Chapter 3.2.1

Implementing pc/MRP

3.2.1 Register pc/MRP 15.12.1 Importing Data files (ASCII, DBF, Excel).

Call Software Arts with your serial number to register your company as users and to obtain your configuration code number. Your configuration code number will allow you to configure pc/MRP to best suit your company. Take a few minutes to review the chapter 15.1.1, Utilities and Configuration Module. Then use the Settings and Utilities Module to set the size of your part number, the start of your fiscal year, etc. If you have the trial version of pc/MRP you do not need to obtain a configuration number, as the trial version has no security features. In the trial you do not need a configuration code number, simply press enter or OK, any number will work.

3.2.2 Implementing pc/MRP

There are several steps that end-users must go through to implement pc/MRP. If you have a trial version of pc/MRP you may want to just review this section and skip on to chapter 3.1.1 pc/MRP Tutorial. If you have purchased the full version of pc/MRP and are ready to get to work, then this section is for you. Follow the steps below to get pc/MRP up and running for your company.

3.2.3 Data Entry

Data entry is critical to getting you company up and running with pc/MRP. After reading this section you may want to step back and read chapter If your existing data is in a readable format for pc/MRP then importing all that you can, will save hours of needless data entry. This section assumes users already know the basics of each module. This chapter covers the sequence of implementing pc/MRP not the exact method on how to perform each action. If you do not know how to enter data into a specific module go to that chapter and learn. If after reviewing the applicable chapters things are still not clear you can always call our support lines and we will be glad to help.

1. Enter all of your customer and vendor addresses (address id, company name, address, etc.)
2. Enter all of your part numbers (description, part number, average and or standard cost)
3. Enter all of your Bills of Materials
4. Perform a cost roll up for average and standard costs (pc/MRP manual 5.1.9)
5. Enter all outstanding sales orders. Select "Order entry" for sales type. Include sales orders that have not been shipped and sales orders that have been shipped but not paid for. Do not include sales orders that have been paid for.
6. Enter all outstanding purchase orders. Include purchase orders that have not been received and purchase orders that have not been paid. Do not include purchase orders that have been paid.
7. Configure the accounting functions and Chart Of Accounts as discussed in section 14.1.2.
8. Enter your accounts receivable detail as follows:
• Set the Inventory Adjustment method to "S" and Auto Accounting to "Off" (pc/MRP manual 15.5.1)
• Enter all open invoices that have not been paid for. Do this by entering sales orders on "Account and Carry." This will automatically create an invoice. Do not enter any invoices you have been paid for. If you do enter invoices you have been paid for make sure you put a "Y" in the complete field of those invoices.
• If you plan to implement pc/MRP's accounting module now or in the future, enter an "O" type accounting transaction for every open invoice you entered.
• Run an open invoice or AR report. Make sure the total amount receivable is correct.
• If you plan to implement accounting now or at a later date, from this point on you must enter an O type transaction whenever you enter an invoice and an R type transaction whenever you receive a payment from a customer.
9. Enter your accounts payable detail as follows:
• Set Inventory Adjustment method to "S" and Auto Accounting to "Off" (pc/MRP manual 15.5.1)
• Enter all open receivers that have not been paid for. Do not enter any receivers you have paid for. If you do enter receivers you have paid for, make sure you put a "Y" in the complete field of those receivers.
• If you plan to implement accounting, now or at a later date, enter an I type accounting transaction for each of the above open receivers.
• Run an open receiver or AP report and make sure the total amount for accounts payable is correct.
• If you plan to implement accounting now or at a later date, from this point on you must enter an I type transaction when you enter a receiver and an E type transaction or check run (multiple E type transactions) whenever you pay for a receiver.
10. Set up the inventory and WIP quantities and values as follows:
• Use pc/MRP's Physical Inventory program to enter your inventory quantities. Enter the total of the stores quantity and WIP quantity into the stores area (area 1).
• Run Physical Inventory Variance report. Make sure the inventory value is correct.
• Use the Stock Room Module "I" type issue function to issue all sales orders that are presently on the manufacturing floor to WIP. This will correctly separate out stores inventory from WIP inventory in a manner such that pc/MRP will reduce the WIP quantities correctly when they are received back from manufacturing as finished goods back into the stock room.
• Set the Inventory Adjustment method back to "A" (pc/MRP manual 15.5.1)
11. Enter your starting balances as follows:
• Make sure you have a good trial balance from the month prior to when you are going to convert over to pc/MRP's accounting program.
• Select "Accounting", "GL Transactions", and "New" to enter your starting balances using "A" type transactions. Be sure the transaction dates contain the date of the last day of the prior month. Transfer in all asset and liability accounts. Transfer in all expense and revenue accounts but not the YTD retained earnings amount.
• The inventory dollar amount should equal the inventory value report run on the last day of the prior month.
• The AP dollar amount should equal AP detail report run on the last day of the prior month..
• The AR dollar amount should equal AR detail report run on the last day of the prior month..
• Close (Post) the prior month and print out the Trial Balance, Balance Sheet and YTD Expense and Revenue report to make sure you balance.
• Once you have balanced you are ready to begin business and entering transactions for the new month (not the prior month).

For several of the steps described above data can be imported and or programs can be written to decrease the amount of manual labor in the data entry process. To explore these options you can either read chapter 15.12.1 Importing Data Files or contact Software Arts directly.

3.2.4 Data Review

After entering all of your data into pc/MRP be sure to go through an exhaustive data check. Make sure your accounting is online. Be sure to make all of the necessary changes in the Utilities and Configuration Module. Run several exploded BOM reports to make sure data was entered correctly. Perhaps even do one last check to make sure everything that is considered open is still open. Everything considered to be in WIP is still in WIP. Where applicable make the changes in pc/MRP to be representative of what really is going on.

3.2.5 Going Live

Having followed all of the steps above and reviewed your data extensively the day has come to finally go live. Make sure to make a backup of pc/MRP before going live. Furthermore, try to take the time to build a SOP (Standard Operating Procedure) book on how to run pc/MRP for your company. For more information about creating backups you can read chapter 15.2.1 Backup Methods.