SOFTWARE SUPPORT



Workflows

System Manager
  1. Set up tables
  2. Generate a report
  3. Schedule a background program
General Ledger
  1. Set up chart of accounts
  2. Enter beginning balance (if any)
  3. Make journal entries
  4. Run reversing entries
  5. Run financials
  6. Post period end/year end closing entries
  7. Change control period
  8. Repeat monthly cycle (steps 3, 5 & 7)
GLDEF
  1. Set up necessary tables
  2. Select a first report to format as a learning exercise
  3. Complete the sketch of the report
  4. Enter the report format using DRH, DRC and DRR functions
  5. Using BAC, run the finished report
  6. Set up the combination GL account originators in table TBL GC (for reports run by various departments)
Accounts Payable
  1. Set up vendors
  2. Enter open invoice file
  3. Daily balancing procedure
  4. Monthly balancing procedure
  5. Set up reusable profiles for use in AP invoice entry
Accounts Receivable
  1. Set up necessary tables
  2. Set up customers
  3. Enter beginning balances
  4. Batch entries of A/R transactions
  5. Run necessary reports to perform and document the daily (periodic) balancing
  6. Monthly close for A/R
  7. Yearly close for A/R
Purchasing & Receiving
  1. Purchase order entry
  2. Purchase order receiving
  3. Make A/P entry
  4. AP to PO reconciliation
  5. Reopen a receipt
  6. RMA entry
Job Cost
  1. Set up necessary tables
  2. Add G/L account designated as Job Cost Revenue/Cost to G/L
  3. Enter initial group of job headers
  4. Begin daily use by entering time sheets (if applicable) and other subsystems (AP, AR, GL) coded to jobs
  5. As new jobs are setup, use features which allow fast set up such as budget copy and structure copy
Distribution
  1. Set up system
Customer Order
  1. Set up customers
  2. Customer order entry
  3. Customer shipment entry
  4. Part Pricing - Volume entry
  5. Drop shipment
Inventory Control
  1. Set up parts
  2. Create a Kit
  3. Create a manual inventory transaction/adjustment
Physical Inventory
  1. Create a physical inventory tag entry (PIM)
  2. Enter physical inventory counts (PIE)
Event Scheduler
  1. Set up system
  2. Set up events
  3. Register participants
  4. Prepare events
  5. Finalize events
  6. Edit finalized events
  7. Schedule daily background events
  8. Merge marketing information (MDR)
Manufacturing
  1. Set up system
Engineering Control
  1. Bill of Materials
  2. Work Center setup
  3. Routing setup
  4. Tool and die setup
  5. Tool and die repair entry
Shop Floor
  1. Factory order entry
  2. Factory order release (Shop Floor Packet/Release Report)
  3. Materials pick entry
  4. Labor transaction entry
  5. Delivery tickets/labels
  6. Factory order close
  7. Generate shop floor calendar
Labor Performance
  1. Employee setup
  2. Labor transaction entry
Production Planning
  1. Forecast entry
  2. Master scheduling
  3. Capacity requirements
  4. Work Center load inquiry
Quote Management
  1. Quote entry
  2. Accepting the quote
  3. Estimate entry
  4. Part Pricing - Volume entry
Quality Control
  1. Quality control incident entry


System Manager Workflows
1.  Set up tables
NOTE:  This is a step the system administrator typically performs.
1.1  Define required tables (IP, PD, PR)
1.2  Determine data for each of the tables
1.3  Populate the tables with data. Refer to the Systems Manager User Manual for table descriptions and examples
2.  Generate a report
2.1  Determine the report details
2.2  Select BAC
2.3  Select the report to generate
Choose one of the following:
  • Enter the entire report ID
  • Enter a partial report ID and press the search button to search for a report
  • Press the search button to search for a report
2.4  Enter the report parameters
  • Enter the report parameters into the appropriate fields
  • Press ENTER to advance to the next field
2.5  Update the report parameters
Press SAVE
2.6  Run the job
Press RUN JOB
2.7  Refer to the Systems Manager User Manual for more information regarding viewing and/or printing a generated report in the SPL function.
3.  Schedule a background program
3.1  Determine the program and schedule details
3.2  Select BAC
3.3  Select the report (program) to schedule
Choose one of the following:
  • Enter the entire report ID
  • Enter a partial report ID and press the search button to search for a report
Press search button to search for a report
3.4  Enter the report parameters
  • Enter the report parameters into the appropriate fields
  • Press ENTER to advance to the next field
3.5  Enter schedule information
  • Queue number
  • Scheduled date
  • Scheduled time
  • Frequency to run
  • Priority
3.6  Run the job
Press RUN JOB
A message appears at the bottom of the screen informing you the program has been submitted to the queue. The message reads, "Job # (job number) Submitted to Job Queue (queue #) Press ENTER to continue”.
3.7  Refer to the Systems Manager User Manual for more information regarding transferring to the BSC function in order to locate, edit, copy and/or delete scheduled reports.
General Ledger Workflows
1.  Set up chart of accounts
1.1  Use Chart of Accounts
This is a step you perform manually.
Use the existing chart of accounts to assign new numbers, if necessary. Make sure to use the standard IRESS format - four-digit department number (originator, usually to designate a department) and five-digit detail account number.
1.1a  Determine Chart of Account Structure.
1.1b  Determine Account type (balance sheet or income statement).
Mark each account as either balance sheet or income statement. Referring to the values in Table BP, mark each account with its classification. If you use Job Cost, designate which accounts are used as revenue and which accounts are used as cost accounts in Job Cost.
NOTE:  Mark this designation carefully as it cannot be changed later.
1.2  Determine Correct Period
Check the General Ledger accounting dates on the Main Menu screen. A set of General Ledger header records are created for each year IRESS is used. The General Ledger date must be in the year you are going to begin using IRESS, since it determines the year for which the beginning balances will be entered. See System Manager User Manual for information regarding changing the period in the PER and VPC functions.
Next, determine the year in which you're going to start using IRESS. You may need to speak to your supervisor, controller or system administrator to determine this.
For example, suppose you want to start using IRESS on January 1st of the coming year. You would set the General Ledger date period 12 of the current year in order to properly set year-ending balances (see step 2). Ending balances are entered, then the year-end closing process is run (see GLCLOSE S in the General Ledger User Manual).
1.3  Complete GLU Operations
Complete the GLU operations (see the General Ledger User Manual), including Budgets (if applicable).
NOTE:  The account names may be used later in GLDEF reports, so standardize and specifically define your naming conventions. This may include issues such as deciding whether the account names are to all capital letters or only initial capital letters before you begin to avoid further editing later.
1.4  Run Reports
Run the following reports:
Use BAC to run GLCLST and GLLSTS. Refer to the descriptions that follow. In addition to these reports, you can run a GLDEF report if a custom report to proof budgets has been created.
GLCLST - Chart of Account Listing with descriptions
This report can be run as a complete General Ledger chart of accounts listing or you can select specific accounts to print. The report includes the account number, account description, account class and type, and, if applicable, if Job Cost is used. See the General Ledger User Manual for more information.
GLLSTS - Chart of Account Listing with monthly budget and actual budgets
This report can be run for one year or for a group of years.
This is a General Ledger account number listing with period activity for each year the account exists, as well as budgets entered for each period for each record. Other descriptive account information contained on the report includes account description, opening balance for the selected year, and the year immediately preceding, account designation (balance sheet or profit/loss), and source/use of funds designation. See the General Ledger User Manual for more information.
For further explanation of budget information see the GLB section in the General Ledger User Manual.
GLDEF - General Ledger Definable Report
GLDEF can be run to produce spooled output as well as files in DIF format. DIF files can be imported into Lotus 1-2-3 and manipulated there. See the General Ledger User Manual for more information.
2.  How do I create my subsequent month reversing entries?
Next, enter beginning balances and update the General Ledger records to establish opening account balances and/or net period activity balances for each applicable account.
2.1  Determine Implementation Date of System/Set up Beginning Balances
This is a step you perform manually.
The actual steps for this section are directly related to how your supervisor, controller, or system administrator determines when you are going to start using IRESS.
NOTE:  These step can be completed for the prior year even if data is already entered in the current year.
If you're going to begin using IRESS at the beginning of the fiscal year, refer to step 1.2 for an explanation of how to set balances for the prior year-end.
You use GLU (see the General Ledger User Manual ) to create General Ledger headers. Then use GLE (see the General Ledger User Manual ) to enter beginning balances for the previous month (e.g., December of the previous year).
NOTE:  If you’re planning to start using the system effective in the middle of the year, complete all the steps defined in step 2 in order to establish beginning balances as of the beginning of the fiscal year. In addition to this, you make an entry for net activity in all accounts for each month. This applies only to activity completed on a system using IRESS system. Any activity using IRESS modules is automatically posted to the General Ledger when entered.
2.2  Complete GLE Operations
Use GLE to complete the journal entries for each account in the Chart of Accounts. Remember to press F6 to update each entry when you are done.
2.3  Run Reports & Balance
This process is run on the PC and manually.
Once you update the journal entries, use the BAC function to run GTLBAL for the month the entry was made. Use GTLBAL to verify that the amounts in each account are correct.
If the amounts in each account are correct, run GLCLOSE to establish beginning balances for the subsequent year. This sets up a file of General Ledger accounts to be used for the next fiscal year. This file is based on the previous year's file of General Ledger accounts in which the ending balances were entered.
NOTE:  If it is determined later that the beginning balances are not correct, make another journal entry (use GLE to create a new entry, see the General Ledger User Manual) or correct an existing entry (use GLE to edit an existing entry, see the General Ledger User Manual). Then run GLCLOSE S again.
GLTBAL - General Ledger Trial Balance Reports
These reports list ending balances for all accounts, according to the criteria you entered (e.g., period entered parameters of the report). See the General Ledger User Manual for more information.
3.  Make journal entries
On a monthly basis (according to flow), enter accounting activity from subsystems not interfaced to the GL. An example of a non-interfaced entry is depreciation from fixed asset accounting records. Also, make adjustments to account balances, as applicable.
3.1  Complete GLE Operations
Complete the GLE Operations as described in the General Ledger User Manual.
NOTE:  Remember that IRESS modules are dynamically interfaced to General Ledger and do not need further interfacing.
3.2  Run Reports
GLTBAL - General Ledger Trial Balance Reports
These reports list ending balances for all accounts, according to the criteria you entered (e.g., period entered parameters of the report). See the General Ledger User Manual for more information.
GLDTLS - General Ledger Details Report
This is a 132 column report. It is a General Ledger detail item listing. See the General Ledger User Manual for more information.
4.  Run reversing entries
The GLREV background program creates reversing journal entries for all entries coded with an R (see GLE in the General Ledger User Manual). Use this when you have made entries in one period for estimated amounts which are then must be replaced with new estimates or actuals in the subsequent period.
4.1  Run GLREV using BAC
GLREV - General Ledger Reversing Report
The GLREV shows a list of journal entries produced due to run. GLREV entries have been flagged R and IRSC creates an offsetting entry in the next month.
5.  Run financials
Financial statements formats are created using DRH, DRC and DRT. See the GLDEF User Manual for more information regarding the DRH, DRC and DRT functions .
5.1  Run GLDEF in BAC to produce financials.
GLDEF - General Ledger Definable Report
GLDEF can be run to produce spooled output as well as files in DIF format. DIF files can be imported into Lotus 1-2-3 and manipulated there. See the General Ledger User Manual for more information.
6.  Post period end/year end closing entries
Posting net earnings or loss to retained earnings is required once a year, but can be done once a month if desired. Check with your accountant.
6.1  Create an account for the offset of the entry to retained earnings.
6.1a  In GLU, this account must be set up as a profit/loss account. It is not used in any financial statement layouts. Its only purpose is to receive the offset entry for net income for the year, the other side of which is posted to retained earnings.
NOTE:  Do NOT post closing entries to each of your profit and loss accounts. This will make comparative financials in the subsequent year not meaningful. Instead, make a simple entry to your profit and loss account and retained earnings for net income for the year.
6.1b  Use GLE to create this entry. See Create a New Journal Entry in the General Ledger User Manual.
7.  Change control period
Use the PER function to change the account control periods for the entire system and the VPC function to change the account control for your terminal only. The GL account period can be changed independent of other modules (e.g., AP, AR, JC).
8.  Repeat monthly cycle (steps 3, 5 & 7)
GLDEF Workflows
1.  Set up necessary tables
1.1  Most tables needed for GL have been preset for you before the software is installed. The following are the tables which were set up by IRsystems before you received your system. They should not need to be changed by you but may be added to or altered by IRsystems in the future.
  • J4 - Definable Report Types
  • J5 - Definable Report Systems
  • J6 - Definable Report Columns
  • J7 - Definable Report Row Operations
1.2  Necessary tables
GC - General Ledger Cost Center Combine
This table allows the combination of non-contiguous originator groups into reporting units for financial statement purposes.
1.3  All remaining tables are listed and explained in the GLDEF User Manual. The data in many of these tables will be customized by you to meet the individual needs of your location.
NOTE:  If you have ever laid out a financial report using any other type of software, some of the basic skills are the same. Overall layout of the report should be sketched out before any detail coding begins.
2.  Select a first report to format as a learning exercise
2.1  Selecting an existing report from the old system for which there is already a printed copy which has been reconciled to the General Ledger will make the process of completing the format of the report and balancing it easier.
2.2  If an existing report is not available, select a simple report such as a simple summary income statement.
2.3  If a new report has been selected, sketch out a skeleton report with the time periods covered by the columns identified as well as the method of computing any variance or ratio columns. Also on your sketch include the account numbers associated with each row of data to be included in the report.
3.  Complete the sketch of the report
3.1  Identify how wide the columns of the report must be. For example, how many characters of description will be needed for the description column and how wide does each data column need to be. Remember that the system automatically includes a blank character between each column.
3.2  Decide whether the report will be printed as landscaped or in normal portrait orientation. (The width of the report will assist in the determination of orientation.)
3.3  Assign account numbers or ranges of account numbers to each of the lines (rows) of the report.
3.4  Look at the total line you have included. Since the totaling of the report runs from top to bottom, determine how the lines/rows at the top flow to the rows at the bottom.
4.  Enter the report format using DRH, DRC and the DRR functions
See the GLDEF User Manual for more information regarding the DRH, DRC and DRR functions.
5.  Using BAC, run the finished report
5.1  If you have been able to run the report for a period for which you have a sample from the old system, compare the results.
5.2  If you do not have a sample to compare the results with, run a GLTBAL (General Ledger Trial Balance) and calculate the totals and lines which are to appear on the report.
5.3  Make the changes necessary.
6.  Set up the combination GL account originators in table TBL GC (for reports run by various departments)
See the GLDEF User Manual for more information regarding table TBL GC.
Accounts Payable Workflows
1.  Set up vendors
If you are using IRESS for the first time and you did not have IRsystems personnel convert you vendor file, open invoices and paid invoice history, you must begin by entering your vendor files.
1.1  Determine the scheme for assignment of vendor numbers.
IRESS allows for a 6-digit numeric vendor number. This means a procedure should be established for assignment of vendor numbers.
1.1a  Assign vendor numbers numerically regardless of alphabetic sequence. Establish a log on which users can write the last number used and the name of the vendor. After a few vendors are entered, this log can be the numeric vendor list.
Print a new alpha vendor list periodically.
Make sure users do a thorough alpha search through the vendor file before entering a new vendor so as not to duplicate vendors.
1.1b  Assign vendors according to a scheme which will assign the available numbers according to the alphabet. For example, 000000 to 050000 for A's, 050001 to 100000 for B's, etc.
Keep an alpha and numeric list available for users to use in assigning vendor numbers.
2.  Enter open invoice file
2.1  Establish from your supervisor whether you should enter the open invoices with the original distributions or in a method which will not put the General Ledger out of balance.
If the General Ledger has already been set up and you will merely be entering the open invoices which make up the outstanding Accounts Payable balance, then each invoice should be entered with a General Ledger distribution of the Accounts Payable control account. In that way when the invoice is updated, there is no net effect on the General Ledger. The balance in the General Ledger control account should be the same as the amount of the open invoices which you are going to enter, if the General Ledger has already been set up.
2.2  If you do not have an accurate total of the amount you will be entering, run two tapes on the invoice amount. This will establish the amount to balance to when the invoices have been entered.
2.3  Enter each invoice with the proper due date by using APE (see the Accounts Payable User Manual).
2.4  Run the APOPENP report. The total on the APOPENP report must balance to the tape run in step 2.2 above. If it does not balance, follow the instructions in the A/P scenarios concerning balancing APOPENP with the G/L.
3.  Daily balancing procedure
In IRESS there is a simple way to balance each day's activity with the General Ledger control account. The process involves running tapes of invoice transactions to be entered, running reports of transactions entered, and running reports of open invoice items in the system.
3.1  Before invoice transactions are entered into the Accounts Payable system, each one should be coded with the vendor number, payment due date, and account distributions and amounts, as well as any approvals required by your organization's procedures.
3.2  Each day that Accounts Payable invoice transactions are entered, the following reports should be run at the end of the day or overnight.
3.2a  APTRNS - Accounts Payable Transactions for the day.
3.2b  APOPENP - Accounts Payable Open Transactions with the OPEN option.
3.2c  Make a screen print of the GLU screen for the General Ledger Accounts Payable control account.
3.2d  APRGSTR - Accounts Payable Check Register, if any checks were written and posted during the day.
3.3  Using the Accounts Payable Balancing form (see Accounts Payable User Manual for an example) or a similar one you have devised yourself, enter the amounts from the reports and the amounts from the screen print on the report, and compute the required amounts.
4.  Monthly balancing procedure
4.1  After the month has been closed with respect to A/P, the General Ledger balance should be balanced to a month-end version of the Accounts Payable open balance report, APOPENP. One of the options for running this report is with an AS OF date, the month-end date. The report then reconstructs the open Accounts Payable balance by including, as open, those items for which checks have subsequently be written and including all items entered to that period regardless of entry date.
4.2  Unless an unusual transaction has been posted in the General Ledger or in the Accounts Payable system, this report should balance to the month-end balance in the General Ledger A/P control account.
4.3  If the APOPENP report does not balance to the General Ledger, one of the following steps should disclose the cause of the out of balance condition.
4.3a  Run an APCAN report to see that in A/P invoices have been entered and put in cancelled status without an offsetting entry.
4.3b  Review the General Ledger to see if a journal entry has caused the out of balance condition.
5.  Set up reusable profiles for use in AP invoice entry
5.1  To simplify and streamline the process of entering invoices which may be distributed to a similar set of accounts each time entered, use PRO, Profile Entry. In PRO you can enter a set of accounts either with or without percentage distribution calculations.
Accounts Receivable Workflows
1.  Set up necessary tables
1.1  The Accounts Receivable system needs the following tables set up in order to do any further processing. IRsystems may have configured some or all of these prior to installation of the software. However, make sure these tables have set up.
1.2  Necessary Tables
  • 29 - Accounting period information
Be sure to set up the A/R cutoff period for each company using A/R.
1.3  AR - Accounts Receivable control information
This table determines the codes used to identify the transaction types which will be entered in A/R as well as the payment types. IRsystems will most likely have already set up this table.
1.4  Remaining tables are listed in the Accounts Receivable User Manual. Many of these tables will need to be updated to include codes to reflect how your company does business.
2.  Set up customers
2.1  If your system set up did not include conversion of data from a prior system, then customers will need to be entered.
2.2  To expedite the process of entering the beginning open balances in Accounts Receivable, enter only those customers listed on the Accounts Receivable aging list to be entered from the old system. Later, additional customers can be entered as needed.
2.3  Customers are entered using CUF. See the Accounts Receivable User Manual.
3.  Enter beginning balances
3.1  The detailed aging list, which is to serve as the basis for entering beginning balances, should be coded with the customer numbers, entered in step 2.3 above.
3.2  Determine whether the items on the aging are to be entered in detail or as one balance per customer, with the detail maintained on the aging from the report from the old system. Further, if the items are to be entered in detail, determine if all the cash items as well as all the other items will be entered separately or if a net amount for each document will be sufficient.
3.3  Because all items entered in A/R must be entered from open batches, the batch amounts, number of documents as well as the totals to be entered, must be determined. Depending on the number of items to be entered, it may be wise to divide the items into several batches rather than to attempt to enter all the items in a single batch.
4.  Batch entries of A/R transactions
4.1  All entries made to Accounts Receivable must be entered from an open batch. Therefore, it is necessary to prepare totals and item counts of transactions to be entered.
4.2  Separate the items according to the type of transaction, e.g. invoices, debit memo adjustments, etc. Count the number of individual transactions to be included in the batch. Run two balancing adding machine tapes of the total of transactions to be entered.
4.3  Use ARB to open a batch and proceed with entry of the items in the batch. When entry is complete and the batch balanced, close the batch.
5.  Run necessary reports to perform and document the daily (periodic) balancing
5.1  The following reports must be run in order to balance the Accounts Receivable aging to the General Ledger.
5.1a  A/R aging report. The summary option report is adequate.
5.1b  ARBAT A/R batch report for the day(s) being balanced.
5.2  Using the form on the following page or one which you have devised, enter the amounts from the reports in the appropriate spots and compute the ending balance. The form on the following page shows one day's transactions.
6.  Monthly close for A/R
6.1  Update A/R credit history monthly. After completing all data entry for the month, run ARCHUP to update the sales and A/R aging on the CRH screen.
6.2  Change the control dates in PER (entire system) or VPC (your terminal only) to reflect the next month's month-end date. No other monthly reports are required.
7.  Yearly close for A/R
7.1  There is no year-end process for Accounts Receivable.
Purchasing & Receiving Workflows
1.  Purchase order entry
Enter a purchase order in POE (purchase order entry).
NOTE:  Refer to purchasing & receiving workflow 6, RMA Entry in order to enter an RMA purchase order.
1.1  Assign a new purchase order number
Press NEW PO
1.2  Enter purchase order header information
1.2a  Enter vendor number.
1.2b  Enter the remaining purchase order header information
1.3  Update purchase order header
1.4  Enter the purchase order line item information
1.4a  Type 01 to move the cursor to the edit field of the first line
1.4b  With the cursor in the edit field of the selected line item, press ADD to add a new purchase order line item
1.4c  Enter the purchase order line item information
1.4d  Repeat steps 1.4b through 1.4c for each line item
1.4e  Press F6 to move the cursor to the CTL field.
1.5  Update the line items
1.6  Return to POE
2.  Purchase order receiving
Receive a purchase order in REC (Purchase Order Receiving).
2.1  Type ‘N’ for normal
2.2  Assign a new receipt number
2.3  Enter existing purchase order number
2.4  Enter receipt header information
2.5  Update the purchase order receipt
Recv Complete Y
If this receipt was marked Recv Complete Y, all line items are received to the default location. You are finished receiving the purchase order.
Recv Complete N
If this receipt was marked Recv Complete N, you need to receive each line item. Go to step 2.6
2.6  Receive line items
2.7  Repeat step 2.6 to receive any other line items.
3.  Make A/P entry
Use APE (Accounts Payable Entry) to make an A/P entry after creating a purchase order and assigning a receipt number to the purchase order.
NOTE:  An accounts payable entry needs to be made before you can reconcile accounts payable to purchase orders.
3.1  Enter the vendor number.
If you do not know the vendor number, press the search button to transfer to VFS to search for a vendor.
3.2  Enter the invoice information.
  • Enter the period
  • Enter the description
  • Enter the date
  • Enter the discount information
  • Enter the status
  • Enter the due date
  • Enter the check information
  • Enter the invoice amount
  • Enter the PO number
  • Type Y for OK to pay or type N for not OK to pay
  • Enter voucher number
  • Enter discount amount
3.3  Enter account information
3.3a  Use the appropriate G/L accounts to allocate the dollar amounts to the correct accounts.
Double click on the selected blank Orig… or Account… field to transfer to GLS, to search for the G/L account.
3.4  Once you have highlighted the GL account you want, press SELECT to return to the APE screen. IRESS completes the GL account number.
3.5  Press SAVE to update the entry.
4.  AP to PO Reconciliation
Reconcile accounts payable to purchase orders with POR (A/P to PO Reconciliation).
NOTE:  A purchase order number (POE), a receipt number (REC) and a voucher number (APE) need to be assigned before you can reconcile accounts payable to purchase orders.
4.1  Enter the receipt number previously assigned in REC.
4.2  Enter the line number of the purchase order to reconcile in the CTL field.
4.3  Press ENTER to enter the amount of the line item.
4.4  Repeat step 4.2 through step 4.3 for other line items.
4.5  Save the POR record.
4.6  Run PO080R with default parameters and no update. Check the report for errors.
5.  Reopen a receipt
Reopen a receipt in REC (Purchase Order Receiving).
NOTE:  Only receipts with the status RE (received) can be reopened.
5.1  In REC, enter the receipt number.
The cursor moves to the CTL field.
5.2  Press F7 (receipt is reopened).
IRESS changes the receipt status to RP (receipt in process). The receipt is reopened for editing. See the Purchasing & Receiving User Manual for more information regarding editing the reopened receipt.
6.  RMA entry
Enter an RMA purchase order in POE (purchase order entry).
NOTE:  Once a purchase order is assigned an RMA number, the PO is flagged as an RMA and cannot be changed back to a regular PO. This is because the presence of an RMA number controls how quantities are entered in PO2 and how items are removed from inventory in REC.
6.1  Locate the existing purchase order to RMA.
6.2  Assign a new RMA purchase order number
6.3  Enter the RMA information
  • Enter RMA number
  • Enter the RMA reason
  • Enter the RMA customer order number, if applicable
6.4  Update the RMA
6.5  Enter the RMA purchase order line items
NOTE:  Keep in mind that the quantity must be negative.
6.6  Update the line items
6.7  Return to POE
Job Cost Workflows
Before Job Cost can be used, a field on the INT screen must be updated. IRsystems will make any necessary changes to the INT screen. Once this task is complete the following steps must be completed.
If Job Cost is being used to track internal time only, then a single customer record should be set up using CUF. This record then becomes the dummy customer for entry of job header information where the customer is a required entry.

1.  Set up necessary tables
1.1  Most tables needed for JC have been preset for you before the software is installed.
1.2  Necessary tables
  • 29 - Accounting period information
Be sure to set up the J/C cutoff period for each company using J/C.
  • CC - Cost Centerb
In order that the JCDTLS report can print with the proper descriptionsb for General Ledger cost centers included, set up the CC table with a description of each cost center. A cost center code should be entered for each G/L originator, which is included in a General Ledger account number, designated as acceptable for entry of Job Cost costs or revenues.
  • EM - Employee Names
For companies using Job Cost with time tracking, set up each employee whose time is to be tracked in the EM table.
1.3  All remaining tables are listed and explained in the Job Cost User Manual. The data in many of these tables will be customized by you to meet the individual needs of your location.
2.  Add GL account designated as JC Revenue/Cost to GL
2.1  Entries to Jobs from other subsystems (e.g. A/P, G/L or A/R) must be coded to a General Ledger account which has been designated as R or C in the field called ALLOW JOB COST? on the GLU screen.
2.2  Once a GLU entry has been created and updated, the designation for Job Costing cannot be changed. Therefore, if the General Ledger has been in use prior to the addition of Job Cost, new accounts must be added to the General Ledger for use by the Job Cost system.
2.3  Enter the necessary General Ledger accounts to accommodate your use of the Job Cost system.
3.  Enter initial group of job headers
3.1  Enter the demographic information (e.g. job number, job name, client number, etc.).
3.2  For each job header a decision must be made concerning the level of control desired.
3.2a  Entry to all accounts designated as Job Cost accounts in the General Ledger.
3.2b  Limit entry to accounts entered on the Job Cost Budget Entry screen.
3.3  Enter budgets, if desired, for each General Ledger account on the Job Cost Budget Entry screen. Budgets are entered after pressing the F1 function key from the Job Cost Header screen.
3.4  Enter time accounting structure, if time accounting is used. Time accounting structure is entered by pressing F5 from the Job Cost Header screen.
3.4a  Budgets should be entered at the lowest level of structure utilized.
4.  Begin daily use by entering time sheets (if applicable) and making entries on other subsystems (AP, AR, GL) coded to jobs 5.  As new jobs are set up, use features which allow fast set up such as budget copy and structure copy
5.1  Budget Copy is a function key available from the job cost budget entry screen which allows budgets to be created from actual costs and revenues on another job.
5.2  Structure copy allows the copying of time structure from one job to another. By entering CP in the CTL field of an existing job cost header, you are allowed to copy the structure, the budgets or both to another job.
Event Scheduler Workflows
1.  Set up system
1.1  Define required tables and enter parts, instructors, locations and events.
NOTE:  This is a step the system administrator typically performs.
1.2  Enter Parts
1.3  Enter Instructors
1.4  Enter Locations
1.5  Enter Events
2.  Set up events
When you set up events, you are defining the parameters of the event, including instructors, locations, and parts.
2.1  Determine the event details
2.2  Select EVT
2.3  Enter the event information
2.4  Review and edit the event information as needed
2.5  Update the event
3.  Register Participants
Registering participants involves defining the participants for events, recording payments/transfers/refunds, generating invoices and confirming the event (closing the event record).
3.1  Define Participants
3.2  Define Customers
3.3  Place Orders
3.4  Enter Registrations
3.5  Apply Cash Payment
3.6  Apply Refunds
3.7  Close Batch
4.  Prepare events
Preparing an event includes generating rosters, and preparing sign in sheets and participant information sheets.
4.1  Generate Event Rosters
4.1a  Run ESROSTR report
4.2  Prepare Sign In Sheets
4.3  Prepare Participant Information Sheets
5.  Finalize events
When you finalize events, you are updating and applying all the event-related information. Once you’ve gathered all the event information and recorded it as indicated in this workflow, the event is considered closed, or finalized.
5.1  Collect and organize all documents for the event
5.2  Run ESPINFO
5.3  Register any participants not already registered
5.4  Edit participants as necessary
5.5  Select EVF
5.6  Mark participant attendance
5.7  Finalize the event
6.  Edit finalized events
If a participant was omitted from a class that has already been finalized, a manager with sufficient security clearance will need to perform the following procedure to remove the finalization date from the event. Once this is done, the participant’s attendance information can be added/updated to the event.
6.1  Select EVT
6.2  Type FX in the CTL field
6.3  Clear the Finalized Date field
6.4  Update the event
6.5  Edit the necessary records
6.6  Finalize event to apply changes and update Finalized Date field.
7.  Schedule daily background events
Scheduling daily background events lets you automate your IRESS system. Typically, these tasks are scheduled during times the system is less busy (e.g., night shifts).
7.1  Export Event Information to Web
7.2  Email New Participants
7.3  Update Instructor Sessions Count
7.4  Run ESITRSU report
8.  Merge marketing information (MDR)
8.1  Convert/Update MDB
8.2  PKZIP cntrct1mdb
8.3  Send file to GBF
8.4  Unzip ctrct1
8.5  Zip mdr.mdb and mdr2.mdb
8.6  Zip mdr.fil
8.7  Delete mdr.mdb and mdr2.mdb
8.8  Rename cntrct1.mdb
8.9  Copy mdr.mdb
8.10  Run Access 2.0
8.11  Rename table institutions
Distribution Workflows
1.  Set up system
Define required tables and enter parts, customers, vendors, inventory, and salespersons.
1.1  Define Required Tables
NOTE:  This is a step the system administrator typically performs.
1.2  Enter Parts
1.3  Enter Customers
1.4  Enter Customer Parts
1.5  Enter Vendors
1.6  Enter Vendor Parts
1.7  Enter Inventory
1.8  Enter Salespersons
1.9  Enter Purchasing Ship-To’s
Customer Order Workflows
1.  Set up customers
When you set up customers you are defining the bill-to and ship-to records for customers. Keep in mind that the first customer record to be set up is always the bill-to customer. This means a bill-to must exist before a ship-to can be created. Each ship-to is linked to a corresponding bill-to. A bill-to record links to itself, which means the bill-to number and the ship-to number are the same.
1.1  Determine the customer information
1.2  Select CUF
1.3  Enter the customer information
1.4  Review and edit the customer information as needed
1.5  Update the customer
2.  Customer order entry
Enter a customer order in COE (Customer Order Entry).
2.1  Assign a new customer order number
2.2  Enter header information
2.3  Update the customer order header
2.4  Enter the customer order line item information
3.  Customer shipment entry
Ship a customer order in SHP (Customer Shipment Entry).
3.1  Type ‘N’ (normal mode)
3.2  Assign a new shipment number
3.3  Enter previously assigned customer order number
3.4  Enter the shipment information
3.5  Ship items
3.6  Update customer shipment entry
4.  Part Pricing - Volume entry
4.1  Determine the part pricing - volume details
4.2  Select PPV
4.3  Enter the PPV header information
4.4  Enter the PPV volume pricing information
4.5  Review and edit the part pricing - volume information as needed
4.6  Update the part pricing - volume record
5.  Drop shipment
5.1  Determine drop shipment details
5.2  Create customer order
5.3  Create purchase order
5.4  Receive purchase order
5.5  Print customer order
Inventory Control Workflows
1.  Set up parts
1.1  Determine the part information
1.2  Select PFM
1.3  Enter the part information
1.4  Review and edit the part information as needed
1.5  Update the part
2.  Create a Kit
2.1  Determine the kit information
2.2  Enter the part information for the kit
2.3  Enter bill of material information
2.4  Select KIT
2.5  Enter kit assembly information
2.6  Check for shortages
2.7  Review and edit the kit information as needed
2.8  Update kit assembly record
3.  Create a manual inventory transaction/adjustment
3.1  Determine the inventory transaction/adjustment information
3.2  Select IVT
3.3  Enter inventory transaction/adjustment information
3.4  Review and edit the inventory transaction/adjustment information
3.5  Update the inventory transaction/adjustment information
Physical Inventory Workflows
1.  Create a physical inventory tag entry (PIM)
1.1  Determine physical inventory tag information
1.2  Select PIM
1.3  Enter the physical inventory tag information
1.4  Review and edit the physical inventory tag information as needed
1.5  Update the physical inventory tag record
2.  Enter physical inventory counts (PIE)
2.1  Freeze inventory
2.2  Print report and/or tags
2.3  Count the actual on-hand quantity
2.4  Enter actual on-hand counts
2.5  Verify entered counts/variances
2.6  Post the transaction adjustments
NOTE:  The following step is to be used only for period-end or year-end closing processes.
2.7  Run costed reports
Manufacturing Workflows
1.  Set up system
Define required tables and enter parts, vendors, customers, tools and dies, employees, and work centers.
1.1  Define Required Tables
NOTE:  This is a step the system administrator typically performs.
1.2  Enter Parts
1.3  Enter Customers
1.4  Enter Customer Parts
1.5  Enter Vendors
1.6  Enter Vendor Parts
1.7  Enter Inventory
1.8  Enter Work Centers
1.9  Enter Tools and/or Dies
1.10  Enter Routings
1.11  Enter Bill of Materials
1.12  Enter Employees
1.13  Enter Salespersons
1.14  Enter Purchasing Ship-To’s
Engineering Control Workflows
1.  Bill of Materials
1.1  Determine the bill of materials details
1.2  Select BOM
1.3  Enter the bill of materials header information
1.4  Enter the bill of materials line item information
1.5  Review and edit the bill of materials information as needed
2.  Work Center set up
2.1  Determine the work center details
2.2  Select WCM
2.3  Assign unique work center number
2.4  Enter the work center information
2.5  Review and edit the work center information as needed
2.6  Update the work center record
3.  Routing setup
3.1  Determine the routing details
3.2  Select RTG
3.3  Enter the routing header information
3.4  Enter the routing line item information
3.5  Review and edit the routing information as needed
4.  Tool and die setup
4.1  Determine the tool or die details
4.2  Select TDM
4.3  Assign unique tool or die ID
4.4  Enter the tool or die information
4.5  Review and edit the tool or die information as needed
4.6  Update the tool or die record
5.  Tool and die repair entry
5.1  Determine the repair details
5.2  Select TRE
5.3  Enter the repair information
5.4  Review and edit the repair information as needed
5.5  Update the repair entry
Shop Floor Workflows
1.  Factory order entry
1.1  Determine the factory order details
1.2  Select FOM
1.3  Enter the factory order number
1.4  Enter the factory order information
1.5  Review and edit the factory order information as needed
1.6  Update the factory order
1.7  Edit FO2, if applicable
1.8  Edit FO3, if applicable
2.  Factory order release (Shop Floor Packet/Release Report)
2.1  Select FOM
2.2  Enter the factory order number
2.3  Release the factory order
2.4  Update the factory order
2.5  Run and print the Shop Floor Packet/Release report (SF010R)
NOTE:  You can set table R2 (Engineering Data Control) to automatically generate the Shop Floor Packet/Release report. See the Manufacturing User Manual for the R2 rules table.
3.  Materials pick entry
3.1  Determine the materials you need to pick
3.2  Select MPK
3.3  Enter material pick header information
3.4  Pick materials, if applicable
3.5  Update material pick entry
4.  Labor transaction entry
NOTE:  Labor transactions must be entered before closing a factory order.
4.1  Determine the labor transaction details
4.2  Select LTE
4.3  Enter labor transaction header information
4.4  Enter the labor transaction line item information
4.5  Review and edit the labor transaction information as needed
4.6  Update the labor transaction
\ 5.  Delivery ticket/labels
5.1  Select BAC
5.2  Select SF060R (Shop Floor Delivery Ticket Print) report
5.3  Enter report parameters
5.4  Run SF060R
NOTE:  IC180R (Inventory Labels) is automatically generated by the system once SF060R is run.
5.5  Print SF060R and IC180R, delivery ticket(s) and label(s)
6.  Factory order close
NOTE:  Labor transactions must be entered before closing a factory order.
6.1  Select FOM
6.2  Enter the factory order number
6.3  Close the factory order
6.4  Update the factory order
7.  Generate shop floor calendar
7.1  Gather all holiday and shutdown dates
7.2  Select table TBM HO (Holidays)
7.3  Create individual tables for each holiday and shutdown day
7.4  Run and print the SF050R (Shop Floor Calendar) report
Labor Performance Workflows
1.  Employee setup
1.1  Determine the employee details
1.2  Select EMP
1.3  Assign unique employee/clock number
1.4  Enter the employee information
1.5  Review and edit the employee information as needed
1.6  Update the employee record
2.  Labor transaction entry
2.1  Determine the labor transaction details
2.2  Select LTE
2.3  Enter labor transaction header information
2.4  Enter the labor transaction line item information
2.5  Review and edit the labor transaction information as needed
2.6  Update the labor transaction
Production Planning Workflows
1.  Forecast entry
1.1  Determine the forecast details
1.2  Select FFM
1.3  Activate the FFM screen
1.4  Add a new forecast record line
1.5  Enter the forecast information
1.6  Review and edit the forecast information as needed
2.  Master scheduling
NOTE:  Master Scheduling requires entry of the necessary capacity and run hours fields on the work center (WCM) and routing (RTG) records. A completed bill of materials must be in place as well.
2.1  Select BAC
2.2  Select PP010R (Master Schedule Report)
2.3  Enter report parameters
2.4  Run and print PP010R
3.  Capacity requirements
3.1  Determine the capacity requirement details
3.2  Select CAV
3.3  Enter the capacity requirement information
4.  Work center load inquiry
4.1  Determine the work center load details
4.2  Select WCL
4.3  Enter the work center load information
Quote Management Workflows
1.  Quote entry
1.1  Determine the quote details
1.2  Select QUO
1.3  Enter the quote information
1.4  Update the quote
1.5  Assign or create quote element values, if applicable
1.6  Review and edit the quote information as needed
2.  Accepting a quote
2.1  Select QUO
2.2  Enter the quote number
2.3  Accept the quote
2.4  Update the quote
3.  Estimate entry
3.1  Determine the estimate details
3.2  Select EST
3.3  Enter the estimate information
3.4  Update the estimate
3.5  Edit estimate details, if applicable
3.6  Review and edit the estimate information as needed
3.7  Print QM010R (Estimate Worksheet)
4.  Part Pricing - Volume entry
4.1  Determine the part pricing - volume details
4.2  Select PPV
4.3  Enter the PPV header information
4.4  Enter the PPV volume pricing information
4.5  Review and edit the part pricing - volume information as needed
4.6  Update the part pricing - volume record
Quality Control Workflows
1.  Quality control incident entry
1.1  Determine the quality control incident details
1.2  Select QIM
1.3  Assign unique quality control incident number
1.4  Enter the quality control incident information
1.5  Review and edit the quality control incident information as needed
1.6  Update the quality control incident record
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