3.1.5 Address Book
The primary source of all of your data is found in the Address-book,
Inventory, and Bills of Materials modules. All of this data, once entered, is
automatically entered into sales orders, purchase orders, work orders, and
receivers. We will first discuss the Address Book Module. The Address Book
Module is the location in pc/MRP where all customer, vendor, employee, and
contact information will be stored. At this time take a few minutes to read
the Address Book Module.
This lesson will assume the chapter has been read.
3.1.5.1 Entering an Address
While using pc/MRP in the course of running your business you will need to
add addresses. To add new addresses simply select Modules,
Address Book, New.
Note: You will find that all of the modules are setup very similar. To
make a new purchase order select, Modules, Purchase, New. To make a new
sales order select: Modules, Sales, New. This is constant throughout the
program.
After selecting Modules, Address Book, New, you will
be prompted to enter the company name that you wish to add to the address
book. Please enter: "ABC TIRE COMPANY."
Note: when entering an address where most of the customer information
exists in an address that is already entered into the address book, you can
select "Import Address information from existing address" on this
screen, to save time.
After entering the company name press: OK
As you can see there are many options and fields to enter data for each
entry. Most are self-explanatory. For further details on what each field does
refer back to the chapter in the manual on the Address Book . At this time
take a few moments to look over this screen and refer back to the manual if
there are questions about specific fields.
Enter the data as described in the picture below. Except for the date ENTERED. This will automatically be populated by the date in your computer.
To complete entering this address select OK. If you wish to
Cancel this entry hit Cancel.
At this time save this entry, by selecting OK.
You have now entered your first address into pc/MRP. Take a few minutes to
enter the addresses as depicted by the picture below. All of these addresses
will be utilized in the tutorial. For the two remaining ABC TIRE COMPANY
addresses use the "Import Address information from existing address"
function.
3.1.5.2 Viewing an Address
To view the addresses you just entered select Modules,
Address Book, and Edit.
Note: The EDIT function is similar throughout pc/MRP. If you wish to
edit a Sales Order select Modules, Sales Order, and
Edit. To edit a receiver select Modules, Receiver,
Edit.
If you selected, Modules, Address Book, and Edit you
should now be at the basic scroll selection screen.
To edit choices you must choose "Edit" under the Action square. To
simply view select "View." You are also able to sort your selection
in a number of different ways. Select the gray square with the black down
arrow to access the drop down menu under "Sort Order." This allows your
search to be sorted as specified. You can enter partial information or the
entire entry to be selected. You can also select the check box "Save
Settings", and this will save the desired settings.
Note: This scroll selection and actual scroll screens are similar throughout pc/MRP. Sales
Orders, Work Orders, Invoices, Receivers, Purchase Orders, Stockroom
Transactions, and the BOM engine all utilize this same screen. (If you
ever edit something and the changes are not saved, you undoubtedly had the
View checked in the Action Square.)
At this time, within the Address Book Scroll screen, select "Company
Name" for sort order and enter the letter "C" in the "BEGIN SCROLLING AT:"
box.
Now press: OK.
The next screen allows you to scroll through all of your addresses sorted
by Company Name beginning with what you stated in the "begin scrolling" at
box. Here you can select the desired address entry. Notice that it started scrolling at Canonwale
At this time once again simply select any one of the address entries.
After selecting an address entry, take note that there are several fields
that have drop down menus. These fields are user definable through Option 52
in the Settings and Utilities.
Example: ADDR TYPE allows users to define their relationship with the
entry. Examples: EMP for employee, VEN for Vendor, CUS for customer, PRB for
accounts on probation.
Some special features of this page include the ability to view receivers
or invoices, view the current balance or average to pay (hit "Update
Balance"), and keep a logbook of conversations or extra customer data. At
this time there are not invoices or receivers to utilize these fields, but
we will change this as the tutorial progresses. Simply hit Cancel to
exit this entry.
3.1.5.3 Editing an Address
To edit an address select: Modules, Address Book, and Edit. (Similar to
making new entries the edit feature is the same throughout pc/MRP. To edit
Receivers simply select, Modules, Receive, and Edit. To edit Inventory
simply select: Modules, Inventory, and Edit)
Go ahead and press OK to get to the Scroll screen.
Notice at the top left there is a field called ID CODE. This field is an
automatically generated field based on the company name when the address is
first entered. Also take note that we have three different addresses for the same company. One for our contact, another for shipping, and finally one for accounting. If you have different ship to addresses and or billing
addresses for a specific company we recommend entering the SHIP TO and BILL
TO addresses as different addresses and then editing the address ID by changing it back to the original ID and
adding a B or S to the address ID code as shown in the example
that follows.
For ease of use, we recommend fashioning all of your address entries that
have multiple addresses in this way.
To edit the address ID select ABC - Accounting. Now all you have to do is delete the 2 and add a 1B. Now press OK. It warn you that you are attempting to do a serious thing. Press YES. The next screen is very important.
Always select to edit everything. The Address ID is used to keep track of everything that deals with customers and vendors. To mess this up is serious. Press OK. If pc/MRP finds any history for the old ID it will automatically update it to the new ID. You have just successfully edit your first address. Repeat this process for the Ship-To address. Though both of these edits and understanding the address ID are important, let's go ahead and make another more traditional edit.
Select: Modules, Address Book, and
Edit, find the Canonwale entry and select Edit in the Action
square. If you do not know how to find this address or what the Action
square is please scroll to the top of the address tutorial and start
over.
Once you have found this address, press enter, to bring up the main
address screen with his address. Change the phone number to
222-444-5555.
Press OK. This saves the changes made.
Look up the address again and see if the changes were saved. If the
changes are not there, then you never made the changes, or you selected view
rather than edit in the "Action Square," or you selected cancel after making
the changes. If the changes are there, congratulations, you have
successfully edited another entry.
3.1.5.4 Deleting an Address
Finally to delete an address or anything within pc/MRP you must take two
steps. The record must first be marked for deletion. Then, the records
marked for deletion must be deleted.
By example, find the address, "Bad Customer" and bring up this address as
if we are going to edit this entry. Notice the Delete square under the OK
and Cancel buttons. If the Delete button is not present, you are not in edit
mode. Select, Cancel, then Modules, Address Book,
Edit, "Edit" in the Action square and find the "BAD CUSTOMER"
entry. Press Delete. This marks the record for deletion. This is the
first step in deleting a record. If you were to view this entry again you would see a picture similar to the one below.
Notice that at the top of the record is says it is marked for deletion, but not removed from disk. The next step to take is to select, Modules, Address Book, and Remove Marked Records for Deletion. This two step deletion method is the same throughout pc/MRP.
Note: Once your software is activated into the full version deleting
records marked for deletion will be secured by your configuration
code.
You have now successfully deleted your first record.
Note: All fields within the address entry are manually entered
excluding: CUR BALANCE. CUR BALANCE is the customers current balance and
is increased when invoicing and decreased upon payment and or running
either the Accounting function of updating Address Balances or creating a
billing summary.
We have just learned almost everything about the Address Book. The steps
above can be repeated for entering, looking up, editing, or deleting any
address in the address book. For reports and label making refer back to the
manual. We will continue with the lesson on data entry with the Inventory
module.
3.1.6 Inventory Module
The Inventory Module contains price, quantity, lead time data and a number of other fields associated with parts, labor parts, and assemblies. Inventory does not contain information about how the assemblies are built. This is in the Bills of Materials. BOMs will be covered in the BOM lesson.
To become familiar with what the various fields do in the main
inventory screen, please take a few minutes to read the Inventory Module
chapter. You should not begin this lesson without having an understanding
of the Inventory Module.
There are several things that should be considered when entering your
own parts and creating a part number scheme. For the purpose of this
tutorial we will keep all of the standard settings. As you begin entering
your own parts you will want to read about Options, 28, 29, 48, and 49 in
the Settings and Utilities module. For special cases and consignment parts
read chapter 15.10.1, Special Cases (Non Stocking Rep,Outside
Mfg,Consign,RMA)
3.1.6.1 Entering New Parts
Similar to the Address Book, when an end-user wants to enter a new
part, simply select: Modules, Inventory, and New. You
have the ability to make a few different choices at this time. Select next
available part number.
Please enter the data so it appears like the picture below.
Since we build this part select Sales Price. Take a few seconds to understand the sales price matrix.
There are 5 different sales price levels (entered in the address book) and each level goes five price quantity levels deep. To keep things simple we will just enter a price of $1,500.0000 in sales level one. Press OK.
Note: This is an "Assembly." Thus, in the "PART/ASSY/LBR field an "A" was
entered
Note: The PO Ratio field is set to one. This field must be 1 or greater. If
it is set to ZERO purchase orders will be INCORRECT.
Notice that there is also a second page of inventory data. Select Next Page. To learn more about these fields you can read the inventory chapter. However do enter a EST LEAD (DAYS) as 1.
With all of the information entered select Save to have this entry
saved. Congratulations, you have entered your first part.
3.1.6.2 Editing Parts
At this time we will edit the part we just entered.
Select: Modules, Inventory, and Edit. Select the same
part number we just entered. Edit this part so that the Lead time is 2 days.
Select Save.
After making sure you successfully changed the lead time for the bike
assembly, take a few minutes to enter the remaining parts for the bike as the
picture describes below. For the sake of time many of the basic fields are left
blank. Please enter 2 days for the lead times on all parts and assemblies.
Enter the parts listed below. To enter a vendor select the Vendor Lookup check box and type in the first few letters of the vendors name in the Vendor #1 field and press enter. Also enter a purchase price of $5.0000 for all items except the bolts. When you get to the bolts enter purchase price of $00.2500 for quantity 1 and enter quantity 100 at $ 00.1000. Furthermore, be sure to enter a PO ratio of 100 for the bolts. We purchase bolts for the
bicycle assembly in boxes of 100.
Note: If you edit the part number, number, you must select "Change
Part Number" from the Inventory drop down menu. This will allow you to change
the part number in all applicable modules in just one step.
Similar to the Address Book there are numerous fields that do a variety of
things. All of these fields can be manually edited. Most of these fields require
manual data entry. Most of these fields are self-explanatory. Several of these
fields are automatically updated through performing specific actions.
Below is a list of those fields that are automatically updated and how they
are updated.
STD COST/UNIT: Standard Cost per Unit.
pc/MRP calculates the
standard cost per unit using purchasing history by running the cost roll-up
feature in Inventory and selecting Standard Cost. This STD COST/UNIT field is
populated when you run this feature.
AVE COST/UNIT: Average Cost per Unit.
pc/MRP calculates the average
cost per unit using purchasing history by running the cost roll-up feature in
Inventory and selecting Average Cost. This AVE COST/UNIT field is populated
when you run this feature.
LAST PO COST: Last Purchase Order Cost.
This field brings in the
cost of the last purchase order made for this part.
QTY ON ORDER: Quantity on Order
This field contains the quantity on
order from purchase orders. This field increases when purchase orders are made
and decreases when receivers are made. This feature will be further discussed
in purchasing.
QYT ON DEMAND: Quantity on Demand.
This field contains the quantity
on demand from open work orders and open sales orders. This field increases by
creating work orders or sales orders. This field decreases when sales orders
are invoiced or parts are converted into assemblies from the work order.
Furthermore, this field can be updated when edits are made to sales orders and
work orders by running the Audit On-Demand Quantities feature in the Sales
Order Module.
QTY AVAILABLE: Quantity Available.
This field contains the quantity
available after allocation. This field is updated by running the single bucket
purchasing report or the optional module Infinite Bucket MRP. The MRP programs
will allocate parts on hand and on order and populate the Quantity Available
field with the quantity available after allocation.
These features will become more obvious as we make sales and work orders and
run MRP reports. For the time being, we will just let this sink in.
Note: pc/MRP does not allocate things every time an order is entered. The
quantity available field is only updated as described above.
3.1.6.3
Deleting Parts
Deleting parts is exactly like deleting addresses. You must first mark the
record for deletion and then remove marked records for deletion. To test this delete the TUBE ASSEMBLY, part number 000000012. Once again, in
the full version, deleting entries will be secured by your configuration
code.
Note: You can select alternate part numbers by entering alternate parts in
the alternate part matrix. Alternate part numbers can then be uploaded onto
the BOM module through the settings and utilities option number 54.
You should now be familiar with viewing, editing, and entering parts. If you
have any questions about what these fields do or how to perform the tasks above,
start the lesson over and refer back to the manual.
Up to this time we have discussed the Address Book and Inventory Modules.
This next section completes the Data Entry Lesson by covering the Bills Of
Materials Module.
3.1.7 BOM Module
The BOM module is where all of your bills of materials or recipes for
assemblies will be stored in pc/MRP. At this time take a few minutes to read
the Bills of Materials
chapter in the manual. This lesson assumes you have read the BOM chapter.
The BOM module is set up very similar to all other modules. To edit a BOM
simply select Edit from the BOM menu. To enter a new BOM simply select
New from the BOM menu. Most modules when printing have the Report
option. For the address book and BOM module end users select Print.
Note: All parts within a BOM must exist as an entry in inventory before you can create that BOM. Assemblies can exist in inventory but do not have to exist. If an assembly does not exist in inventory the BOM module will automatically create one.
Before we create a BOM in pc/MRP it would be best to see one on a piece of
paper.
Bicycle BOM
Notice how all of the various levels are separated by periods. Parts are
labeled as PART and bills of materials are labeled as BOM. From this picture
we can deduct that parts and assemblies: 000000002, 000000003, 000000005,
000000006, 000000007, 000000011, 000000013 are all on the first level of the
Bicycle BOM. The WHEEL assembly contains parts 000000004, 000000013, and
000000009 and the BOM 000000012. The TUBE assembly contains two parts,
000000008 and 000000010.
To reinforce this idea of indented bills of materials we will make this BOM
using the parts entered into pc/MRP in the Inventory lesson.
3.1.7.1 Entering Bills of Materials
We are now going to begin by entering the lowest level of the Bicycle
BOM.
Select: Modules, BOM, New.
Enter BOM number: 000000012 with a description of TUBE ASSEMBLY.
Select OK
You should now be at the main BOM data entry screen as depicted below.
Notice that the cursor automatically starts at the part number. We have
just created the "TUBE ASSEMBLY." Now we have to add the parts and
assemblies for this BOM level.
Simply type the first few numbers of the NGF Tube and press enter. This will take you to the scroll screen to select that part. To select that part scroll to it and press enter. We want one TUBE per TUBE ASSEMBLY. We also want to add one additional part so select Add Item. Notice that the NGF TUBE was now added and the cursor started back at the part number entry field. Enter the second part we want in this assembly, the STEM. Enter quantity 2 for the STEM. We are now finished building this level, press Finished.
Note: Bills of Materials are assembled in the BOM module one level at a
time.
Note: reference designators can be infinite in length. Reference
designators allow users to have instructions where each part goes in the
assembly.
Note: Labor parts can also be entered into BOMs. This allows users to
calculate theoretical job costs.
Now we are going to add our next level. This level we will add not only parts, but the newly built TUBE ASSEMBLY.
Select: Modules, BOM, New.
Enter BOM number: 000000002 with a description of WHEEL.
Select OK
This entry is a little different however. The WHEEL already exists in inventory. pc/MRP is going to warn you about this. Go ahead and select Proceed.
Now we can add our parts just as we did before. Enter the first part, Dirt Teaser Tire. Click on "Add Line Item". pc/MRP
will warn us one more time that we are changing the WHEEL part into and assembly and just press
Overwrite. This will change the P/A/L field in inventory into an A.
Now simply add the remaining items. Add the spokes, quantity 40. Add a few bolts,
quantity 4. And finally add the TUBE ASSEMBLY just like you would any regular part. Press Finished.
Now on your own.....
Select: Modules, BOM, New.
Enter BOM number: 000000001 with a description of BICYCLE TOP ASSEMBLY.
Select OK
Enter the items that finish off this assembly to that it matches the picture below.
We have just completed the the entire Bicycle BOM.
A common mistake in editing and creating BOMS is depicted by the picture below.
When this happens simply select Remove. You selected Add Item rather than selecting Finished when you were done....and then you selected Finished. pc/MRP simply thinks you are trying to add a blank inventory item.
3.1.7.2 Editing the Bills of Materials.
Similar to everything in pc/MRP if you wish to edit something, select the
module you wish to edit and select edit.
Select, Modules, BOM, and EDIT. Select BOM 000000001. When you select an item that is an assembly
(depicted by an A in the Type column), you can use the STEP UP and STEP DOWN features to scroll through
the various levels of your assembly. Scroll to the TUBE ASSEMBLY. In the quantity field under
BOM DATA enter "1.0000" for the STEM quantity. We do not want do double up on or STEM ordering.
Are you in Edit or View Mode?
Now just to see what we have done select Modules, Boms, Print BOMs/Pick List/Where Used
and select the exploded-costed report. Scroll to enter your BOM number.
Select Print - Narrow and press the OK button. Your report should look very similar to the example
report at the beginning of this section. If it does not, edit the BOM and run the report again.
It will need to match for our purchasing results to match.
Note: If you wanted to change the part used in a specific place simply
select the part you wish to change under BOM COMPENENTS and enter the
replacing number in the Partnumber field under BOM DATA. If you wanted to
scroll to the replacing part simply type in the first few numbers of that
part number and hit enter. This will bring up the scroll screen.
3.1.7.3 Deleting Parts Within a BOM
Similar to all other areas of pc/MRP the deletion process is a two step
process. You must first mark the entry for deletion and then delete marked
records. If you go into a BOM to delete a part and the delete button is not
accessible, you either do not have the Action Item Edit selected, or you do
not have deletion rights in the Advance Password Module.
Note: There are several useful options in the BOM drop down menu. From
that menu you can delete a BOM, duplicate a BOM, change a BOM number, change
the BOM description, and Audit BOMs.
Note: You can sort the part in this level by selecting the headers under
Components.
Note: You can view the image for that specific part or BOM by selecting
BOM Image or PART Image.
Note: You can select and view alternate part numbers. (Updated through
Settings and Utilities, Option 54.)
Note: bills of materials can have 26 levels in pc/MRP.
We have now covered data entry into the Address Book, Inventory Module and
BOM Module. The next lesson covers the Order-to-Cash process.
3.1.9 Sales Orders
Sales orders and work orders generate demand for parts and assemblies. This
demand sets in motion your purchase orders, receivers, stockroom, invoicing,
and inevitably accounting. pc/MRP can use work orders and sales orders in a
number of different ways since both can be issued into manufacturing. For
complete details refer to the Sales Order Module and Work Order Module in the
manual.
In short, the first method uses work orders to build to stock and sales order to
build per customer order. The second method pc/MRP uses work orders to
forecast demand while sales orders represent actual demand. pc/MRP can do this
because demand from Sales Orders and Work Orders can be included or excluded
from purchasing requirement reports. The differences between these two methods
will become apparent once we run our MRP purchasing reports. For now, this
tutorial will use method one, where we use work orders to build to stock and
sales order for customers. The important thing to consider is once you have
chosen how your are going to utilize Sales Orders and Work Orders you should
stick to this method. If you are constantly changing how requirements are
generated, you are increasing the probability of making mistakes.
3.1.9.1 Entering a Cash and Carry Sales Order
We will first simply create a Sales Order a few bikes.
To do this, first view the bicycle assembly in inventory (part 000000001).
Make sure the quantity in Area Stores is 2. If it is not edit the quantity so that it is 2.
Now, select: Modules, Sale Order, and New.
The next screen allows the user to select sales type, terms, tax code,
product issuing area, and shipping method. For the purpose of this tutorial we
will really only discuss the Sales Type. The other fields are explained more
in the Sales Order Module
chapter. Understanding the Sales Field type is essential however and deserves
more attention.
The Sales Type field is essential to understand, because it directly
effects inventory and invoicing. Sales Types entered as Cash and Carry or On
Account and Carry automatically decrease the stores quantity of the line items
on the sales order and creates an invoice. Thus, if you have these items in
stock or not, by telling pc/MRP you are carrying the line items out the door,
on-hand quantities will decrease.
Note: pc/MRP will not automatically convert parts into assemblies or back
flush in the sales order module. All back flushing is done through the
Stockroom Module or by running the convert parts into assemblies command.
Order Entry sales simply places demand on the line items chosen in the
sales order. These items will be due on the date as specified by the end-user
in the DATE REQ field. Demand for sub-components, that are part of the sales
order line item, is not created until the MRP purchasing reports are ran.
Invoicing is then done once the product has been assembled and is ready to
ship.
To make this more clear, select a sales type of On Account and Carry,
issuing from area 1, press OK.
On the sales order entry screen notice that at the bottom of the screen
there is an Auto Look-up and Data selection box. Having the part number and
root address checked means that data from the Address module and Inventory
module will automatically be entered when you choose an address or part that
already exists in those DBF files. To make an address or part from this screen
select one of the check boxes under Data. You can select Bill Address and Ship
Address if you need to change the BILL TO or SHIP TO addresses.
Note: To change the BILL TO or SHIP TO address, the
customer address or part after initial selection simply check the desired
box, highlight the root address of the desired entry, type in a partial for
the entry and hit enter. This will bring back the scrolling box for
selection of the correct entry.
At this time check "Make Address." We need to enter our new customer, TIM.
Tim is purchasing two bicycles today. Once you have pressed, Make
Address, enter some applicable data for Tim in his address entry. Then
select OK to finish the address entry. Now put the cursor back into the top
left CUSTOMER field and type T and press enter. This allows you to scroll to
the applicable address. Select Tim as our customer and press enter.
The customer data for TIM should have automatically appeared on the sales
order screen. Now put the cursor down into the description field and type
"BICYCLE" and press enter. This automatically brings up the part number, model
number, description, and price. We could have also selected the "BICYCLE" by
entering the applicable part or model number.
Enter two for the quantity of bikes being purchased. Notice the SC field.
Do not change this field. This field abbreviates the Sales Type and Tax Code
information.
With the address entered and the bicycle assembly selected press F1. This
is a shortcut method to view the part selected in the sales order. The
inventory screen for this assembly should appear. Notice that we just happen
to have 2 finished bikes in area Stores (1). Press ESC to get back to the
sales order screen
Select Finish on the sales order screen.
This next screen confirms that an invoice is going to be made since the
sale was entered as On Account and Carry or Cash and Carry.
Press OK.
This screen explains that two bicycles are being removed from inventory
area One.
Press OK.
If you wish to print the Invoice you can do so at this screen.
On this next screen, if you wish to view or print a shipping label press
OK.
On the final screen we can select NO.
At this time go to the inventory module and view the bicycle assembly part.
Notice that in area one the quantity was driven to 0. As explained above and
reinforced with this sales order, if you choose a sales type as cash and carry
or on account and carry, it is automatically invoiced and the quantity field
will decrease in the area chosen and by the quantity chosen in the sales
order.
3.1.9.2 Entering Order Entry Sales Orders
Now, enter a new sales order for Tim but select Order Entry as the Sales Type.
Put in quantity 1 and a DATE REQ (date required) of one week from today’s date. (The current date plus seven days.)
Note: to add additional line items we can select Add Item.
Of-course to view these various items you can press Back and Next.
After entering the sales order view the bicycle assembly in inventory.
Notice that since this is order entry we have only created demand for this
assembly. The QTY ON DEMAND field should be 1.
Take a few seconds to view the other parts in this assembly. Notice nothing
has changed with these parts and the various quantity fields associated with
these parts. Once again as mentioned above, when we run our purchasing reports
these fields will be updated.
3.1.9.3 Editing a Sales Order
To edit a sales order or work order is similar to editing any other entry
in pc/MRP. Simply select edit in the drop down menu for that module. It is
important to note however that if you frequently edit sales order item
quantities that you should run the Audit sales order function. This function
re-populates the on-demand quantity in inventory representative of updated
sales orders. Edit the order entry sales order for TIM to be quantity 2. Make sure the edit took.
Go back and look in inventory. Notice that the On Demand field did not change. Run the Audit Ondemand Feature under Sales Orders to correct this. Once again however, our MRP reports will also update this.
3.1.16 Invoice Module
To enter a new invoice select, Modules, Invoicing, and
New. You will have to choose the terms of the sale and accept the invoice
information. Once again if the invoice must be edited, you may wish to edit the
sales order as well. You may even want to edit the sales order first, thus the
invoice will be automatically representative of the sales order. For more
information refer to the Invoice
Module in the manual.
Go ahead and invoice the sales order on account. Once you have invoiced the sales order,
once again go into the Inventory Module and view what has changed. WIP for the
parts used was cleared through the Stockroom, and now inventory for the finished
assemblies has decreased by the amount of the sales order. The sales cycle is
now complete. The process to pay vendors and track accounts receivable has just begun. If you anticipate using pc/MRP for accounting, continue. If pc/MRP is going to be just an inventory and planning tool now might be a good time to clean up this trial copy and start entering some of your inventory.
3.1.17 Accounting
For the purpose of the remainder of this tutorial we will use the standard Chart of Accounts. Users do have the option to modify the existing accounts, but we will not do that here. For further information about the entire Accounting Module you can start with the Accounting Overview.
This Accounting tutorial will walk you through posting A/P and A/R, entering a beginning balance for checking, and paying bills. To start things we will simply enter a starting balance for checking.
3.1.17.1 Entering Starting Balances
All starting balances can be entered through a one sided "A" type transaction. For complete details refer to the accounting module. We will however at this time enter a beginning balance for checking of $10,000.00.
Select Modules, Accounting, GL, and New. Select the "A" type transactions and press OK. Enter the transaction as depicted in the picture below and press save. (In the Debit Field type 10200000 and press Enter)
Entering beginning balances is as easy as that. Debits will not match credits on our beginning balance entries so if pc/MRP warns you about the imbalance press O.K. If we were setting up our entire company we would continue debiting and crediting the necessary accounts. We just want however enough data to look at a good close and post the month with financials.
Thus far we have built an invoice and receiving history through creating invoices and receivers. We should take note however that in accounting, other than our single entry into our Checking Account nothing has happened. If we were to select Modules, Accounting, GL, and Edit, there would only be one transaction. The GL is only changed by actually posting transactions to the GL.
With almost everything we do other than entering beginning balances and adjusting entries pc/MRP will require us to enter two transactions. One transaction posting the A/P or A/R to the GL, and, the other transaction registering the payment by a customer or to a vendor. The act of posting the A/P and A/R is what will build your aging reports. The transaction registering the payment completes the transaction. We will first post both an invoice and receiver.
3.1.17.2 Posting Transactions
Take a few seconds to view the invoice and receiver made. (Modules, Invoice or Receiver, and edit.) Find the Posted and Complete fields in both records. These fields are automatically populated as we post and complete each invoice and receiver.
Do not manually populate these fields unless the manual specifically tells you to. We will come back to these fields as we perform these transactions.
Select Modules, Accounting, GL, and New. Take a few minutes to look at all of the available transaction types. pc/MRP will automatically DEBIT and CREDIT the necessary accounts based on the type of transaction chosen. Some of these default accounts can be changed, but if additional accounts need to be debited or credited the end-user will have to manually enter those account numbers.
Intuitively, we can see that to post or register and Invoice we would select the "O" type transaction. To post a receiver or accounts payable invoice we would perform an "I" type transaction. Select the "O" type transaction and press O.K.
pc/MRP will automatically assign the next available transaction number. (Never edit the transaction number. Always allow pc/MRP to automatically assign the transaction number.) Press O.K.
The next screen is asking us if an Invoice or A/R voucher was previously entered. Select Yes since we know we have two invoices to TIM. Scroll to the first Invoice and press enter. You can see that pc/MRP has automatically Debited and Credited the applicable accounts. Select Save. That is all it takes to post an Invoice.
Take a few seconds to view that invoice and notice that the POST field now has a "Y". Post the other invoice to TIM using the same method.
Now perform an "I" type transaction on the first receiver. pc/MRP will take you through the same steps: automatically creating a transaction number for you, asking you if you have previously entering the receiver or A/P voucher, allow you to scroll for that record, and finally automatically Debiting and Crediting the necessary accounts. Press save to save this transaction and post the remaining receivers.
You probably already noticed, but just like there are transactions to help you post A/P and A/R there are transactions to help you receive payment from customers and pay vendors. We will first receive payment from a customer.
3.1.17.3 Receiving Payment from a Customer
Select Modules, Accounting, GL, and NEW. The "R" type transaction receives payment from customers. Perform the "R" type transaction on both Invoices. (You have to perform the "R" transaction twice.) You should now be able to view the invoices and see that both the posted and complete fields are populated with a capitol "Y".
3.1.17.4 Paying Bills
Paying bills can be performed in two different ways. The first method utilizes the "E" type transaction in the GL. Choose the first receiver for the Banana Seat and perform an "E" type transaction against it. The transaction is exactly the same as all other accounting transactions. pc/MRP will: automatically creating a transaction number for you, ask you if you have previously Posted the receiver or A/P voucher, allow you to scroll for that record, and finally automatically Debit and Credit the necessary accounts. Press save to save this transaction. Always print the check even if you send it to the display. The act of printing the check populates certain fields in pc/MR. The "E" type transaction is a fine method to pay one A/P at a time. However the Pay Bills/Print/Clear Checks feature is a lot more efficient for paying multiple vendor invoices.
To pay the remaining vendor invoices select Modules, Accounting, and Pay Bills/Print/Clear Checks and select, Select PayBills, Print Checks. This screen as provided below allows you to select the checks you want to pay.
Select bills to be paid from: Over 0 days old. Notice that the check box Include Posted Bills Only is checked. If you ever think you should have a bill to pay and it does not show here, you probably have not posted the receiver or A/P voucher. Press O.K.
Even though we entered the beginning balance for the checking account, because we have not closed a month yet, we will need to re-enter the balance. Choose to manually Enter the $10,000.00.
You will see on the next screen all of the aging A/P. You can select multiple or individual A/P transactions to be paid. Select both of the transactions to be paid. Notice at pc/MRP will keep a running balance for you. Press O.K. to make the check.
pc/MRP will automatically assign a transaction number for you and automatically debit and credit the necessary accounts. Press O.K. then save. Always choose to print the check. In the top right corner of the next screen you can enter your check number. Go ahead and print this in a regular piece of paper. (If you have existing checks from another software package we should be able to modify our checks to match yours.)
3.1.17.5 Editing the GL
We do not recommend editing the GL. You should always choose to make adjusting entries. If you do choose to edit the GL you will be asked the question below.
Always choose to manually edit the GL. If you choose to automatically edit the GL and when you made the original GL transaction you added additional accounts to DEBIT or CREDIT, it will default back to the standard debits and credits.
3.1.17.6 Posting the Month with Financials
Finally we are at the last step in using accounting. Select Modules, Accounting, and Post Month with Financials. Here it is critical to understand a few things. Within the settings and utilities you have the option to change the start of your fiscal year (option number 5 in the settings and utilities) When you first select to close the month you will get the screen below.
No matter what you set your fiscal year to, month one will always be January, month two will always be February. pc/MRP automatically keeps track of this for you. Press O.K.
On this next screen select O.K. once again.
If you would like you can manually step through the posting process. At this time there are just a few transactions so doing this manually would not take much time.
Select to print out the Financials.
Select the Standard format.
This first time closing select all of the reports. This will give you an idea of what all of the reports do. In the future you might just choose to have several reports made.
One of the most important things to understand about pc/MRP Accounting is that we can close, re-close, and re-close any month. We do not have a trial balance, but rather just the Post Month with Financials. But, by having the ability to close as many times as necessary allows us to use the Post Month with Financials as a trial balance. Go ahead and press O.K. to begin the process. If you selected to manually step through the postings you will have to select continue a few times.
All of the reports will printout. If you have any errors in this process then someone has edited your chart of accounts. Just follow the recommendation in the error log.
The final step in Posting the Month with Financials is creating a backup of the account balance tables. We believe that it is so critical to make a backup of this information that we request that you back it up every time you close the month. You can use the same floppy several times and it just takes a few seconds.
When you are done creating your backup take a few minutes to look over the accounting financials we just produced.
