UTILITY MODULE

15.1.0 Utility and Configuration Module Overview

pc/MRP's Utility Module allows you to configure pc/MRP to best suite your business operations. Many of the options require the configuration code number to change the configuration setting. The code number allowing the change can be obtained by calling Software Arts (408-226-7321).

15.1.1 Option 1, Change Address

Allows you to change your company address. This is the address that appears in the upper left hand corner of your Invoices, Purchase Orders, etc. If you change the company phone number you must call Software Arts to obtain a new configuration code as the company phone number is a factor in determining the configuration code.

15.1.2 Option 2, Print -Or- Suppress Address On Forms (P/S)

Allows you to configure pc/MRP to printout or suppress your address on your invoice, purchasing, sales, shipper, and receiving forms. This option is provided for companies who desire to print out on pre-printed forms containing their company logo and address.

15.1.3 Option 3, No Longer Used / Allow Goods and Services Taxes

pc/MRP versions 7.02g and higher will debit the sales tax account when you enter an I (on account purchase) or P (cash purchase) accounting transaction.

15.1.4 Option 4, Inventory Adjustment Method (S/A/P/W/R/T)

Allows you to configure the method pc/MRP uses to adjust the inventory. As a general rule, manufacturers, distributors and retailers should select A.

S, allows the stock room module to adjust the onhand quantities. Issuing parts to shipping and receiving parts from receiving will adjust the onhand quantities.

A, allows the invoice and receiving modules to adjust on hand quantities. This is the default setting for manufacturers and distributors and retailers. Entering an invoice or receiver will adjust the on hand quantities of the parts or assemblies entered. When entering an invoice for an assembly the on hand quantity of the assembly itself will be decreased. This setting allows manufacturing to build to stock and sell completed assemblies.

P, allows the invoice and receiving to adjust on hand quantities. When entering an invoice for an assembly pc/MRP will use the BOM to reduce the on hand quantity of the parts. This option can be used by restaurants and manufacturers who do not build to stock. This option reduces the quantities of parts only and not sub-assemblies.

W, allows the invoice and receiving to adjust on hand quantities. When entering an invoice for an assembly pc/MRP will use the BOM to reduce the WIP quantities of the parts within the assembly. This options requires you issue parts to manufacturing but not receive them back from manufacturing as completed assemblies. With Version' 6.49BH and higher, if you add the letters "EXP" to the catindex field for each part in the part master, pc/MRP will not stop and notify you when it reduces WIP quantities below 0. Software Arts strongly discourages using this method as breakage, shortages, etc will not be caught. Furthermore, MRP will not work well under this method.

R, allows receiving to increment on hand quantities and the stock room's ship to shipping to decrement onhand quantities. This inventory adjustment method is available on versions pc/MRP for Windows 6.49AG and higher

T, allows receiving to increment on-hand quantities and the stockroom to issue and receive from manufacturing. When the stockroom receives from manufacturing it will decrease WIP, but not increase the on-hand quantities of finished goods. Invoicing will not decrement the on-hand quantity of finished goods. This method will not work well for companies building to stock or using work orders to complete other work orders. This option was added to versions 6.91E and higher.

15.1.5 Option 5, Change The Starting Month Of Fiscal Year

Allows you to input the starting month of your fiscal year. The default setting is 01.

pc/MRP Version 7.43A and higher, allow you to set not only the start of your fiscal year but also the date each month ends on as shown below. When you open up this window the current month and year will be selected. This screen sets the last day of the month as the default end date unless changed by the user. Once a month has been closed, the end date of that month can not be changed. The "Allow date change during month close" check box enables or disables a user closing a month to change the ending date of the period he is closing. The start date of any period is naturally the day after the end date of the prior period. This screen comes pre-populated with the end date of every period from 1985 to 2035. This screen can be repopulated from the command line with the command DO FORM CLOSEDATE WITH 'FILL',1985,2035. Repopulating this form should never be necessary and you would never do so without calling Software Arts first. When a month is closed all transactions whose date is greater than or equal to the start date and whose date is less than or equal to the end date are included during the close.

15.1.6 Option 6, Change The Average Hourly Labor Rate

The average hourly labor rate is used by pc/MRP to determine the labor cost of a work order number when it is completed and returned to the stock room. Job Cost Reports are available from the Stock Room Report Module.

15.1.7 Option 7, Change The Sales Tax Rate (%)

Tax Rate used by pc/MRP if the sale is taxable and the customer is not inserted from the Address Book.

15.1.8 Option 8, Auto Accounting On -Or- Make Accounting Separate (A/M)

Will set auto accounting on or off. If auto accounting is set on, entering an invoice or receiver will automatically update the general ledger. If auto accounting is set off, accounting must update the general ledger by pulling up the receiver or invoice, pc/MRP will then automatically debit and credit the proper accounts. Software Arts recommends setting auto accounting off so that invoice and receiver mistakes are not automatically entered into the general ledger.

15.1.9 Option 9, Create Modify Chart of Accounts Template

Option 9 allows you to:

• Edit the chart of accounts template:
  • When pc/MRP needs to automatically display a chart of account number(s) for an accounting transaction, it uses the account template to determine the correct account number to bring up. As such, if you change one of the chart of account number that pc/MRP brings up automatically, you use must use option 9 to change the default account number in the account template dbf file.
• Add chart of account numbers for a division and or department:
  • Versions 7.01y, 7.03s, 7.05c, 7.42b, and lower automatically add new div/dept chart of account numbers to the chart of accounts and account template dbf files that match the base chart of account numbers in the account template dbf file.
  • Versions 7.01z, 7.03t, 7.05d, 7.06a, 7.42c, and 7.43a and higher add new div/dept chart of account numbers to the chart of accounts for all chart of account numbers greater than or equal to a specified chart of account number. This allows you to automatically create revenue and expense chart of account numbers for a specified division and or department. pc/MRP reserves the last four characters of it's 8 character chart of account numbers for divisions and departments. For example 6150000 could be the rent expense account for the hq division and 61500305 could be the rent expense account for division 03 department 05. If you wanted to add a new "0001" division starting at chart of account number 40100000 pc/MRP would add a new chart of accounts record for every chart of account number starting at 40100000. You would end up with new chart of account numbers such as 40100001, 40200001, 51100001, etc. You could then add another div/dept set of chart of account numbers, such as div 0002, etc.
  • In the future, pc/MRP will automatically use these division chart of account numbers if the invoice or receiver it is processing has a valid 4 char division number in the invoice or receiver's division field.
  • You will also be able to get a YTD expense and revenue statement for each division and department whenever you close a month.
  • In the above scenario your primary close would list all business income accounts such as:
    

    4010000	Business Income HQ	2,000.00
    4010001	Business Income Dept 0001	4,000.00
    4010002	Business Income Dept 0002	3,500.00
    Total Income		9,500.00

• Re-index the account template dbf file:
  • This option allows you to re-index the account template dbf file.

15.1.10 Option 10, Use Perpetual -Or- Periodic Accounting Inventory Method

Select option 10 to run either a perpetual inventory or periodic inventory accounting system. With a perpetual inventory method the dollar amount of the inventory is adjusted with every transaction. A periodic inventory method adjusts the inventory dollar amount at the end of each month. In both cases the costs must be correct and up to date in the partmaster for each part and assembly.

15.1.11 Option 11, Multi Div Off -Or- ON

Select option 11 if you wish to key the accounting templates on division or product code. Leave this option off unless you have a multi-division company. If you set this option to division or product code each accounting transaction will be keyed to look for the division or part number field in the invoice or receiver being processed.

15.1.12 Option 12, Multi Div to Key on First Line Item -Or- Multiple Line Items

Set option 12 to FIRST if you wish the transaction to key on the div or product code from the first line item only. Set option 12 to MULT if you want pc/MRP to key on the div or product code for each line item. If option 12 is set to MULT, transactions can not be edited, adjusting entries must be entered.

15.1.13 Option 13, Allow Checks to be Reprinted (Y/N)

Allows or disallows reprinting checks that have been printed.

15.1.14 Option 14, Edit or Adjust Accounting Transactions

Determines if editing is possible or if under all circumstances an adjusting transaction must me made.

15.1.15 Option 15, Pre-Printed Check-numbers.

Will allow pc/MRP to work with pre-printed check numbers or checks without pre-printed check numbers.

15.1.16 Option 16, No Longer Used

15.1.17 Option 17, Cost Of Sales From Partmaster, A Related PO, Or Off (P/R/O)

Will allow pc/MRP to enter the cost of a sale into the invoice record (not on the invoice itself) from either the Partmaster or from a related purchase order. Setting this function off will prevent the cost from displaying while entering the invoice. The Monthly Cost of Sales Report is available in the accounting report module.

15.1.18 Option 18, American Or European Dates

Selection 18 allows pc/MRP to work with American (MM,DD,YR) or European (DD,MM,YR) dates.

15.1.19 Option 19, Change The Path To Your Internet Browser

This option prompts you for the location of your internet browser. The SCAN option initiates an automatic function that scans through the hard drive and looks for the internet browser. If the internet browser is not found automatically, you can use the LOCATE button to move through the directory tree to manually find the browser. The TEST function is used to check the entered path name for validity.

15.1.20 Option 20, Display Data Entry Screens in Color

Option 20 in the Windows version allows you to display the data entry screen in color.

15.1.20 Option 20, More Options

The second Utility and Configuration screen is shown below:

15.1.22 Option 22, Enter Boiler Plate And Set Defaults For Forms

Selection 22 will allow you to modify the following items on your invoice, sales order, shipper, PO and receiver forms: Add, delete or modify boiler plate (notes) for each form Suppress or print out the model number on each form. Import the partmaster's memo field as part of the line item's description. Place the ship to and bill to addresses on the right or left side of the form.

15.1.23 Option 23, Create ASCII Text Files

Will create an ASCII text file copy of any of pc/MRP's database files. The original database files (.dbf) will not be changed. pc/MRP will create either SDF (for word processors), Delimited or Comma delimited ASCII text files with the extension .TXT.

15.1.24 Option 24, Report Writer

Allows users to create and modify custom reports, forms, and labels. See pc/MRP Custom Programming, section 15.4.1 of this manual for instructions on using the report writer.

15.1.25 Option 25, Enter User Name Or Partmast's Buyer Into PO's Placed By Field

Allows the Placed-By field of the purchase order to be populated by either the user's login name or the partmast's Buyer field.

15.1.26 Option 26, No Longer Used

15.1.27 Option 27, Reindex All Index Files

Reindexes all of pc/MRP's index files.

15.1.28 Option 28, Define Part Number Size

Sets the size of the part number from 6 to 15 characters.

15.1.29 Option 29, Define Product Code Size

Sets the size of the product code part of the part number from 1 to 9 characters. The product code consists of the first x characters of the part number. It can be used to classify part numbers into a product code. For example, the part number of all cables could start with CAxxxxx. The product code would be CA and consist of the first two characters of the part number. pc/MRP will be able to give you the next available part number for a cable provided the remainder of the part number is in numeric form.

15.1.30 Option 30, Set Time Out (Seconds)

Sets the length of time an update message is shown on the screen. Update messages display a change in on hand quantities, on order quantities, etc. Point of sale operations should set this value to1 to decrease data input time. Do not set the time out value to zero as pc/MRP will treat this value as an infinite and display the message until the user presses enter.

15.1.31 Option 31, Change Password

Allows the password to be changed.

15.1.32 Option 32, Check Invenotory For Invalid Vendors

Checks the vendor ID codes listed for every partnumber in the partmaster database file. It will display or print a "Vendor ID Error Log" report if it finds any vendors in the partmaster records whose ID can not be found in the addrbook data base file. You must then edit the partmaster files and insert valid vendors.

15.1.33 Option 33, Set Email Default Subjects And Messages

This option allows users to set the default subject and message for each time of pc/MRP e-mail.

15.1.34 Option 34, Change Names of Alternate Storage Areas in Partmaster

This option allows users to change the names of the alternate storage areas that inventory may be stored at.

15.1.35 Option 35, Average Cost or Standard Costs Imported into Cost of Sales

This option allows you to set the following:

• Sales order's, cost of sales, is automatically populated from the part number's:
  • Standard cost field in the partmast dbf file
  • Average cost field in the partmast dbf file
• Update the cost of sales field from the partmast dbf file whenever an invoice is created:
  • Yes
  • No
• Costs of sales comprised of:
  • P, Part componet costs only (this allows accounting to include the cost of labor in assys for inventory value purposes, but not include the labor costs when importing the cost of sales into the sales order).
  • L, Labor and componet costs only
  • A, All componet, labor and overhead costs

15.1.36 Option 36, Create/Export FedEx Address ASCII File

Option 36 will create a FEDEXADD.DBF in your FEDEX20 directory, that contains the name and address of all of your vendors and customers. This file can be imported into your FEDEX addrbook by using the FEDEX Address Book "Import File" function. of your customers

15.1.37 Option 37, Process Outside Data File

pc/MRP no longer supports this function.

15.1.38 Option 38, Include AP Voucher Information in Receiver Reports

Allows AP vouchers to be included or not included in the receiver reports.

15.1.39 Option 39, Printout File Structure

Allows the user to print out the file structure for any of pc/MRP's data base files.

15.1.40 Option 40, Importing Data Into pc/MRP

A utility for taking data from a non-pc/MRP data source and inserting the data into one of pc/MRP's database files. See section 15.12.1, "Importing Data Files," for more detail.

15.1.41 Option 41, Check Data Base Files For Numeric Overflow

Allows the user to check any or all of pc/MRP's data base files for numberic overflows. Check the "Zero all overflows" check box, if you would like pc/MRP to zero out all of the overflows it incounters.

15.1.42 Option 42, PO Costs Based on "Vendor Price List", "Last PO Cost" or "Ave Cost"

Allows the user to set Po Cost to be automatically inserted into the PO from the "Vendor Price List", Last PO Cost, or Average PO Cost.

The third Utility and Configuration screen is shown below:

15.1.43 Option 43, Repair an invalid memo file

Option 43 will attempt to repair an invalid memo .dbt file by calling an internal program named "memofix2.prg" and saving the invalid memo file as a foxplus (dBASEIII) type .dbt file.

If the memo .dbt file is missing this function will not work and you must restore both the .dbf and the related .dbt files from a backup copy.

If the .dbf file does not require a memo file or the files are in use pc/MRP will display the appropriate error messages.

15.1.44 Option 44, Set Default Receiving Area

Sets the Inventory storage area that the receiving module defaults to when receiving parts.

15.1.45 Option 45, Set Stockroom Defaults

Changes the stockroom module's default cost and whether the quantity available or quantity required is used when issuing a short component. If you select the quantity required and a part is short pc/MRP will not stop; but will drive the quantity negative automatically.

15.1.46 Option 46, Allow Auto Receive Option

Turn on/off the ability to automatically receive the remaining items on a purchase order.

15.1.47 Option 47, Set Partmast Defaults

Turn on/off the ability to makeup sale prices and roll-up assembly costs from tne partmaster menu.

15.1.48 Option 48, Set Part Number Suffix Size and Default Content

pc/MRP's Version 6.63 and higher allows you to set a suffix size for your part number.

15.1.49 Option 49, Set the Part Number Incrementation Method

pc/MRP's Versions 6.63 and higher allows you to choose one of two incrementation methods. In the first, most common method, each Product Code has its own series of consecutive numbers. In the second method, the root of the Part Number remains sequential regardless of Product Codes.

15.1.50 Option 50, Set Cost Averaging Defaults

pc/MRP's Version 6.73AQ and higher allows users to set pc/MRP's cost averaging defaults. You can set the cost averaging formula used by pc/MRP to include all stores areas and or the wip area for the current qty on hand number. Basically two memory variables are stored in a file named costave.mem. If mcostave_a = Y, areas 2 thru 6 qtys are included in the current qty. If mcostave_w = Y, the wip qtys are included in the current qty.

15.1.51 Option 51, Allow a Part Number to be Included in a BOM Multiple Times

Option 51 allows you to add the same part number to the same BOM multiple times. Otherwise, you must edit the qty of that part number in that BOM. This function store a variable called mulbmprt in the mulbmprt.mem file. If mulbmprt = Y, the user will be allowed to add the same part number to the same BOM.

15.1.52 Option 52, Edit the Address Book's List-Box Contents

pc/MRP's Version 6.79B and higher allows users to change the contents of the address books contact manager list boxes. The Concern (addrconc.txt) , Area of interest (addrint.txt), Lead Source (addrsour.txt), Priority (addrprio.txt), and Purpose (addrpurp.txt) list boxes can be modified to contain any options the user wishes to enter.

15.1.53 Option 53, Warn if a Sales Order puts a Customer Over their Limit

pc/MRP's Version 6.79E and higher allows users to set pc/MRP to warn if a sales order will exceed the customers credit limit. Basically this option creates a mem file called salecrdt.met. This file will contain the override password contained in a memory variable named mdecsetpw.

15.1.54 Option 54, Update the Alternate Part Numbers on all BOMs

pc/MRP's Version 6.79E and higher allows users to update the alternate partnumbers in the BOM file with the alternate part numbers in the partmaster file.

15.1.55 Option 55, Put Serial Numbers into the Invoice Comments Field.

pc/MRP's Version 6.82 and higher allows users to have serial numbers automatically print into the comments field in the invoice.

15.1.56 Option 56, Match Customer Parts List to pc/MRP Inventory

pc/MRP's Version 6.82 and higher allows users to automatically compare vendor and customer part lists to their own parts listed.

15.1.57 Option 57, Allow Shipper Generation Based on Sales Orders

pc/MRP's Version 6.82 and higher allows users to allow or not allow the creation of a shipper from a sales order.

15.1.58 Option 58, Modify Part Description Templates

This option allows users to create description templates that can be used when entering part number descriptions. This helps create standard uniform descriptions for part numbers.

15.1.59 Option 59, Set The Cost Roll Up Defaults

This option allows users to set the cost rolls up defaults to Standard Cost, Average Cost, or Last PO Cost.

15.1.60 Option 60, Set The Labor Overhead Mark-up Percentage

This option allows users to set the labor overhead percentage. This overhead percentage would be used if labor and overhead were to be included when running a cost roll up.

15.1.61 Option 61, Costed BOM Reports Update Assembly Cost

This option allows users to set the ability of pc/MRP to update partmaster's cost of an assembly whenever an exploded BOM is displayed or printed to "On" or "Off".

15.1.62 Option 62, Allow Editing Of Partmast Stores And Area Quantity Fields

This option allows users to turn off the ability of users to edit the stores and area quantity fields. This forces users to use the stockroom's "Adjust quantities" option to change quantities of parts in stock. The stockroom's "Adjust quantities" option leaves a record of the adjustment along with a comment line explaining the adjustment. pc/MRP's "Inventory Movement" will only be accurate if the stock room is used to adjust quantities and not by editing the partmaster. For this reason, it is wise set this option to "Not allow editing" of partmaster quantities.

15.1.63 Option 63, Set Document Item Limits For Sales, Purchases

This option allows users set the maximum number of line items allowable for sales and purchase orders. Each line item is fed into an array and due to RAM memory limits for some computers it may be wise to set the limits to 50 line items for computers with less than 32 mega bytes of RAM.

15.1.64 Option 64, Set The Default Inventory Class Type

When ever a new part number created, pc/MRP automatically inserts an "A" into that part's class field. This option allows users to set the default to "A", "B", or "C".