></ul>

Can I Attach Prints to Part Numbers to Ensure Accuracy in Purchasing Products From Vendors?

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

Can I Edit My Customer After Committing an Order?

Yes, you can edit the customer after you have committed an order as long as it is not an internal customer. If the customer is set as internal (your own company), Cetec will gray out the customer field and will not let you edit it.

Can I Invoice An Order That Is Tracking Labor?

Cetec ERP intentionally allows you to invoice an order that is tracking labor (for example, a rush shipment where someone forgot to log off). Cetec ERP will show a warning to notify you that labor is still being tracked.<ul><li>To adjust labor time after invoicing, use the View Work report.</li><li>To adjust labor cost after invoicing, use the invoice edit screen (Labor Cost field).</li></ul>

Can I Restrict My Documents to Only Be Accessible to Certain Users?

Yes. When you upload a document, set the document flag/filter to “protected = yes”.Only users with the “Admin” role or the “Can Access All Documents” role (defined in config settings) will be able to download protected documents.

Can I Select a Default Warehouse Location to Receive a PO Against?

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

Can You Adjust Which PDF Columns Show in System-Generated Emails?

PDF column settings in Cetec ERP are saved on a per-user basis. This means different users at the same company can set a PDF to display different columns, and Cetec ERP will not enforce a standard PDF setting for all users.Once column settings are saved for a specific PDF document, Cetec ERP will remember them and use the same column settings in the future.For PDFs sent out by the system (system-generated emails), Cetec ERP uses a default user's column settings. Set the config variable Default User ID in ADMIN >> Config Settings >> Config Settings (Admin role required). To set it, go to ADMIN >> Users, copy the ID of the user you want to use, paste it into Default User ID, and save. Make sure that default user has the correct PDF column settings saved. From that point on, Cetec ERP will look up that user's column settings and use them when sending system-generated PDFs.

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, ask someone with the admin role to grant it to you, or ask them to do it for you.To use the part merge function, navigate to PARTS >> View/Lists >> List and search for the part. On the far right side of the returned search, click “Merge” to open the part merge screen. Enter the new part name in the input field and press Merge. This will transfer all part-related data while changing the part name to the one you provided.

Can You Create a New Revision From a Quote in Cetec ERP?

Yes. When making a quote for a new BOM, on the line item you can click the pencil icon and, where it says “Revision,” enter the new revision name.The “Bom Data” setting only applies when you select a new BOM. It either keeps the current BOM quote worksheet or creates a blank one, and in either case it will have the new revision set.

Can You Link Different Customer Accounts And Have Them Set Up As Child/Parent?

Yes. For a larger customer with multiple divisions, Cetec ERP lets you link multiple customer accounts using a parent/child relationship. This setup allows a consolidated A/R statement across all open A/R, and a single payment that can be applied to open invoices across all child customer accounts.<ul><li>Make sure you have at least two active customer accounts (a parent and one or more children).</li><li>Navigate to the child customer account’s profile page (SALES >> Customers >> Customer List >> search for the child account).</li><li>Click the EDIT link from the left-side navigation menu.</li><li>Near the bottom of the page, find the Parent Customer search field.</li><li>Type in the parent customer account name, select it, and click Update.</li><li>No additional confirmation is required on the parent account; setting the parent on the child account creates the relationship.</li></ul>After the relationship is set up (a parent can have many child accounts), go to the parent customer account profile and click A/R STATEMENT in the left-side navigation menu to view the consolidated statement. From there, you can create an A/R payment that applies across the linked customer accounts.

Can You Search for Like Parts in the System When Entering a Quote?

Yes. When entering a quote, you can search for parts and/or part descriptions from the Part List or directly within the quote line to pull up any parts that match (via smart match) what you’re typing.

Do Imported Parts Default To Inventory Or Non-Inventory If I Do Not Fill Out The "non_inventory" Import Column?

Imported parts will default to inventory parts unless you use the "non_inventory" import column to mark them as non-inventory parts.

Can Cetec ERP Generate a Device History Record?

For medical device manufacturers, Cetec ERP includes a customizable Device History Record (DHR) document that auto-populates on the order, work order, and invoice.To view it, navigate to the Documents tab on an order, work order, or invoice and select the Device History Record document.

Does Cetec ERP Employ a Concurrent or Named User License Model?

Cetec ERP employs the “named user” approach, as is standard for the SaaS (Software as a Service) model.

Does Cetec ERP Have the Ability to Set a Scrap Rate?

Please review the documentation on anticipated versus incidental scrap in Cetec ERP. See the Shop Floor scrap tracking documentation and scroll to the bottom of the page: https://www.cetecerp.com/support/documentation/shop-floor.html

Does Cetec ERP Have Workflow Capabilities in AP, POs, Sales, and Other Areas?

Yes. Workflows let you manage and track assignment of items based on workflow stage, departments, and responsibility. A workflow assignment starts tracking queue time, emails a ping to the assignee, and optional “nag” alerts can repeatedly email based on a priority level to the nag notifier.Examples include:<ul><li>A/P: A voucher is entered by an A/P clerk. The system attempts a three-way match (between PO, receipt, and invoice) to unlock approval. If there is no match, the voucher can be manually or automatically queued via workflow to accounting management for approval, which unlocks the ability to pay down the voucher. Workflow can be configured to always require voucher approval, or to never require it.</li><li>Purchase orders: A pQuote (RFQ) is entered by a purchasing employee, but the dollar amount is above your approval threshold. The pQuote is submitted via workflow for purchasing management approval, which unlocks the ability to place the PO with your vendor.</li><li>Quotes: Inside sales starts a quote for a new item, but the item is sent via workflow to engineering for BOM estimation and/or purchasing for material requirements planning.</li><li>NCRs, CARs, and ECOs: A controlled documented process for non-conformances and corrective actions routes through various departments until resolution.</li><li>Documents and document revisions: For ISO document control, documents uploaded by a non-admin user can be queued for management approval via workflow.</li></ul>

Does Cetec ERP Require Any Manual Accounting Process?

Cetec ERP automatically processes invoices, receiving, inventory adjustments, credit memos, A/P payments, checks, A/R payments, deposits, and debit memos, eliminating the need for manual ledger entry.The only exception is payroll. We encourage outsourcing payroll due to the 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.

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. See: How To Manage Part Cross References: https://www.cetecerp.com/support/how-to/cross-part-references.html

How Are Development Requests Prioritized, and What Is the Timeframe for Development Queue Items?

Cetec ERP is actively developed.Many developments are released free of extra charge based on the SaaS (Software as a Service) model.To prioritize development requests, Cetec ERP follows a few guiding principles:<ul><li>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, we move forward.</li><li>We ask, “Has any other customer expressed the same or similar need?”</li></ul>When a customer comes to Cetec ERP with a development request that the developers approve, it is logged to the development queue first. Once a month, the management team holds a development meeting and decides on the target date for each request.In deciding priority, the criteria Cetec ERP looks for are:<ul><li>How crucial the feature is (sometimes a request is essential for parts of the system).</li><li>The number of requests received for a particular feature.</li></ul>If requests do not satisfy either of these criteria, Cetec ERP determines the target date based on the order the request was sent in.If a customer wants to expedite the process, they can pay for billable time to move the priority to the front.

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.

How Can Cetec ERP Help Me With Employee Time Tracking, Payroll, Labor/Overhead Time Tracking, And Overhead Time Tracking?

Manufacturing ERP systems almost never include native, built-in payroll functionality due to the wide-ranging tax ramifications involved in payroll processing. We assume you will have some sort of third-party payroll module to pay out your employees, manage W2s, and such. None of that type of functionality is supported in Cetec ERP.This is a given with Cetec ERP, along with almost any other manufacturing ERP platform: you have to have an external payroll processing software no matter what.Therefore, the question is often: what is the time tracking tool to track the time (for clock-in in the morning and clock-out at 5pm) that will then be entered (either manually or through an import or through integration) into the payroll system?You have two options for that time tracking tool:<ul><li>An external time tracker (e.g., TSheets, When I Work, Deputy, Ximble, Boomr, TimeTracker by Ebility).</li><li>Internal tasks within Cetec ERP.</li></ul>With either option, you will have to take the time entries from your time tracking tool and enter those into the payroll system.There are time tracking tools (like TSheets, etc.) that integrate directly with various payroll providers, so you could explore that.Currently, using Cetec ERP as an internal clock-in / clock-out time tracking tool does not provide any integrations to any payroll system (though at some point in the future we likely will). Integrations are available per request through our API.And again, with either option, you will have a regular cadence (whatever frequency your payroll cycle is on) where you take the reports from your payroll software module and load a payroll journal entry (with splits for cash, labor, payroll taxes, etc.) into the Cetec ERP financial accounting system.Finally, note that whatever option you take for your clock-in/clock-out time tracking tool, you will still want to use the Cetec ERP time tracking tool to track direct labor time on actual work orders (for job costing and manufacturing cost accounting, which are seamlessly part of the Cetec ERP system).Most companies go with the external time tracker option. One benefit of this option is that clock-in-at-8am / clock-out-at-5pm time tracking in an external time tracking tool keeps indirect labor cost tracking entirely in the payroll software system and direct labor cost tracking in Cetec ERP (for job costing and such). In that model, Cetec ERP is your data source of direct (work-order-specific) labor cost, and payroll is your data source of indirect employee labor. That can make absorption tracking cleaner/easier for companies.The internal option would be more attractive if task/time tracking in Cetec ERP were set up to integrate automatically to a payroll system.

How Can I Use Cetec ERP With External Accounting Software Like Quickbooks or Xero Without Using an API?

Cetec ERP does include a plug-and-play integration option for QuickBooks Online. If you do not want to use an integration, there are two approaches you can use.Option #1: Use QuickBooks/Xero for A/R, A/P, and financials.<ul><li>Invoicing a Cetec ERP sales order means product is shipped and creates an invoice in Cetec ERP invoice history. On a regular basis, those invoices must be re-keyed into QuickBooks/Xero as A/R invoices. Customer invoicing, terms, A/R aging, collections, deposits, etc. remain in QuickBooks/Xero.</li><li>Note: A/R aging in Cetec ERP will age indefinitely unless you manually clear it with a fake A/R payment in Cetec ERP. If you want, you can hide accounting menus in Cetec ERP to avoid seeing this in A/R.</li><li>Receiving a PO line in Cetec ERP closes out the PO line and registers to a Receipts List you can run by "receipts uninvoiced". On a regular basis, those PO lines must be re-keyed into QuickBooks/Xero as POs or vendor invoices. Vendor invoicing, terms, A/P aging, and payment remain in QuickBooks/Xero.</li><li>Note: PO line/receipt accrual aging in Cetec ERP will age indefinitely unless you manually clear it with a fake A/P invoice and subsequent fake A/P payment. If you want, you can hide accounting menus in Cetec ERP to avoid seeing this in A/P.</li><li>A/R and A/P reports continue to run in QuickBooks/Xero (not Cetec ERP).</li><li>Financials continue to operate per normal processing in QuickBooks/Xero.</li></ul>Option #2: Use QuickBooks/Xero for financials only.<ul><li>All A/R and A/P activities (invoices and payments, AR reports, AP reports) are processed in Cetec ERP, and customer terms and vendor terms are authoritatively defined in Cetec ERP.</li><li>All A/R and A/P reports are run as authoritative in Cetec ERP.</li><li>Cetec ERP logs G/L activity (credit split amount and debit split amount against every account for every transaction). You can export this granular G/L activity on a recurring date range and import it into QuickBooks to populate the ledger and financial reports. This may be done through an API or via an Excel macro.</li><li>QuickBooks/Xero is used for high-level financial reports (P&L, balance sheet, and G/L) and for expenses and bank feeds/reconcile.</li></ul>

How Can We Set Up Work Start Dates in Cetec ERP to Automatically Move to 2 Weeks Prior to the Ship Date?

Go to Admin >> Config Settings >> Config Settings and search for the term "ord_schedule".You should see two config options:<ul><li>ord_schedule_min_days_between_wip_and_promise</li><li>ord_schedule_max_days_between_wip_and_promise</li></ul>If you set these two configurations to 14, all orders will default their work start date to 2 weeks prior to the ship date.

How Do I Add Additional Ship Vias?

Navigate to Admin > Maintenance > Data Maintenance. Search for SHPCDE and open that table. From there, you can add additional ship vias by clicking Add Record. It is best to add new options instead of deleting existing ones, as deleting can orphan data.

How Do I Add COD To The Terms Field On Orders?

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

Does Cetec ERP Have the Capability to Post to a GL Account Every Time Something Is Picked From Inventory, Even Though Picking Only Allocates It Until the Work Order Is Completed?

Inventory stays in the Inventory account through the work process until the order it is picked to is invoiced. Invoicing removes the components from inventory and also impacts 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.

How Do I Cancel A Bad/Bounced Check?

In dealing with a bad/bounced check:<ul><li>Find the AR Payment and Deposit ID(s).</li><li>Make note of the Deposit Date, then re-open the Deposit.</li><li>Reopen the AR Payment. Zero out the Payment Value and the Unapplied cash/Credit memo/invoice items. Click Submit, then Payment Complete. (After this, any unapplied cash item will be cancelled.)</li><li>Go back to the Deposit page and click Deposit.</li><li>Change the Deposited On Date back to the original date and click Update.</li></ul>Additionally, you can go to the invoice(s) and click on Notes, then add notes about the check being NSF and whatever other info you like. The Note Type is A/R Note. Do not check the Sticky Notes box.

How Do I Correct the System Clock and Set the Time Zone?

Time zones are a reference point for different things happening at the same time around the world. When time is logged or displayed in Cetec ERP, it must display according to one time zone or another.Cetec ERP uses Central Time as the default. For example, if you are in Mountain Time and you see someone logged into a work order at 3:00 PM in Cetec ERP, you can interpret that as 2:00 PM Mountain Time.The same principle applies for customers located around the world. From an audit standpoint, as long as the time zone your system runs in is fixed, known, and consistent, you can key your time reporting off of that standard. An auditor should have no issue with this.

How Do I Get Column Names to Automatically Match When Importing?

When importing a data sheet into Cetec ERP, you will typically be asked to match each column header with the appropriate drop-down menu option. This can be made automatic if you use the correct header names for Cetec ERP to identify.To do this, name your columns using the Cetec ERP Technical Name convention. For example, for the column “Ship Date,” remove spaces, replace them with underscores, and use lowercase. So, “Ship Date” becomes “ship_date.”If you follow this naming convention, your column headers will automatically match the preferred drop-down menu option, reducing the work to simply validating that the columns are matched appropriately.

How Do I Grade Vendors?

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

How Do I Issue A Credit For An RMA When I've Already Clicked The Issue Credit Button?

If you have already clicked the Issue Credit button, you will need to create a separate credit memo. You can only issue credit once on an RMA, but you can always issue a separate credit by going to Accounting > A/R > Credit Memo List > Create Credit Memo.

How Do I Prevent Users From Receiving More Than The PO Line Qty?

Input a value of 0 into the "PO Line qty over percentage allowed" config setting. This will disable a user's ability to receive a qty greater than what's provided on the PO line.

How Do I Return Rejected Material To A Vendor?

You can use the Vendor Returns feature in Cetec ERP to return rejected material to a vendor.How To Process Vendor Returns: https://cetecerp.com/support/how-to/how-to-process-a-vendor-return.html

How Do I Utilize The Wildcard Search In Cetec ERP?

To perform a wildcard search in Cetec ERP, simply include a "%" after the value.

How Do I Set Up a SG&A Rate?

This is set up via the config settings "sga_rate" and "sga_rate_overhead". These values should be set as multipliers. For example, if you are targeting a 20% SG&A rate, set the field to "0.2". The SG&A total can be viewed on BOM worksheets and is used for estimating purposes only.

How Do I Track Overhead / Indirect Labor in Cetec ERP?

If you have overhead defined (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” using the 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 NRE Charges Work in BOM Quoting?

See our documentation on quoting tooling (NRE) costs on a job/BOM: BOM Tooling Cost in Quote to Order (https://cetecerp.com/support/documentation/quote-to-order.html). Scroll toward the bottom of the page.

How Do Quotes Transfer To BOM, And How Does The BOM Process Work?

In Cetec ERP, BOMs can be maintained per revision. These are the permanent BOM files.New BOMs can be quoted, and existing BOMs can be edited and maintained at the quote level. When a quote is converted to an order, the BOM propagates to the permanent BOM file.For more information on BOMs, see: How To Estimate BOM (https://www.cetecerp.com/support/how-to/bom-quote-estimate.html).

How Do We Recover Cost On Orders That Are Cancelled That Have Material Picked And Labor Clocked?

There are a few ways you could go about doing this. First, if you have picked material on lines, you can use the Close Line/All process and select which lines you want to close out.When you do this, the system will bring up a pop-up window for the lines you selected and ask if you'd like to adjust and consume all the picked material associated with the line you are closing/deleting. This is one way to recover material cost, but it will not recover labor cost.

How Do You Add A Discount To A Sales Order?

The main way to indicate a discount (especially if you want the discount to show on the order PDF) is to create a new line with a negative resale value. Best practice is to create a non-inventory part for this purpose (for example, “ZZZ Discount”).Edit the order, select Add a Line, change the transcode to “charge”, and select your non-inventory part. Set the Estimate type of the charge line to “Fixed Bid”, then enter the resale value you want (as a negative number) in the Estimate field.

How Do You Assign Appropriate User Roles?

Our recommendation: start by generically assigning high level user roles of either: Admin, Manager, Supervisor, Warehouse, and Accounting.For example:<ul><li>The primary super users would get the Admin role.</li><li>Heavy users would get Manager and Supervisor.</li><li>Sales users would get Sales; heavy sales users would get Sales and Manager.</li><li>Purchasing users would get Purchasing; heavy purchasing users would get Purchasing and Manager.</li><li>Engineering users would get Engineering; heavy engineering users would get Engineering and Manager.</li><li>Shipping/fulfillment people could get just Warehouse and Production.</li><li>Someone overseeing production could get Production, Supervisor, and Warehouse.</li></ul>Remember to hold down your CTRL key while clicking to assign multiple user roles on top of each other.These types of high level suggestions are listed here: Suggested User Roles (https://cetecerp.com/support/documentation/suggested-roles.html).Beyond that, more specific and detailed adjustments to user roles may be added on an ongoing basis ad hoc as the implementation clears things up. For documentation on those more detailed user roles, see here: User Role Documentation (Detailed) (https://cetecerp.com/support/documentation/user-roles.html).Even further, for more advanced access restrictions, we also have an advanced user role permissions module called Access Control which is outlined here: User Access Control and Role Overrides (https://cetecerp.com/support/documentation/roles-and-access.html).

How Do You Create a User?

See the step-by-step instructions here: How To Create A New User (https://cetecerp.com/support/how-to/add-user.html).

How Do You Delete a Part?

To delete a part, navigate to PARTS >> View/Lists >> List, and select the part.Click the Edit tab on the left-hand side of your screen. Scroll to the bottom of the Edit screen and select the option to delete the part. The QOH must be 0 before you can delete a part. If your QOH > 0, address the QOH before attempting to delete.

How Do You Delete a PRC?

To delete a PRC, navigate to Parts > PRC List.<ul><li>Select a PRC and click Search.</li><li>In the results at the bottom of the page, click into the PRC you searched for and use the Delete option there.</li></ul>

How Do You Delete or Reverse Credit Memos from a Closed Period?

There are two ways to handle credit memos that fall within a closed period.Option 1: Reverse the credit memo using a ledger entry dated after the G/L lock date.<ul><li>Go to Accounting → A/R → Credit Memos and click the credit memo number.</li><li>On the Credit Memo screen, click Ledger, then click the Entry # number.</li><li>In the Edit Ledger Entry screen, click Reverse Entry?.</li><li>The Reverse On date will default to the ledger transaction date. Change it to today’s date or any date after the G/L lock date.</li><li>Click the red Reverse Entry? button.</li></ul>Option 2: Offset the credit memo with a Bill Only invoice.<ul><li>Create a Bill Only invoice to the customer to offset the credit memo, adding a note such as “This offsets Credit Memo ####.”</li><li>Update the Bill Only invoice, then go to the customer’s account and click Take Payment.</li><li>On the A/R Payment screen, enter a payment value of 0.</li><li>Apply the credit memo amount and apply the invoice amount from the Bill Only invoice.</li><li>Click Update, then click Payment Complete.</li></ul>

How Do You Make a Payment to a Vendor Using a Credit Card?

In Cetec ERP, create a Payment Type in ADMIN >> Maintenance >> Data Maintenance >> PaymentType.Then, when making the payment using this payment type, set the target account on the payment.

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, go to SALES >> Invoices >> RMA List and create an RMA for the customer. Creating an RMA directly from a specific invoice will not work, because you have to add the restocking fee as an RMA line (and you cannot do that when creating an RMA from an invoice).After you create the RMA, 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 you enter. Set Return Qty to 1, and enter the restocking fee to be charged in the Unit Resale field as a negative value. Click Update to add the line.From there, the process is the same as a regular RMA. Once you issue a credit memo, the restocking fee line will be deducted from the return merchandise value.

How Does Bar Coding Work With This System? What About the Hardware? Where Do We Have to Get It From, and How Is It Set Up 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: Mobile warehousing hardware recommendations.

How Does Cetec ERP Generate Barcodes, and Can We Customize Them to Match Industry Barcode Requirements?

Cetec ERP default barcodes are Code 128. GS1-128, a government-required barcoding system relevant to medical device manufacturers, is an implementation of Code 128 that generally includes additional data.We can accommodate customized barcoding for all of your customers or for a particular customer, as long as we can nail down which documents are involved and the specific requirements. Then you can make custom documents yourselves or have us work with you to do so.

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. Here’s an example to illustrate:<ul><li>1 sheet of raw metal (RAWABC) can produce 10 units of finished product (SUB200).</li><li>BOM definition for qty 1 of SUB200: RAWABC = 0.1 (qty per top).</li><li>You receive an order for 8 units of SUB200.</li></ul>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 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. 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, where you pull finished goods in stock off the shelf to fulfill orders. That way, you can overbuild if and when you need.Here’s another variation of how to handle a similar situation:<ul><li>Top level assembly TLA12345 requires 7 units of make item SUB200.</li><li>1 sheet of raw metal (RAWABC) can produce 10 units of finished product (SUB200).</li><li>BOM definition for qty 1 of SUB200: RAWABC = 0.1 (qty per top).</li><li>You receive an order for 1 unit of TLA12345, which creates a suborder for qty 7 of SUB200.</li></ul>The scenario fits the models described above, with one exception. If you want to overbuild the SUB200 parts (build all 10 SUB200 parts instead of the qty 7 required), make sure you manually edit the suborder qty from 7 up to 10.Product management: This is a preventative, proactive solution that may assist some companies in planning and process control upstream from production. The basic premise 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 represents an attempt to better control overbuilding based on existing customer demand. The ultimate solution is to better model customer demand to drive ROP levels and strategic build-for-stock programs for the metal pieces.Standard packaging, minimum order quantities (MOQ), and excess material minimums: In job shop or custom manufacturing, strategic product management isn’t always an option, and 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 (material must be ordered in bundles of x many units) and MOQ (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. When quoting a BOM, you can also define Excess Material Minimum values (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, based on the scenario at the top of this FAQ, you could set the following parameters on the respective part records:<ul><li>Std pk. for SUB200 = 10</li><li>MOQ for SUB200 = 10</li><li>MOQ for RAWABC = 1</li><li>Excess Material Min for RAWABC = 1</li></ul>Be sure to set the quote_enforce_qty_min_mult configuration option in Admin >> Config Settings.

How Does Labor Tracking Work in Cetec ERP?

Cetec ERP lets you set up labor plans (labor path, build path, or router) while detailing the associated labor time and labor cost estimates. You can formulate a router, a labor time estimate, and a labor cost estimate in a single process.Labor plans are maintained per BOM revision. You can modify a BOM’s labor plan in one of three places:<ul><li>On the BOM edit screen</li><li>On a BOM Quote or BOM Worksheet</li><li>On a work order</li></ul>The labor plan is a permanent association with the BOM. Changes made in any of these contexts are reflected across the others.Cetec ERP saves records of originally quoted labor costs that pass to the order and originally quoted labor estimates that pass to the work order. This original estimate is used to track actual labor against what was estimated at the time of order placement.Updating a BOM’s labor plan does not overwrite the originally recorded labor estimate for an existing order. You can see the total labor estimate that was recorded, but not the original labor plan structure.If you quote a BOM that already has a permanent labor plan and do not enter a labor estimate, or enter zero, Cetec ERP will pull the existing BOM labor estimate into the order when the quote is converted.

How Does the Customer Return Process Work?

Please see this article for complete information on our returns process: RMAs and returns (/support/documentation/rma.html).

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 ADMIN >> Docs >> Documents List, and typing the tag you wish to search into the 'Tags' filter field.

How Does the Finance Charges Module Work, and How Do You Set Up and Manage Finance Charges for Late Payments in Cetec ERP?

To set up finance charges:<ul><li>Navigate to the 9TERMS Data Maintenance Table (Admin > Maintenance > Data Maintenance > 9TERMS).</li><li>Create a Term for a penalty fee.</li><li>Use the + / - columns to show the “Penalty Due at Days” and the “Penalty Percent” columns.</li><li>Enter the number of days at which a penalty fee will be added to an invoice, and the percentage to be charged.</li><li>Assign the Terms in the Customer record to default onto Quotes/Orders/Invoices.</li></ul>To manage finance charges:<ul><li>Choose Customer from the dropdown (customers will only show if they have an invoice with a finance charge), then click “Submit.”</li><li>Click “Show Create” and select the invoice(s) you would like to create a billing for (a bill-only invoice to charge the customer), then enter the amount to be added to the bill.</li><li>Enter a non-inventory prcpart (you may want a prcpart created specifically for finance charges, e.g., SERFinanceCharge), then click “Create.”</li><li>You will have created a bill-only invoice to send to the customer for the finance charge. These are listed across the top of the Finance Charge report.</li></ul>

How Do You Set Labor Rate In The System?

Cetec ERP offers variables and settings at many levels for controlling labor rate. In general, the more specific labor settings override and take precedence over more general ones.From the most generic to the most specific, you can set labor rates by going to:<ul><li>ADMIN >> Config Settings >> Config Settings >> [search for "rate"]. The variables "Labor Rate" and "Overhead Rate" control the most generic rate for calculating labor and overhead.</li><li>ADMIN >> Config Settings >> Config Settings >> [search for "rate"]. The variables "Labor Rate - (warehouse code)" and "Overhead Rate - (warehouse code)" control warehouse-specific rates for calculating labor and overhead.</li><li>ADMIN >> Maintenance >> Data Maintenance >> OrdlineStatus. Controls work location-specific rates for calculating labor and overhead.</li><li>ADMIN >> Users >> Users >> [select relevant user ID] >> User Specific Labor Rate (Cost). Controls user-specific rates for calculating labor.</li></ul>

How Does Cetec ERP Support Work? What Should I Expect?

When you need help, you’ll talk to a real person who knows the software inside and out. Cetec ERP support is run by the same team that builds and implements the product, right from our Austin, TX office.<ul><li>Enterprise and Standard customers can submit tickets via email or directly from within the Cetec ERP system. Phone support is also available. Enterprise customers have access to quarterly consults and top priority support.</li><li>Lite customers can post questions and requests on our public community forum.</li></ul>Regardless of your plan, our goal is to provide quick, friendly, and helpful responses from people who understand your business, the software, and the often urgent nature of support requests.Here’s what you can expect:<ul><li>Clear explanations of system behavior</li><li>Guidance on best practices</li><li>Troubleshooting and bug fixes</li><li>Tips to improve your workflows and use of Cetec ERP</li><li>Occasional “Let’s hop on a screenshare and walk through it together” moments</li></ul>

How Does the Shipping System Work? Can I Print Labels Easily?

Shipments and invoices work simultaneously. The shipping system can also print packing slips and labels automatically. For more information, see: https://cetecerp.com/support/how-to/ship-invoice-order.html

How Has Cetec ERP Adapted To Canadian Business, Most Notably A Value-Added Refundable Tax (I.E., HST)?

First, I recommend reading through our “How To Manage Tax” document on our website. That will provide an understanding of the foundations of our tax system, which is robust and flexible.With respect to HST, the system can model HST taxes and input tax credits. In Canada, 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:<ul><li>Cetec ERP fully supports charging (and thus collecting) taxes.</li><li>Cetec ERP supports multiple tax rates (and taxing authorities).</li><li>Cetec ERP supports tax reporting of money owed to tax authorities.</li><li>Upon invoice creation in Cetec ERP, taxable invoices hit the mapped tax ledger accounts.</li></ul>On the vendor side:<ul><li>Cetec ERP supports tax estimates on vendor POs.</li><li>Cetec ERP registers the tax due to the vendor once a voucher is created in A/P.</li><li>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.</li></ul>

How Is Customer Information Imported From Excel, How Do You Create a New Customer, and 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 and manage its addresses, see: How to Create a Customer (https://cetecerp.com/support/how-to/how-to-create-a-customer.html).

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, and an estimated 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: https://cetecerp.com/support/resources/cetec-erp-sample-project-schedule.pdf

How Much Does Cetec ERP Cost?

Please visit our pricing page for details: https://cetecerp.com/pricing/

How Would I Receive a Refund Check From a Supplier?

If you have received a rebate or a refund from a vendor (or non-vendor), you can record receipt of the payment as follows:<ul><li>In the case of a rebate, first go to Take Cash by navigating to Accounting and A/R, then choose Take Cash in the drop-down menu.</li><li>Populate the appropriate fields in the Take Cash screen. Credit your Materials or Expense GL account and debit either Undeposited Funds or your Bank account. Click Update and then click Receive to complete.</li></ul>In the case of finding you have overpaid a vendor, which created a Vendor Unapplied Cash item for that vendor that will not be applied elsewhere, and you requested and received a refund, after creating a Take Cash to receive the refund from the vendor, you will need to complete two more steps to clear the Vendor Unapplied Cash from the vendor AP balance:<ul><li>First, navigate to Accounting and A/P, then choose Add Voucher in the drop-down menu. Create a dummy voucher to the vendor for the amount of the refund. On the voucher, you will have a debit to your Materials or Expense GL account in the ledger split for the amount of the refund.</li><li>Click Submit.</li><li>Second, scroll down to the bottom of the new voucher and click the Make Payment link to create a new AP Payment.</li><li>In the new AP Payment screen, scroll down to click the Include box for the Vendor Unapplied Cash item that is outstanding, manually entering the amount in the value field.</li><li>Also check the Include box for the voucher you just created, which will autofill the amount upon checking the Include box. The Unapplied Cash and the voucher will offset each other.</li><li>Then scroll up to the upper part of the screen to view the AP and Cash amounts. AP amount will reflect the refund amount, but Cash amount will be zero as the Vendor Unapplied Cash and the voucher cancel out.</li><li>Now click the Mark As Paid button to complete the process.</li></ul>

Is Cetec ERP a Fully Integrated ERP With G/L, AR, AP, Inventory, Manufacturing, and MRP?

Yes. Cetec ERP is a complete, fully integrated system. Nothing is moduled out. It runs front office to back office, top floor to shop floor, and quote to cash. It includes G/L, AR, AP, financial reporting, inventory, manufacturing, MRP, quality assurance, enterprise document management, CRM, packing and shipping, and more.

Is There a Demo of This ERP System That We Can Easily View?

Yes. Check out the videos in the 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 to get a complete system walkthrough and qualification of the software for your needs.

Is There A Way To Add More Columns Such As Part Description, Vendor, And Vendor Part Number To Tables That Do Not Have It?

You can show or hide columns using the “column +/-” tool, but you can’t add columns that don’t already exist.If there’s a spot where you need 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.

Is There a Way to Adjust How Precise the Number of Decimals for Costs Will Display in the Software?

Yes. The number of decimal places shown is controlled by multiple configuration settings, depending on which area of the software you want to define. Navigate to ADMIN >> Config Settings >> Config Settings, then search for "currency_precision". This will return multiple related variables. For example, setting the value of po_currency_precision to 3 will display up to three decimal places for all purchase quote and purchase order-related numerical values.

How Is Inventory Average Cost Calculated in Cetec ERP?

In Cetec ERP, PART AVERAGE COST is calculated as follows (QOH = Quantity On Hand):((Current QOH × Current Average Cost) + (Receipt Quantity × Receipt Cost)) / (QOH + Receipt Quantity)Example:<ul><li>Current QOH = 100</li><li>Current Average Cost = $1.25</li><li>Receipt Quantity = 50</li><li>Receipt Cost = $1.45</li></ul>((100 × $1.25) + (50 × $1.45)) / (100 + 50) = $1.31667($125.00 + $72.50) / 150 = $1.31667

How Is Overhead Rate Calculated?

Overhead rate is an hourly rate. The value you enter in the overhead config setting is multiplied by the number of hours you log on an order. This gives the order’s overhead amount.

I Am Looking at an Invoice in Cetec ERP. The Line Item Shows the Part's “Cost” on the Invoice (i.e., “Unit Cost”). Where Is This Cost Coming From?

This depends on whether your company runs on an average cost methodology or an actual cost methodology.By default, Cetec ERP runs actual costing. If you're on actual costing, then the invoice line “cost” displayed represents the actual cost of all material, labor, overhead, outsource, etc. incurred to your company as a result of that particular invoice/shipment.If you're on average costing, the invoice line “cost” displayed represents the rolling weighted average inventory cost of any material you invoiced/shipped, plus any additional labor, overhead, outsource, etc.If you use standard costing, any variances from average costs or actual costs to an item's “standard cost” (defined on the part) will post to a variance account in your financial statements, if you have standard costing configuration turned on in Cetec ERP.Note: Before an order is invoiced, the order line item's “cost” displayed on the line item represents the estimated cost of the item, not actual. It is only upon invoicing that the item's actual cost is posted and logged to the transaction.

Is The Hosting Service ITAR Certified, Not Just Compliant?

Yes. Cetec ERP offers an ITAR certified hosting service via Microsoft Azure called “Gov Cloud” for $500/month (flat).However, Cetec ERP’s default hosting service (included in the $50/user/month subscription) is provided by Google Cloud Compute, which is not ITAR certified or ITAR compliant.For information on which compliance and certification bodies Google Cloud undergoes audits for, see: https://support.google.com/work/answer/6056694?hl=enOf 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.”

Is There A Required Date Format For Cetec ERP?

Cetec ERP requires dates to be entered in YYYY-MM-DD format (for example, 2007-06-06).This encourages all Cetec ERP users to follow the global ISO standard. To prevent potential system issues, do not enter dates in any other format.Cetec ERP supports this by providing a GUI datepicker any time you need to enter or modify a date field. When you select a date from the datepicker, it is logged in YYYY-MM-DD format.

Is There a Way to Tell Which User Created a Part?

Yes. To see which user created a part number, locate the part number, click Edit on the far left side-nav menu, and scroll to the bottom of the page. You will find a text blurb indicating who created the part number and when.

Is There A Way To Track Raw Components And Sub-Assemblies Used Throughout The System?

Use the Invoice As Used report under Sales >> Invoices.

Is There a Way to Update Credit Card Information to Use When Paying for Cetec ERP Subscription?

Yes! Below are directions for entering a credit card in your site:<ul><li>Go to the top-right three-bars icon, then click My Profile.</li><li>From your profile, click the Subscription Page link in blue. That will take you here: https://mysite.cetecerp.com/subscription_page</li><li>Scroll down on that page, click Add Card, then enter a billing address and mark the card as Use For Cetec ERP Billing.</li></ul>

Is This ERP System Cloud Based?

Yes. Cetec ERP is a 100% cloud-native, multi-tenant platform. We offer hosting free of charge via the Google Cloud Compute platform, but we are hosting agnostic—if you wish to host in a third-party cloud, or on your own local resident hardware, we will support you.

Is Your Cloud-Based SaaS Set Up to Run With TLS 2.0 or Greater for HIPAA Compliance or PCI Compliance?

Yes. Cetec ERP provides TLS 2.0 support (and our version is upgraded beyond 2.0). To use it, log in at "https://______.cetecerp.com" (with the added “s”). However, with our default cloud SaaS offering, we do not force TLS. Technically, a user could remove the “s” and use the normal environment; we intentionally do not enforce that in the product.If you are going to be HIPAA audited, we recommend looking into private hosting (for example, on your own internal server). If you work with a HIPAA auditor to set up your network security, our team and Cetec ERP are flexible, and we will do virtually everything needed to make sure you are taken care of on those requirements.Cetec ERP is hosting agnostic. You can set up the app on our cloud (free), on a Google Cloud virtual instance (pretty cheap), on a Rackspace or Amazon instance (more expensive), or on your own internal hardware that you manage (we offer a $99/month maintenance fee for resident hosting).

The Document Management System Seems Really Beneficial, but How Does It Work? How Does Revision Control Work? How Does ECN Fit in the Document Management System?

Documents may be uploaded using standard document and revision management functionality and attached to ECO and ECN business objects. For more detailed guidance, see the Document Control documentation: https://cetecerp.com/support/documentation/document-control.html.

Is There a Way to View a Cost Breakdown for Stock Orders Involving Build-to-Stock Parts That Separates Labor and Overhead From Material Costs?

Yes. To create separate ledger entries for stock orders involving build-to-stock parts costs, turn on the following config variable in Cetec ERP: ADMIN >> Config Settings >> Config Settings >> COGS - Auto Post Labor/Overhead/Outsourcing From Original SA On SN Shipment.Before making this adjustment, we recommend testing this new setting in the beta environment first by processing a mock build-to-stock order and shipping out the assembly. This will provide a preview of the mock ledger entries to ensure they show the desired data. If a breakdown of cost data is all that is required, you can also view a cost report by going to SALES >> Invoices >> Cost Comparison.

What Cost Records Are Associated With Items/Parts in Cetec? When I Look at a Part's "Cost", What Am I Looking At?

<ul><li>Fixed part cost: Defined on the part Pricing tab (left side-nav menu of a part). This is useful for purchased components with cost/qty breaks defined per vendor (vendor part cost catalogues can be uploaded in batch in Pricing Maintenance).</li><li>Last buy/built cost: A record of the actual cost that the part was most recently purchased/received or built/received at.</li><li>Inventory rolling average cost: A snapshot of the rolling, weighted average costs of inventory. At the time of receipt (from a vendor or from an internal build), the average cost value is automatically updated (rolled) based on this calculation: (Current QOH x Current Average Cost) + (Receipt Quantity x Receipt Cost) / (QOH + Receipt Quantity). This cost is leveraged in Average Costing financial postings (only applies if your company operates on Average Cost methodology). If current QOH of the product is zero, the rolling average cost will be $0.00.</li><li>Fixed last resort part cost: A fixed estimated cost of the part, much like fixed part catalogued cost, except that it allows last buy cost and rolling average cost values to supersede it in default cost calculations.</li><li>Default cost: Cetec ERP attempts to automatically grab one of the above four calculated part cost references, and automatically use the value on various screens (e.g. transaction line item cost population, default component pricing on BOM overview, etc.).</li><li>Rollup BOM estimated cost: A cost summation and calculation of every material, labor, overhead, and misc charge the system has on file for the components in the makeup of the product. This is the total rollup cost estimate. This is only an estimate, and is based on each component’s own default cost records. A subassembly’s rollup BOM estimated cost will supersede its own default cost record as long as it is used and summed up in calculating its impact in parent rollup BOM estimated cost calculations. This rollup cost value is calculated for you and displayed on the BOM Overview screen.</li><li>Fixed standard cost: Defined on the global part record edit screen. Not to be confused with the fixed catalogued part cost defined on the left side-nav pricing menu. This cost is leveraged in Standard Costing financial postings (only applies if your company operates on Standard Costing methodology).</li><li>Actual costs per transaction: For example, per part purchase order receipt or per part build-to-stock invoice. Material costs are logged at actual cost purchased/received and stored on purchase order receipts. Parts produced on work orders have their material, labor/overhead, and outsource cost makeup summed and rolled into the receipt cost of the part built to stock on that work order. These actual costs may be looked up per transaction.</li><li>Average actual costs over a period of time: PO receipt reports and/or invoice reports may be run in Cetec ERP across a date range; export the Cost column to Excel and perform an historical average (sum of all costs divided by number of rows in the export for the date range defined) cost calculation of all actual invoiced (or received) costs for that product.</li></ul>

What Is the Best Way to Run a Report or Export Data to Measure On-Time Delivery to My Customers (Promised Ship Date vs. Actual)?

To review OTD data, navigate to SALES >> Invoices >> Invoice List. Change the View By filter to Invoice Lines.In this view, you will see two columns: Ship Date and Ship Target (date). Ship Target carries over from the date you set during the order stage. Ship Date is the actual date the order was shipped. You can combine View By with other filters on the Invoice List to get the report you need, and you can export the list to reorganize the data.

What Is the Material Here On Column in the Release To Pick Report?

This column is only for items that are short or late. If the line is not short or late, then this field is not applicable or useful.If the item is late, it looks for whatever incoming supply signal (vendor PO or internal build-to-stock work order) is causing the lateness. If it can’t find any PO or supply signal, the cell in that row will be blank.If the date of the late PO is before the current date (today), you’ll see the word “unset” in the field.Otherwise, if the date of the late PO is today or some date in the future, then you get the dock date of that late PO (when it should arrive).

What Is Your Pricing Structure (Subscription Based, Or Base Package Purchase Price With Additional User License Level Pricing)?

SaaS (subscription based) is $50/user/month. ShopFloorOnly users are half rate at $25/user/month. The subscription includes cloud server hosting, maintenance, licensing, upgrades, support, training videos, and documentation.

What Is a Std Cost/Standard Cost?

Std cost is a user-modified field that exists for reference purposes only. Once a user enters a std cost, they can compare it to the average cost.The only time Cetec ERP modifies the std cost is when the std cost is set to 0. In that case, it takes the first receipt cost of the part and sets 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 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, and invoices link to accounting (and 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 processes 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 company's 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—are key to growing your business.

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 open at the same time (for example, LIVE.cetecerp.com and DEMO.cetecerp.com), cookies and site data can conflict and cause the application to hang.Clearing your browser cookies usually resolves the issue.<ul><li>In Google Chrome, click the three horizontal bars in the top right corner.</li><li>Go to Settings, then Advanced Settings, then Privacy.</li><li>Open Content Settings and select "All cookies and site data."</li><li>Type "cetec" into the search box and click "Remove all shown."</li></ul>

Where Do You Change The Quality Manager Title In Cetec ERP To Update The Name On CoCs (Certificates Of Conformance)?

This is controlled by the Department table. Go to Admin >> Maintenance >> Data Maintenance, then edit the Departments table. Enter the Userid of the person you want on the Quality department, and that should show on your document (unless you have a custom document defined).

Where Does the Sourcing Field Under the Left Hand Nav Purchasing Tab on the Part Record Pull From?

The Sourcing field pulls from the BOM Quote worksheet. If you drill down into the line by clicking on the BOM Quote Worksheet, there is a "Sourcing" textbox that pulls to your Part Record.

Where Should I Look To See What It Normally Costs Us To Build This Product?

You have three options:<ul><li>Check the part record’s Default Cost value. This value is auto-populated on a quote line, order line, or PO line when you select a part. If someone at your company has a fixed cost defined for the part (via the Pricing tab on the left side-nav of a part screen), that will register as the part’s Default Cost. If not, the Default Cost can derive from how much the item actually cost you the most recent time you built/bought it (the part’s Last Buy Cost). This value is auto-populated on a quote line when you select a part if you have the use_last_buy_cost config variable turned on. Note: the Last Buy Cost value could be misleading (for example, if it was set by an internal transaction like an RMA receipt). Otherwise, the Default Cost can derive from the inventory item’s Rolling Weighted Average cost, which is only useful if the part has quantity already in inventory; otherwise it may read $0.00.</li><li>Check the BOM’s current Rollup cost calculation. This is a cost summation of every material, labor, overhead, and misc charge the system has on file for the components that make up the product. This is the total Rollup cost estimate. Note that this is only an estimate, and is based on each component’s Default Cost records. A subassembly’s Rollup BOM estimated cost will supersede its own Default Cost insofar as it is used and summed up when calculating its impact in parent Rollup BOM estimated cost calculations. This Rollup cost value is calculated for you and displayed on the BOM Overview screen.</li><li>Run an invoice report or a receipt report for the BOM across a certain date range, export the Cost column to Excel, and calculate a historical average (sum of all costs divided by the number of rows for the date range). This gives you an average of actual invoiced (or received) costs for that product.</li></ul>

Why Do Currency Symbols In Excel Exports Prevent Formulas From Working?

This used to be an issue in Cetec ERP when multiple currencies were defined. The system included the currency symbol in each cell, which could cause Excel to treat those values as text and prevent formulas (like summing rows) from working correctly.Cetec ERP has since segmented the currency symbols into a separate column on these reports, allowing Excel formulas to work properly for spreadsheet exports.

Why Does The System Respond Slowly When Pulling Up A Part Or Waterfall?

Loading a part or 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 of a slow load time, bring up the same part or waterfall again to ensure that the loading time has improved.

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. Our full suite of training “how-to” videos are also provided for free online: https://cetecerp.com/support/how-to/

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:<ul><li>https://cloud.google.com/security/</li><li>https://cloud.google.com/security/whitepaper</li><li>https://cloud.google.com/sql/docs/backup-recovery/backups</li><li>https://cloud.google.com/storage/</li></ul>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.We also offer an inexpensive monthly service for 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 10.7 and 10.8 of the Cetec ERP End User License Agreement.

What Specific Functions of This ERP System Make It Conducive for Manufacturing Companies in Medical, Military, and Aerospace Industries?

Here are several examples of functionality that support regulated, high-mix manufacturing environments:<ul><li>Inventory control in high-mix, low-volume environments, including mobile warehouse iPad and barcode support for warehousing efficiency, accuracy, and complete traceability.</li><li>Production process control with electronic work instructions attached inline to each stage of a job or BOM router, including required sign-offs, data capture, and full auditability from shipment back to work order.</li><li>Quality alerts that publish directly on work orders and travelers, with document links and expiration dates to ensure relevance.</li><li>Inspection workflows for receiving, in-process, and final inspections, including maintainable failure codes, inspection instructions, inline data capture, and yield reporting.</li><li>Fully ISO-compliant document control and document revision control integrated across the entire ERP system.</li><li>Detailed cost and profitability analysis with job costing drill-down into material, scrap, labor, overhead, outsourcing, and miscellaneous charges.</li><li>Complete shipment and invoice traceability into low-level assemblies and raw materials.</li><li>Manufacturing quoting and estimation, robust BOM and revision management, ECO handling, and a paperless shop floor.</li><li>An integrated ISO management system covering document control, NCRs, CARs, root cause analysis, tool and equipment maintenance scheduling, and customer case management.</li></ul>

What Type of Manufacturing Options Are Available in Cetec ERP?

<ul><li>Make-to-order (MTO)</li><li>Engineer-to-order (ETO)</li><li>Assemble-to-order (ATO)</li><li>Make-to-stock (MTS)</li><li>Pick-to-order (PTO)</li><li>Kitting</li><li>Distribution of raw or finished goods</li></ul>

What Types Of Dashboards Or Reporting Modules Are Built In?

Cetec ERP dashboards and reporting are flexible. There are several canned dashboards, and you can also create your own dashboard by setting a report in the system as your user Home Page.Canned dashboards include:<ul><li>Sales dashboard</li><li>Customer/profit dashboard</li><li>Quoting dashboard</li><li>Purchasing dashboard</li><li>Lead/CRM dashboard</li><li>Quality dashboard (NCRs, CARs, etc.)</li><li>Executive dashboard (sales history with cost/resale/GP/GM metrics, sales projections, SVOP (sales value of production), on-time delivery, inventory value, open A/P, open A/R)</li></ul>Canned reporting includes searchable, filterable, sortable reports across every major transaction set and business object set in the system. All reports are exportable to Excel with one click.Cetec ERP also includes a proprietary report writing engine, Report Writer, which offers additional reporting and dashboard capabilities.

What Will Be The “Real” Cost Of The ERP System Including Implementation, Initial Training, And Customization? What Is Typically Included In That Implementation Price?

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, you can set up a new test instance of Cetec ERP and sign on to our monthly subscription for that instance ($50/user/month, five user minimum, i.e. min $250/month) just like a normal instance. You may contact a Cetec ERP support representative to request nightly or weekly backups from your live instance to your test instance if you wish, so that you always have a recently updated copy of data in the test system.

When Invoicing Looks At Labor, Does It Pull Actual Labor From The Production Screen Or Take Estimated Labor?

When Cetec ERP processes an invoice, it pulls actual labor, 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, log the work time used on the order. You can do this by starting and stopping the work time clock on a work order, or by entering the total number of minutes logged to the job (you must have the supervisor role to do this).

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 (not the estimated cost) that went into building the assembly.To chase this down, go to the Receipt screen and follow the links back to the originating transaction:<ul><li>In Receipt, click the PO it was created from.</li><li>Jump to the corresponding order.</li><li>Go to the invoice issued from the order.</li><li>Open the Details/Serials screen on the invoice.</li></ul>The Details/Serials screen is where you can see how the item was costed. It breaks down the actual cost involved in building the assembly, including labor, overhead, and the price of the parts consumed in the process.

Will Cetec ERP Run on My Existing Server?

Details on running Cetec ERP on your existing server are available on our pricing page under Resident Hosting.

Engineering

Are Cetec Users Able to Create Reminder or Placeholder Items on a BOM, or Do All Components Need a Quantity?

Yes, you can create reminder or placeholder items on a Bill of Materials (BOM) in Cetec ERP. The recommended approach is to add a non-inventory part to the BOM and use the description line to include any notes or reminders.

Can I Edit a Part Number?

Yes. To edit a part number, first create a new part number, then merge the old part number into the new part number. This way, you won’t lose any of the data associated with the older part number.

Does This ERP System Encompass Design And Product Planning Tools (Engineering ECOs, Schematics)? Please Explain?

For design and engineering, Cetec ERP customers typically use CAD, SolidWorks, or another graphics platform. Engineering can attach CAD/SolidWorks (or other schematic) files to the appropriate business object in Cetec ERP (e.g., a quote or a BOM revision). Those files then flow through as related documents across the entire transaction flow (e.g., from quote to work order to invoice) and can be pulled up on the shop floor at any time.Cetec ERP also supports maintenance of BOM material and labor revisions, rev rolls, a controlled and collaborative ECO process, and controlling the ripple-through of an ECO.

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 will need to be done one by one. There’s no generic bulk upload because 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/medium companies, it will be less expensive to hire a temp and upload and attach them manually to each part/rev.

How Do I Go About Changing Parts in an Active BOM Revision?

First, consider the customer, integrator, and end-user requirements. If they need the ability to review all changes before any swap, then 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 gets written off because you cannot make everything come out evenly.However, there are alternative ways of handling this. Assuming your components are functionally equivalent, create a new BOM revision with the new component part and order against that new current BOM revision. Then have your production planner or order entry person swap the new component to the old component so the old component is consumed on the Order BOM (from the order, go to the Production View for the order line, then use the Order BOM Mgmt link on the left).You can also automate this 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 Is the Roll Up Cost Calculated in the BOM Overview Estimating Page, and How Is This Different Than the Ext Cost Value?

Ext Cost and Roll Up Cost are different but related values that work together on the BOM overview screen in Cetec ERP.Ext Cost represents the default cost stored for a part number. It is delivered by the Cetec ERP pricing engine, which searches through a hierarchy of possible cost sources to find a usable value. It first looks for a Part Pricing Cost, then a Last Buy Cost if the use_last_buy_cost configuration is enabled, then Average Cost, then Standard Cost, and finally a Last Resort Cost. If no value is found, the Ext Cost defaults to $0.00.Roll Up Cost, by contrast, is only defined for BOM parts and is not stored as a static value. It is a calculated value derived by totaling estimated costs associated with the BOM.<ul><li>Estimated setup cost</li><li>Estimated setup overhead</li><li>Estimated labor</li><li>Estimated overhead</li><li>Estimated outsource or charge costs</li><li>Total material cost of all BOM components</li></ul>The material portion of the Roll Up Cost is not simply the Ext Cost of the parent BOM item. Instead, it is calculated by summing the costs of each constituent component. If a component is itself a BOM, its Roll Up Cost is used. If it is a raw or purchased component without a BOM, its Ext Cost is used. This logic applies recursively through all levels of the BOM.The cost record associated with a part number is stored directly on the part record and is determined by the pricing engine. The Roll Up Cost, however, is always calculated dynamically and is not stored.

What Do the BOM Revision Status Categories Mean?

<ul><li>Active means the revision is approved and can be set as the current revision.</li><li>Runout means the current revision’s stock should be depleted in preparation for a new revision.</li><li>Pending means the revision has not yet been approved. When this is set on a revision, Cetec ERP will automatically remove the “Current Revision” from this one to another.</li><li>Obsolete means the revision is no longer approved. When this is set, Cetec ERP will automatically change it from the current revision as well.</li></ul>Currently, this will not have an impact on the inventory for the revision on open orders.

What Is a PRC Code?

In Cetec ERP, a part number is always tracked and kept in the following format: Product Code (PRC) plus Part Number. This combined value is referred to as a "prcpart."The PRC prefix is the smart numbering minimum structure for part records in Cetec ERP. It is inherited from a legacy terminal-based ERP system that supported large global manufacturers and was later rewritten into the modern Cetec ERP platform.For customer- or vendor-facing documents such as quotes, order acknowledgments, invoices, RFQs, and packing slips, you have full control over whether the PRC is shown or hidden. You can also choose to combine the PRC and part number and display them together as a single item.For example, you can define a PRC code like "TNK" for TankUtility and hide that prefix wherever needed. You can also implement a custom smart numbering scheme using PRC codes to segment inventory, such as raw materials, subassemblies, and finished goods.To learn how to manage PRC codes, see: How To Create A PRC Product Code (https://cetecerp.com/support/how-to/how-to-create-a-prc-product-code.html).

What Is the Difference Between Cross Parts and Part Spec Groups?

Cross Parts simply link parts together, without any other restrictions other than that this part is a reference to that part. Examples include customer part numbers, vendor part numbers, part synonyms, etc.Part Spec Groups let you group parts together arbitrarily and restrict them. You can say, for example, that with Part Spec Group A this unique grouping of parts is interchangeable with each other, whereas with Part Spec Group B (a slightly different grouping) those parts are interchangeable with each other.This gives you the power to maintain different part spec groupings of approved alternates for a single component (e.g., RAWABC). On one customer job/BOM, you can add Part Spec Group A to the BOM itself (instead of a component part number). On another entirely different customer job/BOM that uses the same component, you can add Part Spec Group B to the BOM itself.<ul><li>Cross Parts let you make parts synonyms (alternates) of each other.</li><li>Part Spec Groups let you create groups of part synonyms and apply those groups as approved alternates per BOM.</li></ul>

When an ECR or ECO Is Created in Cetec ERP, Is There a Way to Prevent, Stop, and Flag Any Orders for the Affected Parts from Being Released Until the ECR/ECO Is Complete?

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

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 Copy BOM to pull BOM materials and miscellaneous charges, and use Copy BOM Worksheet to pull materials and miscellaneous charges from another BOM Worksheet. In both cases, if you want to copy labor, click Labor Total and use Copy Labor From Part.

When Should I Use Multi-Level BOMs? Is There a Case to Be Made for Flattening Out My BOM Structure?

Cetec ERP’s build process lets you structure your manufacturing process to fit your needs, including the creation of complex multi-level Bills of Materials (multi-level BOMs).For example, if you are building a boat, you could create a single BOM for the boat, with the engine, shell, and wheel house all contained within a single part. Alternatively, you 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 (a sub-assembly) for that part. In many cases, setup 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 setup. Additionally, if the sub-assembly is common to several builds, structuring it as a shared component provides more flexibility and control to the build process.That said, if those factors aren’t present, 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 distinct BOM records should be avoided unless there is a specific benefit to managing them separately.

Where Does the ECO Disposition List Pull From?

The disposition drop-down list pulls from the NCR disposition data maintenance table.

Warehouse & Inventory Management

Are Cycle Counts Arranged by Parts or Bins?

Cycle counts are arranged by parts, not by bins. If a part is included in a cycle count, all bins containing that part will appear in the cycle count.

Are Material Adjustment Comments Visible in the GL Account Transaction Details?

Material adjustment comments do not appear in the GL account transaction details. You can view them from the Inventory Activity report instead.<ul><li>Go to Parts > Reports > Inventory Activity.</li><li>Use the +/- column selector and scroll until you find “Reason.”</li><li>Click Show to add the Reason column and see the comments.</li></ul>

As a Receiving Clerk, How Do I Look Up Open Purchase Orders I Will Be Receiving?

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

Can I Over-Pick In Cetec ERP?

By default, Cetec ERP does not allow you to over-pick.There is a configuration option you can turn on or off at any time to allow over-picking. To allow over-picking, set this config setting to 0: part_pick_forbid_overpick.

Can the System Handle Kanban?

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

Does Cetec ERP Have Min/Max Inventory Capability, Safety Stock Levels, Re-Order Points, and Minimum Order Quantities?

Yes—Cetec ERP does have that capability.In Cetec ERP, we call these ROP (re-order point), MOQ (minimum order qty), and EOQ (economic order qty). You can set each of these values on the inventory record of a part’s warehouse record (click the pencil icon at the top left of a part/inventory record next to the Warehouse name).<ul><li>ROP = the safety stock level; if you dip beneath this level, a signal is sent to MRP to build/buy more.</li><li>EOQ = the ideal quantity to build/buy; MRP will tell you to build or buy this much more above your ROP when that trigger hits.</li><li>MOQ = this is a check that, in lieu of a fixed EOQ, makes sure when you add the item to a vendor PO or build-to-stock work order, that it is at least above the MOQ.</li></ul>Note also that you can run MRP filtered by a "source type" of ROP (as opposed to Supply/Demand).

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 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 plus the shelf life.

How Are Turns Per Year Calculated On The Pulse Dashboard?

Turns per year are calculated as: (average daily invoice cost (average across the last two months) × 365) ÷ inventory value.

How Can I Include Parts With Zero QOH In A Full Inventory Or Cycle Count?

For now, Cetec ERP does not support including parts with 0 QOH in a full inventory or cycle count.What we recommend for now is: when you go around your warehouse checking stock quantity, 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 survey the bins with stickers and enter the stock using the Add Stock (Non PO) button at the top right of the screen.

How Do I Cancel a Receipt if a Bin Has Been Split?

To cancel a receipt with a split bin, you have to move the quantity back to the original bin. For example, if you have two bins for PRT2 and one is NEW and the other is NEW-1, you would need to consolidate the quantity to NEW (the original bin).To do this, set the quantity for NEW-1 to 0 with an inventory adjustment. Then adjust NEW to your full quantity. This will allow you to cancel the receipt.Note: This process only works if none of the inventory has been shipped yet.

How Do I Edit the Purchase Lead Time for a Part?

To edit the lead time on a part, navigate to the part record "View" tab. Scroll down to the particular warehouse in which the part's activity resides, and click the pencil icon. A pop-up screen will appear where you can enter the lead time.As a note, the standard lead time in Cetec ERP is measured in days. If you would like your lead time reflected in weeks instead, use the configuration setting "leadtime_unit" to make this change.

How Do I Flag RoHS on a Top Level Assembly?

Cetec declares RoHS compliant on a top level assembly depending on its components' RoHS flag.<ul><li>If all components (both subassembly and raw) are checked "yes" on RoHS, then the BOM will flag "yes" as RoHS.</li><li>If there is one component (either subassembly or raw) that is checked "no" or has no "yes" declaration, then the entire BOM is not RoHS declared.</li></ul>

How Do I Get Consumption Quantities of a Part Number?

For that purpose, 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 Do I Get LOTFROMCOMPONENT To Set Properly?

There is a particular process to get the lot code to set correctly based on LOTFROMCOMPONENT. Cetec ERP sets the lot code on an order at two points:<ul><li>When you create the order.</li><li>When a user clicks into the serial screen.</li></ul>Your process will be to pick the parts for the work order, then immediately click into the serials screen. That will trigger the lot code being set on the order based on the component lot code. You do not need to set any serials; just clicking into the serials screen will set it. After that, you can complete the order as usual.

How Do I Increase the Precision Value for Landed Cost?

The config settings line_currency_precision and total_currency_precision will increase the decimal places for landed cost, so you can use the same precision for landed cost that you use for your regular costing.

How Do I Keep Users From Receiving More Qty Than What’s on the PO Line?

You can do this using a configuration setting. Go to Admin >> Config Settings >> Config Settings and search for “PO Line qty over percentage allowed.” Enter a value of -1 in that field to disable it. Users will no longer be able to receive a quantity greater than what is on the PO line.

How Do I Maintain Vendor Consignment Programs In Cetec ERP?

<ul><li>Create a separate warehouse in Cetec ERP. This is your consignment warehouse location.</li><li>Receive parts (or part quantity) into the consignment warehouse at zero cost.</li><li>When you need to “buy” and use inventory from consignment, perform an inventory adjustment down in the consignment warehouse. Place a PO for the parts you need, where the vendor on the PO header is the consignment vendor, then receive against that PO into your normal warehouse for the quantity adjusted from consignment.</li><li>Once the parts are received in your normal warehouse, you can use them to fulfill end customer demand.</li></ul>

How Do I Track Consumables?

Cetec ERP handles consumables, such as saw blades that are continually used up on the shop floor, using a couple of different features. The goal is to maintain a kanban-like signal on the consumable so you always have enough on hand to fulfill an order.For example, if a saw blade dulls over time: purchase saw blades, receive them into inventory, and maintain an ROP (re-order point) on the item. When a blade dulls, adjust the inventory down by one. When the quantity level drops below the ROP, Cetec ERP will notify purchasing to buy more.

How Do You Get a Total of All the Inventory Items in My Warehouse?

Navigate to PARTS >> List by Bin and filter by warehouse location. To get a total of all inventory items, export the report and sum the value of all the bins in your warehouse location.

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 Does a Cycle Count Know Which Parts Have Been Included in Past Cycle Counts, and 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 "Last Cycle Counted" date is set within the system to ensure that counted parts are withheld from future cycle counts.

How Does Cetec ERP Choose Parts for Cycle Counts?

Within the parameters you give to a cycle count, Cetec ERP randomly chooses parts and creates a cycle count. When you go into a cycle count and complete the count for a part by clicking Set, the system updates that part’s Last Cycle Counted date.The next time you run a cycle count, Cetec ERP looks at the same parameters and selects parts from those with the oldest Last Cycle Counted dates, meaning the parts that have gone the longest without being counted.For example, if you have 100 items in inventory and count 10 items per day, the first cycle count updates 10 parts. The next day, the system selects from the remaining parts with older dates. After 10 days, all parts will have been counted once. On the 11th cycle count, Cetec ERP will again select the parts from the first day, since those now have the oldest dates.

How Does Orders W/Need Work?

You can access the Orders W/Need data in two ways:<ul><li>Go to PARTS > View/Lists > [Choose a part] > Activity+ > Orders W/Need from the left side-navigation menu.</li><li>If there are any orders with need for the part, they will display as links on the receiving screen upon the receipt of a relevant part.</li></ul>The Orders W/Need list displays a subset of the Open Orders list. These rules determine what orders get included in Orders W/Need.The system first looks at all open orders for part X (for stock orders, part X is the “as sold” part; for build orders, part X is the “as used” part).A Stock Order for part X as sold has a quantity need if all of these conditions are met:<ul><li>The order’s ship date is today, or is in the past.</li><li>Qty set to ship is greater than 0.</li><li>Qty set to ship has not yet been fully picked.</li></ul>A Build Order for component part X as used has a quantity need if all of these conditions are met:<ul><li>The order’s work start date is today, or is in the past.</li><li>Order balance due of top-level part * component qty per top is greater than 0.</li><li>Order balance due of top-level part * component qty per top has not yet been fully picked.</li></ul>Then, for all orders that meet the above conditions, the system sums up the Qty set to ship for all Stock orders plus the Order balance due of top-level part * component qty per top for all Build orders.If that number is greater than the quantity on hand in inventory (minus any material that has been received today), then all orders contributing to this quantity will get logged to Orders W/Need (as either orders as sold for stock or orders as used in BOM orders).

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 an order when it is picked. Inventory is backflushed upon shipment and invoice of the finished good.

How Should We Receive a Damaged RMA We Plan to Scrap So 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.

I Received A Part Into A Different Warehouse Than The Warehouse Listed On The PO. Now I Can't Unreceive The Receipt Because I Get A Warning That "PO Location Does Not Match Bin Location". How Can I Fix This?

To undo the receipt, first update the PO header to match the warehouse where the line was received.<ul><li>Go back to the PO and edit the “Location” filter in the header to match the warehouse location where the line was received.</li><li>Save your changes.</li><li>Return to the receipt and cancel the receipt.</li><li>Go back to the PO and change the “Location” filter back to the correct warehouse.</li></ul>

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 Quantities of Parts With Different Revisions?

For example, let's say we have QOH of qty 200 of part BOM01.If you update BOM01 to a new rev BOM01-A, then set BOM01-A as the “current” rev, that simple BOM record change will have no effect on the inventory record for that part. It will stay at qty 200.There is a difference between an inventory record for a part/item and a BOM record for a part/item. 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 (for example, BOM01 and BOM01-A).To segment and distinguish between revision quantities, Cetec ERP also stores “revision” at the bin level. If you go to a part record and scroll down, you will see inventory quantity 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, then 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. When you look up part BOM01, you will see QOH=300 total, and you can see qty 200 of BOM01 and qty 100 of BOM01-A by looking at the bin layers in inventory.

In a Kitting Scenario, What Must a Cetec ERP User Do to Adjust the Quantity Without Scrapping Material If Parts Have Already Been Picked?

<ul><li>Deket the material.</li><li>Edit the quantity needed on the order.</li><li>Repick the material to the appropriate quantity.</li></ul>

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 does not display the 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.

Is There a Way to Access a List of Lead Times by Part Number?

You can view lead times by part number using the Parts By Warehouse report’s “Leadtime” column. Find the Parts By Warehouse report in the Parts tab under the Lists dropdown menu.

Is There a Way to Allow Putting Two Receipts of the Same Part in the Same Bin?

Under ADMIN >> Config Settings >> Config Settings, there is a config variable called "Put Away - Use Suffix For Duplicate Put Away." Once you turn that on, the system will add a suffix to a bin name every time you try to combine two receipts in one bin.For instance, if you have an older receipt in bin 001-002-003 and a newer one in bin NEW, instead of preventing the new receipt from being moved to bin 001-002-003, it will instead create 001-002-003-1. The suffix is added to work around a system limitation to keep the receipts separate. You can still put both receipts into the physical bin 001-002-003 and start using up the quantities from the older receipt first.

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, Cetec ERP will not enforce it. You will be able to see all bin locations where the part exists and pick from any one of them.

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.

My Pick Parts Screen Loads Slowly. Is There Any Way I Could Get It To Load Faster?

Try turning OFF the config setting “Warn if inventory pick is Not from oldest FIFO Bin” if you don’t really need it turned on. This could help speed up the load time of the Pick Parts screen 2x.

What Allows a User to Pick Parts for an Order?

A user can pick parts for an order if any of the following are true:<ul><li>The 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).</li><li>The user is the assigned picking user.</li><li>The user is an Admin.</li></ul>

What Do Traceability Capabilities From Raw to FG to Sales and Possibly After Sales Look Like?

Cetec ERP provides complete material and cost traceability from raw material through subassemblies and multi-level assemblies to finished goods, sale of product, and beyond. This includes lot-level tracking from receipt of material (such as date code, lot or heat code, and component revision) as well as serial-level tracking for uniquely serialized raw components. Receipt and certification documents are captured, and receipt costs are tracked per FIFO inventory layer. This information flows through order picking to the work order for subassemblies or finished items being built, stocked, or shipped. Finished items may also be serialized. The result is that a user can start with only a top-level serial number and trace back to the shipment, related subassemblies, and all associated costs, serials, lots, dates, and certification documents down to the originating raw materials.

What Does Floor Stock Do And How Do I Enable It?

The Floor Stock feature allows the system to automatically pick parts on the production floor when you go to pick parts for a particular order in your system.To use this feature, turn on the "Enable Floor Stock" config setting in your environment.Then flag that part as "floor stock". It will be auto-picked once you pick other parts for the work order.

What Does It Mean for a Bin to Be "Locked/Usable"?

Locked/Usable is a bin feature that allows you to still pick parts from a locked bin if necessary for your business needs. In this regard, it follows all of the same functions as a locked bin, except that it is still usable (able to be picked onto open orders).

What Does The "Material Here On" Column Mean On The Release WH Screen?

If you are short material and you have a PO coming next week, for instance, Material Here On tells you that the material is going to be here on that day.

What Does the Preferred Bin Field in the Warehouse Edit Screen Do?

Preferred bins are given preference for picking. Preferred bins will show first in the pick list and will be used for auto-picking when possible. This is used in cases where you want to have stock picked from any bin that starts with a specific prefix, such as "FLOOR."

What Does the Primary Bin Field in Part Warehouse Edit Screen Do?

The Primary Bin is shown on the Put Away screen. It specifies a location the part should go when there is a reason to deviate from random stock.

What Fields Are Editable When I Reopen a Closed Vendor Return?

Reopening a closed vendor return allows you to edit any bonus columns you have created for the Vendor Return, the Description field, and the Comments field. By design, no changes can be made that would affect your ledger or inventory.

What If We Receive ProductX, Assign It a Serialized Barcode, Pick and Scan It Into a Work Order, Then Get a Call From the Supplier Saying ProductX Is Recalled?

Use the following reports to trace ProductX based on whether you need historical shipment/invoice history or currently open work orders.<ul><li>Invoice As Used Report: View complete sales history (historical invoices) with detail broken down on each component or ingredient or raw material used (consumed) on the order. Find it in Sales >> Invoices >> Invoice As Used.</li><li>Component Serial List: If you serialize individual units of ProductX upon receipt, use this “as used” report for component (raw material) serials to view all serialized pieces of raw material that have ever gone out on shipments. Find it in Sales >> Invoices >> Component Serial List.</li><li>Top Level Serial List: If you assign serials to top-level finished items on their way out the door, use this to view all finished goods serials that have ever gone out on shipments/invoices. Find it in Sales >> Invoices >> Top Level Serial List.</li><li>WIP Material Report: If you need to report on what currently open work orders the recalled material is being used on, use this report. Find it in Production >> Orders >> WIP Material Report.</li></ul>If you simply want to see all finished goods (BOMs) that a component or raw product is used on, go to the part record for that raw product and click the BOM Use link on the far left side-navigation column.

What Is a Bin Lock? Why Is My Bin Locked?

A locked bin disallows a user from picking parts from that bin on an open order.A bin can be locked for these reasons:<ul><li>A user manually locks the bin by clicking the Edit button to the right of the bin name and selecting the “Lock Bin?” checkbox.</li><li>A user manually locks the bin when receiving the part into inventory by clicking “Lock Bin” on the warehouse screen.</li><li>If incoming inspections are required for the part, the bin will be locked upon receipt until the Incoming Inspection has been completed.</li><li>If the part has an expiration date beyond today, the bin will be locked. The expiration date is set by clicking the Edit button to the right of the bin name. To disable the lock feature when bins expire, edit the configuration setting “Lock Bins When Expired” to 0.</li></ul>

What Is the Best Way in the System to Manage WIP Inventory That Are Issued in Bulk Amounts?

There are a few options for handling WIP inventory issued in bulk amounts.<ul><li>You can pick the full quantity (for example, 5,000 units) and then reduce the pick back to the actual amount used (such as 1,000 units) when you put the remaining material back into stock.</li><li>You can remove the full quantity from stock and treat it as floor stock. If you use this approach, you should not pick it on the order.</li></ul>The first method is generally preferred unless the items are incidental and very low cost.

What Is the Best Way to Track Jobs With Customer-Supplied Material?

There are a couple ways to handle customer-supplied material for jobs:<ul><li>Store the customer-supplied material in a separate warehouse. When you need that material for your job, do a warehouse transfer.</li><li>Use bin locations and create a PO for $0 and issue it to the job. You can still track jobs with customer-supplied material and drive production from a BOM like a normal work order. To do so, receive components in (without a PO) at zero cost to reflect the acquisition of customer-supplied material; this material will be relieved (at zero cost) upon shipment of the order to the customer to reflect the relief of customer-supplied inventory. You can then use a bin-naming scheme to indicate it is customer-supplied, or a FIFOIX bonus column for CS Y/N. Often people will lock the bin until ready to consume it (so that it does not throw off MRP/purchasing).</li></ul>

What Is the Default Unit of Leadtime for Parts, and Can This Be Changed?

By default, different places in Cetec ERP measure leadtime using weeks or days.If you would like to use a uniform leadtime unit throughout the system, you can set a config variable. To change the default, navigate to ADMIN >> Config Settings >> Config Settings, then search for "leadtime_unit".The potential values are:<ul><li>"0" to use the default setting</li><li>"1" to use weeks everywhere</li><li>"2" to use days everywhere</li></ul>This will not automatically change values you already had (for example, if you had 1 week leadtime using weeks as the leadtime unit, changing the leadtime unit to days will not automatically convert this to 7), so use caution when making changes.Also, leadtime values only take integers. If leadtime is set to weeks, you cannot enter anything less than 1 or any decimals as a value.

What Is the Difference Between QOH, QR, and QA?

Quantity on Hand (QOH) refers to 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 minus Quantity Reserved (QR).This means you could find a QOH > 0 while you see 0 parts in your warehouse, and QA could go below 0.

What Is the Difference Between Quantity Available and Quantity Reserved?

Quantity Available is QOH (quantity on hand) minus Quantity Reserved.There are configuration options to determine exactly when and how these inventory quantities are reserved. These config settings are Reserve Inventory for All Orders and Reserve Quantity on Pick.<ul><li>By default these two config settings are set to 0 and the system reserves inventory quantity for open sales orders within the parts lead time. This methodology is designed to help manage cash flow. Cetec ERP will not reserve stock for an order until, based on the lead time, it is impossible to 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.</li><li>When Reserve Quantity on Pick is set to 1, the quantity will be reserved once it is picked.</li><li>When Reserve Inventory for All Orders is set to 1, the quantity is reserved immediately when the order is placed.</li></ul>For job shops, make-to-order operations, or manufacturers, Cetec ERP should be configured to either reserve 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 rely 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).

What does the Preferred Bin field in Warehouse Edit screen do?

Preferred bins are given preference for picking. Preferred bins show first in the pick list and will be used for auto-picking when possible. This is useful when you want stock pulled from bins that share a specific prefix such as “FLOOR.”

What Report Provides Details for Slow Moving or Obsolete Inventory?

The report you are looking for is the Historical Demand Report. You can find this report under the Parts Module, then Reports, then Historical Demand.

What Should I Do When I Accidentally Receive an Invoice That Was Linked to an Internal Order?

This can be easily fixed. Follow these steps:<ul><li>Reopen the PO.</li><li>Inventory adjust down the duplicate receipt.</li><li>If there is a ledger entry for the PO receipt, set the values to 0.</li><li>If there is a ledger entry for the inventory adjustment to cancel the receipt, set the values to 0.</li><li>Invoice the order.</li><li>If the goods were consumed or shipped, get the correct cost from the PO and fix the cost on any related invoices.</li></ul>

What Should I Do When I Didn't Pick All the Components Before I Created an Invoice?

This can be easily fixed. Follow these steps:<ul><li>Adjust the material cost on the invoice to what it should be.</li><li>Unpick anything that doesn't belong.</li><li>Reduce the quantity on the material that wasn't relieved correctly.</li><li>Zero out the ledger entries for the material reductions.</li></ul>

What Users or User Roles Are Allowed to Perform Inventory Adjustments?

Any user with a Manager, Supervisor, or Admin role can perform inventory adjustments.

Where Do The Inspection Notes That You Enter When Receiving Parts Appear?

Navigate to WAREHOUSE >> Receiving >> Incoming Inspection. You can filter and display all inspection notes you have entered by looking at the Comments column.

Why Can I Receive More Parts Than What My PO Called For?

This has to do with a configuration setting called "PO Line qty over percentage allowed." This configuration setting, when set to its default (-1), allows the quantity received on a PO line to be greater than the quantity of the PO line itself.If you set the configuration setting "PO Line qty over percentage allowed" to "0", you will see a pop-up warning if you try to receive a quantity greater than the PO line quantity that reads: "Qty too high to receive! Check config setting or adjust qty".

Why Does Cetec ERP Allow Me To Adjust And Override The Raw Material/Component Quantity Being Relieved (Backflushed) At The Time Of Shipment?

Cetec ERP sets the "qty to relieve" to exactly what was Qty Picked by default, but it allows you to change that number if you want.This flexibility exists because there are edge cases where a BOM calls for a certain quantity to be picked, but ultimately a different quantity is relieved, and the remaining quantity is dispositioned (put back in stock for later use, etc.).Examples include:<ul><li>Partial shipments. Letting the user control "qty to relieve" gives greater control over what material is actually getting consumed on the partial shipment.</li><li>Overpicking spares. Some people intentionally overpick beyond Qty Need so they have spares available. In that situation, you can go back to the pick list and unpick from the closed order (or from the part record) to put parts back in the system and show parts as qty Avail.</li></ul>

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 customers.A common physical process is to use stickers or dots to show what has been counted, then 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., and some do it at the end—it depends on how your company has arranged the rest of the count.

Why Does The Inventory Widget On The Dashboard, Inventory Value Report, And List By Bin All Display Different Total Inventory Values?

These totals can differ because each view uses a different method to calculate inventory value.<ul><li>Executive Dashboard: average cost × QOH for all inventory.</li><li>Inventory Value report: calculated from the relieve inventory logs, from the beginning of time.</li><li>List By Bin: actual value of all bins. This is the most accurate report to rely on.</li></ul>

Why Is the QOH for a Part > 0 When I See Nothing on the Shelf?

Quantity on Hand (QOH) refers to the total quantity of a part within the four corners of your warehouse, including parts that are reserved. The only time QOH changes is when you receive or ship the part, or manually adjust its quantity.This means you can find a QOH > 0 even when you see 0 parts on the shelf.Quantity Available (QA) more accurately captures the quantity of a part on a shelf at any given point. QA = QOH - QR.

Will The System Identify If A Part Is Pulled From Different Kits? For Example, If A Reel Is Used In 3 Different Kits, Does The System Identify That It’s Pulled That Way?

Yes. If your kit is modeled as a BOM, Cetec ERP will direct the warehouse picker to pull material specific to that kit.Additionally, if any materials are currently in WIP on an order for a kit, the part record will outline where those materials are being used (which kits and which orders), where they are in production, and related details.

Quality

Are NCR Cost Impact And Cost Recovered Fields Connected To Accounting?

No. NCR Cost Impact and Cost Recovered fields are not connected to Accounting. These fields can be entered whenever you choose and have no GL impact. These fields are typically used to help determine the extent of the NCR failure.

Can I Get My Work Order COC After Invoicing?

Yes. You can reprint the C.O.C. from the order.<ul><li>Go to the order by clicking the order link in the left-hand menu at the bottom.</li><li>Click the blue link on the line you want.</li><li>Open the Documents tab.</li><li>Find the C.O.C. in the list and print it again.</li></ul>

How and When Does the DTS Inspection Requirement Reset?

The DTS inspection requirement defined in your config settings will reset for the part and vendor when there is a failed inspection. All progress will be lost, and the total required inspection number will need to be fulfilled again in full.

How Are Failure Codes Set Up, 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.

How Do I Set Universal Incoming Inspection Instructions Across All Acts Of Receiving?

Navigate to Admin → Config Settings → Config Settings. In the "Name" field, search "Incoming Inspection Instructions". In the "Value" box, enter the instructions you would like to populate on the receiving screen, and click "Set". These instructions will populate automatically for each received part.

How Is The Quality Manager Field On The COC Populated?

The Quality Manager on the COC is populated from the Quality row under Admin > Maintenance > Data Maintenance > Department.In the Manager ID field, type the ID of the user you want to use.

Is There a Way to Handle Non-Conformant Items, Such as Early Shipments, Wrong Parts, Wrong Quantities, or Quality Issues?

Yes. The NCR module is fully integrated. When you fail a receiving inspection or an inspection on the shop floor, an NCR is automatically generated. For more information on NCRs, see Non-Conformance Reporting in Cloud ERP at /support/documentation/ncr.html.

We Have RMAs the Customer Takes a Credit For, and They Don't Want the Assembly Returned After Repair. We Want the Assembly to Be Completed/Received Into Our Warehouse Once Complete. How Can We Create a Work Order for This?

In the header of the RMA, check the box next to “Rework to Stock?”, then click the orange Update button.

What Are Quality Alerts? How Do They Work?

There is a short video that walks through how quality alerts work and how to publish them on work orders. You can view it here: How To Publish Quality Alerts on Work Orders.

What Are Valid Options To Set The Date Code Format (Config Value: Date Code Formats)?

Date Code Format is as follows (using date Jan 1, 2000 as an example):<ul><li>YYYYMMDD (becomes 2000-01-01)</li><li>YYMM (becomes 0001)</li><li>YYYYMM (becomes 200001)</li><li>MMDDYY (becomes 010100)</li><li>WWYY (becomes 0100 — WW is the 2 digit week number)</li><li>YYWW (becomes 0001)</li></ul>Note that options are generally derived from strftime formatting, as in: https://devhints.io/strftime

What Controls the COC Username?

We show the person who inspected the order. However, there are some conditions:<ul><li>If no one inspected the order, we show the person who moved it out of the inspection ordline status location.</li><li>If no one moved it out of the inspection ordline status location, we show the QA person for the company.</li><li>If there is no QA person, we show the user printing the COC.</li></ul>

What Drives the Inspector Name on the Certificate of Conformance?

The first inspection recorded drives the inspector name on the Certificate of Conformance.

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 quantity; sometimes not. Whatever the intention is, the 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 Cetec ERP NIST (National Institute Of Standards And Technology) Compliant?

For NIST compliance, Cetec ERP outsources this to Google Cloud Compute.See here: <a href="https://cloud.google.com/security/compliance/nist800-171/" target="_blank" rel="noopener noreferrer">https://cloud.google.com/security/compliance/nist800-171/</a>Per the documentation above, Google Cloud Compute has undergone an independent third-party assessment confirming compliance with NIST 800-53 controls in scope for FedRAMP, which includes the requisite controls described in NIST 800-171. Based on that documentation, it does appear Google Cloud Compute is NIST compliant.

Accounting

Are Retained Earnings Generated Automatically in Cetec ERP?

Yes, retained earnings are generated at will. The Retained Earnings section allows you to clear out year-end outstanding balances. You can access this section via Accounting >> Retained Earnings, or through notifications on related financial reports such as the Profit and Loss, Balance Sheet, and Statement of Cash Flow.

Are the Financial Statements Printer-Friendly for Month-End and Year-End, and Can I Look Up Previous Months/Years?

Financial statements are exportable to Excel. This is widely preferred since further changes are typically made based on who the audience is.Yes, you can view all historical transactions that occur through Cetec ERP (not Legacy), and you can look up previous months/years.

Can I Batch Email Remittances To Multiple Emails For The Same Vendor?

Yes. On the vendor record Edit screen, you can add multiple email addresses under "Accounting Emails" by separating them with commas. Batch Email Remittance will use the email address(es) on the vendor record.

Can I Change the Fiscal Year Start Date for Accounting Reports?

Navigate to ADMIN >> Config Settings >> Config Settings. There are two variables here that control the fiscal year start date. For ytd_start_day, put a day; for ytd_start_month, put a month. After setting both variables, relevant financial reports will default to your fiscal year start date.

Can I Have Ledgers and Sub-Ledgers in Cetec ERP?

Yes. Cetec ERP lets you define sub-ledgers, including sub-ledgers of sub-ledgers, to any depth needed.

Can I Set My AR Aging to the Due Date Instead of the Invoice Date?

Yes. Navigate to Admin → Config Settings and search for "AR Aging Transaction Date". Set this configuration to "due_date" to adjust aging days in reports across Cetec ERP to use the due date instead of the invoice date.

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. Cetec ERP will increment check numbering per GL Account.

Can I Update a Parts Default COGS Accounting?

Yes!If you would like to override the default setting, you can do this in two ways:<ul><li>Per PRC basis: PARTS >> PRC List >> [search for a PRC].</li><li>Part-level override: PARTS >> Views/Lists >> List >> [search for a part] >> click on Edit in the left-side navigation menu.</li></ul>

Can You Set a Reason Code to a Specific GL Account?

Yes. Navigate to Admin > Maintenance > Data Maintenance and search for InvShortageReason to set a GL account ID.This needs to be the Account ID (not the Account number). Go to Accounting > Chart/Ledger > Account List, find the Account ID column, and enter that value into InvShortageReason.

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:<ul><li>Post to retained earnings.</li></ul>Monthly/Weekly:<ul><li>G/L inventory reconcile to Inventory Detail.</li><li>G/L A/R reconcile to A/R Summary.</li><li>G/L A/P reconcile to A/P Summary.</li></ul>Cost Accounting:<ul><li>Invoice cost review: estimates vs. actuals.</li></ul>MRP:<ul><li>Past due vendor POs.</li><li>Past due sales and work orders.</li></ul>

Does Cetec ERP Support Both Cash and Accrual Basis for Financial Reports?

By default, Cetec ERP financial reporting is driven on an accrual basis only. A tool for automatic toggling between cash/accrual financial reports is currently on the roadmap for development in the Cetec ERP platform.However, when filing taxes, typically your CPA will be able to back into the cash-based reporting based on the financial reports exported from the Cetec ERP system. Financial statements may be exported to Excel for accrual-to-cash conversion adjustments to A/R, A/P, and relevant revenue, COGS, and expense account balances.You may also choose to make a manual ledger entry for that adjustment and reversal (for example, at the end of the month, and reverse on the first of the following month) if you do not want to export to Excel to adjust. Just clone the GL entry or make it recurring, adjusting values as needed for the conversion.To calculate cash basis, a rough model is as follows:<ul><li>Revenue: Beginning A/R + Accrual Revenue - Ending A/R = Cash-Based Revenue</li><li>Expenses: Beginning A/P + Accrual Expenses - Ending A/P = Cash-Based Expenses</li><li>Net Income: Cash-Based Revenue - Cash-Based Expenses = Cash-Based Net Income</li></ul>

Does Cetec ERP Support Landed Cost Tracking?

Yes, Cetec ERP does support landed costing.Cetec ERP does not require that you track landed material costs. Because Cetec ERP supports capturing tax and/or freight as separate fields on a PO / PO Line / Receipt, you can always segment PO freight and PO tax amounts explicitly on a vendor invoice.<ul><li>Segment PO freight and PO tax amounts explicitly on a vendor invoice.</li><li>Lump PO freight and PO tax charges into PO receipt material cost (landed cost).</li></ul>When receiving material in Cetec ERP, the costing information is defaulted from the vendor purchase order, and this cost can be overridden at the time of receipt. If you want to inflate PO line cost with additional freight and/or tax charges from the PO (i.e., landed cost), an option for “landed cost” will appear on the receiving screen. This option only appears at Receiving if you turn on the Receiving - Enable Landed Cost configuration setting in Admin >> Config Settings.Immediately upon receipt, the general ledger is debited for the inventory value of the receipt (qty received * unit cost) by the total dollar amount received (whether landed/inflated or not). Landed costing lets you treat tax/freight as part of the cost of goods until they are sold; not entering landed cost of material lets you treat tax/freight as purely an expense.

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 can also batch print checks and remittances, and batch download them into CSV for positive pay.You can use the check register to ensure that check balances tie out between the appropriate ledger accounts and your bank statements. Note that Cetec ERP also has a Deposits module that lets you do the same thing on the A/R side.Regarding tying to bank accounts, there is no explicit default linking or API from Cetec ERP to banks. You still have to enter all data into the system; you are not downloading a statement from the bank.

How Are The Cash In And Cash Out Cash Projection Metrics Derived That Display On The Home Page Dashboard Reporting Widgets?

Cash In is defined as invoice values, grouped weekly according to their AR Due Dates. Cash Out is PO values, grouped weekly according to their Est Pay Dates.Note that the Invoice AR Due Date is the Invoice Date + terms, and the PO Est Pay Date is the PO Due Date + terms.Additionally, there is a target line that can be set on the Cash Out graph via a config setting ("cash_out_goal") to help guide purchasing people toward a target. You should be able to back into those numbers from the Invoice List and the PO List, respectively.

How Are the Pay at Days on the Voucher Determined?

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

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.From there, you can enter both the bank name and address.

How Can I Review Invoices Before They Are Sent?

First, make sure invoice notifications are turned off so invoices are not sent automatically. Then run the Invoice List and filter by "Unsent" to review invoices that have not been sent to customers yet. After you review them, you can send the invoices manually.

How Do I Change the Accounting Number/Routing Number Printed on Cetec ERP-Generated Checks?

To change the account number/routing number, navigate to ACCOUNTING >> Chart/Ledger >> Account List and click into the account used for depositing checks.Once you are there, you can change both the routing number and the account number. For non-cash accounts, these fields are not utilized.

How Do I Control What Email Address Is Used When Sending Out AR Emails?

Cetec ERP has a config variable named ar_email_from that a user with the admin role can access by going to ADMIN » Config Settings » Config Settings. Enter the email address you want to use in that field, then click Set.

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, specify the vendor, the credit invoice date (this drives the vendor A/P summary aging), and the credit invoice number.In the Breakdown section, enter the total credit invoice amount as negative dollars (for example, -5.75) and break out how you want to account for this credit. The default vendor G/L account will help keep this consistent (assuming it 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 Enter Bills?

Cetec ERP refers to all bills as "vouchers." This is the first chance you have to enter a vendor invoice into the system. This is done under Accounting -> A/P -> Voucher List.Once you create a new voucher, specify the vendor, invoice date (this drives the vendor A/P summary aging), and invoice number.Next, associate any related POs to this voucher/vendor invoice. To specify a PO in the "Search PO" area, in the section titled "PO Line/Receipts Attached to Voucher," choose the relevant PO so all receipts will populate. This allows you to easily choose multiple receipts for the PO to add to the voucher.Finally, in the "Breakdown" section, 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 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, navigate to the Edit Invoice screen by clicking the Edit link on the left-side navigation menu of the invoice screen. Under each line, check the box labeled “Exclude from Tax?” for the lines that should be exempt, then click Update. This will recalculate the tax owed while excluding the checked lines.

How Do I Find A Vendor's 1099 Amounts For A Year?

Go to Purchasing > Vendors > Vendor List. Make sure the 1099? box is marked as Yes, and set the dates to the desired time frame.Mark the Activity box as Yes and submit. You can export this information into a spreadsheet to aggregate the totals.

How Do I Import a Trial Balance Entry?

Importing a trial balance entry is a very similar process to importing ledger entries under the Accounting tab (as opposed to using the import tool found under the Admin tab).First, you will need a spreadsheet with the following column headers:<ul><li>External ID/Key *</li><li>Currency</li><li>Name *</li><li>Description *</li><li>Credit Value</li><li>Credit Account Number</li><li>Credit Notes</li><li>Debit Value</li><li>Debit Account Number</li><li>Debit Notes</li><li>Date *</li><li>Cost Center</li><li>Location</li></ul>Once you have the spreadsheet built out, you can start filling in the required data.* Notably, because the trial balance is just one big ledger entry, several of these columns should be the same value across the board: External ID/Key, Name, Description, and Date.Now that you have your spreadsheet to import, go to Accounting → Chart/Ledger → Import and follow standard import procedures.

How Do I Rerun a Cancelled Check for a Vendor?

To rerun a check to a vendor after a check cancellation, navigate to the AP Payment linked to your cancelled check. Make the necessary changes, then click "Mark as Paid" again to complete the transaction.

How Do I Voucher Partial Quantities Of PO Lines? What About When A Vendor Invoices Me For A Partial Quantity Of A PO Line Receipt?

Split the PO line (reduce the qty on one line, add a new line, and put the split qty there). Then voucher the split PO line with the partial quantity.For a vendor invoice for only a partial quantity of a PO Line Receipt, that necessarily breaks the three-way match qualification. Currently in Cetec ERP, there is no way to break up the quantity of the receipt to tie to specific separate vendor invoices (vouchers). Instead, you can tie the entirety of the PO Line Receipt to the voucher for partial payment (and bypass three-way match requirements). Then, when the subsequent voucher comes in for the remainder of the amount owed for that PO Line Receipt, you won't be able to tie the receipt to the voucher (you will again bypass the three-way match requirements to put the voucher through as approved for payment).

How Do I Write a Check in Cetec ERP Outside of the Normal A/P Process?

Each check you create will have a single account that the money comes out of. This is the credit side of the transaction, and it is usually 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 (the breakdown of what account or accounts the check is being written for). These are the debit sides of your check transaction.The debits you define will always sum up to the credit total.

How Do I Write Off Bad Debt?

<ul><li>Create an AR Payment for the customer. The Payment Value should be $0.00.</li><li>Check the box(es) of the invoice(s) to include, then input the total amount in the Write Off/Charges box.</li><li>The Map Write Off To account is probably defaulted to Discounts. Click in that box and change the account to your Bad Debt expense account.</li><li>Update, then Payment Complete.</li></ul>

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: https://www.cetecerp.com/support/documentation/shop-floor.html (scroll to the bottom of the page).How To Manage Scrap In Cetec ERP: /support/how-to/scrap-material.html

How Do You Change the Currency Symbol in Cetec ERP?

Currency control in Cetec ERP is handled by going to Admin >> Data Maintenance >> Currency. You can put all of the currencies you will need in there.To set the default currency, please contact support@cetecerp.com and we will set your default to your preference (this is handled directly by Cetec ERP to reduce the risk of a user accidentally changing the default currency value).

How Do You Manage Tax in Cetec ERP?

Please refer to this document: https://cetecerp.com/support/how-to/how-to-manage-tax.html

How Do You Move an Existing Credit Memo From Customer A to Customer B?

Close the original credit memo for Customer A by writing a check (you will not issue or print this check). Then take a payment from Customer B using that check and create a credit memo from the payment.

How Do You Voucher a Drop Ship Order to Account for Material Cost?

To account for material cost on a drop ship voucher, you can follow the normal voucher process but post to different accounts for the material.Create the voucher for the drop ship PO, add the line or lines you want to pay, then change the splits as needed. You can always change the accounts your vouchers post to so you can account for different totals and amounts, like material.

How Does Entering Invoices Work? Will the Detail of the Invoice and the G/L Account Be Separate Entries?

Every time you invoice in Cetec ERP, any number of G/L entries (splits) will be written. Which accounts the transactions write to depends on the transaction mapping you have set up ahead of time.There are default mappings (for example, which COGS and revenue accounts are written to by default every time you invoice). There are also mappings per PRC you can set to override those, and finally mappings per Prcpart you can set to override the PRC mappings.

How Does Payables Work With Editing Past Months? Are There Safety Features? Can You Close The Month In Terms Of Payables?

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

How Does The Payment Reference Value On Ledger Entries Get Determined?

The payment reference value for ledger entries is determined as follows:<ul><li>If an AP Payment payment reference value is provided, that value becomes the ledger entries' payment reference value.</li><li>If no AP Payment reference value is provided and a system check is used to pay, the check number becomes the payment reference on the ledger entry.</li><li>If no AP Payment reference value is provided and anything other than a system check is used to pay, the payment reference field on the ledger entry stays blank.</li></ul>

How Would I Send a Refund Check to a Customer?

To send a refund check, go to the Accounting tab > A/R > Credit Memos to create a credit memo, then write a check from the credit memo.

I Accidentally Invoiced Something I Shouldn't Have. What Should I Do?

You would need to consider the following situations and address these issues:<ul><li>Adjust the material cost on the invoice to what it should be.</li><li>Unpick anything that is still picked that should not be.</li><li>Reduce the quantity on the material that was not relieved correctly.</li><li>Zero out the ledger entries for the material reductions.</li></ul>

Is It Possible to Go Back and Edit Previous Months' Entries Without Throwing the Whole Balance Off? How Does It Affect the Previous Month's Numbers?

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

Is There a Limit to How Large of an Export Can Be Made of the General Ledger?

A General Ledger export is limited to 150,000 rows. Anything larger cannot be exported and will need to be broken up into separate exports.

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. Put the data into a spreadsheet and import it via ACCOUNTING >> Chart/Ledger >> Import.

Is There a Way to Put an Order on Accounting Hold So It Can Go Through Production but Not Ship?

You can place your customer on credit hold by navigating to your customer and clicking the Edit button. On the Edit screen, go to the Credit Code and set it to a restricted account. That will put the customer on hold, place all orders under that customer on hold, and prevent them from being shipped.If you need to ship an order for that customer, you can go to the Edit screen of an order and click the Ignore Credit Hold check box. This will allow you to ship that order.

Is There a Way to Send Out Customer Statements in Bulk?

Unfortunately, there isn’t a way to send customer statements in bulk, but you can set up customer statement notifications.You can follow this documentation to set it up: Customer Notifications Documentation: https://cetecerp.com/support/documentation/sales-management.html

Is There an Option in the General Ledger to Have the Income Statement Clear Into the Balance Sheet on 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).

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 ERP ledger to an end date. If the balance sheet is run for the same end date, these figures should match.

Regarding A/P, Does Cetec ERP Let Me See a Week-by-Week Payable Listing of Each Account?

Yes. Cetec ERP provides an A/P summary that is broken into aging buckets such as 1–30 days, 31–60 days, and so on.

Regarding A/P: Do the Packing Slip and Invoice Need to Be Scanned Into the Order, and Do You Need to Keep the Physical Copies for Any Reason?

It is not required, but you absolutely can do this. Packing slips and invoices can be scanned and attached to the receipt/PO (as can other documents, such as a Certificate of Conformance (C.O.C.)). There is no need to keep the physical copies if the documents are stored inside the system.

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/R: When We Ship Product, Will It Be Invoiced Right Away?

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

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.

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 it 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 20 and test how this looks in the PDF by selecting Get PDF. From there, adjust the value up or down until the MICR aligns appropriately.

We Were Leasing a Machine Categorized as an Asset, Sold It, and Had a Gain—How Do We Properly Account for This in Cetec ERP?

When you processed the A/R payment from the buyer, what account did you write off/charge to? When you created the check to pay off the lease, what account did you debit? Ideally, these were the same account number(s). Whatever account number(s) you used is/are the account number(s) you should offset when you take the last step below and credit the Gain/Loss on Sales of Asset account.<ul><li>Go to Accounting -> Chart/Ledger -> Ledger.</li><li>Click on Add Entry.</li><li>Input the Entry Name, Entry Description, Transaction Date, Location (or take default).</li><li>In the Account area, select the asset account.</li><li>Input a Note (if desired).</li><li>Select Cost Center (if defined).</li><li>Input the dollar amount of the asset in the Credit (Amount Out) column.</li><li>Do the same for the accumulated depreciation account for that asset, and input the dollar amount of the accumulated depreciation in the Debit (Amount In) column.</li><li>Click on Add Another Split, select the Gain/Loss on Sales of Asset (or similar) account, and input the dollar amount needed to balance the entry.</li></ul>

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. Cetec ERP lets you associate payment types to the payment so you can track 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. As for the difficulty of keeping things current, that will always be the case; our recommendation is to have discipline with an expensing process in which the charges, or the receipts for the charges, are regularly entered.

What Are Cost Centers? How Does Cetec ERP Track Cost Centers?

Cost Centers allow 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 within your financial statements.You can also specify Cost Centers at the PQuote Line level, which will similarly carry forward through the purchasing process. Specifying a Cost Center at the line level simply overwrites the default Cost Center assigned at the PQuote header.Cost Centers are generally used for cost assignment, and Profit Centers are generally used for revenue assignment.

What Are the Automatic Accounting Processes in Cetec ERP?

Cetec ERP can automatically create accounting entries from several transactions, including:<ul><li>Invoices</li><li>Receiving</li><li>Inventory adjustments</li><li>Credit memos</li><li>A/P payments</li><li>Checks</li><li>A/R payments</li><li>Deposits</li><li>Debit memos</li></ul>

What Are the Manual Processes or Entries You Require in Cetec ERP Accounting?

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

What Determines a Customer's Account to Be Placed on Hold?

In Cetec ERP, credit holds work as follows:<ul><li>It will always pass if it is intercompany.</li><li>It will always fail if the prevent order entry flag is set.</li><li>Otherwise, credit limits are evaluated. If open AR amount is greater than the credit limit, the account is placed on hold. If credit limit = 0, then effectively there is no credit limit (this test will always pass). There is a config option, include_backlog_in_credit_hold, which will include the backlog/open orders in the customer's AR amount.</li><li>If any invoices for the customer are older than credit hold at days (defined in data mtnc for 9TERMS), based on today minus invoice date, then the customer is on hold as well.</li></ul>

What Do I Do If My Voucher/PO/Receipt Don't Match?

There are three different methods you may use to process and adjust cost based on a price discrepancy. Option 3 is especially useful if the inventory received at the incorrect value has already been consumed.<ul><li>Cancel the receipt, edit and fix the PO line to the correct cost, and receive it again. At vouchering, when you tie the PO line to the voucher, it should match.</li><li>Make an inventory adjustment to the inventory lot/receipt to adjust its value to the correct value. Make sure you map the inventory adjustment to an inventory adjustment reason code that will post to an Accrued Liabilities or Accrued Purchases account.</li><li>If the inventory has already been consumed, you can leave the inventory value alone and not perform any inventory adjustment. Instead, tie the PO line to a voucher and leave the split $ amount, then add an additional new split to the voucher for the $ difference so the total of the voucher splits matches the vendor invoice amount. On the new split, map the G/L account to either an Expense account or a material Cost Of Goods Sold account (your preference). This writes the delta $ amount to that expense or COGS account on your P&L immediately.</li></ul>To learn more about this process, see: https://cetecerp.com/blog/voucher-po-mismatch.html

What Does The company_remitto_address Config Do With The Company Name For Invoice PDFs In Cetec ERP, And What Does The company_billto_address Do With It?

The company_remitto_address config pulls the company name onto Invoice PDFs, so you do not need to add the company name in the text box for this config. However, company_billto_address does not pull the company name onto the Invoice PDF, so you will want to add the company name into the text box of this config if you’d like the name to be pulled onto the Invoice PDF.

What Does the Undo Charge Button Do After Processing a Credit Card Payment?

It refunds the credit card charge.

What Envelope Size Do You Support If I Want To Mail Out Invoices?

Cetec ERP supports #10 single-window envelopes (4 1/8 x 9 1/2) for mailing invoices.

What Happens When I Change the Tax Rate for a Tax Group?

The correct way to handle this situation is to update the tax rate for the existing tax group. Updating the tax rate does not go back and change the tax rate on past invoices. Cetec ERP maintains the original tax rate on invoices for tax reporting purposes.When you update the tax rate for a tax group, the tax rate is also automatically updated for any customer set to use that tax group. Any new quote, order, or invoice created for those customers will use the updated tax rate.Past invoices and customer-level tax rates are handled consistently, but open orders require special consideration. Changing the tax rate while orders are still open does not automatically update the tax rate on those open orders. However, when you invoice those orders, they will use the most up-to-date tax rate for the tax group being applied.

What If I Want to Remove A/R Payments Attached to a Deposit in Cetec ERP?

If you no longer want to apply all A/R payments to a deposit in Cetec ERP, you can fix this in a couple of quick steps:<ul><li>Navigate to the A/R payment(s) that you do want on the deposit.</li><li>Reopen the payment.</li><li>Move the payment to another (or new) deposit.</li></ul>

What Is a Subsidiary Location in Cetec ERP, and What Is It Used For?

A subsidiary location is a filter on both customer and vendor profiles that allows you to designate a customer or vendor as a subsidiary and relate it to a specific warehouse location. These customer or vendor accounts represent subsidiary, or sister, companies that operate under the same Cetec ERP instance.This setting is used for intercompany transactions that require eliminations in ledger postings, and for excluding those transactions from operational reports such as revenue, accounts receivable and payable, bookings, and related dashboards.Using subsidiary locations allows more complex business entities to run multiple companies within a single Cetec ERP instance while correctly reporting on intercompany transactions between subsidiaries, which are also modeled as warehouse locations.

What Is the 1099 Checkbox for Inside the Vendor Header?

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

What Is The Difference Between A Credit Memo And An Unapplied Cash?

The difference is that a credit memo will negatively affect accounting, while unapplied cash will not. Credit memos are usually created as a result of an RMA process and require 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 configuration setting can be helpful for smaller businesses. In larger businesses, it is turned off by default because vouchers entered by an A/P clerk typically need approval from accounting management before they are eligible for payment. When the Global Voucher Auto-Approve setting is turned on, every voucher entered is automatically eligible for payment and will appear on the A/P payment screen, where you can select the bills you want to pay and process payment.

What Is the Proper Way to Void a Check in the System?

What Is The Suggested Method To Reconcile Receipts That Haven’t Been Vouchered Yet With Our Ledger, And Is There A Report For Unvouchered Receipts By Date?

Check the Receipt List. You can set the appropriate filters by going to PURCHASING >> RECEIPTS >> RECEIPTS LISTS.

What Is the use_default_cost_centers Config Setting?

When the use_default_cost_centers config setting is turned on, Cetec ERP uses a hierarchy to check for default cost centers: User, PRC, Part, Vendor, Customer, then Location. When this config setting is off, Cetec ERP will not look at this hierarchy.

When Invoicing Starts, Will Daily Reports Still Print, and Can I Still 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 can be pulled up at any time across any date range.

Where Do I Put the Vendor's Credit Memo Number (i.e., Debit Memo in Cetec ERP) So It Prints on a Check Stub for an A/P Payment?

Enter the vendor’s credit memo number in the Description field on the Debit Memo screen that’s linked to a Vendor Return. When you apply that debit memo to a vendor A/P payment, it will print on the check remittance.

Where Does Cetec Pull The Currency Exchange Rate From For Foreign Currencies?

Cetec ERP uses a publicly available API to pull the daily exchange rate: https://apilayer.com/marketplace/fixer-api

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, and all future invoices will receive the proper AR due date.

Why Is The AR Due Date The Same As The Invoice Date On An Invoice?

Due days are determined by the TERMS master file. Verify the correct due-at days are set. Once updated, all future invoices will have the proper AR due date.

Will We Continue to Use the Receipt 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 that changing the receipt date on a receipt will only affect the general ledger (financial reporting); changing the date will not change the inventory activity reporting.Regarding billing/vouchering: Here is an outline of voucher dates and how they are supposed to work.<ul><li>Entered on: The date you created the voucher (not editable), primarily only used for reference.</li><li>Received on: The date you received the bill in the mail (editable), primarily only used for reference.</li><li>Invoice date: The date on the bill from the vendor; this drives Aging and the A/P summary for vendor payments.</li></ul>Pay by: Leveraged in the A/P summary. Once you enter the invoice date, the pay by date defaults based on:<ul><li>Vendor terms</li><li>Vendor pay at days (override to the terms)</li><li>Or manually on the field</li></ul>

IT & Systems Mgmt

Are the Homepage Dashboard Widgets Assignable by User or User Role, or Can Everyone See Them?

Dashboard widgets are available per user role. Each dashboard widget is visible only to users with the appropriate role assignments.<ul><li>Quotes: Sales role</li><li>Customers: Sales role</li><li>Invoice Values: Manager role</li><li>PQuotes: Purchasing role</li><li>Ontime: Manager role</li><li>Inventory: Manager role</li><li>Order Values: Manager role</li><li>Monthly Booking Value: Manager role</li><li>SVOP (Sales Value of Production): Supervisor and Manager roles</li><li>A/P Summary: Accounting and Manager roles</li><li>A/R Summary: Accounting and Manager roles</li><li>News: All roles</li><li>Reminders: Admin role</li><li>Sales Funnel: Sales role</li><li>Top Open Quotes: Sales role</li><li>Late Purchase Orders: Purchasing role</li><li>NCR/CAR Dashboard: Admin role</li><li>Sales by User: Manager role</li><li>Open Order Lines: Sales role</li><li>Customer Satisfaction: Quality, Supervisor, Manager, and Admin roles</li></ul>

Are You Able to Provide an Entity Relationship Diagram for the Database Tables?

Cetec ERP has an Entity Relationship Diagram built into an Admin module. However, it does not show the relationships, because those are built into the software and not the database. This is available to any Admin from Admin > APIs & More > Schema Diagram.

Can I Use the Usage Log to See Who Made Changes to an Order?

Yes. You can use the Usage Log to see which user made changes to quotes, orders, invoices, POs, and customer or vendor records, along with the time and date of those changes, as long as they occurred within the past six months.Go to Admin >> Logs >> Usage Log. Enter the URL for the order, PO, or other item you are looking for. The populated results will show screen visits and updates, including the user ID and timestamp.<ul><li>When entering a URL, keep it broad to capture all activity. For example, instead of using the full view URL, enter the base path so edits, updates, and other actions on that item are included.</li><li>If you are looking for a specific action, perform that action on a test order first. Then update the Usage Stats and review the most recent entry to identify the exact URL used for that action.</li><li>You can filter for POST methods to find actions where data was changed. Clicking into a POST entry shows details about which fields were updated and the values at the time of the update.</li></ul>

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.Navigate to ADMIN >> Config Settings >> Config Wizard / First Login. Leave everything else intact; when it prompts for a new logo, upload it and go through the wizard.

Does Cetec ERP Support Non-PDF Custom Documents?

Yes. Cetec ERP can generate non-PDF custom documents for cases where a PDF is not flexible enough (for example, when downstream machines need a specific file format to understand what to build from the BOM order table).This functionality uses a template toolkit for custom documents, allowing the generated files to include the specialized structure and data needed for machine integration.Non-PDF custom documents are intended to be developed in collaboration with Cetec engineering. They are not designed for unilateral, self-serve creation by customers, since the templates and output need to match the required specifications and operational requirements.

How Can I Give A User The Ability To Move Parts Without Giving Them The Supervisor, Manager, Or Admin Roles?

Create a role called “Part Edit” by going to Admin >> Maintenance >> Data Maintenance, clicking into the “Role” table, and clicking Add Record. This newly created role will already have the proper access pre-loaded. Assign this role to the appropriate user, and they should be able to move parts from bin to bin without Supervisor, Manager, or Admin access.You can use Security by Role to add role permissions. Go to Admin >> Users >> Security by Role and search for “Can Edit Part.” You can grant access by adding a role name, or remove access by adding the role name to the “Block” version of the config setting.

How Do I Allow A User To Toggle A Sticky Note?

Go to Admin > Users > Security by Role. Search for “Can Set Sticky.” Add an existing role to the box, or add the “Can Set Sticky” role (assigned to Security by Role by default). Assign that role to the user, and they will be able to toggle sticky notes.

How Do I Change The 'From' Email Address That Shows In Emails I Send Through Cetec ERP From outbound@cetecerp.com?

If the user is logged in, has an email address listed in their user profile, and the config "email_allow_user_specified_from" is turned on (value = 1), the "From" address in sent emails will show as the user's email address (instead of outbound@cetecerp.com).If "email_allow_user_specified_from" is off (value = 0), the "From" address shown in emails will be outbound@cetecerp.com.You can override this by changing the config "email_from_address" to your desired company email address. This will be what shows on emails sent without a user logged in (notifiers, etc.).You can also override the default Reply-To header by entering an email address in the config "email_default_reply_to" (value = 1). This will change the email address that shows as the Reply-To in emails sent without a user logged in (notifiers, etc.).Note: To make changes to config settings, go to Admin >> Config Settings >> Config Settings, and type in the name of the config in the Name field.

How Do I Give a User Access to Edit a Specific Data Maintenance Table Without Giving Them Other Admin Privileges?

<ul><li>Create a new user role. Go to Admin > Maintenance > Data Maintenance and click into Role. Click the blue Add Record button, enter a name for the new role, and click the orange Submit button. Before exiting the page, note the ID number of the new role. Alternatively, you can use an existing role already assigned to the user, but changes to that role will affect all users who have it.</li><li>Assign table maintenance permissions to the role. Go to Admin > Maintenance > Data Maintenance and click into RoleTableMaintTable. Click the blue Add Record button. Under Table Name, enter the exact name of the data maintenance table (exact spelling/case/spaces, for example, BuildOperation) you want the role to edit. Under Role Id, enter the ID of the role from step 1, then click Submit.</li><li>Assign the role to the user. Go to Admin > Users > User List, find the user, and click Edit next to their username. In the Roles field, hold the ctrl key while selecting the new role so you add it without replacing existing roles. Scroll down and click the orange Submit button. The user now has permission to edit the selected data maintenance table.</li></ul>

How Do I Remove The Date Header/URL Footer From My Cetec ERP Documents?

Check your browser printer settings and confirm that “Headers & Footers” are not enabled.The default configuration in your Cetec ERP environment should remove these automatically. If you are still seeing a date/time header on your Cetec ERP documents, contact support for further assistance.

How Do I Use the Custom Template Feature?

For every PDF document in Cetec ERP, you can customize the templates for your needs. Navigate to ADMIN >> Config Settings >> Custom Documents. Once you are there, click into one of the document templates. Download the default template first by clicking Download next to Current Document. After downloading, you can modify the file as needed and then upload it again.Customizing document templates requires some knowledge of HTML/CSS, and possibly Template Toolkit (Perl) as well. If no one at your company has the capacity to change these files, talk to your local IT personnel for help. Cetec ERP does not include any support for custom documents under its support coverage.

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-week period, we perform additional internal testing and quality assurance on the release, and we provide you with the ability to review the new features. You can access the beta environment by adding “-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 is not intended for free-range testing. If you would like a true test environment with a nightly or weekly refreshed copy of your data, you can set up a new test instance of Cetec ERP and subscribe to that instance ($50/user/month, five user minimum; i.e., $200/month minimum), just like a normal instance. You may contact a Cetec ERP support representative to request nightly or weekly backups from your live instance to your test instance if you want to keep the test system up to date.

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 files stored are related to the use of Cetec ERP (no personal cinema or music collections).

Is There a Setting Where I Can Set Someone Up to Edit Invoices and Not Be an Admin?

Invoice editing is available to Admin and Accounting users only.

Is There A Way To Prevent A User From Being Able To Edit Parts?

<ul><li>Add the role "Block Edit Part" to the user’s roles and privileges. Once assigned, the user will be prevented from editing parts.</li><li>If you don’t see the role in the user edit page, first add it to the roles list: go to ADMIN >> Maintenance >> Data Maintenance >> Role, then Add Record for a role named "Block Edit Part".</li><li>Make sure the role is included in Security by Role: go to Admin >> Users >> Security by Role, search for "Can Edit Part - Block", and confirm "Block Edit Part" is included. Otherwise, it won’t work correctly.</li></ul>

What Are The Various Label Dimensions In Cetec ERP?

Cetec ERP auto-populates printable/scannable barcode files with corresponding warehouse labels. For printing purposes, it’s important to note the specific dimensions of each label.Dimensions are listed below in inches.<ul><li>Bin Location Label: 1 x 3</li><li>Serial/Piece Label: 1 x 3</li><li>Receipt Label: 4 x 3</li><li>Order Packing Label: 4 x 3</li><li>Order Line Packing Label: 4 x 3</li><li>Skid Label: 4 x 3</li></ul>

What Does the “Public” Option Do for a NoteType?

In Data Maintenance, selecting the “Public” option for a NoteType is used for notes tied to the Project feature in Cetec ERP that are intended to be viewed by customers. Notes marked as Public can be viewed in the customer portal on a Project PDF.

What Role Gives You The Option Of Uninvoicing?

Only users with the Admin role can uninvoice an invoice by default. You can control which user role is allowed to perform the Uninvoice function via Admin >> Users >> Security By Role.

What Role Is Required to Control a Customer’s Terms Code, Credit Code, and Credit Limit?

A user needs either the Admin, Accounting Admin, or Customer Credit role to control a customer’s terms code, credit code, and credit limit.Before you can add Customer Credit to a user, you may need to make sure that “Customer Credit” has been added to the list of roles first. To make this role available, navigate to ADMIN >> Maintenance >> Data Maintenance >> Role and Add Record for a role “Customer Credit”.You will also need to be sure Customer Credit is added to two Security by Role settings. To get to Security by Role, navigate to Admin >> Users >> Security by Role. Be sure it’s added to Can Edit Customer Terms and Can Manage Customer Credit Hold; otherwise, this role won’t work correctly.

Which Roles Have Access To The Part Merge Function?

Only users with the Admin role and/or the Part Merge role can access the part merge function. The Part Merge role is not turned on by default; if you want it enabled, please ask us.

Which Roles Have Access to “Protected” Documents in Cetec ERP?

By default, the two roles that can access protected documents in Cetec ERP are the Admin and IT roles.

Why Am I Getting A “Can’t Access Order Module” Error?

As part of efforts to improve access control in Cetec ERP, user roles must be defined in the config setting “Can Access Order Module.” If you can’t access sales orders, it is likely because your role is not defined there.

Why Am I Seeing A 'Your Connection Isn't Private' Error When Clicking Links In Cetec ERP Emails, And How Can I Fix This?

The issue is not with Cetec ERP itself, but with how Chrome handles certain link redirects, especially when routed through services like SendGrid (used for notification emails). The link you are seeing is a redirect domain, and Chrome’s security policy (HSTS) can sometimes flag it with a privacy warning. To resolve it, clear the cached security policy for cetecerp.com in Chrome.<ul><li>Open Chrome and go to: chrome://net-internals/#hsts</li><li>Scroll to the section titled “Delete domain security policies.”</li><li>In the text box, enter: cetecerp.com</li><li>Click “Delete” to clear the cached security policy. After that, you should be able to access the links without seeing the privacy error.</li></ul>

Why Are Some of My LNAME Locations Not Showing Up?

If some of your LNAME locations are not showing up, it is likely because you are a user for multiple companies. Check your user profile—if your profile is set to one company, that is the issue. Set your profile company to All.

Sales & Customer Service

Can I Add Images of My Products to Quote PDFs in the Cetec Sales/CRM Modules?

Yes. Upload an image (PNG, GIF, or JPG) to a part record (in the Documents section), and it will appear as a selectable option in your Quote PDF to send to your customer.

Can I Change the Customer on an Order After It Has Already Been Committed?

You can change the customer on a previously committed order by navigating to the "Edit" tab on the left-hand menu of the order. Remove the current customer and search for the customer you’d like to change it to.Note: If the order has been prepaid, Cetec ERP will not let you change the customer on an order. You will have to unlink/remove the prepayment, change the customer, and then reapply the prepayment to the order.

Can I Put in an Order for a Part That Is Not in Inventory and Avoid Creating This Part?

To avoid creating a part when adding a quote line:<ul><li>Type in a pre-existing PRC and give the part an ad hoc name. For example, if you have a PRC of ABC in the system, type ABConeofforder.</li><li>Make sure the order type is Charge.</li></ul>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 ISR Be Added to the Order Acknowledgment PDF?

Yes, ISR can be added to documents, but the "Show on Docs" feature has to be turned on in settings. To do this, go to ADMIN >> Maintenance >> Data Maintenance >> CustomerAssociationType.

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 We Set Thresholds On Quotes?

Yes. Cetec ERP has configurations for this that require admin/manager approval before a quote can be committed to an order when it falls below your thresholds.<ul><li>Quote - Minimum GM To Order (admin/manager can override): Set a gross margin (GM) percent. If a quote is under that percent, an admin/manager must approve it before committing to an order.</li><li>Quote - Minimum Value To Order (admin/manager can override): Set a minimum quote value. If a quote is under that value, an admin/manager must approve it before committing the quote to an order.</li></ul>

Can You Create Quote-Only Part Numbers?

Yes—set the following configs:<ul><li>oe_create_bom_inventory = 1: Lets you create Bills of Materials (BOMs) within quotes so you can nail down costs without impacting inventory.</li><li>create_stock_part_from_quote = 0: Stops part numbers from automatically being created into your inventory when you create a quote.</li><li>create_part_from_pquote_disallow = 0: Ensures that part numbers created for a quote stay with that quote and don't become active parts.</li></ul>

Can You Default the User Who Makes a Quote as the Sales Rep to Override Any Set Customer Sales Rep?

Use the config Default Primary Sales To User. This config overwrites the default behavior for customer associations when creating a quote.Accepted values:<ul><li>'1': If no customer association is defined, set the primary sales rep to the current user.</li><li>'2': Set the primary sales rep to the current user for all customers.</li></ul>

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, navigate to the order edit screen and check the box “Ignore Credit Hold” (add comments optionally).

Can You Put an Order on Hold Until a Certain Percentage Has Been Prepaid?

Yes. You can put an order on hold until a certain percentage of its total amount has been paid.Go to ADMIN >> Maintenance >> Data Maintenance >> 9Terms. Turn on Is Credit Card Or Prepaid by entering "1", then set the required percentage under Prepay Percent. From that point on, any order using that terms code will require the percentage you specified before it comes off hold.

Can You Send Bulk Emails to Customer or Vendor Contacts Out of Cetec ERP?

Cetec ERP does not have a way to automatically send a bulk email to all customer or vendor contacts.However, you can use the Sales Contact List (Sales >> Customer > Contact List) and Vendor Contact List (Purchasing >> Vendors > Contact List) to pull a report of all contacts in the system and their email addresses. You can export this to Excel, filter for the emails you need, and then send a bulk email from your email system.

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.

Does Cetec ERP Include Any Point Of Sale (POS) Or E-Commerce Functionality?

Cetec ERP does not include POS or e-commerce out of the box. However, our team can provide integration to connect with the POS or e-commerce system you need, and we have decades of experience doing so.

For Charge Orders (Service Only, Bill Only), How Do I Move The Estimated Cost To The Invoice For Margin Purposes?

By default, CHARGE order estimate costs are logged for historical reference, but they are not used on invoices (they net down to $0.00 on invoice lines) because CHARGE orders do not post any COGS to invoice ledger entries.However, if you would like to write the order line estimate cost to the invoice for margin purposes only (no ledger impact), you can turn ON the config setting “Use Order Cost On NN Invoices (no ledger impact!).”

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.

How Are Order Statuses Defined?

When a new order is created, it sets the status to New (1).When parts are picked, it changes to Started/Packing Slip Out (3).When you change the freight or invoice values, it changes the status to Pending Invoice (4).When you partially ship an invoice, the status changes to Backorder w/ Prior Shipment (5).Shipped (6) is used when an order has been fully shipped.If you need to use these statuses for API or Metabase usage, here are the numbers that correspond to each stage:<ul><li>1 = New</li><li>3 = Started/Packing Slip Out</li><li>4 = Pending Invoice</li><li>5 = Backorder w/ Prior Shipment</li><li>6 = Shipped</li></ul>

How Can I Add a Return Address to the Return Label for RMAs?

In Cetec ERP, navigate to ADMIN >> Config Settings >> Config Settings and search for the config setting "rma_carrier_info" (this is where the RMA carrier information goes).The config setting "company_shipto_address" will be displayed above "rma_carrier_info". Set the value there, and it will appear in the RMA Return To box on the label.It will look like the following on the label:<ul><li>company_shipto_address</li><li>rma_carrier_info</li><li>Contact us for carrier account info.</li></ul>

How Can I Edit My Leadtime Values on My BomQuote Worksheet?

Go to Admin >> Config Settings >> Config Settings and enable the config called "update_leadtime_bom_wksht". Enter a value of 1 in the config field and click Set. You can then edit the quote leadtime on the QuoteBOM worksheet.

How Can I Quickly See the Cost of Materials for an Order With Multiple Invoices?

The Invoice As Used report under the Sales module will display components with their respective quantity and cost as it was used on an invoice.In the invoice field filter of the report, type in the order number (minus the dash and additional number), and then use a wildcard at the end. For example, invoices 1234.1-1 and 1234.1-2 can both be filtered for by searching 1234%. Both invoices will populate in the report and display all component quantities and unit costs.

How Do I Delete a Customer?

Navigate to the customer’s profile, click the Edit tab, and select the Delete button.

How Do I Get All Of My Lines To Populate On My Pro Forma Invoice, Even If I Haven't Picked Them Yet?

In some instances, you may want to send out your pro forma invoice prior to starting work. By default, the pro forma will only show lines that have been picked. If you would like to show all order lines on the pro forma, uncheck “Only Include Lines With Ship Qty > 0” on the Customize PDF screen.

How Do I Issue an RMA for an Order That Isn't in the System?

Navigate to Sales >> Invoices >> RMA List. From the RMA list, you can create an RMA for an item or order that does not have an original (linked) source invoice.

How Do I Make Early Shipments Show As "On Time" On The Ontime Shipment Report?

Scheduled orders that ship early are not considered “on time” by default. To count early shipments as “on time,” use the “Ignore Scheduled/Unscheduled” checkbox on the Ontime Shipment Report.

How Do I Prevent Stock Parts From Being Created From a Quote?

To prevent a part from being created directly from a quote, first make sure the config setting "create_stock_part_from_quote" is set to 0.Also make sure "create_part_from_quote_disallow" is set to 0; otherwise, the line will not add successfully to the quote. Then, in the quote screen, type the name of the new part and click Add. Cetec ERP will add the quote line with the part, but it will not create a part record.

How Do the Three Different Estimate Types Affect Resale Calculation for Charge Order Lines?

When using a Charge transcode, the estimate type impacts the accrual of resale to the order in the following ways:<ul><li>Fixed Bid: This multiplies the unit resale by the quantity on the line. This is not changed by time logged on the order line, though cost on the order line will increase as time is logged (this cost will not post to the ledger).</li><li>Actual: This leverages the Resale Rate on the time segment. Resale Rate, similar to labor cost, can be set in a few places (user, ordlinestatus, etc.). Cetec ERP multiplies the time segment by the resale rate to give a Resale Value for that specific time input. Then it sums up the Resale Rates on that order line to give the total. Finally, it multiplies this Resale Value by the quantity due on the order line. Typical best practice for using the estimate type of Actual is to set the order line quantity to 1.</li><li>Capped: This functions similar to Actual, except the resale estimate caps the value. You stop accruing resale value after that amount.</li></ul>

How Do You Apply a Pricing Rule to a PRC Code?

When creating a pricing rule, enter only the PRC code in the “Qualifier: PrcPart” field. This applies that pricing rule to all parts that start with that PRC code.

How Do You Change the Quote Terms and Conditions?

The Quote Terms and Conditions text can be edited via the quote_terms config setting. Navigate to Admin > Config Settings, search quote_terms, edit the text in the Value box, then select Set to update the terms.

How Do You Edit Permanent Shipping Instructions for a Customer?

Permanent shipping instructions are maintained per customer shipping address. Since one customer can have many shipping addresses, each address can have different permanent shipping instructions.<ul><li>Navigate to Sales > Customers > Customer List.</li><li>Click the customer to open the customer screen.</li><li>Scroll down to the Addresses section and click the pencil icon to edit the permanent shipping instructions.</li></ul>

How Does Cetec ERP Determine DSO (Days Sales Outstanding)?

DSO measures the time it takes to collect receivables. It reflects an organization's internal collection efficiencies and requires three pieces of information for the calculation:<ul><li>Total receivables for the period</li><li>Total credit sales for the period</li><li>The number of days in the period</li></ul>Formula: (Total Receivables / Total Credit Sales) × Number of Days = DSOExample scenario:<ul><li>Total Receivables = 4,600</li><li>Total Credit Sales = 9,000</li><li>Number of days in period = 90</li></ul>Calculation: (4,600 / 9,000) × 90 = 45 daysIn this example, it takes 45 days to collect the receivables.You can specify the number of days you want to track DSO for with the configuration name "dso_days_in_period"; the default is 90 days.

How Does New Part Creation Work in Quotes?

<ul><li>You need a pre-existing PRC to add a non-pre-existing PRCpart to a quote.</li><li>If the added non-pre-existing PRCpart is a BOM, Cetec ERP creates it immediately.</li><li>If the added non-pre-existing PRCpart is not a BOM, Cetec ERP creates it when the quote converts to an order.</li></ul>

How Does the Order and Invoice Naming Scheme Work?

In Cetec ERP, orders derive their numbering from the quote they are created from. For example, if two orders are created from quote 900, the first order is named 900.1 and the second is named 900.2.Each line in an order is then given a line number, such as 900.1-1 and 900.1-2, or 900.2-1 and 900.2-2.Invoices also derive their numbering from the orders they are created from. For example, invoices may be labeled 900.1-1 or 900.1-2. While order line numbers and invoice numbers use the same naming format, they refer to different objects and can be distinguished by their context.For example, if order 900.1 contains five line items, the related work orders would be:<ul><li>Work order 900.1-1</li><li>Work order 900.1-2</li><li>Work order 900.1-3</li><li>Work order 900.1-4</li><li>Work order 900.1-5</li></ul>If you ship work order 900.1-3 first, that shipment would create an invoice labeled 900.1-1.

How Does the Sent/Emailed Filter on the Invoice List Work?

<ul><li>"Auto Only" displays invoices that have been emailed automatically by the system.</li><li>"Manually Only" displays invoices that have been emailed manually by a user.</li><li>"Printed Only" displays invoices that have been downloaded and/or printed by a user.</li></ul>The Sent/Emailed filter displays invoices that have been automatically sent (Auto Only), manually sent (Manually Only), and/or downloaded/printed (Printed Only).The Unsent filter displays invoices that have not been sent/emailed in the system.

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 Number 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 you can generally scale from one quarter of history forward to estimate a full year.

Is There a Report That Shows On-Time Delivery Stats?

To get a report of on-time delivery stats (OTD stats), go to Sales >> Invoices >> Invoice List. Change the View By filter to Invoice Lines and click Search. This will give you a new set of columns, including Ship Target Date and Ship Date.The Ship Target Date is the indicated ship date for an order. The Ship Date is the actual ship date (the date the order converted to an invoice). By comparing these two dates, you can tell whether—and how long—the order was late. You can also set the date range by changing the To and From filters on the invoice list.

Is There A Way To Edit Target Ship Dates After The Order Has Been Invoiced?

To modify the Target Ship date after the order has been invoiced:<ul><li>Go to PRODUCTION >> Orders >> List.</li><li>Change the Transcode / Status to All Closed, then search for the relevant order.</li><li>Open the order, then press Ctrl + F (CMD + F on a Mac) and search for "Schedule".</li><li>Click the Schedule link next to the Work Start Date field.</li><li>Edit the Target Ship date.</li></ul>

Is There a Way to Set a Default Ship Type for New Quotes?

Yes. To set the default ship type, navigate to ADMIN >> Config Settings >> Config Settings, search for a variable named quote_default_ship_type, and use the characters below to specify the default:<ul><li>"P" for Partial</li><li>"C" for Complete</li><li>"L" for Line Complete</li><li>"H" for Hold</li></ul>

We Are A Custom Job Shop. Does Cetec ERP Have A Product Configurator?

Yes. Cetec ERP offers a product configurator as an upgrade for $800/month (unlimited users). The product configurator is fully integrated with BOMs and quoting in Cetec ERP.Additionally, even without a configurator, Cetec ERP supports custom instantiations of BOMs, BOM quote worksheets, work order-specific BOMs, and similar workflows for custom manufacturers.

What Are Some Reports Managers Can Use to Find Daily Bookings and Shipments?

You can use the canned reports in Cetec ERP (for example: bookings and invoices/shipments). You can also export those reports to Excel for further massaging of data if needed.The Executive Dashboard can also be handy for management; it is very similar to the Pulse Report.

What Do the Notifier Options Do on an Order Header?

The Notifier Options are Normal, Force Send, and Never Send.<ul><li>Normal: Follows the normal order notification rules set up on the customer record notification page.</li><li>Force Send: Sends a notification for a $0 order.</li><li>Never Send: Prevents a notification from being sent for that specific order.</li></ul>

What Is The Bookings Report In The Sales Overview Section?

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:<ul><li>addition of a line</li><li>deletion of a line</li><li>change of part</li><li>change of cost</li><li>change of date</li></ul>

What Is the Difference Between an Internal Customer/Vendor and a Regular or External Customer/Vendor?

Flagging a customer or vendor as internal lets you process work order transactions against yourself (for example, sell to yourself and 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 can set up multiple internal customers/vendors to account for multiple warehouses.

What Is the Difference Between Leads and Opportunities?

Leads are used to track potential new accounts or customers.Opportunities and opportunity pipelines are used to track new business opportunities with existing accounts.

What Is the Recommended Procedure for Canceling a Backorder?

If the line was not partially received: From the PO screen, navigate to the Edit View by clicking the Edit link from the left-side navigation menu. Check the Drop checkbox next to the lines you want to cancel, and click Update.If the line was partially received: From the PO screen, navigate to the Edit View by clicking the Edit link from the left-side navigation menu. Change the Qty Open to 0 on the lines you want to cancel, and click Update. This will close the line, and if that was the last remaining line on the PO, the PO header as well.

When Cancelling an Order, Would Making the Order 0 Resale and Invoicing Work Instead of Just Closing the Line? If So, How Would We Differentiate Between a Cancelled Order and 0 Repair Order or RMA?

Yes—this is another valid option to recover cost. Set the resale to $0.00, fully finish out the line item, and invoice it. This would recover the cost of the material and the labor.However, this effectively tells the system you made negative profit on that customer historical sale/build. There is not a built-in way to differentiate between a $0 repair order or an RMA re-work order unless you flag the order header or order line item with a field, part number, or something else that is searchable/segmentable for reporting.

When Does An Order Go Into 'Pending Invoice' Status, And When Does It Go Out?

In Cetec ERP, an order moves to 'Pending Invoice' when you change the freight or ship quantity information on the order. It moves out of 'Pending' when the order status changes based on shipment progress:<ul><li>If you only partially ship, the order status changes to Backorder.</li><li>If the order is fully shipped, the order status changes to Shipped.</li></ul>

When Issuing a Quote for the Same Part at Multiple Quantity Breaks, Which Amount Is Used to Calculate the Quote Total?

The quote total uses the first quantity break on each quote line (the first qty break that appears when you edit the line).

When Sending a Quote From Cetec ERP, Can/How Can We Add an Outside Attachment?

Yes. You can attach documents when sending a Quote from Cetec ERP.<ul><li>Upload the document to the Quote using the Documents link in the left-hand navigation.</li><li>On the Email Quote screen, check the box to include attachments with the email, then select any additional attached documents to include.</li></ul>

Who Gets Credit as the ISR for the 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 navigate to ADMIN >> Config Settings >> Config Settings >> oe_initials_autopop and set one of the following values:<ul><li>"quote_override" to make the ISR on the quote the ISR for the order.</li><li>"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).</li><li>"cust" to make the ISR assigned to the customer for the quote the ISR for the order.</li></ul>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).

Why Are There No Materials Displayed on My Pro Forma Invoice?

If you commit an order in Cetec ERP and navigate to the Pro Forma Invoice, you may notice that no items are displayed. Cetec ERP does not show material on the pro forma until you set the ship quantity for the order. Setting the ship quantity allocates material to that order, which is required for the material to appear on the pro forma.

Why Do My Customers Default to Nontaxable on Creation?

By default, a customer is set to nontaxable during creation. If you would like customers to default to taxable during creation, set the configuration setting "customer_default_taxable" to 1.

Why Is Freight Being Left Out Of The Taxable Amount On Quotes?

To include freight in the taxable amount, turn on freight_included_in_tax in your config settings. Go to ADMIN >> Config Settings >> Config Settings > freight_included_in_tax and enable the variable.

Production

Can Labor Estimates on a BOM Be Done Per Revision?

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

Can Users Log In To Multiple Jobs At The Same Time?

Yes—users with the "Supervisor" role may. Regular production users may not.

How Can I Change Production-Only Users' Default Login Page From The Production Order List To The Company Homescreen?

You can set the home page as their default login screen in the user edit.<ul><li>Go to Admin > Users > User List, then Edit the user.</li><li>Copy and paste your company homepage URL and add /home to the end (for example: https://cetecerp.domain.com/home) into the field “Homepage (user forced here after login).”</li><li>Repeat this for each ProdOnly user.</li></ul>If you do not add /home to the end of the URL, it will not work.

How Can I Clear Any Serials That Have Been Attached to an Order Within Cetec?

You can clear attached serials through the interface:<ul><li>Go to the Generated Serials List (Production >> Orders >> Generated Serial List).</li><li>Search for your order and open the order line in question.</li><li>Open the Serials page for that order line.</li><li>Check the “Clear Serials/Sequences?” checkbox at the top to clear the serials.</li></ul>

How Can I View Orders That Aren't Short Parts and Are Ready for Production?

To view open production orders that aren't short, go to the Release to Production report. Change the Short Per Allocation filter from All to Not Short, then click Submit. The report will show orders that aren't short and are ready for production.

How Can You Remove the Labor Plan and/or Part Pick List From the License Plate?

You can disable each using the "Part Pick List On License Plate" and "Include Labor Plan On License Plate" configuration settings in Admin > Config Settings. This lets you minimize the information on the license plate to just show the barcodes and the selected Header Fields in the License Plate preview.

How Do I Add Additional Manufacturers and Note Types to Tools?

To add manufacturers, navigate to the Manufacturer data table under Data Maintenance. To add note types, navigate to Data Maintenance and open the Note Type table.

How Do I Add My Goal Config Settings for the New Year?

Open the Production Dashboard under Admin > Dashboards > Production Dashboard. This will automatically add the config settings for the current year. You will need to open the page again when a new year begins.

How Do I Flag a Build Operation as Inactive?

Go to Admin >> Maintenance >> Data Maintenance >> Buildoperation. Under the "Active" column, select whether a build operation is Active or Inactive. To inactivate the build operation, set the flag to Inactive and click Submit to process the request. The build operation flagged as inactive will no longer show as an available option.

How Do I Force a Next Maintenance Date for a Tool?

When you receive a new tool, you may need to force a specific next maintenance date per your supplier’s date, since your receipt date or tool creation date may not always match.To do this, set up the maintenance schedule with the maintenance type on that tool. Then, create a “fake” maintenance under Perform Maintenance for that maintenance type and backdate the maintenance date (per the frequency) to match your desired next maintenance date. For example, if you have Calibration for a tool that happens yearly, but the next maintenance is really 11 months from now (say March 1, 3001), perform a maintenance for Calibration on that tool and date the maintenance to March 1, 3000.

How Do I Give a User the Ability to Edit the Serial Page on a Work Order?

To give a user the ability to edit the serial page, edit Security by Role. Navigate to Admin > Users > Security by Role. Search for the role called “Can Edit Print Records”, then add the user role Production so that all Production users can edit serials on work orders.If you want only specific users to have this ability, create a new role called “Can Edit Serial Page” and add that to Security by Role. Then assign that role to the users who should be able to access the serial page and make edits. See Custom Roles: https://cetecerp.com/blog/custom-roles.html

How Do I Look for Work Orders by Creation Date?

Navigate to Production > Orders > Production Order List. Set the date type filter to “Ordered On Date,” and then enter the desired date range.You can also filter by “Ordered On Date” on the Sales Order List. Navigate to Sales > Orders > Order List.

How Do I Set Up Users With Barcodes for Badge Scanning In and Out of Work Orders?

You will need to print out user badge barcodes based on the following parameters:<ul><li>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). Note: On the user list, you can print a Cetec ERP-generated badge for each user ID.</li><li>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).</li></ul>Then, you can scan those barcoded badges to clock in to work orders and track time.

How Do I Track Material Movement Across The Shop Floor?

As material moves through the shop 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 trailing 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 trailing 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 it’s a last-minute 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 Do I Track Rework Labor and Material?

There are three common ways to track rework labor:<ul><li>Create a new work order and track all rework time separately on that work order.</li><li>Split the work order into a new order line item and track rework time separately on that line.</li><li>Keep everything on the same work order and create “re-work” work locations for each work location in ADMIN >> Data Maintenance >> OrdlineStatus. To track rework labor, click the link next to Work Location Group. A user with Supervisor or Admin privileges can move the work order to any work location (even if it is not defined in the part path). Select the re-work location—either a catch-all re-work location or a re-work location specific to the machine.</li></ul>There are also three common ways to track rework material:<ul><li>Create a new work order and track all rework time and material separately on that work order.</li><li>Split the work order into a new order line item and track everything on that line.</li><li>Keep everything on the same work order and use the part request feature to request and track rework material. Define a reason code for why you need new material for re-work (for example, “scrap” is a common reason code). The material cost will still roll up into total cost for the work order, and you can use part request reports to see what material was requested as rework for which orders.</li></ul>Recommendation: Use option #3 for both labor and material.

How Does the Shortage Report Work, and How Is It 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 make up the top-level part for the order. It allows you to drill into why a work order will be late based on current demand signals and supply levels. You can also filter the report and export it to Excel.

How Does The Work Location “Partial Move” Function Work?

The Partial Move button is primarily for adding a note to the work order showing that you moved a partial quantity. If you add a note when you partially move quantity, it will show up below the Start Work button on the work order screen and permanently under the Comments tab.The best way to track actual quantities that are done first is to split the line so you can complete those quantities separately. To have permission to do Partial Moves, you either need Admin permissions or you must add the Production Only role to the Security by Role setting “Can Change Order Location Group,” which makes the locations show up in the select box.

I Invoiced an Order While a User Was Still Logged Into Job Tracking Labor. How Do I Fix It?

In this case, Cetec ERP will not force-block invoicing. Instead, it alerts the user attempting the invoice. This is intentional—for example, if a rush shipment needs to leave your warehouse but a user forgot to log off the job.To adjust labor time after invoicing, use the View Work report. To adjust labor cost after invoicing, use the invoice edit screen (Labor Cost field).

If A Customer Requests To Cancel An Order, How Can We Close That Order And Still Search Or Locate It Later?

From the order’s side nav menu, use Close Line/All and delete the order. If parts are already picked, Cetec ERP will notify you and prevent you from deleting/closing the entire order if lines are picked.To search/locate closed or deleted orders later, use the “All Deleted” filter on the production order list.

Is It Possible To Set Up A User To Have The Ability To Ship While Restricting Their Ability To See Any Invoice Information?

Yes. Begin by choosing which role to give this special permission to. In this example, we will allow this access for any users with the “Warehouse” role.<ul><li>Navigate to “Access Control,” then search “Order/Invoice.”</li><li>Click into that category.</li><li>Scroll down to “Warehouse” and select “Allow.”</li><li>Scroll back to the top of the page and change “Enable Custom Access Control?” to “yes.”</li><li>This will allow Warehouse workers to ship, but restrict them from seeing invoice data.</li></ul>

Is There a Way to Default Your Sub-Orders to Yes, No, or With Top on the Commit to Order Screen?

Yes. To change the default setting, navigate to Admin >> Config Settings >> Config Settings and search for "default_suborder".There are three possible values for this config variable:<ul><li>Enter "1" to default sub-orders to "No".</li><li>Enter "0" to default sub-orders to "Yes".</li><li>Enter "phantom" to default sub-orders to "With Top".</li></ul>

Is There a Way to Receive Finished Parts Into Inventory When More Parts Were Made Than Are Needed for the Specific Customer Job / Work Order?

Yes. In this situation, we recommend the following process:<ul><li>Set the pick qty of raw/sub material on the customer work order to only the amount being consumed on that work order.</li><li>Create a new build-to-stock work order (Production » Orders » Build To Stock) with Qty set to the overage you built. Optionally, set a fake/internal Customer PO field to reference the original job. Then process the build-to-stock order and pick raw/sub material only for the amount being consumed on that build-to-stock work order. Complete/receive the build-to-stock work order to register the overage finished product into inventory.</li></ul>

What Access Do Production-Only Users Have in Cetec ERP?

The ProductionOnly user role (offered at a reduced rate of $25/user/month) was designed for shop floor workers performing repetitive work.The only functions a ProductionOnly user is allowed to do are:<ul><li>Scan and/or look up a work order.</li><li>View work order work instructions.</li><li>View basic work order data (e.g. customer, part number, quantity due, due dates, etc.).</li><li>View basic work order documents (e.g. traveler, drawings, etc.).</li><li>Update work order status.</li><li>Clock in/out of a work order.</li><li>Pick parts for the product.</li><li>Complete/receive the work order into finished goods.</li></ul>Some examples of what a ProductionOnly user may not do include (this list is not exhaustive):<ul><li>Perform inspections.</li><li>Manage the order-specific BOM.</li><li>Split the work order into two different work orders.</li><li>Un-invoice an invoice.</li></ul>

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 work orders for those goods are routed to, and managed by, the appropriate work center.In ADMIN >> Maintenance >> Data Maintenance >> Workcenter, define and describe the work centers (i.e. production lines) you want 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 in the Workcenter data table, check the Add Record box, click Submit to create a new row, fill in the information, and click Submit again.Once you have 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, go to the part screen and click Maint/COCs on the left side. Select the work center you want to assign to the part and click Submit.To set a work center for an order line, go to the sales order screen and click Edit on the left side. There you can assign order lines to different work centers.

What Is the Difference Between a Full Order Plate and a License Plate? Is There a Difference in How License Plates Show Up for Build vs Stock Orders?

A license plate is a unique document used to track and manage components throughout production. A full order plate is composed of all the license plates for each line added together into a single printout.If the lines on an order are stock lines and those stock lines are set to ship, all the stock lines for the top-level order will print on the license plates for each stock line. This is so you only need to print a single license plate to pick all your stock lines on the same order.Build orders let you view components by line because you often have multiple components to pick for each line when building. The full license plate is typically useful when you have multiple build lines on a single order, because it will print multiple license plates in a row with unique pick lists and work lists.

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 calculated using a defined formula based on sales and production activity.<ul><li>SVOP = Total resale − Out of stock + Into stock</li><li>Total resale = resale of invoices sold</li><li>Out of stock = BOMs shipped from stock</li><li>Into stock = intercompany closed orders</li></ul>

What Report Shows Daily Actual Production Labor Values vs Estimate Labor Values?

Consult these three reports:<ul><li>PRODUCTION >> Mgmt >> Production By Workcenter</li><li>PRODUCTION >> Mgmt >> Production Time By Location</li><li>SALES >> Invoices >> Labor Variance</li></ul>

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.

Will the System Log People Off Automatically When They Log Into Another Job? If Not, Will This Mess Up Timing and Planning, Especially If They Forget to Log Out?

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

Purchasing

Can the System Generate a Monthly Receiving Report to Know What’s Scheduled to Be Received?

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

How Can I Capture a Discount on a PO?

There are three options:<ul><li>Lower the price on the PO to capture the discounted cost. This is better if it is a recurring discount, since you will want to see it as last buy cost.</li><li>Reduce the price when you voucher the PO.</li><li>For an early pay discount, add this in Data Maintenance "9TERMs". Set the discount percent and the number of days you have to receive the discount.</li></ul>

How Can You Make a Vendor Inactive?

To deactivate a vendor, use the Delete function on the vendor edit screen. Navigate to PURCHASING >> Vendors >> Vendor List, then choose a vendor. In the vendor header, you will see the Delete button next to the Update button. Clicking Delete will remove the vendor from appearing on any vendor selection field in the system.Note: Cetec ERP never actually deletes anything from the system permanently. This action inactivates the record, preserving associated historical data and allowing the vendor record to be recoverable if needed (for example, if it was accidentally deleted).

How Do I Break Down a Purchase Quote and Send It to Individual Vendors?

You can do this using RFQs, also called pQuotes, in Cetec ERP. Create and issue separate pQuotes to each vendor so you do not have to send the entire purchase quote to every vendor. See the How To Enter RFQs and POs documentation for details on processing pQuotes.

How Do I Change My Company's Receiving Ship-To Address on a PO PDF?

Your company's ship-to address (the address vendors will ship requested materials to) is configured by defining the "company_shipto_address" variable under Admin >> Config Settings >> Config Settings.

How Do I Close a Vendor Return That Was Created in Error?

These steps should only be used if the Vendor Return has no associated order created and no debit memo created.To close a Vendor Return that was created in error, select the “Delete Line” checkbox next to the open line, then click the orange “Update” button. You will then see a Vendor Return that is open but has no lines. The blue “Close” button will now be active—click the blue “Close” button to close the Vendor Return.

How Do I Correct PO Or Receipt Prices?

Sometimes the prices on a vendor’s bill do not match the prices on the corresponding purchase order (PO) or receipt.First, determine which price is correct. If the receipt/PO price is correct, contact your vendor and request another invoice with the correct prices, or request that your vendor write off the discrepancy.If the PO/receipt prices are incorrect, you will need to adjust the receipt price to the correct price you actually received the goods at:<ul><li>One way is to cancel the receipt and re-process the receipt altogether.</li><li>If the received goods are in inventory and have not yet been shipped out on an order, go to the part, find the bin-level (receipt-level) cost in the Warehouse Info, and make an inventory adjustment (with a reason code) to adjust the receipt cost of that part. That adjustment will propagate to the part’s average cost and will be appropriately costed when it is used on any BOMs or assemblies in the future.</li><li>If the received goods have already been used and shipped out on an order, go to Sales History for the part, find the invoice the goods were sent out on, edit that invoice, and adjust the material cost there.</li></ul>

How Do I Make Purchases That Have No Inventory Implications?

If you want to create a Purchase Order (PO) to track your purchase, you can do so without affecting inventory by using a placeholder part and marking the PO line as non-inventory.<ul><li>Create a Prcpart to use on the PO. This does not need to be a unique part for what you are buying—it can be a generic placeholder used to capture the purchase cost.</li><li>Add the part to the PO, and in the PO Edit screen, check the Non-Inventory? checkbox so the PO line does not impact inventory.</li><li>Use Comment 1, Comment 2, and Source Comments External on the PO Edit screen to capture any unique information about the purchase.</li><li>Voucher the PO lines afterward to close them and pay your vendor.</li></ul>If you do not need the additional traceability of a PO, you can skip the PO and voucher it directly instead. For example, for plumbing services, you can make the voucher out to the plumber, add a split for the service, and proceed to pay the plumber.

How Do We Assign a Vendor to a Part Number or Set Preferred Vendors for Certain Parts?

There are a number of ways to accomplish this:<ul><li>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-hand nav.</li><li>Rely on PO History to see preferred vendor data. Click the blue “i” icon next to a part row to drop down the Part Info report, then go to the PO History tab to see vendors you typically buy the part from, lead times, costs, and other useful data. You can also view the Crosses tab here, where vendor part crosses may be set up.</li><li>Use Vendor Parts listed under part crosses to designate multiple vendors and vendor part names for a single part record.</li><li>Log preferred vendors in the Part Info edit screen.</li><li>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.</li></ul>

How Do You Change The PO Terms And Conditions?

The PO Terms and Conditions text can be edited via the po_terms config setting. Navigate to Admin > Config Settings, search po_terms, edit the text in the Value box, then select Set to update the terms.

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, and select the appropriate general ledger account. Note 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 Does the System Calculate On-Time Requirements for Vendors? Can Reports Be Run to Track This Instead of Doing Everything Manually?

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

How Does the System Identify Reorder Points (ROP) for Long Lead Times?

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 Is Avg PO Lead Time Calculated?

Avg PO Lead Time is calculated by taking the difference between the PO dock date and the PO entry date for all purchase orders (POs) within a specific date range.Those differences are totaled and then divided by the total number of POs in that same date range. The date range is set by the config setting "Avg Leadtime - Months To Review".

I Have a Closed PO. I Reopened the PO, but Only My PO Header Reopened. My PO Lines Stayed Closed. How Do I Reopen My PO Lines?

Cetec ERP lets you reopen a closed PO so you can add new lines under the same authorized PO. Reopening the PO is not meant to reopen all lines, since lines may be closed because they were received, or because someone closed them as invalid.To reopen a PO and effectively “reopen” PO lines, add the items again as new lines on the reopened PO.

If We Ignore Parts on MRP, Will They Come Back After a Few Days?

Yes. The parts will come back if and when you refresh MRP. If you want to remove the parts from MRP more permanently, you need to adjust the supply or demand date or signal that is driving the purchasing signal, such as pushing the date out on the purchase order.

In MRP, The Vendor Filter Dropdown Menu Changes Automatically. What's Going On?

In each MRP row, you will see a vendor column. This column displays the last vendor the part was purchased from (if there is no vendor data, it will say "unassigned"). The Vendors dropdown menu only shows the vendors listed in that column because it is meant to filter the existing MRP data.

Is There a Report to Run for Purchasing Requirements, and Can I Run a Report for Long Lead Time Parts?

Yes. Please see our article on MRP for more information: https://cetecerp.com/support/documentation/purchasing.html

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.).

My Part's Re-Order Point Is Set Above 0 and I See 0 on the Shelf, but It’s Not Appearing on MRP. Why?

There are two reasons why MRP would show any part to be purchased:<ul><li>Supply/Demand</li><li>ROP</li></ul>If ROP > QOH at any given point, then a signal is sent out to MRP.Quantity on Hand (QOH) refers to the total quantity of a part within the four corners of your warehouse, including parts that are reserved. The only time that QOH changes is when you receive or ship the part, or manually adjust its quantity.This means that you could have a QOH > 0 while you see 0 of the part on your warehouse shelf.We handle QOH this way because, at any point in time, a picked or reserved part could be canceled and put back on the shelf. So until the picked/reserved quantity is shipped out, you cannot be sure that you need to purchase more of ABCSAMPLE.

We Have Forecasts We've Created. How Can We See These Under The Prcpart Waterfall? Will These Show Under MRP After Refresh?

Yes. Forecast orders will show in MRP and the part waterfall report with a special designation as “forecast orders” if you have the configuration variable “Include Forecast For MRP” turned ON.You can view a waterfall report with the forecast demand included by going to Sales → Forecasts → Overview, then clicking “View” for the part you want to see.

What Are Some Controls Around Approving PQuotes?

Only users with the Purchasing role or the PQuote Approval role can approve PQuotes.If you want to allow only users with the PQuote Approval role to approve PQuotes, set the config variable PQuote_Approval_Anyone_If_Under_Value (ADMIN >> Config Settings >> Config Settings) to a numeric value.For any PQuote whose total is above the specified amount, the PQuote Approval role will be required to approve the PQuote. If you want every PQuote to require approval, set PQuote_Approval_Anyone_If_Under_Value to a very small numeric value (such as 0.01).

What Data Do The YTD Spent And PO Activity Columns In The Vendor List Capture?

<ul><li>YTD Spent: Paid vouchers minus debit memos for the fiscal year.</li><li>PO Activity: For the date range in the header, the sum of all values for the PO lines entered in that period (unit_cost * orig_orderqty).</li></ul>

What Do I Have To Do In Order To Require An Approval Before A PQuote Can Be Converted Into A PO?

Navigate to ADMIN >> Config Settings >> Config Settings and search for "approval."Turn off pquote_no_approval_required (set it to 0 or leave it blank). Then turn on PQuote_Approval_Anyone_If_Under_Value by entering a dollar amount (without the $ sign). If the dollar amount does not matter, enter 0.01 so every PQuote requires an approval before it can be converted into a PO.

What Does the Days Early Column on the PO List Indicate?

The Days Early column on the PO list compares the PO Dock Date to the need date of the first order needing this part.<ul><li>If the first order needing this part is a Build order, then need date = work start date.</li><li>If the first order needing this part is a Stock order, then need date = ship date.</li></ul>You can also make Stock orders use the Dock Date by turning on the config variable "StockOrder_Default_WorkDate_to_DockDate."

What Is the Difference Between 'Lite' and 'Standard' Mode in the MRP Module?

MRP Lite only displays suggested buy quantities based on the net material amount due: total open demand for material against total open supply of material. It ignores the currently assigned dates on these demand signals (sales orders) and supply signals (purchase orders).

What Is the Difference Between Allocation Data and MRP, and How Do I Know if Mine Are Up-to-Date?

Allocation data is all of the data that exists in the system that informs material requirements planning (MRP). Cetec ERP regularly updates this allocation data on a specified schedule.MRP uses the allocation data to make decisions.At the top of the MRP page (go to Purchasing > MRP and choose any option from the drop-down list), there are timestamps letting you know how up-to-date your allocation data is and when the last MRP refresh occurred:<ul><li>The first timestamp shows the last time that you, the individual user, manually ran an MRP refresh.</li><li>The second timestamp shows the last MRP refresh that any user in your company ran. The date/time shown here are the date/time of the allocation data that was being used in that refresh.</li><li>The third timestamp shows the last time the allocation program ran in your Cetec ERP instance.</li></ul>

What Is the Ext. Vendor ID Inside the Vendor Header?

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

Why Is the "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:<ul><li>The parts on the receipt have been picked for an order.</li><li>There isn't a PO line associated with the receipt.</li><li>The receipt has been changed on the bin level (e.g., an inventory/cost adjustment). For cost adjustment, the receipt cancel block only applies to non-average costing customers.</li><li>The receipt exists on a paid voucher.</li><li>The receipt is from an internal PO. "Uninvoice" the linked internal work order to undo the receipt of the finished goods inventory.</li></ul>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.

Will The System Have The Ability To Bypass Certain Requirements On The Buyers Report?

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

Planning & Scheduling

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 can view both the build estimate and the BOM overview.<ul><li>Build estimate: Shows parts and subassemblies in inventory and provides estimates.</li><li>BOM overview: Lets you drill down into all components (including components within subassemblies) so you can check part QOH values and determine what you have on hand.</li></ul>

How Do I Clear Parts/Entries Off the Production Schedule for a Work Order?

You can clear part and production scheduling by updating the Order Specific Labor Plan on a work order. From the work order, select Maint/Etc in the left-hand navigation, then choose Labor Plan Management.In the Order Specific Labor Plan, remake the labor plan into a schedule with a minimal number of schedule entries to clear the current schedule. You can remove all work locations, or leave only one work location with a single build operation set to a very short time, such as one second.After clearing the labor plan, return to the work order and, under the Schedule tab, select Reschedule Forwards. This removes the existing schedule entries and recreates the schedule with only one or two entries, or none at all, depending on how the labor plan was adjusted.You can also manually close or delete individual schedule entries by going to the work order’s Schedule tab and using the Schedule Entries section to close out any entries you do not want on the schedule.

How Is Stock Allocated To Orders?

Allocation in Cetec ERP 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).

What Does The Work Location Demand Report Do?

The work location demand report shows the schedule start date and schedule end date so you can see how long orders are supposed to take. It also shows the estimated and actual times at work locations on that BOM’s specific labor plan.You can filter by work location, customer, and part. You can also see what work location an order is currently in.

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:<ul><li>The demand signal (open sales order or work order) might have been canceled, closed, deleted, or shipped.</li><li>The supply signal (open PO or build-for-stock order) might have been canceled, closed, deleted, or fully received.</li><li>The line item on the open PO might have been marked as "non-inventory".</li></ul>

What Is a Forecast in Cetec and How Does It Affect MRP?

A forecast in Cetec is like a temporary order, and can be activated in the config settings. When you create a forecast, it does not affect the shop floor or create any official orders, but it shows what supplies would be needed and when they'd be needed if this order were created. It's a way for the purchasing or material planning (for subassemblies) department to get ahead.MRP will by default only account for actual orders in the system. However, if you are utilizing forecasts and you want purchasing to also account for potential orders (forecasts), you would want to click that checkbox next to "Include Forecasts in Next Allocation Run?"

What Is the Difference Between a Scheduled/Unscheduled Order?

Scheduled means that the order is scheduled based on the ship date and due dates on the order. Unscheduled represents that it should ship as soon as possible.

Why Do Stock Orders Have a Work Start Date at All? Can I Default All Stock Orders' Work Start Date to the Dock Date or Ship Date?

Even though stock orders do not technically need a work start date, Cetec ERP still uses the date in some cases (for example, move to pick queue and waterfall). Because of this, the date still matters for stock orders.By default, all stock orders are set to have a work start date equal to their ship date. You can turn on the config variable StockOrder_Default_WorkDate_to_DockDate to make it equal the dock date.

Shipping & Logistics

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.<ul><li>Navigate to ADMIN >> Config Settings >> Config Settings.</li><li>Search for the variable "Stop Under Pick Invoice" and set its value to "1" to turn on the functionality.</li><li>If the variable does not exist, create an invoice from any order first; after doing that, the variable should appear in Config Settings.</li></ul>Once this is enabled, attempting to invoice an underpicked order will trigger an error alert and prevent the process from going through.