Table of Contents Contact Management 1 Getting Started 1 Making Entries Directly On The Calendar 1 Making Entries For The Calendar In Other Areas 5

Transcription

1 Table of Contents Contact Management 1 Getting Started 1 Making Entries Directly On The Calendar 1 Making Entries For The Calendar In Other Areas 5 Quality 9 Overview 9 Getting Set Up 9 Company Maintenance Edit 9 Company Maintenance Defaults 9 Table Maintenance 10 Reason Codes 10 Corrective Action Codes 11 Feedback Codes 11 Employee Training Codes 12 Work Center Maintenance Codes 12 Tooling Maintenance Codes 13 Non-Conformance Codes 14 Document Types 14 Document Review Codes 15 Customer Returns / Rework 16 Vendor Returns 25 Non-Conformances 34 Corrective Actions 36 Feedbacks 39 Employee Training 41 Work Center Maintenance 45 Tooling Maintenance 50 Creating a Tooling Product Code 50 Creating Tooling Maintenance 50 Document Control 55 Setting Up Document Control 55 Working With Document Control 56 Setting Up Document Reviews 61 QuickView Additions 64 Executive Overview 64 Customer Inquiry 64 Vendor Inquiry 64 Part Inquiry 64 i

2 ii

3 Contact Management Getting Started Contact Management provides a calendar of "events" for Users and Employees. Any E2 user with access to this module can create, assign, and modify "items" on the calendar. Only the assigned user can delete an "event." Items marked "Private" will only show for that assigned User. Company Holidays display in green and Employee holidays display in blue. By default, all E2 users with a UserID set in the software have access to Contact Management. Employees who need access, must have User IDs set up and assigned on their Employee ID. A Department view has also been included, so if there are User IDs in the system that are not associated with Employee IDs, those Users will have to be assigned an Employee ID and the appropriate Department. This is a great way to track events for all your employees in one central place where everyone can see all the information! Before we take a look at this calendar, set yourself up with a UserID and then create an Employee Code too. Make sure you attach your UserID to your Employee Code! Also, pick a Department for yourself on the Employee Code and make a note of it - we ll use it to change the view of the calendar. Making Entries Directly On The Calendar 1 Now, go to File Contact Management Contact Calendar to open the calendar. You can also press the F6 key from anywhere in the software to jump to Contact Management! 2 The default view will be for the user who is presently signed on - You! Notice there are three tabs: Day, Week, and Month. The default is to show five weeks at a time with "today's" date selected. Additional Filters allow users to pare down the events showing on each day. These filters let you see exactly what you need within the time period you have 1

4 selected - the day, week, or month tab. The default is to show all uncompleted items for the user logged in. But, you could search for a particular Object like a Customer Return or the Code for that Return and even the Contact for a return. Comments are also available for searching with a full text index. Once you have your filter set, click Refresh and the system will return results for you.let's add an "event" for today and see how it works! Just click the Details button. 3 The Contact Management Details screen will open where you can set up the event. Click the browse arrow in the Object field. 4 Just about everything in the system can have an item attached to it. Let s set up something for a Customer. Go ahead and click that option. 5 Tab to the Code field next and click the browse arrow to display the list of Customers in the system. 6 Select ALPHA from the drop down list and tab to the Contact field. 7 Again, click the browse arrow to display the list of Contacts set on ALPHA. Go on and pick Fred Slayzak from the drop down list. 8 Notice the Date Entered and Follow Up Date have defaulted to today. You will leave the Date Entered as is, but most likely change the Follow Up Date to when you want the item to be handled. Make it a week from now. Just overtype the date or right click in the field to open the Popup Calendar. 9 Tab to the Private? column and click there. The checkmark tells the system that only the assigned UserID should have access to this one. 10 Tab to the Comments field and enter a description or directions about the event being set. 11 We re leaving this assigned to You so click OK to save it. 12 Notice the item displays in the slot on the calendar one week from today. 2

5 13 Let s take a look at the Week tab next. Just click on it. 14 Then take a look at the Day view. It is actually the Details screen we just saw when we created our new item. 15 Go back to the Month tab. Let s look at some other functionality on the calendar. You can easily jump to any given date by typing it in the Move To Specific Date field and tabbing out of it. Let s look ahead to Christmas! 16 Notice the half day on the 24th and the full day off on the25th are shown in green. These were set in Company Maintenance and will display for any UserID selected. Click the Details button and you ll see the User is listed as COMPANY. 3

6 17 Close out of the Details screen and look at the Show Information For section in the upper left corner. We are looking at Your view of Uncompleted Items. Use that browse arrow to change the User. Pick SAMP from the drop down. 18 Now change that Specific Date to 11/27/03 and Tab off the field. 19 Sam has the Thanksgiving holidays that everyone else in the company does, but he also has the three previous days off (jn blue). These are his scheduled vacation days set on his Employee Code! If you look at the Details for one of those days, you ll see the User is SAMP. 20 Close those details and let s go back to Today. That will put us back to the month where we set up Your private item to contact Alpha Manufacturing. 21 Notice you don t see it. Remember, we made it private so only You would be able to see that entry. Since we re viewing Sam s uncompleted items, yours won t show. 22 Did you make a note of the Department you selected for your Employee Code? Use it now to view the calendar. Click the browse arrow in the Show Information For section and click on your Department. 23 Does your entry for ALPHA show? It s been marked Private so it won t. 24 Go ahead and select yourself from that drop down and your item will display again. 25 Now, let s set up a TO DO for the Supervisor. You don t have to change anything, just click the Details button. 26 Click the browse arrow in the Object field and select TO DO from the list. 27 Tab to the Code field. Notice that the Code, Contact, Date Entered, Follow Up Date and User fields are all automatically populated. The Contact and User will be You because you re the one signed on. We want to give this to the Suerpvisor though, so change the Contact and User. 4

7 28 Now click the Delete button in the lower right corner. You will be prompted with the Unable To Continue dialog box telling you that only the specified user can delete their own items from the grid. 29 Click OK to close the dialog box. 30 Enter the Comments for this item and then click OK to save the the TO DO for the Supervisor. 31 Change the user in Show Information For to Everyone and you ll be able to see all the non-private items for all the Users in the system. Making Entries For The Calendar In Other Areas Now that we ve seen how to enter items directly on the calendar, let s see how items can get entered from other areas of the system. 1 Go to Tables Customers and set a Note on the Contacts tab for BEAL. Make it for Tom Burger, their Purchasing Agent. Use the Comments button to set a follow up date and note for yourself to call Tom about placing their monthly order. 2 Click OK and you should see the notepad icon next to Tom s name indicating notes have been added and can be viewed. The Follow Up Date you set will be the one the Contact Management calendar picks up to place the call in the correct day for you since you re the use logged on. 5

8 3 Close the Customer Code and open the Contact Management calendar to make sure your item is displaying. 4 Let s take an in-depth look at the item we just set to follow up with Tom Burger. Click on that day and then click the Details button. 5 Notice on the Contact Management Details screen displaying that there is another Details button in the lower right corner. Make sure the item you want to see is selected in the grid (there can be multiple entires here) and click the Details button here! 6 The Contact Management Call Detail screen displays where you ll see four tabs of information to complete: Details, History, Contact Info, and /Misc. 7 The Details tab will show you all previous comments made for this contact and provides a space to for the comments you want to attach to this call. The Call Result field provides a drop down list of all the potential results a call can have. The Follow Up Options provodes another drop down list of potential timing for another call back. And, the Follow Up On date field allows you to set another item in the Contact Management calendar for yourself. Notice, above the Previous Comments text box, there is a date and time stamp for the Call Begin Time and that the Call Duration tracks the minutes and seconds you spend on the call. The Generate Report button will give you all this information for the previous calls tracked by Contact Management. 6

9 8 The History tab provides a running list of all the calls made for this item. That can be a Customer or Vendor, an Order or Purchase Order... anything the system will allow an Object to be set on. 9 The Contact Info tab shows the information for the selected contact and allows users to attach comments. 10 The /Misc tab picks up all the addresses set on this contact from the Customer Code. The WebView settings for this contact will also display here. 11 Go ahead and click Cancel here and then close the Contact Management Details screen. Close out of the Contact Management module. 7

10 Let s add one more entry to our calendar. This is a great way to set follow ups on Quotes. 1 Go to Quoting Quotations and click the New button. 2 Select BASS as your Customer and press the Tab key to populate the Customer Name along with the Header, Contacts, and User-Defined field information from the Customer Code. 3 Click in the first blank Part Number field in the grid and enter 1000 as the number. Then press Tab to populate the remainder of the line item. 4 Go to the Contacts tab and select the Purchasing agent, Jack Bass. Then click the Comments button. 5 Enter a Follow Up date for the last day of this month and Tab over to the Comments field to enter your follow up notes - Check w/ Jack to see if this price is OK. 6 Then click OK to return to the Contacts tab. Notice Jack has an notebook icon by his name in the Notes field. 7 Click OK to save the Quote and then Close on the main Quotations screen to return to the splash screen. 8 Open the Contact Management calendar and notice your note to Jack displays on the last day of this month! There are several places in the software that work just like this. Basically, anywhere you can add a Comment and assign a follow up date will automatically be added to the calendar. Try it on your own with Vendors, Employees, Work Centers, Estimates, Quotations, Order Line Item Detail, Purchase Orders, Inventory Items, and Customer Billing. The Quality module provides several areas for additions to the calendar: Employee Training, Work Center Maintenance, Tooling, Maintenance, and Document Review. QuickView also allows access to setting notes on the calendar via Customer Inquiry, Vendor Inquiry, Job Status, Part Inquiry, and P.O. Status. 8

11 Quality Overview Quality encompasses Non-Conformances, Corrective Actions, Feedback, Employee Training, Work Center Maintenance, Tooling Maintenance, and Document Control. Corresponding Table Maintenance has been added so that codes can be set for inclusion on each of these forms. Customer/Vendor Returns, Corrective Actions (CARs), Non-Conformances (NC), and Feedback forms all work together. Customer and Vendor Returns can automatically generate Non- Conformances (NC), Corrective Action (CAR), Rework Jobs, Credit Memos/Invoices, and Debit Memos. NCs can be created manually and linked to Returns. CARs can be created manually and linked with Return Numbers and/or Feedback Numbers. Feedback forms can automatically create CARs and also be manually populated from Returns. Getting Set Up Company Maintenance Edit Customer Returns/Rework, Vendor Returns, Corrective Actions, Feedbacks, Non-Conformances, and Documents are all represented on the Next Numbers tab. Determine where you want beginning numbers to start on these forms and enter the appropriate ones here. Company Maintenance Defaults The Customer tab holds the Return/Rework Settings where users can set a default Work Code for their rework jobs. We suggest you name this Work Code REWORK so billing for those jobs are coded correctly in your GL Accounts. You can also set a global Restocking Fee percentage that will be used on all Customer returns that involve restocking parts. Each individual Customer Code can carry it s own percentage though that will override this one. You can decide if you want a global restocking fee or if you want to assign a percentage to each customer. If your Vendors will be charging you a restocking fee on Vendor Returns, you should set those fees up on each Vendor Code. The Interfaces/Documents tab holds the settings for Document Control. If you will be using Document Control, you must turn that option on here by clicking the checkbox Require That Attached Documents Be Defined In Document Control. The Documents button here opens a listing of all Documents currently attached via Document Control. The Document Numbering button allows users to assign a numbering system to each of their documents that is consistent with an established Quality Program. This numbering system will print in the footer of each document. 9

12 Table Maintenance Reason Codes The system comes pre-loaded with several codes, but you will need to establish your own to correspond to your Quality Program. These codes can be used in several areas. They can be used during production when jobs have scrapped material against them (the code will display on the Time Ticket). Use them at the clock/touchscreen when clocking off a job and entering pieces scrapped. You must set up this prompt on the Collection Terminal, but be aware that if this option is selected, Customer Returns/Rework documents will be automatically created for every scrapped piece. To avoid generating these, the Automatically Create... check box has been included on the Reason Codes. Use this check box for the codes you will assign on actual Customer Returns/Rework. If a company manually enters Time Tickets, the Reason Code can be selected then. These codes can be indicated on Customer Returns/Rework or Vendor Returns. For Customer and Vendor Returns, Reason Codes should be entered per line item. The code s description will populate on the customer credit/vendor debit for the return. The code will also automatically populate on a Non-Conformance or Corrective Action created from the return. These codes, in turn, become filters when printing the Customer or Vendor Return Summaries. Non-Conformances and Corrective Actions created manually, can have Reason Codes associated. Creating Reason Codes in Table Maintenance generates drop down lists to select from on the Investigation tab of the Non-Conformance and the Action tab of the Corrective Action. 1 Go to Tables Reason Codes and click New. 2 The Reason Number will populate with the next available number. It can be changed, if necessary. 3 Tab to enter the Code for your new Reason Code, DESIGN. 4 Then enter the full Description for it, Design Flaw. 5 Don t forget to determine if this code should automatically create an internal Customer Return. Remember the Reason Codes with this check should be those you are using for actual Customer Returns. The Reason Codes you create for material scrapped at the clock should be set up without this check. 6 Click OK to save your new Reason Code. 10

13 Corrective Action Codes Corrective Action Codes will be used in the corresponding Quality module to complete CARs and Feedbacks. CARs can be generated automatically from Customer Returns/Rework and Vendor Returns. Creating Corrective Action Codes in Table Maintenance generates drop down lists to select from on the Action tab of the Corrective Action and the Resolution tab on the Feedback. These codes are also used as a filter on the CAR Summary and as a search option to locate existing CARs. 1 Go to Tables Corrective Action Codes and click New. 2 Enter the Code for your new Corrective Action, PROCINC. 3 Then enter the full Description for it, Procedure Incorrect. 4 Click OK to save your new Corrective Action Code. Feedback Codes Feedback Codes will be used in the corresponding Quality module to complete Feedback forms, which can also be tied to Returns and Orders or Employees. Creating Feedback Codes in Table Maintenance generates a drop down list to select from on the General tab of the Feedback. These codes are also used as a filter on the Feedback Summary. 1 Go to Tables Feedback Codes and click New. 2 Enter the Code for your new Feedback, EMPPRAISE. 3 Then enter the full Description for it, Employee Praise From Customer. 4 Finally, select the Feedback Type as Positive. 5 Click OK to save your new Feedback Code. 11

14 Employee Training Codes These codes will be used in the corresponding Quality module to complete the form created for any employee training. A drop down list becomes available to select from when setting up Employee Training items. 1 Go to Tables Employee Training Codes and click New. 2 Enter the Code for Training, SHOPFLOOR. 3 Then enter the full Description for it, Shop Floor Control. 4 Enter the Instructor s name, Jack Black. 5 Enter the Location for the training class next, Trianing Room A. 6 If an outside service will be providing this training, select their Vendor Code. This will de done in-house. 7 Enter the Cost for this class so that it can be tracked, $ Click OK to save your new Feedback Code. Work Center Maintenance Codes These codes will be used in the corresponding Quality module to complete the form created for any work center maintenance. A drop down list becomes available to select from when setting up Work Center Maintenance. You can also create a dummy job number and associate it with the maintenance so you can track costing. Set a Vendor on the dummy job to associate costs if you have a consultant or outside service perform the maintenance. 1 Go to Tables Work Center Maintenance Codes and click New. 2 Enter the Code for WC Maintenance, OIL. 3 Then enter the full Description for it, Oil For Preventive Maintenance. 4 Enter the dummy job number you ll use to track this maintenance. Leave this blank for now. We ll discuss it more in-depth when setting up Work Center Maintenance later. 12

15 5 Enter the Employee who performs the maintenance. Select yourself from the drop-down list. 6 If an outside service will be providing this maintenance, select their Vendor Code. This will be done in-house. 7 Enter the Cost for this maintenance so that it can be tracked through a dummy job, $ Click OK to save your new Work Center Maintenance Code. Tooling Maintenance Codes These codes will be used in the corresponding Quality module to complete the form created for any tooling maintenance (part numbers). A drop down list becomes available to select from when setting up Tooling Maintenance. You can also create a dummy job number and associate it with the maintenance so you can track costing. Set a Vendor on the dummy job to associate costs if you have a consultant or outside service perform the maintenance. You should also set up a Product Code specifically for these parts (such as TOOLING) so they are easier to locate when setting up maintenance. 1 Go to Tables Tooling Maintenance Codes and click New. 2 Enter the Code for Tooling Maintenance, MEASURE. 3 Then enter the full Description for it, Measure where needed. 4 Enter the dummy job number you ll use to track this maintenance. Leave this blank. It will be discussed later when setting up Tooling Maintenance. 5 Enter the Employee who performs the maintenance. Select yourself again. 6 If an outside service will be providing this maintenance, select their Vendor Code. This will be done in-house. 7 Enter the Cost for this maintenance so that it can be tracked through a dummy job, $ Click OK to save your new Tooling Maintenance Code. 13

16 Non-Conformance Codes Non-Conformance codes will be used in the corresponding Quality module to complete the form created for any nonconformance issues. Creating Non-Conformance Codes in Table Maintenance generates a drop down list to select from on the General tab of the Non-Conformance. These codes are also used as a filter on the Non-Conformance Summary and as a search option to locate existing NCs. 1 Go to Tables Non-Conformance Codes and click New. 2 Enter the Code for your new Non-Conformance, LENGTH. 3 Then enter the full Description for it, Length out of specification. 4 Click OK to save your new Non-Conformance Code. Document Types The system will come pre-loaded with some standard documents: Certifications, Drawings, HR, Images, Policy, and Procedure. You can add to these as necessary to stay in accordance with your Quality program. This allows you to define the type of document you want to store. 1 Go to Tables Document Types and click New. 2 Enter the new Document Type, DEPT. 3 Then enter the full Description for it, Department Review Form. 4 Click OK to save your new Document Type. 14

17 Document Review Codes Document Review Codes come loaded with monthly, weekly, and yearly codes, but these can be expanded to meet the requirements of your Quality program. These are to be used when scheduling a follow-up review of a document. For example, you could review your quality manual for different processes such as the Ordering process or the Purchasing process. These are the items you could define with a weekly, monthly, or yearly time frame for review. You can also create a dummy job number and associate it with the review process so you can track costing. Set a Vendor on the dummy job to associate costs if you have a consultant or outside service perform the review. 1 Go to Tables Document Review Codes and click New. 2 Enter the Code for Document Review, MONTHLY. 3 Then enter the full Description for it, Monthly Review. 4 Enter the dummy job number you ll use to track this review. Leave it blank and we ll cover setting this job up when we create our document for review. 5 Enter the Employee who performs the review. Select yourself one last time. 6 If an outside service will be providing this review, select their Vendor Code. This will be done in-house. 7 Enter the Cost for this review so that it can be tracked through a dummy job, $ Click OK to save your new Document Review Code. 15

18 Customer Returns / Rework Customer Returns/Rework, under the Orders menu, are directly tied to Packing Lists and merchandise your customer wants to return for rework or restocking. When a customer calls with a problem, just start the return process for them. Credit Memos and Billing for restocking fees can be generated right from this form. Any parts to be reworked will carry the Rework Work Code you specified in Company Maintenance Defaults. If you purchase the Quality module, you can also automatically create Corrective Actions and Non-Conformances to link all the documents and track quality issues. Let s set up the Customer Returns/Rework document now. 1 Go to Orders Customer Returns/Rework and click the New button. 2 Your return will be automatically numbered. You can click the Search button to locate the Packing List or enter 5493 in that field. 3 The system assumes you will want to create a Non-Conformance so that checkbox is selected. If you would also like a Corrective Action to be generated, make sure that check box is also selected. These forms will only take affect if you have the Quality module in place. 4 The system also assumes all items and full quantities will be returned. That may or may not be the case. You won t know until you receive the actual parts back from the customer. We only have one line item on our Packing List, but if there are other parts from the Packing List that don t need to be returned, just select them and click the Delete button. 5 Now make sure the checkbox for Bill customer for restocking these items is checked so that we can generate billing for any parts we may have to put back on the shelf. If ALPHA wants to return any of the quantity for Restocking, they ll have to pay a 10% fee on the unit price! That s the fee that is set on their Customer Code. 16

19 6 The employee creating the initial Return should go to the Return Creation tab and select themselves from the Issued By drop down and enter the Reason For Return. The Issued Date automatically populates with today from starting the return. 7 The next step in this process would be that the parts come back to you. An employee would go back to our Return and click on the Receiving tab. Here they will pick themselves from the Received By drop down, which populates the Receive Date with today. The employee should also include any Receiving Comments. 8 Go back to the Detail tab and notice that the Return Status has changed from Issued to Received. 9 The next step in the Return would be the QC/Inspection. Your inspector looks over the parts returned and makes a determination about what is really wrong with them. He/She decides 25 of them are fine. These will be returned to stock. The other 25 don t look up to par. There are nicks and scratches that are unacceptable. The inspector would select their employee ID from the Inspected By drop down and enter their QC Comments. 17

20 10 Next, the inspector goes back to the Detail tab to select the Reason Code for this return/rework. First though, notice the Return Status has changed again to Inspected. 11 The Reason Code is a field down in the grid. Just click in it to activate the browse arrow and select Damaged Material from the list. If you are scrapping material at the clock and entering a Reason Code, your Return/Rework will be automatically generated unless the code you use has been deselected to automatically create internal Customer Returns. 12 Once you Tab off the Reason Code field, the corresponding Description will populate. 13 Since the whole quantity is being returned, but half are going back to stock and the other half are to be reworked, we ll have to split the Qty To Rework. Just click the Details button and enter the number to rework and the number to restock. Don t forget to include a Bin Location and Lot Number. If you forget the Bin, the system will prompt you that material is going back to stock and needs to be tagged with at least a Bin Location. 18

21 14 Click OK to set the quantities and you re ready to create the Rework Order. Click the Process button next. 15 The Update Order screen will display showing you that the Rework Job has been added as a new line item on the order for the 25 parts to be reworked. 16 Click Process on the Order. When the Quantity Line Item Specification screen displays, make sure the system doesn t pull the 25 from stock that you sent back. You ll have to zero that out. This may create BOM materials to become Job Requirements. More than likely you won t need these, but you can make the decision. We ll make sure they don t get ordered by deleting them from the grid. This removes the BOM for just this order! Once you modify the specifications, click OK. 17 You can also modify the routing by selecting the part in the grid and clicking Details. Delete step 10 and 20 since we only need to work on the finishing. YOu can omit any or all routing steps not needed or even add new ones! Just like the step before, making these changes here only affects this job! Then click OK to save the changes. 18 Finally click OK to save the Update Order and go back to the Return/Rework form. 19 Notice the Rework Job Number field has been populated from you saving the Update Order. 20 Also notice that the Return Status has changed once again to match your activity. It is now Job Created! A Master Job number has also been assigned to your rework job number. It is the original job number! This tells the system to take the cost of the rework job and roll it up into the master job number when it gets shipped. 21 Now look down in the grid at our Part Number. Scroll to the right until you see the CAR Number and Non-Conf Number fields. They should be populated with the numbers the system automatically assigned when they were created from processing this return. Make a note of them now and we ll take a look at them when we complete this return. 19

22 22 There is one final step to this Return process... creating the Credit Memo and Billing for the Returned/Rework parts. Remember to have the Bill customer for restocking these items check box selected and click the Create Credit/Invoice button. You must have security rights to AR Billing in order to complete this function. 23 You will see two separate line items since a portion were for rework and another portion were for restock. Notice the amount for the second line item is not the full amount. This is less 10% - the fee set up on ALPHA for restocking parts! Remember that percentage when looking up the CAR and NC in the grid? Here s where it comes into play! 24 Click OK to go back to the return and notice the Return Status is now Credit Created. 25 Go to the Orders/Accounting tab and the Order Date, Credit Date, and Invoice No. will be populated from the Update Order you created when you Processed the return and the invoice you just generated. The users who create these forms should select their Employee Codes and enter any Comments necessary. 20

23 26 Now you just click OK to save the Customer Return/Rework! Then click Close on the main Customer Returns/Rework screen and we ll go take a look at the Corrective Action and Non-Conformance we automatically generated. 27 Get that note you made and go to Quality Non-Conformance. On the Non-Conformance screen, enter the number you noted in the Non- Conformance Number field and click Edit. 28 Since this Non-Conformance was generated from a Customer Return, much of the form will be automatically populated. 29 You will have to do some work here though to complete the process. First you will assign a Non-Conformance Code to this form. Click the Browse arrow in that field on the General tab. 30 From the drop down list, select COSMETIC since ALPHA S problem was with the nicks and scratches on the 25 they want reworked. 31 Go on to the Investigation tab next. 32 The Reason Code and Description selected on the Customer Return will populate here as the Reason Code and Reported Problem. The employee who completes this portion of the form should select themselves from the Investigated By field and add remarks that stem from looking into what caused the Non-Conformance. Select yourself from the drop down menu and add This was a rush job and the guys on the floor weren t very careful. 21

24 33 The Disposition tab explains how the Non-Conformance will be handled and closed out. The Rework Job No. will automatically populate from the Customer Return. 34 The options for Disposition are pre-set in the system so just click the Browse arrow to open the drop down and select REWORK. The Close Out Date and Disposition By will automatically populate with today s date and your employee ID. 35 Comments regarding the the Disposition and how this Non-Conformance was handled and resolved should be entered next. This should hold detailed information about the investigation, what was discovered about the workmanship, how the Non-Conformance was rectified and how it will be avoided in the future. 36 Click OK to save this form and Close on the main Non-Conformance screen. 37 Now let s take a look at the Corrective Action we generated from the return. Go to Quality Corrective Actions. On the Corrective Actions screen, enter the number you noted earlier in the CAR Number field and click Edit. 38 The majority of the General tab is automatically populated from the infomation you set on the Customer Return. There is a lot of work still to be done for the CAR though since this is an internal process you use to correct a problem. 22

25 39 Go on to the Investigation tab. The Reported Problem will populate with the Description of the Reason Code selected on the Customer Return, but you will be adding information to this to clarify what actually took place and completing the remainder of the fields manually. 40 Select yourself as the Investigated By employee. Then enter an approximated Response Due date. Go on and add any information pertinent to the original problem in the Reported Problem text field. 41 The Root Cause text field is where you enter information from your investigation into the problem. This would be what you found out about the job being rushed and the guys on the floor working too quickly. 42 Let s take a look at the Action tab next. You will be completing all the fields here manually. 43 This is where you will report the Action taken to rectify the Reported Problem. Select yourself as the Implemented By employee. Press Tab and select the appropriate Corrective Action Code for the problem. You can enter new codes here on the fly when necessary. Enter the Implementation Date when the Action was taken. 44 The Immediate Action text box holds your comments about the steps taken to rectify the situation in the short term. 45 The Permanent Action text box holds your comments about the steps taken to ensure the Reported Problem is avoided in the future. 23

26 46 Now go to the last tab, Verification. You will be completing all the fields here manually. 47 When the Corrective Action Report is finalized, printed, and signed click the Corrective Action Report completed and signed check box. 48 The Verification of Implementation text box should be completed once the Permanent Action from the Action tab is put in place. The employee performing this verification should select themself from the Verification By drop down list. The Verification Date will automatically populate with today. 49 The Verification of Effectiveness text box holds notes about the effectiveness of the Permanent Action implemented to rectify the Reported Problem. Again, the employee performing this verification should select themself from the Verification of Effectiveness drop down list and the Close Out Date will populate with today. 50 The Rework job would be completed, shipped back to the customer, and finally billed again to complete this process. 24

27 Vendor Returns Vendor Returns, under the Purchasing menu, are directly tied to Receivers and merchandise that you reject or cancel. When you want to send something back to a vendor, simply create a Return! Any Debit Memos for rejected parts can be generated from this form. If you purchase the Quality module, you can also create Corrective Actions and Non-Conformances to link all the documents and track any quality issues. Let's go ahead and create one! 1 Go to Purchasing Vendor Returns and click the New button. 2 Your return will be automatically numbered according to the Auto Number options set in Company Maintenance. You'll have to start with a Receiver number so just type Use the Search button to find it if you don t know the number. 3 Everything from the Receiver populates the return. The system assumes you will want to create a Corrective Action and a Non-Conformance so those check boxes, right above the grid, default to being checked. The system also assumes that the whole quantity received will be rejected, but we're only going to reject half of them. 4 You ll have to tell the system that 50 of the parts will have to be rejected so just change the quantity of 100 in the Reject column to 50. If you were cancelling parts and the vendor would be billing you, check the Vendor will bill us... check box. If your vendor has a restocking fee, that would be calculated in on the debit memo and subtracted out of the dollars coming back to you. We aren t cancelling any parts though so we ll skip that part. 25

28 5 Next select the Reason Code you want associated with the rejected part. Just use the browse arrow and click on WRONG FINISH. Then tab to the Description field to populate it. 6 Now that all your details are in place, go on to the next step - completing the Return Creation tab. 7 Select yourself from the Issued By drop down. "Today" is the Return Issue Date. This can be changed, if necessary. A more detailed Reason For Return should also be entered to correspond with the Reason Code from the Detail tab. Once you enter everything, go back to the Detail tab. Notice the Return Status is "Issued." This status will change as each tab is completed in this Return process. 8 At this point you would close the Return without Processing it because it s not complete. The next step is Inspection. Let's go on to the QC/Inspection tab now. 9 The employee who is inspecting the parts will complete this tab. They should select their name from the Inspected By browse arrow. The Inspection Date will default to "today" once Inspected By has been selected, but this can be changed, if necessary. Any QC Comments should also be entered. Again, once everything is entered, go back to the Detail tab to see what's happening with the Return Status. 10 Notice the Return Status is "Inspected." It changed because we completed the QC/Inspection tab information. Go on to the Shipping tab next. 26

29 11 Just select the employee who sends the bad parts back from the Shipped By browse arrow. The Date Shipped will default to "today," but this can be changed, if necessary. Any Shipping Comments should also be entered. Again, we've got everything in place, so just go back to the Detail tab again and see what's happening with the Return Status. 12 Our Return Status is now "Shipped" because we completed the Shipping tab information. Let's go on to the next step... Processing the return. 13 When you click Process, the parts are automatically pulled out of stock or from a job. The PO is reopened only if a rejected quantity is entered. The Return Status will change to Processed. Notice the Process button does not get relabeled with Unprocess. This allows each user who completes a tab of information to Process their changes/additions without undoing the entries made by other employees. 14 Now look down in the grid at our Part Number. Scroll to the right until you see the CAR Number and Non-Conf Number fields. They should be populated with the numbers the system automatically assigned when they were created from processing this return. Make a note of them now and we ll take a look at them when we complete this return. 15 Next you'll want to take a look at the PO and the Receiver connected to this Return. So click OK to close and save the Vendor Return. Then click Close on the main Vendor Return screen. 27

30 16 Go to Purchasing Purchase Orders and enter the PO Number in the field and click Edit. Our PO number is The Purchase Order will be updated to show our rejected quantity. The system does not automatically open this document. You have to close the Vendor Return and go edit the Purchase Order to see this. 17 Click OK to close the PO and then Close on the main Purchase Orders screen. We ll take a look at how the Receiver has been updated. 18 Go to Purchasing Receiving and enter that Receiver number we worked with, Then click Edit. The Receiver will be updated to show the quantity rejected. 19 Click OK to close the Receiver and then Close on the main Receiving screen. Now go back to our Vendor Return. 28

31 20 There s one final tab to complete. Let's take a look at it - P.O.'s/Accounting and see what has changed. 21 The Purchased By employee and PO Date were automatically populated when we clicked the Process button. Now go back to the Detail tab. 22 Now we're ready to generate the Debit Memo for the pieces we rejected and cancelled. Just click the Create Debit Memo button. 23 The Add Vendor Invoice screen generates the debit memo for the rejected parts. Click OK to save the debit memo. 24 Now that the Debit Memo is in the system, the Return Status will be Crebit Created. You can verify your work by going to the P.O.'s/Accounting tab. 29

32 25 Notice more information has been populated. The Debit Date and Debit Memo Number have been populated by the Debit you just created. The Debit Created By populates with the employee who created the Debit. Any Comments will have to be manually entered. All the pieces to your Vendor Return are in place so click OK to save everything! 26 Then click Close on the main Vendor Return screen and we ll look at the Corrective Action and Non-Conformance we automatically generated. 27 Get that note you made and go to Quality Non-Conformance. On the Non-Conformance screen, enter the number you noted in the Non- Conformance Number field and click Edit. 28 Since this Non-Conformance was generated from a Vendor Return, much of the form will be automatically populated. 29 You will have to do some work here though to complete the process. First you will assign a Non-Conformance Code to this form. Click the Browse arrow in that field on the General tab. 30 From the drop down list, select WRONG FINISH since the problem was with the nickel plating done by LANG You can also go ahead and select BEAL in the Customer Code field,b ut it s not necessary since you caught this problem before the parts were shipped to them! 31 Go on to the Investigation tab next. 30

33 32 The Reason Code and Description selected on the Vendor Return will populate here as the Reason Code and Reported Problem. The employee who completes this portion of the form should select themselves from the Investigated By field and add remarks that stem from looking into what caused the Non-Conformance. Select yourself from the drop down menu and add LANG just did a bad job on half the order. We caught it before it shipped to the customer, but we ll have to discuss this with LANG and make sure this doesn t happen again. 33 The Disposition tab explains how the Non-Conformance will be handled and closed out. The Rework Job No. will automatically populate from the customer job associated on Vendor Return. 34 The options for Disposition are pre-set in the system so just click the Browse arrow to open the drop down and select RETURN. The Close Out Date and Disposition By will automatically populate with today s date and your employee ID. 35 Comments regarding the the Disposition and how this Non-Conformance was handled and resolved should be entered next. This should hold detailed information about the investigation, what was discovered about the workmanship, how the Non-Conformance was rectified and how it will be avoided in the future. 36 Click OK and then Close on the main Non-Conformance screen. 37 Now let s take a look at the Corrective Action we generated from the return. Go to Quality Corrective Actions. On the Corrective Actions screen, enter the number you noted earlier in the CAR Number field and click Edit. 31

34 38 The majority of the General tab is automatically populated from the infomation you set on the Vendor Return. There is a lot of work still to be done for the CAR though since this is an internal process you use to correct a problem. 39 Go on to the Investigation tab. The Reported Problem will populate with the Description of the Reason Code selected on the Vendor Return, but you will be adding information to this to clarify what actually took place and completing the remainder of the fields manually. 40 Select yourself as the Investigated By employee. Then enter an approximated Response Due date. Go on and add any information pertinent to the original problem in the Reported Problem text field. 41 The Root Cause text field is where you enter information from your investigation into the problem with the Nickel Plating from LANG. 42 Let s take a look at the Action tab next. You will be completing all the fields here manually. 43 This is where you will report the Action taken to rectify the Reported Problem. Select yourself as the Implemented By employee. Press Tab and select the appropriate Corrective Action Code for the problem. You can enter new codes here on the fly when necessary. Enter the Implementation Date when the Action was taken. 44 The Immediate Action text box holds your comments about the steps taken to rectify the situation in the short term - the 50 parts were sent back to LANG to have the Nickel Plating corrected. 32

35 45 The Permanent Action text box holds your comments about the steps taken to ensure the Reported Problem is avoided in the future. 46 Now go to the last tab, Verification. You will be completing all the fields here manually. 47 When the Corrective Action Report is finalized, printed, and signed click the Corrective Action Report completed and signed check box. 48 The Verification of Implementation text box should be completed once the Permanent Action from the Action tab is put in place. The employee performing this verification should select him/herself from the Verification By drop down list. The Verification Date will automatically populate with today. 49 The Verification of Effectiveness text box holds notes about the effectiveness of the Permanent Action implemented to rectify the Reported Problem. Again, the employee performing this verification should select him/herself from the Verification of Effectiveness drop down list and the Close Out Date will populate with today. 50 The rejected parts would be received back from LANG and then invoiced again. Then the parts remaining on the customer job can be shipped and billed to complete this process. 33

36 Non-Conformances Users can now enter forms for any Non-Conformances (NCs), deviations found in your procedures. Non-Conformances can be found through internal audits or employee Feedback. They can also be tied to Customer or Vendor Returns to provide additional information for the non-conformance issue. There is a corresponding Non-Conformance Summary that recaps any entries made. Let s create a Non-Conformance found during an audit. 1 Go to Quality Non-Conformance and click the New button. 2 To begin, click the Browse arrow in the Non-Conformance Type field and select Internal Non-Conformance. 3 The Return Number and Return Item Number will remain blank since this was found internally. 4 There will most likely be a CAR Number at some point and you will have to go back to this NC later to enter it. For now, we don t have one started so we ll leave it blank. 5 The Non-Conformance Date will atuomatically populate with today, but you can change this easily by typing the date you want or right-clicking in that field to open the popup calendar. 6 Next, you ll want to choose a Non-Conformance Code for the deviation you ve found during the audit of Order Entry procedures. We ll use SALES ERR from the drop down list. If you don t have a code that fits your deviation, use the <Add New> option to enter it now. 7 Use the Employee Code Browse arrow to select the employee who found the NC during the audit. We ll pick on Sam again. 8 Now, select the Department where the NC occurred. That will be OFFICE. 34

37 9 Move on to the Investigation tab. The Reason Code should be the same as the Non-Conformance Code we selected on the General tab. Selecting this will populate the Reported Problem automatically. The Investigated By employee should also be the same as the one we selected on the General tab. You will most likely add more specific information to the Reported Problem - more details about what the audit turned up. 10 Next take a look at the Disposition tab. Once the Disposition is selected, the Employee responsible for the Disposition automatically populates according to the UserID logged in and the Close Out Date defaults to today. There will not be a Rework Job Number since this NC came from an internal audit rather than a Return. Any Comments about how this Non-Conformance was resolved through the audit are entered last. 35

38 Corrective Actions Users can now enter forms for any Corrective Actions (CARs), steps taken to remove the causes of an existing Non-Conformity or to make quality improvements. CARs can be created in response to internal audits or Customer/Vendor Feedback. They can also be tied to Customer or Vendor Returns to provide additional information for the CAR. There is a corresponding Corrective Action Summary that recaps any entries made. 1 Go to Quality Corrective Actions and click the New button. 2 To begin, click the Browse arrow in the CAR Type field and select Internal CAR. 3 The Return Number and Return Item Number will remain blank since this was found internally. If the CAR is the result of Customer Feedback, that number should be entered here. The Feedback can be created first and automatically generate this CAR, if necessary. 4 There will most likely be a CAR Number at some point and you will have to go back to this NC later to enter it. For now, we don t have one started so we ll leave it blank. 5 The CAR Date will atuomatically populate with today, but you can change this easily by typing the date you want or right-clicking in that field to open the popup calendar. 6 The Quantity Returned, Quantity to Reowrk, CAR Job Number, Part Number, and Part Description will remain blank unless this CAR is directly tied to a Return. 36

39 7 Move on to the Investigation tab. The Investigated By field will be the employee who is starting the investigation into the CAR. Use the Browse arrow to select Sam. Tab over to the Response Due field and enter an approximation of the timeline to completion for this Corrective Action to be put in place. 8 The Reported Problem will tie this CAR back to the NC we just created. Remember, the office was processing Orders without the required Customer PO Number. The Root Cause is that Sales is pushing the orders through ahead of actual customer confirmation. 9 Go on to the Action tab next. This is where the resolution of your investigations is stated. The employee completing the implementation should select their Employee Code from the Implemented By drop down list. We ll have Sam complete this whole process The Corrective Action Code should be selected to correspond to the action being done to prevent the problem in the future. Select SKIPPED from the drop down list.. 10 Enter the Implementation Date and complete the Immediate Action text. This should be a description of what steps were taken to correct the present problem creating the CAR. The Permanent Action should be a description of the steps to be taken to correct this problem in any future orders. 37

40 11 Our last step is the Verification tab. This confirms the implementation procedures stated on the Action tab. The top section verifies that the actions to be implemented were followed. Detailed notes for Verification of Implementation should be entered along with the Employee who performed the verification and the Verification Date. The bottom section verifies the effectiveness of the action implemented. Again, detailed notes for Verification of Effectiveness should be entered along with the Employee who performed the verification and the Close Out Date. Once the Corrective Action Report has been completed and signed, that check box at the top should be marked. 12 Click OK to save the CAR and then return to the NC we created in the previous lesson and enter this CAR Number there to tie the two together. 38

41 Feedbacks Feedback can be used in association with Customer Returns, Vendors, or Employees. Entering a Return Number or Order Number will populate the form. For Employees or vendors, these fields will remain blank. They can also be used as stand alone items and completed when requested. In conjunction with a customer, vendor, or employee, use the drop-down arrow to select one. Feedback Codes can be set in Table Maintenance to be included here. There is a corresponding Feedback Summary that recaps any entries made. Let s go ahead and create a brand new Feedback that s associated with our Customer Return. 1 Go to Quality Feedback and click the New button. 2 Enter 1001 in the Customer Return No field and press the Tab key to populate the fields on the General tab. Everything we need is here except the Comments section. This is where a conversation with ALPHA can be recapped. 3 Go on to the Resolution tab now. The Create CAR checkbox is available so that when it s checked, a Corrective Action will also be created along with the Feedback form. We have a Corrective Action for this problem already so we can uncheck that. This is used most when a Feedback is created manually and we need a CAR to go along with it. 4 Select a Corrective Action Code from the drop down list. We can use the same one we set on the Customer Return - TRAIN. The CAR No field, which is system generated, will remain blank since we aren t creating a new one. 39

42 5 Enter detailed Resolution notes next to describe your actions. Also enter detailed Follow-up.Close Out notes to describe the outcome of the Feedback. The manager who performed the Follow-up should select their Employee Code and enter the appropriate Close Out Date. 40

43 Employee Training Employee training sessions can be tracked here. Training Codes can be set in Table Maintenance and included here. It s important to note that employees who will be using the Quality and Contact Management modules must have UserIDs associated on their Employee Code. Let s go ahead and enter that quarterly training we just mentioned on the Feedback. 1 Go to Quality Employee Training and locate the appropriate employee. We ll use Sam again. Then click the Edit button. 2 Notice the Triggered Training button in the upper right of the screen. We ll use that to set this up since we want it to be ongoing. 3 The Period Begin Date will be the first of the month when the CAR was generated. We ll leave the Period End Date blank since we want this to keep going according to the Thresholds we set. You would only enter a Period End Date if you wanted to collect historical information from a certain period in time. The system automatically includes the Add To Calendar? check mark so it will display on the Contact Management calendar. 4 Tab over to the Threshold Type and select Calendar Time Elapsed since we want this to take place every three months. 5 Tab out of the Threshold Type and the Threshold Unit automatically populates with MONTH. We ll leave that, but your choices here are Day, Week, Month, or Year. 6 With your cursor in the Threshold Value, which defaults to zero, enter a 3. 7 Notice the Calendar Days, Man/Mach Hrs, and Pcs Run automatically calculate the days/hours/pieces that have already passed, if any. Tab to the Employee Training Code field and select CUSTHANDLING from the list. Tab out of the field and the full Description will populate. 41

44 8 Now you have this Triggered Training set for one employee. This is for all employees though so you ll want to use the Copy Training Schedule functionality at the bottom of this screen. Make sure you have the To An Employee(s) selected and click the Copy button. 9 The Maintenance Selection screen will display with all the Employees currently in the system. Select them all and make sure the training code you want is selected. Then click OK to set this same Triggered Training on all these Employees! 10 A Copy Warning dialog box tells you that the selected training code will be copied to each of the Employees. Click Yes to continue. 11 Click OK to return to the Employee Training Detail screen. 12 Now we ll set up a one-time training. Use this main screen and complete the grid to set it up. Make the Start Date one week from today and the time 9:00 am. The End Date will populate with that same date so just change the time to 4:00 pm. 13 Tab to the Training Code field and use the drop down list to select your training. There s only the Customer Handling set up though. So, click the ADD NEW option and we ll set up a new Training Code. 14 This class will be for AR Collections. We ll enter the Code and Description, the Instructor, the Location, and a Cost for the class. 42

45 15 Click OK to save the Training Code and it will populate back on the Employee Training Detail screen. Click in the Instructor field and the Instructor, Location, and Cost will populate from the Code. 16 Then click the Add To Calendar button and this Training information will be dropped into the Contact Management calendar. You will be prompted that the entry was successfully added. 17 If the employee associated with the training does not have a UserID, you will be prompted to make the association when you click the Add To Calendar button. You ll have to leave this screen (your work so far will be saved) and go create the UserID and then associate it on the Employee Code. Then you can return to Employee Training and click Add To Calendar again. 18 You can also create internal about the employee s training and print a record of this entry. There is a corresponding Employee Training Summary that recaps any entries made. 19 Remember how we copied our Triggered Training for Customer Handling to all the employees? You have that same option here. Just click the To An Employee(s) radio button under the Copy Training section and click the Copy button. Again you ll be prompted to select the employees and the Training Code and click OK to save the copy. At the prompt, click Yes and all the selected employees will have that training set for them. 43

46 20 Let s go to the Contact Management calendar and see these training events for Sam. 21 Once the calendar is open, change the Show Information For to SAMP and you ll see his AR Collections class in place, scheduled to start at 9:00 am. You won t see the Triggered Training because the E2Server.EXE processes all the triggers set. So Sam is going to have to watch his calendar daily to see if any Triggered Training has been scheduled for him! 44

47 Work Center Maintenance Work Center Maintenance can be tracked here. Maintenance Codes can be set in Table Maintenance and included here. It s important to note that employees who will be using the Quality and Contact Management modules must have UserIDs associated on their Employee Code. 1 Go to Quality Work Center Maintenance and locate the appropriate work center. We ll use SML LATHE. Then click the Edit button. 2 Notice the Triggered Maintenance button in the upper right of the screen. We ll use that to set up ongoing maintenance. 3 Let s make the Period Begin Date the first of this month. We ll leave the Period End Date blank since we want this to keep going according to the Thresholds we set. You would only enter a Period End Date if you wanted to collect historical information from a certain period in time. The system automatically includes the Add To Calendar? check mark so it will display on the Contact Management calendar. 4 Tab over to the Threshold Type and select Machine Hours. 5 Tab out of the Threshold Type and the Threshold Unit automatically populates with HOURS.This is the only Unit available for Machine Hours. 6 With your cursor in the Threshold Value, which defaults to zero, enter a Notice the Calendar Days, Man/Mach Hrs, and Pcs Run automatically calculate the days/hours/pieces that have already passed, if any. Tab to the Work Center Maintenance Code field and select LUBRICATE from the list. Tab out of the field and the Employee responsible for the maintenance as well as the full Description of the maintenance will populate. 45

48 8 Now you have this Triggered Maintenance set for the Small Lathe to be performed by Sam. This is for other Work Centers though too so you ll want to use the Copy Maintenance Schedule functionality at the bottom of this screen. Make sure you have the To A Work Center(s) selected and click the Copy button. 9 The Maintenance Selection screen will display with all the Work Centers currently in the system. Select the ones you need (highlighted below) and make sure the maintenance code you want is selected. Then click OK to set this same Triggered Maintenance on all these Work Centers! 10 A Copy Warning dialog box tells you that the selected maintenance code will be copied to each of the Work Centers. Click Yes to continue. 11 Click OK to return to the Work Center Maintenance Detail screen. 12 Now we ll set up a standard work center maintenance. Tab to the Maintenance Code field and use the drop down list to select OIL - the Work Center Maintenance Code we set up earlier when reviewing the Table Maintenance. 46

49 13 Click in the Employee field and the Employee, and Cost will populate from the Code. 14 To track this cost, we can create a dummy job. Just click the Create Job button. 15 The Verify Job Creation prompt tells you a Work Center Maintenance job will be created for the selected row in the grid. Click Yes to continue. 16 An Add Order screen will open where you pick the Customer (INHOUSE) and enter Work Center Maintenance as the Part Number. 17 With the Part Number field selected, click the Details button to open the Order Line Item Detail. Enter one routing step for Maintenance & Repairs and give it a Cycle Time of 1 hour. 18 Click OK to return to the Add Order screen and change the Due Date in the grid to the last day of this month. 19 Then click Process. On the Line Item Quantity Specification screen click OK. 47

50 20 Back on the Add Order screen, you ll notice the Job Number assigned. Click OK and you ll return to the Work Center Maintenance Detail screen. 21 Click the Add To Calendar button and this Work Center Maintenance information will be dropped into the Contact Management calendar. You will be prompted that the entry was successfully added. 22 If the employee associated with the training does not have a UserID, you will be prompted to make the association when you click the Add To Calendar button. You ll have to leave this screen (your work so far will be saved) and go create the UserID and then associate it on the Employee Code. Then you can return to Work Center Maintenance and click Add To Calendar again. 23 You can also create internal about the employee s training and print a record of this entry. There is a corresponding Work Center Maintenance Summary that recaps any entries made. 24 Remember how we copied our Triggered Maintenance for LUBRICATE to selected Work Centers? You have that same option here. Just click the To A Work Center(s) radio button under the Copy maintenance section and click the Copy button. Again you ll be prompted to select the Work Centers and the Maintenance Code and click OK to save the copy. At the prompt, click Yes and all the selected Work Centers will have that maintenance set. 25 Let s go to the Contact Management calendar and see these maintenance events for Sam. 48

51 26 Once the calendar is open, change the Show Information For to SAMP and you ll see his Oil For Preventive Maintenance item in place, scheduled to start at 9:00 am. You won t see the Triggered Maintenance because the E2Server.EXE processes all the triggers set. So Sam is going to have to watch his calendar daily to see if any Triggered Maintenance has been scheduled for him! 49

52 Tooling Maintenance Tooling Maintenance can be tracked here. Maintenance Codes can be set in Table Maintenance and included here. It s important to note that employees who will be using the Quality and Contact Management modules must have UserIDs associated on their employee Code. Creating a Tooling Product Code You should also segregate the parts in your Inventory that will be used here. Start by creating a Product Code to use and setting it as the default. Then attach that Product Code to your tooling parts in Inventory. 1 We can do this in one step through File Company Maintenance Defaults. Go to the Inventory tab and click the browse arrow in the Tooling Product Code field. 2 Select ADD NEW to open the Add Product Code screen. 3 Make the Product Code TOOLING and the Description Tooling Parts. Also make sure there is a GL Account selected in all four accounts. 4 Then click OK and the new Product Code will be set as your default for Tooling Maintenance. This makes it easier to search for just the parts you want on the main Tooling Maintenance screen. Instead of pulling up all the parts in inventory, the Tool Number Status criteria tells the system to look for just those parts coded with the default Product Code of TOOLING! 5 Click OK to save and close your Company Maintenance Defaults. 6 Close the main Company Maintenance screen and go to Inventory Items where you will have to attach this TOOLING Product Code to all the appropriate Part Numbers. Just select TOOLING from the drop down menu in the Product Code field on the General tab of the Inventory Item. Creating Tooling Maintenance 1 Go to Quality Tooling Maintenance and click the Search button. Remember, this will only return the parts in Inventory that have been coded with the TOOLING Product Code. Select the Center Punch and click Edit. 2 Notice the Triggered Maintenance button in the upper right of the screen. We ll use that to set this up since we want it to be ongoing. 3 Make the Period Begin Date the first of this month. We ll leave the Period End Date blank since we want this to keep going according to the Thresholds we set. You would only enter a Period End Date if you wanted to collect historical information from a certain period in time. The sys- 50

53 tem automatically includes the Add To Calendar? check mark so it will display on the Contact Management calendar. 4 Tab over to the Threshold Type and select PIECES since we want this to take place after a certain amount of usage. 5 Tab out of the Threshold Type and the Threshold Unit automatically populates with PIECES, which is th eonly choice for the Type. 6 With your cursor in the Threshold Value, which defaults to zero, enter a Notice the Calendar Days, Man/Mach Hrs, and Pcs Run automatically calculate the days/hours/pieces that have already passed, if any. Tab to the Tooling Maintenance Code field and select SHARPEN from the list. Tab out of the field and the Employee responsible for the maintenance along with the full Description of the maintenance will populate. 8 Now you have this Triggered Maintenance set for one Tool. There are other Tools that should be sharpened though so you ll want to use the Copy Maintenance Schedule functionality at the bottom of this screen. Make sure you have the To A Tool(s) selected and click the Copy button. 51

54 9 The Maintenance Selection screen will display with all the Tools currently in the system. Select REAMER and make sure the training code you want is selected. Then click OK to set this same Triggered Maintenance for the REAMER. 10 A Copy Warning dialog box tells you that the selected maintenance code will be copied to each of the Tools. Click Yes to continue. 11 Click OK to return to the Tooling Maintenance Detail screen. 12 Now we ll set up a one-time maintenance item. Use this main screen and complete the grid to set it up. Make the Start Date one week from today and the time 9:00 am. The End Date will populate with that same date so just change the time to 10:00 am. 13 Tab to the Tooling Code field and use the drop down list to select your training. Only the SHARPEN Code is set up though. So, click the ADD NEW option and we ll set up a new Tooling Maintenance Code. 14 This maintenance will be for Calibration. We ll enter the Code and Description, the Employee, and a Cost for the maintenance. 52

55 15 Click OK to save the Tooling Maintenance Code and it will populate back on the Tooling Maintenance Detail screen. Click in the Employee field and the Employee, and Cost will populate from the Code. 16 To track this cost, we can create a dummy job. Just click the Create Job button. 17 The Verify Job Creation prompt tells you a Tooling Maintenance job will be created for the selected row in the grid. Click Yes to continue. 18 An Add Order screen will open where you pick the Customer (INHOUSE) and enter Tooling Maintenance as the Part Number. Then click Process. 19 On the Line Item Quantity Specification screen click OK. 20 Back on the Add Order screen, you ll notice the Job Number assigned. Click OK and you ll return to the Tooling Maintenance Detail screen. 21 Then click the Add To Calendar button and this tooling information will be dropped into the Contact Management calendar. You will be prompted that the entry was successfully added. 22 If the employee associated with the maintenance does not have a UserID, you will be prompted to make the association when you click the Add To Calendar button. You ll have to leave this screen (your work so far will be saved) and go create the UserID and then associate it on the Employee Code. Then you can return to Employee Training and click Add To Calendar again. 23 You can also create internal about the maintenance and print a record of this entry. There is a corresponding Tooling Maintenance Summary that recaps any entries made. 53

56 24 Remember how we copied our Triggered Maintenance for Sharpening to the REAMER? You have that same option here. Just click the To A tool(s) radio button under the Copy Maintenance section and click the Copy button. Again you ll be prompted to select the tools and the Maintenance Code and click OK to save the copy. At the prompt, click Yes and all the selected tools will have that maintenance set. 25 Let s go to the Contact Management calendar and see these tooling events for Sam. 26 Once the calendar is open, change the Show Information For to SAMP and you ll see his AR Collections class in place, scheduled to start at 9:00 am. You won t see the Triggered Training because the E2Server.EXE processes all the triggers set. So Sam is going to have to watch his calendar daily to see if any Triggered Training has been scheduled for him! Tooling Maintenance has several rules users must follow in order to connect all the pieces so the system can collect the information. 1 The part must be in the part file. 2 The part must be added as a Bill of Material item on a part. 3 Tooling needs a large quantity on hand so the part can be pulled from inventory at order entry. 4 The Bill of Material item must be associated with a routing step. The completion of this step and the pieces turned in are what the system uses to calculate the Threshold Value. 5 Users cannot unpost the tooling from the job (it is using that job to determine if the threshold has been met). 54

57 Document Control Document Control lets you attach, name, and revise documents attached to your parts from one access point. You can set up security on this function too so that only a few select people have the capability to attach documents. Setting Up Document Control 1 To set up the software to only accept documents via Document Control, go to File Company Maintenance Defaults and click on the Interfaces/Documents tab. 2 At the bottom of the screen, click the checkbox to indicate this. The Documents button allows the user to identify default documents that should be attached to any new part entered in the system. The Document Numbering button lists all documents attached in the system. This is where you manually create a numbering system to be printed in the footer of each attached document. Your Quality system should have a standard format noting document location, filename, revision level, and date of revision: c:\procedures\orderprocedure.doc; REVB; 10/31/2003. Once the numbering is set, each document prints with the information. Let s take a look at the Acknowledgement. 55

58 3 To get automatic numbering on your Quality forms, go to File Company Maintenance Edit and click on the Next Numbers tab to set this option so the system will automatically assign the next available number to a document when it s attached. 4 Then go to File System Maintenance User Maintenance and edit those users you want to have access to this function. Click on the Misc Settings tab and determine whether they should have View rights only or Edit and View rights. 5 A utility has been added to File System Maintenance Miscellaneous Utilities for existing E2SS users to easily number all the documents they have associated in the system. This utility populates the Document Control feature for documents that have already been attached. This was designed as a one-time utility and should not be used as an ongoing numbering system. This could create duplicate documents in Document Control. 6 There are also Table Maintenance items you ll want to set up before getting started. Document Types allow you to define the types of documents you store. The defaults are CERT (Certification Drawing), DRAWING (Drawing File), HR (Human Resources Document), IMAGE, (Image of Part), POLICY (Policy Document), and PROCEDURE (Procedure Document). Document Review Codes are used when scheduling a follow-up review of a document. They re great to use when reviewing your quality manual for different processes. You can set up Weekly, Monthly, and Yearly review codes. Working With Document Control Once you re set to use Document Control, you ll follow several steps to move the document from Proposed status to Approved, to Released, and at the end of the document s run, Retired. Several employees will most likely be involved in this process. 1 Go to Quality Document Control and click New. There are six tabs to work through: General, Propose/Approve, Release/Retire, Revision History, Review History, and Where Used. 2 On the General tab, select the Document Type from the drop down menu. The Description will automatically populate with the corresponding text. This will only happen the first time you select a Document Type. If you need to change this Description - to make it more descriptive - simply type in the text box. This Description can be used to search for a document when you want to review/edit at a later date. 3 The Document Status populates with Proposed when the new form is created. This status will change as the other tabs get completed. 4 Enter a Revision Level (this is alphanumeric). This is not the same as the Revision field on an Estimate. This is used to keep track of revisions made on this particular document only, as there can be multiple documents attached to a single part. When you Tab off Revision Level, the Revision Date will default to today. 56

59 5 The Attach button is used to locate the document you want on this form. Navigate to the directory where you store your files and select the one you need. When you click Open, that file will be attached. Move on to the Propose/Approve tab. 6 The Propose/Approve tab will most likely be completed in two stages. One person will propose the document and select their Employee Code from the Proposed By drop down. The Proposal Date will always default to today. Any comments should be included here. 7 Then after the document has been officially accepted, this tab would be completed by the employee who approves documents. This employee should select their Employee Code from the Approved By drop down menu. Again, the Approval Date will default to today, and any Approval Comments should be included. 8 The Release/Retire tab will be completed first to Release the document attached. Later, when the document may be retired, this tab will be used again to complete the Retirement information. The employee releasing this document, it s ready to be used in the Shop, should select their Employee Code from the Released By drop down. The Release Date will always default to today. Any comments should be included here. 57

60 9 The retirement phase of this tab will not be completed until a new document replaces this one. This changes the Document Status to Rrtired. 10 Remember when we set the Revision Level on the General tab? The Revision History tab is where you set new Revisions. Just click the New Revision button. 11 Enter the next level and a comment explaining the changes. 12 Then go to the File Attachment tab and click Edit to make the changes you need. The original document will be saved in an archive directory in case you need to go back to the original at a later date. Use the check boxes to have the system automatically update any estimates and/or jobs this document is linked to. 58

61 13 Click OK and you will be prompted to confirm the revision change. 14 Click Yes and you will then see a line item describing your Revision. Each revision will be listed here. 15 An archive of each revised document is in place so that you can use the Rollback button to return to that specific document. The system will reset everything, along with estimates and/or jobs, to the revision you have selected in this grid. The prompt for the rollback will state which revision is to be used. When you choose to rollback, all documents archived to the point are removed from the archive directory. So, if you have Revisions A, B, C, and D and you want to rollback to B, select it in the grid and click the Rollback button. The C document that was archived and the present D document will be deleted and B will become the document used. 16 We re going to skip over the Review History tab for now and move on to the Where Used tab. This is where you will link documents to an Estimate and/or a Job. When you create this link, the system automatically updates them when you make revisions to documents. 17 Under Link Current Document, select the option you want and click the Create Link button. This opens the Select Job Number To Link Document To dialog box where you can search for the Part Number or Job Number you ll need. 18 Select the To An Estimate(s) radio button and click Create Link. 59

62 19 On the dialog box, use the Search criteria to locate the Estimate. We ll just click the Search button and select Part Number 1000 from the list. 20 Click OK to make your selection. 21 You will be prompted to confirm the create link process. Click Yes and the Estimate will display in the grid. The Value is the Part Name on the Estimate. 22 Once the Estimate or Job link is in place, Edit them right here. Click the Edit Estimate button, make your changes, click OK to save them, and return to the Document Control form. 23 The View button opens the document you re attaching in this form. The Break Link button removes the link between the selected item in the grid and the document in this form. 60

63 Setting Up Document Reviews Now let s go back to that Review History tab where Document Reviews are tracked. Document Review Codes can be set in Table Maintenance and included here. It s important to note that employees who will be using the Quality and Contact Management modules must have UserIDs associated on their employee Code. 1 Notice the Triggered Review button in the lower left corner. We ll use that to set up a Biannual Review schedule. 2 Make the Period Begin Date the first of next month. We ll leave the Period End Date blank since we want this to keep going according to the Thresholds we set. You would only enter a Period End Date if you wanted to collect historical information from a certain period in time. The system automatically includes the Add To Calendar? check mark so it will display on the Contact Management calendar. 3 Tab over to the Threshold Type and select Calendar Time Elapsed. 4 Tab out of the Threshold Type and the Threshold Unit automatically populates with MONTH. We ll leave that, but your choices here are Day, Week, Month, or Year. 5 With the cursor in the Threshold Value, which defaults to zero, enter a 6 so we can review this document biannually. 6 The Calendar Days in Time Period automatically calculate the days that have already passed, if any. Tab to the Review Code field and select BIANNUAL from the list. Tab out of the field and the Employee responsible for the Review along with the full Description of the Review Code will populate. 7 Since we don t have multiple documents set up at this point, we won t step through the Copy function, but it works exactly like the Work Center Maintenance and Tooling Maintenance. You select the Copy Review Schedule option and then choose the documents and Review Code from the Maintenance Selection screen. 61

64 8 You ll be prompted to continue with the Copy Warning dialog box and then you can click OK to return to the Add/Update Document screen. There is a corresponding Document Review Summary that recaps any triggered reviews set. 9 Now we ll set up a one-time review item. Use the Review History tab and complete the grid to set it up. Make the Start Date toward the end of the month and the time 9:00 am. The End Date will populate with that same date so just change the time to 10:00 am. 10 Tab to the Review Code field and use the drop down list to make your selection. We ll select MONTHLY. 11 Tab out of the field and the Description will populate. 12 Select Sam to do this review and enter a Cost of $ You can create a dummy job to track these costs if you choose just like you did in Triggered Maintenance for Work Centers and Tooling. We won t be creating a job here though. 13 Now click the Add To Calendar button and this review information will be dropped into the Contact Management calendar. You will be prompted that the entry was successfully added. 14 If the employee associated with the maintenance does not have a UserID, you will be prompted to make the association when you click the Add To Calendar button. You ll have to leave this screen (your work so far will be saved) and go create the UserID and then associate it on the Employee Code. Then you can return to this Document Control number and click Add To Calendar again from the Review History tab. 15 You can also create internal about the maintenance and print a record of this entry. There is a corresponding Document Control Summary that recaps any entries made. 16 Remember how we copied all the other Triggered Maintenance items in Work Center Maintenance and Tooling Maintenance? You have that 62

65 same option here. Just click the To A Document(s) radio button under the Copy Review History section and click the Copy button. Again you ll be prompted to select the documents and the Review Code and click OK to save the copy. At the prompt, click Yes and all the selected documents will have this review set. 17 Let s go to the Contact Management calendar and see this review event for Sam. 18 Once the calendar is open, change the Show Information For to SAMP and you ll see his AR Collections class in place, scheduled to start at 9:00 am. Remember, you won t see any Triggered Reviews because the E2Server.EXE processes all the triggers set. So Sam is going to have to watch his calendar daily to see if any Triggered Reviews have been scheduled for him! 63

66 QuickView Additions Executive Overview Five new tabs cover Customer Returns, Vendor Returns, Non-Conformance, Corrective Actions, and Feedback. Select your Date Options and then a Group By format to see all the information for that time period in the group order requested. If you want to generate graphs, select what you would like graphed and then the graph type. Customer Inquiry On the main Customer Inquiry Detail screen, a Returns & Rework and Feedback button has been added to track Customer Returns/Rework and Customer Feedback. The Returns & Rework actually takes you into the Job Number Details. The Feedback simply gives you an overview of any documents entered for this customer. Vendor Inquiry On the main Vendor Inquiry Detail screen, a Returns & Rework and Feedback button has been added to track Vendor Returns and Vendor Feedback. The Returns & Rework actually takes you into the Job Number Details. The Feedback simply gives you an overview of any documents entered for this vendor. Part Inquiry On the main Part Inquiry Detail screen, a Returns & Rework and Feedback button has been added to track these documents. The Returns & Rework actually takes you to an overview of the Returns associated with this part. The Feedback simply gives you an overview of any Feedback documents entered in association with this part. 64