Basic Business Process Flow

 

This section is designed to guide you through a basic process flow in xTuple ERP. We’ve assembled a series of related screenshots to illustrate a logical sequence of business scenarios. We hope you’ll find the scenarios to be useful. Feel free to test them out yourself. Your evaluation database comes pre-loaded with the same sample data used to generate the screenshots in this document.

This basic business process flow is intended as a resource for individuals interested in executing a self-guided tour through xTuple ERP--in conjunction with a demo database. The screenshots are designed as an aid in that self-navigation, but may not always provide precise field-by-field navigation. If you are not already registered for a demo database account, please visit http://www.xtuple.com/download to learn more.

Getting Started

The basic flow starts with Sales Order entry, followed by Planning, Purchasing, Purchase Receipts, Payables, Manufacturing, and finally Sales Order fulfillment, Invoicing, Cash Receipts, and a look at the underlying General Ledger transactions and an Income Statement.

Indented Bill of Materials

The top-level Item for our scenarios is YTRUCK1. It is a manufactured Item, made up of three purchased Items: TBODY1, TWHEEL1, and YPAINT1—the last of which is Lot-controlled. The top-level Item also contains one subassembly—TSUB1—which in turn is made up of two purchased Items: TBOX1 and TINSERT1. To view an Indented Bill of Materials for Item YTRUCK1, follow these steps:

  • Pull down the Products Module menu
  • Select the Reports submenu
  • Select the Bills of Materials submenu
  • Select the “Indented” option
  • Enter Item YTRUCK1 and click the QUERY button, as shown below:

Indented Bill of Materials for Top Level Item – YTRUCK1

F001-IndBOM.png

As you can see, YTRUCK1 is a Yellow Tough Truck. The indented display details the components and subassemblies required to manufacture this product. If you’d like to see the regular Bill of Materials (BOM), which includes the ability to edit BOM Line Items, you can access that from the Products Module menu, as well.

Now let’s create some demand for this sold Item by entering a Sales Order.

Sales Orders

The first step in the sales process is the entry of Sales Order information in the Sales Module. As we move through the demo, we will track the sales process through all the affected modules—from Shipping and Receiving to Accounts Receivable.

Entering a Sales Order

The Sales Order header contains detailed information about a Customer—including the Sales Representative assigned to the Customer, the Customer’s Purchase Order Number, Billing Address, Shipping Address, and more. There are several ways to begin entering a new Sales Order. One of the most convenient is from the Customer Information Workbench. To access the Customer Information Workbench and begin entering a Sales Order, follow these steps:

  • Pull down the Sales Module menu
  • Select the Customer submenu
  • Select the “Workbench” option
  • In the “Customer #” field, enter the Customer TTOYS—or select Tremendous Toys from the list of Customers, using the ellipses button next to the field
  • Click on the Sales Order tab near the bottom of the screen
  • Select the NEW button.

New Sales Order Header

F002-SLS-Header.png

  • In the “Ship-To #” field enter STORE1. This is a shortcut for the most frequently used Ship-To Address. xTuple ERP allows multiple Ship-To’s per Customer

By clicking on the ellipses button next to the "Ship-To #" field, you can see the list of available addresses.

Sales Order Line Items

We will now add Item YTRUCK1 to the Sales Order, specifying a quantity of 100 units, a unit price, and a due date set to a date in the future.If you are following along using your xTuple ERP Client, be sure to specify an Order quantity of 100 units for Item YTRUCK1. To access the New Sales Order Item screen, follow these steps:

  • From the Sales Order header screen, click on the Line Items tab
  • Then click the NEW button on the right side of the screen
  • The following screen will appear:

Add Line Items to a New Sales Order

F003-SLS-Line.png

You can add as many Line Items to a Sales Order as you want, but in this scenario we will be adding just one Item—100 units of Item YTRUCK1. To do so, follow these steps:

  • Enter Item YTRUCK1 into the “Item Number” field using the browse button to the right of the field, or enter the number manually, followed by the TAB key
  • Specify an Order quantity of 100, then hit the TAB key
  • Specify a date nine (9) days in the future by entering “+8” in the “Scheduled Date” field
  • Click the “Show Availability” box in the upper right-hand corner of the screen to see that we have no product available for delivery on the date entered
  • Check the “Create Work Order” box (if not already checked). This is important, as later we will process the resulting Work Order. (The default for this box (checked or unchecked) can be defined by Item and Warehouse.)

You may also view Availability for Yellow Tough Truck component Items by clicking on the “Pending Availability” tab, which is located on the Sales Order Line Item screen.

  • Click the SAVE button on the Sales Order Item screen and then click the CLOSE button
  • On the Sales Order screen click the SAVE button and then the CANCEL button
  • Note on the Customer Information Workbench screen that your new Order is displayed on the Sales Orders tab. Click the CLOSE button to exit the Customer Information Workbench screen

Pricing Schedules

The browse button located next to the “Net Unit Price” field on the Sales Order Item screen enables you to view the Price List for a Sales Order Item. Having the ability to view pricing information gives Customer Service or Sales personnel the opportunity to upsell to the next quantity break level. The Price List screen is shown below:

Price List Screen Showing Quantity Price Breaks

F004-SLS-Line-PriceSched.png

After looking at the Price List, you should now save the Sales Order Item:

  • Click the SAVE button
  • Then select the CLOSE button—since we won’t be adding another Line Item
  • Click SAVE on the Sales Order header to exit the Sales Order

Manufacturing Scheduling

The next step in our logical process flow through xTuple ERP is to use the Schedule Module to generate multi-level Planned Material Requirements Planning (MRP) Orders. Later in this Demo Guide we will cover Master Production Scheduling (MPS) Orders. Running MRP ensures we will have the correct quantities of raw materials and subassemblies on-hand at the right time to complete our sold Items. xTuple ERP enables you to minimize your Inventory investment, while ensuring that Production is completed and Orders are shipped to Customers on time. Keep in mind that because we checked the “Create Work Order” box during Sales Order Line Item entry, xTuple ERP has already created a Work Order for 100 Yellow Tough Trucks, the top-level Item. We will process this Work Order later. Had we not checked the “Create Work Order” box when entering the Sales Order Line Item, the Schedule Module would have automatically generated a Planned Work Order to meet the Sales Order demand.

Creating Planned Material Requirements Planning (MRP) Orders

Because there are insufficient Inventory levels in your demo database to meet Sales Order demand, Planned MRP Work Orders will be required for the subassembly TSUB1 and one of its components, TBOX1. Let’s see how to do this. To access the screen for creating new Planned Orders, follow these steps:

  • Pull down the Schedule Module menu
  • Select the Scheduling submenu
  • Select the Run MRP submenu
  • Select the “by Planner Code” option
  • The following screen will appear:

Create New Planned Replenishment Orders by Planner Code

F005-MRP-Run.png

When you run the utilities "Run MRP by Planner Code" or "Run MRP by Item" you are running the Material Requirements Planning (MRP) system in xTuple ERP.

The Run MRP by Planner Code screen enables you to create Planned Orders by Planner and Warehouse for a future Cutoff Date. The Cutoff Date is an arbitrary end of our immediate Planning horizon. For our scenario, we will be creating Planned Orders for all Planner Codes and Warehouse WH1, with a Cutoff Date 30 days in the future. To begin, follow these steps:

  • Specify Warehouse WH1
  • Enter a Cutoff Date that is +30 days in the future

Remember that when you enter a "+" or "-" followed by a numeric value in a date field (e.g., "+30"), xTuple ERP calculates the number of days--either forwards or backwards--from the current date.

  • Click the CREATE button

MRP Results

Next we will look at a Schedule Module display that shows all Planned Orders associated with a Planner Code. This is a powerful utility, as any experienced Planner can attest. Our goal for this scenario is to release the Planned Orders for Items TSUB1 (the subassembly of packing materials for our Yellow Trough Truck) and its purchased component TBOX1. To access the next screen, follow these steps:

  • Pull down the Schedule Module menu
  • Select the Reports submenu
  • Select the Planned Orders submenu
  • Select the “by Planner Code” option
  • Select the QUERY button to see the newly-created Planned Orders, as shown below:

Planned Orders by Planner Code Display

F006-MRPDisplay.png

As you can see in the screenshot, MRP has generated a Planned Purchase Order, as well as a Planned Work Order.

Releasing Planned P/Os to Purchasing

Following the advice provided by the Schedule Module, let’s now convert the Planned Purchase Order to a Purchase Request (P/R). We will also convert the Planned Work Order to a Work Order (W/O). To begin, follow these steps:

  • Right-click on the Planned P/O for Item TBOX1
  • From the right-click menu, select the “Release Order” option
  • The following screen will appear:

Release Purchase Request

F007-MRP-REL-PO.png

  • Click the CREATE button
  • The Purchase Request has now been created—but we will process it later, when we get to the Purchasing portion of the demo

Releasing Planned W/Os to Production

Now, let’s release the Planned W/O created by the M/S Module.

  • Right-click on the Planned W/O for Item TSUB1
  • From the right-click menu, select the “Release Order” option
  • The following screen will appear:

Release Planned Work Order

F008-MRP-REL-WO.png

When releasing a Planned W/O, you have the option to select the "Print Traveler" box. A Traveler is comprised of two documents: a Pick List and a Routing. You may also generate Work Order labels.

  • Click the CREATE button
  • Close the Planned Orders by Planner Code screen

Next, we will process the Purchase Request we just created. Ultimately, our goal is to have all the materials necessary to assemble the subassembly TSUB1—and ultimately the Yellow Tough Truck, which we sold on the Sales Order.

Purchase Orders

We turn now to the Purchase Module, where we can commence our Purchasing process flow. The Schedule Module detected that we were short of the TBOX1 component. It generated a Planned Purchase Order, which we released to Purchasing as a Purchase Request. Next, we will convert that Purchase Request into a Purchase Order and receive the material into Inventory.

Converting P/Rs to P/Os

To convert a Purchase Request to a Purchase Order, follow these steps:

  • Pull down the Purchase Module menu
  • Select the Purchase Requests submenu
  • Select the “by Planner Code” option
  • Click the QUERY button to get the results shown below:

Purchase Requests by Planner Code

F009-RelPR-1.png

  • Right-click on the Purchase Request.
  • Note the status of the P/R is “O” for “Open.”

One of your choices from the right-click menu on the Purchase Requests by Planner Code screen includes "Running Availability." If you look at the Running Availability display, you will note that we are indeed 100 short on Item TBOX1.

  • From the right-click menu, select the “Release P/R” option
  • The following screen will appear:

Item Sources Displayed During Release Purchase Request Process

F010-RelPR-ItmSrc2.png

  • On the Items Sources screen, select the first Vendor on the list
  • Notice under the Ranking column that this Vendor is ranked #1
  • Then click on the SELECT button
  • You will be brought directly to the following Purchase Order Line Item entry screen:

Purchase Order Item

F011-RelPR-PO-Line.png

As you can see in the screenshot, all the necessary information has been transferred from the Purchase Request to the Purchase Order Item screen.

  • Notice the P/O Number
  • Click the SAVE button
  • The following screen will appear:

Purchase Order Header

F012-RelPR-PO-Head.png

Just as we saw at the P/O Line Item level, we see also in Figure 1.12 that all the necessary information has been transferred to the Purchase Order header: Vendor information, Purchasing Agent, date, etc.

  • Click the SAVE button
  • Click the CLOSE button

Posting Purchase Orders

Before receiving the purchased Inventory into stock, we must first post the Purchase Order. This posting requirement is one of the ways in which xTuple ERP allows for greater security and control. It is possible to configure xTuple ERP security so that two different employees have access to Purchase Order maintenance and Purchase Order posting. To post the Purchase Order, follow these steps:

  • Pull down the Purchase Module menu
  • Select the Purchase Order submenu
  • Select the “List Unposted” option
  • The following screen will appear:

Unposted Purchase Orders

F013-PO-Post.png

  • Highlight the Purchase Order you just created
  • Right click on the Purchase Order

There are several options on the context-sensitive right-click menu. You will be using the "Post" option, but also note there is a "Print" option for generating a hard copy of the Purchase Order. There is also a "Deliver" option, which emails a PDF attachment of the Purchase Order to the Vendor. For email delivery to be enabled, the xTuple ERP Batch Manager must be up and running. For most demo environments, the Batch Manager is not available.

  • Select the “Post” option from the right-click menu—or click the POST P/O button
  • When asked if you are sure, click YES
  • Close the Unposted Purchase Orders list

Receiving Purchased Goods

Now let’s receive the purchased materials. To access the Receiving screen, follow these steps:

  • Pull down the Inventory Module menu
  • Select the Receiving submenu
  • Select the “New Receipt” option
  • In the “P/O #” field, enter the Purchase Order Number of the Purchase Order you created earlier, followed by the TAB key

If you do not remember the P/O Number, use the browse button located next to the "P/O #" field to display it.

The Receiving screen displays details on all Line Items associated with a Purchase Order, including their receiving status. In this example, only one Line Item for 100 units of Item TBOX1 is displayed.

Purchase Order – Receiving

F014-PO-Receipt.png

  • Highlight the line showing Item TBOX1
  • Then select the ENTER RECEIPT button
  • The following screen will appear:

Purchase Order – Enter P/O Item Receipt Quantity

F015-PO-Rcpt-Line.png

  • Enter 100 in the “Qty. to Receive” field
  • Enter 0 in the “Freight” field
  • Click the RECEIVE button
  • You will be returned to the Enter Purchase Order Receipts screen

If a Purchase Order contains multiple Line Items, you would simply repeat this process for each Item. Once all Items have been received, the Receipt must be posted so that Inventory levels will be automatically adjusted.

  • From the Enter Purchase Order Receipts screen, select the POST button
  • Select the CLOSE button to close the screen

We now have in Stock the 100 units of TBOX1 required for the TSUB1 subassembly. Next, we will take a quick look at some Inventory Module data, before moving on to Accounts Payable (A/P).

Inventory Management

The Inventory Module offers a wide variety of Inventory-related functions, including an extensive array of displays and reports. Planners can gain valuable insight into Inventory Availability for Items they are tracking by using the Inventory Module.

Viewing Inventory Availability

Before we proceed further through our business process flow, let’s take a look at our Inventory status. To do so, follow these steps:

  • Pull down the Inventory Module menu
  • Select the Reports submenu
  • Select the Inventory Availability submenu
  • Select the “by Planner Code” option
  • At the top of the screen, select the “MRP-MRP-Items” Planner Code from the drop-down list
  • Choose the “Selected” Warehouse option
  • Then select the “Look Ahead Days” radio button and specify 30 days
  • Click the QUERY button, as shown below:

Inventory Availability by Planner Code Display

F016-InvAvail.png

The Inventory Availability by Planner Code session is a very powerful workbench for Planners. It enables Planners to quickly see the Inventory status of the Items they manage. The screen also allows them to both see more detail and also take action from the context-sensitive right-click menu options. For example, follow these steps:

  • Right-click on Item YTRUCK1, which is the Item from our original Sales Order
  • Select the “View Allocations” option
  • On the Item Allocations screen, notice the Sales Order we entered earlier, as shown below:

Viewing Allocations from Inventory Availability

F017-InvAvail-Allocs.png

  • Select the CLOSE button to close the Item Allocations screen
  • Then close the Inventory Availability by Planner Code screen

Accounts Payable

In xTuple ERP, the Payment process is shared between the Purchase Module and the Accounting Module. Now that we have received the purchased materials from our Vendor, it is time to cut a Check. We will begin the Payment process in the Purchase Module, but we will shift to the Accounting Module as soon as we finish posting a Voucher for the purchased Items we received. Again, this division of labor is by design, enabling greater security and financial controls within your organization. For smaller companies, several of these steps may be compressed.

Entering a Voucher

We will start the Payment process by vouchering our Purchase Order, using the following steps:

  • Pull down the Accounting Module menu
  • Select the Accounts Payable submenu
  • Select the List Unposted submenu
  • Click the “New” button
  • The Voucher screen will appear
  • In the “PO Number” field, enter the Purchase Order Number of the P/O you received earlier and then click TAB—or use the browse button to locate the Purchase Order Number
  • Enter 25 in the “Amount to Distribute” field. (As you’ll recall, the total cost of the Purchase Order was $25.)
  • In the “Invoice Date” field, enter today’s date—or “0” followed by the TAB key
  • Enter a Vendor Invoice #. (The “Reference” field is optional.)

Enter New Voucher

F017-InvAvail-Allocs.png

  • Select the P/O Line Item by clicking on it

In this example we will manually distribute the amount to be paid for each PO Line to the Material cost element. The DISTRIBUTE LINE and DISTRIBUTE ALL buttons can be used to automatically perform the distribution if the amount to be paid matches the original Purchase Order and no changes to cost distributions are required.

  • Click the DISTRIBUTIONS button
  • The following screen will appear:

Voucher Item

F019-VouchItem.png

  • On the Voucher Item screen, in the “Uninvoiced Receipts and Returns” section, double-click on the Receiving line so that the Tagged column indicates “Yes”
  • In the “Qty. to Voucher” field, enter “100” for the 100 units we have received
  • In the “PO Line Freight to Voucher” field, enter “0”
  • In the Distribution List section of the screen, select the NEW button
  • The following screen will appear:

Voucher Item Distribution

F020-VouchLineDist.png

  • Select “Material” from the “Costing Element” drop-down menu
  • Enter $25 as the Amount to Distribute
  • Click SAVE
  • On the Voucher Item screen, click SAVE
  • On the Voucher header screen, click SAVE then CANCEL to close the Voucher screen

Posting Vouchers

Next we will view all open Vouchers, select ours, and post it. If the List Open Vouchers screen is not still open, follow these steps:

  • Pull down the Accounting Module menu
  • Select the Accounts Payable submenu
  • Select the Voucher submenu
  • Select the “List Unposted” option
  • The following screen will appear:

List Unposted Vouchers

F021-PostVouch.png

  • Right-click on your Voucher
  • Select the “Post Voucher” option from the right-click menu—or highlight the Voucher and select the POST button
  • You will be presented with the Get G/L Distribution Date screen. Use the defaults and click the CONTINUE button.
  • Close the Open Vouchers screen with the CLOSE button

Selecting Vouchers for Payment

Next we will set up a Payment and print the Check, by following these steps:

  • Pull down the Accounting Module menu
  • Select the Accounts Payable submenu
  • Select the Payments submenu
  • Choose the “Select” option
  • The following screen will appear:

Selecting Posted Vouchers for Payment

F022-SelectPayments1.png

  • Highlight the Voucher you just processed by selecting it
  • Once the Voucher has been highlighted, click the SELECT button
  • The following screen will appear:

Select Payment – Bank Account and Amount

F023-SelectPayDetail.png

On the Select Payment screen, select the EBANK -eBank Checking Account. (This is the Bank Account your Payment will be drawn from.)

  • Click the SAVE button
  • On the Select Payments screen, click the CLOSE button

When selecting Vouchers for payment, you may apply any purchasing Discounts you are due. These Discounts are determined based on the Terms specified on the Voucher. To take a purchasing Discount, you would select the APPLY DISCOUNT button.

Preparing a Check Run

Now it is time to set up the Check Run and print the Check. To do so, follow these steps:

  • Pull down the Accounting Module menu
  • Select the Accounts Payable submenu
  • Select the Payments submenu
  • Select the “Prepare Check Run” option
  • The following screen will appear:

Prepare Check Run

F024-PrepCheckRun.png

xTuple ERP gives system administrators the ability to authorize different employees to perform specific steps in the Payment process. The system’s granular security ensures accountability and helps maintain internal controls.

  • Select the Bank Account for the Check Run—again, use the EBANK -eBank Checking Account
  • Click the PREPARE button.

Next we will view the Check Run. The View A/P Check Run screen is a powerful tool for managing Check processing. Let’s look at this session. You can access the screen following these steps:

  • Pull down the Accounting Module menu
  • Select the Accounts Payable submenu
  • Select the Payments submenu
  • Select the “View Check Run” option

View Check Run

F025-ViewAP-Check.png

As you can see in the screenshot, the Check we just prepared for printing is displayed. Now let’s print the Check Run using these steps:

  • Click the PRINT CHECK RUN button
  • The following screen will appear:

Print Checks

F026-PrintAP-Checks.png

  • Click the PRINT button
  • Select a printer from your operating system’s printer dialog and print the Check
  • Click YES to indicate the Check was printed successfully
  • Click the CANCEL button to exit the Print A/P Checks screen
  • Click CLOSE to exit View A/P Check Run

Posting Checks

Checks may be posted individually from the View A/P Check Run screen. But we will instead post ours using a batch mode session. This step will complete the financial transaction by posting the Check we just printed:

  • Pull down the Accounting Module menu
  • Select the Accounts Payable submenu
  • Select the Payments submenu
  • Select the “Post Checks” option
  • The following screen will appear:

Post Checks

F027-PostChecks.png

  • Select the EBANK-eBank Checking Account
  • The “Print Check Journal” box is optional
  • Click the POST button

So, we have now purchased the component Item we need to build our Yellow Tough Truck, received it, and paid for it. At the conclusion of the demo, we will track this transaction—and all the other transactions we’ve performed—in the General Ledger. For now, let’s head over to the Manufacture Module and process the two Work Orders we created earlier.

Work Orders

Earlier in the process flow, we used the Schedule Module to create a Planned Work Order for Item TSUB1, based on Sales Order demand for the top-level Item, YTRUCK1. We released this Planned Work Order to the Manufacture Module from the Schedule Module. As you will also recall, the Work Order for the top-level Item, YTRUCK1, was released to the Manufacture Module during Sales Order entry. Now we will process these two Work Orders, before moving on to ship our finished product, YTRUCK1.

xTuple ERP gives you the flexibility to configure individual Work Order Material Requirements to be either backflushed or manually issued, depending on your needs. In addition, xTuple ERP has tools that enable managers to add, modify, or delete Material Requirements and Operations on a Work Order.

Managing Work Orders

The Work Order Schedule by Planner Code screen displays details about Work Orders using a date range. From this one screen, a Shop Floor Manager can right-click and accomplish several different tasks—including Printing Travelers, Releasing Orders, and Posting Operations. Many xTuple ERP Customers view this one session as the Shop Floor Manager’s Planning Workbench. To access it, follow these steps:

  • Pull down the Manufacture Module menu
  • Select the Reports submenu
  • Select the Work Order Schedule submenu
  • Select the “by Planner Code” option
  • Click the QUERY button to generate information, as shown below:

Work Order Schedule by Planner Code

F028-WO-Sched.png

  • Right-click on the Order for Item YTRUCK1
  • Select the “Release W/O” option from the right-click menu
  • Note that the Order’s status has changed from “E” (Exploded) to “R” (Released)

Let’s begin by processing the Work Order for 100 units of Item TSUB1, by following these steps:

  • Right-click on the Order for Item TSUB1
  • Select the “Release W/O” option from the right-click menu
  • Note that the Order’s status has changed from “E” (Exploded) to “R” (Released)

Remember you had the option to generate a Traveler when converting the Planned W/O to an actual Work Order? You can also generate a Traveler now from the right-click menu. You may notice that the Work Order for the truck has the same number as the Sales Order which generated it. Because of this linkage to the Sales Order, the Traveler may also include a Packing List.

Manually Issuing W/O Materials

For the purpose of demonstrating the flexibility of xTuple ERP ’s Work Order materials processing, we will handle materials for each Work Order differently. For the TSUB1 Work Order, we will manually issue materials. For the YTRUCK1 Work Order, we will backflush materials. Let’s continue processing the TSUB1 Work Order following these steps:

  • Pull down the Manufacture Module menu
  • Select the Transactions submenu
  • Select the Issue Material submenu
  • Select the “Batch” option
  • Enter the Work Order Number for the TSUB1 Work Order and click TAB—or use the browse button to locate the Work Order Number
  • The following details will be displayed:

Issue Work Order Material Batch

F029-WO-IssueBatch.png

  • Select the ISSUE MATERIALS button
  • You have now manually issued materials to this Work Order
  • Click the CANCEL button to exit the screen

Return now to the W/O Schedule by Planner Code screen (you may still have it open), as shown below:

Work Order Schedule by Planner Code

F030-WOPostProd.png

 

Posting Production

We will now post production from the Work Order Schedule by Planner Code screen. To do so, follow these steps:

  • Right-click on the Work Order for TSUB1
  • Notice the status of the Order has changed to “I” (In-Process)
  • From the right-click menu, select the “Post Production” option
  • The following screen will appear:

Post Work Order Production

F031-WO-PostProd.png

On the Post Production screen, we want to post Production for the full 100 units of Item TSUB1. We do so by following these steps:

  • Check the options for “Backflush Operations” and “Close W/O after Posting”
  • Note that the “Backflush Materials” option is disabled, because we have already issued the materials manually
  • Enter “100” in the “Qty. to Post” field
  • You may optionally put your username in the “Setup By” and “Run By” fields
  • Click the POST PRODUCTION button

You will be then be presented with the following Close Work Order dialog:

Close Work Order

F032-WO-Close.png

  • Make certain the “Post Material Usage Variances” and “Post Labor Variances” options are checked
  • Click the CLOSE W/O button
  • When prompted, confirm you want to close the Work Order

Let’s return once again to the W/O Schedule by Planner Code screen:

Work Order Schedule by Planner Code

F033-WO-PostProd.png

Backflushing W/O Materials

Note that the only Work Order remaining on the Work Order Schedule by Planner Code screen shown in Figure 1.33 is the Work Order for Item YTRUCK1. Let’s go ahead and release that Work Order now. Notice that the Work Order Number is the same as the Sales Order Number we entered earlier. The only difference is that a “-1” has been appended to the number. The “-1” relates to the Sales Order Line Item Number from which the Work Order was generated.

Now we will post Production.Remember: For this Order we will backflush both materials and labor (rather than issue them manually, as we did for the other Order). In addition, we will be looking at how the system handles Lot-controlled materials. The Bill of Materials for Item YTRUCK1 contains the Item YPAINT1, which is a Lot-controlled Item. During the backflush process, we will be prompted to tell xTuple ERP which Lot was used to produce the finished product. To post Production, follow these steps: * Right-click on the Work Order for Item YTRUCK1

  • Select the “Post Production” option
  • The following screen will appear:

Post Work Order Production

F034-WO-PostProd.png

  • Make certain the “Backflush Materials,” “Backflush Operations,” and “Close W/O after Posting” options are checked
  • Enter “100” in the “Qty. to Post” field
  • You may optionally put your username in the “Setup By” and “Run By” fields
  • Click the POST PRODUCTION button

Lot-Controlled Components

During the posting process, xTuple ERP detects there is a Lot-controlled Item in the Bill of Materials for Item YTRUCK1. As a result, the system prompts us to identify the Lot we want to pick the component from.

  • The following screen will automatically appear:

Distribute Stock To/From Site Locations

F035-DistToFrom1.png

For the purposes of this demo, the Bill of Materials contains only one Lot-controlled component Item: YPAINT1. However, a Bill of Materials may include as many Lot/Serial-controlled Items as you need.

  • Double-click on the Lot with the earliest expiration date for YPAINT1
  • The following screen will appear:

Distribute to Location

F036-DistLot.png

  • Click the DISTRIBUTE button
  • The following screen will appear, indicating the Tagged Qty. for the Lot you selected:

Distribute Stock To/From Site Locations

F037-DistLotAfter.png

  • Click the POST button

Closing Work Orders

Because you checked the “Close W/O after Posting” box at the outset of processing the Work Order, you will be presented with the following Close Work Order screen:

Close Work Order

F038-CloseWO.png

Make certain the “Post Material Usage Variances” and “Post Labor Variances” options are checked

  • Click the CLOSE W/O button
  • When prompted, confirm you want to close the Work Order

We have now completed Production of the sold Item YTRUCK1 and placed it into Inventory. Now let’s ship the product to the Customer.

Shipping & Receiving

Now that we have built the sold Item YTRUCK1, we are ready to ship it to our Customer using the Inventory Module. As we saw earlier in the process flow, the Inventory Module is responsible for receiving purchased materials into Inventory. The Inventory Module also handles the shipment of sold Items to Customers.

Before we ship our product, it is important to note that xTuple ERP supports online Credit Card authorization and charging. This may be performed during the Sales Order process using the “Payment” tab or during the A/R Cash Receipts process. Note in the screen shot below that key information is encrypted. The encryption of data occurs in the xTuple ERP database. Only users who possess the required encryption key may view this information, as shown below:

Processing Credit Cards on Sales Order Screen

F039-SO-CC.png

Issuing Stock to Shipping

Now let’s get back to shipping our Sales Order from the Inventory Module. Follow these steps to issue Stock to Shipping:

  • Pull down the Inventory Module menu
  • Select the Shipping submenu
  • Select the “Issue Stock to Shipping” option
  • Enter the appropriate Sales Order Number and click TAB—or use the browse button to locate the Sales Order Number
  • The Line Item quantity ready for shipment will be displayed, as shown below:

Issue Stock to Shipping

F040-SO-IsStock.png

The Issue Stock to Shipping screen enables us to assign the shipping quantity, relieve the stock from Inventory, and then ship it.

You may have noticed that the Line Item we are shipping is displayed in green text. If the Scheduled Date for an unshipped Line Item is in the future, the line will display in green text. If the Scheduled Date for an unshipped Line Item is not in the future, the line will display in red text. Once shipped, all Line Items revert to black text.

To specify how Stock will be issued to Shipping, follow these steps:

  • Highlight the Line Item for Item YTRUCK1
  • Select the ISSUE STOCK button
  • The following screen will appear:

Issue Line to Shipping

F041-SO-IssueLine.png

  • In the “Qty. to Issue” field, enter the quantity ordered, which in this case is 100
  • Click the ISSUE button

In this example, we chose to use the ISSUE STOCK button, which enables us to issue a partial shipment quantity. We could have used the ISSUE LINE BAL. button or the ISSUE ALL BAL. button and eliminated this step.

Shipping Orders

After you finish issuing Stock to Shipping, you will be returned to the Issue Stock to Shipping screen. Notice that the “At Shipping” column now displays a quantity of 100. Now let’s follow these steps:

  • Click the SHIP ORDER button
  • You will be presented with the following Ship Order screen:

Ship Order - Select Carrier and Record Freight Charges and Tracking Number

F042-SO-ShipOrd.png

On the Ship Order screen you have the option to indicate the means of shipment (i.e., the Ship Via) and the Carrier’s Tracking Number.

xTuple ERP is configured to receive Freight cost and Tracking Number information from UPS WorldShip. At sites where UPS WorldShip is integrated with xTuple ERP, the Freight cost and Tracking Number information displays automatically in xTuple ERP once the Order has been processed in the WorldShip software. If there is no WorldShip integration, you may manually select the Carrier (including UPS) and then manually record the Freight cost and the Tracking Number. The Tracking Number may also be scanned in.

For our scenario, we follow the next steps to continue processing the shipment:

  • Do not check the “Select for Billing” option (We will accomplish this necessary step at a later point in the process flow.)

The business flow described in this demo steps you through the various xTuple ERP control points as a way of illustrating product functionality. However, on the Ship Order screen we could have chosen the "Select for Billing," "Create and Print Invoices," and "Print Packing List" options to eliminate several of the steps we will soon be describing. By checking these options it is possible to generate the Invoice at shipping for inclusion with the order.

  • Enter 37.00 in the Freight field
  • You may optionally enter a valid UPS Tracking Number in the “Tracking Number” field—or leave the field blank
  • Click the SHIP button
  • Click the CLOSE button

Picking and Shipping Forms

This demo focuses on process flow, and, consequently, we do not pause to generate picking and shipping forms. However, xTuple ERP does offer a comprehensive set of picking and shipping documents, which may be generated at any time during the process. The following screenshot indicates where these documents may be found in the xTuple ERP menu structure:

xTuple ERP Shipping and Receiving Forms and Labels

Packing List

There are several ways to generate a packing list. One is by navigating to:

  • Pull down the Inventory Module menu
  • Select the Shipping submenu
  • Select the Form submenu
  • Select the “Packing List” option
  • In the “Order #” field enter your Sales Order Number and next to the "Shipment #" field click the browse button and select the xTuple generated Shipment Number. Then click Print.

Okay, to recap, the Inventory has now been relieved and the Sales Order has been shipped. Next, let’s generate an Invoice and post the cash we receive from our Customer.

Shipment Tracking

If you recorded a valid UPS Tracking Number in the “Tracking Number” field during the Ship Order process, you may follow these steps.

  • Pull down the Inventory Module menu
  • Select the Shipping submenu
  • Select the Reports submenu
  • Select the Shipments submenu
  • Select the “by Sales Order” option
  • In the “Sales Order #” field enter your Sales Order Number

Shipments by Sales Order

F044-ShipStatusBySO.png

  • Next, expand the line item by clicking the “+” sign
  • Right-click on the entry and select the “Query Shipment Status” option
  • Once the option is selected, xTuple ERP will automatically open your default web browser to the UPS website and pass to it the Tracking Number you recorded during the Ship Order process, as shown in the following screen:

UPS Web Site Displaying Tracking Number

F045-UPS.png

You must use a valid UPS Tracking Number if you want to utilize this functionality.

  • Close your web browser
  • Then select the CLOSE button to exit the Shipments by Sales Order screen

xTuple ERP supports the ability to pass Tracking Number information to the following Carriers: UPS, FedEx, Roadway, Yellow, DHL, and others.

Accounts Receivable

The Receivables process is shared in xTuple ERP between the Sales Module and the Accounting Module. Now that we have shipped the sold Item to our Customer, it’s time to bill the Customer for the goods. We will begin the billing process in the Sales Module. But we will shift to the Accounting Module as soon as we finish posting an Invoice for the sold Items we shipped.

You may recall that during the shipping process we could have checked a box called "Select for Billing." Had we selected that option, we would have been able to skip the next step. xTuple ERP provides many similar check boxes, allowing you to streamline processing.

Selecting Orders for Billing

Our first step is to select the Order we just shipped for Billing. To access the Select Order for Billing screen, follow these steps:

  • Pull down the Sales Module menu
  • Select the Billing submenu
  • Select the Invoice submenu
  • Choose the “Select Order for Billing” option
  • Enter the appropriate Sales Order Number and click TAB—or use the browse button to locate the Sales Order Number
  • Double-click on the Line Item for Item YTRUCK1
  • The following screen will appear:

Select Order for Billing – Select Billing Quantity

F046-SelectLineBilling.png

On the Select Billing Quantity screen, we have the ability to select all or a portion of a Sales Order Line Item for invoicing. In this example, we choose to bill for the full quantity of 100 units of Item YTRUCK1, as described below:

  • Make certain the “To Bill” quantity equals the ordered quantity of 100
  • Selecting the “Close this Line After Billing” box is optional
  • Click the SAVE button on the Select Billing Quantity screen
  • You will be returned to the Select Order for Billing screen
  • Click the SAVE button on the Select Order for Billing screen
  • Click the CLOSE button to exit the screen

Creating Invoices

Next we will create an Invoice from the Billing Selection we just entered. To do so, follow these steps:

  • Pull down the Sales Module menu
  • Select the Billing submenu
  • Select the Invoice submenu
  • Select the “Billing Selections” option
  • The following screen will appear:

Create Invoice from Billing Selection

F047-CreateInv.png

  • Highlight your Order and click the CREATE INVOICE button
  • Your selection will disappear, as the Invoice has been created and is now ready for printing
  • Close the Billing Selections screen

Printing Invoices

Now that an Invoice has been created for the shipped Sales Order, we are ready to print the Invoice. To print an Invoice, follow these steps:

  • Pull down the Sales Module menu
  • Select the Billing submenu
  • Select the Invoice submenu
  • Select the “List Unposted Invoices” option
  • On the resulting screen, click on your Invoice to select it
  • Click on the PRINT button
  • The Print Invoice screen will appear, as shown below:

Unposted Invoices - Print Button

F048-PrintInv.png

  • Do not select the “Post Invoices after Printing” option. (We will post the Invoice in a separate step.)

  • Click the PRINT button and follow your operating system’s prompts for printing
  • Because the TTOYS Customer is configured to receive Invoices by email, you will be presented with the Schedule Invoice for Email Delivery screen. Just like Purchase Orders, Invoices may be mailed to Customers in .PDF format using the xTuple ERP Batch Manager. However, for most demo environments, the Batch Manager is not available.)
  • Click the CANCEL button on the Schedule Invoice for Email Delivery screen

The following screenshot shows the printed Invoice. The layout of Invoices (and other printed documents) may be modified using the xTuple ERP Report Writer. The Report Writer supports image files, so you can include your logo on the Invoice.

Standard Invoice with Company Logo

F049-Invoice.png

You can access the xTuple ERP Report Writer by selecting the "Reports" option from the Master Information section of the System Module.

Posting Invoices

Next we will post the Invoice so that it is available to Accounts Receivable. We could have skipped the Invoice posting steps described below if we had selected the “Post Invoices after Printing” option on the Print Invoices screen. * If the Unposted Invoices screen is still open, skip the next four steps

  • Pull down the Sales Module menu
  • Select the Billing submenu
  • Select the Invoice submenu
  • Select the “List Unposted Invoices” option
  • Highlight your Invoice by clicking on it, as shown below:

Unposted Invoices - Post Button

F050-PostInvoice.png

  • Click the POST button
  • You will be presented with the Get G/L Distribution Date screen. Use the defaults and click the CONTINUE button.
  • Close the screen by selecting the CLOSE button

Entering Cash Receipts

When we open the A/R Workbench—a central screen where many Customer transactions can be processed—we see that our Customer TTOYS is showing an open balance (Total Open Items) of $1034.50. It just so happens we have a Check in our hands from TTOYS for just that amount. Let’s go apply this Cash Receipt using the following steps:

  • Pull down the Accounting Module menu
  • Select the Accounts Receivable submenu
  • Select the “Workbench” option
  • Enter “TTOYS” in the “Customer #” field and click TAB:

Receivables Workbench

F051-AR-WB.png

  • Under the Receivables tab you will see your Invoice

Next we will create a Cash Receipt, record the Check we received, and apply it to the Invoice:

  • Under the Cash Receipts tab, click the NEW button

Cash Receipt Entry Screen

F052-ApplyCash.png

  • You will see the Cash Receipts screen
  • Notice that the Open amount for your Invoice is displayed in the Open Items section of the screen
  • Enter the amount of the Check (which corresponds to the open amount) in the “Amount Received” field
  • Use “Check” as the Funds Type
  • Enter a Check/Document Number
  • Use the defaults for all other fields
  • Click the APPLY TO BALANCE button
  • Click the SAVE button
  • You will be returned to the A/R Workbench screen
  • Leave the A/R Workbench screen open so we can perform the next steps

Posting Cash Receipts

Now we will post the Cash Receipt and then look at General Ledger Transactions.

  • Open the A/R Workbench screen
  • Under the Cash Receipts tab, select the new Cash Receipt you just created, as shown below:

A/R Workbench - Post Cash Receipt

F053-PostCashRcpt.png

  • Click the POST button next to the Cash Receipts section of the screen
  • Your Cash Receipt is no longer displayed—and neither is the Invoice you applied it to. (Prior to posting the Cash Receipt, the Invoice was displayed under the Receivables tab.)
  • Click the CLOSE button to close the Receivables Workbench screen

Viewing Customer Information

Okay, so here’s where we are now in the process: Our Customer has received our product; we have invoiced the Customer; the Customer has sent us a Check; we have applied the payment to the Invoice; and we have posted the payment (Cash Receipt). Let’s take a quick look at a display which shows us these results:

  • Pull down the Sales Module menu
  • Select the Customer submenu
  • Select the “Workbench” option
  • The following screen will appear:

Invoice Tab on Customer Information Screen

F054-CR-WB-Invoice.png

  • Enter the Customer Number for the Customer we have been working with and click TAB—or use the browse button to locate the Customer Number
  • Click the Invoices tab and make certain you have click "Show Closed"
  • Click on the column heading “Invoice #” to re-sort the column
  • Find your Invoice (likely the first one on the re-sorted list) and click on it
  • Click the VIEW button
  • The following screen will appear:

Invoice Information Screen

F055-AR-OpenItems-View.png

This screen shows us the detailed transaction record, including the Invoice Number, Sales Order Number, Journal Number, and the number of the Check we received from the Customer.

  • Click the CLOSE button on the A/R Open Item screen
  • Click the CLOSE button on the Customer Information screen

General Ledger

The General Ledger provides visibility into the Accounting impact of transactions performed throughout xTuple ERP. You can monitor transactions as they are occurring. Or, you may take a wider view and track transactions which have occurred over a period of time.

Viewing G/L Transactions

Let’s look at some of the General Ledger transactions that have occurred as a result of the business processes we have executed during this demo. To view G/L transaction information, follow these steps:

  • Pull down the Accounting menu
  • Select the Reports submenu
  • Select the “Summarized G/L Transactions” option
  • Enter a date range that spans the time period during which you posted transactions. (Remember, for today’s date you may enter a 0, followed by the TAB key.)
  • Click the QUERY button.

In the Summarized G/L Transactions display, you will see summarized balance amounts for Accounts that have been defined in the General Ledger. You may click on the “+” sign next to an Account to see posting details for that Account. The Account activity shown in the following screenshot reflects the transactions we have performed during this demo:

Summarized General Ledger Postings

F056-GL-Sumz.png

  • You may right click on an expanded record in the display and select View to display details about a specific entry
  • Click the CLOSE button

Next let’s look at an Income Statement generated from the xTuple ERP Financial Reporting Engine (FRE). The FRE is a powerful tool that can be used by finance professionals to configure and generate standard financial statements, as well as custom financial reports to assist with sophisticated analysis. In the example that follows, the Income Statement has been configured to show current period activity. The “Statement %” column shows each entry as a percentage of the group “Sales.”

To access the FRE, follow these steps:

  • Pull down the Accounting menu
  • Select the Financial Statements submenu
  • Select the “View Financial Reports” option
  • In the “Financial Report” field, select the drop-down option “Official Income Statement”
  • In the “Column Layout” field select the drop-down option “Month, Prior Month”
  • In the Periods section of the screen, find the current period on the list and click to highlight it
  • Click the QUERY button to generate results, as shown below:

Financial Reporting Engine Display

F057-IncomeState.png

  • Click the CLOSE button to exit the FRE

Congratulations! You have now completed a full business process flow in xTuple ERP. You started by entering a Sales Order for an Item that had “0” Quantity on Hand. You elected to use xTuple ERP’s make-to-order functionality, which generates Work Orders directly from Sales Orders when they are saved.

Next, we ran xTuple ERP’s planning system in the Schedule Module. xTuple ERP determined that you were out of stock for a subassembly found in the Item you sold, and, furthermore, determined you were also short a component in the subassembly. This multi-level material planning is difficult to do by hand, but it is core xTuple ERP functionality. xTuple ERP planned a Work Order for the subassembly and a Purchase Order for the component.

We then processed the Purchase Order and paid our Vendor. Next, we processed the Work Order for the subassembly—and also the Work Order for the top level Item, which was sold on the Sales Order. We then shipped the Sales Order, generated its Invoice, and credited our Customer with the Payment we received from them. That brought us to the General Ledger, where we were able to see all the G/L transactions that support the business transactions we just completed. Finally, we generated an Income Statement using the Financial Reporting Engine.

 

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