dhope
Forum Replies Created
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You can’t ‘unpost’ an invoice; you will need to credit the erroneous billing and then will be able to invoice the correct customer. You will then need to do an AR Transfer between the original and credit to cancel them against each other.
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I’m upgrading to 12.7 this weekend, so this is not exactly pleasant to read.
That being said, we have had persistent issues with the way that Quantum rounds inconsistently between WO Billings and Invoices/AR and so I end up with scores of penny entries in AR that I need to zero out monthly. The fasted way that I have found to do that is to search AR headers for all Open entries, set my fetch size large enough to be able sort the list by Balance and then inspect and write-off each one; I have a mouse with programmable buttons so I was able to assign a macro to one, cutting the time to handle the monthly write-offs to a couple minutes.
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We would generally issue POs like that at either $0, our best guess on the amount (based on history or initial rough quote) or a pre-approved limit with whatever notes we need to make it clear.
We can then either adjust the PO amount directly when we get the invoice before ‘receiving’ the charges or make the adjustment in Deferred Receiving.
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Perfect, thanks guys; I was dreading having to do it manually.
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Pietro, I’ve noticed. I remind myself of that every time I accidentally open Quantum on my laptop when I am working from home instead of through the terminal server. We’ve been using RDP from the beginning out west; our issues were down to the absolutely atrocious DSL connection we were on, since it was all that was available in our area below enterprise level fibre (which we finally bit the bullet and had installed last year)
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We have 2 shops in different provinces using Quantum; the YWG shop is on a VPN to connect to our main shop and use they RDP to access Quantum on a terminal server here. We created a separate department, warehouses and work order series for that site for tracking. It was not the most usable setup until we upgraded our Internet connection to something far more reliable this past summer.
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Jason Cordoba wrote:
Hi David,
Regarding your second comment. There is functionality in Quantum to handle this. In the parts master, select Global -> Restricted Serial Numbers. You can ‘restrict on receiving’ or just get a general alert when the stock line comes into the database.Jason,
That function would be quite helpful to me, unfortunately I don’t see it. Do you know what version it came in? -
I have an example that would be helpful; periodically we will have customers make special requests related to individual orders (typically related to an incident investigation of some kind) where it would be helpful to set flags to, for instance, send a report once a unit has reached a certain stage. I also get requests to flag, in advance of receipt, particular serial numbers for special action once we receive them; it is impractical to set flags at the company or PN level when it is for a high volume customer of a PN that we work on for multiple customers.
I also have a couple of cases where people have reported units stolen or missing to us, so we have flags to watch for them. -
The error you are getting means that your employee received the main component and you now have a duplicate stockline in your system (at 0 cost) to the one that should have been reserved. Depending on how far the WO has gone and your internal processes it may be easier to clean up by cancelling the External WO and starting over with the correct stockline on an Internal WO.
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Rochelle, you should be able to do Bank Reconciliations for any arbitrary period of time. You will need to make sure that the Tran Date for any manual entries you are putting in falls in an open Fiscal Period.
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I haven’t done it myself, but it should be possible to modify the SO Acknowledgement and/or shipping documents to have a warning of some kind visible if any of the reserved items are expired. I did something similar with our TC Form One to print a very large VOID across the form if the stockline is not in a valid condition for us to certify.
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Rochelle, CC should definitely be able to help you out; I’m not aware of any explanatory videos, but I have found the built-in help for the accounting module pretty good as well.
I would also recommend having a training or testing database copy to play around in before making any changes to accounting in Live, since there might be unintended side effects that can be time consuming to track down and correct.
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Rochelle, depending on exactly how you are wanting to split your COGS out, it can be possible. Our GL is segmented [Account] – [Department] – [Sales Category]; with both the Department and Sales Category set on WO creation. We set the default distribution for COGS using replaceable segments (4010-??-??), so we end up with:
4010-10-00 (COGS – Propeller – Repairs), 4010-20-20 (COGS – Wheel/Brake – Exchanges) and so on.
On top of that you can set your individual Charges (and individual part numbers, for that matter) to have different distributions for both Sales and COGS, so we could have separate accounts for our parts, general labour, anodizing, machining, shot peening, etc. (we currently have 40 unique COGS accounts, accounting for the various combinations of department, category and class of COGS we want to track)
When setting the charge and part individual distributions, if you use one that has non-replaceable segments it will over-ride whatever is on the work order, so we could have a particular Charge that will always hit our wheel/brake repairs sales and cogs accounts, even if it is used on a propeller exchange order, with the remainder of the parts and charges from that order going to prop exchanges.
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I’d be very interested in this too, currently we just put a note with their option(s) and it causes no end of confusion.
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Craig, somebody will need to write the import script, which CC will do (for a price). We have one script that we had them set up during our implementation that we use regularly to update our pricelines but I have not been adventurous enough to write my own.
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That’s an exchange, you will need to go through the Exchange table to get to the Core WO,
SO_Detail.SOD_Auto_Key = Exchange.SOD_Auto_Key
Exchange.WOO_Auto_Key = WO_Operation.WOO_Auto_Key
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We handle stock for a few of our customers; we created distinct Condition Codes for each one, so that it is obvious when reserving parts which ones are for who.
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Larry, assuming you are using your WO number as your form number the below code in OnGetText for varFormNum in your Form One form in forms designer will give you a Block 3 entry in the format [WO#] – [WO Item #] – [Rev# where applicable]. Doubtless there is a more elegant way to do it, but it is what I have found works for us.
VAR
q : TOracleDataset;
begin
text:=”;
q := TOracleDataset.Create(nil);
q.SetSession;
q.Sql.text := ‘WITH ‘+
‘MINID AS (select min(stock.stock_line) as min from stock, wo_stm_complete where stock.stm_auto_key = wo_stm_complete.stm_auto_key AND wo_stm_complete.woo_auto_key = ‘ + Parameters[‘WOO_AUTO_KEY’] + ‘), ‘ +
‘SLID AS (select stock_line as sl from stock where stm_auto_key = ‘ + Parameters[‘STM_AUTO_KEY’] + ‘), ‘ +
‘REVID AS (select release_version as rev FROM wo_release where release_number like ‘ + ”” + Parameters[‘RELEASE_NUMBER’]+ ”” + ‘)’ +
‘SELECT slid.sl – minid.min + 1 as formid, revid.rev FROM minid, slid, revid’;
q.Open;
IF q.FieldByName[‘rev’].AsString = ‘0’ THEN
Text := WO_OPERATION[‘SI_NUMBER’] + ‘ – ‘ + q.FieldByName[‘formid’].AsString
ELSE
Text := WO_OPERATION[‘SI_NUMBER’] + ‘ – ‘ + q.FieldByName[‘formid’].AsString + ‘ – R’ + q.FieldByName[‘rev’].AsString;
q.Free;
end;
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The certificates are created for each Main Component Stockline. If, when you create your work orders for this customer, you receive the parts in 1 at a time (or in whatever batches your customer provides) via Parts Mgt > Receiving > Main Component instead of the full Qty at once during WO creation that should do what you are looking for, at the expense of being tedious and a special procedure for the person making and releasing your work orders.
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Cynthia, you will need to add Stock_Reservations linked to WO_Bom to add the reserved parts as well.
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The Stock table won’t show Qty_Issued because any given stockline could end up split between multiple WO/SO over time. To see Qty issued to WO BOM you need to use the Stock_TI table, for TI_Type ‘I’ and Qty_Reverse = 0
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We ran into this issue for our in-house NDT services, we raise an External work order for the qty of items received under a generic NDT Parts PN for the Main Component and then add the actual parts received for inspection to the BOM. I made a couple of custom forms for issuing C of C’s (single or multi-line, depending on customer requirements) and we receive parts as Customer Piece Parts. For items that require Form Ones (8130s) we create sub-work orders for those lines in order to generate the certification through the normal method. At the end, all of the piece parts are issued out and we then ‘ship’ the generic parts back to the customer.
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As far as cleaning up this work order goes, a user with sufficient permissions can delete the lines in Status History, once empty of Status History, Charges and Measurements (if any were attached) you should be able to delete the task itself.
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Thanks for the info Nadim, it looks like that feature was added in an update since our current version (10.7.91); I guess we will keep using the $0 Sales Order for now.
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Nadim, we do have the shipping module and this would have been useful to us a few times; would you be able to provide brief instructions on the process?
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You would probably want to do a Manual Payment (withdrawal) from one account and a Manual Deposit into the other in your Bank Reconciliations. Also, you need to set the distribution to a 3rd GL account (we use our Foreign Exchange GL), since any given GL entry can only be reconciled against one bank.
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Sandy, I am assuming you mean to set the default distribution for AP. From the Company screen it is Global -> Accounting -> GL Accounts/Credit Limit which brings up the below screen where you can set the appropriate distribution. That is for my group benefits provider with the relevant distribution set.
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You’ll want to make some additional notes on the WO when you do that, since Quick Update changes the PN received as well.
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We’re still on 10.7 as well; when we need to send out Customer materials we turn it in off the work order and then ‘sell’ it back to them for $0 on a Sales Order. That way we maintain full traceability and have a way to generate the shipping paperwork (including customs).
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Karen, we have the same problem with the built-in reports using the entry date instead of the transaction date in some cases. To get around this we both built our own reports and do a monthly copy of our live database to our training database after the close of business on the last day of each month so that we can run reports for our accountants in a snapshot environment that is accurate for that specific date.
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Tino, Forms Designer is not able to sort beyond what is provided to it in the hardcoded data pipeline. Some people have had success in using Groups in the Form but I have not come across a form personally where I could get that to work for me.
The general solution is to get Crystal Reports and make a custom form there, where you can set up sorting as-required.
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As far as I was last told there is no audit log for Work Plans.
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It doesn’t hide the column, but if you run the report for a future period the PTD column is just 0’s and the YTD column will be current.
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You could either adjust the cost of the stock to account for the additional charges not covered by the vendor invoice or you could add a charge with $0 price but enter the cost so that the true cost of the order is captured.
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I had that exact same question regarding task instruction images (without the added .qid complication) earlier this year. When I contacted CC I was advised that there is no supported way to integrate the attached images directly into the forms, they just print at the end with no other information attached to them.
We found a (messy) workaround, add an image in the WO_Task_Instructions subreport with this SQL OnPrint, using a hard-coded network folder that your users have at least read-access to, where you will save images with the same name as the image attached to the instruction in Quantum:
var
qc : TOracleDataset;
begin
qc := TOracleDataset.Create(nil);
qc.SetSession;
qc.Sql.text := ‘Select FILE_NAME from IMAGE_LIST where ‘ +
‘SOURCE_PK = ‘ + WO_TASK_INSTRUCTIONS[‘WTI_AUTO_KEY’];
qc.Open;
if qc.FieldByName[‘FILE_NAME’].Asstring <> ” then
begin
TaskImage.Visible := True;
TaskImage.Picture.LoadFromFile(‘***NETWORK FOLDER PATH***’
+ qc.FieldByName[‘FILE_NAME’].Asstring);
end
else
TaskImage.Visible := False;
qc.Free;
end;
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There is another thing to keep in mind Gabrielle, if a user opens more than one instance of the Quantum client on their PC, they will show in the same way but will actually be using the licenses.
For example, my CSR’s often have two sessions open because they are looking up customer or order history while entering orders. I commonly have 2 or more sessions open when working on Forms or reports for testing.
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Abigail, we remove our scrap/obsolete inventory using that function, it does hit the GL.
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Tino, Pricelines are contained in the PRICES table, which has a DISCOUNT field that maps to that location in the software.
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We are on 2013, v14.1.6.1702 and having no problems.
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Nadim, I’m sorry, I was sure that I had tried that before and it did not let me. I’ve just confirmed that I can add additional certifications against the same stockline as well. v10.7.91
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Nadim, I think you misunderstood what he is asking; he needs to be able to generate three certification documents against each Main Component Stockline.
The most practical way I can think of to do it would be to have the three different forms setup under different certification templates and print one after another by editing the certification and not using the Sign-Off feature. That means you will not have a good way of doing Revisions unfortunately.
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We are using CR 2013
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I’m happy to help Craig; for my Crystal reports I do both. We have a number of metric and shop planning reports that I’ve loaded into Quantum for my users to run on-demand or to run through Event Manager. Some of my more executive level reports and the reports that I build for data analysis I run exclusively on the server outside of Quantum.
If you are going to be making Crystal Reports you will most likely want to get oracle’s SQL Developer (it’s free), since that is helpful in building the SQL Select statements that allow you to make more efficient reports than the visual table linking that is the default in Crystal.
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Craig, you’ll most likely need to use both, as the various built-in forms and reports vary as to which reporting engine they were built in. The GL Income Statement is a Crystal Report, the Cheque Register is in Forms Designer, for example. There is actually a 3rd type as well, ACE Reports, but my understanding is that those ones are completely un-editable, even by CC as they no longer carry a license for it; if you need to change one, you need to start fresh and build a whole new report.
If you are building a report from scratch you’ll most likely want to use Crystal Reports as it is FAR more flexible with the data pipelines and has the ability to sort.
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We are using Brother QL-810 label printers for all of our stock and work order labelling.
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All of the publications attached to a work order print on the built-in Traveler and 8130-3. If you are using a form that does not show them it is possible to add them using Forms Designer (if you have the module) or have CC make you a custom form.
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We created two charges, PrePayment and PrePayment Credit. We then put both on any sales order which requires a deposit and then invoice both separately (the credit after the payment is posted) so that we can capture the deposit, show a credit on the customer’s account and not throw the balance of the order out.
We had substantial problems trying to use the built-in prepayment function; it would apply the prepayment against the first AR on a customer’s account instead of the specific one that it was for, even if it was not in the correct currency. When we asked CC about it we were told that it was working as intended.
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Yep, that is because the taxes are calculated (and rounded to the penny) on every individual line item and then added together instead of on the actual sub-total, leading to penny discrepancies throughout.
You can actually have a quote and invoice for the same sub-total, with the same number of line items have different tax amounts calculated because of all of this extra rounding. In some cases we see the work order Billing and AR Invoice off because of this. We have to do a couple hundred manual AR corrections of penny discrepancies per month.
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You could also do a Stock Xfer on the purchased stockline to move it to the new PN; which should then keep your full traceability through the audit trail.
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John, if alternates are an exception rather than a rule you could handle it the way we do and just brute-force it. We have alternates that are commonly used listed manually in the Remarks field of the BOM in our work order templates.
Automatically listing all alternates of a given part in a Memo on the printed BOM doesn’t work for us because while two parts are interchangeable on some applications, they may not be on others; so the XRef table is not truly accurate across our system.