EpicorApplication UserGuide 101600 PDF

Epicor ERP Application User Guide
10.1.600
Disclaimer
This document and its contents, including the viewpoints, dates and functional content expressed herein are the
proprietary copyrighted property of Epicor Software Corporation, are intended for informational purposes only and
are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee,
representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied
warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care.
As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business
processes, users of this document are always advised to discuss the content of this document with their Epicor support
representative, account manager and/or consulting personnel. All information contained herein is subject to change
without notice and changes to this document since printing and other important information about the software
product are made or published in release notes, and you are urged to obtain the current release notes for the software
product. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance
of any consulting services by Epicor personnel shall be pursuant to Epicor's services terms and conditions. Usage of the
solution(s) described in this document with other Epicor software or third party products may require the purchase of
licenses for such other products. Where any software is expressed to be compliant with applicable laws or other statutory
or regulatory requirements in this document, such compliance is not a warranty and is based solely on Epicor's current
understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well
as to change and accordingly, Epicor cannot guarantee that the software will be compliant and up to date with such
changes. All statements of platform and product compatibility in this document shall be considered individually in
relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible
with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor
software is compatible with both of the products running at the same time on the same platform or environment.
Additionally platform or product compatibility may require the application of Epicor or third-party updates, patches
and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches
and/or service packs released by third parties after the date of publication of this document. Epicor, Business Inspired
and the Epicor logo are trademarks of Epicor Software Corporation, registered in the United States, certain other
countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright ©
Epicor Software Corporation 2017. All rights reserved. No part of this publication may be reproduced in any form
without the prior written consent of Epicor Software Corporation.
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Revision: May 16, 2017 2:48 p.m.
Total pages: 1649
sys.ditaval
Epicor ERP Application User Guide Contents
Contents
About Epicor Software Corporation...................................................................................31
Disclaimer..............................................................................................................................32
Introduction..........................................................................................................................33
Chapter 1: The Epicor Environment...............................................................34

Interface Navigation.......................................................................................................................................34
Log On...................................................................................................................................................34
Modern Shell Style..................................................................................................................................35
Use Menu Application.....................................................................................................................39
Classic Menu..........................................................................................................................................41
The Main Menu...............................................................................................................................41
Styling and Themes.................................................................................................................................44
Module Navigation.................................................................................................................................48
Program Interface..........................................................................................................................................50
Fonts in the Epicor Environment..............................................................................................................51
Standard Toolbar....................................................................................................................................51
Navigation Toolbar.................................................................................................................................54
Currency Toolbar....................................................................................................................................54
Status Bar...............................................................................................................................................55
Tree View...............................................................................................................................................55
Sheets....................................................................................................................................................56
Entry Sheets....................................................................................................................................59
List Sheets.......................................................................................................................................60
Grids......................................................................................................................................................60
New Records..........................................................................................................................................61
Searches.................................................................................................................................................64
Context Menus.......................................................................................................................................67
Trackers.........................................................................................................................................................68
Display-Only Trackers..............................................................................................................................68
Customer Display............................................................................................................................68
Sales Order Tracker..........................................................................................................................70
Status Dashboards..................................................................................................................................74
Opportunity/Quote Status Dashboard..............................................................................................74
Executive Dashboards.............................................................................................................................76
Execute a Process Set.......................................................................................................................76
Populate Supplier Performance........................................................................................................77
Epicor Everywhere Framework.......................................................................................................................79
Epicor Web Access..................................................................................................................................79
Enhanced Menu Interface................................................................................................................80
Web Forms Navigation....................................................................................................................81
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Contents Epicor ERP Application User Guide
Epicor Mobile Access..............................................................................................................................83

Epicor Smart Client.................................................................................................................................89
Epicor University Resources............................................................................................................................89
Release Documentation..........................................................................................................................90
Feature Summary....................................................................................................................................90
Application Help.....................................................................................................................................93
Annotate Help Topics......................................................................................................................96
Field Help...............................................................................................................................................98
Technical Reference Guides..................................................................................................................100
Embedded Courses...............................................................................................................................102
Annotate Course Topics................................................................................................................107
User Guides..........................................................................................................................................108
Chapter 2: Customer Relationship Management........................................110

Setup...........................................................................................................................................................110
Customers............................................................................................................................................111
Add Ship To Information...............................................................................................................112
Add Contacts................................................................................................................................113
Attach Industry Classes..................................................................................................................115
Marketing Activity................................................................................................................................116
Marketing Advertisement.....................................................................................................................116
Marketing Publication...........................................................................................................................117
Marketing Campaign............................................................................................................................118
Add Marketing Events...................................................................................................................119
Marketing List.......................................................................................................................................120
Work Force (Sales Team).......................................................................................................................123
Create a Work Force Person Record...............................................................................................123
Add an Authorized User................................................................................................................125
Sales Region.........................................................................................................................................125
Task Type.............................................................................................................................................126
Tasks....................................................................................................................................................127
Task Sets..............................................................................................................................................129
Create a Task Set...........................................................................................................................129
Add Milestones.............................................................................................................................130
Define Next Milestones..................................................................................................................131
Sales Territories.....................................................................................................................................132
Define Boundaries.........................................................................................................................132
Add Salespersons..........................................................................................................................133
Reassign Salespersons and Realign Sales Territories........................................................................134
Salesperson Quotas..............................................................................................................................135
Operations...................................................................................................................................................136
Salesperson Workbench........................................................................................................................137
Create a Quote from the Salesperson Workbench..........................................................................138
Complete Tasks in Opportunity/Quote Entry .................................................................................140
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Add a Call Log...............................................................................................................................142

Salesperson Pipeline..............................................................................................................................144
Contact Tracker....................................................................................................................................146
Customer Tracker.................................................................................................................................147
Case Management...............................................................................................................................148
Workflow Stage............................................................................................................................148
Workflow Group...........................................................................................................................149
Add Members........................................................................................................................149
Topics............................................................................................................................................150
Add Parent Topic....................................................................................................................150
Add Sub-Topic.......................................................................................................................151
Case Entry.....................................................................................................................................153
Enter a Case...........................................................................................................................153
Enter Related Information.......................................................................................................155
Create RMA...........................................................................................................................156
Create Sales Order.................................................................................................................158
Create Job..............................................................................................................................160
Update Call Log.....................................................................................................................163
Complete Tasks......................................................................................................................165
Add Topics.............................................................................................................................167
Add a Resolution....................................................................................................................168
Close a Case..........................................................................................................................169
Reopen a Case.......................................................................................................................170
Knowledge Base Inquiry................................................................................................................171
Chapter 3: Opportunities and Quotes..........................................................173

Setup...........................................................................................................................................................173
Customers............................................................................................................................................173
Add Billing Information..................................................................................................................175
Add Ship To Information...............................................................................................................176
Add Contacts................................................................................................................................177
Operations...................................................................................................................................................178
Opportunity/Quote Entry......................................................................................................................178
Add a Line with Manufacturing Details..........................................................................................182
Add Co-Parts.................................................................................................................................186
Add a One Time Contact...............................................................................................................187
Use the Quote Worksheet.............................................................................................................188
Print a Quote.................................................................................................................................189
Create a Sales Order from a Quote................................................................................................190
Chapter 4: Demand Management................................................................193

Setup...........................................................................................................................................................193
Customer Periodicity.............................................................................................................................193
Customers............................................................................................................................................195
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Demand Processing Parameters.....................................................................................................195

Define Customer EDI Documents...................................................................................................197
Operations...................................................................................................................................................199
Demand Contracts................................................................................................................................199
Primary Details...............................................................................................................................199
Matching.......................................................................................................................................201
Line Details....................................................................................................................................202
Actions Menu................................................................................................................................204
Inbound EDI Transactions......................................................................................................................204
Import EDI Demand Process..................................................................................................................205
Demand Entry.......................................................................................................................................207
Primary Details...............................................................................................................................207
Line Details....................................................................................................................................208
Schedules......................................................................................................................................209
Actions Menu................................................................................................................................211
Common Sub-Menu Options..................................................................................................211
Demand Header Sub-Menu....................................................................................................212
Demand Line Sub-Menu.........................................................................................................212
Demand Schedule Sub-Menu.................................................................................................213
Demand Mass Review..................................................................................................................................214
Demand Reconciliation................................................................................................................................216
Outbound EDI Documents...........................................................................................................................218
Purchase Order Acknowledgements (EDI 855).......................................................................................218
Advanced Shipment Notifications (EDI 856)..........................................................................................219
Invoice Notifications (EDI 810)...............................................................................................................220
Reports........................................................................................................................................................221
Demand Review Report........................................................................................................................221
Demand Net Change Report.................................................................................................................223
Cumulative Quantities Variance Report.................................................................................................224
Chapter 5: Configurator................................................................................225
Setup...........................................................................................................................................................225
Part Maintenance.................................................................................................................................225
Create Configured Part..................................................................................................................225
Add Part Revision..........................................................................................................................226
Engineering Workbench.......................................................................................................................229
Define a Part Method....................................................................................................................229
Check In Part Revision...................................................................................................................232
Operations...................................................................................................................................................234
Configurator Entry................................................................................................................................234
Create Configurator Record...........................................................................................................234
Define Part Creation Logic.............................................................................................................237
Configurator Designer..........................................................................................................................239
Define Input Fields.........................................................................................................................239
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Define Input Field Properties..........................................................................................................243

Define Input Field Actions..............................................................................................................247
Define Input Page Properties..........................................................................................................250
Define Input Page Actions.............................................................................................................252
Define Configurator Events............................................................................................................254
Link Configurator to Part Record...................................................................................................258
Configurator Rules................................................................................................................................261
Define Rule Sets............................................................................................................................261
Define Rule Conditions..................................................................................................................265
Define Rule Actions.......................................................................................................................266
Document Rules...................................................................................................................................268
Define Document Rules.................................................................................................................269
Define Smart String Creation Logic................................................................................................270
Configuration Session...........................................................................................................................273
Verify Existing Configurations...............................................................................................................275
Regenerate Configurations...................................................................................................................276
Reports........................................................................................................................................................277
Configurator Listing..............................................................................................................................277
Chapter 6: Sales Order Processing................................................................280

Operations...................................................................................................................................................280
Sales Order Entry..................................................................................................................................280
Sales Order Detail Lines.................................................................................................................284
Order Lines - Detail Sheet.......................................................................................................285
Order Releases...............................................................................................................................286
Build Order From History.......................................................................................................................289
Order Fulfillment/Allocation Processing.................................................................................................291
Allocation Templates.....................................................................................................................291
Fulfillment Workbench..................................................................................................................293
Allocate Inventory..........................................................................................................................297
Get Opportunity/Quote................................................................................................................................299
Order Job Wizard.........................................................................................................................................301
Sales Order Acknowledgment......................................................................................................................304
Pricing and Discounting...............................................................................................................................306
Price Groups.........................................................................................................................................306
Price Lists..............................................................................................................................................308
Sales Kitting.................................................................................................................................................312
Component Parts..................................................................................................................................312
Parent Parts..........................................................................................................................................314
Parent Parts – Sales Parameters.............................................................................................................316
Finish the Sales Kit Record....................................................................................................................318
Check In Sales Kit Part..........................................................................................................................321
Sales Order Entry – Sales Kits................................................................................................................323
Sales Order Entry – Sales Order Acknowledgement...............................................................................326
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Chapter 7: Time Management......................................................................328

Setup...........................................................................................................................................................328
Site Configuration................................................................................................................................328
Employees............................................................................................................................................330
Restrict Entry.................................................................................................................................332
Time Type.............................................................................................................................................333
Indirect Labor.......................................................................................................................................334
Role Codes...........................................................................................................................................335
Billing Rate Role Codes..................................................................................................................335
Time Approval Role Codes.............................................................................................................336
Quick Entry Codes................................................................................................................................338
Operations...................................................................................................................................................341
Time Entry............................................................................................................................................341
Time and Expense - Actions Menu.................................................................................................341
Daily Time Entry.............................................................................................................................342
Enter or Review Comments....................................................................................................344
Weekly Time Entry.........................................................................................................................345
Calendar View Time Entry..............................................................................................................345
Calendar Day.........................................................................................................................346
Calendar Week......................................................................................................................350
Calendar Month.....................................................................................................................351
MES Time Entry....................................................................................................................................352
Selection Calendar................................................................................................................................358
Time Approval......................................................................................................................................360
Approvals Flow of Indirect and Production Time.............................................................................361
Approvals Flow of Project Time......................................................................................................362
Workflow Groups..........................................................................................................................363
Pre-Defined Time Approval Workflow Groups.........................................................................363
Define a Custom Approval Workflow.....................................................................................370
Reports........................................................................................................................................................381
Time Report..........................................................................................................................................381
Time Booking Exception........................................................................................................................382
Chapter 8: Project Management...................................................................385

Setup...........................................................................................................................................................385
Time Types...........................................................................................................................................385
Burden Codes.......................................................................................................................................386
Burden Sets..........................................................................................................................................387
Burden Code Actual Percentage...........................................................................................................390
Role Codes...........................................................................................................................................391
Employees............................................................................................................................................392
Markup Codes......................................................................................................................................395
Enter Material Markup Percentages for Part Classes.......................................................................396
8 10.1.600
Enter Material Markup Percentages for Role Codes........................................................................396

Operations...................................................................................................................................................397
Project Entry.........................................................................................................................................397
Define Project Approvals................................................................................................................399
WBS Phases...................................................................................................................................399
Define Invoicing Method for WBS Phases................................................................................401
Define Approvals for Project WBS Phases................................................................................402
WBS Phase Costs...........................................................................................................................402
Checklist Tasks..............................................................................................................................404
General Ledger Controls.........................................................................................................405
Add a Quote.................................................................................................................................406
Add a Sales Order, Job, and Purchase Order..................................................................................408
Milestones.....................................................................................................................................410
Selection Criteria...........................................................................................................................411
Billing............................................................................................................................................412
Invoice...........................................................................................................................................412
Contracts......................................................................................................................................413
Contract Details.....................................................................................................................413
Contract Billing - Fixed Fee.....................................................................................................415
Schedule of Works.................................................................................................................416
Measured Works....................................................................................................................417
Contract Billing – Project Billing Invoicing................................................................................418
Contract Billing – Progress Payments......................................................................................420
Contract Billing – Taxes..........................................................................................................422
Copy Projects................................................................................................................................422
Project Entry - Tree View................................................................................................................424
Project Costs.................................................................................................................................425
Project Schedule............................................................................................................................426
Build Project Analysis.....................................................................................................................427
Revenue Recognition.....................................................................................................................429
Capture Revenue Recognition................................................................................................433
Close Billing Schedule Process........................................................................................................433
Export to Microsoft Project............................................................................................................435
Launch the Import Wizard......................................................................................................438
Import from Microsoft Project........................................................................................................444
Link Sales Order Line to WBS Phase........................................................................................446
Project Role – Jobs.........................................................................................................................447
Project Role – Quotes....................................................................................................................448
Project Invoice Preparation.............................................................................................................449
Cost Plus Invoice Review................................................................................................................450
Fixed Fee Invoice Review................................................................................................................451
Time and Material Invoice Review..................................................................................................452
AR Invoices – Get Project Billing Invoices........................................................................................453
Project Tracker...............................................................................................................................455
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Chapter 9: Maintenance Management........................................................456

Setup...........................................................................................................................................................456
Equipment Type....................................................................................................................................456
Equipment Status.................................................................................................................................458
Equipment Location..............................................................................................................................458
Resources/Resource Groups..................................................................................................................459
Equipment............................................................................................................................................461
Detail............................................................................................................................................461
Maintenance Planning...................................................................................................................464
Topics...................................................................................................................................................467
Maintenance Operations.......................................................................................................................469
Create Maintenance Operations....................................................................................................469
Select the Resource Groups or the Resources.................................................................................470
Operation Text......................................................................................................................................472
Operations...................................................................................................................................................473
Request Entry.......................................................................................................................................473
Request Queue.....................................................................................................................................474
Maintenance Job Entry.........................................................................................................................475
Add a Job Operation.....................................................................................................................477
Engineer and Release the Maintenance Job...................................................................................479
Schedule the Maintenance Job......................................................................................................480
Issue Material from Inventory................................................................................................................480
Time Entry............................................................................................................................................481
Maintenance Job Completion...............................................................................................................483
Meter Reading......................................................................................................................................484
Maintenance Plan Processor..................................................................................................................485
Reports........................................................................................................................................................486
Equipment List Report...........................................................................................................................487
Maintenance Request Report................................................................................................................488
Maintenance Job Report.......................................................................................................................490
Chapter 10: Field Service...............................................................................492

Setup...........................................................................................................................................................492
Service Contract Code..........................................................................................................................492
Renewal Code......................................................................................................................................495
Service Call Type...................................................................................................................................496
Employee..............................................................................................................................................497
Operations...................................................................................................................................................500
Service Contract Entry...........................................................................................................................500
Complete Contract Header Information.........................................................................................504
Line - Detail...................................................................................................................................504
Mobile - Detail...............................................................................................................................506
Renew Contracts..................................................................................................................................507
10 10.1.600
Invoice a Service Contract.....................................................................................................................508

Sales Order Entry...........................................................................................................................508
Customer Shipment Entry..............................................................................................................511
AR Invoice Entry............................................................................................................................513
Service Call Center................................................................................................................................515
Line - Detail...................................................................................................................................517
Technicians....................................................................................................................................518
Actions – Create Service Call Job...................................................................................................519
Service Job Entry...................................................................................................................................520
Add a Service Operation................................................................................................................521
Add Material.................................................................................................................................524
Engineer and Release the Service Job.............................................................................................526
Time Entry............................................................................................................................................527
Time and Expense Entry - Details...................................................................................................528
Invoice a Service Contract Call..............................................................................................................530
AR Invoice Entry............................................................................................................................530
Reports........................................................................................................................................................533
Service Contract Status.........................................................................................................................533
Service Contract Analysis......................................................................................................................534
Service Call Status Report.....................................................................................................................534
Service Technician Dispatch..................................................................................................................536
Chapter 11: Engineering...............................................................................537

Setup...........................................................................................................................................................537
Resource Groups..................................................................................................................................537
Resource.......................................................................................................................................539
Calendar Exceptions......................................................................................................................541
Operations............................................................................................................................................543
Base Part Records.................................................................................................................................547
Define the Site...............................................................................................................................548
Part Revision..................................................................................................................................551
Alternate Methods........................................................................................................................552
Alternate Parts...............................................................................................................................554
Restricted Substances....................................................................................................................555
Restrictions.............................................................................................................................555
Substances.............................................................................................................................557
Operations...................................................................................................................................................558
RoHS Part Compliance..........................................................................................................................558
Engineering Workbench.......................................................................................................................559
Create a New ECO Group..............................................................................................................560
Check Out Parts............................................................................................................................561
Copy Existing Methods..................................................................................................................563
Modify a Routing...........................................................................................................................565
New Operations............................................................................................................................567
10.1.600 11
Modify Bill of Materials (BOM).......................................................................................................568

New Materials...............................................................................................................................570
Co-Parts........................................................................................................................................571
Co-Part Methods...........................................................................................................................572
Display Other Revisions/Alternate Methods....................................................................................573
Create New Revisions/Alternate Methods.......................................................................................574
Approval.......................................................................................................................................574
Part Revision Check In...................................................................................................................576
Check In Part Revisions and Alternative Methods....................................................................577
Express Check Out................................................................................................................................578
ECO Workflow.....................................................................................................................................579
Workflow Stage............................................................................................................................579
Tasks.............................................................................................................................................580
Task Sets.......................................................................................................................................582
Add Milestones......................................................................................................................582
Define Next Milestones...........................................................................................................583
Workflow Group..................................................................................................................................584
Add Members...............................................................................................................................585
Assign and Update ECO Workflow.......................................................................................................586
Update and Complete Tasks.................................................................................................................587
Costing Workbench.....................................................................................................................................590
New Cost Group...................................................................................................................................590
Load Cost Details..................................................................................................................................592
Modify Costs and Rates........................................................................................................................594
Rollup Cost and Rate Values.................................................................................................................595
Costing Workbench Report...................................................................................................................597
Post New Costs to Records...................................................................................................................598
Manufacturing Lead Time Calculation..........................................................................................................600
Chapter 12: Job Management......................................................................602

Setup...........................................................................................................................................................602
Operations...................................................................................................................................................602
Job Types..............................................................................................................................................602
Job Entry..............................................................................................................................................603
Primary Job Details........................................................................................................................604
Demand Links................................................................................................................................606
Make to Stock........................................................................................................................607
Make to Order.......................................................................................................................608
Make to Job...........................................................................................................................609
Demand Summary..................................................................................................................610
Co-Parts........................................................................................................................................610
Job Production Quantity Total........................................................................................................613
Engineer the Job............................................................................................................................613
Job Tree View................................................................................................................................616
12 10.1.600
Edit the Part Method.....................................................................................................................618

Edit the Specific Operation............................................................................................................620
Scheduling Resources....................................................................................................................621
Job Assemblies..............................................................................................................................623
New Job Method Component.......................................................................................................624
Engineering Components..............................................................................................................625
Schedule the Job...........................................................................................................................626
Release the Job..............................................................................................................................628
RoHS Job Compliance Process...............................................................................................................629
Planning Workbench............................................................................................................................630
Planning Workbench – Create Job.................................................................................................632
Job Manager........................................................................................................................................633
Job Manager - Inventory................................................................................................................633
Job Manager – Demand................................................................................................................634
Job Manager - Supply....................................................................................................................635
Job Manager - Supply Links...........................................................................................................637
Job Manager - Demand Links........................................................................................................637
Job Tracker...........................................................................................................................................638
Auto Job Firm Process...........................................................................................................................639
Auto Job Release Process......................................................................................................................640
Lean Metrics.........................................................................................................................................640
Production Activity Day Maintenance.............................................................................................640
Define Specific Period or Shift Information..............................................................................641
Production Activity Week Maintenance..........................................................................................642
Production Activity Plan Maintenance............................................................................................643
Add Production Detail............................................................................................................644
Production Activity Schedule Maintenance.....................................................................................644
Generate Production Activity.........................................................................................................645
Production Activity Maintenance....................................................................................................646
Add Production Activity Detail................................................................................................648
The Lean Manufacturing Process............................................................................................648
Production Activity Tracker............................................................................................................648
Manufacturing Execution System (MES)................................................................................................649
MES Employees.............................................................................................................................649
Add Production Information...................................................................................................651
MES – Primary Functions................................................................................................................652
MES – Production..........................................................................................................................654
MES - Material...............................................................................................................................655
MES - Package Control..................................................................................................................657
MES - Shipping/Receiving..............................................................................................................657
MES – Supervisor...........................................................................................................................658
Time Entry............................................................................................................................................660
Time Entry - Details........................................................................................................................661
Job Complete/Close.......................................................................................................................664
Reports........................................................................................................................................................665
10.1.600 13
Job Traveler..........................................................................................................................................665
Production Detail Report.......................................................................................................................667
Work in Process Report.........................................................................................................................669
Inventory WIP Reconciliation Report......................................................................................................672
Chapter 13: Material Requirements Planning.............................................675

Setup...........................................................................................................................................................675
Site Maintenance..................................................................................................................................676
Part Class..............................................................................................................................................678
MRP Information...........................................................................................................................680
Manufacturing MRP......................................................................................................................681
Part - Sites - Planning.............................................................................................................682
Part - Sites - Detail..................................................................................................................685
Purchase Suggestions....................................................................................................................685
Operations...................................................................................................................................................688
Plan As Assembly..................................................................................................................................688
Forecast Entry.......................................................................................................................................693
Export Sales History..............................................................................................................................694
Import External Forecast.......................................................................................................................696
Master Production Schedule Entry.........................................................................................................698
Update Recycle Thresholds....................................................................................................................699
Process MRP.........................................................................................................................................700
MRP Recalculation Needed...................................................................................................................706
Process Multi Level Pegging..................................................................................................................707
View Time Phase Inquiry.......................................................................................................................708
View MRP Manufacturing Suggestions..................................................................................................710
View MRP Purchasing Suggestions........................................................................................................711
Reports........................................................................................................................................................712
Time Phased Material Requirements Report...........................................................................................712
Chapter 14: Scheduling.................................................................................715

Scheduling Concepts...................................................................................................................................715
Scheduling Times..................................................................................................................................715
Scheduling Horizons.............................................................................................................................716
Finite Scheduling...........................................................................................................................716
Infinite Scheduling.........................................................................................................................716
Rough Cut Scheduling...................................................................................................................717
Operations...................................................................................................................................................717
Scheduling Features..............................................................................................................................717
Global Scheduling Process....................................................................................................................720
Calculate Global Scheduling Order Process....................................................................................720
Adjust Global Scheduling Order.....................................................................................................722
Global Scheduling.........................................................................................................................723
14 10.1.600
Scheduling Parameters..........................................................................................................................724
Site Maintenance...........................................................................................................................724
Save Resource Load.......................................................................................................................726
Job Scheduling Board...........................................................................................................................728
Job Scheduling Board – Schedule...................................................................................................729
Job Scheduling Board – Context Menu..........................................................................................729
Job Scheduling Board – Toggle Buttons.........................................................................................731
Job Scheduling Board – User Preferences.......................................................................................732
Job Scheduling Board – Move Job..................................................................................................733
Job Scheduling Board – Detail........................................................................................................735
Job Scheduling Board – Actions Menu...........................................................................................737
Resource Scheduling Board...................................................................................................................739
Resource Scheduling Board - Schedule...........................................................................................740
Resource Scheduling Board – Move Job.........................................................................................741
Resource Scheduling Board – Load Leveling...................................................................................742
Resource Scheduling Board – Details..............................................................................................744
Multi Resource Scheduling Board..........................................................................................................746
Multi Resource Scheduling Board - Schedule..................................................................................747
Reports........................................................................................................................................................749
Shop Load Report.................................................................................................................................749
Priority Dispatch Report........................................................................................................................751
Schedule Impact Report........................................................................................................................752
Overload Informer................................................................................................................................754
Overload Informer – Actual............................................................................................................756
Overload Informer – What If..........................................................................................................757
Chapter 15: Purchasing.................................................................................758

Setup...........................................................................................................................................................758
Buyer....................................................................................................................................................758
Supplier Maintenance...........................................................................................................................764
Supplier Address............................................................................................................................767
Purchase Points.............................................................................................................................768
Contacts........................................................................................................................................770
Supplier Price Lists................................................................................................................................771
Add a Price List..............................................................................................................................771
Add a Price Break..........................................................................................................................773
Add a Supplier Part........................................................................................................................773
Add a Supplier Part Restriction.......................................................................................................775
Add a Subcontract Part..................................................................................................................776
Operations...................................................................................................................................................777
RFQ Entry.............................................................................................................................................777
Create the RFQ..............................................................................................................................777
Select the Part...............................................................................................................................779
10.1.600 15
Select the Suppliers.......................................................................................................................780

Define Price Breaks........................................................................................................................780
Supplier Responses...............................................................................................................................781
Purchase Order Entry............................................................................................................................782
New Purchase Orders....................................................................................................................783
Purchase Orders - Lines..................................................................................................................783
Complete Purchase Order Lines..............................................................................................786
Purchase Orders – Inspection Plans................................................................................................787
Purchase Order - Releases..............................................................................................................789
Purchase Order - Miscellaneous Charges........................................................................................791
Submit for Approval......................................................................................................................793
Consolidated Purchase Orders.......................................................................................................796
Contract Purchase Orders..............................................................................................................800
Purchase Order Suggestions..................................................................................................................802
Generate Purchase Order Suggestions...........................................................................................802
Review Purchase Order Suggestions...............................................................................................803
Review New Purchase Orders.........................................................................................................807
Inter-Company Purchase Orders............................................................................................................809
Sales Company – Manufacturing Company Scenario......................................................................809
Inter-Company Setup....................................................................................................................810
Purchase Terms......................................................................................................................810
Supplier Maintenance.............................................................................................................811
Customer Maintenance..........................................................................................................812
External Company Setup........................................................................................................813
Inter-Company Purchase Order Processing.....................................................................................815
Sales (Customer) Company - Enter Sales Order.......................................................................815
Sales (Customer) Company – Generate Purchase Order Suggestions.......................................816
Sales (Customer) Company – Create Purchase Order from Purchase Order Suggestions..........818
Manufacturing (Supplier) Company – Generate Sales Order from ICPOs.................................820
Manufacturing (Supplier) Company – Modify Inter-Company Purchase Orders........................821
Sales (Customer) Company – Accept Purchase Order Suggestions...........................................824
Manufacturing (Supplier) Company - Process the Sales Order.................................................825
Sales (Customer) Company - Receive Completed Items from Manufacturing (Supplier)
Company..........................................................................................................................827
Manufacturing (Supplier) Company – Invoice Items Sold to Sales (Customer) Company..........827
Buyer Workbench.................................................................................................................................830
Reports........................................................................................................................................................833
Part Price History Report.......................................................................................................................833
Supplier Price History Report.................................................................................................................835
Chapter 16: Quality Assurance.....................................................................836

Setup...........................................................................................................................................................836
Inspector Maintenance.........................................................................................................................836
Reason Code Maintenance...................................................................................................................837
16 10.1.600
Global Alert Maintenance.....................................................................................................................839

Inspection Attributes.............................................................................................................................841
Specification.........................................................................................................................................842
Add a Revision...............................................................................................................................843
Assign Inspection Attributes..........................................................................................................844
Approve Specification Revision......................................................................................................845
Inspection Plan.....................................................................................................................................846
Add a Revision...............................................................................................................................847
Configure the Inspection Plan........................................................................................................847
Test the Inputs...............................................................................................................................852
Approve the Design.......................................................................................................................854
Approve the Inspection Plan Revision.............................................................................................855
Skip Lot Control Code..........................................................................................................................856
Check Out the Part Revision..........................................................................................................858
Add Inspection Plan and Specification to Part Revision...................................................................860
Add RMA Inspection Plan and Specification to Part Revision...........................................................861
Add Skip Lot Control to Suppliers..................................................................................................862
Check In and Approve Part Revision...............................................................................................864
Operations...................................................................................................................................................866
Nonconformance..................................................................................................................................866
Nonconformance - Material...........................................................................................................866
Nonconformance – PO Receipts.....................................................................................................869
Nonconformance - RMA................................................................................................................871
Inspection Processing............................................................................................................................873
Inspection Processing Searches......................................................................................................873
Inspection Processing Entry - Materials...........................................................................................876
Enter Passed Quantity Data....................................................................................................879
Enter Failed Quantity Data......................................................................................................880
Complete Inspection Entry......................................................................................................882
Inspection Processing Entry – PO Receipts......................................................................................882
Inspection Processing Entry – RMAs...............................................................................................884
Inspection Processing Entry – First Articles......................................................................................884
Inspection Results.................................................................................................................................887
Enter Inspection Results.................................................................................................................889
DMR Processing....................................................................................................................................892
DMR Processing - Header..............................................................................................................892
DMR Processing - Accept...............................................................................................................893
DMR Processing - Reject................................................................................................................894
DMR Processing – Debit/Credit......................................................................................................895
Corrective Action..................................................................................................................................897
Corrective Action - Detail...............................................................................................................897
Internal Employee Training....................................................................................................................899
Training Course Maintenance........................................................................................................899
Create a New Course.............................................................................................................899
10.1.600 17
Create a Course Revision........................................................................................................899

Duplicate an Existing Course..................................................................................................901
Training Course Schedule Maintenance................................................................................................902
Employee Course Request.....................................................................................................................903
Employee Training Course Maintenance...............................................................................................904
Update Attendance and Results.....................................................................................................905
Reports........................................................................................................................................................905
Nonconformance Analysis.....................................................................................................................906
Inspection Pending...............................................................................................................................907
Open DMR Status Report......................................................................................................................909
Employee Training Course Report.........................................................................................................909
Chapter 17: Inventory Management............................................................911

Setup...........................................................................................................................................................911
Parts.....................................................................................................................................................911
Part Inventory Details.....................................................................................................................911
Serial Number Format....................................................................................................................914
Multiple Units of Measure.............................................................................................................916
Lot Tracking..................................................................................................................................918
Lot Attributes.........................................................................................................................918
Lot Generation Parameters.....................................................................................................920
Sites..............................................................................................................................................921
Country of Origin..........................................................................................................................925
Part Class..............................................................................................................................................926
Part Cross References and Approved Supplier Sourcing.........................................................................928
Internal Cross References...............................................................................................................928
Internal Part Cross References.................................................................................................928
Internal Side Use Case............................................................................................................930
Demand Side Cross References......................................................................................................930
Customer Part Cross Reference...............................................................................................930
Demand Side Use Case...........................................................................................................932
Supply Side Cross References.........................................................................................................932
Part Cross References and Approved Supplier Sourcing in Action............................................932
Operations...................................................................................................................................................941
Print the Job Pick List............................................................................................................................941
Issue Material from Inventory................................................................................................................943
Mass Issue Material.......................................................................................................................943
Issue Job Material..........................................................................................................................945
Issue Assemblies............................................................................................................................946
Issue Miscellaneous Materials........................................................................................................947
Receive Material into Inventory.............................................................................................................949
Return Material.............................................................................................................................949
Return Miscellaneous Material.......................................................................................................950
Mass Return from Manufacturing..................................................................................................951
18 10.1.600
Job Receipt to Inventory........................................................................................................................953

Replenishment Workbench...................................................................................................................954
Manual Replenishment..................................................................................................................954
Managed Replenishment...............................................................................................................955
Move Replenishments....................................................................................................................957
Serial Number Tools..............................................................................................................................958
Serial Matching.............................................................................................................................958
Serial Number Tracker...................................................................................................................959
Cycle and Physical Counting.................................................................................................................961
ABC Code Hierarchy......................................................................................................................961
Part – Warehouse Records......................................................................................................962
Part – Site Records..................................................................................................................964
Warehouses...........................................................................................................................966
Sites.......................................................................................................................................969
ABC Codes.............................................................................................................................972
Calculate ABC Codes.....................................................................................................................973
Initialize Last Cycle Count Date......................................................................................................975
Cycle Count Schedule Maintenance...............................................................................................976
Create New Cycle Count Schedule.........................................................................................976
Create New Cycle...................................................................................................................977
Cycle Count Part Selection Update................................................................................................979
Initialize Physical Inventory.............................................................................................................982
Count Cycle Maintenance.............................................................................................................982
Count Cycle Maintenance Actions Menu................................................................................983
Count Tag Entry............................................................................................................................985
Count Discrepancy Reason Code Entry..........................................................................................986
Cycle Count Tracker......................................................................................................................987
Capture COS/WIP Activity.....................................................................................................................990
Reports........................................................................................................................................................992
Stock Status Report..............................................................................................................................992
Material Transaction Detail...................................................................................................................994
Part Cycle Count Status Report.............................................................................................................995
Time Phased Material Requirements Report...........................................................................................996
In Transit Stock Report..........................................................................................................................998
Inventory/WIP Reconciliation Report....................................................................................................1001
Chapter 18: Shipping and Receiving..........................................................1006

Setup.........................................................................................................................................................1006
Carrier Codes.....................................................................................................................................1006
Ship Via..............................................................................................................................................1007
Packaging Codes................................................................................................................................1009
Internal Part by Site.....................................................................................................................1010
Ship To Cross Reference..............................................................................................................1011
Supplier Shipment Classes..................................................................................................................1012
10.1.600 19
Work Station Maintenance.................................................................................................................1014

Operations.................................................................................................................................................1015
Ship Items to Customers.....................................................................................................................1015
Scheduled Shipments Report.......................................................................................................1015
Sales Order Pick List Report..........................................................................................................1017
Ship Parts to a Customer.............................................................................................................1019
Serial Shipment Container Codes........................................................................................................1024
Document Types..........................................................................................................................1025
Legal Numbers............................................................................................................................1026
Customer Shipment with SSCC Generation.................................................................................1029
Combine Shipments...........................................................................................................................1033
Ship Subcontract Items from a Job......................................................................................................1039
Miscellaneous Shipment.....................................................................................................................1042
Standard Pack Out..............................................................................................................................1045
Master Pack Out.................................................................................................................................1048
Master Pack Shipment Entry........................................................................................................1048
Stage Ship Confirm.....................................................................................................................1053
Master Pack Search.....................................................................................................................1054
Phantom Pack Out..............................................................................................................................1058
Customer Shipment Entry............................................................................................................1059
Stage Ship Confirm.....................................................................................................................1063
Handheld Customer Shipment Entry...................................................................................................1064
Receive Materials................................................................................................................................1067
Receive Materials Directly to a Job...............................................................................................1068
Receive Materials from a Combined Shipment.............................................................................1071
Drop Shipments..................................................................................................................................1073
Transfer Orders...................................................................................................................................1077
Transfer Order Entry....................................................................................................................1077
Transfer Order Shipment Entry.....................................................................................................1078
Receive Transfer Order.................................................................................................................1081
Bill of Lading.......................................................................................................................................1084
Chapter 19: Customer Returns....................................................................1087

Setup.........................................................................................................................................................1087
Operations.................................................................................................................................................1087
Return Material Authorization (RMA) Processing.................................................................................1087
RMA Summary............................................................................................................................1088
RMA Line....................................................................................................................................1089
Print RMA....................................................................................................................................1090
Receive an RMA..........................................................................................................................1091
Request a Credit for Returned Material........................................................................................1092
RMA Disposition.................................................................................................................................1094
Reports......................................................................................................................................................1097
Open RMA Report..............................................................................................................................1097
20 10.1.600
Chapter 20: Asset Management.................................................................1099

Setup.........................................................................................................................................................1099
Asset Register Maintenance................................................................................................................1099
Asset Class Maintenance....................................................................................................................1100
Asset Group Maintenance..................................................................................................................1102
Spread Code Maintenance..................................................................................................................1104
Depreciation Method Maintenance.....................................................................................................1107
Depreciation Method – User Formula...........................................................................................1109
Asset Maintenance.............................................................................................................................1111
Asset Maintenance - Register.......................................................................................................1112
Asset Maintenance – Import........................................................................................................1114
Asset Maintenance – Export........................................................................................................1115
Asset Mass Changes...........................................................................................................................1116
Operations.................................................................................................................................................1119
AP Invoice Entry..................................................................................................................................1119
Asset Addition Entry...........................................................................................................................1123
Asset Addition Entry - AP Invoice Line..........................................................................................1126
Asset Depreciation Calculation............................................................................................................1127
Asset Disposal Entry............................................................................................................................1129
Asset Impairment Entry.......................................................................................................................1131
Asset Revaluation...............................................................................................................................1133
Asset Posting Process..........................................................................................................................1135
Close Asset Period/Year......................................................................................................................1137
Reports......................................................................................................................................................1140
Asset Depreciation Report...................................................................................................................1140
Asset Depreciation Forecast Report.....................................................................................................1142
Asset Labels Report.............................................................................................................................1142
Asset Overview Report........................................................................................................................1144
Asset Annual Schedule Report............................................................................................................1145
Chapter 21: Customers and Accounts Receivable.....................................1147

Setup.........................................................................................................................................................1147
Payment Terms...................................................................................................................................1147
Recurring Cycle Maintenance..............................................................................................................1150
Finance/Late Charges..........................................................................................................................1152
National Accounts..............................................................................................................................1153
Relationship Class........................................................................................................................1153
National Account Relationship.....................................................................................................1155
Customers..........................................................................................................................................1157
Customer Maintenance – Billing Detail - Billing Information.........................................................1158
Customer Maintenance – Billing Detail - Billing Terms..................................................................1159
Customer Maintenance – Bill To..................................................................................................1161
Customer Maintenance – National Account.................................................................................1161
10.1.600 21
Customer Maintenance – Price Lists.............................................................................................1162

Customer Maintenance – Credit Detail........................................................................................1163
Customer Maintenance – National Account Credit.......................................................................1165
Customer Maintenance – Alternate Bill To...................................................................................1166
Customer Maintenance – Document Types..................................................................................1167
Customer Maintenance – Banks Detail.........................................................................................1169
Operations.................................................................................................................................................1172
Customer Reminders..........................................................................................................................1172
Reminder Group Maintenance.....................................................................................................1172
Reminder Letter Generation.........................................................................................................1173
Letters of Credit..................................................................................................................................1176
Create Letters of Credit...............................................................................................................1176
Closing Letters of Credit..............................................................................................................1178
AR Invoice Entry..................................................................................................................................1179
AR Invoice Entry – Groups...........................................................................................................1180
AR Invoice Entry – Header............................................................................................................1182
AR Invoice Entry – Header (Continued)........................................................................................1183
AR Invoice Entry – Line................................................................................................................1184
AR Invoice Entry – Miscellaneous Charge.....................................................................................1187
AR Invoice Entry – Credit Memo..................................................................................................1188
AR Invoice Entry – Adjust Sales Accounts on Miscellaneous Invoice Lines......................................1191
AR Invoice Entry – Get Shipments................................................................................................1192
AR Invoice Entry – Get Recurring Invoices.....................................................................................1195
AR Invoice Entry – Cancel Invoices...............................................................................................1197
AR Invoice Entry – Correction Invoices..........................................................................................1198
AR Invoice Entry – Copy Invoices..................................................................................................1199
AR Invoice Entry – Get Deposit Payments.....................................................................................1201
AR Invoice Entry – Print a Selected Invoice....................................................................................1203
AR Invoice Entry – Print Multiple Invoices.....................................................................................1204
AR Invoice Entry – Post Invoices...................................................................................................1206
AR Adjustments..................................................................................................................................1207
Process Finance/Late Charges..............................................................................................................1209
Balance Update..................................................................................................................................1210
Void Pre Numbered Forms..................................................................................................................1211
Payment Instruments..........................................................................................................................1212
Payment Instrument Type Maintenance.......................................................................................1212
Payment Instrument Status Maintenance.....................................................................................1214
Payment Instrument Batch Generation.........................................................................................1215
Batch Payment Instrument....................................................................................................1215
Single Payment Instrument...................................................................................................1218
Payment Instrument Receivables Entry.........................................................................................1220
Payment Instruments - Group...............................................................................................1220
Payment Instruments - Header..............................................................................................1221
Payment Instruments – Bank Fees.........................................................................................1222
Payment Instruments – Invoice Selection...............................................................................1222
22 10.1.600
Payment Instruments Status Change............................................................................................1224

Cash Receipt Entry..............................................................................................................................1227
Cash Receipt Entry - Groups........................................................................................................1228
Cash Receipt Entry – Invoice Payments.........................................................................................1228
Cash Receipt Entry – Header Currency.........................................................................................1229
Cash Receipt Entry – Invoice Selection..........................................................................................1230
Cash Receipt Entry – Allocate......................................................................................................1232
Cash Receipt Entry – Unallocated Deposit Payments.....................................................................1233
Cash Receipt Entry – Allocated Deposit Payments........................................................................1234
Cash Receipt Entry – Miscellaneous Payments..............................................................................1235
Cash Receipt Entry – Miscellaneous Tax.......................................................................................1236
Cash Receipt Entry – Post Receipts...............................................................................................1237
Cash Receipt Tracker..........................................................................................................................1238
Cash Receipt Tracker - View Multiple Receipts.............................................................................1238
Reverse Cash Receipt..........................................................................................................................1242
AR Reconciliation Tracker....................................................................................................................1243
AR Reconciliation Tracker - Drill Down.........................................................................................1243
AR Reconciliation Tracker - Retrieve All Records...........................................................................1245
Reports......................................................................................................................................................1246
Aged Receivables Report.....................................................................................................................1246
Sales Gross Margin Report..................................................................................................................1248
AR Reconciliation Report.....................................................................................................................1250
Chapter 22: Suppliers and Accounts Payable............................................1253

Setup.........................................................................................................................................................1253
Purchasing Terms................................................................................................................................1254
Recurring Cycle Maintenance..............................................................................................................1255
Supplier Maintenance.........................................................................................................................1257
Supplier Maintenance - Language, Tax and General Information..................................................1258
Enter General Supplier Information.......................................................................................1260
Supplier Maintenance - RoHS, GL Control and Tax Exemptions....................................................1261
Supplier Maintenance - Bank/Remit To........................................................................................1263
Amortization Maintenance.................................................................................................................1265
Create a Deferred Expense Amortization Code............................................................................1265
Add a Deferred Expense GL Control............................................................................................1266
Legal Number Maintenance................................................................................................................1267
Create a Legal Number for Deferred Expenses.............................................................................1267
Add a Default Sequence..............................................................................................................1268
Assign a Document Type.............................................................................................................1268
Operations.................................................................................................................................................1270
Logged AP Invoices.............................................................................................................................1270
Logged AP Invoice Entry..............................................................................................................1270
Logged AP Invoice Entry - Group..........................................................................................1270
Logged AP Invoice Entry - Header.........................................................................................1271
10.1.600 23
Logged AP Invoice Entry – Tax..............................................................................................1272

Logged AP Invoice Entry – Post Invoices................................................................................1273
Approve or Void a Logged AP Invoice..........................................................................................1275
Approve a Logged AP Invoice...............................................................................................1275
Void a Logged AP Invoice.....................................................................................................1276
Letters of Credit..................................................................................................................................1278
Create Letters of Credit...............................................................................................................1278
AP Invoice Entry..................................................................................................................................1279
AP Invoice Entry - Group..............................................................................................................1280
AP Invoice Entry - Header............................................................................................................1281
AP Invoice Entry – Detail - Receipt Line.........................................................................................1283
AP Invoice Entry – Detail - Miscellaneous Line..............................................................................1287
AP Invoice Entry – Recurring Invoices...........................................................................................1289
AP Invoice Entry – Assets.............................................................................................................1292
AP Invoice Entry – Miscellaneous Charges....................................................................................1293
AP Invoice Entry – Tax..................................................................................................................1294
AP Invoice Entry – Debit Memo....................................................................................................1295
AP Invoice Entry – Print Debit Memo............................................................................................1296
AP Invoice Entry – Tax Connect....................................................................................................1297
Enable Tax Connect, Calculate and View Invoice Use Tax......................................................1300
AP Invoice Entry – Print Group Edit List........................................................................................1303
AP Invoice Entry – Post Invoices...................................................................................................1304
Adjustments.......................................................................................................................................1306
Posted Invoice Update........................................................................................................................1309
Posted Invoice Update - Summary................................................................................................1309
Posted Invoice Update - Header...................................................................................................1310
Deferred Expenses..............................................................................................................................1311
AP Invoice Entry - Group..............................................................................................................1311
AP Invoice Entry - Header............................................................................................................1312
AP Invoice Entry – Detail – Miscellaneous Line with Deferred Expense..........................................1314
AP Invoice Entry – Lines – Amortization........................................................................................1315
AP Invoice Entry - Review and Post Invoices with Deferred Expenses.............................................1315
Deferred Expense Recognition.....................................................................................................1318
Assign a Legal Number to Deferred Expense.........................................................................1318
Recognize Deferred Expenses...............................................................................................1321
Payment Instruments..........................................................................................................................1324
Payment Instrument Payable Entry...............................................................................................1324
Payment Instrument Payable Entry - Group...........................................................................1324
Payment Instrument Payable Entry - Header..........................................................................1325
Payment Instrument Payable Entry – Bank Fees.....................................................................1327
Payment Instrument Payable Entry – Invoice Detail................................................................1327
Payment Instrument Payable Entry – Select Invoices..............................................................1328
Payment Instrument Payable Entry – Post Invoices.................................................................1331
Payment Instrument Statuses.......................................................................................................1332
Create Payment Instrument Statuses.....................................................................................1332
24 10.1.600
Create Payment Instrument Types.........................................................................................1333

Change Payment Instrument Status......................................................................................1335
Payment Instrument Write Off.....................................................................................................1338
Payment Entry....................................................................................................................................1339
Payment Entry – Group................................................................................................................1339
Payment Entry – New Payments...................................................................................................1340
Payment Entry – Bank/Remit To...................................................................................................1341
Payment Entry – Invoice Payments...............................................................................................1343
Payment Entry – Select Invoices....................................................................................................1344
Payment Entry – Miscellaneous Payments.....................................................................................1347
Payment Entry – Bank Fees..........................................................................................................1348
Payment Entry – Payment Tax......................................................................................................1349
Payment Entry – Processing Pre-Payments....................................................................................1350
Payment Entry – Processing Payments..........................................................................................1351
Payment Entry – Post Payments....................................................................................................1352
Apply Debit Memo/Prepayment..........................................................................................................1353
Void Payment Entry............................................................................................................................1355
Use Tax Calculation............................................................................................................................1357
Reports......................................................................................................................................................1359
Logged Invoice Suspense Balance Report............................................................................................1359
Received Not Invoiced Report..............................................................................................................1361
AP Invoice Balance Report...................................................................................................................1361
Payment Proposal Report....................................................................................................................1363
Aged Payables Report.........................................................................................................................1365
Use Tax Report...................................................................................................................................1367
VAT Tax Report...................................................................................................................................1368
Tax Report – Detail .....................................................................................................................1369
Tax Report – Print Form...............................................................................................................1371
Tax Report – Print Edit List...........................................................................................................1372
Tax Report - Post Report..............................................................................................................1374
Tax Report – Electronic Report Maintenance................................................................................1376
Tax Report – VAT Tax Journal Report...........................................................................................1378
Supplier Payment Report.....................................................................................................................1379
Supplier Statements Report.................................................................................................................1381
Tax Reconciliation Report....................................................................................................................1383
A/P Expense Distribution Report..........................................................................................................1384
Deferred Expense Forecast Report.......................................................................................................1385
Deferred Expense Reconciliation Report..............................................................................................1386
Chapter 23: Cash Management..................................................................1387

Setup.........................................................................................................................................................1387
Bank Branch Code Maintenance.........................................................................................................1387
Bank Account Maintenance................................................................................................................1388
Bank Account Maintenance - Detail.............................................................................................1388
10.1.600 25
Bank Account Maintenance - GL Controls....................................................................................1392

Bank Account Maintenance – Payment Methods.........................................................................1392
Bank Account Maintenance - Bank Reconciliation........................................................................1393
Modules...............................................................................................................................1393
Automatic Reconciliation......................................................................................................1394
Automated Recognition AR & AP.........................................................................................1397
Bank Fee Maintenance........................................................................................................................1398
Legal Numbers....................................................................................................................................1401
Document Type Maintenance......................................................................................................1401
Legal Number Maintenance.........................................................................................................1401
Electronic Interfaces............................................................................................................................1401
Electronic Interface Maintenance.................................................................................................1401
Pay Method.................................................................................................................................1401
Petty Cash Operation Type..................................................................................................................1402
Petty Cash Desk Maintenance.............................................................................................................1404
Petty Cash Desk Maintenance – Detail.........................................................................................1404
Petty Cash Desk Maintenance – Available Operations..................................................................1406
Operations.................................................................................................................................................1408
Bank Adjustment Entry.......................................................................................................................1408
Bank Adjustment Entry – Summary..............................................................................................1408
Bank Adjustment Entry – Adjustment..........................................................................................1409
Bank Funds Transfer...........................................................................................................................1412
Cash Receipts Entry............................................................................................................................1414
Enter Receipts..............................................................................................................................1414
Groups.................................................................................................................................1414
Invoice Payments..................................................................................................................1415
Select Invoices......................................................................................................................1417
Allocate................................................................................................................................1418
Debit Notes..........................................................................................................................1420
Enter Debit Note..................................................................................................................1421
Cash Receipts Entry - Other Payment Types..................................................................................1422
Cash Receipt Entry - Electronic Interface......................................................................................1422
Electronic Interface - Select Invoices......................................................................................1422
Process Receipts...................................................................................................................1424
Mass Delete.........................................................................................................................1424
Post Receipts...............................................................................................................................1425
AP Payment Entry...............................................................................................................................1427
Payment Entry – Group................................................................................................................1427
Payment Entry – Select Invoices....................................................................................................1428
Payment Entry – New Payments...................................................................................................1432
Payment Entry – Invoice Payments...............................................................................................1434
Payment Entry – Bank Fee............................................................................................................1436
Payment Entry – Process Payments...............................................................................................1437
AP Payment Entry – Print Group Edit List......................................................................................1438
Payment Entry – Post Payments....................................................................................................1440
26 10.1.600
Petty Cash Entry.................................................................................................................................1441

Petty Cash Document..................................................................................................................1441
Assign Legal Number...................................................................................................................1443
Post Statement............................................................................................................................1444
Close Cash Day...................................................................................................................................1448
Bank Statement Processing.................................................................................................................1449
Bank Statement Processing - Statement Header...........................................................................1449
Bank Statement Processing - Statement Workbench....................................................................1452
Bank Statement Processing - Quick Matching..............................................................................1452
Bank Statement Processing - Statement Lines..............................................................................1455
Bank Statement Processing - Unmatched Transactions.................................................................1457
Bank Statement Processing - Create a New Statement.................................................................1458
Bank Statement Processing - Generate New Cash Movements.....................................................1460
Bank Statement Processing - Post Statement................................................................................1462
Bank Statement Processing - Quick Search...................................................................................1463
Bank Statement Processing - Batches...........................................................................................1466
Reports......................................................................................................................................................1471
Check Register....................................................................................................................................1471
Payment Proposal Report....................................................................................................................1472
Print Petty Cash Documents................................................................................................................1474
Print Petty Cash Day Book...................................................................................................................1476
Chapter 24: Advanced Allocations.............................................................1477

Setup.........................................................................................................................................................1477
Allocation Code Maintenance.............................................................................................................1477
Primary Allocation Code Setup....................................................................................................1477
Source Account Setup.................................................................................................................1479
Target Account Setup..................................................................................................................1481
Formula Parameters.....................................................................................................................1484
Set Parameters and Formula.................................................................................................1486
Allocation Batch Entry.........................................................................................................................1489
Create an Allocation Batch..........................................................................................................1489
Add Allocation Codes..................................................................................................................1490
Define the Schedule....................................................................................................................1490
Operations.................................................................................................................................................1491
Generate GL Allocations.....................................................................................................................1491
Simulated GL Allocations.............................................................................................................1495
Allocation History Tracker...................................................................................................................1496
Display Allocation History............................................................................................................1496
Reverse Allocation History............................................................................................................1497
Chapter 25: Consolidation and the General Ledger..................................1499

Setup.........................................................................................................................................................1499
10.1.600 27
Amortization Maintenance - Details.............................................................................................1499

Amortization Maintenance - GL Control......................................................................................1500
Operations.................................................................................................................................................1501
Journal Entry.......................................................................................................................................1502
Journal Entry - Group Detail.........................................................................................................1502
Journal Entry - Journal Header.....................................................................................................1503
Journal Entry - Journal Detail.......................................................................................................1505
Journal Entry - Journal Amortization............................................................................................1506
Journal Amortization - Create an Amortization Schedule......................................................1506
Journal Amortization - Create a New Amortization Line........................................................1510
Journal Entry - Journal Reference.................................................................................................1510
Journal Entry - Group Detail.................................................................................................1510
Journal Entry - Journal Header..............................................................................................1511
Journal Entry - Enter Journal Lines.........................................................................................1512
Journal Entry - Enter a Taxable Line.......................................................................................1516
Journal Entry – Review and Posting Options.................................................................................1518
General Ledger Import.................................................................................................................1520
GL Transaction Matching.............................................................................................................1522
GL Transaction Matching – Remove Match Code..................................................................1523
Review Journal....................................................................................................................................1525
Verify Balances...................................................................................................................................1527
Update Business Entity Segment Values..............................................................................................1529
Rebuild Display GL Account................................................................................................................1529
Automatic Transaction Reversal..........................................................................................................1530
Void Pre Numbered Forms..................................................................................................................1531
Close Period Entry...............................................................................................................................1532
Transfer Opening Balances to Next Year.............................................................................................1533
GL Currency Revaluation Process........................................................................................................1535
Consolidation.....................................................................................................................................1536
Consolidate to Parent Entry.........................................................................................................1537
Consolidate to Parent Entry - Detail......................................................................................1538
Consolidate to Parent Entry – Source Control.......................................................................1540
Consolidate to Parent Entry – Source Rates...........................................................................1541
Consolidate to Parent Entry – Post........................................................................................1542
Periodic Consolidation Delta........................................................................................................1548
New Retro Adjustment.........................................................................................................1549
Import Consolidation From Subsidiary..........................................................................................1551
Consolidated Year End Process....................................................................................................1553
Reports......................................................................................................................................................1553
General Ledger Report........................................................................................................................1554
General Ledger Account Summary Report...........................................................................................1555
Journal Listing Report.........................................................................................................................1557
Consolidation Report..........................................................................................................................1558
28 10.1.600
Chapter 26: Expense Management............................................................1560

Setup.........................................................................................................................................................1560
Site Configuration..............................................................................................................................1560
Employees..........................................................................................................................................1563
Restrict Entry...............................................................................................................................1566
Payment Method................................................................................................................................1567
Miscellaneous Charge/Credit..............................................................................................................1568
Quick Entry Codes..............................................................................................................................1570
Operations.................................................................................................................................................1573
Expense Entry.....................................................................................................................................1573
Expense Entry Detail....................................................................................................................1574
Expense Entry List........................................................................................................................1578
Calendar View Expense Entry.......................................................................................................1580
Selection Calendar..............................................................................................................................1581
Expense Group...................................................................................................................................1585
Expense Entry Search – Claim Reference.............................................................................................1587
Approval Workflow............................................................................................................................1591
Tasks...........................................................................................................................................1592
Roles....................................................................................................................................1592
Tasks....................................................................................................................................1593
Task Sets.....................................................................................................................................1594
Workflow Group.........................................................................................................................1597
Workflow Setup Example – Indirect Expenses...............................................................................1599
Site Configuration Control...................................................................................................1599
Employee Maintenance........................................................................................................1600
Link Workflows to a Project.........................................................................................................1602
Expense Approval...............................................................................................................................1603
Reject Expense Transactions.........................................................................................................1604
Generate AP Invoices for Expenses......................................................................................................1605
Reports......................................................................................................................................................1606
Employee Expense Report...................................................................................................................1607
Chapter 27: Deferred Revenue Accounting...............................................1609

Setup.........................................................................................................................................................1609
Deferred Revenue Accounting............................................................................................................1609
Fiscal Calendar Maintenance.......................................................................................................1609
Create a Fiscal Calendar.......................................................................................................1609
Create a Revenue Amortization Code..........................................................................................1612
Customer Maintenance......................................................................................................................1613
Enable DRA Billing.......................................................................................................................1614
Operations.................................................................................................................................................1615
AR Invoice Entry..................................................................................................................................1615
10.1.600 29
Create a Group...........................................................................................................................1615
Generate and Review Amortization Schedule...............................................................................1619
Revenue Recognition..........................................................................................................................1622
Recognize Revenue......................................................................................................................1622
AR Invoice Tracker..............................................................................................................................1626
View Revenue Amortization Information......................................................................................1626
Posted Invoice Update........................................................................................................................1627
Update a Posted Invoice..............................................................................................................1627
Apply Deferred Revenue to a Posted Invoice................................................................................1629
Hold / Unhold Amortization Periods....................................................................................................1631
Place Amortization Periods on Hold.............................................................................................1631
Reports......................................................................................................................................................1634
DRA Forecast Report...........................................................................................................................1634
Print a Forecast Report.................................................................................................................1634
DRA Reconciliation Report..................................................................................................................1636
Print a Reconciliation Report........................................................................................................1636
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Epicor ERP Application User Guide About Epicor Software Corporation |
About Epicor Software Corporation
Epicor Software Corporation is a global leader delivering inspired business software solutions to the manufacturing,
distribution, retail and services industries. With over 40 years of experience serving small, midmarket and larger
enterprises, Epicor has more than 20,000 customers in over 150 countries. Epicor enterprise resource planning
(ERP), retail management software, supply chain management (SCM), and human capital management (HCM)
enable companies to drive increased efficiency and improve profitability. With a history of innovation, industry
expertise and passion for excellence, Epicor provides the single point of accountability that local, regional and
global businesses demand. The Company's headquarters are located in Austin, Texas, with offices and affiliates
worldwide. For more information, visit www.epicor.com.
10.1.600 31
| Disclaimer Epicor ERP Application User Guide
Disclaimer
This document and its contents, including the viewpoints, dates and functional content expressed herein are the
proprietary copyrighted property of Epicor Software Corporation, are intended for informational purposes only
and are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no
guarantee, representations or warranties with regard to the enclosed information and specifically disclaims any
applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or
reasonable skill and care. As each user of Epicor software is likely to be unique in their requirements in the use
of such software and their business processes, users of this document are always advised to discuss the content
of this document with their Epicor support representative, account manager and/or consulting personnel. All
information contained herein is subject to change without notice and changes to this document since printing
and other important information about the software product are made or published in release notes, and you
are urged to obtain the current release notes for the software product. The usage of any Epicor software shall
be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor
personnel shall be pursuant to Epicor's services terms and conditions. Usage of the solution(s) described in this
document with other Epicor software or third party products may require the purchase of licenses for such other
products. Where any software is expressed to be compliant with applicable laws or other statutory or regulatory
requirements in this document, such compliance is not a warranty and is based solely on Epicor's current
understanding of such laws and requirements. All laws and requirements are subject to varying interpretations
as well as to change and accordingly, Epicor cannot guarantee that the software will be compliant and up to
date with such changes. All statements of platform and product compatibility in this document shall be considered
individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is
stated to be compatible with one product and also stated to be compatible with another product, it should not
be interpreted that such Epicor software is compatible with both of the products running at the same time on
the same platform or environment. Additionally platform or product compatibility may require the application
of Epicor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility
issues which may be caused by updates, patches and/or service packs released by third parties after the date of
publication of this document. Epicor, Business Inspired and the Epicor logo are trademarks of Epicor Software
Corporation, registered in the United States, certain other countries and/or the EU. All other trademarks mentioned
are the property of their respective owners. Copyright © Epicor Software Corporation 2014. All rights
reserved. No part of this publication may be reproduced in any form without the prior written consent
of Epicor Software Corporation.
Epicor Worldwide Headquarters

804 Las Cimas Parkway
Austin, Texas 78746
Toll-free 1.800.999.1809
Direct 1.512.328.2300
http://www.epicor.com
32 10.1.600
Epicor ERP Application User Guide Introduction |
Introduction
The Epicor ERP Application User Guide contains a complete overview of the major ERP modules. This guide begins
with a chapter that describes the primary navigational features of the interface. It then explores the major setup
programs within the application you can leverage to fine-tune ERP to match the business needs of your
organization. You examine how to define features like multiple books, multiple currencies, Site configuration,
Restrictions on Hazardous Substances (RoHS), and many other setup features. Together, these chapters round
out the primary information you need to know about the Epicor application.
The majority of the guide explores the main data flow of the entire suite of modules – taking a quote and then
eventually posting its cash results to books. The first block of chapters describe the sales order flow, from customer
relationships to managing incoming demand to building sales orders. You then review how to engineer parts
that are then used on jobs for production within a manufacturing center. Related chapters detail managing
materials through purchasing and inventory, as well as scheduling material releases to your jobs for on-time
completion. Another series of chapters describes how you create complex projects for a variety of uses, like
manufacturing a related line of products or evaluating product quality. Time and Expense functionality provides
you with the functionality for tracking both time and expense costs against all your projects. The guide concludes
with the financial functionality – Accounts Receivable, Accounts Payable, Advanced Allocations, and General
Ledger.
The guide is intended for a wide audience. Managers and administrators can use it to explore and better understand
the overall architecture of the manufacturing, distribution, service, and financial functionality, and new users can
leverage the guide as a teaching tool for specific modules. For more experienced users, it can also serve as a
reference guide for key descriptions of the primary programs and fields. The Epicor ERP Application User Guide
provides an excellent way to learn the basic, standard workflow of ERP by describing how regular tasks are carried
out from start to finish.
When delivered in PDF format, the guide is split into two parts to make the PDF files a more manageable size.
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Chapter 1 | The Epicor Environment Epicor ERP Application User Guide
Chapter 1: The Epicor Environment
The Epicor application is a feature-rich Enterprise Resource Planning (ERP) software package. In order to gain a thorough
understanding of its features, you first need to know how to navigate the application.
The Epicor application is designed for versatility and integration. To enrich user experience, two types of User Interfaces
(UI) are available for selection:
• Modern Shell - A new, modern interface, represents a fundamental shift in the way Epicor ERP navigation works.
The new UI is more touchscreen-orientated for use on tablets as well as traditional PCs. The touch-centric Home
Page serves as your starting point and can be customized through mosaic tiles. Tiles are the new way to access
applications or documents; you can use them by clicking or tapping on them.
• Classic Style - A traditional way of navigation around the Epicor application. The Classic Style interface is primarily
made up of three parts: Main Menu, Module, and Program. The Main Menu is your home base within the Epicor
application. Every module is consistently organized through the directory tree on the Main Menu, so you can quickly
find the program you need to run.
Each program contains the functionality you need to enter and manipulate data such as toolbars and sheets. A sheet
is a layer of a program interface that contains related data input and functionality. Programs such as Carrier Maintenance
contain two sheets – a detail sheet and a list sheet. More complex programs like Sales Order Entry contain multiple
sheets that accommodate the different ways in which organizations process orders. In this chapter, you will explore
sheets and the data entry elements found on sheets – like check boxes, grids, context menus, and radio buttons.
Trackers are query programs you use to drill into the details of your database. Trackers are also a secure way for users
to view system data without updating information. Whether you are looking for related job information, quote
information, or the status of shipments, receipts, or financial transactions, trackers are the programs you use to access
this information. The application supports three types of trackers – display only, status dashboards, and executive
dashboards.
This chapter also describes the Epicor Everywhere Framework™ – a unique technology that stores all client business
logic as tagged XML metadata. This permits the Epicor application to run as a smart client, Web client, or mobile device
application, all from the same source code. At the end of this chapter, the educational resources available from Epicor
University are described - such as feature summaries, application help, technical reference guides, embedded courses,
and release documentation. You should frequently leverage the documentation and education content to improve
your use of the Epicor application.
Once you understand the interface and the educational resources available, you are better able to reduce the technology,
integration, and accessibility barriers that reduce productivity.
Interface Navigation
This section explains how to use the main controls of Epicor ERP interfaces and how to navigate within active
programs.
Log On
Before you can log into the Epicor application, your System Administrator must set up your personal account
record through User Account Security Maintenance. The user name defined on this record gives you access to
the application. When you first log in, you create a unique password for your user account; only you know this
password.
To access the application running in the Modern Shell style:
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Epicor ERP Application User Guide The Epicor Environment | Chapter 1
1. Click the Epicor icon on your desktop.
2. The Log in window displays.
3. Enter your User name.
4. Either create a new Password or enter an existing password for this user account.
5. Click the right button to access the Epicor ERP 10 application.
Modern Shell Style
The enhanced menu introduced in Epicor 10 is the new way of navigating around the ERP application.
Similar to Windows 8 menu style, utilizing the kinetic scrolling, the Modern Shell is more touchscreen-orientated
for use on mobile devices such as tablets, but can you also use the keyboard and mouse and make use of the
10.1.600 35
environment on a traditional PCs. You can customize the Home Page so it best meets your needs. You can, for
example, create shortcuts to commonly used Epicor forms, popular websites, working documents or to display
real-time data using the dashboards. For more information, review the Interface Basics sections found in the
Application Help.
The Modern Shell Menu has the following features:
1. Tiles are the main building blocks of the home page to quickly access Epicor Forms, URL Links, documents
or programs you use the most.
2. You can organize tiles within Tile Groups such as Favorites List, or maintain your custom groups, for example,
most frequently used Purchase Management forms.
You can rearrange Tiles within the Home Page by using

the drag and drop process.
3. The sliding Open Forms Bar found at the top of the screen displays all opened forms.
4. You can click a form icon to maximize it or click the x button to close it.
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5. Use the Navigator buttons found in the top right corner to scroll through the opened forms and return to
the Home Page. You can also launch the Search application that offers several ways to look for and retrieve
a particular information you need.
6. The embedded search capability includes:

• Searching for a specific Epicor ERP Menu Item using the Menu Search.
• Using a Web Search Engine of your choice to search for a particular information on the internet.
• Using the Enterprise Search to retrieve indexed content from within the Epicor ERP application and then
quickly launch specific programs to display the data returned from the search.
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7. To change the company for which you are entering data, in the top right corner, click the link on the current
company and select a company you want.
8. To access the Help application from which you can for example, access Application Help or launch the
Embedded Courses, click the Help tile.
9. The Settings tile provides access to application Settings such as current environment options, changing a
color scheme or configuring your Epicor Social Enterprise access.
10. To access to the Menu application where you have access to all licensed modules and programs in the Epicor
application, click the Menu tile.
The Help, Settings and Menu tiles are standard tiles

delivered by Epicor.
11. If you have several tiles on your Home page, the Zoom button displays. Click this button to enlarge the size
of the tiles, making them easier to see. You can also click this button again to reduce the size of the tiles.
If you only have a few tiles on the Home page, the Zoom button does not display. For example, the installed
version of the Home page does not have the Zoom button.
12. When you click the arrow at the button of the Menu, the Application Bar scrolls up. This toolbar provides
access to context specific options and session-specific options such changing a user, adding a new tile,
activating Developer Mode, or launching the trace log.
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Use Menu Application
Use the Menu application launched from the Home Page to access Companies, Modules and Programs found
within the Epicor ERP 10 application. Programs are grouped first by module category, then by module, and last
by function.
The following are the main controls you can use in the new menu:
1. The Menu interface can be viewed in two ways, the Zoom view and the Tree view. You can switch between
the View modes using the icons found in the top right corner of the Menu. The Zoom view is designed for
touch screen devices. It displays the menu for the current Company and Site and it allows the user to focus
on one section of the menu. As the folders are selected on the left, their contents are displayed on the right
side. The Tree view displays the application tree on the left of the screen. You can navigate through
companies, modules and related programs by clicking on branches and nodes.
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2. In this example, the menu interface is displayed using the Zoom view.
3. The Contents pane displays the contents of the folder selected in the left portion of the screen.
4. You can toggle between the List view and the Tile view using the icon found in the top-right corner of the
Contents pane. The Tile view is displays items as rectangular tiles. In this example, the List view is used; it
displays the content of the selected folder as the list of items.
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5. When you open Epicor forms, the status slider at the bottom indicates the form is opening. When the form
has opened, the status slider backs down. If you want to interrupt opening the form, click the X button on
the status slider.
Classic Menu
The Classic Menu style represents a traditional way of navigating around the Epicor application. This interface is
designed for a hands-on environment, general navigation principles and techniques are available at each of the
interface levels in the Epicor application.
The Classic Style interface is primarily made up of three parts: Main Menu, Module, and Program. The Main
Menu is your home base within the Epicor application. Every module is consistently organized through the
directory tree on the Main Menu, so you can quickly find the program you need to run.
The Main Menu

The Main Menu has the following features:
1. Menu bar - Use the Menu bar located at the top of the Main Menu to set your view, change the current
company and plant, select the language for your session, access application help, and so on. The Menu
toolbar, located below the Menu bar, holds icons that you use to quickly launch functions also found under
the Options menu of the Menu bar.
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2. History toolbar - Click the Down Arrow within this toolbar to view the list of programs you recently
launched. You can select one of these options and click the Go button to activate the program again.
Note: To clear history, from the Options menu, select

Preferences. On the General sheet, click the Clear
History button and click OK.
3. You can launch Enterprise Search directly from the Main Menu application. Use this feature to enter search
text and retrieve results from a wide range of Epicor data.
4. If you right-click a toolbar, a context menu displays. Use this context menu to hide or show the Menu and
History toolbars, to set (lock) the toolbars into their current positions, and to customize the toolbars to match
your needs.
5. Click the Menu Groups tab to display the Main Menu folder list.
6. The Main Menu folder list is an explorer-type tree view of all companies and sites within your organization,
including the module categories and modules.
7. In this example, Epicor Corporation, Epicor Distribution, and Epicor Education are some of the companies
in this organization. You can switch between companies by selecting the company you need on the Main
Menu folder list. (You must have rights to switch between companies.)
8. Notice the Epicor Education company has multiple sites. Some sites in this company are Evanston, Los
Angeles, and Main. You can switch between sites within the current company by selecting the plant you
need on the Main Menu folder list.
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9. You access programs within a plant. Programs are grouped first by module category, then by module, and
last by function. Review the next section, Module Navigation, on how to access programs using these
groupings. The information that displays in a program pertains to the specific company and plant from
which the program was launched.
10. Optionally use the Module Category buttons located below the Main Menu folder list to quickly access
the modules within a specific module category. The Production Management button is selected in this
example.
11. The Menu Groups sheet now displays the module group (in this example, Production Management) in its
title bar. When you select the module you need, the function folders for the module display. You expand
the function folder to view and access a program. In this example, the Engineering module and General
Operations folder are selected.
12. Status Bar – Use the Status Bar to view session information such as current user, current site, time, date,
and so on. The default language for the current user also displays. The interface can appear in a different
language for each user.
13. Favorites – Use Favorites to access shortcuts to programs you frequently use.
10.1.600 43
14. To add a favorite option, right-click the program for which you want to create a shortcut. Select Add to
Favorites Bar from the context menu.
You can also add shortcuts that launch external

applications such as Microsoft® Excel® spreadsheet.
Styling and Themes

You have complete control over the look and feel of the entire interface through its styling functionality. Use this
functionality to display user interfaces unique to your company, departments, and users. A theme is a collection
of style modifications that can include unique looks for buttons, check boxes, fields, and colors. For more
information on how to create and manage styles, review the Styling and Themes chapter in the Epicor
Customization Guide. Information on styling is also available in application help.
To display the interface using a different style:
1. To select a theme using the Classic interface, from the Main Menu, select the Options menu.
44 10.1.600
2. Highlight the Preferences option.
3. The Preferences window displays. Click on the Theming tab.
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4. From the Theme drop-down list, select a style.
5. Click OK.
6. Log out and then log back into the Epicor ERP application. Programs now display using the selected theme;
for this example, the windows display using the NightWing theme.
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7. When using the Modern Shell interface, from the Home Page access the Settings page.
8. By default, the General Options group is selected.
9. Click the Preferences... option.
10. The Preferences window displays.
11. Click on the Theming tab.
12. Now from the Theme drop-down list, select the theme you want to display on your client interface.
13. Click OK.
14. Log out and then log back into the Epicor ERP application. Programs now display using the selected theme;
for this example, the windows display using the NightWing theme.
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Module Navigation
Programs are grouped first by module category, then by module, and last by function. This section reviews these
different groupings.
1. When using the Classic Style, select the Menu Groups sheet to view the Main Menu folder list.
48 10.1.600
2. In Modern Shell menu, from the Home Page, access the Menu application.
3. Module Category – Related modules are found within a module category. For example, all the financial
modules such as Accounts Payable, Accounts Receivable, General Ledger, and so on are found within the
Financial Management module category.
10.1.600 49
4. Module – Typically, each module has a folder. For example, Accounts Receivable, Order Management, and
so on.
5. Function – Within a module, programs are grouped by their function.

• Setup – Maintenance programs included for the current module. For example, Bank Fee and Terms are
maintenance programs found in the Setup folder for the Accounts Receivable module.
• General Operations – Entry and tracker programs included for the current module. For example, AR
Invoice Entry and Customer Tracker are entry and tracker programs found in the General Operations
folder for the Accounts Receivable module.
• Reports – Reports included for the current module. For example, the Commission and Sales Analysis
reports are found in the Reports folder for the Accounts Receivable module.
6. Program – When you click a function folder, all programs in that folder display in the pane located on the
right side. Programs contain all the functionality you need to enter and manipulate data. Review the next
section, Program Interface, on how to use this functionality.
Program Interface
Programs contain the functionality you need to enter and manipulate data. Each program uses toolbars and
sheets for navigation and data entry.
1. Program Menu toolbar – This toolbar contains the drop-down menus for the program. Most of these
menus contain features common to all programs; the Actions menu contains functionality unique to the
current program.
50 10.1.600
2. Standard toolbar – This toolbar contains buttons you use to manipulate data on the current record such
as save, delete, copy, and paste.
3. Navigation toolbar – Use this toolbar to move through all the records currently selected for display within
the program.
4. Currency toolbar – Use this toolbar to convert transaction amounts displayed within the current record to
a different currency available within the company.
5. Tree View – Another navigation tool, use the Tree View to select specific items contained within each
record. The selected items then display on the program sheets.
6. Sheets – A program is divided into layers, or sheets, of related functionality. Each sheet contains fields that
define a specific item on the current record.
7. Status Bar – The bottom toolbar displays information about the current session; for example, current user,
date, time, current company, and so on. You can choose the information that displays on the Status Bar.
To do this, click the Tools menu and select Options.
Fonts in the Epicor Environment

®
Using the Control Panel settings in Windows , you can choose which fonts displays within your programs and
how you install fonts on your computer.
The Epicor application is designed to be used with the Normal (100%) font setting in Windows. If you change
your Windows text size to Medium (125%) or Larger (150%), fonts may not display properly.
Standard Toolbar
The Standard toolbar contains buttons you use to manipulate data on the current record such as save, delete,
copy, and paste. The buttons found on the toolbar change based on the program you are currently using.
10.1.600 51
The following table lists the available options:
Icon Description
New - Click this button to create a new record. Some programs require you add additional new
items to the current record. For example, you add sales order lines to a sales order record.
To create these multiple items, some New

buttons also have a drop-down menu. To display
this menu, click the Down Arrow button.
Save - Click this button to save the current record to your database.
Delete - Click this button to remove the current record or record item (for example, a sales order
detail line) from the database.
Change Log - Select this button to display the Change Log. All the changes made to the current
record display within this log.
Memo - Click this button to view any memos written for the current record. If a memo or attachment
is linked to a record, a star appears on the button icon.
Call Log - Click this button to review, add, edit, or delete Call Log records.
Attachments - Click this button to access and view any files attached to the current record.
Refresh - Click this button to reload the data within the current record. Any changes made to the
open records by you or other users display within the fields.
Clear - Click this button to remove all the data from the current program. Any unsaved changes
are discarded and any open records are closed.
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Icon Description
Print - Click this button to print the current record.
Cut - Click this button to cut the current selection (usually text) and move it to the Clipboard to
later paste it elsewhere. This is a standard Windows convention and can also be achieved by pressing
Ctrl + X on your keyboard.
Copy - Click this button to copy the current selection (usually text) and move it to the Clipboard
to later paste it elsewhere. This is a standard Windows convention and can also be achieved by
pressing Ctrl + C on your keyboard.
Paste - Click this button to paste the contents of the Clipboard to where your cursor currently sits.
This is a standard Windows convention and can also be achieved by pressing Ctrl + V on your
keyboard.
Undo - Click this button to remove the last action you performed within the program.
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Navigation Toolbar
Use the Navigation toolbar to find a specific record to display within the program. All the records you created
since entering the program and the records you pulled in from the corresponding Search window are available.
The following table lists the available options:
Icon Description
Search - Click this button to launch the main search window for the current program. Use this
window to find and select all the records you want to review within the active program. In most
search windows, you can select multiple records at the same time. The search functionality is
explored later in this chapter.
First Record - Click this button to display the first record.
Previous Record - Click this button to display the record numerically just ahead of the current
record.
Current Record - This field displays the current record displayed within the program. To see a list
of all the records currently loaded into the program, click the Down Arrow button.
Next Record - Click this button to display the record numerically just after the current record.
Last Record - Click this button to display the final record.
Currency Toolbar
Use the Currency toolbar to quickly convert the transaction amounts displayed within the current record to a
different currency. When you select a different currency, all the amounts within the current record convert to
reflect the current exchange rate and conversion rule assigned the source (original) and target (selected) currency
pair.
Your company can have several currencies available. The currency functionality is explored in more detail within
the Multi-Currency Management chapter in the Epicor ERP Implementation Guide.
To use the Currency toolbar:
54 10.1.600
1. Click the Down Arrow on the toolbar.
2. The list displays the currencies available within the company. Select the currency you need.
The Currency toolbar now displays the selected currency; all the amounts within the current record update to
show the recalculated amounts.
Status Bar
The Status Bar is found at the bottom of each program window. It displays information about the current session
such as current user, date, time, current company, and so on. You can choose the information that displays on
the Status Bar. To do this, click the Tools > Options and select the information you want to display on the Global
Options > Status Bar sheet.
Tree View
The Tree View is a tool you use to navigate through the items that make up a selected, complex record.
The current record automatically displays within the Tree View. When you expand the nodes on the tree by
clicking the + icons, you can quickly locate (or drill down) to a specific item within a record.
In this example, you selected a release from order 5253. When you select this node on the Tree View, the Release
sheet automatically displays with the selected order release information.
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Sheets
A sheet is a layer of a program interface that contains related functionality and is the main input and display area
for a program. Sheets may contain grids and other elements. As you create a record, one or more sheets are
used to complete the record.
To navigate through all the sheets in a program, you click the tabs for each sheet. You can also display sheets
within the Tree View by clicking on its related node.
Some tabs group together related sheets. In this example, the Lines tab contains all the sheets related to entering
and editing order detail lines.
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Sheets can be torn off and placed anywhere on the desktop.
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In the same way that sheets of paper connected with a paper clip can be reorganized, sheets within a program
can be reorganized from their default positions.
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To reset the sheets back to their default positions, from the Tools menu, select Reset Layouts to Base.
Entry Sheets
Each program has one or more Entry sheets that hold data entry elements such as check boxes, combo boxes,
group boxes, radio buttons, and text boxes.
You use these data entry elements to enter the details for a specific aspect of a record. For example, use this
entry sheet to enter the details for an order line.
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List Sheets
List sheets display data through a grid format. These sheets are always linked to an Entry sheet – usually a Detail
sheet. If the Detail sheet can be used to enter multiple items, in this example, order detail lines, all of these items
contained within the current record display on the List sheet grid. Some list sheets contain additional information
as well.
Grids
Grids display information through a series of columns and rows. Each column displays a category of information,
like Part Number, while each row displays data from individual records.
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Grids are designed so you can quickly enter data. When you create a new item, like a detail line, you can add
the information directly through the grid. You move through the row’s fields by pressing the Tab key on your
keyboard.
1. In this example, a new row has been added to this grid. You can now use this row to enter a new detail
line on the current order.
2. You can also delete rows on a grid. To do this, highlight the row as shown and then click Delete on the
Standard toolbar.
To learn more about grid functionality, review the Epicor

Customization Guide. Information on modifying grids is
also available within application help.
New Records
You create new records using a consistent set of interface features. Most maintenance and entry programs
contain a New button and a couple New submenus you use to activate fields on sheets and then enter data. You
can also add new records by selecting a sheet and clicking the New button.
The following section explores how you add new records to the Epicor database:
1. To create a new primary record like a sales order, AR invoice group, chart of accounts, and so on, click New
on the Standard toolbar.
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2. For complex records, you create child items like detail lines and invoices. You can add these child items
through different interface features. To create a child item using the Standard toolbar, click the Down
Arrow next to the New button.
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3. Select the child item you want from this menu. In this sales order example, you select New Line.
4. You can also add new records through the File menu. To do this, first click the File menu to display its
options.
5. Highlight the New sub-menu.
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6. The list of new options appear on this sub-menu. To create a new record or child item, select its corresponding
option from this menu. In this sales order example, you select New Line.
7. You can also create new child items by selecting specific sheets and clicking the New button. To do this,
navigate to the sheet that contains the child item you need to add. In this sales order example, you navigate
to the Lines > Detail sheet.
8. Now click the New button. The fields on this sheet activate for data entry.
9. Enter the data you need on the record. When you finish, click Save.
Searches
Search programs are available throughout the application. Use these programs to find and select the specific
records to display within another program. In each search program, you can filter and organize search results
through record specific criteria. You can then select a single record or a group of records.
You launch a search window by clicking a Search button next to a key field. These buttons are found on sheets
throughout the interface. The button label indicates what specific records this search program locates. In this
example, when you click the Sales Order button, the Sales Order Search window displays where you can find
and select specific sales orders.
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Here’s how to use the primary features available on each search window:
1. Sort By – Select an option on this drop-down list to organize the search results by a specific field found in
the record. The results display in descending order.
2. Starting At – Enter a character to indicate where in the code master you would like to begin your search.
For example, enter 200 to display all sales orders starting at 200.
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3. Additional Filters – Further limit your search results. In this example, you can limit the results by Order
Type (Open or Closed) and Customer record.
4. When you define the filters you want, click the Search button.
5. The records that match your search criteria display within the Search Results grid.
6. To select specific records from the Search Results grid, highlight its row and click OK.
7. To select all search results, click the Select All button and then click OK.
You can now view the selected record or records within the current program.
You can also set up Named Searches, Quick Searches, BAQ

(Business Activity Query) Searches, Advanced Searches, and
Data Tag searches. To learn more about this search
functionality, review the Epicor ICE Tools User Guide.
Information on customized searches is also available within
application help.
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Context Menus
The Open With feature is available on many of the key data fields in the application. A triangle in the upper right
corner of a field indicates this functionality is available. You access this functionality by right-clicking while your
cursor is positioned in one of these key fields. An Open With context menu applicable for that field displays. You
can select any option on the menu such as a search program, entry program, or tracker program.
1. In this example, the context menu for the Customer field displays.
2. Select Open With from the context menu to launch various programs such as Customer Entry, Create Quote
or Customer Tracker.
3. If BPM Holds is selected, the application looks for a Business Process Management hold against this order.
This functionality places a status on certain records; this status can cause the application to do various
actions, like verify the data within the record or display an informational message.
4. You can also use this program to Cut, Copy, and Paste text within the field.
Business Process Management (BPM) functionality is a

toolset managers and system administrators use to
regulate data entry within the Epicor application. For more
details on BPM functionality, review the Epicor ICE Tools
User Guide. Information on BPM is also available within
application help.
5. Use the Select All command to select all the text within a field.
6. Use the Spelling command to launch the Spelling Checker. Run this tool to verify whether the text in the
current field is spelled correctly.
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7. Use the Tag Record command to add personal or public tags to records. The tags are unstructured text
values that provide a way to group otherwise unrelated records so that you or other users can search for
them.
8. If your company utilizes Epicor Social Enterprise (ESE), you can use the Social command to post a message
to the ESE message stream in the context of the program and displayed record.
9. You can launch Quick Searches from within context menus. For more information on this functionality,
review the Searches chapter in the Epicor ICE 3.0 Tools User Guide.
Trackers
Trackers are query programs you use to drill into the details of your database. Trackers are also a secure way for
users to view system data without updating sensitive information. Whether you are looking for related job
information, quote information, or the status of shipments, receipts, or financial transactions, trackers are the
vehicles you use to access this information in the application.
The application supports three types of trackers - display-only, status dashboards, and executive dashboards. All
types of trackers share similar features, but an individual tracker may not contain all of the features. The ability
to identify each individual tracker as one type versus the other is not important, but you should understand the
basic features and navigation techniques of all the tracker types in order to display information for a specific
business situation.
If you have Dashboard Designer privileges, you can create a

new dashboard that displays specific data you need. To learn
about creating a new dashboard, review the Epicor ICE Tools
User Guide. Information on creating new dashboards is also
available in application help.
Trackers are found in the General Operations folder for each module. Since much of the information available
in these programs also relates to other functional areas within the application, many of the trackers are found
within other modules. All trackers, however, can be found under the Executive Analysis folder in the Trackers,
Status Dashboards, or ShopVision folders.
This section provides you with an overview of the elements and navigation techniques of display-only trackers,
status dashboards, and executive dashboards.
Display-Only Trackers
Display-only trackers primarily show you information found in corresponding maintenance and entry programs.
Examples of display only trackers are Customer Display, Part Display, and the Job Tracker. The main elements of
display-only trackers are detail sheets, grids, and supplemental sheets.
Customer Display
The Customer Display tracker is a display-only version of the Customer Maintenance entry program. You cannot
add or update customer records in this tracker.
Executive Analysis > Trackers > Customer Display
1. Click the Customer button.
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2. The Search Form window displays.
3. Click the Search button to retrieve the customer records.
4. Select a customer from the list.
5. Click OK.
6. Notice the New menu option is not available. You cannot add customer records through this tracker program.
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7. Also notice the sheets and fields are identical to Customer Maintenance, but they display as read-only.
Sales Order Tracker

The Sales Order Tracker contains many elements you also find in Sales Order Entry. The Summary, Header, Lines,
and Releases sheets are identical to their corresponding sheets within the entry program. The only difference is,
like the Customer Display tracker, these sheets, and the fields on the sheets, display as read-only.
This tracker also contains supplemental sheets that provide additional transaction information related to the sales
order currently displayed. For example, you can also review the invoices, miscellaneous shipments, and consolidated
invoices created for the current sales order. These sheets are not available within Sales Order Entry.
Menu Path: Executive Analysis > Trackers > Order Tracker
1. Click the Sales Order button.
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2. The Sales Order Search window displays. Define parameters to filter the search results. Notice you can
filter the search results by a Starting At identifier, Order Type, and Customer. You can also sort the results
using different methods.
3. Click the Search button.
4. Select the sales orders that you wish to view. In this example, you click the Select All button. This indicates
you want to pull in all sales orders to the Sales Order Tracker.
5. Click OK.
6. The first sales order in the list of selected records displays within the tracker. You navigate through the
different sales orders using the Navigation toolbar at the top of the tracker. In this example, you wish to
display sales order 5176.
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7. The Summary sheet displays overview information for the selected sales order.
8. Use the Tree View to navigate to a specific sales order release.
9. When you click the release, the Releases > Detail sheet displays the current information about this specific
release.
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10. The Invoices, Miscellaneous Shipments, and Consolidated Invoices sheets are supplemental sheets not
found within Sales Order Entry. These sheets display transactions related to the selected sales order.
Click the Invoices tab to display all the invoices currently created for the selected sales order.
11. When you first display this supplemental sheet, no data displays within the Invoices grid. You need to pull
current invoice data into this sheet. To do this, click the Retrieve button.
12. Invoice data now displays in the Invoices grid. Notice in this example, invoice 10065 was created for sales
order 5176.
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Status Dashboards
Status dashboards retrieve records according to a specific status. For example, the Job Status dashboard groups
jobs together by Active, Complete, and Closed status levels. These records display on separate status sheets. The
Sales Order Status dashboard groups sales orders by Open, Late, and Completed Releases; it also displays related
Shipment statuses.
Opportunity/Quote Status Dashboard

The Opportunity/Quote Status Dashboard shows you selected quotes grouped by different statuses like Open,
Due + 1 Week, Expires, and FollowUp.
Menu Path: Executive Analysis > Status Dashboards > Opportunity / Quote Status
To use this status dashboard:
1. The Advanced Search sheet displays at the top of this tracker. To filter the search results, you can enter
search criteria into any of the specific fields.
2. In this example, you enter a value in the Cust. ID field. You can also add other values to filter the results
even more. For example, you could also enter a Part value to only display quotes for a specific customer and
part.
3. To retrieve records that match the search criteria, click the Refresh button.
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4. You can now view the Open quotes retrieved for customer Dalton by navigating to the Open sheet.
5. To review all the quotes which are due, click the Due tab.
6. The Context Menu options change based on the record and the selected column. In this example, when
you right-click the quote number and select the Open With option from the context menu, you can access
the current quote within different programs, including the Opportunity/Quote Tracker.
7. To change the Advanced Search criteria, enter the filtering values within the available fields on the Advanced
Search sheet.
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8. Click the Clear button.

You can now enter new search criteria and refresh the dashboard with new information.
Executive Dashboards
The executive (ShopVision) dashboards display strategic data required for critical short and long term decisions.
The data displays in an enhanced dashboard which contains a dynamic graphing tool you use to sort and group
the data in a grid, pie chart, or bar chart view. If your organization uses the ShopVision module, these powerful
dashboards are available to you.
In order for these dashboards to display current data, its executive query must be refreshed. This enhanced query
pulls data from two tables and combines, or aggregates, this data for dimensional views. You then review this
data through both grid and chart displays.
During this example, you learn how to display data within the Supplier Performance executive dashboard.
Execute a Process Set

Before you launch the Supplier Performance executive dashboard, you need to populate its executive query with
data. You do this by either scheduling, or immediately executing, a process set. A process set contains one or
more related programs you wish to run in a sequence you define. Each program linked to the process set is
considered a task. When a process set executes, all tasks linked to it are launched in the sequence defined by
the process set; they then generate current data.
When you schedule a process set, the data is updated during a regular schedule you select. You explore how to
assign schedules to process sets in the Automatic Data Processing chapter in the Epicor ERP Implementation
Guide. You can, however, always run, or execute, a process set immediately to gather current data for an executive
dashboard.
Menu Path: System Management > Process Sets > Schedule Process Set
To run a process set:
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1. From the Process Set drop-down list, select a process set that populates the executive dashboard. In this
example, zSVSupplierPerf – EPIC06 refreshes the Supplier Performance executive dashboard with current
data.
2. From the Schedule drop-down list, select Now. This indicates you want this process set to run immediately.
3. If you want this process to run on an automatic schedule, you would select a schedule other than Now and
then select the Recurring check box.
4. In the User Description field, enter Supplier Performance Today.
5. Click Submit on the Standard toolbar.
6. Close the Schedule Process Set window.
Populate Supplier Performance

You now launch the Supplier Performance executive dashboard and display the current data.
Menu Path: Executive Analysis > ShopVision > Supplier Performance
1. To display the data you just gathered through the process set, click the Refresh button.
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2. Data displays within the executive dashboard. Each executive dashboard defines its search fields and criteria
as dimensions. Select a different dimension from the available options to display the data you refreshed
through the process set. From the Dimension ID grid, select Buyer.
3. From the Dimension Detail grid, select Brian Howard.
4. The Summary Data grid populates with the current monthly receipts totals for Brian Howard.
5. Click the Fiscal Year Performance tab; the Summary Data grid displays Brian Howard’s performance year
to year.
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6. Notice the chart view also updates to display Brian Howard’s fiscal year performance information.
7. If you need, click the Settings tab to modify the chart used to graphically display this data.
Epicor Everywhere Framework
Epicor Everywhere Framework™ is a unique technology that stores all client business logic as tagged XML metadata.
This permits Epicor applications to run as smart clients, Web clients or mobile device applications, all from the
same source code. This framework also ensures that user customizations and personalizations stay compatible,
whatever the user interface.
Epicor Web Access

Browser-based clients provide a more convenient way to access business information and are easier to deploy.
Epicor Web Access™ displays programs as web forms within a browser window and is a significant part of the
Epicor Everywhere Framework.
These forms are generated from Epicor ERP 10 programs. Because of this, the appearance and functionality of
the Epicor Web Access forms is nearly identical to the Epicor smart client programs, but do not require the
installation of the Epicor client. You can run Epicor Web Access programs on multiple operating systems and on
multiple devices including handheld devices.
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Your system administrator gives users permission to launch the Epicor Everywhere (web-based) interface through
User Account Security Maintenance. The Options sheet contains the Allow Epicor Web Access check box; once
your system administrator selects this check box for your user account, you have rights to log into the web-based
interface. Just like any other web site, you point your web browser to the web address for your Epicor application.
And just like the smart client, you need to enter your user ID and password to view the web forms.
Enhanced Menu Interface
The enhanced menu introduced in Epicor 10 smart and web client is the new way of navigating around the ERP
application. The modern environment is more touchscreen-orientated for use on mobile devices such as tablets,
but can you also use the keyboard and mouse and make use of the environment on a traditional PCs.
To use the primary controls of the new Epicor Web Access environment:
1. Use the sliding Options Bar at the top to access the Standard menus and the Options Toolbar.
2. Below the Options bar, you can switch between the Main Menu and the Favorites menu.
Use the Main Menu to access all programs available for the current user. The Favorites menu provides access
to the commonly used programs set up in your environment.
3. The Menu interface can be viewed in two ways, the Zoom view and the Tree view. You can switch between
the View modes using the icons on the Options toolbar. The Zoom view is designed for touch screen devices.
It displays the menu for the current Company and Site and it allows the user to focus on one section of the
menu. As the folders are selected on the left, their contents are displayed on the right side. The Tree view
displays the application tree on the left of the screen. You can navigate through companies, modules and
related programs by clicking on branches and nodes.
4. In this example, the menu interface is displayed using the Tree view.
5. The Contents pane displays the contents of the folder selected in the left portion of the screen.
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6. You can toggle between the List view and the Tile view using the icon found in the top-right corner of the
Contents pane. The List view displays the contents of the selected folder as the list of small icons. In this
example, the Tile view is used and items display as rectangular tiles.
7. The Context Menu in Epicor Web Access is activated by right-clicking on a menu item. The available options
for the selected item display in the sliding bar at the bottom of the site.
You can use the context menu to perform various actions such as display the selected item in a new window
or add the selected item into the list of Favorite items.
For more information on the available menu controls, review the Epicor Web Access topics found in the
Supplementary Programs and Tools section of the Application Help.
Web Forms Navigation
Epicor Web Access provides a rich user experience supporting touch gestures; they are designed for use on mobile
devices such as Windows 8 tablets, but can you also use the keyboard and mouse and make use of the web
environment on a traditional PCs.
To navigate within a web form:
1. From the menu, launch the program you want to execute. In this example, you launch Sales Order Entry. If
you click the top left button, the pull-down style menu displays. In EWA forms, this button replaces the
toolbar that has all the dropdown menus and all the tool buttons at the top of the smart client form.
2. All of the frequently used buttons display at the top for convenience.
3. All other buttons, including applications-defined buttons are placed at the top of the pull-down menu.
4. The menu items correlate to the menu bar items in the win app. As you click through them, the current
items slide off to the left and new items slide in from the right.
5. Navigating through sheets within a program is performed using the breadcrumb navigation that always
displays the current level of selected program sheets.
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6. If a sheet has child sheets, the small arrow at the right of the heading displays as an indicator.
7. If you click the down arrow at the left side of the breadcrumb, a menu drops down that allows you to
navigate through all of the tabs to find the one you want. As you click through the items on the left, the
child items are displayed on the right. If you click a tab that has children on the right, then the left items
slide off, and the new items slide in.
8. When you click an item that is underlined, then the menu closes, and the selected panel is loaded onto the
page.
9. In this example, you display the Salespersons sheet.
When you use EWA using a touch-screen device, you can

navigate through sheets by dragging your fingers on the
display. This way, you can swipe right or left in the main
body of the panel to move to the next or previous item
in the breadcrumb list. For example, if you are currently
on the Summary panel, swiping from right to left will
open the Header panel. Then if you swipe left to right,
you will be returned to the Summary panel. You can also
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swipe up or down to invoke screens based on the context

of the current tab.
For more information on how to navigate within web forms using the available controls and gestures,
review the Web Forms Navigation topics found within the Application Help.
10. To record your information, click the Save button on the Standard toolbar.
11. To exit a program, click the red x on its tab.

For more information on how to navigate within web forms, review the Epicor Web Access topics found
in the Supplementary Programs and Tools section of the Application Help.
Epicor Mobile Access

The extension of the Epicor Everywhere Framework™ to generate properly sized Web forms for mobile platforms
including Blackberry, iPhone and Android is achieved by leveraging the existing mechanism of Windows form
generation from an Epicor Dashboard.
Since the mobile dashboards that support Epicor Mobile Access (EMA) are built using the dashboard technology
and Updatable BAQ technology, it is simple to create web applications that implement business functionality on
mobile devices. Web browser-based mobile forms can be constructed as a Dashboard and then generated with
form navigational elements for your mobile device of choice.
Epicor Mobile Access makes it much easier to deploy complex functionality to individual users, by delivering
standard business functionality with browser access directly to a mobile device. It provides a framework for easy
navigation and use, so that it's possible to create and deploy very complex entry screens including standard status
queries to any supported mobile browser. EMA is based on the results of BAQs and Dashboards and mobile apps
can feature updatable fields for two way synchronization of information.
The images in this guide depict an iPad simulator. For a

complete list of supported devices, review application help or
contact your Epicor Account Manager.
1. Once you are logged into Epicor’s Mobile menu from your mobile device, you have access to the Mobile
Menu and System menu options. You deploy mobile dashboards to the Mobile Menu directly from the
Dashboard program but you can also define what displays on this menu using the Menu Maintenance
program.
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2. The System menu is where you define your configuration and other mobile device settings.
3. When you select the Mobile Menu, all mobile dashboards display for selection. In this example, you select
the Customer Contact Update dashboard.
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4. The primary view in this dashboard displays the list of existing customers.
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5. Once you select a customer from the records presented, you can navigate to another view that presents the
list of customer contacts.
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6. Since this dashboard uses the updatable Business Activity Query as its datasource, you can use it to update
database records directly from a mobile device. To update and edit the contacts for this customer, click Edit.
7. To enter a new contact for this customer, click the New button.
8. You can now enter the new contact information.
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9. When finished, click Save to update the changes on the server.
10. Th grid now displays the new contact record you entered.
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11. To exit the application, navigate back to the Mobile Menu and select Log Off.
To learn more about this functionality, review the Epicor ICE Tools User Guide and Epicor Mobiles Access topics
within the application help.
Epicor Smart Client

Epicor takes full advantage of Microsoft’s .NET smart client technology to deliver a rich user experience in a
traditional local client environment. Smart clients deploy easily and offer users a powerful interactive experience
- an experience that takes advantage of local resources to connect intelligently to distributed data sources. The
Epicor smart client delivers the rich functionality that users expect, including tear off sheets, user sizeable screens,
navigation trees, drag and drop attachments, and drill down navigation.
The images in the chapters of this guide depict the Epicor Smart Client.
Epicor University Resources
As with any investment in enterprise software, the documentation and education content is nearly as important
as the application itself. Epicor University offers documentation, education, and other content that delivers
relevant, context driven information directly to stakeholders and end users. This comprehensive set of educational
and documentation resources shorten your return on investment while maximizing your organization’s use of
the Epicor application.
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Release Documentation
During your Epicor ERP software installation and implementation, the release documentation is the first set of
documentation you will use. Start Here Cards accompany any physical media, like DVDs, shipped by Epicor. These
cards contain installation instructions and information on how to contact support.
Epicor’s release documentation is located on EPICweb, Epicor’s customer portal. On the Epicor ERP 10
documentation pages in EPICweb, you will find documentation content specific to Epicor ERP 10 such as installation
guides, migration guides, and release notes.
Installation guides are instructions that explain how to install a product and can include pre-installation, installation,
and post-installation steps. They also contain information on how to install and configure additional programs
and features delivered by Epicor, such as Enterprise Search, Education Module or Epicor Web Access. Migration
guides discuss principles and actions existing customers must follow to upgrade their previous Epicor installations
to Epicor ERP 10. Release notes contain late-breaking information directly related to a specific version and can
include basic installation steps, required configuration, and change lists. The guides are also found on the Epicor
ERP 10 support pages in EPICweb.
Feature Summary
Feature Summaries are high level overviews of all the major, new functionality released with each version of an
application. This deliverable is designed for anyone who needs a review of the enhancements provided with each
version and service pack release.
The Epicor ERP Version 10 Feature Summary is found on the Help menu within the Epicor application. You can
also view the Epicor Feature Summary on EPICweb - Epicor’s customer portal.
To use the Feature Summary:
1. To access the Feature Summary from the Modern Shell Menu, first click on the Help tile found on the Home
Page.
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2. On the Help page, click Feature Summary.
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To access the Feature Summary using the Classic Style

interface, from the Help menu, select Feature Summary.
3. The Feature Summary is organized into two parts. The Feature Highlights section contains the features
introduced in Epicor ERP 10. Within the highlights section, features are organized first by module group (for
example, Sales Management) and then by module (for example, Demand Management). If you are upgrading
the Epicor application, review this section to see the features added with the latest release.
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4. The Epicor University Resources section documents the current educational resources available through
Epicor University. Review this section to learn about these resources and where you can locate them.
5. Each feature is concisely described to give you a snapshot of its purpose.
Application Help
You can access the application help in multiple ways. You can launch application help from the Help menu found
on most windows. Likewise, you can launch application help by pressing the F1 key on your keyboard; the topic
linked to the current program or selected sheet displays. Lastly, you can launch application help from within the
Field Help window. The Field Help feature is discussed later.
The main features of Application Help:
1. The Content pane displays the selected documentation.
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2. Notice the Epicor icon next to the program name. This icon indicates you can click the program name to
open the form for this program directly from the content, providing a tight integration between application
help and the application.
3. Click any link within the topic to display more information related to the current topic.
4. In the Search field, enter the word or phrase you want to search. In this example, an advanced search was
used to search for an exact phrase. For more information on advanced searches, review application help.
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5. Click the Search button (magnifying glass) to activate the application help search.
6. Any topics that contain the word or phrase display within the Content pane. Notice that each topic displays
with a brief summary of the content it contains. Topics which contain the most instances of the word or
phrase appear highest in the search results.
7. Click a link within the search results to display that specific topic.
8. Use the Forward and Backward buttons to move through the help topics you have viewed during the
current session.
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9. Click the Print button to print a hard copy of the current help topic.
10. Use the Table of Contents pane to navigate through all the topics within application help.
Annotate Help Topics

You can annotate a help topic so users can review information related to your business workflow. You create
annotations within the Help window. Here’s how:
1. Click Annotations located at the bottom of the Help window.
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2. The Annotations panel displays.
3. Click the Thumbtack button to pin the window in place.
4. Notice you can create two annotations for each topic:

• You can create a User annotation that only displays when you log in with your User ID, so no other users
can view it.
• You can also enter a Company annotation; anyone within your company can view this help topic
annotation. Use this feature to customize a help topic so it contains information specific to your company
or industry.
5. To create an annotation, click the Down Arrow next to the New button. Select either New Annotation
or New Company Annotation. If either annotation already exists, you cannot select its respective option.
In this example, a user annotation already exists for this topic, so this option is not available.
6. Enter the annotation within the field.
7. To record the annotation, click Save.
8. To remove an annotation, highlight it on the grid and click Delete.
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9. Click Print to print a hard copy of the current annotation.
Field Help
You can access field help within each program. Both the field description and the data dictionary display for your
information. Field help is designed to display in a dockable sheet.
All users can view the field level help. These field descriptions are pulled from the application help. If you have
security permissions, you can also view the technical details for a field. You use this level of field help when
customizing windows (forms), writing reports, and creating queries or dashboards.
You activate field help within each program. Here’s how:
1. Navigate and launch the program which contains fields you want to view.
2. From the Help menu, select Field Help.
3. The Field Help window displays.
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4. Click the Thumbtack button to pin the window in place. If you do not click this button, the Field Help
window automatically minimizes to the side of the window (form).
5. Select a field on a sheet. In this example, you select the Resource Group field.
6. The field definition from application help displays in the Field Help window.
7. If you wish to display the Help topic for the current sheet, click the Open Help Browser button.
8. If you have security rights, you can also display the technical details on a specific field. To do this, click the
Technical Details button.
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9. The Field Help window now displays the technical details on each selected field such as field name, format,
and data type.
10. Continue to click other fields. When you finish, click Close on the Field Help toolbar.
Technical Reference Guides

Technical reference guides provide users with detailed information on complex functionality in the Epicor
application. The current series of technical reference guides include: EDI and Demand Management, Inventory
Transactions, Job Costing, Material Requirements Planning, Multi-Site, Performance Diagnostic and Troubleshooting,
Performance Tuning, Virtual Environment Tuning, Configurator, Posting Engine, and Scheduling.
1. The Technical Reference Guides topic contains a complete list of all the guides available within application
help. This topic, found under the Epicor 10 Getting Started > Educational Resources node on the Table
of Contents pane, also has links to each guide.
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2. The technical reference guides are found under the Working with section for the applicable module.
3. The guides are fully integrated in the application help, so you can use the Search field to locate specific
topics within these guides.
4. Each technical reference guide is also available in a separate .pdf file format.
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Embedded Courses
Epicor University’s extensive library of educational materials provides you with an excellent platform to develop
an effective training program for your organization. The wide range of resources cover all aspects of the Epicor
application, enabling you to choose the best options to meet your needs and tailor programs to your organization’s
preferences.
Embedded courses use the same interface as application help. You can open the form for a program directly
from the content, and you can use the Search field to locate specific words or phrases.
To use Embedded Courses:
1. To access the embedded education using Modern Shell Menu, first click on the Help tile found on the
Home Page.
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2. On the Help page, click Education Courses.
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When using the Classic Style interface, click the

Education Courses button on the Main Menu toolbar.
3. Within the Education Courses window, use the Tree View to expand a Module Group. The courses available
for the group display under this parent node; in this example you have expanded the Production
Management node.
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4. Select the course you need. In this example, you select the Material Requirements Planning course.
5. The Course Name field identifies the course.
6. Review the License Information for details on how long the selected course is available.
7. The Description field displays a description of the course, the target audience, and any prerequisites.
8. If you wish to take the current course, click Launch.
9. The course displays in the Help Viewer window.
10. Use the Search functionality to locate topics in this course which contain words that match your search
text.
11. Use the Tree View to navigate to a specific topic within the selected course.
12. The course topic you select displays within the Content pane.
13. Each course is also available in a separate .pdf file format. This file is found in the Before You Begin topic.
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14. Click the Printable version of course link.
15. Notice the Epicor icon next to the program name. This icon indicates you can click the program name to
open the form for this program directly from the content, providing a tight integration between embedded
courses and the application itself.
Epicor may release new or updated courses with service packs or patches. Contact your Epicor Account Manager
for details on education course licensing and the current course catalog.
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Annotate Course Topics
You can annotate a course topic so the embedded course contains custom procedures and information related
to your business and industry. Users can also create their own annotations to keep notes on a specific course
topic. You create annotations within the Embedded Course window. Here’s how:
1. Click Annotations panel located at the bottom of the Embedded Courses window.
2. The Annotations panel displays.
3. Click the Thumbtack button to pin the window in place.
4. Notice you can create two annotations for each topic:

• You can create a User annotation that only displays when you log in with your User ID, so no other users
can view it.
• You can also enter a Company annotation; anyone within your company can view this course topic
annotation. Use this feature to customize a course so it teaches procedures specific to your company or
industry.
5. To create an annotation, click the Down Arrow next to the New button. Select either New Annotation
or New Company Annotation. If either annotation already exists, you cannot select its respective option.
In this example, a company annotation already exists for this course topic, so this option is not available.
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6. Enter the annotation within the field.
7. To record the annotation, click Save.
8. To remove an annotation, highlight it on the grid and click Delete.
9. Click Print to print a hard copy of the current annotation.
User Guides
Epicor University also maintains a series of user guides that provide a complete overview of the major functions
within an application. These user guides contain both screen shots and accompanying text to help you more
easily understand the specific program or function.
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Epicor has also developed separate printed user guides on various tools you can use with your application. Contact
your Epicor account manager to order these user guides. These guides are also available as .pdf files from the
EPICWeb site. Some of these .pdf files may also be available within the application help.
• Epicor Application User Guide – This guide illustrates the manufacturing and distribution features available
in your Epicor application. The main features of each module are described along with other unique functions.
This guide is intended as a starting point; use it to strategize which features you should leverage to match
your business needs.
• Epicor ERP Implementation User Guide – This guide provides you with a thorough description of the
various implementation features you may need – from defining how a company processes records from the
Order Management module to automatically populating reports and trackers with data.
• Epicor ICE User Experience and Customization Guide – This guide provides an in-depth exploration of
the interface tools available within the Epicor ICE framework. This guide begins by exploring startup methods
available within the configuration settings file. It then examines the functionality for styling the look of the
interface and personalizing specific programs. The customization tools are thoroughly documented - basic
customization tools, managing customizations, and modifying user-defined tables. This guide concludes with
chapters on localizing the application and building a customized solution.
• Epicor ICE Tools User Guide – This guide provides a detailed exploration of the data flow tools available
within the Epicor ICE framework. This guide examines business activity queries (BAQs) and how you incorporate
your BAQs for custom use on search programs, BAQ reports, smart client dashboards, executive dashboards,
and mobile device dashboards. The rest of the guide documents the tools you use to regulate, secure, and
distribute data throughout your organization including the Business Activity Manager and Business Process
Management.
• Epicor Service Connect User Guide – This guide provides an in-depth, task-based approach to creating
workflows that can automate processes across one or more enterprise-level applications. The guide begins
by explaining Service Connect concepts and then progresses into detailed descriptions of the various
components such as the Administration Console and Workflow Designer.
• Epicor Advanced Financial Reporting User Guide – This user guide explores the entire Epicor AFR
application. It begins by describing the various environments you need. It then details data replication, a
process that pulls financial data out of your source database and pushes it out to an AFR report server. This
guide concludes by describing how you create the SSRS reports for display through printing or the Report
Viewer.
• Epicor Enterprise Performance Management User Guide – You can use this guide as a starting point to
learn about the complete set of tools and applications that let you plan, execute, and analyze at both strategic
and tactical levels. The content includes Epicor Advanced Financial Reporting, EPM Server (including Cube
Connect), EPM Content Packs, and EPM Performance Canvas.
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Chapter 2 | Customer Relationship Management Epicor ERP Application User Guide
Chapter 2: Customer Relationship Management
Customer Relationship Management (CRM) is equipped with the tools you need to find more prospects and quickly
convert them to satisfied customers. As a marketing tool, the CRM module contains functionality to create a marketing
campaign and then track it within the application through events, activities, and ultimately the leads generated from
the event. The responses from a given activity (the piece with which the marketing message is delivered) are entered
into the CRM module as leads. From that point, leads are tracked through the application to the eventual order. The
chapter begins with setup steps to create a marketing campaign - defining the type of marketing activities you wish
to track, identifying the specific advertisements, and including your advertising publications.
Once a lead is found, the CRM functionality helps manage the entire sales process more effectively with features such
as workflow and forecasting. As a sales and management tool, the CRM module assists managers with guiding
employees through the sales quote and order process. When leads are entered into the application, these records are
assigned to the respective sales personnel based on territory and region definition. Tools are provided to define and
adjust the territories, regions, and sales force. Your sales force is guided through a specific sales process through task
lists. The contacts and activities that nurtured the lead into a quoted stage are tracked. The Salesperson Workbench
is a tool your salespeople use to manage the complete prospect-to-customer life cycle. It can also provide an accurate
review of forecasts by tracking the pipeline. A quote can be easily turned into an order using the Push method directly
from within the Salesperson Workbench.
The chapter concludes with an overview of the Case Management module. From initial call to resolution and follow-up,
the Case Management module provides a customer-focused solution for personalized, high-quality service. The Case
Workbench, a comprehensive one-stop solution, enables your service team to manage current case load and respond
quickly to customers for industry leading customer satisfaction.
If your Customer Relationship Management (CRM) license is installed

and functional, the Epicor Application displays an alternate Main
Menu than the one shown without CRM.
With the CRM license, the Sales Management module is referred to as Customer Relationship Management. Additionally,
the functionalities that correspond to the Customer Relationship Management folder are found under the Sales and
Marketing Management folder.
Setup
This section describes the primary records you need to create for the Customer Relationship Management module.
These programs are contained within the Setup folder for this module. Only the primary records are described
here. Some areas within the next Operations section may also document setup records if they are required for a
specific workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for this module;
the Configuration topic details the options you define within Company Configuration. You can also review the
Company Configuration chapter in the Epicor ERP Implementation Guide.
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Epicor ERP Application User Guide Customer Relationship Management | Chapter 2
Customers
The Customer Maintenance program is the backbone of CRM. Sales people use this program to track businesses
you hope to sell products and services. Customers are used to create quotes, sales orders, and accounts receivable
invoices.
This section reviews those sheets and fields that pertain to the CRM module. Review the Opportunities and
Quotes chapter for more information about sheets within Customer Maintenance that pertain to quotes and
sales orders.
Menu Path: Sales Management > Customer Relationship Management > Setup > Customer
To add a customer:
1. Click the New button on the Standard toolbar.
2. Enter a unique Customer ID.
3. In the Name field, enter the complete name for this customer.
4. Select the customer type from the Type list. The options are:
• Customer – Indicates you have sold products or services to this business.
• Prospect – Indicates your sales team has sent quotes to this business.
• Suspect – Indicates a potential customer that has not yet been contacted by your sales team.
In this example, you use the default Suspect value. The customer type automatically changes to prospect
once a quote is generated for this customer; likewise, the customer type automatically changes to customer
once a sales order is placed for this customer.
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5. In the Customer Address area, add the Address,City,State,Postal Code, and Country.
6. Click the Get Territory button to assign a sales territory to this customer. The application matches the city,
state/province, country, and postal code of the customer address with your defined sales territories. Then
the most applicable territory for this address is assigned and displays in the Territory field. Sales territories
are discussed later in this chapter.
7. Select the Territory Locked check box to indicate this customer always remains in this territory regardless
of any territory restructuring you may do. You can use this feature to ensure the same salesperson remains
assigned to this customer record.
8. The salesperson designated as the primary person for the selected territory defaults in the Salesperson field;
if you need, however, you can change this value.
9. Enter the customer’s Phone,Fax,Email, and Website.
10. Click Save.
Add Ship To Information

Use the Ship To sheets to enter and edit shipping information about the current record.
1. Click the Down Arrow next to the New button; select New Ship To.
2. Enter a unique Ship To ID.
3. The customer defaults into the ship to Name field; if you need, you can change this value.
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4. To indicate this location is the most common shipping address for this customer, select the Primary Ship
To check box. This ship to location becomes the default shipping address for sales orders created for this
customer.
If you generally ship items to the billing address, do not

designate any shipping address as the primary ship to
location.
5. In the Ship To Address area, add the Address,City,State,Postal Code, and Country.
6. Specify the Salesperson who handles this ship to location. The salesperson defined on the Customer >
Detail sheet displays.
7. The Territory Source field indicates how you will select the sales territory for this ship to address. Options
include:
• System Select – If you select this option, the Get Territory button becomes available. When you click
this button, the application matches the city, state/province, country, and postal code of the ship to
address with your defined sales territories.
• Synchronize to Customer – This option assigns the territory defined on the Customer > Detail sheet
to this ship to address.
• Locked – Select this option to manually assign a territory to this ship to location using the
Territory drop-down list.
8. Click Save on the Standard toolbar.
Add Contacts
You can create contacts directly within Customer Maintenance. Contacts play an important role in the application,
as they default into programs (such as Opportunity/Quote Entry and Order Entry) and print on various forms.
To create a contact:
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1. Click the Down Arrow next to the New button; select New Contact.
2. The Contacts > Detail sheet displays. Optionally, select the Person/Contact identifier for this contact
record if one exists. If one does not exist, the application uses the values in the contact information fields
to automatically create a person/contact record.
3. Enter the Name of the contact.
4. From the Role list, select the area of responsibility this contact performs within the customer’s company.
You can create person/contact records within

Person/Contact Maintenance, and then use these
person/contact records on related records as you need.
To learn about this functionality, review the Epicor ERP
Implementation Guide. Role codes are defined in Role
Code Maintenance. For more information about this
program, review the Time Management chapter.
Application help also contains details about both
maintenance programs.
5. Use the Phone/Fax area to add information such as phone numbers for work, cell, and home.
6. When selected, the No Contact check box indicates this contact is not included in marketing lists; marketing
information will not be sent to this customer.
7. If you want name and phone changes made to this contact record to automatically update the linked person
record within Person/Contact Maintenance, select the Sync check boxes that apply.
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Attach Industry Classes

Industry classification systems are used by government localities to categorize each industry by its type of economic
activity. Classification systems (called types in the Epicor application) are made of industry class codes that further
divide these types into sectors, such as construction, forestry, and healthcare. Some common industry class types
include The International Standard Industrial Classification of All Economic Activities (ISIC), The North American
Industry Classification System (NAICS), and The Standard Industrial Classification (SIC).
To learn how to create industry class types and industry class

codes, review application help. To learn how to create Business
Activity Queries (BAQs), review the Business Activity Queries
chapter in the Epicor ICE Tools User Guide. To learn how to
create marketing campaigns and marketing lists, review the
next sections within this chapter.
You can attach the industry class types and codes most relevant to each customer record. Then by using a Business
Activity Query (BAQ), you can analyze the data to find out, for example, the industry sectors your new customers
belong or to determine the industry sectors you want your marketing campaigns to target.
To add an industry class type and industry class code to a customer record:
1. Click the Down Arrow next to the New button; select New Industry Class.
2. The Industry Classes > Detail sheet displays. Select the Industry Class Type from the drop-down list.
3. Click the Industry Class Code button to find and select the industry class code you want to add for the
industry class type you selected.
4. To indicate this industry class code is the primary code for this industry type for this customer, select the
Primary for type check box.
Continue to add all the industry class types and industry class codes you need.
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Marketing Activity
Use Marketing Activity Type Maintenance to classify the types of marketing events you do.
Menu Path: Sales Management > Customer Relationship Management > Setup > Marketing Activity Type
To create a marketing activity:
2. In the Activity Type field, enter the identifier for the marketing activity.
3. Now enter a Description. This value displays when adding a marketing event.
4. Click Save.
Marketing Advertisement
Use Marketing Advertisement Maintenance to create a list of advertisements, such as slogans, you will associate
with specific marketing events.
Menu Path: Sales Management > Customer Relationship Management > Setup > Marketing Advertisement
To create a marketing advertisement:
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2. In the Code field, enter the identifier for the marketing advertisement.
3. Now enter a Description. This value displays when adding a marketing event.
4. Click Save.
Marketing Publication
Use Marketing Publication Maintenance to create a list of the publications you leverage in your marketing efforts.
By using these records, you can then track the publications you use within the events of the marketing campaign.
Menu Path: Sales Management > Customer Relationship Management > Setup > Marketing Publication
To add a marketing publication:
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2. Enter the marketing publication identifier in the Publication field.
3. In the Description field, enter a concise explanation of this marketing publication. This value displays when
adding a marketing event.
4. Click Save.
Marketing Campaign
Use Marketing Campaign Maintenance to track your campaign information such as start and end dates, campaign
budgets and costs, estimated and actual revenue, and related events.
Menu Path: Sales Management > Customer Relationship Management > Setup > Marketing Campaign
To create a marketing campaign:
2. Enter the marketing campaign identifier in the Campaign field.
3. In the Description field, enter a concise explanation of this campaign. This value displays on the opportunity
or quote record.
4. Define the Start and End dates for the marketing campaign.
5. Enter the campaign Budget.
6. Enter the Estimated Revenue you expect from the marketing campaign.
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7. Once the campaign is complete, update the Total Cost to run the campaign and the Actual Revenue that
resulted from the campaign.
8. Click Save.
Add Marketing Events

A marketing campaign must have at least one or more events.
To add a marketing event:
1. Click the Down Arrow next to the New button; select New Event.
2. The application generates the Event identifier. This value cannot be changed.
3. Optionally, enter the Project ID assigned to this event. Use this feature when the market event is included
in a larger project, and you need to monitor the costs created by the event. To learn more about creating
projects, review the Project Management chapter.
4. Enter the event’s Start and End dates.
5. Select the marketing Activity Type,Advertisement, and Publication assigned to the event. You create
these records in maintenance programs described previously in this chapter.
6. You can define the Budget and the Estimated Revenue, as well as record the Total Cost and the Actual
Revenue for each event assigned to a campaign.
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7. Continue to add events as you need. When you finish, click Save on the Standard toolbar.
Marketing List
Use the Marketing List program to pull together contact information from your customers, prospects, and suspects.
Then, after you have the contacts you need, you can export the list to an external program where you can generate
mailing labels, create direct mailers, and so on.
Menu Path: Sales Management > Customer Relationship Management > Setup > Marketing List
To create a marketing list:
2. Enter an ID and Description for this marketing list.
3. Click the Campaign/Event button to find and select the marketing event you want to associate with this
list.
4. Now you are ready to add items to your list. On the List Query sheet, click the Query button to find and
select the query from which you want to pull customer records. In this example, you select the Customer
Contact (zCustContacts) query.
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5. If you only want suspects and prospects, that is, no customers, brought into the list, select the No
Customers check box.
6. Click the Pull List button to pull the database contact records into your marketing list.
7. The List Items sheet displays the contacts pulled into the marketing list.
8. Highlight a contact in the Marketing List Items grid.
9. To remove the contact from the list, click Delete.
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10. When you finish, click Save.
11. You can export a marketing list you wish to use in an external application, such as Microsoft® Excel®. To
do this, click the Actions menu and select Export.
12. Browse to the location you want to save the file.
13. Use the Options section to create a call or task related to this marketing list.
14. Click OK to export the file to the specified location.
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15. Open the file in Microsoft® Excel® to maintain the information.
Work Force (Sales Team)
The sales team work force is the group of persons involved in the case management or sales management process;
these persons resolve tasks assigned to these processes. You can also associate customers and sales orders with
specific work force people. The work force people you assign to a sales order receive a commission based on the
values you enter in Work Force Maintenance.
Menu Path: Sales Management > Customer Relationship Management > Setup > Work Force
Create a Work Force Person Record

To create a new work force person:
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2. Enter a Work Force ID, a code that uniquely identifies the work force person.
3. Optionally, select the Person/ Contact identifier for this work force record if one exists. If one does not
exist, the application uses the values in the work force information fields to automatically create a
person/contact record.
4. Select an appropriate Role for the person. When tasks are assigned, eligible work force people are determined
by their role code
5. From the Reports To drop-down list, select the person to whom this work force person reports. This list
displays the records in Work Force Maintenance.
If you have an individual who needs to be defined on

multiple records, like a shop employee who is also a work
force member, you can define this person in
Person/Contact Maintenance first and then link this person
record to other records throughout the application. To
learn about this functionality, review the Personnel chapter
within Epicor ERP Implementation Guide.
6. Use the Commissions section to define the default rate the application uses when calculating commissions
for this work force person, and to define when a commission is earned. Options are Invoice and Payment.
7. Use the Sales Manager section to assign the degree of confidence this work force person has to turn a
lead/quote into an order.
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8. If you want to allow this work force person to view sales territories or pipeline activity within the Salesperson
Workbench, select the View all Territories or View Company Pipeline check boxes.
9. Click Save.
Add an Authorized User

You may want to designate another work force person as an authorized user for the current work force person.
Authorized users, such as managers, would then have permission to view, add, and maintain sales-related records,
or to approve phases of the workflow process.
To add an authorized user to a work force record:
1. Click the Down Arrow next to the New button; select New Authorized User.
2. Select an Authorized User from the drop-down list.
3. Select the Default check box to designate this authorized user as the default value for the work force
record.
4. When finished adding authorized users, click Save on the Standard toolbar.
Sales Region
A sales region is a group of sales territories. Sales regions are used to track and analyze sales statistics for geographic
areas. A region is also a required field when defining sales territories.
Menu Path: Sales Management > Customer Relationship Management > Setup > Sales Region
To create a new sales region:
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2. Enter a meaningful identifier for the sales region in the Region field. In reports that have limited space, only
the Region ID displays.
3. Enter a concise Description.
4. Select the country where the sales region is located from the Country drop-down list.
5. From the Sales Manager drop-down list, select the sales manager assigned to this region.
6. Click Save.
Task Type
Use Task Type Maintenance to classify tasks by the type of function it serves; for example, call or meeting.
Menu Path: Sales Management > Customer Relationship Management > Setup > Task Type
To set up a task type:
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2. Enter a Code that identifies the task type used during the sales process.
3. In the Description field, enter a concise explanation of the task type. This description displays when
maintaining tasks.
4. Click Save.
Tasks
Tasks are the action items, or milestones, created and assigned to each step in the sales process, from opportunity
or quote to the sales order and follow-up. Tasks are also used to track other activities, such as credit approval or
engineering requirements, not directly related to the sales process.
Menu Path: Sales Management > Customer Relationship Management > Setup > Task
To create tasks:
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2. Enter the task identifier in the Task ID field.
3. The Description displays on opportunities and quotes as well as in Task Set Maintenance. This program is
described in the next section.
4. The Priority code is not required, but can be used to weight the importance of a task. The default is 50;
you can enter a range of 1-99.
5. Select the Task Type that corresponds to this specific task.
6. Select the Role Code associated with this task. Only members assigned this role have access to this task.
7. If users are required to complete this task, select the Mandatory check box.
8. You can assign multiple persons within a role to a task. If you want the application to mark this task (or
milestone) as complete when any person assigned to the task marks it as complete, select the Any
Approver check box.
9. The application can automatically send a message, or alert, to specific users when this task is created or
finished. To activate this feature, select the Send Alert Complete and Send Alert Create check boxes.
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Continue to add all tasks you need.
Task Sets
Defining the sales process workflow you want your work force to follow is a key part of winning business for
your company. You can set up multiple workflow task sets to either guide or control the process within your
sales environment. They can be as simple as a “to do” list of guidelines or as complex as a rigid series of mandatory
tasks that require electronic signatures at key milestones. You decide how to best leverage this powerful workflow
tool.
Once individual tasks are identified, you organize them into a task set. Within the task set, you arrange the
milestones (tasks) into the sequence you want viewed within Opportunity/Quote Entry, assign responsibility,
define the number of days to complete the milestone, and add any related tasks. You can create complex,
branching workflows that can handle the requirements you need.
Menu Path: Sales Management > Customer Relationship Management > Setup > Task Set
Create a Task Set

To create a task set:
1. Click the New button.
2. Enter a Set ID.
3. In the Description field, enter a concise explanation for this task set.
4. Select CRM from the Workflow Type drop-down list. Other types include ECO (Engineering Workflow),
Case Management, and Time & Expense.
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Add Milestones
Now you are ready to add milestones to this task set. A Milestone is a task completed in a specific order (determined
by the task set) and is typically assigned to a specific person.
You can also add related tasks. A Related Task is used to describe details about tasks within tasks. These items
can be used if one task has several distinct steps within it, each of which requires its own details.
To add a milestone:
1. Click the Down Arrow next to the New button; select New Milestone.
2. Accept the default of 10 in the Sequence field. Sequence numbers establish the order in which tasks are
done.
3. From the Task drop-down list, select the first task you want within this task set.
4. The role assigned to this task displays as read-only in the Required Role field.
5. Select the stage in which this task is found within the opportunity/quote process in the Current Stage list.
Options include Lead, Opportunity, and Quote.
6. Optionally enter the number of days this task requires to complete in the Days to Complete field.
7. Select the First Milestone check box to indicate this milestone is the first one in this task set.
8. Use the Win Allowed and Lose Allowed check boxes to indicate whether a win or lose result is available
for this task.
A quote/opportunity can be won or lost when each milestone is marked as complete. As you define
milestones, determine at which steps you could conceivably get the sales order (Win) or lose the sales order
(Lose).
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9. Continue adding milestones, and related tasks, to the task set until all the tasks are identified. Click Save
Define Next Milestones

Once all milestones are identified, you are ready to establish the order required for milestone completion.
1. Select a milestone on the Tree View, click the Down Arrow next to the New button, and then select New
Next Milestone.
2. The Milestones > Next Milestones > Detail sheet displays.
3. Select the next milestone that makes up this task set from the Next Milestones list. When the current task
is complete, this task starts. The available options are all the milestones defined in this task set.
4. Click Save on the Standard toolbar. Continue connecting the remaining milestones to each next milestone.
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Sales Territories
Use the Sales Territory program to establish territory boundaries and to assign salespeople to a specific territory.
This setup enables your work force to respond quickly to leads and opportunities.
Menu Path: Sales Management > Customer Relationship Management > Setup > Sales Territory
To create a new sales territory:
2. Enter a unique code that identifies the territory in the Territory ID field.
3. Enter a concise Description. This description displays in opportunities, quotes, and orders.
4. Select the sales Region to which this territory belongs. Several territories can belong to one region. For
more information on sales regions, review the Sales Region section earlier in this chapter.
5. Optionally select a Task Set to assign to this sales territory. This field is not required when establishing a
territory; however, the task set defined here defaults into quotes created by salespeople assigned to this
territory.
Define Boundaries
Use the Boundaries sheet to establish or update the boundaries for a territory. Boundary options include country,
state, and province.
To establish territory boundaries:
1. Click the Down Arrow next to the New button; select New Boundary.
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2. From the Country drop-downlist, select the country of the boundary.
3. From the State/Province list, select the state or province of the country.
4. Use the Start and End Postal Code fields if your boundaries use these factors.
5. Click Save on the Standard toolbar. Continue adding boundaries to this territory.
Add Salespersons
Use the Salespersons sheet to assign one or more salespersons to a territory.
Here’s how:
1. Click the Down Arrow next to the New button; select New Salesperson.
2. Select the Salesperson you want to assign to this territory.
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3. The role assigned to this salesperson defaults in the Role field; if you need, you can change this value.
4. Click Save on the Standard toolbar. Continue adding salespersons to this territory.
Reassign Salespersons and Realign Sales Territories

You use the salesperson reassignment and sales territory realignment functionality when a salesperson situation
changes. For example, if a salesperson moves to a different territory, you can decide whether the open tasks and
opportunities assigned to this salesperson follows the current salesperson, moves to the new salesperson, or
both.
To reassign a salesperson and to realign sales territories:
1. First, select the salesperson to reassign on the Tree View.
2. On the Salespersons > Detail sheet, click the Reassign button.
3. The Reassign Opportunities/Quotes window displays.
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4. Select the New Salesperson to whom you want to reassign the work of the current salesperson. Options
include all salespersons assigned to this territory.
5. To assign all open opportunities and quotes to the new salesperson, select the Replace Current with
New check box; for example, the current salesperson has left the company.
6. To assign all open opportunities and quotes to the new salesperson and the current salesperson, select the
Add New to Current check box; for example, the current and new salespeople are working together.
7. If you selected the Replace Current with New option, you have the option to assign open tasks to the new
salesperson as well. To do this, select the Reassign Open Tasks check box.
8. Click OK.
9. Now you can update the customer records in the territory with the reassignment changes. To do this, click
the Actions menu and select Adjust Current Territory.
When asked if you are sure, click Yes; click OK when the process is complete.
10. Use the Edit List command to review the changes.
11. Use the Post command to commit the adjusted sales assignments.
Salesperson Quotas
Salesperson quotas may be established by year or fiscal period and can be adjusted as necessary. If quotas are
entered by year, the application divides the total quota amount into 12 equal periods. All entries are visible in
the Salesperson Pipeline.
Menu Path: Sales Management > Customer Relationship Management > Setup > Salesperson Quota
To define a salesperson quota:
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2. The Fiscal Year defaults into the program.
3. Select the Salesperson for whom you are entering the quota.
4. Enter the quota dollar amount in the Amount field.
5. From the Quota Per list, select either Period or Year.
6. If you select Period, the application calculates each fiscal period’s quota and displays the total amount in
the Total Quota Amount field.
8. Use the Fiscal Period Detail sheet to manually adjust the quota for a specific period.
Operations
This section details the operations available through the Customer Relationship Management and Case
Management modules. Each operation is described as a workflow to help guide you through the process from
start to finish. These programs are primarily found within the General Operations folder for these modules. If a
unique setup record is required to run the operation, this record is also described in this section.
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Salesperson Workbench
Once the sales process (task set) and the marketing efforts are defined, the salesperson has many tools available
to manage the lead to customer process. The tool that the salespeople use in the sales process is the Salesperson
Workbench.
This tool helps salespeople keep in touch with customers and prospects as well as stay on top of the tasks required
for the opportunities in their territories. The workbench includes all of the information a salesperson needs (for
example, opportunities, orders, and customers) and provides drill down functionality to detailed information for
inquiry and follow-up. This results in quick and thorough response to leads. This feature works regardless of
whether the lead is an existing customer.
The Salesperson Workbench utilizes the dashboard framework.

You can personalize the views on this dashboard to match
your own needs. For example, you can sort columns in
ascending or descending order and switch the order of the
columns in the view. To do this, you must copy the dashboard
for each user who wants to personalize the Salesperson
Workbench. For more information on personalizing and
customizing dashboards, review the Epicor ICE Tools User Guide
and application help.
Menu Path: Sales Management > Customer Relationship Management > General Operations > Salesperson
Workbench
To use this tool:
1. Select the Customer List > Customer List sheet and click the Refresh button to populate the workbench.
The data that populates depends on the Workforce ID currently logged on and the data the Workforce ID
is Authorized to view.
2. Notice you have access to sheets that hold information on customer contacts, Opportunities/quotes, orders,
jobs, tasks, customer shipments, and so on. You can also filter each sheet of information further. For example,
you can filter the Tasks sheet by open or closed tasks, or by customer.
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Create a Quote from the Salesperson Workbench

You can generate an opportunity or quote from within the Salesperson Workbench.
To create an opportunity/quote:
1. Select the Customer List sheet.
2. Click Refresh on the standard toolbar.
3. Select a customer record.
4. Navigate to the By Customer sheet.

Notice the quotes for the customer you selected on the Customer List sheet display.
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5. Click the Add button to create the quote with default information from the customer master file.
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6. The Opportunity /Quote Entry program displays.
7. Navigate to the Header > Detail sheet to update the marketing definition on the quote.
8. The campaign details that populate the screen default from Company Configuration; however, you can
change these details to reflect a different marketing campaign. Select the marketing Campaign and
Event that generated this quote from the customer.
Complete Tasks in Opportunity/Quote Entry

You can also maintain tasks within Opportunity/Quote Entry. Once you create a quote, the predefined task set
attached to the sales territory populates into the Tasks > Details sheet.
To update a task:
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1. In Opportunity/Quote Entry, navigate to the Tasks > Tree sheet.
2. Highlight a task on the Tree View.
3. On the Tasks > Details sheet, select the Complete check box.
4. The Win/Lose/Next options define the result of the task. If a Win or Lose result is allowed for this task,
you can select either option and then indicate the Reason for the win or loss. If you select Next, you can
define both the Reason and the Next Task.
The application automatically generates a sales order from this task if Win and Create Order are both
selected.
5. Select a Reason code.
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6. Optionally, update additional details regarding this task. For example, the person to whom the task was
assigned, the status of the task, and the percent complete.
7. Click the Update button.
8. Notice the task icon on the Tasks > Tree sheet now displays a green check mark; this indicates the task is
complete.
Add a Call Log

Use CRM Call Entry to enter information about any calls you have with a customer. You can access this program
either on the Main Menu or within the Salesperson Workbench.
To add a call log:
1. Select a specific customer record on the Salesperson Workbench Customer List sheet.
2. Select the CRM Calls sheet.
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3. Select the By Customer sheet.
4. Click the Add button to add a call log for this customer.
5. The Call Log program displays. Enter a concise Description that identifies this call.
6. Optionally, in the Text field, enter the specific call details.
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7. Select the Call Type that applies.
You define call types in the Call Type program. For more
information about this program, review application help.
8. The user currently logged in defaults in the Owner field. If you need, select a different salesperson from
the drop-down list.
9. Notice the Customer selected within the Salesperson Workbench displays; however, you can change this
value.
10. In the Tree View, notice the call log saves as the date the call is entered.
12. Refresh the Salesperson Workbench and notice that the new call is added to the list.
Salesperson Pipeline
Sales managers use the Salesperson Pipeline to review their team’s sales figures, as compared with the quotas,
and to monitor their activities.
Pipeline data, which is calculated based on open, unexpired, quotes with expected close dates, is shown on one
tab. Actual sales numbers, which are based on orders, include to-date totals and are shown on another.
This program is available only to sales team members who have View Company Pipeline privileges. You assign
this privilege to team members in Work Force Maintenance. Pipeline information is filtered by the Work Force
ID. For example, if your sales force is divided into regions, you can allow regional managers to view all salespeople
in their territories, provided the regional managers are authorized users for the salesperson.
Menu Path: Sales Management > Customer Relationship Management > General Operations > Salesperson
Pipeline
To use this tool:
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1. The Pipeline sheet displays pipeline information for each salesperson based on a user-defined date range.
2. The Actuals sheet displays quota amounts and actual sales amounts based on user-defined criteria.
3. From the Actual Type drop-down list, select how you want to display the actual values. Options include
by Company, Region, Territory, Sales Manager, or Sales Representative for a given fiscal year and period.
4. After you select the options you want, click the Calculate button.
You can then compare the quotas against actual sales in the bottom section of the window.
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The quota values are calculated by prorating the salesperson's quota (or goal) for the month, quarter, and
year based on the current date. The actual values are the salesperson's existing sales for the month, quarter,
and year.
Contact Tracker
You use the Contact Tracker to review activity for a specific contact. It consolidates transaction information from
multiple programs. Trackers are display-only; you cannot add or edit records in a tracker program.
Menu Path: Sales Management > Customer Relationship Management > General Operations > Contact Tracker
To use this tracker:
1. Click Contact to find and select the contact(s) you want to display.
2. In the grid section, use the Contact sheet to review contact details such as the status, contact type, phone
number, ship to mailing address, name details, and attributes.
3. Use the Customer sheet to review customer details such as address, salesperson, quote markup, allocation
priority, territory, and ship to information.
4. On the Transactions sheet, you can review consolidated transaction information related to this contact.
Transaction detail information includes financials, contracts, quotes, orders, RMAs, jobs, shipments, service,
tasks, calls, cases, and warranties.
5. Click the Retrieve button on the Standard toolbar to populate the grid with information from your database.
For example, click the button to display the open invoices for the contact.
6. Click the Refresh button to view the latest information associated with the selected contact.
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Customer Tracker
You use the Customer Tracker to review customer activity within your database. It displays information about
each customer record, including quotes, AR invoices, orders, jobs, and other records linked to this specific
customer. The Customer Tracker can only display one customer at a time. Trackers are display-only; you cannot
add or edit records in a tracker program.
Menu Path: Sales Management > Customer Relationship Management > General Operations > Customer
Tracker
1. Click Customer to find and select the customer you want to display.
2. Navigate to the Customer > Detail sheet and review the customer information.
3. Use the other available sheets to review the consolidated information for this customer. For example, click
the Financial tab to review financial information, including billing detail, national accounts, invoices,
payments, credit details, and price lists.
4. Click the Refresh button on the Standard toolbar to view the latest information associated with the selected
customer.
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Case Management
This section provides an overview of the Case Management module. From the first call to final resolution and
follow-up, the Case Management module provides your organization with personalized, high-quality customer
service. This comprehensive module enables your service team to manage their current case load and respond
quickly to customer issues.
This module includes a Case Workbench that contains time saving links to customer-focused activities like new
quotes, orders, RMA requests, or service calls. It also contains a workflow you leverage to standardize how you
resolve customer cases. Use this functionality to dispatch field activities and give your field service representatives
access to online knowledge such as existing customer field service calls, warranty information, and service
contracts.
Workflow Stage
Workflow stages define the status of a case at any time within its overall workflow record. You can use that
stage as criteria for searching the case database, as well as display it on various reports. You establish these stages
in Workflow Stage Maintenance for a particular workflow type. Then when you create the case management
task set for your workflow, you assign each milestone task a workflow stage.
Menu Path: Sales Management > Case Management > Setup > Workflow Stage
To create a workflow stage:
1. From the Workflow Type list, select Case Management.
2. Click New on the Standard toolbar.
3. Enter a code that uniquely identifies the workflow stage in the Stage field.
4. Enter a Description that further describes this stage.
5. Click Save.
Now you can define tasks and tasks sets for your case management workflow. For more information, review the
Tasks and Task Sets sections earlier in this chapter.
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Workflow Group
You use workflow groups in Case Entry to establish a series of tasks to perform on a specific case, and, if you
want, by specific team members. You both set up workflow groups and assign team members to them in Workflow
Group Maintenance.
Menu Path: Sales Management > Case Management > Setup > Workflow Group
To create a new workflow group:
1. From the Workflow Type list, select Case Management.
3. Enter a code that uniquely identifies the workflow group in the Workflow Group field.
4. Enter a Description that further describes this workflow group.
5. Select the task set that defaults into Case Entry for this workflow group from the Default Task Set list.
6. Click Save.
Add Members
Use the Group Member sheet to add the team members you need to the workflow group and then to reassign
tasks, if necessary.
Here’s how:
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1. Click the Down Arrow next to the New button; select New Group Member.
2. Select the work force member to add to the group from the Member list. For information on how to add
a work force member, review the Work Force (Sales Team) section earlier in this chapter.
3. The Role assigned to the work force member defaults; if you need, change the role.
4. If this work force member is the primary person in this group, select the Primary check box.
5. To reassign a workflow from one workflow group member to another, click the Reassign button. You are
asked to select the member to reassign.
6. When you finish, click Save on the Standard toolbar. Continue to add members to this group.
Topics
You use topics to define the scope of contact with a customer for future analysis. Although not required, topics
are helpful by providing historical information for evaluation purposes as well as assisting the service representatives
in troubleshooting the case. Topic Maintenance supports ten levels of sub-topics for each topic. As a result, you
can further subdivide the scope of contact with a customer.
Menu Path: Sales Management > Case Management > Setup > Topic
Add Parent Topic

To add a top-level topic that can be used as a parent:
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2. Enter a code that uniquely identifies the topic in the Topic ID field.
3. Enter a concise Description for this topic.
4. Because this topic is at the top level, with sub-topics beneath it, select the Top Level check box.
5. Select the Case check box.
6. Click Save.
Add Sub-Topic
Add a topic and use the Parent Topics sheet to define parent topics for use in Case Entry.
1. Click the Down Arrow next to the New button and select New Case Topic.
2. Add a new topic as described in the parent topic example; however, do not select the Top Level check box.
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3. When you finish defining the sub-topic, click Save on the Standard toolbar.
4. Now with the sub-topic selected, click the Down Arrow next to the New button and select New Case
Topic Parent.
5. The Parent Topics > Detail sheet displays.
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6. From the Parent Topic list, select the top level topic for this sub-topic. Only topics you define as a top level
topic display as options.
7. Enter the sequence number to indicate where this topic should display in the Parent Sequence field.
8. Click Save.
Case Entry
Use Case Entry to create and track customer calls. This program integrates with other related modules, and so
is used to manage and process customer issues. For example, when a customer places a call for a defective part,
you can create a case to track the issue. Within Case Entry, you can enter a Returned Material Authorization
(RMA) for the returned part, and, at the same time, create a sales order to send out the replacement part. Related
information defaults to other modules as applicable and a reference is listed on the corresponding Links sheet
in Case Entry.
Many fields in the program hold historical information for reports, and this data is only kept for your information.
However, using the system customization tools, you can indicate that additional fields are required based on your
company’s business requirements.
Menu Path: Sales Management > Case Management > General Operations > Case Entry
Enter a Case
You use the Case sheet in Case Entry to enter information about an issue, or case, when a customer contacts
you. Use this sheet to start the process of reconciling the customer issue by leveraging the information you already
have. In this example, you will start a new case and then interface with other modules to resolve the case. If a
case exists, you would use the Selection sheet to select the criteria by which to review a case.
To start a case:
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2. On the Case sheet, enter a short description of the case in the field to the right of the case number (this
number is assigned automatically when you save the case in a later step).
3. Select the Case Type from the drop-down list. The options include:
• Case – Use this option to resolve customer issues such as trouble installing hardware or defective parts.
• CRM – Use a CRM case as an opportunity for a sale. For example, a customer service representative
enters a case for a customer issue involving an outdated part that is no longer supported. The customer
service representative could also enter a CRM case that has the sales team trying to convince the customer
to purchase the latest version.
• ECO – Typically used as an internal process, the ECO case type can initiate the need for a part review as
it relates to engineering.
In this example, you select Case.
4. To assist the work force members assigned to this case, enter a Full Description of the case.
5. Click the Workflow Group button to find and select the workflow group you want to associate with this
case.
6. The Territory field is available if you select CRM as the case type. You can either select a territory on the
drop-down list, or, once you select the customer on the Contacts sheet, the territory designated for the
customer defaults.
7. The Task Set associated with the workflow group defaults; however, you can change this value. In this
example, the customer will return the defective part, so you select the Material Return task set.
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8. The Current Milestone field identifies in which milestone the case is currently, based on the task set defined.
9. On the Contacts sheet, you can view and define the primary people involved in this case.
10. The primary member of the workflow group you selected defaults in the Owner field; if you need, you can
change this value.
11. Click Sold to Customer and then search for and select the customer for which the case is being opened.
Notice the customer’s information defaults are applied. You can define other primary people as needed.
12. When you finish, click Save. The application assigns a case number.
Enter Related Information

Use the Related To sheet to define information related to the case such as the sales order number, part number,
or serial number.
1. Click the Related To tab.
2. In this example, the customer provided the serial number for the defective part. Click Serial Number to
find and retrieve the related sales order based on the serial number.
3. Once you accept the defaults, the information related to this part and serial number display. For example,
the Sales Order and Line/Release information now can be seen.
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4. The Part information related to this serial number also displays.
5. When you finish defining the information related to this case, click Save on the Standard toolbar.
Create RMA
Because this customer is returning the part, you need to create a Return Material Authorization (RMA) record.
You can create an RMA directly from Case Entry, and include header and line information as well.
Note: This example illustrates how Case Entry interfaces with

the RMA functionality. For more information on how to create
and process an RMA, review the Customer Returns chapter.
To create an RMA:
1. On the Actions men, highlight the Create RMA sub-menu and select Create RMA (Header and Line).
2. Because you want to create the RMA line information, you need to select the Reason for the return when
the Create New RMA window displays. In this example, you select Defective Assembly.
3. Click OK.
4. The Return Material Authorization program displays.
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5. Information such as customer, sales order, and part numbers default from Case Entry. Also notice this RMA
references the Case Number.
6. If you need, adjust the information. When you finish, click Save on the Standard toolbar and exit Return
Material Authorization.
7. Notice when you return to Case Entry, the RMA you created displays within the Linked RMA List grid on
the Links > RMAs sheet.
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Create Sales Order

This customer wants a replacement part while the original part is in the RMA process. You can send a replacement
part, using Sales Order Entry, directly from Case Entry, and include header and line information as well.
This example illustrates how Case Entry interfaces with the

Order Management module. For more information on how to
create a sales order, review the Sales Order Processing chapter.
To create a sales order:
1. On the Actions menu, highlight the Create Order sub-menu and select Create Order (Header and Line).
2. The Sales Order Entry program displays.
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3. On the Summary sheet, notice customer information defaults from Case Entry.
4. Navigate to the Header > Detail sheet.
5. Enter the Need By and Ship By dates.
6. Notice this sales order references the Case Number.
7. If you need, adjust the information. When you finish, click Save on the Standard toolbar.
An informational window displays. This message tells you the Need By Date and the Ship By Date fields have
changed and asks if you want to refresh the lines and releases with the changes. Click Yes.
8. Exit Sales Order Entry. Notice when you return to Case Entry, the sales order created displays within the
Linked Order List grid on the Links > Orders sheet.
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Create Job
Because this replacement part is a make-to-order (non-stock) part, you next will create a job. You can create a
job directly from Case Entry.
This example illustrates how Case Entry interfaces with the Job
Management module. For more information on how to create
a job, review the Job Management chapter.
To do this:
1. On the Actions menu, select Create Job.
2. The Job Entry program displays.
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3. Notice the Part information defaults from Case Entry.
4. Define the job information. Enter the Required By date.
5. Click the Down Arrow next to the New button, and choose the New Demand Link sub-menu, and then
Make To Order.
6. Click the Order/Line/Rel button to find and select the order created for this replacement part.
7. Select the Released check box to both engineer and release this job.
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8. Now you are ready to schedule this job. From the Actions menu, highlight the Schedule sub-menu, and
then select Job Scheduling.
9. The Schedule Job window displays.
10. Click OK to accept the default scheduling information.
11. Notice when you return to Case Entry, the job created displays within the Linked Job List grid on the Links
> Jobs sheet.
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Update Call Log

Use the Call Log program to keep track of the communication about the case between your support staff and
the customer.
To do this:
1. On the Actions menu, select Call Log.
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2. The Call Log window displays.
3. Click the New button on the Standard toolbar and choose New Call.
4. Enter a concise Description that identifies this call.
5. In the Text field, enter the specific call details.
6. Select the Call Type that applies.
You define call types in the Call Type Maintenance

program. For more information about this program, review
application help.
7. The user currently logged in displays in the Owner field; however, you can change this value.
8. Notice in the Tree View, the call log records the date the call is entered.
9. Click Save.
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10. Notice the Call Log button within Case Entry changes to indicate a call log exists. You can click this button
to access all calls for this case.
Complete Tasks
You use the Task Maintenance sheet within Call Entry to update task details such as the status, the person to
whom the task is assigned, the customer in question, and any applicable vendor information.
To complete a task:
1. Navigate to the Task > Task Tree sheet.
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2. On the Task Tree, highlight the task you want to update.
3. Navigate to the Task > Task Maintenance sheet.
4. Select the Complete check box.
5. From the Reason list, select the reason this call is complete. Only codes that have a Case Management
reason type are available.
You set up reason codes in Reason Code Maintenance.

Review application help for more information on reason
codes and reason types.
6. Use the General, Customer, Supplier, and Comments sheets to enter additional task details.
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8. Notice the task icon on the Task Tree sheet now displays a green check mark. This indicates the task is
complete.
Add Topics
Next, you want to assign topics to this case for analysis and reporting purposes. Available topics are defined in
the Topic Maintenance program. For more information, review the Topics section earlier in this chapter.
To add topics:
1. Navigate to the Topics sheet.
2. Select the topic you want to assign to this case from the Topic 1 list.
3. To assign a subset of topic 1 to this case, select this topic from the Topic 2 list.
4. Continue to select subset topics for the previous topic. The topic ID, the Topic String populates as you
assign topics of varying depth.
5. When you finish, click Save on the Standard toolbar.
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Add a Resolution
The Resolution sheet holds information about how the case was resolved. You can also decide whether to publish
this information as a selection criterion for searching cases or to make this information available for inquiry in
the Knowledge Base. The Knowledge Base Inquiry is discussed next.
To add a resolution:
1. Navigate to the Resolution sheet.
2. If you want to make this resolution available for inquiry in the Knowledge Base, select the Knowledge
Database Entry check box.
3. The Resolution Text field holds information about how the case was resolved.
4. Select the Published Item check box if the resolution for this case is available to the public and as a selection
criterion when searching for cases.
5. Now enter a brief description about how the case was resolved in the Published Summary field.
6. Use the Published Text field to describe how the case was resolved.
7. Optionally, click the Copy Resolution button to copy the text in the Resolution Text field to the Published
Text field. Be sure to review and update the text in the Published Text field so it only contains text you want
the public to see.
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Close a Case
Use the Case > Close Case option from the Actions menu to close an open case. The Status field indicator on
the Case sheet displays the current status of the case. Once the case is closed, the case details cannot be changed.
You cannot close a case if it has an active milestone task.
To close a case:
1. Navigate to the Case sheet.
2. Verify the Status field indicator is green and displays Open.
3. From the Actions menu, select Case > Close Case.
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4. Verify the Status field indicator is red and displays Closed.
5. Click Save.
Reopen a Case
Use the Case > Reopen Case option from the Actions menu to reopen a closed case. The Status field indicator
on the Case sheet plays the current status of the case. The Reopen Case option allows you to change the details
of the closed case.
To reopen a case:
1. Navigate to the Case sheet.
2. Verify the Status field indicator is red and displays Closed.
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3. From the Actions menu, select Case > Reopen Case.
4. Verify the Status field indicator is green and displays Open.
5. Click Save.
Knowledge Base Inquiry
Use the Knowledge Base Inquiry to search for keywords found in the issue/published/resolution text, to search
for case topics, or both.
Menu Path: Sales Management > Case Management > General Operations > Knowledge Base Inquiry
To launch a search in the Knowledge Base:
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1. On the Selection sheet, use the Text Keywords field to enter the keywords for which you want to search.
The search functionality supports wildcards to pull in a range of results.
2. You can choose to search for these text keywords within the Issue text, Published text, or Resolution text.
3. Use the Case Topics area to define topics to search.
4. Click the Search button.
5. Search results display on the List sheet.
6. With a case selected, use the Issue sheet to view the case short and full descriptions.
7. Use the Resolution sheet to view the resolution text, and, if any, the published text.
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Epicor ERP Application User Guide Opportunities and Quotes | Chapter 3
Chapter 3: Opportunities and Quotes
Use the Quote Management module to enter and maintain leads, opportunities, or quotes in the application. A quote
is a document used to track price quotations for manufactured parts. These documents are sent to the customer or
prospect, and retained for follow-up. Existing quote information can be transferred to a sales order or job in several
ways. The quote can be converted (pushed) into a sales order, or pulled (in its entirety or line by line) through Order
Entry into the sales order. When the Customer Relationship Management (CRM) module is enabled, a quote can be
marked as won, which automatically generates an order.
Quotes can range from a quick simple entry of a make-to-stock item, to a custom make-to-order item with markup
pricing. Each quote consists of heading information, and one or more line items that contain the parts and quantities
to be quoted. Manufacturing details can be entered for each line and used to calculate the estimated material,
subcontract, labor, and burden costs required to make the part. Miscellaneous costs and commission expenses can
also be entered.
Whether you ship from inventory, manufacture to order, or engineer to order, the quoting module can easily provide
accurate pricing and estimating for all your customer’s requests.
If your Customer Relationship Management (CRM) license is installed

and functional, the Epicor application displays an alternate Main
Menu than the one shown without CRM. The Sales Management
module is referred to as Customer Relationship Management.
Additionally, the functionalities that correspond to the Customer
Relationship Management folder are found under the Sales and
Marketing Management folder.
Setup
This section describes one of the primary records you need to create for the Quote Management module. This
program is contained within the Setup folder for this module.
Customers
Customer records are primarily used to create quotes, sales orders, and AR invoices. Customers are entered and
maintained in the Customer Maintenance program.
Menu Path: Sales Management > Quote Management > Setup > Customer
Many attributes are on a customer record; however, this section only reviews basic customer information as it
pertains to opportunities and quotes.
To add a customer:
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Chapter 3 | Opportunities and Quotes Epicor ERP Application User Guide
2. Enter a Customer ID.
3. Enter the Customer Name.
4. Select the customer type from the Type list. Available options:
• Customer - Indicates you have sold products or services to this business.
• Prospect – Indicates your sales team has sent quotes to this business.
• Suspect – Indicates a potential customer that has not yet been contacted by your sales team.
In this example, you select Customer. The customer type automatically changes to prospect once a quote
is generated for this customer; likewise, the customer type automatically changes to customer once a sales
order is placed for this customer.
5. Optionally, select the Exclude from address validation check box to indicate this customer address is not
validated using Epicor Tax Connect functionality.
To learn more about Epicor tax methods, review the

Customers and Accounts Receivable chapter.
6. Enter the Customer Address in the appropriate fields including Address, City, State, Postal Code, and
Country.
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7. Verify the Valid Payer, Valid Sold To, and Valid Ship To check boxes are selected by default. If this
customer uses National Account relationships, these fields verify the customer can pay cash receipts, process
invoices, and create shipments with other customers in the national account hierarchy.
8. Select the Allow One Time Ship To check box if this customer can process invoices on a one-time basis
using the One Time Ship To functionality within Sales Order Entry. Select the Allow Ship To Third Party if
this customer can process shipments to third-party customers.
9. If you want, select a Quote Markup option from the drop-down list. This record defines the material, labor,
burden, and other percentages by which you want to increase the total cost of a quote for this customer.
For more information on quote markups, review the Markup Maintenance topic within application help.
10. Optionally, select the default language that prints on the report documents from the Language drop-down
list. By default, all part descriptions that use this language also print on these reports.
11. Enter the Phone, Fax, Email, and Website.
12. Click Save.
Add Billing Information

The Billing > Detail sheet contains customers’ payment terms and shipping terms as well as accounting and tax
codes.
To add billing information:
1. Select the Billing > Detail sheet.
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2. Select a Terms code.
3. Select a Ship Via.
For more information about the fields on the Billing sheet,

review the Customers and Accounts Receivable chapter.
Add Ship To Information

Customers may have multiple shipping locations associated with a single sold-to address. You enter shipping
locations on the Ship To > Detail sheet.
To define a ship to address:
1. Click the Down Arrow next to the New button; select New Ship To.
2. Enter the Ship To ID and Name.
3. Enter the ship to information, including the Address, City, State, Postal Code, and Country.
4. Optionally, select the Exclude from address validation check box to indicate this ship to address is not
validated using Epicor Tax Connect functionality.
To learn more about Epicor tax methods, review the

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Add Contacts
You can create contacts directly within Customer Maintenance. Contacts play an important role in the application,
as they default into programs (such as Opportunity/Quote Entry and Order Entry) and print on various forms.
To create a contact:
The Contacts > Detail sheet displays.
2. Optionally, select the Person/Contact identifier for this contact record if one exists. If one does not exist,
the application uses the values in the contact information fields to automatically create a person/contact
record.
3. Enter the Name of the contact.
You can create person/contact records within

Person/Contact Maintenance, and then use these
person/contact records on related records as you need.
To learn about this functionality, review the Epicor ERP
Implementation User Guide. Role codes are defined in
Role Code Maintenance. For more information about this
program, review the Time Management chapter. The
application help also contains details about both
maintenance programs.
4. From the Role list, select the area of responsibility this contact performs within the customer’s company.
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5. Use the Phone / Fax area to add information such as phone numbers for work, cell, and home.
6. If you want name and phone changes made to this contact record to automatically update the linked person
record within Person/Contact Maintenance, select the Sync check boxes that apply.
Operations
This section details the operations available through the Quote Management module. Each operation is described
as a workflow to help guide you through the process from start to finish. These programs are primarily found
within the General Operations folder for this module. If a unique setup record is required to run the operation,
this record is also described in this section.
Opportunity/Quote Entry
A quote is often the starting point for the supply chain cycle. Entering a quote can result in greater efficiency, as
you can define manufacturing details that give job management, scheduling, purchasing, and other production
areas a head start on satisfying upcoming requirements.
Menu Path: Sales Management > Quote Management > General Operations > Opportunity / Quote Entry
To add a new quote:
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2. The Opportunity/Quote field displays the application generated quote number.
3. Enter the Customer ID. The Sold To is the customer location purchasing the goods and services. This text
is the main address you enter on the Customer > Detail sheet within Customer Maintenance.
4. In the Ship To section, enter or find and select the customer location that receives the goods and services.
Each customer record can have multiple ship to locations.
5. Or, you can select the One Time check box if the customer allows one-time shipping locations to be
identified. Select the One Time Ship To sheet to enter the one-time shipping contact and address
information.
6. The Terms and Ship Via fields default in from the customer’s Ship To record.
7. The Primary Salesperson for the customer is shown. You can use the dropdown to change the salesperson.
8. Click Save.
9. Click the Down Arrow next to the New button; select New Line.
10. Enter the Part number for the quote line.
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11. Right-click the Part field and select Open With… to display a context menu of options to assist you with
a part search.
12. You can define the Best Case, Worst Case, and Confidence percentages. For example, the Best Case
specifies the percentage factor that allows a sales representative to calculate the best case revenue potential
for the quote. The Confidence value specifies the confidence percentage that a salesperson can enter to
factor the calculated revenue potential.
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13. Tab through the line item fields and enter the order and expected quantities.
14. Click Save.
15. When you save the line entry, the Gross Value, Discount, Potential, Tax, and Total fields populate.
If you enter a miscellaneous charge to a quote line(s), the charge is added to the quote total.
16. After saving the quote line(s) entry, you can also review the Best Case, Worst Case, and Expected revenue
calculations. For example, the Expected calculation is based on the percentage value defined in the
Confidence% field. The expected calculates as follows:
Expected = Potential * Confidence
You can also add a line to a quote for a make-to-order item. If the part has been manufactured before, the part
number is entered on the line and the Method of Manufacturing is pulled into the quote. The method can be
pulled in from another quote or job, or be built from scratch while you enter a quote.
Method of manufacturing, or method, is the information

required to build a part. It includes all the necessary purchased
and manufactured parts, as well as the steps required to build
the final product. The list of materials is known as the bill of
materials, and the list of operations is known as the routing
or bill of operations. For more information on methods, review
the Engineering chapter.
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Add a Line with Manufacturing Details
1. Select the Line > Detail sheet, and click the New button.
2. Enter the Part number for which you would like to quote. Click the Part/Rev button to search for and select
an existing part number.
3. If alternate parts have been defined for the quoted part in Part Maintenance on the Parts > Alternates sheet,
a series of buttons become available next to the Part/Rev field. Use these buttons to access the Alternate
Part Search window where you can select an alternate part, if any. Alternate parts can be comparable,
upgrades, downgrades, or complements. For more information on alternate parts, refer to the topic
within application help.
4. Enter the Order Quantity (used as the quantity if the quote is converted to an order). You also want to
enter the Expected Quantity (used as the quantity on pipeline calculations).
5. From the Actions menu, select Quote Line > Mfg Details > Get Details.
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6. The Get Details window displays.
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7. Select the Revision of the part from which you wish to pull in the details.
8. Click OK.
9. You can review and modify the part method on the Line > Mfg Details > Tree sheet. To expand the tree,
right-click the quote and select Tree > Expand Tree.
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10. If any lines on the quote contain manufacturing details, the lines must be selected as Engineered on the
Line > Detail sheet.
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Add Co-Parts
Often when you produce one part another part is produced as a by-product, or two parts are produced similarly
except for one minor operation. Use co-parts to define a method of manufacturing that produces multiple parts
(co-parts) on a single job. An example of a co-part is a left and right bracket (with different part numbers) where
the only functional difference in the two parts is the bend operation or the placement of the drilled holes.
Co-parts functionality is available only if you have the Advanced

Production module installed. For more examples of co-parts,
review the Engineering chapter.
Use the Line > Manufacturing > Co Parts > Details sheet to define a method for a co-part on a quote line.
The appropriate method is then created if the quote line is eventually turned into an order and then a job.
To add a co-part for the identified primary part:
1. Click the Down Arrow next to the New button; select New Co-Part.
2. Click the Part/Rev button to search for and select the part number and revision for the co-part you wish
to add.
3. Use the Yield Per field to define how many of the specified co-part will be made when one quantity of the
primary part is manufactured.
4. If you need, you can further define the costs by entering values in the Material Cost Factor and Labor
Cost Factor fields. For example, increase a part’s Material Cost Factor if the part uses more material than
the primary part.
5. Select the Prevent Suggestions check box to stop Material Requirements Planning (MRP) from creating
job suggestions for the co-part when the quote is turned into an order and then a job. Refer to the Material
Requirements Planning Technical Reference Guide for more information on the Prevent Suggestions modifier;
this guide is located in the Material Requirements Planning > Working with Material Requirements Planning
section in the application help.
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6. Use the Line > Manufacturing > Co Parts > List sheet to review the co-parts.
Add a One Time Contact

If there is a one time contact associated with a quote, you can create it directly within Opportunity/ Quote
Maintenance. One time contacts are contacts that you do not want to include in your customer's contact list.
Use the People > Contacts > Detail sheet to add a one time contact for the quote. The contact is created for
the quote but it is not added to the customer's contact list. You can also select a contact for a different customer
as a one time contact for the current customer.
One time contacts cannot be a quote's primary contact. Only

customer contacts can be primary contacts.
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2. In the Name field, enter the full name of the contact and press Tab.
a. A Person/Contact not found. Would you like to Create? window opens. Click Yes.
b. A Do you want to add this Person / Contact to the Customer's contacts? window opens. Click
No.
3. A One Time Contact status appears indicating the contact is a one time contact that is not part of the
customer's contact list.
4. In the Function field, enter the select the area of responsibility this contact performs within the customer’s
company.
5. Use the Phone / Fax / E-mail area to add information such as phone numbers for work, cell, and home.
Use the Quote Worksheet

Use the Quote Worksheet to review calculated costs for each quote line. Calculated costs are based on the
production details, if you pulled manufacturing details into the quote line, and markup rates. The cost fields
display the rolled up costs for the selected method of manufacture.
To review calculated costs:
1. From the Tree View, select the line for which you want to review costs and then click the Worksheet tab.
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2. In the Calculations Based Upon section, select either Markup to base markups on a monetary amount
or Profit to base markups on profit percentages.
3. The Markup/Profits defaults from the customer record; if you need, you can change this.
4. Review the calculations, including the Quoted Markup, Quoted Profit, and Total Quoted Price.
5. If you modify the Quoted Unit Price, the calculations update.
7. When the quote is saved, the quote line updates with the new price, including the Doc Unit Price. This is
the unit price in the customer’s currency.
Print a Quote
To print the quote within Opportunity/Quote Entry:
1. Select the Quoted check box on the Summary sheet.
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The Quoted status verifies that all quotes have a Quoted Date before they are printed. Selecting the Quoted
status defaults the Quoted Date to the current day and you can immediately print the quote. This status
also helps you keep track of where your quotes are at within your process.
2. Click the Actions menu and select Print Form.
The quote form can now be sent to the customer or retained for internal records if necessary.
Create a Sales Order from a Quote

You can generate a sales order from information entered on a quote in several ways. Quote information can be
converted (or pushed) into a sales order in its entirety or by selecting specific lines.
To create a sales order from a quote:
1. From the Actions menu, select Quote > Create Sales Order.
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2. The Quote Order Wizard window displays.
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3. Enter the Ship By date.
4. Enter the PO Number for the sales order.
5. Select the Order Worthy check box for each line to add to the sales order.
Optionally, launch the Order Job Wizard to schedule, and release the job to manufacturing.
For more information on the Order Job Wizard, review

the Sales Order Processing chapter.
6. Click the Create button to generate the sales order.
7. A message displays with the order number created. Click OK.
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Epicor ERP Application User Guide Demand Management | Chapter 4
Chapter 4: Demand Management
Use the Demand Management module to more efficiently manage short and long term customer demand contracts,
and then convert demand from these contracts into sales orders and MRP forecasts. Demand Management handles
the creation, analysis, editing, and reconciliation of cumulative records for releases from your trading partners. If you
use Electronic Data Interchange (EDI), the functionality generates electronic information that passes both to and from
your customer trading partners.
Using sheets in Customer Maintenance, you associate a trading partner identification number with each customer,
and also define rules that designate how inbound and outbound EDI demand transactions are processed. When you
enter into a formal demand agreement with your customer trading partner, you then enter the details of the contractual
agreement into Demand Contract Entry.
As you receive specific demand schedules for the demand contract from your customer, you enter the transactional
details in Demand Entry. You can use Demand Entry or Demand Mass Review to manually review the demand lines
and shipping schedule, evaluating their impact. These programs both contain tools you use to manually reject and
select the schedules for transactional processing; you can view the impact of incoming contract changes before you
accept them. You can also accept, revise, or reject these changes as you need. When you are satisfied with the schedule,
you can then process the demand, automatically converting it into firm order releases, unfirm releases, or MRP forecasts.
If you use EDI, you can optionally generate this demand schedule detail automatically when receiving inbound EDI
transactions, after the data is imported using the Import EDI Demand Process. When you receive inbound EDI demand
transactions, the processes run the same tasks you would perform manually using Demand Entry or Demand Mass
Review. You can then efficiently process and manage the large volumes of data that result through use of long term
demand contracts.
Direct EDI import is managed using the Import EDI Demand Process. It imports inbound text-based tilde-delimited EDI
transaction files (received from your customer trading partners) passed by the TIE KINETIX eVision application and
deposited into an import folder. File importation occurs based on a processing schedule you designate in the Import
EDI Demand Process. If erroneous data is identified during direct EDI import processing, you can correct it as required
using the Demand Workbench.
Setup
This section describes the primary records you need for the Demand Management module. These programs are
contained within the Setup folder; only the primary records are described here. Some areas within the next
Operations section may also document setup records if they are required for a specific workflow.
you define through this administration program. For more information, review the application help for this
module; the Configuration topic details the options you define within Company Configuration. You can also
review the Company Configuration chapter in the Epicor ERP Implementation Guide.
Customer Periodicity
Use Customer Periodicity Maintenance to define valid periodicity rules (if any) for a specific customer trading
partner or ship to customer location. Periodicity rules define the regular intervals at which deliveries to the
customer or ship to location take place (daily, specific day of the week, weekly, or monthly). The demand
functionality uses these values to calculate the Ship By or Need By dates for shipping schedules required for each
order release or forecast you generate from manual demand entries or from inbound EDI files. Once you create
periodicity codes, you assign them to specific customer trading partners in the Customer > Demand or Ship To
> Demand sheets in Customer Maintenance.
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Chapter 4 | Demand Management Epicor ERP Application User Guide
For a detailed explanation about the setup and use of the

EDI-Demand Management interface, refer to the EDI/Demand
Management Technical Reference Guide. This guide is found
Menu Path: Sales Management > Demand Management > Setup > Customer Periodicity
2. Use the Daily Rules check box to set up daily periodicity. This designates that all shipments for the customer
occur every weekday (Monday through Friday).
3. If deliveries are also required to this customer on Saturdays and Sundays, select the Include Saturdays and
Sundays Shipments check box.
4. Use the Monthly Forward Rules check box to set up Monthly Forward periodicity. This indicates all
shipments for this (ship to) customer are only sent once per month.
5. You can then use the First Ship Day drop-down list to select the day of the week on which shipments to
this customer must arrive.
6. To further define this shipment interval, you can use the Week Number in the Month field to indicate the
week during the month (1-5) on which shipments to this customer need to be sent.
7. Use the Weekly Forward Rules check box to set up Weekly Forward periodicity. This designates that all
shipments for this (ship to) customer are sent weekly.
8. When you select the Weekly Forward Rules check box, you can then use the Ship Day drop-down list to
optionally specify the day of the week on which shipments must arrive to this customer.
9. Use the Nth Day of the Week Rules check box to indicate all shipments for this (ship to) customer can
only arrive on a specific work day.
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10. You can now use the Day of the Week Shipment drop-down list to select the specific day of the week
(Monday-Sunday) on which shipments must arrive to this customer.
Customers
Use the Customer > Demand, Ship To > Demand, Documents, and Ship To > Documents sheets to assign trading
partner identification numbers and to define parameters that designate how the Demand Management module
should function for specific customers. It defines how demand transactions are processed in the module.
The Ship To > Demand sheet operates in the same way as the
Customer > Demand sheet, but also allows you to override
demand processing parameters for specific customer ship to
locations.
Menu Path: Sales Management > Demand Management > Setup > Customer
Demand Processing Parameters

Use the Customer > Demand and Ship To > Demand sheets to assign a trading partner identification number
and define demand processing parameters for a specific customer or ship to customer location. This includes
specifying the lead times required to evaluate and process certain types of action requests on incoming EDI
shipping schedules. For each request, you specify the actions that will take place in the Epicor application when
incoming EDI transactions are received or when manually entered demand transactions are processed.
1. Click the Customer button on the Customer > Detail sheet to find and select a customer.
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2. Navigate to the Customer > Demand sheet.
3. Enter the Trading Partner identifier for this customer. This value is a universal code required on EDI
transactions; it uniquely identifies the business entity involved in the transaction.
4. Enter the Delivery Days required to ship a part quantity from your manufacturing center to this customer
trading partner. The Epicor application uses this date interval as a buffer when calculating Ship By or Need
By dates. To calculate the Ship By Date on each order release, the Epicor application subtracts the value you
specify in this field from the customer’s required Need By date. Conversely, it calculates Need By dates in
the opposite manner. The Date Type field selection determines which date is calculated by the Epicor
application.
5. Select the Periodicity interval for this customer trading partner. This designates how often this customer
trading partner wishes to receive shipments from you. Review the previous Customer Periodicity section for
more information.
6. Select a Date Type option; this value defines the date calculation method (Ship By or Need By) used by the
Epicor application. If you select Ship By, it calculates the Ship By date based on the Need By date supplied
by the customer trading partner. If you select Need By, it calculates the Need By date based on the Ship By
date supplied by the customer trading partner.
7. Indicate the Pricing option for this customer record. Use this value to define if internal or customer pricing
(as received on purchase orders received from this customer) is used for pricing of sales orders generated
from demand transactions. This value is the default for this customer within Demand Contract Entry.
8. Optionally, select the Unit Price Difference check box to indicate the Epicor application will evaluate the
difference between the Internal price calculated by the Epicor application (using price lists and the master
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part), and the Customer price received on the customer purchase order. Use the Unit Price Difference
check box, the Tolerance field, and the Action drop-down list to define how this validation runs.
9. Now select the Action that occurs when the Unit Price validation fails:
• If you select Stop, the demand line is designated as System Rejected within Demand Entry, and the
demand is not processed. You can override this value within Demand Entry if needed.
• If you select Warning, the demand line is automatically accepted and processed. Warning messages
appear on various logs and reports explaining the incoming demand transaction failed the data validation.
10. Use the Part section to specify if the Epicor application should validate whether corresponding part records
or revisions exist in your database for demand received from this customer trading partner. If you select
either the Check For Part,Check For Revision Level or Check For Run Out Part check boxes, you then
use the Action drop-down list to select the appropriate Stop or Warning action.
11. Activate the Sales Order Releases section to designate how demand entries are processed when matched
to a sales order release with partial shipments. Select the appropriate Action to apply.
12. Use the Cumulative section to indicate if cumulative quantity checking should occur. When you process
the demand and ship releases to the customer trading partner, the cumulative information is sent through
an Advanced Shipping Notice (ASN) document. The customer then uses this EDI document to indicate the
actual amounts they have received, and returns this information back as the actual received quantity. You
can then analyze differences between the cumulative quantities stored in your database and the cumulative
quantities in the inbound demand EDI transactions. This functionality is commonly used in EDI environments
to track what your customer has acknowledged as shipped, and what your records show as shipped. Select
the appropriate Action.
13. Use the Capable to Promise section to enable Capable to Promise (CTP) calculation logic for the customer
trading partner. This calculation determines the date by which a sales order quantity can be delivered
(promised) to the customer. When you select Check Dates, you then specify if the Ship By, Need By, or both
dates are included when processing CTP dates.
14. Use the Lead Time section to specify the minimum number of days ahead of the planned Ship By or Need
By date by which the Epicor application should accept requests on incoming EDI transactions and manually
enter demand transactions. You typically use these settings to avoid situations in which your company cannot
respond properly (based on your available site/stock/time/resources) to requests received from your customer
trading partner within an inadequate time frame.
You can specify this for the addition of new demand schedules (Add), changing of existing demand schedules
(Change), cancellation of existing demand schedules (Cancel), additions of new demand lines to existing
demand orders (New Line), quantity changes for existing demand schedules (Quantity Change), and date
changes for existing demand schedules (Date Change). For each action request, specify whether to apply
a Stop or Warning action.
For example, if the Add field is set to five days, and the customer trading partner requests you add a new
demand schedule to ship four days from now, your Epicor application considers this an exception. This
occurs because the demand schedule change request was received within the Add time frame, giving you
too little time to respond to the change. The functionality then performs a Stop or Warning action, depending
on the setting of the Action (Add) field.
Define Customer EDI Documents

Use the Customer > Documents sheet to define the processing parameters for inbound EDI documents you accept
from the customer trading partner, and the outbound EDI documents you generate and send back. The Demand
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Management module uses these definitions when generating EDI documents that create and track unfirm order
releases, firm order releases, forecasts, purchase order acknowledgments, Advanced Shipping Notices (ASN), and
invoices.
The Ship To > Documents sheet operates in the same way as

the Customer > Demand sheet, but you can also define
inbound and outbound document parameters for specific
customer ship to locations.
To define customer EDI documents:
1. Click the Down Arrow next to the New button; select New Customer Document.
2. Click the Documents > Detail sheet to enter trading partner document parameters.
3. Enter the identification number or name for this Document. This value is the number the Import EDI Demand
Process references when it retrieves this inbound EDI document or sends this outbound EDI document.
4. Select the Type of inbound/outbound document you need. For inbound documents, this value indicates
the type of demand suggestion generated for the document.
5. Select the Direction of the document by indicating whether it is an inbound document you receive, or an
outbound document you send.
6. In the Options Available field, select the part options the Epicor application should use to retrieve the
corresponding internal part numbers when processing inbound EDI transactions in Import EDI Demand. For
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example, select Use Part UPC if the Epicor application should search for and use Universal Product Codes
(UPC) defined in the Part Maintenance > Part > UOMs sheet to retrieve internal part numbers.
7. The Accept Type field indicates whether demand on this inbound EDI document is processed automatically
or manually. Select Always accept or Accept if no errors to automatically process inbound demand. Select
Manually accept to manually process inbound demand.
8. If this is an Outbound EDI Document, specify what processing should take place in the Epicor application
for outbound transactions for this trading partner. If you select Automatic, this indicates the Epicor application
automatically generates a supporting document when the associated transaction is confirmed. If you select
Manual, you must perform additional setup tasks required to define the outbound EDI documents themselves.
Refer to the EDI / Demand Management Technical Reference Guide for more details.
9. After you select the Automatic check box, enter a value into the Alt Trading Partner field. If an alternate
trading partner is not associated with your customer trading partner, enter the trading partner identifier for
your customer in this field.
Operations
This section details the operations available within the Demand Management module. Each operation is described
Demand Contracts
A demand contract represents the agreement for proposed sales to your customer over a specified period of
time. The Epicor application then receives and processes demand schedules you either manually enter in Demand
Entry, or generate from inbound EDI files received from your customer trading partners. This in turn generates
order releases or forecasts for MRP processing.
Using Demand Contract Entry, you specify the dates during which each demand contract is active. Optionally,
you can also specify the parts covered under the contract. Each contract can be set up for multiple parts, so one
contract can be used to generate multiple shipping schedules for each part. You can also set up several default
values for the sales orders and/or forecasts generated through the contract.
You use Demand Contract Entry to review the contract quantities against actual incoming demand quantities on
inbound EDI transactions, or manually entered demand transactions. It also contains matching logic you use to
receive and efficiently process changes your customer trading partner requests to existing demand schedules and
order releases.
Menu Path: Sales Management > Demand Management > General Operations > Demand Contract Entry
Primary Details
Use the Header sheet to enter or edit primary details for the demand contract. This includes specifying the length
of the contract, and other default settings.
To enter demand contract primary details:
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2. Enter the identification number for the demand Contract. The demand contract number you enter must
match the identifier your customer uses for this demand contract.
3. Enter the identifier for the sold to Customer for whom you are entering this demand contract.
4. If you use EDI, identify the Trading Partner. The default value comes from the trading partner identifier
defined for the customer in Customer Maintenance.
5. In the Order section, enter the default Ship Via, FOB, Terms, Priority, Currency, Lock, and
Project identifier settings for sales orders generated from this contract.
6. Select the Apply Order Based Discounts Automatically check box to automatically apply discounts based
on the quantity on each order line, the total value of the order, or both. For more information on the discount
pricing system, review the Sales Order Processing chapter.
7. Select the Ship Order Complete check box to indicate all order lines on a specific sales order must be
shipped at the same time. If this check box is clear, various releases on this order can ship at different times.
8. Use the Hold Orders for Review check box to specify if sales orders created from this demand contract
should be reviewed before released for shipping.
9. If payments are made through another customer, select the alternate Bill To Customer identifier number.
10. Select the Cumulative Setting used to reconcile cumulative shipping part quantities (CUMM) for this
demand contract. Depending on the option you select, you can turn off cumulative tracking, reconcile
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cumulative quantities in the Demand Reconciliation program using the part number, or reconcile them based
on the part number and the customer purchase order.
• If you select the Part option, cumulative quantities display in Demand Reconciliation for a particular part
number across an entire demand contract.
• If you select the Part/PO option, cumulative quantities display in Demand Reconciliation for each part
number/purchase order combination; each of these combinations represent a single record per each
part/purchase order occurrence in a demand order.
11. The Totals Ordered Amount field displays the total amount your company will receive from orders generated
through this contract. This value only displays for your information.
12. The Totals Invoiced Amount field displays the total invoice amount of orders invoiced for this contract so
far. This value only displays for your information.
Matching
Use the Header > Matching sheet to specify the parameters the Demand Schedule Matching process uses to
match sales orders/forecasts with demand requests. The Epicor application matches update requests received on
inbound EDI transactions against existing demand schedule releases generated through this demand contract.
You specify which matching criteria should be used and the priority sequence in which they should be applied.
When the functionality finds the matching demand schedule release, it automatically processes the request.
These order values are default settings for the generated sales
order. You can override these values on specific sales orders.
Performing matching activities, particularly in an EDI environment, is required because you typically receive
purchase orders on a daily basis from your customer trading partners. Rather than deleting previous sales order
transactions and creating new ones, the matching functionality allows the Epicor application to match incoming
action demands (such as quantity increases, date changes, adding lines, and cancelling releases) received from
your customer trading partner to existing sales orders, modifying the data accordingly.
1. To enter matching criteria for the demand contract, select the Header > Matching sheet.
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2. Select the Allow Non Perfect Match check box to specify if perfect or non-perfect matches should be
performed for the demand contract. A perfect match is defined as one in which all criteria you specify in
the Options Selected field match between demand schedules update requests and existing demand schedule
releases. A non-perfect match is defined as one in which at least one of the criteria (for example, shipping
quantities or shipping dates) match between the transactions.
3. Select the Cancel Non-Matched check box to automatically cancel all sales releases for this demand contract
that are not matched by the Demand Schedule Matching process. If you select this check box, you can also
use the Exclude From and Exclude Until check boxes and accompanying From (days) and Until (days) field
as needed to specify an cancellation exclusion grace period for non-matched schedule updates. The Epicor
application will skip cancellation of non-matched sales releases with ship dates within this date range.
4. The Options Available field displays the available criteria (for example Ship By Date, Quantity, Reference,
Open/Closed status) that can be used in the matching process. Using the buttons, select the matching criteria
being used for the demand contract, and the priority in which they should be matched. Once selected, they
appear in the Options Selected field.
Line Details
Use the Line > Detail sheet to specify the parameters for ordering a specific part through the demand contract.
Through this sheet, you can select the part number, define its price options, and indicate how this contract line
handles the ordered quantities.
1. Click the Down Arrow next to the New button; select New Contract Detail.
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2. Navigate to the Line > Detail sheet.
3. Enter or select the internal Part ordered on this demand contract line.
4. Customers often have unique part numbers and revisions they use to identify specific parts. If you need,
enter the Customer Part number ordered on this demand contract line; or, click the Customer Part button
to find and select the customer part you need.
5. Optionally, specify the Revision number (if any) required for the customer part.
6. Enter the Total Contract Quantity you expect this customer to order through this contract. Select the
UOM code that represents the unit of measure (for example, Each, Case, Cubic Centimeters) in which the
quantity will be ordered.
7. From the Pricing drop-down list, define whether the Internal Price or Customer Price is used in sales orders
generated from demand entries.
8. Enter the allowable price Tolerance percentage; this value is the percentage difference between the customer
price and your internal price. It indicates that demand is generated for prices that fall within this percentage
value.
9. Specify the Unit Price for the selected part. By default, the internal price defined on the part record displays.
10. Select the Use Pricing Logic check box if the internal price is calculated using price lists defined for this
customer. If the Use Price List check box is selected, the Order Quantity may trigger a change due to a price
break. This takes precedence over any values you manually enter into the Pricing and Price Per fields.
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11. The Totals section displays the total ordered quantity, ordered amount, shipped quantity, invoiced quantity,
and invoiced amounts for this line.
Actions Menu
The Actions menu in Demand Contract Entry contains options you use to perform demand contract processing
tasks.
Available options:
1. Open Contract - Use this command to re-open a closed demand contract. When a contract is open, you
can add new demand entries for that contract.
2. Close Contract - Use this command to close a demand contract. When a contract is closed, you cannot
add new demand entries for that contract.
Inbound EDI Transactions
eVision™ is a third-party XML/EDI solution provided by TIE KINETIX and certified for use with the Epicor application.
eVision receives inbound EDI 830/DELFOR, 850/ORDERS, 860/ORDCHG, and 862/DELJT files from your customer
trading partners, converts them into pre-defined Epicor-compatible EDI transaction files, and then deposits these
text-based tilde-delimited files into a designated inbound folder for processing using the Import EDI Demand
Process.
Use the Company Configuration > Modules > Sales > Demand sheet to set up the default location for
the Import process folder.
The Epicor application supports processing of the following inbound EDI documents:
• 830/DELFOR (Inbound Planning Schedule) – Used for transfer of forecasting/material release information
from your customer trading partner. The document can be used to generate order releases.
• 850/ORDERS (Inbound Purchase Order) – Used for transferring purchase orders you receive from a customer
trading partner to communicate the specific items, unit prices, and quantities they wish to have delivered.
• 860/ORDCHG (Inbound Purchase Order Change) - Used by your customer trading partner to request a
change to a submitted purchase order, or confirm a purchase order change. The document communicates
the specific items, unit prices, and quantities they wish to change.
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• 862/DELJIT (Inbound Shipping Schedule) - Used by your customer trading partner to communicate shipping
schedule requirements.
Figure 1: Inbound EDI 850/ORDERS Transaction Record
eVision conversely collects outbound Order Acknowledgment, Advanced Shipping Notice, and AR Invoice document
record files produced by the Epicor application, and then converts them to corresponding EDI 810/INVOIC,
855/ORDRSP, and 865/ORDRSP messages sent to your customer trading partners.
Import EDI Demand Process
The Import EDI Demand Process runs on a server code and significantly improves EDI performance. File importation
occurs based on a processing schedule that you designate in the Import EDI Demand Process.
First, search for any potential errors that occurred during the direct EDI import. Use the Errors sheets found on
the Header, Line and Schedule level to identify a reason for the error.
After you correct invalid data on inbound EDI transactions, from the Actions menu, select Ready To Process. Once
you select this option, a document that first failed to be loaded into Demand Management is ready for re-processing
next time the Import EDI Demand Process is scheduled to run. In order to process the corrected demand entries
immediately, from the Actions menu, select Process IM Demand. The Import EDI Demand Process window displays,
allowing you to submit the process.
For a detailed explanation regarding Inbound EDI Transactions,

refer to the EDI/Demand Management Technical Reference
Guide. This guide is found within application help.
To import EDI transactions :
1. Click Import Folder to find and select the folder in which the files deposited by TIE KINETIX eVision are
stored.
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2. In the Backup Process File field, specify if the inbound EDI transaction files should be backed before being
imported.
3. Select the Continuous Processing check box if you want the Import EDI Demand Process to run continuously
in the background, and enter the Continuous Processing Delay.
4. Enter the remaining processing parameters. Click Log Filename to select the log file location. Click the
Schedule drop-down list to select a Schedule and select the Recurring check box if you need.
5. To run this process now, click the Process button.
6. If erroneous data is identified during direct EDI import processing, you can correct it as required using the
Demand Workbench located on the General Operations folder of the Demand Management module. It
displays a visual representation of how current data found in the inbound EDI transaction would appear if
converted to a demand record. This workshop is valuable when an incoming record is less than complete,
or something is wrong with the data. It indicates the type of errors detected, and allows you to correct them
before importing the inbound EDI data into demand records that can be maintained using Demand Entry.
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Demand Entry
If you are not using EDI, Demand Entry is used to manually create and process demand entries. It contains tools
you leverage to accept, revise, or reject demand entries, lines, and schedules. You can also manually override
System Rejected demand entries which have not passed validations based on user-defined rules you specified for
the customer trading partner on their customer record.
If designated in the customer’s demand settings, the Epicor application can automatically perform the same tasks
as Demand Entry or Demand Mass Review when processing demand on inbound EDI transactions. Use Demand
Entry as necessary to review the demand lines and shipping schedule, in order to evaluate their impact. When
you are satisfied with a demand schedule, use the Process action to manually process the demand. Depending
on the demand type, the Demand Entry process either creates unfirm order releases, firm order releases, or MRP
forecasts. You can do this if the Epicor application is not configured to do so automatically through workflow
processing for the customer trading partner. You can then use either Sales Order Entry or Forecast Entry to further
refine the resulting data.
Menu Path: Sales Management > Demand Management > General Operations > Demand Entry
Primary Details
Manually enter the primary values needed to generate shipping schedules for a demand contract. After you
specify the demand contract, the default values associated with the contract appear, but you can override these
values. If you need, you also specify the purchase order number associated with the demand record. The Epicor
application uses this purchase order to track all releases created for the demand record. It also links the sales
order (if any) generated at a later time for the demand record to the designated purchase order.
If you are using EDI, the Epicor application automatically generates this demand record from the inbound EDI
transaction received from your trading partner; use the Header > Detail sheet as needed to edit this information.
To enter demand header information:
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2. Enter or select the demand Contract identifier you need.
3. Enter or select the PO (purchase order) used by the demand record.
4. Select the Ready To Process check box to indicate the demand is ready to turn into sales orders or forecast
releases. You use the Process command from the Actions menu to generate these records. If the demand
record was originally created from an EDI transaction, this check box is automatically selected.
5. Optionally, select the ERS Order check box to indicate that Evaluated Receipt Settlement and Self Billing
invoices generate for demand schedules and sales orders when you ship part quantities to the customer.
The ERS invoicing allows your bill to customer to pay invoices based on the received packing slip information.
You can override this setting as needed by clicking the Override button.
6. When you generate a sales order for the demand record at a later time, the Order field displays the identifier
number assigned to the sales order. If the Hold Orders indicator is highlighted, it indicates that sales orders
created for this demand contract are placed on hold for review and error correction and not released for
shipping.
7. Select the Ship Order Complete check box to indicate if the associated sales order can only ship if all
quantities are available.
8. Use the Apply Order Based Discounts Automatically check box to apply discounts based on the quantity
on each order line, the total value of the order, or both. For more information on the discount pricing system,
review the Sales Order Processing chapter.
9. The Demand Lines grid at the bottom of the Header > Detail sheet displays a summary of all demand lines
linked to the current contract.
10. When the User Rejected icon displays in the Contract section and is highlighted, it indicates you have
selected the Rejected check box and have manually rejected this demand line. No demand processing takes
place for rejected lines.
11. When System Rejected displays in the Contract section and is highlighted, it indicates the Epicor application
rejected this demand line due to problems such as price, lead time, or cumulative quantity validation issues.
A shipping schedule is not processed from this line. This situation occurs if this demand line or a schedule
on this demand was created/changed within a specified customer lead time range, and the Stop action was
used against it. You can manually change this option by selecting the Override System Reject check box
on the Line > Detail sheet. Use this check box to override the system validation rules and manually accept
the line.
12. When Reset Cum Info displays in the Contract section and is highlighted, it indicates the customer has
requested the cumulative information be reset for this customer purchase order, and you have run the Reset
Cumulative Info option on the Demand Reconciliation > Actions menu for this demand record.
Line Details
Use the Line > Detail sheet to manually enter or edit demand line information. If you use EDI, the Epicor application
automatically generates demand line records from inbound EDI transaction. However, you can edit these automatic
details as you need.
To enter a demand line:
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1. Click the Down Arrow next to the New button; select New Demand Line.
2. The Line > Detail sheet displays.
3. In the Contract Line field, enter or select the demand contract line associated with the demand line.
4. Enter or select the internal Part number and part revision number associated with the demand line.
5. If you select a part revision designated as Configurable in the Configurator Designer, click Configure as
needed to invoke a Configurator session. You can then enter or select configuration inputs and options
specified for the part in the Configurator Designer. Depending on how you design the configuration, the
Configurator Q&A session prompts users to enter a Smart String or select specific product parameters. These
selections create a part configured based on the customer requirements.
6. In the Sales Order section, enter the default parameters used for the sales order line generated from the
demand line. This includes specifying the unit of measure price per, internal price, customer price, price
group, and so on. If a sales order is already generated, the order identifier number displays in the Sales
Order field.
Schedules
Use the Schedule > Detail sheet to manually create, review, and edit a demand schedule. You can enter as many
schedules as you need for the associated demand line. You can also generate a shipping schedule by using the
Create Demand Schedule option on the Actions menu. If you use EDI, the Epicor application automatically
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generates demand line records from inbound EDI transactions. You can, however, fine-tune these schedules as
you need.
To enter a demand schedule:
1. Click the Down Arrow next to the New button; select New Demand Schedule.
2. The Schedule > Detail sheet displays.
3. Enter the Order Quantity for the demand schedule.
4. Select the Demand Type associated with the demand schedule. This defines the record generated when
this schedule is processed. Available options:
• Select Firm Releases if this demand schedule is converted into a firm release for the sales order.
• Select Unfirm Releases if this demand schedule is converted into an unfirm sales order release.
• Select Forecasts if this demand schedule is converted into a forecast record.
5. Enter the Need By date; this value is the date on which this customer needs to receive the quantity.
6. Specify the number of Delivery Days required to ship a part from your manufacturing center to this
customer. The Epicor application uses this to calculate the Ship By date. This value defaults from the Customer
> Demand sheet within Customer Maintenance.
For existing demand schedules, the CTP Need By and

CTP Ship By fields display the Need By and Ship By dates
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calculated by the Capable to Promise functionality.

Beyond Need By or Beyond Ship By appear as
highlighted if calculated CTP Need By or CTP ship By dates
are later than the actual Need By or Ship By dates on the
demand schedule.
7. Now specify the Ship By date; this value is the date on which you need to ship the schedule quantity so
that the parts reach the customer by their requested Need By date. You can optionally enter a Ship By
Time; this is the time of day by which items should be shipped on the specified ship date.
8. In the Ship To section, select the Ship To customer number and the Ship Via method. Specify any associated
sub-ship to, ship routing, and One Time ship information for the demand schedule.
Actions Menu
The Actions menu in Demand Entry contains several commands you use to perform demand processing tasks.
These functions are grouped on sub-menus, and are processed against the specific header, line, or schedule you
define.
Common Sub-Menu Options

The Actions sub-menus contain the following common commands:
1. Open - Use this option to re-activate a schedule, demand line, or demand record. When an item is open,
you can add, update, or process these items.
2. Close - Use this option to end activity on this schedule, demand line, or demand record. You cannot add,
update, or process closed items.
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3. Reject - Use this option to prevent the demand record, demand line, or schedule from being used. Rejected
items are not removed, but they appear as Rejected in Demand Entry.
4. Unreject - Use this option to reverse the status of a Rejected demand record. You can then create releases
and forecasts from this demand record.
5. Unlock - Use this option to unlock a locked demand header or demand line record.
6. Delete By Schedule Number – Use this option to delete demand lines or schedules from the current
demand record.
7. Log - Displays a log of errors related to processing the associated demand header, line, or schedule.
Demand Header Sub-Menu

This sub-menu contains the following options unique to the demand header:
1. Process – Use this option to generate sales order releases and forecasts from the current demand record.
2. Close and Process All Schedules – Use this option as needed to close all remaining open demand schedules
linked with the demand record, and indicate these schedules are Processed.
3. Create New Sales Order – Use this option as needed to create a new sales order for the selected demand
schedule.
Demand Line Sub-Menu

This sub-menu contains the following option unique to the demand line:
1. Get Demand Lines from Contract - Use this option to retrieve demand line information from the specified
demand contract. Once you have retrieved this information, you can view and edit it on the Line > Detail
sheet.
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Demand Schedule Sub-Menu

This sub-menu contains the following options unique to the demand schedule:
1. Create Demand Schedule - Use this option to automatically generate a shipping schedule for the current
demand line. It converts the part quantities into a shipping schedule.
2. Review – Use this option to review how the proposed shipping schedule interacts with the current inventory
and production quantities. If there are discrepancies, click the Reconciliation button within this program to
launch the Demand Reconciliation program to make schedule adjustments.
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3. Match – Use this option to combine a new release with previous releases generated through this demand
record.
Demand Mass Review
Use the Demand Mass Review program to quickly review, reject, and process multiple demand records at the
same time. It contains many of the same tools as does Demand Entry, but you can evaluate and process the
current demand for a specific part or all of the current demand records in your database. If you work with a large
volume of data, use this program to evaluate your incoming demand.
Menu Path: Sales Management > Demand Management > General Operations > Demand Mass Review
To review and process multiple demand records at the same time:
2. You first create groups of demand records for mass processing. To do this, enter the name of the group
being created, or click Group to select an existing group to which you are adding demand records.
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3. Select the Demand Mass Review sheet.
4. You can Review By either Part records or Demand records. Depending on the option you select, either part
or demand fields display on this sheet. In this example, you are reviewing demand using part records.
5. To review demand records requiring processing, click the Part button to find and select specific part numbers.
6. Use the check boxes in the Demand Types section to select the type of demand records (firm, unfirm, or
forecast) you want to review.
7. To add the selected demand records to the Group sheet, use the options located on the Select for Group
sub-menu in the Actions menu. For example, to add all of the demand orders displayed in the Parts sheet
to the group, click Select All for Part.
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8. Once you have selected the demand records, click the Groups sheet to review and process them. You can
select the Locked Group check box as needed to lock the selected demand records and prevent them from
being reassigned to another group.
9. You use the remaining selections on the Actions menu to process the group, match releases, re-activate
demand records, reverse the status of previously rejected demand records, or close them from future
processing. Review the Demand Entry section for details on these options.
10. If you need, click Demand Entry to launch this program and edit a specific demand record.
Demand Reconciliation
You can use Demand Reconciliation to update demand entries to reflect changes that occurred during shipping.
It displays cumulative quantity amounts according to your company’s records, and your customer trading partner’s
records. If items on a release did not reach a customer because they were returned, lost, still in transit, or any
other reason, you can enter a manual adjustment quantity in this program. Depending on if the adjustment
quantity is entered as a positive or negative, an invoice charge or a chargeback credit memo are created.
The way in which cumulative quantity changes for a demand contract are tracked depends on the option selected
in the Cumulative Setting field in Demand Contract Entry. Changes are based on shipments you make to the
customer, and by using the EDI documents received from your customer trading partner.
Menu Path: Sales Management > Demand Management > General Operations > Demand Reconciliation
To manually adjust demand entries:
1. Click the Demand Reconciliation button to find and select the contract you need to adjust.
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2. If a Purchase Order number does not appear in the demand reconciliation record, it indicates the cumulative
quantities display for the part number across an entire demand contract. If a purchase order number appears,
it indicates the cumulative quantities are for this specific part and purchase order demand record combination
only.
3. The Trading Partner Information section displays cumulative quantity and last shipment information,
according to your trading partner. This information automatically updates each time incoming EDI transactions
that contain cumulative quantity information reported by your customer trading partner are processed. This
information includes the cumulative quantity to-date, the starting date for the cumulative quantity, the last
ship quantity, last ship date, last pack identifier, last master pack number, and schedule number (EDI
transmission ID) on which the trading partner last reported cumulative quantity information.
4. The Company Information section displays cumulative quantity and last shipment information, according
to your company’s record. This information automatically updates each time a shipment record in Customer
Shipment Entry or Master Pack Shipment Entry generates. The same cumulative information displays here
as in the Trading Partner section, but is based on your company’s records, not those provided by the customer
trading partner.
5. The Variance field reports the cumulative variance quantity; this value is the difference between your
company’s reported cumulative quantity and that reported by your customer trading partner.
6. The Reconciled field reports the reconciled cumulative shipment quantity acknowledged by your customer
trading partner.
7. Click the Shipments tab to view shipments that have been made to this customer for the specified purchase
order and part number.
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8. The specific shipment transactions associated with the demand reconciliation record appear in the
Shipments grid.
9. Enter the Adjustment quantity (if any) for this demand reconciliation record. For example, if your company
reports that a quantity of two shipped, but your customer trading partner reports only one was received,
you enter an adjustment quantity (in this case, -1). A chargeback credit memo for the customer is generated.
10. Click the Adjustments sheet to view all adjustment records created for the demand reconciliation record.
Outbound EDI Documents
This section explores the EDI documents you send out to your customers. Each document contains information
that helps customers follow the progress of their sales orders.
Purchase Order Acknowledgements (EDI 855)

An EDI 855 document informs a customer about the progress of a purchase. It indicates you have accepted the
demand, and you are filling the order and shipping the goods by the requested date. You usually send EDI 855
transactions in response to EDI 850 inbound purchase order documents. This outbound EDI document is the text
or XML-based document record that is automatically or manually generated within Sales Order Entry. You can
also print these documents as a group using the Mass Print Sales Orders program.
If the Automatic check box is selected for the Sales Order Acknowledgement document type in the Outbound
Document section on the customer record (defined on the Documents sheet in Customer Maintenance), this
document is automatically produced when sales order releases generate for inbound EDI demand requests. You
must perform additional setup tasks required to define the outbound EDI documents themselves. Refer to the
EDI/Demand Management Technical Reference Guide within application help for more details.
Menu Path: Sales Management > Demand Management > Reports > Mass Print SalesOrders
To mass print order acknowledgements:
1. Use the Filter sheet to print acknowledgements for specific sales orders or demand contracts.
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2. Click the Print button on the Standard toolbar.
Advanced Shipment Notifications (EDI 856)

An EDI 856 document is an electronic version of a packing slip; it informs your customer how you have packed
and shipped their purchased items. The Advance Ship Notice, or ASN, also informs the buyer the goods are
shipped. This type of outbound EDI transaction, along with a UCC-128 bar code label, notifies your customer’s
receiving dock what is packed in the shipping cartons, eliminating the need for receiving personnel to open these
cartons.
This outbound EDI document is the text or XML-based document record that is automatically or manually generated
in Customer Shipment Entry or Master Pack Shipment Entry.
You can also print these documents as a group using the Mass Print Packing Slip/Labels program. If the Automatic
check box is selected for the Invoice document type in the Outbound Document section on the customer record
(defined on the Documents sheet in Customer Maintenance), this document is automatically produced when
you save a customer shipment record.
Menu Path: Sales Management > Demand Management > Reports > Mass Print Packing slips
To mass print packing slips:
1. Specify to print Packing Slip, Shipping Labels, or Both types of documents.
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2. Use the Filter sheet to print packing slips or shipping labels for specific packing slips and demand contracts.
Invoice Notifications (EDI 810)

An EDI 810 document is an electronic version of an invoice you normally send to your customer. You use 810
Invoices to communicate the payment terms, specific items, price, and quantities you delivered and for which
you now must be paid.
This outbound EDI document is the text or XML-based document record automatically or manually generated in
AR Invoice Entry. You can also print these documents as a group using the Mass Print AR Invoices program. If
the Automatic check box is selected for the Invoice document type in the Outbound Document section on the
customer record (defined on the Documents sheet in Customer Maintenance), this document is automatically
produced when the AR invoice successfully posts to the General Ledger.
Menu Path: Sales Management > Demand Management > Reports > Mass Print AR Invoices
To mass print invoices:
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1. Select the types of Transactions to print. In this example, you select All transactions.
2. Next, indicate the Document Types you want to mass print. In this example, you select All document types.
3. Use the Filter sheet to print invoices for specific customers and demand contracts.
Reports
This section describes some key reports you use to review demand entries. You can run these reports whenever
you need. You can also set up each report to generate and print through a recurring, automatic schedule. Review
the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information on how you link
a report to a recurring schedule.
Demand Review Report
Use the Demand Review Report to analyze your demand records. This report displays demand processed in
Demand Entry or Demand Mass Review, updated orders, rejected orders, and unprocessed orders.
The report includes price discrepancies, internal price, customer price, and price tolerance percentages. You can
run the report for specified customers, parts, and customer purchase orders for a specified date range.
Menu Path: Sales Management > Demand Management > Reports > Demand Review
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To use this report:
1. In the From Date and To Date fields, specify the date range for the demand entries.
2. Use the check boxes in the Exclude section to specify which types of demand transactions (rejected, those
with no changes, demand transactions that have been processed, posted, or closed) should not appear on
the report.
3. Use the Demand with Price Discrepancies Only check box to specify only demand entries with price
discrepancies should display on the report.
4. Select the Display All Log Entries check box to include all demand log entries on the report; this includes
entries for current and previous schedules.
5. Use the Filter sheet to print demand detail for specific customers, parts, customer purchase orders, or sales
orders.
6. When you finish, click the Print button on the Standard toolbar.
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Demand Net Change Report
Use the Demand to Sales Order Net Change Report to review demand records that have been turned into sales
orders. You can limit the information by specifying the sales orders, customers, parts, and trading partners
associated with the demand.
Menu Path: Sales Management > Demand Management > Reports > Demand Net Change Report
To use this report:
1. Indicate the Transaction Date From and To date range.
2. If you wish, enter a Sales Order number to only display demand entries converted for this specific sales
order.
3. Optionally, enter a Trading Partner Name to only display demand entries converted for this specific trading
partner.
4. Use the Filter sheet to print demand entries linked to specific part and customer records.
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Cumulative Quantities Variance Report
Use the Cumulative Quantities Variance Report to review cumulative quantities and variances calculated for
demand entries. It reports differences between shipment quantity records maintained by your company and those
maintained by your customer trading partner. If you need, you can exclude some information from this report.
Menu Path: Sales Management > Demand Management > Reports > Cumulative Variances
To use this report:
1. Select the Include Variance Zero check box to include zero cumulative quantity variances on the report.
2. Use the Include Variance Equal to Last Shipment check box to set the cumulative quantity variance for
demand purchase orders to the last pack shipped by your company to (but not necessarily received by) your
customer trading partner. Selecting this check box helps you identify when a reported variance is actually
due to in-transit shipment quantities. For example, if you have already shipped three units to your customer
trading partner and two more are in-transit on the last shipped pack, the quantity is set to two.
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Epicor ERP Application User Guide Configurator | Chapter 5
Chapter 5: Configurator
You use the Configurator to create an interface that streamlines entry of sales order options for products with multiple
configurations, such as different colors, sizes, or hardware features. If your company manufactures customizable and
dimensional Make-to-Order (MTO) products, leverage this feature set to create accurate Methods of Manufacture
(routing and materials) that reflect all the possible configurations of your product line.
You use Configurator Designer to create your product configurations. Use this programming tool to first capture the
product design, and then create an easy-to-use interface for configuration entry. The Configurator Designer contains
a Design Toolbox you use to set up the input parameters for a specific part.
As users enter sales orders, they can then use this interface to select the product configuration requested by your
customers. Users can select these configurations in Sales Order Entry, Opportunity/Quote Entry, Purchase Order Entry,
Job Entry, Engineering Workbench, and Demand Entry.
You can also use the Configurator Designer for other types of processing. Leverage this tool to create multi-level
configured sales kit parent parts that include non-stock components; these configured components generate as kit
lines on a sales order. You can then fulfill these kit lines using the make-to-job or purchase-to-order transactions. If
you use Demand Management, you can receive a configured part number; this number is automatically validated
against the processing rules you define within the Configurator Designer. If the validation fails, you are alerted that
you must manually reconfigure the part.
Lastly, the Configurator Designer interacts with the Enhanced Quality Assurance module. You can create test plans
which define test data parameters, like dimensions, weight, and thickness that must be checked by inspectors during
quality assurance testing. You can also define the input pages an inspector uses to enter required data, indicating
whether the part quantity passes or fails inspection. You link these test plans to a specific part or operation. For details
on this functionality, review the Quality Assurance chapter.
Setup
This section describes the primary record(s) you need to create for the Configurator Management module to
function. These program(s) are primarily found within the Setup folder for this module. Only the primary record(s)
are described here. Some areas within the next Operations section may also document setup records, if they are
required for a specific workflow.
Part Maintenance
If you use the Configurator to configure ordering options for a part, you must set up part records that contain
the base part information. You enter the top-level (universal) base assembly item that you use for part configuration.
A configured part must be defined as a non-stock item.
Menu Path: Material Management > Inventory Management > Setup > Part
Create Configured Part

To define a configured part:
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Chapter 5 | Configurator Epicor ERP Application User Guide
1. Enter or select the Part you need. If you are creating a new part, enter the identifier and its Description.
2. Click the Type drop-down list to specify whether this item is a manufactured, sales kit, or purchased part.
• Manufactured – Indicates this part is a single item produced in your manufacturing center. You can
configure manufactured parts.
• Sales Kit – Indicates this part is included as part of a bundle, or a sales kit, of related parts. You can
configure sales kit parts.
• Purchased – Indicates this part is acquired by buying it from a supplier. You can configure purchased
parts.
3. Select the Non-Stock Item check box to indicate this part is not normally stocked. You must select this
check box to be able to configure the part.
Add Part Revision

Once you create a configuration part record, you then create revisions for it. The part revision is a number or
letter that indicates how many times the part has been modified. Whenever you refer to a part in the Epicor
application, you must also specify a revision number. You create revisions when some change in the part makes
it unique from the previous part revision. Once you assign a revision to a configured part, you can then checked
it out to an ECO group.
To create a new revision:
1. Click the Down Arrow next to the New button and select New Part Revision.
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The Part > Revisions > Detail sheet displays.
2. In the Rev field, enter a revision number or letter for the configured part.
3. Specify the date on which this revision becomes Effective. The Epicor application uses this date to determine
the default revision whenever you select a part. Engineering reports also use this date to determine current
revisions in the bill of material.
4. In the Description field, enter a short description for the revision.
5. Select this check box to mark the part in focus as a Primary part. Once you link a part to a Configurator
using the Configurator ID field and select this check box, the part you are linking the Configurator with
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will automatically default in the Configurator Rule Entry > Part/Rev > Part/Rev field when you search
for and select the Configurator record.
To be able to select this check box you must first select a

Configurator record in the Configurator ID field. If you
attempt to select this check box without selecting a
Configurator, the A Configurator ID must be defined
to select this Part as Primary message displays.
7. You can now check out this part to an ECO group. Click the Actions menu, and highlight the
Revision sub-menu.
8. Select Check Out Revision.

The Part Revision Checkout window displays.
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9. Click the ECO button to find and select the ECO number to which you want to checked out the part revision.
10. When you finish, click OK.
Engineering Workbench
When you check out a configurable part to an ECO group, you can create a part method for it in the Engineering
Workbench. Unlike a non-configured part, the part method (Method of Manufacturing) for a configured part
revision contains all the components needed to manufacture the configured part.
After you create the part method for the configurable part, you must approve the part record and check it in.
If you are using the Super Bill of Materials (BOM) method, add
all components.
Menu Path: Production Management > Engineering > General Operations > Engineering Workbench
Define a Part Method

To define a part method:
1. You can also access the Engineering Workbench from within Part Maintenance. Navigate to Part Maintenance
and from the Tree view select the part revision you need.
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Menu Path: Sales Management > Configurator Management > Setup > Part
2. From the Actions menu, select the Revision sub-menu.
3. Select Engineering Workbench.

The Engineering Workbench displays.
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4. Using the sheets under the Method of Manufacturing tab, add operations and materials you need to
build all the options for the configurable part. For more information about defining a part method, refer to
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5. When you finish creating a method of manufacture for the part, navigate to the Revision > Detail sheet.
6. Select the Not Approved check box to specify the part revision is approved for use. After you do this, the
indicator displays as Approved.
Check In Part Revision

Once you approve the part revision, check it in.
To check in a part revision:
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1. From the Actions menu, highlight the Revision sub-menu.
2. Select Check In.

The Description of Change window displays.
3. In the Description of Change pane, enter an explanation or short description of the engineering change.
4. Click OK.
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5. To the Check In Complete message, click OK.
The part revision is now available for use.
Operations
This section describes the operations you can use within the Configurator Management module. Each operation
is described as a workflow to help guide you through the process from start to finish. These programs are primarily
found within the General Operations folder for this module. If a unique setup record is required to run the
operation, this record is also described in this section.
Configurator Entry
You use Configurator Entry to define basic Configurator, Enterprise Configurator, Pricing Rules, Document Rules,
and Part Creation settings. These settings are responsible for how the configuration operates during a Configurator
session.
This section contains an overview about how you use Configurator Entry. For more details, review the Configurator
Technical Reference Guide and the Application Help.
Menu Path: Sales Management > Configurator Management > General Operations > Configurator Entry
Create Configurator Record
You can also launch Configurator Entry from Part Maintenance.

To do this, click the Actions menu and highlight the Revision
sub-menu. Select the Configurator Entry option.
Before you can define a configurator design, you must first enter the configurator record. To create a configurator
record:
1. In the Configurator ID field, enter or select the Configurator you need. If you are creating a new
configurator, enter the configurator’s identifier and its Description.
To create a new configurator, from the New menu, click

New Configuration.
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2. The Configuration Type field defines the type of configurator you are creating. The options include the
following:
• Product Configurator - Can be linked to part revisions if the part is a non-stock item. These
configurations, when approved, are available in Opportunity/Quote Entry, Order Entry, Demand Entry,
Job Entry and Purchase Order Entry.
The Product Configurator type is only available if the

Product Configurator license is installed.
• Inspection Plan Configurator - Can be linked to inspection plans. These configurations, when approved,
will be available in Inspection Data Collection, which can be accessed from various programs (for example
Inspection Processing, Time and Expense Entry, MES, or the Main Menu).
The Inspection Plan Configurator type is only available

if the Enhanced Quality Management (EQM) license
is installed.
• No Inputs Configurator - Select the No Inputs Configurator type to create a non-input based
configurator. The No Inputs Configurator allows you to define method rules that execute at Get Details
in the Job Entry and Quote Entry programs without having to enter input values.
The No Inputs Configurator type is only available if the

Product Configurator license is installed.
3. Select this check box to display the Configuration Summary grid when reconfiguring a part using this
configuration in Opportunity/Quote Entry, Order Entry, Purchase Order Entry, Job Entry or Demand Entry.
Clear this check box to skip display of the Configuration Summary grid when reconfiguring a part using this
configuration.
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If you clear this check box and launch a configuration from within the Sales Order Tracker, Purchase
Order Tracker, or Opportunity/Quote Entry Tracker, the read - only version of the actual configuration
displays. You cannot define, modify, or save inputs when viewing the configuration. The following rules
apply when viewing a configuration using the trackers:
• No expressions run when you open and navigate through a configuration launched using the trackers.
• If a configuration for a part has changed, the trackers will display only the pages and inputs that existed
when the part was configured.
• When skipping a page, all the inputs remain inactive and the logic executes correctly.
• When skipping a page from a code expression, the logic does not execute (since expressions do not run
in trackers), but the page displays.
• The Navigation Bar contains page numbers and configurations you can navigate through during a
configuration tracker review. The Navigation Bar does not display any pages that did not belong to the
original configuration, but it will display the skipped pages.
4. If a multi-level Method of Manufacture has been defined for the part revision for which the configuration
process is being defined, this check box governs the Bill of Materials (BOM) and Bill of Operations (BOO)
levels of the indenture for which method rules can be defined. If the check box is selected, you can define
method rules at the top-level of indenture only.
If a configurator includes a sub-configurator(s) (sequence),

the Single Level Configuration is cleared and disabled.
If a configurator includes a sub configurator(s), but the
sequence has not been created and you select this check
box and next run the Rebuild Configurator Sequence
process, the process validates, if there is an existing
sequence, and clears this check box.
5. Select the Synchronize Revision Approval check box to automatically approve or unapprove the
associated part revision in the Part Maintenance > Part > Revisions > Detail sheet.
If you select this check box, the Do you wish to approve the configuration? message displays when the
configuration status changes and the revision is checked out to an ECO group.
• If you click Yes, you can continue with the part revision status synchronization.
• If you click No, the part revision status is not automatically updated.
6. If you selected Product Configuration in the Configuration Type field, use the Target Entities grid
section to delete any default target entities for the configuration. These specify the database tables that are
updated when configuring the item during a configuration session in Order Entry, Opportunity/Quote Entry,
Job Entry, Purchase Order Entry or Demand Entry.
To add a target entity and associated configuration information, from the New menu, click New Target
Entity. The Target Entity grid includes the following columns:
• Table Name - Specifies the target entity to which this product configuration should apply.
• Allow Record Creation - Specifies if a new part record is created when you configure an item during
an actual configuration session in Order Entry, Opportunity/Quote Entry, Purchase Order Entry, Job Entry
or Demand Entry once the selected configuration is saved.
• Prompt For Configuration - Specifies if generation of methods of manufacture in the Engineering
Workbench (using the method rules that have been assigned to this base configured part) should be
allowed.
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• Incoming Smart String - Specifies if, during an actual configuration session, all input values for the
configuration can instead be loaded through manual entry of a 'smart string' that contains concatenated
values, each representing a certain aspect of the configured item.
• Allow Reconfiguration - Specifies if a configuration that was originally configured in another entity
can be reconfigured in the new entity.
If you want to add a target entity to an existing record,

you must first clear the Approved check box.
Define Part Creation Logic

Use the Record Creation > Part Creation sheet to define parameters that designate if and how part records should
be entered or created when you configure an item during an actual configuration session in Order Entry,
Opportunity/Quote Entry, Job Entry or Demand Entry, and save the configuration. Part creation functionality can
be defined for top assembly, as well as subassembly configurators.
If a part with the new name already exists, the existing part
record is not changed.
When part creation parameters are defined for a subassembly

configured part, the Epicor application processes these
parameters for the lower level configured part when you save
the associated top-level configuration during a Configurator
session.
To define part creation logic:
1. Navigate to the Record Creation > Part Creation sheet.
2. Use the Enable Part Number Creation check box to indicate whether a new part number should be created
when saving configuration created for the base part. This automatically links this newly created part number
back to the base part number, allowing it to be reconfigured at any time.
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3. Use the Set Part Number Only check box to generate and set a part number only, without creating a
master part record.
Regardless of this setting, the generated part number is still assigned to a quote line, order line, job, purchase
order or demand order, according to where you configure the base configured part.
4. Use the Prompt User to Confirm New Part check box to display a Would you like to create a new part
number for this configuration? message during a configuration session, asking you if a new part number
should be created.
5. Use the Notify User of Duplicate Part Numbers check box to display a warning message during a
configuration session when a duplicate part already exists.
6. Use the Create New Part Number at Zero Cost check box to set the cost of the new part at zero. Zero
cost means that the newly created part does not inherit the part unit costs of the base configurator.
7. If you selected the Enable Part Number Creation check box, the Epicor application creates a new part
number and generates a method of manufacture when a configuration created for the base part is saved.
This automatically links this newly created part number back to the base part number, allowing the part to
be reconfigured at any time. If you select the Create Non-Configurable Part check box, the application
removes the link back to the base configured part. The newly created part is treated as a standard part and
is no longer considered a reconfigurable part.
8. When you select the Create Revision check box, the Epicor application generates a new part revision for
the newly created part when you save a configuration. Selecting this check box activates the Prompt For
Checkout check box.
9. Use the Generate Method check box for the application to create a method of manufacture for a new
part. A method of manufacture details the assemblies, operations, and materials required to produce the
part.
10. When you select the Create Alternative Methods check box, the Epicor application creates alternate
method records in other sites when a configuration generated part is created.
11. Select the Prompt For Checkout check box to cause the Part Revision Checkout window to display when
you save the part configuration. Use this window to check out and display the configured part in the
Engineering Workbench. You can then modify the method for the part revision. If you do not select this
check box, the part revision is automatically approved.
12. Selecting the Prompt For Checkout check box activates the Default ECO Group field. Use this field to
specify the ECO Group used to check out the part revision in the Engineering Workbench.
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13. Use the Save Input Values check box to designate if the input value settings are saved just in the new
configured part record, and not linked to a specific quote, order, purchase order, job, or demand order. For
example, use this check box if you want to define a collection of pre-configured parts for reuse.
14. Use the Use Quote Method check box to designate that the Epicor application uses the quote method.
By default, the Epicor application generates methods (using the resulting job method) after it has processed
any Keep When and Set Field rules on job records. Correspondingly, selecting this check box allows you to
designate that it uses the quote method instead.
15. Select the Available Methods drop-down list to define how to assign a part number during a configuration
session (rather than generate one). Available methods control the part number created and are used to
update the quote line, order line, job, purchase order or demand order part number fields when you configure
the base part in those entities.
Configurator Designer
You use the Configurator Designer to define the configuration options for a configured part. This comprehensive
tool contains a design tool box, sheets for defining input detail parameters, input controls and input actions,
page behavior and page actions, configurator events, or dynamic lists.
A configurable product has specific characteristics, which can have different values. When configuring a product,
you can select the input values you want to determine specific attributes for the configurable product. This allows
you to create unique items according to customer requirements.
This section contains an overview about how you use the Configurator Designer. For more details, review the
Configurator Technical Reference Guide and the Application Help.
Menu Path: Sales Management > Configurator Management > General Operations > Configurator Designer
Define Input Fields

You use the Toolbox to define specific types of controls on the Design > Page Designer sheet to design input
pages that display when you configure the universal part/revision in Order Entry, Opportunity/Quote Entry,
Purchase Order Entry, Job Entry or Demand Entry.
The design inputs are anything that the user should specify, or needs to create a custom configuration for the
universal part. For example, if the configured part is a picture frame, you can establish inputs that specify width,
height, material, and color. The operator then enters this information upon creation of a sales order, quote, job,
purchase order or demand order.
You can also launch the Configurator Designer from within

Configurator Entry. To do this, click the Actions menu and
select the Configurator Designer option.
To define input fields:
1. In the Configurator ID field, search for and select the configurator record you need.
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2. Clear the Approved check box.
3. Navigate to the Design > Page Designer sheet.
To create a new page, from the New menu, select New

Page.
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4. Use the Toolbox to select the control you want to add to the input page and select the area on the input
page where you want the control to display. Move and stretch the control so it displays in the location and
size you want.
5. Click the Pointer control to select an item to edit or delete. You can also use the pointer to move items to
different locations on the input page.
6. Click the Label control to attach a text label to an input field.
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7. Click the Character control to place a field on the input sheet that prompts users to enter a fixed length,
single-line character string.
8. Click the Date control to place a date field on the input sheet.
9. Click the Decimal control to place a field on the input sheet that requires numeric data. Use this control
for both decimal and integer (whole number) values.
10. Click the Check Box control to place a check box on the input sheet that prompts users for yes/no or
true/false (Boolean) conditions. If a user selects the check box during a configuration session, the condition
is considered true.
11. Click the Button control to place a button that allows users to manually execute an expression.
12. Click the Editor control to place a multi-line field on the input sheet for free-form text such as comments
or memos.
13. Click the Combo Box control to place a drop-down list on the input page. Users can then select from a
choice of pre-defined options.
14. Click the Rectangle control to draw group boxes on the input page. You place group boxes on your input
page to organize groups of related fields.
15. Select the Radio Set control to place a series of radio button options on the input page; users can then
select one of these options to configure the part on the sales order, job, quote, purchase order, or demand
order.
16. Click the Browser control to place a field on the input page that links to a specific web page or displays a
picture.
17. Click the Picture Box control to place an image on the page.
You can add the following image types:
• JPEG
• JPG
• GIF
• BMP
• PNG
You can dynamically change the entered images, based on the On Field Changed expression for a Combo
Box.
Example You can link employee pictures with their

names (Combo Box). When you select a particular name
in the Combo Box input, a picture of the selected
employee displays.
18. Click the 2D Viewer control to create a two dimensional based configuration.
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When you drag and drop the 2D Viewer input control onto the page, the Input Properties pane activates
the Image Properties and Image Mapping actions.
You cannot approve a configurator record that includes

the 2D Viewer input control and is marked as Enterprise
Configurator.
You cannot deploy a configurator record that includes

the 2D Viewer input control to the Epicor application
accessible over the web (EWA).
Define Input Field Properties

Use the Input Properties section and its settings to specify detailed information for each of the inputs you place
on the configurator page.
In this section, you select different parameters to define the manner in which attributes and controls that you
have placed on the input page should operate.
When you place a control on the input page, the Epicor application assigns a temporary field label to it. You can
change this label using the settings located in the Input Properties section. For each control you place on the
input page, you can also use default horizontal/vertical placement and size placement values and change them
as required.
The Input Properties section includes five main nodes and each node lists different set of options. Apart from the
Actions node, the setting options vary based on the input control you select. The Input Properties nodes are listed
in the following order:
• Actions
• Appearance
• Behavior
• Control Details
• Inspection Attribute
For more information about the Input Properties node options

and their respective settings, refer to the Configurator Technical
Reference Guide and the Application Help.
To define input field properties:
1. In the Design > Page Designer sheet, select the input control.
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2. Based on your input control selection, the Input Properties section displays different set of parameter
settings.
3. In the (Name) setting, specify the name of the input field control.
This value identifies the field when you create rules. You cannot modify this field after you click Save.
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4. If you do not wish to display the value of the selected input control field in the reconfiguration Summary
grid, set the Hide from Summary setting to True.
5. In the Label setting, enter the label you want to display next to this control.
6. Optionally, enter an abbreviated Summary Label for instances where the full label may not fit.
7. Optionally, if you want the Epicor application to automatically resize the list of input options window for a
Combo Box, set the Auto Size List setting to True. If you set the Auto Size List setting to False, the
application will use the value defined in the List Width setting.
8. If the selected input is a combo box, use the Dynamic Lists setting to launch the Dynamic Lists Editor where
you define a dynamic list for a selected combo box control on a design page. A dynamic list is a set of option
selections that are dynamic in nature (that is, the displayed options change based on certain conditions
being satisfied). Unlike standard combo-boxes that offer a fixed set of choices, dynamic lists affix choices
based on conditions established in the Dynamic Lists Editor.
For more information about the Dynamic List functionality,

refer to the Configurator Technical Reference Guide and
the Application Help.
9. Optionally, set the Global Input Variable setting to True to indicate whether this field is global for the
entire configuration, including lower level configurations used within this configuration, where another field
within the same data type is linked to the same variable.
If you set this setting to True, the Global Input Variable Name setting activates. The selections that display
in this field are those that have been defined using the Configurator Designer > Actions > Global Input
Variables command.
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10. Use the Initial Value setting to specify the initial value of the input control field upon load of the
configuration for the first time. This is an optional field; leave it blank if you do not want a default option
selection to display in this combo box during an actual configuration session.
11. Optionally, set the Invisible setting to True to indicate a control should be hidden from display on the input
page during a configuration session.
12. If you selected the Combo Box control, use the List Items setting to create the list of fixed options that you
can select from the combo box during a configuration session. Click the button on the right to display the
Value/Description List Editor window. The Value/Description List Editor window allows you to enter the list
of input options with their descriptions for the selected input.
13. Optionally, define a width size for the list of input options window for a Combo Box.
14. Optionally, set the Publish to Doc setting to True for the values to be shared between input fields with
the same name used in configurators linked to lines of the same document.
15. Set the Read Only setting to True to set the input field as read only.
If you set this setting to True, the Read Only Expression setting activates.
16. Use the Read Only Expression setting to specify a read only expression, which controls whether the input
is available during the configuration session.
17. Set the Required setting to True if entering a value in this input control field is mandatory during a
configuration session.
18. If you created a dynamic list for the selected combo box control, optionally, you can set the Show Distinct
Item setting to True to display only distinct list items from dynamic list.
This eliminates any duplicate values and only displays those input options with unique values. Duplicate
input values sometimes occur when the associated list of options has been created through a dynamic list,
whether calculated from a static list or based on running a program or a BAQ.
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19. Specify the Tab Order number for the control. This indicates the order in which controls are selected as a
user presses the Tab key to navigate through the input page.
Define Input Field Actions

Use the Action set of options in the Input Properties section to define actions that should take place for a particular
control (field) on an input page during an actual configurator session.
The list of input field actions includes:
• On Field Changed - Use this action setting to specify the conditions that designate the actions that should
take place when exiting a particular control (field) on an input page during an actual configuration session.
This event type triggers when the value of the specified field is changed on the page while the page is in focus
and is saved. Compared to the On Field Validation event, which triggers when the value of the specified field
is changed on the page while the page is in focus prior to saving the value, the change already happened.
The On Field Changed event does not trigger any other events unless specifically defined as an action.
• On Field Validating - This type of event triggers when the value of the specified field is changed on a page
while the page is in focus, and prior to saving the value. Compared to the On Field Changed event, the change
can still be prevented. This type of event does not trigger any other events unless specifically defined as an
action.
To define input field actions:
1. In the Design > Page Designer sheet, select the input control.
2. In the Input Properties section, under the Actions node, select the required action.
Once you select one of the available actions, a launch button displays.
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The list of available actions vary based on the selected input. For example, the Button input control activates
the On Clicked action. Use this action to specify the conditions that will update other inputs or validate the
previously loaded information. This action launches the Code Editor and gives the ability to execute a C#
expression.
3. To create an input field action, click the button on the right to access the Code Editor to enter an appropriate
code expression.
The Code Editor displays.
Use the Code Editor as needed to create C#-based code syntax for client side events, client side expressions,
document rule expressions and method rules expressions. You can use it as needed to construct complex
expressions that combine input values collected during an actual configuration session with logical operators,
user defined functions, context functions and lookup functions. For example, you can create code that the
Epicor application uses to evaluate specific input values entered into controls you place on a configuration
input page using the Configurator Designer > Page Designer sheet.
Providing an Epicor Cloud ERP - Multi Tenant user with

Advanced Configurator privileges to enable usage of
custom C# code in an Epicor hosted environment may
require advanced approval from Cloud Operations to
ensure conformity with our security and operational
standards.
Examples of configurator activities restricted to Expression
Builder:
• You cannot create server side expressions. Server side
expressions are restricted to the Expression Builder
only, without Advanced Configurator privileges.
• You cannot manually enter free-form DB queries
written in C# or other restricted code, as the free-form
Code Editor is not accessible. Use the Expression
Builder to create required expressions.
Epicor recommends the use of Epicor Consulting Services
to provide advanced customizations.
For more information about the Code Editor features,

refer to the Configurator Technical Reference Guide.
4. If required, use the Available Selections pane to select specific variables available for use during an actual
code editing session. You can collapse or expand specific nodes, then drag and drop the appropriate selections
into the Editor pane (in the middle of the Code Editor) to construct the code expression.
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5. If required, use the Functions pane, which displays the Functions and Operators nodes, to construct the
code syntax. You can collapse or expand specific nodes, then drag and drop the appropriate function
selections into the Editor pane to construct the code expression.
6. If required, use the Editor pane to directly enter or edit the code text.
7. Optionally, to construct your expression, use the Virtual Keyboard containing operators and boolean
expressions (And, Or, Not, True, False, Null).
8. Click the Add References button to add references to the Configurator in focus.
Using the references you can invoke base or custom business logic from methods within an assembly through
C#. You can call methods in Epicor services or to call methods in you own assemblies.
To use this functionality you must have basic programming

knowledge.
9. Click the Expression Builder button, to create a required expression using the Expression Builder Form.
10. When you finish, click the Check Syntax button to perform C# code syntax validation.
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You can perform validations on code expressions at any time during the entry process.
The Epicor application does not validate the code for

possible runtime errors.
If the expression is entered correctly, the Syntax is correct message displays.
11. If necessary, use the Hints pane to review helpful hints, based on the specific variables, functions and
operators you select in the Available Selections and Functions panes.
12. To the Syntax is correct message, click OK.
Define Input Page Properties

Use the Input Properties section and its settings to define general page behavior during a configurator session.
The Input Properties section includes three nodes. The Input Properties nodes are listed in the following order:
• Actions
• Behavior
• Control Details
To define input page properties:
1. In the Design > Page Designer sheet, click inside the page canvas to highlight the input page.
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2. The Input Properties section displays the available page property settings.
3. Set the Read Only setting to True if you want to create a read only expression for the page in focus.
4. Use the Read Only Expression setting if you need to specify a read only expression, which controls whether
the input page is available during the configuration session.
To create an expression, click the button on the right to access the Code Editor to enter an appropriate code
expression.
5. Set the Skip if all Inputs are Disabled or Invisible setting to True if you want to skip a configurator page
if all the page inputs are disabled or invisible.
If a page has multiple inputs, which all can be disabled or hidden, based on various values from previous
inputs, a user that entered the configurator has to verify whether all inputs are disabled or invisible, and
then finally disable or enable the page. If this setting is set to True, the page is skipped directly.
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Define Input Page Actions

Use the Action options in the Input Properties section to define page input actions for your configurator. The
page action you select in this section controls the page behavior during an actual configurator session. Based on
the expressions you enter, the Epicor application informs you when the entered page is loading, loaded, or that
you are leaving the page.
The list of input page actions includes:
• On Page Leave - This type of event triggers when leaving a specific page while it is in focus, when a user
either moves forwards or backwards between Configurator pages. The page leave event does not trigger any
other event unless specifically defined as an action.
• On Page Load - This type of event triggers when the page in focus is loading, either upon the first load or
when a user moves forwards or backwards between Configurator pages. The page load event does not trigger
any other event unless specifically defined as an action.
• On Page Loaded - This type of event triggers when the page has been loaded. At this point you cannot
cancel loading.
To define input page actions:
1. In the Design > Page Designer sheet, click inside the page canvas to highlight the input page.
2. Under the Actions node, select the required action.

Once you select one of the available actions, a launch button displays.
3. To create a page action, click the button on the right to access the Code Editor to enter an appropriate
code expression.
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standards.
Builder:
4. In the Editor pane, enter or edit the required code text.
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Define Configurator Events

Use On Load, On Loaded, On Complete, and On Save sheets to specify the conditions that designate the actions
that should take place when particular events take place for an input page during an actual configuration session.
These event types include:
• On Load - Executes Server side expressions before the configurator page loads.
This type of event triggers when loading the configuration and is executed on the Server context (no controls
are available only values). On Load expressions can be calculation settings, but they cannot change the screen
layout or send messages to the user. This is because the On Load event expressions run on the server.
• On Loaded - Executes Client side expressions once the configurator page is loaded.
This type of event triggers after a user executes the On Load event. At this stage, no pages are loaded and
you cannot cancel configuration. However, the configuration allows you to move to the Complete event,
skipping all entered pages. This event runs on the Client context where controls and values are available.
• On Complete - Executes Client side expressions after you complete the last page of the configurator or when
you skip the page.
This type of event triggers after you leave or skip the last page of the configurator; for example, when moving
from one configuration to another, or completing the only configuration available. In case a next configuration
is available, this event is not executed if moving backwards to the first configuration. The event executes only
after the last page of the configurator is left/skipped again. You can cancel the event, meaning to cancel the
completion of a configuration and return to the last page, or cancel the session if no previous page/configurator
is found.
If you are using EQM, this is where you find the Set Pass
and Set Fail functions.
• On Save - Executes Server side expressions after you complete the last page of the configuration.
This type of event triggers when you are at the very end of the configuration and you either click Save or
Next, but there are no additional configurator pages to display. After you complete a configuration and no
more configurations are available, the Epicor application sends all the configuration data, such as input values,
to the server for saving. When saving the data for each configuration, this event is executed for each of them.
As a result, the On Save events execute when you save the configuration.
To define configurator events:
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1. Depending on what configurator event you want to enter, navigate to the Configurator > On Load, On
Loaded, On Complete, or On Save sheets.
In this example we select the On Complete event.
2. In the selected sheet, click the Edit button to access the Code Editor to enter an appropriate code expression.

standards.
Builder:
3. In the Editor pane, enter or edit the required code text.
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6. The entered expression displays in the Event Expression pane.
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7. Select the Approved check box to approve the configurator.

The Description of Changes window displays.
8. In the Description of Changes window, enter a note outlining the changes made to the record.
9. Click OK.
10. On the Standard toolbar, click Save.
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Link Configurator to Part Record

Once you define a Configurator ID in Configurator Entry, you link it to a part record. Assigning the Configurator
ID links the part revision to a specific configurator process you create for the Configurator ID in the Configurator
Designer.
You can link the same Configurator ID to multiple part records.
To link the configurator:
1. Navigate to Part Maintenance by following this menu path:

Menu Path: Sales Management > Configurator Management > Setup > Part
2. In the Part field, search for and select the required part record.
3. From the tree view, select the part revision you need.
The Part > Revisions > Detail sheet displays.
4. If the revision is already approved, clear the Approved check box.

The Not Approved status displays.
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5. In the Configurator ID field, search for and select the required Configurator ID.
7. Select the Not Approved check box to approve the revision.

If the configurator is unapproved and you selected the Synchronize Revision Approval check box located
in the Configurator Entry > Detail sheet, this check box would be grayed out.
The Description of Change window displays.
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8. In Description of Change pane, enter an explanation or short description of the change.
9. Click OK.
10. The Configurable check box automatically selects.

This check box indicates that the revision has either a configuration linked to it or the bill of materials (BOM),
created for the revision through the Engineering Workbench, contains a material or subassembly that has
a revision with a configuration linked to it.
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Configurator Rules
Use Configurator Rules to specify how a method of manufacture should be created for use in producing a part
configured in a Sales company. Method rules defined in this program include Keep When Rules that determine
the specific material content, and designate what components and operations should be included when you
manufacture a configured part.
By separating the manufacturing rules and the method of manufacture from the other rules, synchronization of
the method of manufacture for a configured part is not required between the Manufacturing company and
external Sales companies. This allows you to protect proprietary product information from potential distribution
to unwanted parties.
Menu Path: Sales Management > Configurator Management > General Operations > Configurator Rule Entry
Define Rule Sets

Use the Rule Sets sheet to enter a new rule set for the selected configurator record. A rule set can contain one
or more rules and each rule is composed of a condition and one or more actions. A Rule Set can hold a single
Keep When condition. You select the Keep When conditions from the Keep Component When drop down list
of options.
You can also launch Configurator Rules from the Configurator

Designer and Configurator Entry. To do this, click the Actions
menu and select the Configurator Rules option.
To define a rule set:
1. In the Configurator ID field, search for and select the configurator record you need.
2. Clear the Approved check box.
3. In the Part/Rev field, search for and select the part record you need.
When linking the Configurator in focus to a part, if you

selected the Primary check box in the Part Maintenance
> Part > Revisions > Detail sheet, the part record that
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you linked to the Configurator will automatically default

in this field.
For more information, refer to the Create Configured
Part chapter topic.
4. Right-click in the tree view menu and select Tree > Expand Tree to display the method of manufacture
for the selected part.
The method of manufacture displays.
5. In the tree view, from the method of manufacture of your configured part, select the Operation, Operation
Resource, or Material elements.
In this example we select material.
The Rule Sets > Detail sheet displays.
6. Depending on your selection, the Operation, Material, or Scheduling Resource fields populate for existing
entries.
To create a new Rule Set, highlight your selection in the

tree view and from the File menu, select New > New
Rule Set.
7. If required, in the Keep Component When field, select the rule.
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This allows for selection of an operation or material during a configuration session, based on date, numeric,
logical, or string data.
If you leave this field blank, you will always keep the
element.
8. To enter the Keep Component When rule, within the select rule expression, click the Specified link to launch
the Code Editor.

standards.
Builder:
9. Use the Available Selections, Functions, Editor, Hints, and Virtual Keyboard panes to construct the
required code expression.
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11. If the expression is entered correctly, the Syntax is correct message displays.
12. Click OK.
13. Optionally, to further change the Keep Component When rule, click on the equal to link.
The expression changes to not equal to.
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14. Optionally, to further change the Keep Component When rule, click on the true link.
The expression changes to false.
Define Rule Conditions

You apply rule conditions against a material selected in the method of manufacture for the parent part.
Within a method of manufacture you can have multiple rule

conditions with their actions. The actions you define for a rule
condition depend on that rule condition, meaning that only if
the rule condition is met the action is executed.
The list of available rule conditions includes:

• Always execute
• The target entity is equal to Specified value
• Column Specified of target entity is equal to Specified value
• The Specified expression is equal to true
• Session parameter Specified is equal to Specified value
• Current user belongs to Specified user group
To define a rule condition:
1. In the Rule Condition field, expand the Rule Condition drop-down list and select the required rule condition.
If you want to create a new rule condition, from the File menu, select New > New Rule.
Depending on the rule condition you select, change the

condition by clicking on the Specified links within the
condition to launch the Entity Selection, Option List,
Value From String Constant, Value From Decimal
Constant or Code editors.

standards.
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Builder:
2. If applicable, to further change the selected rule condition, click on the equal to link.
The condition changes to not equal to.
3. If applicable, to further change the selected rule condition, click on the true link.
The condition changes to false.
4. If applicable, to further change the selected rule condition, click on the Always link.
The condition changes to Never.
Define Rule Actions

A rule action specifies the action to be performed once the rule condition is met. If the rule condition is met (rule
conditions are True) during an actual configuration session, the Epicor application executes the associated actions.
If the rule condition is not met (rule conditions are False), they are not executed.
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The list of available actions includes:

• Set Specified field of current element to Specified value
• Set Specified field of target entity to Specified value
• Execute Specified expression
• Execute Specified rule function
To define a rule action:
1. In the Action grid, expand the Action drop-down list and select the required rule action.
If you want to create a new rule action, from the File menu, select New > New Rule Action.
Depending on the rule action you select, change the

action by clicking on the Specified links within the action
to launch the Entity Selection, Option List, Value From
Decimal Constant, Value From String Constant or
Code editors.

standards.
Builder:
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Document Rules
Use the Configurator Entry > Document Rules > Detail sheet to specify document rules for different target entities
(programs). Document rules allow for automatic updating of the source documents (quotes, sales orders, job
orders, purchase orders, or demand orders) that initiate production of a configured item.
Based on the rule expression syntax, the Epicor application updates the tables and fields defined in the rule with
the appropriate resulting values (also specified in the rule expression). For example, using a Set Field rule, data
such as pricing or the description of the sales order line stored in the OrderDtl table can be assigned specific
values based on the components selected in the configuration session.
Document rules consist of Rule Conditions and associated Actions. For each Document rule, you can enter a
single rule condition, but multiple actions can be associated with the rule condition.
Rule Condition - Contains code expressions that denote the specific conditions that must be met in order to
perform the associated actions. The list of available rule conditions includes:
• Always execute
• The target entity is equal to Specified value
• Column Specified of target entity is equal to Specified value
• The Specified expression is equal to true
• Session parameter Specified is equal to Specified value
• Current user belongs to Specified user group
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Rule Action - Is the actual action the Epicor application performs if the conditions of the rule are met during an
actual configuration session. You can assign multiple rule actions per a rule condition. The list of available actions
includes:
• Set Specified field of target entity to Specified value
• Set Specified configurator pricing to Specified constant value
• Set Specified configurator pricing to Specified expression value
• Execute Specified expression
Define Document Rules

To create a document rule:
1. Navigate to Configurator Entry by following this menu path:

2. Navigate to the Document Rules > Detail sheet.
If you want to create a new document rule, from the New

menu, select New Document Rule.
3. In the Rule Description field, enter a short description for the entered rule.
4. To define a rule condition, expand the Rule Condition drop-down list and select the required rule condition.
Depending on the rule condition you select, change the condition by clicking on the Specified link within
the condition to launch the Entity Selection, Option List, Value From String Constant, or Code editors.
If applicable, further change the selected rule condition as follows:
• Click on the equal to link to change it to not equal to.
• Click on the true link to change it to false.
• Click on the Always link to change it to Never.

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standards.
Builder:
6. To define a rule action, expand the Action drop-down list and select the required document rule action.
If you want to create a new document rule action, from

the New menu, select New Document Rule Action.
Depending on the document rule action you select, change the action by clicking on the Specified link
within the action to launch the Entity Selection, Value From Logical Constant, Value From Decimal
Constant, Pricing Entity, or Code editors.
Define Smart String Creation Logic

Use the Configurator Entry > Record Creation > Part Creation sheet to define how a special identifying number
(a Smart String, or unique part number) should be constructed to identify a configuration of this part, based on
the entries made during an actual configuration session in Order Entry, Opportunity/Quote Entry, Purchase Order
Entry, Job Entry or Demand Entry. The Smart String creation functionality can be defined for top assembly, as
well as subassembly configurators.
The resulting Smart String identifies the configuration for customer reference, and it (optionally) prints on quote
or order acknowledgment forms associated with this part. This logic is valuable when you wish to identify a
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specific configuration in a long list of revisions or identify it for your customer's reference. This sheet also allows
you to specify additional parameters for creation of Smart String identifiers – how they should be prefaced or if
they should be included as a description on various types of records.
When Part Creation (or Smart String) parameters have been

defined for a subassembly configured part, the Epicor
application processes these parameters for the lower level
configured part when the associated top-level configuration
is saved during a Configurator session.
To define Smart String creation logic:
1. Navigate to Configurator Entry by following this menu path:

2. Navigate to the Record Creation > Part Creation sheet.
3. The Smart String Structure field displays the resulting structure of the Smart String as you specify the
parameters being used for its construction.
4. Select the Available Styles drop-down list to select the method used to construct the Smart String. You
can indicate the Smart String is constructed from user configuration inputs, created using a combination of
the part number / order or quote (line numbers), based on the part number, or based on a sequential number.
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5. Use the Separator Character field to designate delimiter (dash, space, slash, or underscore) used to separate
elements in the Smart String.
6. Select the Digit Structure for the Smart String. This defines how the numerical digits display for the Smart
String identifier.
The options include the following:
• Include Leading Zeros (00000999) - The significant digits of the Smart String should be preceded by
leading zeroes. The significant digits are comprised of the individual elements sections of the Smart
String, in this case the order/quote number and the order/quote line item.
• Exclude Leading Zeros (999) - The digit structure only includes the significant digits of the Smart String
(no leading zeroes).
7. Use the Starting Sequence field to specify the starting sequence number for the Smart String (for example,
1000). As each smart string is generated, this sequence number automatically increments by one.
This field becomes active only if the Part Number +

Sequential Number option was selected in the Available
Styles field.
8. Click the Available Inputs button to select the specific inputs included in the Smart String.
This button becomes active only if the Smart String

Constructed from Inputs option was selected in the
Available Styles field.
9. Use the Format button to access the Smart String Display Format window. Use this window to specify
the formatting of the value and how it displays in the resulting Smart String.
This button activates once you select a component line in the grid.
10. Select the Preface w/ Part Number check box if the Smart String should begin with the part number for
the part being configured.
11. Select the Customer Part Number check box if the customer part number displayed in Order Entry or
Opportunity/Quote Entry should include the resulting Smart String generated during an actual configuration
session.
12. Select the Part Description check box if the Smart String generated during an actual configuration session
should be the actual part description on orders, quote lines or job lines (on the associated orders, quotes or
jobs). If this check box is selected, the Smart String also becomes the new part description.
The Part Description checkbox will only update the

description on the entity if you activate Part Creation.
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Configuration Session
When a user selects the configured part in Opportunity/Quote Entry, Sales Order Entry, Purchase Order Entry,
Job Entry, or Demand Entry, an interactive Question and Answer session displays using the input pages created
within the Configurator Designer. The user defines the configuration of the part requested by the customer.
While the user selects the configuration options, the Epicor application collects this information and generates
the configured part. First, any On Load and Prompt When rules set up for the input page apply together with
any individual input controls. The application then determines the way attributes and controls placed on the input
page operate. Next, it processes applicable method rules that determine the specific material requirements for
the configured end-item. It then collects information from the configuration entries (and from the sales order or
quote) to calculate the unit price for the configured part. Finally, it generates part master and Smart String
information.
Menu Path: Sales Management > Order Management > General Operations > Order Entry
To select input pages options on a configured part:
1. Launch Sales Order Entry, Opportunity/Quote Entry, Purchase Order Entry, Job Entry or Demand
Entry.
In this example we use Sales Order Entry.
2. In the Part/Rev field, enter the Part number and Revision number for the configured part.
3. Click the Configure button.

The interactive Question and Answer session displays.
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4. Select the options you want for the configured part.

The confirmation message displays.
6. To the message, click OK.
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Verify Existing Configurations
Use Verify Existing Configurations program to validate the input values and selections made within Sales Order
Entry, Opportunity/Quote Entry, Purchase Order Entry, Job Entry, or Demand Entry are current. If a user makes
any product configuration definition changes to an existing configuration (for example, a change in a rule syntax),
the program applies these changes to the existing configurations, using the input values entered during the
Question and Answer session.
No changes are made to the orders, quotes, purchase orders, jobs, or demand orders; the program just compares
the existing values on the order, quote, purchase order, job, or demand order against the new values. It also
compares the resulting (reconfigured) part method against the existing part method, making sure all applied rule
parameters are correct. If an error is found, a message is added to the log that records the variations.
Menu Path: Sales Management > Configurator Management > General Operations > Verify Existing
Configurations
To run the Verify Existing Configurations process:
1. Enter the Log File Name that stores the processed activity.
2. Select the Update Saved Input Values and Set Fields in Part table check box to update these values on
the part record. Use this option in situations where you have made changes to the base configuration and
wish to mass-update all configurations assigned to orders, quotes, jobs, purchase orders, or demand orders.
3. Use the Verify Existing Quote Configurations check box to specify that the process should run against
quote records.
4. Use the Verify Existing Order Configurations check box to specify that the process should run against
sales order records.
5. Use the Verify Existing Job Configurations check box to specify that the process should run against jobs.
6. Specify the range of Parts against which the validation process should run.
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7. On the Standard toolbar, click the Submit icon.

The Verify Existing Configurations process runs, applying any configuration changes to the existing
configurations on your records.
Regenerate Configurations
Use the Regenerate Configurators Process to regenerate configurations that have been created in the Configurator
Designer for base part numbers.
You can specify if all configurations regenerate, or if only configurations for individual parts selected in the Filter
sheet should regenerate. When you run this program, it selects approved configurations (these configurations
have the Approved check box selected), and regenerates the associated rules programs and the assigned
configuration sequence.
This process can also be run in a Continuous Processing mode; the process is then constantly active and runs
whenever a configuration regenerates.
Menu Path: Sales Management > Configurator Management > General Operations > Regenerate Configurations
To run the Regenerate Configurations process:
1. If you wish to regenerate configurations for every configured part, select the Regenerate All
Configurations check box. Clear this check box to regenerate configurations for only those parts selected
in the Filter sheet.
2. Use the Continuous Processing check box to indicate if you wish to constantly run this program. If you
select this check box, specify the continuous processing delay factor (in minutes) in the Continuous
Processing Delay field.
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3. Use the Log Filename, Recurring and Schedule fields as needed.
To verify the Regenerate Configurators Process is running,

launch the System Monitor from the Windows Tray. This
program tracks all automatic processes and reports and
displays any errors that may occur.
4. To submit the process, on the Standard toolbar, click the Submit icon.
Reports
This section describes the report you use to review part configurators. You can run this report whenever you
need. You can also set up the report to generate and print through a recurring, automatic schedule. Review the
Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information on how you link a
report to a recurring schedule.
Configurator Listing
The Configuration Listing report displays a list of configuration records. You can specify which parts and product
groups are included on the report. It lists Input detail / page detail parameters and comments. Input parameters
can be grouped per page and include input name, data type, format, and label information. It also lists rules,
comment text, Change Log comments, and part creation, Smart String, and pricing parameters.
Menu Path: Sales Management > Configurator Management > Reports > Configurator Listing
To run this report:
1. Use the check boxes in the Report Options section to specify the types of parameters that print on the
report.
These include:
• Inputs
• Dynamic Lists
• Variables
• Record Creation
• User Defined Functions
• Events
• Method Rules
• Document Rules
• Print Comments
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• New Page per Configuration
2. From the drop down list in the Report Style field , select the report style option you would like to use to
run this report. A report style is a variation of a base report customized for your business needs. Options
are user-defined.
3. From the drop-down list in the Schedule field, select the schedule option during which you would like the
report or process to run. Options include Now, Startup Task Schedule, and any other user-defined schedules
created for your company.
4. Optionally, select the Recurring check box to indicate that the report should run on a repeating basis. This
check box is available only if a schedule other than Now is selected.
5. In the Archive Period field, select the period for which you would like to keep the report in the System
Monitor for possible reprinting. The default is 0 Days, meaning that the report is deleted from the System
Monitor shortly after it has been printed.
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6. In the User Description field, enter brief explanation that describes a specific run of a report. This
user-defined field is shown in the System Monitor.
7. When you finish, click the Print Preview icon on the Standard toolbar.
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Chapter 6 | Sales Order Processing Epicor ERP Application User Guide
Chapter 6: Sales Order Processing
The sales order process is a flexible system you can use to create everything from single release sales orders to complex,
configured, kitted, multi-line, multi-release orders. The sales order entry process is also directly integrated with quoting,
purchasing, and job management. You can create a new sales order from an existing quote, make the changes you
need, allocate the inventory from stock, mark some items to buy direct, and drop ship, or even automatically generate
jobs from the order’s detail lines.
The module also contains advanced functions. Use the pricing and discounting functionality to define a regular system
for discounts and price point levels. You can then apply uniform price breaks across your products or individual price
breaks that you assign to specific customers. Use the Sales Kitting functionality to create a sales kit for a part that
contains a series of related parts. These child parts can either be stock or non-stock. If you use the Configurator module,
you can also create multi-level configured parts that can be included as detail lines on a sales kit order.
By using the available functionality within the sales order process, you can efficiently create, process, and complete
your company’s sales orders.
Operations
This section details the operations you can run through the Order Management module. Each operation is
described as a workflow to help guide you through the process from start to finish. These programs are primarily
operation, this is also described in this section.
program; the Configuration topic details the options you define within Company Configuration. You can also
Sales Order Entry
Use Sales Order Entry to both create and edit sales orders. Each order can have multiple detail lines, and each
detail line can also have multiple releases. Each sales order can have different Sold To, Bill To, Ship To, and Mark
For locations.
To create a new sales order:
1. Click the New button on the Standard toolbar. The fields on the Summary sheet become active.
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Epicor ERP Application User Guide Sales Order Processing | Chapter 6
2. To enter the Sold To customer, click the Customer button to search for and select a customer record. The
Sold To is the customer location purchasing the goods and services. This location is the main address that
you enter on the Customer > Detail sheet within Customer Maintenance.
After the customer is selected, default information from the customer record displays.
3. The Bill To location defaults to the address defined on the Billing > Detail sheet within Customer
Maintenance. The Bill To customer is the customer location that pays for the purchased goods and services.
To select an alternate Bill To, select a customer from the drop-down list, or select Same as Sold To if the
Bill To customer is the same as the Sold To customer.
4. The Ship To customer defaults from the Sold To customer. You can click the Customer button to search
for and select a different Ship To customer. The Ship To customer is the customer who receives the goods.
5. The Ship To location defaults to the address defined on the Ship To > Detail sheet within Customer
Maintenance. The Ship To code is the ship to customer location that receives the goods and services.
Optionally, click the Ship To button to search for and select a different Ship To customer address related
to the Ship To customer.
6. If the order needs to be shipped to a location other than those that appear in the Ship To field selection
list, select the One Time check box. This check box is available only if the Allow One Time Ship To check
box has been selected for the specified Sold To or Ship To customer on the Customer > Detail sheet within
Customer Maintenance.
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7. If you selected the One Time check box, click the One Time Ship To sheet and define the one time shipping
address for the order.
8. The contact Name and Address information displays for both the Sold To and Ship To customers.
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9. On the Summary sheet, enter a Need By date. This defines the date the customer wants to receive the
order.
10. Enter a Ship By date. This defines the date you must ship out the order so that the customer can receive
the parts by the Need By Date.
11. Optionally, enter a Ship By Time. This defines the time of day by which you must ship the order on the
specified ship date.
12. Optionally, select the check boxes set by default through the Company Configuration program.
• The Apply Order Based Discounts Automatically check box activates the automatic pricing system.
You can then apply discounts based on the quantity for each order line, the total value of the order, or
both.
• If this program is set up for automatic printing, selecting the Auto-Print Ready check box causes the
current record to generate as a report. This report can automatically display through a print preview,
print out on a selected client or server printer, be sent an e-mail attachment, or be sent as a fax. After
you select this check box and click Save, the report generates through one of these output options.
For more information on how to activate this feature, review the BPM Workflow Designer topics in the
application help and the Business Process Management chapter within the Tools User Guide.
13. Select the Ready To Process check box to indicate sales tax is calculated against this sales order. When the
current sales order is saved, the sales tax amounts are calculated using rates set up for the specific locality
defined on the order. Note this check box can be automatically selected by default through the Company
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Configuration program. If you use the Tax Connect functionality (Avalara® AvaTax®), this check box indicates
that sales taxes against this order will be automatically calculated and validated through this service.
You should only select the Ready to Process check box if

you are reasonably sure the sales order is complete. Each
time you save a sales order designated as ready to process,
all of the Tax Connect processes run and the resulting
calculated amounts are automatically sent to the Avalara®
AvaTax® website. You typically will have better order entry
performance when the Ready to Process check box is
clear, as this prevents the additional processing and
Internet data transfer from placing demands against your
network. For more specific information on what occurs
when this check box is selected, review the Ready to
Process field definition within the application help.
14. The Ready to Fulfill check box determines the default value for the Ready to Fulfill check box located on
the Sales Order > Release > Detail sheet. You can also use this check box to mass update the values at
the release level. If you change this value, a prompt appears that asks you if you want to refresh the Ready
to Fulfill value at the release level. If you select Yes to the prompt, the releases update to match the value
you indicate here. If you respond No, the sales order releases retain their previous values. The default value
for this check box on the Summary and Header sheets is the value you indicate in the Ready to Fulfill check
box on the Company Configuration > Modules > Sales > Order sheet. Select this check box to indicate
that the default value for the sales order release is checked. If the Ready to Fulfill check box on the release
sheet is selected. This then indicates that the release is ready to fulfill and can load into the Fulfillment
Workbench. Clear this check box to indicate that the default value for a sales order is release is unchecked
and is not ready to fulfill. A sales order release that you mark as not ready to fulfill cannot load into the
Fulfillment Workbench. These flags are only taken into consideration if you select the Require Ready to
Fulfill check box in Site Configuration Control.
This check box is available only if you install the Advanced

Material Management license.
15. Click Save.
Sales Order Entry assigns a new sales order number to the record.
Sales Order Detail Lines

When the main information on the Sales Order header is complete, you are ready to enter detail lines on this
sales order.
To create a new order detail line:
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2. Enter the detail line on the Summary sheet within the Order Lines grid.
Order Lines - Detail Sheet

Use the Lines > Detail sheet to enter complete detail line information. You both select the part and enter the
quantity that the customer has requested on this sheet.
To enter a detail line:
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1. After you have created a new detail line, select the Lines > Detail sheet.
2. Click the Part/Rev button to find and select the part the customer ordered.
3. In the Order Quantity field, enter the number of parts that the customer ordered. Select the unit of measure
for the part.
4. After the part record is selected, the Lines > Detail sheet displays default part information such as the Price
Per and Unit Price values. Optionally edit this information.
5. If your sales force generated this sales order as part of a marketing campaign, this campaign appears in the
Marketing Campaign field. Click the Campaign button to find and select the marketing campaign that
generated the sales order.
To learn more about marketing campaigns and other

marketing features, review the chapter on Customer
Relationship Management.
Your new detail lines are saved on the sales order.
Order Releases
When you save a detail line, Sales Order Entry automatically creates a single release for the line. This release has
the same quantity that was entered on the detail line.
You can also create multiple releases for each detail line. You would do this, for example, if the customer needs
to receive part quantities at different locations, or to set up a delivery schedule.
To enter a release:
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1. Click the Down Arrow next to the New button; select New Release.
2. The Releases > Detail sheet displays. The fields on this sheet become active for data entry.
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3. In the Order Quantity field, enter the amount to be sent with this release.
4. If you want to add any additional information about this release, enter it in the Reference field.
5. If the order release was generated from an inbound EDI transaction file by the Inbound EDI Demand Process,
the associated Deman Reference displays.
6. The order header’s Need By and Ship By dates display on this release. If you ship this release on another
date, select different Need By and Ship By dates.
7. If the release will definitely be shipped, select the Firm Release check box. This status displays on various
reports.
8. Select the necessary check box to specify if this sales release is a Buy To Order, which indicates purchase
order suggestions are generated, or Make Direct, which indicates this release quantity is manufactured
instead of pulled from inventory.
9. If you selected the Buy To Order check box, you can also enter or find and select the Supplier identifier.
This defaults from the supplier designated for the part in the Part Maintenance > Part > Site sheet. Leaving
the Supplier field blank allows the buyer to define the supplier needed to fulfill the order.
10. For a Buy To Order sales release, select the Drop Ship check box if this order is drop shipped by your supplier
to your customer. This defaults from the Default Drop Ship value as defined for this part in the Part
Maintenance > Part > Sites >Details sheet.
11. The Ship To Address displays. This address defaults from the sales order header. If this release is sent to
an alternate location, click the Ship To button to find and select a different ship to address for this customer.
12. If your company ships to a distribution center instead of directly to a customer, you need to specify the final
destination of the order. To do this, click the Mark For sheet and define the Mark For Customer and Ship
To Address.
13. Select a Tax Liability from the drop-down list to specify the tax liability for this sales release.
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Sales Order Entry automatically assigns a number to the new release.
Build Order From History
Use the Build Order from History program to first review the most recent past orders placed by the customer,
and then generate new lines for selected items on the current sales order. The Build Order from History program
displays order information for all items ordered by a specific customer within the time frame value designated in
the Days Lookup For Order From History field. This value is defined within Company Configuration; the field
is located on the Modules > Sales > Order sheet.
1. To build the order, from the Actions menu, select Build Order from History.
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2. The Order History window displays. Enter a New Quantity for the part you need on the order.
3. Click OK.
The Epicor application generates a new order line for the part, and displays the part quantity using the unit
of measure contained in the UOM field. It also uses the price displayed in the New Price field as the price
for the newly ordered item.
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Order Fulfillment/Allocation Processing
Use the Fulfillment Workbench to reserve or allocate inventory, in real-time, to specific sales orders, job orders,
and transfer orders. You can select specific demand transactions , based on comprehensive, user-specified search
criteria, and reserve or allocate inventory required to fulfill these transactions. This functionality is valuable when
you want to use jobs or inventory stock in a sequence that matches the allocation priorities assigned to your
customers in order to efficiently fulfill material quantity demand.
A reservation refers to a quantity of inventory reserved at the warehouse, part, order, and release level; this
prevents the material quantities from being used on other order releases. An allocation refers to a quantity of
items that have been assigned to specific orders at the bin level. Once an order is allocated, that inventory is
locked to the particular order that was allocated. The allocation replaces the reservation for the order item; this
inventory quantity cannot be reserved or allocated to another order. As needed, you can release selected allocated
orders to the Material Request.
Prior to using the Fulfillment Workbench, you must set up your

parts, bins, warehouses, shop employees and warehouse teams.
For more information, review the Personnel chapter and
Warehouses and Bins chapter in the Epicor ERP Implementation
Guide.
Allocation Templates
You can define allocation templates for automation of the allocation process in the Fulfillment Workbench.
Multiple allocation templates can be defined, each with their own set of processing parameters. Using templates
saves time by automatically entering default parameters for each fulfillment allocation session. If you typically
handle allocations in the same way, create these templates.
Menu Path: Material Management > Inventory Management > Setup > Allocation Template
To add a template:
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2. Enter the Template Code identifier. This value displays within related programs.
3. Enter a concise Description that explains the purpose of the template.
4. Select the Type from the drop-down list to specify if the allocation is by order or by wave. Waves are used
when you have similar orders shipping to the same or different customers. Instead of generating a pick
transaction for each order individually, a wave groups the orders together and allows you to pick the inventory
from stock to shipping for all the orders at one time. By using waves, you can efficiently fulfill sales orders.
5. Select the Warehouse from the drop-down list. The warehouses entered in Warehouse Maintenance display
on this list.
6. Select the Demand Type from the drop-down list. The types include order, job, or transfer order.
7. Define the Inventory Allocation Search criteria to filter the search results. You can select the Warehouse
Zone which includes any warehouse zones that have been defined in Warehouse Zone Entry.
8. You can also specify the Bin Type for searching. Bin types include standard, managed, or both.
9. Several options exist for sorting available inventory. Search Sort options include FIFO (First In, First Out),
LIFO (Last In, First Out), Bin Ascending, Bin Descending, Quantity Ascending, Quantity Descending, and FEFO
(First Expiry Date First Out). FIFO, LIFO, and FEFO are only valid for lot-tracked items.
10. Specify the distribution Process Type for this template. At the time of allocation, you can select the
distribution process used to retrieve the inventory for the order. The options include:
• Pick/Pack – You print a pick ticket and use that ticket as a guide for picking. At the time of packing,
the Epicor application retrieves the inventory from the picking warehouse and moves it to the shipping
warehouse. A Pick/Pack type has its own transaction type that displays on the Material Queue. During
the packing process, the transaction is removed from the queue. These transactions cannot be accessed
via the handheld.
• Handheld Pick – You use the queues and either manually select a transaction to process or let the Epicor
application automatically assign transactions based on pre-configured groups. From the handheld, you
select the pick transaction for the specified order which immediately moves inventory from the picking
warehouse to the shipping warehouse. A Handheld Pick has its own transaction type that displays on
the Material Queue.
11. You can assign a team or user to any of the associated picking transactions that result from the allocation
process. Select a Warehouse Team Assignment or Warehouse User Assignment from the drop-down
lists.
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12. Define the Transaction Priority based on the time-frame needed to ship the order. A higher priority
transaction is sequenced at the top of the queue. A lower priority transaction is sequenced at the lower end
of the queue.
13. Select the Enable Cross-Docking check box to create cross-dock transactions when no inventory is available
to allocate. Use the cross-docking process to allocate inventory not yet available (not on hand).
14. Define the queue handling transactions. Select the Release To Picking check box to specify the allocated
inventory for the transactions can be released for picking and distribution.
15. Only available for wave picking, select the Allow Multiple Parts Per Bin check box to cause multiple parts
to be put into a replenishment or forward stocking bin. You can then define the destination for the allocation.
16. If you are allocating waves, select the Warehouse and Warehouse Zone from the drop-down lists to
specify the warehouse and zones available. Only zones with bins that have the Wave Replenishable check
box selected display in the list.
17. Select the Bin to specify the warehouse zone available. Select a bin if the wave pick is to a specific bin/floor
location. This option is available if a Forward Stage Group is not selected.
18. Select a Pack Station from the drop-down list to specify the shipping location. The pack station identifier
displays on the handheld or pick ticket to tell the warehouse employee (picker) where to take the inventory
to be packed.
19. Click Save.
Fulfillment Workbench
Full functionality of the Fulfillment Workbench is available only if your company uses the Advanced Material
Management module.
Menu Path: Sales Management > Order Management > General Operations > Fulfillment Workbench
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To reserve inventory:
1. On the List sheet, enter a percentage in the Fulfillment %>= field to specify a filter for the search results.
Only orders that meet the specified percentage display in the search results.
For example, if you want to display orders that are 15% fillable, enter the percentage as 15, and only orders
that are able to be fulfilled 15% are included in the search results.
2. Click the Binoculars button to open the search window.
3. Specify the Fulfillment Range search criteria, which include Wave ID,Warehouse, Part, and date selections.
For more information on wave processing, refer to the

application help.
4. Enter the filter criteria by defining which types to Exclude or Include Only. These include Sales
Orders,Transfer Orders, Jobs, and order statuses (Reserved, Allocated,In Picking, and Picked). By
default, all types are included if the field is left blank.
5. Click Search. The records that match the search criteria display in the Search Results grid.
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6. Select the records you want to manage; click Select All to select all the records.
7. Click OK.
8. In this example, the selected records display on the Order Fulfillment sheet. If you need to make an
additional search, click the Search button to display the Search window described previously. The selected
lines are appended to the original search results.
9. To remove the search results from this sheet, click the Clear button
10. To mark a line for processing, click the Select check box that precedes the line.
11. You can select every line by clicking the Select All button.
12. If you wish to only process the specific lines you have selected, click the Select button.
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13. If you want to recalculate the OrderFill% and Avail to FulFill% values based on the sort defined for the
records displayed, click Refresh Fulfillment.
14. To reserve the inventory, click the Actions menu, highlight Reserve and select Primary Warehouse Only to
reserve the inventory in the warehouse specified as the primary warehouse. You can also select to reserve
in all warehouses, in the demand warehouse only, or select the inventory for release and picking.
15. You can use the Supply sheet to view the material quantity as well as the inventory currently on hand. It
also shows you the quantities reserved, allocated, picking, picked, and fulfilled.
16. You can use the Job Fulfillment sheet to view the list of records for the Job demand type. Click the Search
button to open the Search window where you can enter filter criteria, including Wave ID and Job Number.
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17. Use the Transfer Order Fulfillment sheet to view the list of records for the transfer order demand type.
Click the Search button to open the Search window where you can enter filter criteria, including Wave ID
and Transfer Order Number.
Allocate Inventory
To allocate inventory:
1. Select the records for which you want to allocate inventory. Click Actions > Allocate > Allocate By Part.
You can also select to allocate by lot/bin or serial number. Additional selections on the Actions menu provide
you with the ability to release orders for picking, release orders for picking and unallocating/unreserving
previously fulfilled orders.
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2. Select the Allocation Type from the drop-down list to specify if the allocation is by order or by wave. Select
Order to allocate orders being individually picked using Pick/Pack or Handheld Processing. Select Wave to
allocate orders being picking using wave picking techniques.
3. If you have pre-defined an Allocation Template in Allocation Template Maintenance, select it from the
drop-down list if you wish to use it for this fulfillment session.
4. If you have not defined any allocation templates, select the Ad Hoc check box for entry of on-the-fly ad-hoc
allocation parameters for the current fulfillment session only; the parameters are not saved for future use.
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5. Click Continue to open the Ad Hoc Allocation Template window.
6. Select allocation template information including warehouse and demand type (Sales Order, Transfer
Order, or Job).
7. Specify inventory allocation search criteria (including Warehouse Zone, Search Sort, and Bin Type) and
the Distribution Type (Handheld Pick or Pick/Pack).
8. Specify queue handling parameters for the allocation, including Warehouse Team Assignment, Warehouse
User Assignment, and Transaction Priority.
9. Select the Enable Cross-Docking check box to create cross-dock transactions if no inventory is available
to allocate; this creates a link between demand and expected inventory (receipts and production). The next
completed receipt (purchase, transfer, or job order production) with matching stock is then linked to the
matching cross dock record in the work queue. When the receipt transaction is entered, the cross dock
transaction automatically becomes a pick transaction, and shop floor/warehouse personnel can directly pick
the stock for the linked, allocated order.
10. Select the Release To Picking check box to release the allocated orders for picking.
11. Click Continue. Click OK to confirm.
Get Opportunity/Quote
You can automatically create a new order from an existing quote within Sales Order Entry. These quotes are
entered through Opportunity/Quote Entry. When you turn a quote into an order, all the detail lines on the quote
become identical detail lines on the new sales order.
To launch the Get Opportunity/Quote program within Sales Order Entry:
1. From the Actions menu, select Get Opportunity/Quote.
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2. The Create Order from Quote window displays. Enter or find and select the Quote you need.
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3. After you select a quote, its Terms, Ship Via, and other primary information displays.
4. Also notice the quote’s Due Date,Expiration Date, and other quote information displays.
5. In the Quote Lines grid, the detail lines created from this quote display. Verify that you want to generate
an order from these quote detail lines.
6. Click the Create Order button.

A new sales order is generated. The detail lines from the quote are now turned into detail lines within a
new order. If you need, you can edit this new order and its detail lines.
Order Job Wizard
When you complete a sales order, you are ready to turn this sales order into jobs. A key feature within Sales
Order Entry, use the Order Job Wizard to add a demand to an existing job or create new jobs from the current
order’s detail lines.
You can also use this program to pull in the manufacturing details for the part, schedule the job, and release it
to your manufacturing center.
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1. From the Actions menu, select Order Job Wizard.
The Order Job Wizard command is only available on the

Actions menu if the Make Direct check box is selected for
a detail line on the Releases > Detail sheet. This indicates
that the part quantity on the detail line is manufactured
and shipped directly to the customer, and that this
quantity is not to be pulled from inventory.
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2. The Order Job Wizard program displays. The parts that are on this sales order display.
3. To create jobs for all the order lines, select the Select All check box.
4. To pull all the part methods into the new jobs, select the Get All Methods check box.
Method of Manufacturing, or method, is the information

required to build a part. It includes the necessary
purchased and manufactured parts, as well as the steps
required to build the final product. The list of materials is
known as the bill of materials and the list of operations
is known as the routing or bill of operations. For more
information on methods, review the chapter on
Engineering.
5. You can automatically place the new jobs within the manufacturing center’s schedule by selecting the
Schedule All check box.
6. To release these jobs to manufacturing, select the Release All check box.
7. Now generate the jobs. To do this, click the Create Jobs button. If prompted for part validation, click Yes to
continue.
You can also use the Order Job Wizard to link order
releases to existing jobs. For more information, read the
Order Job Wizard topics within application help.
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Sales Order Acknowledgment
To communicate with your customer that the sales order is processed, use the Sales Order Acknowledgment.
Run this report after you have finished the sales order. You can then send the report out to your customer.
To generate this report for the current sales order:
1. From the Actions menu, select Print Sales Order Acknowledgment.
2. The Sales Order Acknowledgment window displays.
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3. Click the Filter tab.
4. Select the sales orders for which you wish to print acknowledgments.
5. Click the Selection tab. Review the selection information.
6. To print the report, click Print on the Standard toolbar.
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You can now send the Sales Order Acknowledgment to your customer.
Pricing and Discounting
The Epicor application utilizes a pricing system that gives you great flexibility for determining prices. Designed to
work with a variety of business practices, use this feature set to define a regular procedure for creating and
maintaining prices for your products.
Two kinds of discounting processes are available: quantity-based discounts and value-based discounts. You can
use a quantity-based discount system, a value-based discount system, or both. If both systems are used, the
Epicor application first calculates the quantity-based discounts. After this discount is applied, the Epicor application
next compares this new amount with the value breaks.
You can also define minimum and maximum discount limits on the customer or ship to location record. These
fields are located in the Customer Billing Detail sheet in Customer Maintenance. If the order exceeds these limits,
a different discount percent is applied to the order. You may also add an additional discount after the quantity-
and value based discounts have been calculated.
Quantity-based discounting reviews the quantity on the order line and compares it to the quantity breaks set up
on a price list. The Epicor application then applies the discount that matches the quantity break. For quantity-based
discounting, the Epicor application uses the pricing hierarchy to search for the first available price list. Once it
finds a price list for the parts, it uses that unit price for quote or order detail line.
Value-based discounting takes the total amount on the order and compares it to the value breaks set up within
a price group. The Epicor application then applies the discount that matches the value break.
Price Groups
Use Price Group Maintenance to combine product groups for order-based pricing. After the Epicor application
has assigned a price to the products, the Epicor application then checks the discounting options defined for the
price group. Once the Epicor application has calculated the price against the selected discount option, it displays
a final price on the quote or order line.
Leverage this program to establish quantity - or value-based discounts based on the product groups identified
on each part in the Part master file.
Available discount options:
• Value of the total sale.
• Total quantity of the sale.
• Both value and quantity of the total sale.
Menu Path: Sales Management > Order Management > Setup > Price Group
To create a price group:
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2. Enter a unique code for the Price Group record and a Description.
3. Select the Order Based Value Discount check box.
4. Click Add All Available Product Groups to assign all product groups to the price group. Individual product
groups may also be added by clicking the New button and selecting New Product Group.
5. Click the Down Arrow next to the New button; select New Order Value Break.
6. Enter the Order Value and associated Discount % for the price group.
7. Click Save.
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Price Lists
Use Price List Maintenance to assign a specific price or discount to a part or product group. You can create price
lists in either the Quote Management module or Order Management module. However once a price list is created,
its pricing defaults are used in both the Opportunity/Quote Entry and the Sales Order Entry.
A price list must be assigned either to a specific customer (in Customer Maintenance), or to a customer group
assigned to a specific customer. The price lists then default into quotes or orders for that customer based upon
the part(s) on the line(s). Price lists require that a Start Date be defined; however, no end date is required for the
pricing, so the prices can stay in effect for as long as you need.
For any price list pricing to default into sales orders or quotes, the price list must be assigned to a customer (bill
to or ship to) or to a customer group.
Menu Path: Sales Management > Order Management > Setup > Price List
2. Enter a Price List code and Description.
3. Enter a Start Date and End Date.
4. In the Type field, specify whether the price list is used to calculate Discount, Unit Price or Both. These
options provide a large degree of flexibility in terms how pricing and discounting operate with specific orders
and quotes.
• Discount – A price list that defines discounts when its values are matched with a corresponding Unit
Price List.
• Unit Price – A price list that displays gross unit prices. Discounts are not applied against these prices.
• Both – A price list that combines both gross unit prices and corresponding discount percentages.
You can link separate Discount and Unit Price lists to each
customer. When you do this, gross unit prices, discounts,
and net unit prices display in Sales Order Entry, Quote/
Opportunity Entry, and related programs. However if you
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link a price list that uses the Both type, only the net unit
prices display in these programs.
5. Select the Currency used on transactions for this price list.
6. Click the Down Arrow next to the New button; select New Product Group.
7. Click the Group button to search for and select the appropriate product group for the price list.
You can also assign specific parts to a price list. Use this
feature to define pricing and discounting for specific or
multiple parts.
8. Select the record you want from the search results and click OK.
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After you have created price or discount lists, you must

assign them to customers in Customer Maintenance. To
see how to assign a price list to a customer, refer to the
Customer Maintenance - Price Lists section within the
chapter on Customers and Accounts Receivable.
9. In the UOM field, select a default unit of measure for the product group.
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10. Click the Warehouse tab to assign the warehouses to the price list.
11. To assign all the warehouses to the Price List, click the Double Arrow button. All the warehouses move
into the Selected Warehouses list.
12. Next, assign the quantity break discounts to the product group assigned to the price list. Click the Down
Arrow next to the New button; select New Product Group Quantity Break.
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13. Enter the first Quantity Break to define the order break at which this discount takes effect.
14. Select the Discount Type from the drop-down list. The options include Discount % (Percent) or Unit
Price.
15. When Discount % is selected as the discount type, you enter the percentage in the Discount Pct column.
When unit price is selected, you enter a dollar amount in the Unit Price column.
16. Continue entering remaining quantity breaks, as required for the price list.
Sales Kitting
Use the Sales Kitting functionality to sell a part type that contains a series of related parts called a sales kit. These
part records define the individual component parts needed to complete the kit. If you have the Configurator
module, you can create sales kits with multi-level configured parts that include non-stock components. When a
sales order is created for a sales kit, the component parts are pulled from your stock in the quantities required
to complete the final sales kit quantity.
You can set up these part records so that kits either can or cannot be modified. For example, your company sells
computer systems. You have a standard computer kit that always uses the same processor, monitor, keyboard,
and mouse. You also sell a custom computer kit where the customer can choose different components, such as
multiple monitors, hard disk sizes, and colors. Both kit types are supported by the sales kitting functionality.
A sales kit is sold through a single detail line on the sales order. Pricing can be determined at either the parent
part or component part level. Price lists can also be used for the parent part and its component parts. Although
kits are sold as a single sales order line item, each part component can also be displayed as separate lines on the
Sale Order Acknowledgment, quote, packing slip, and invoice.
Component Parts
You create a sales kit by first entering its component parts and then defining the parent part. You create these
records in Part Maintenance. To create configured components, you would use the Configurator module. To
learn more about creating configured part components, review Chapter 6: Configurator.
Menu Path: Sales Management > Order Management > Setup > Part
To set up a sales kit component part:
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2. Within the Part ID and Description fields, enter an identifier and a concise explanation for the part
component.
3. From the Type drop-down list, define whether this component part is Purchased or Manufactured.
4. Select a unit of measure class from the UOM Class drop-down list to specify the class type.
5. Optionally enter a Sales Unit Price for the part. This defines the specific price for the component part. If
you leave this field blank, however, you can use price lists to determine the final price for the component
part.
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6. Click the Down Arrow next to the New button; select New Site.
7. On the Sites > Detail sheet, define the Primary Warehouse that stocks this component part.
8. From the Costing Method drop-down list, select the costing type.
9. If this part is a non-stock component, select the Non-Stock Item check box.
10. From the Type drop-down list, indicate whether this part component is purchased or manufactured.
11. Within the Inventory section, define the Maximum On-Hand and Minimum On-Hand quantities that
should be maintained for this component part.
To learn about the other fields and features available

through this program, review the Part Maintenance
sections in the Engineering chapter.
Continue to create all the component parts you need for the final sales kit.
Parent Parts
After you enter the component part records, you are ready to define the parent part. This record defines the
main options on the sales kit. You also select this part record on quote and sales order detail lines. You create
parent part records within Part Maintenance.
To complete the kit, you next open the part within the Engineering Workbench and create a bill of material, or
BOM, for the part record. This bill of material lists the component parts required to complete the kit.
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First, you define the parent part within Part Maintenance. Here’s how:
2. Within the Part ID and Description fields, enter an identifier and a concise explanation for the parent part.
3. From the Type drop-down list, select the Sales Kit option.
4. Select a unit of measure class from the UOM Class drop-down list to specify the class type.
5. Optionally enter a Sales Unit Price for the part. This defines the overall price for the kit. If you leave this
field blank, however, two other methods are available for generating prices. You can total the prices of all
the component parts to generate the final kit price; you can also use price lists to determine the final price.
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7. On the Sites > Detail sheet, define the Primary Warehouse that stocks this parent part.
8. From the Type drop-down list, select the Sales Kit option. This activates the fields on the Sales Kit sheet;
this sheet defines the main options for the sales kit. The next section, Parent Parts – Sales Parameters, explains
these options.
9. Within the Inventory section, define the Maximum On-Hand and Minimum On-Hand quantities that
should be maintained for this parent part.
Parent Parts – Sales Parameters

Use this sheet to define the main aspects of the sales kit. The options you select here affect how this sales kit is
assembled, purchased, and displayed throughout the sales kitting process. To activate the fields on this sheet,
you need to select the Sales Kit option from the Type drop-down list on the Sites > Detail sheet.
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1. To display this sheet, click the Sales Kits tab. The options are displayed within the Sales Kit
Parameters section.
2. If you select the Allow Component Update check box, users can change the component parts that make
up the kit. Select this option for sales kits that can be modified for different kit combinations, such as
customer selections, during the sales order entry process.
3. The Allow Parameter Changes check box indicates that users can change the sales kit parameters directly
on quotes and sales orders. This causes the Sales Kit Params button to activate on the Line > Detail sheet
within both Opportunity/Quote Entry and Sales Order Entry; users can click this button to display and
change the sales parameters.
4. When the Backflush Kit Components check box is selected, it causes the component parts to be
automatically pulled from stock. If this check box is clear, each component part quantity must instead be
pulled individually from stock.
5. The Must Ship Kit Complete check box indicates all the component part quantities must be packaged
with the sales kit before it can be shipped to the customer. This sales order detail line cannot be closed
unless all the parts are shipped at once.
6. When you select the Print Components On Pack Slip check box, the application displays each component
part on a separate line on the packing slip. When this check box is clear, only the sales kit part’s information
displays.
7. Use the Print Components On Customer Documents check box to display each component part on a
separate line on the quote, Order Acknowledgement, and invoice. When this check box is clear, only the
sales kit part’s information displays.
8. Use the Price Type drop-down list to define how the system calculates the price for the sales kit. If you
select Parent Pricing, the total price is pulled from the Sales Unit Price field on the parent record. If you
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select Component, the individual Sales Unit Price values on each part component are added together to
generate the final price.
If you leave the Sales Unit Price fields blank on the

component parts and parent part records, price lists can
instead be used to determine the sales kit’s final price. To
learn more, read the previous Pricing and Discounting
section in this chapter.
Finish the Sales Kit Record

After you enter the parent part and the component parts, you are ready to complete the sales kit. You do this
within the Engineering Workbench by adding the component parts to the parent part’s bill of material (BOM).
The Engineering Workbench is a program found within the

Engineering module. This section briefly describes how to use
the Engineering Workbench for sales kitting. To learn more
about this program, review the chapter on Engineering.
To finish creating the sales kit part:
1. Click the Down Arrow next to the New button; select New Part Revision.
2. The Revisions > Detail sheet displays. In the Rev field, enter the new revision’s level.
3. In the Effective field, enter the date on which the revision can begin to be used.
4. In the Description field, enter a concise explanation for the revision.
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5. Next, click the Actions menu, highlight the Revision sub-menu, and select Check Out Revision.
6. The Part Revision Checkout window displays. Select the revision that you want to update, or engineer,
from the Revisions grid.
7. Revisions need to be checked out into an Engineering Change Order (ECO) group. Enter this Group ID
directly, or click the ECO button to find and select the group you need.
8. Click OK.
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9. You can now launch the part revision within the Engineering Workbench. Click Actions > Revision >
Engineering Workbench.
10. The Engineering Workbench displays. To create the bill of material (BOM), click the Method of
Manufacturing > Engineering > Parts tab.
11. Click the Part button to find and select the component part records you need.
12. After you exit the Part Search program, the parts you selected display within the Parts grid. Select a
component part.
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13. Click and drag this part under the Materials branch on the Tree View. The part is now a material required
for assembling this part. Continue adding all the component parts to the Tree View.
15. Now click the Revision > Detail tab.
16. Select the Not Approved check box. This check box changes to Approved.
Check In Sales Kit Part

You now must check the part back in.
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1. Click the Actions > Revision > Check In.
2. Enter a description of the change, and click OK. A message displays that states the check in is complete.
Click OK.
You have finished creating the sales kit. You can now create quotes and orders for this sales kit.
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Sales Order Entry – Sales Kits

A sales kit is entered as a single detail line within Sales Order Entry. You enter the main quantity for the sales kit
on the Lines > Detail sheet.
You follow a similar process to add a sales kit detail line to a

quote within Opportunity/Quote Entry.
As the sales order is processed, the component part quantities needed to satisfy each kit are manufactured and
pulled from stock.
To create a detail line for a sales kit:
2. Enter the sales kit part identifier directly, or click the Part/Rev button to find and select it.
3. In the Order Quantity field, enter how many sales kits the customer is ordering.
4. If the sales kit is set up so that users can change its parameters, the Sales Kit Params button is active. Click
this button.
5. The Sales Kit Parameters window displays. Make any changes that you need to the sales kit.
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6. When the Allow Component Update check box is selected, you can change the sales kit components
during the sales order entry process.
8. To add a new component to a sales kit, click the Down Arrow next to the New button; select New Sales
Kit Component.
9. Enter the Part number for the component part that you are adding to the sales kit.
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10. Now enter the Quantity Per Kit value and unit of measure; this value defines the number of component
parts required to complete the kit.
11. If you need to remove a component part from the sales kit, highlight the component part on the Kits Detail
> List and click the Delete button on the Standard toolbar.
12. You can also view the sales kit components on the Summary sheet in the Order Lines grid.
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13. Within the Order Lines grid, select the Kit Details check box.
The parent part and the component parts now display within the Order Lines grid.
Sales Order Entry – Sales Order Acknowledgement

After you have finished the sales kit, you can view the sales kit’s part components printed on the Sales Order
Acknowledgement.
To generate this report for the current sales kit:
1. From the Actions menu, select Print Sales Order Acknowledgement.
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2. The Sales Order Acknowledgement window displays.
3. Use the Filter sheet to limit the report by specific sales orders and demand contracts.
4. Use the Selection sheet to define the report style.
5. To print the report, click Print on the Standard toolbar.
The Sales Order Acknowledgement report displays. The sales kit part components print on separate lines.
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Chapter 7 | Time Management Epicor ERP Application User Guide
Chapter 7: Time Management
Use the Time Management module to enter and manage employee labor hours. You use Time Management programs
to enter, approve, and correct time transactions, and to set defaults used in the time approval process.
Employees, managers, and department supervisors typically use Time Management to enter and manage their own
time entries and the time entries of other employees. When configured, an optional approval process can require the
approval of time entries before time is posted in the Epicor application.
Typically, employees enter their labor hours on a daily or weekly basis and then submit their hours for approval.
Authorized approvers then review, correct, approve, or reject the time transactions. Reports are available to generate
employee timesheets and to help manage employee work hours and percentage utilization.
Depending on the particular needs of your company, you will use the programs described in the Setup section to
configure the application for the time approval process for indirect, production, and project time.
For more information on the inner-workings of the approval process

for Time Management, see the section later in this chapter called
Time Approval.
Setup
This section describes the primary records you need to create for the Time Management module. Only the primary
records are described here. Some areas within the next Operations section may also document setup records if
these items are required for a specific workflow.
Site Configuration
Use the Site Configuration Control program to determine if time transactions for this site require approval or to
bypass the approval process entirely. You also define the approval logic, or method, used to approve indirect
time and production time. You can set the approval method to approve transactions automatically, or to approve
transactions according to a setting in Employee Maintenance.
Menu Path: System Setup > Company/Site Maintenance > Site Configuration
This program is not available in Epicor Web Access.
1. Click the Site button to find and select the site you need. The Name of the selected site displays.
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Epicor ERP Application User Guide Time Management | Chapter 7
2. Navigate to the Modules > Time and Expense > Time sheet. Here you can define the approval process
for time transactions by selecting options. You also configure some settings for time entry.
3. Select the Restrict Entry check box to restrict employees from entering time for other employees. When
selected, you designate users who can enter time for a specific employee, such as a supervisor, in Employee
Maintenance. Clear the check box to allow any user to enter time for any employee.
4. If Restrict Entry is enabled, you can use the Supervisor Allowed Entry function. Select the Supervisor
Allowed Entry check box and designated supervisors can enter, modify, and delete time transactions on
behalf of the employees they supervise. Employee supervisors are designated in Employee Maintenance.
5. Select the Submit on Save check box to automatically submit new time entries when they are saved. Note
that this is just a default setting and you can override it in Time and Expense Entry.
6. If you want approvers (supervisors or other designated administrators) to validate all time entries submitted
by employees, select the Approval Required check box.
7. If you want approvers to validate all time entries submitted by employees in the Manufacturing Execution
System, select the MES Labor Approval Required check box.
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8. Use the Rights section to define whether approvers can delete or change time transactions submitted for
approval by employees.
If you are setting up the approvals for the first time, or if you wish to reset the approval workflows, click
Create Default Approval Workflows button. Approval workflows determine the route the time transaction
has to take to be approved. There are several types of time workflows that are pre-defined in the application,
including: Multi Level Approval, Supervisor Approval, Project Manager Approval, and PM and Supervisor
Approval. Clicking the button launches the Create Default Workflow for Approvals window where you can
decide which workflow approval you want the Epicor application to create.
If the workflow approvals have been entered using

Workflow Group Maintenance, a message displays
informing you that the defaults already exist. Click Yes
to reset the manually entered Workflow Group records.
9. Use the Logic section to define the approval method for indirect time transactions and production time
transactions submitted by employees. If the method is Automatic, time is approved automatically upon
submission. If the method is Employee, then the transactions are approved as defined in Employee
Maintenance.
You define the project time approvals on each project as

appropriate.
10. Use the Time Defaults section to define a default Time Workflow Group used to approve time if a time
workflow group is not defined in Employee Maintenance.
11. Use the Allow Override Integrate Labor Pay Hours at Employee: check box if the detailed information
about labor pay hours should be used by HCM during ERP and HCM integration in Time and Expense
Entry.
12. Use the Integrate Labor Pay Hours at: list to specify how labor pay hours are entered against job operations
in ERP: either on the header level or on the details level. This information is used by HCM during ERP and
HCM integration in Time and Expense Entry.
Employees
If you set options in the Site Configuration Control program to define approvals according to settings in Employee
Maintenance, additional setup is required. You use Employee Maintenance to define whether time for a specific
employee is approved automatically or by a specific workflow group. You also assign a mandatory supervisor
which may be used during the approval process. You can restrict who can enter time for another employee in
this program.
For details about other setup requirements in Employee

Maintenance, review the Personnel chapter in the Epicor ERP
Implementation Guide.
Menu Path: Service Management > Time Management > Setup > Employee
To set up an approval workflow for a specific employee:
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1. On the Detail sheet, click the ID button to find and select the employee record you need. The selected
employee record displays in the sheet.
2. You can also click the Person / Contact button to find and select the individual you want to define as an
employee.

multiple records like a shop employee who is also a buyer,
you can define this person in Person / Contact
Maintenance first and then link this person record to other
records throughout the application. To learn about this
functionality, review the Personnel chapter in the Epicor
ERP Implementation Guide.
3. Click the Supervisor button to find and select a supervisor for this employee. If the Approval Required
check box is selected in the Site Configuration Control program, then each employee must have a designated
supervisor. The supervisor is the approver when the approval process is not automatic and you have not
designated a workflow group in Employee Maintenance or Site Configuration Control.
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4. Navigate to the Time and Expense > Time > Detail sheet.
5. Select the Auto Approve Time check box to automatically approve time transactions.
6. Alternately, select a workflow group from the Workflow Group drop-down list to designate a workflow
group to approve time transactions.
7. You can view the workflow group you selected. To do this, click the Approval Tasks tab.
8. Expand the workflow group tree to review the different tasks defined for the workflow group.
Restrict Entry
If you selected the Restrict Entry check box in Site Configuration Control, you must also define who can enter
time for specific employees in Employee Maintenance. Designated users can enter time for employees in Time
Entry.
1. Navigate to the Production Info sheet.
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2. In the User Name field, select the user who can enter time for the employee.
3. When finished, click Save on the Standard toolbar.

As a result, the designated user can enter the employee’s ID in Time Entry, and enter time for the employee.
You can restrict an employee from entering their own

time by selecting the Disallow Time Entry for user
assigned to employee check box on the Time and
Expense > Time > Detail sheet in Employee
Maintenance. You can also identify an employee (for
example, a payroll manager) in User Account Maintenance
with the ability to update time or expense records for
employees.
Time Type
Use Time Type Maintenance to define different charge rates for labor hours for Time and Material projects. For
example, you may want to define time types for higher rates charged for overtime hours or labor performed on
weekends. You use time types in Time Entry when entering time for project labor; a different charge rate is
applied to the hours worked instead of the charge rate associated with the employee’s project role code.
Menu Path: Service Management > Time Management > Setup > Time Type
To enter a new time type:
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2. Enter the Time Type identifier for the new time type.
3. In the Description field, enter a description of the time type.
4. Leave the Inactive check box clear to indicate the time type is available in the application.
Indirect Labor
Use Indirect Labor Maintenance to create labor codes you leverage to track labor performed during the work
day that is not associated with a specific project or job. Indirect labor codes are available in Time Entry when
employees are entering time for indirect labor.
Menu Path: Service Management > Time Management > Setup > Indirect Labor
To create a new indirect labor code:
2. In the Code field, enter an identifier for the new indirect code.
3. In the Description field, enter a description of the indirect code.
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4. In the Expense Code field, select the code you need. The labor expense code displays as the default during
time entry when you enter the indirect code, and it defines the type of labor recorded within the general
ledger.
Role Codes
Role codes define a position an employee carries out on a job or project. In Time Entry, role codes are used for
two functions: time approval and billing rates. You set up role codes for these functions in the same window,
Role Code Maintenance, but it is important to define separate roles with these distinct functions in mind. Some
of the fields within Role Code Maintenance are for use with time approval, and others are for billing rates. The
sections that follow explore role code examples for each type of function.
Menu Path: Service Management > Time Management > Setup > Role Code
Billing Rate Role Codes
Employees who perform a service need to be tracked based on the role they perform on a project or job, because
their work is associated with a charge rate that can be billed to a customer. A good example of this is a consultant.
The following example demonstrates how to set up a consultant role code.
2. Enter an identifier for the new record in the Role field. This example uses the code Consultant.
3. Enter a Description for the new role. This value displays on Role drop-down lists throughout the application.
4. If employees serving in this role receive commission for doing the work (such as a sales representative or a
trainer), select the Commissionable check box. Commission rates are defined on quotes and sales orders.
For the purposes of this example, the Consultant role will not earn commission.
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5. Select the Resource Group Billing Rates check box to indicate you wish to define charge rates for the
role.
6. Once the Resource Group Billing Rates check box is selected, the application activates the Primary
Resource Group button. Use this button to find and select the resource group you wish to use for billing
expenses with this role code. Once you select a resource group, its Description displays automatically.
7. Because the Consultant role requires recourse group billing rates, the next step is to add these rates. To do
this, click the Down Arrow next to the New button; select New Role Rate.
8. Define how long this rate should be active within the Effective Date and End Date fields.
9. Click the Currency drop-down list to choose the currency used with this rate.
10. Enter the rate to use within the Charge Rate field. The application will use the charge rate entered here
along with the currency to determine the amount charged. In this example, 30 dollars per hour.
11. Now select the Time Type to be linked to the rate. This value determines what kind of labor will be performed
through this rate, like weekday labor or overtime pay. In this example, the new rate will use the regular
billing rate.
12. You can add more rates if necessary for the code. For example, you could create a role rate of 50 dollars
when the time type is overtime. That would mean that you could use the Consultant role on a project and
then choose which role rate should be charged based on the time type.
When finished, click Save.
Time Approval Role Codes
Employees who serve as approvers for time transactions must be tracked using role codes as well. Doing so
permits you to have a tiered approval system for your organization. A typical example of an approver role is a
First Approval, meaning that employees assigned to this role would be the first person looking at time transactions
to approve or reject them. Likewise, you could set up a role for Second Approval for employees on the next tier
of approvals. The following example demonstrates how to set up an approver role code.
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2. Enter an identifier for the new record in the Role field. This example sets up the code 1st Approval.
3. Enter a Description for the new role. This value displays on Role drop-down lists throughout the application.
4. If employees serving in this role receive commission for doing the work (such as a sales representative or a
trainer), select the Commissionable check box. Commission rates are defined on quotes and sales orders.
It is not typical that approver roles would receive commissions for the work, so for the purposes of this
example, the First Approver role will not earn commission.
5. In the Time and Expense Options, select the Time and Expense Approval check box to determine that
this role code has permissions to approve time and expense transactions for other employees. Checking
here also allows other programs, such as Task Set, to search for and select this role for time and expense
approvals.
The Time and Expense Approval check box is available

only if the Time Approval Required (or the Expense
Approval Required) option is enabled in Site Configuration
Control.
6. Select the Project Manager Approval Role check box to indicate that employees assigned to this role
manage work within a project.
When this checkbox is enabled and you use this role to set up a workflow group, an approval task will be
created for the project manager.
7. If employees using the role code are supervisors over tasks carried out on jobs and projects, check the
Supervisor Approval Role check box. When checked, specify the number of levels of supervisors are above
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the role. For example, 0 (zero) indicates that no further approval is required following this role, while a 1
indicates that the supervisor must also approve the task.
In a scenario where you are defining an approver in a

workflow group, only the Time and Expense Approval
checkbox needs to be checked. If you were to check the
Project Manager Approval Role and Supervisor Approval
Role check boxes as well, the following employees would
receive approval tasks: any approvers assigned to the role
in the workflow group, the supervisor of the employee
entering time, and the project manager of the project
where the time was entered.
8. Select the Employee Submit Role check box to indicate employees assigned this role perform labor on
the job or project. This information is then used when creating tasks for time and expense approvals.
9. Click Save.
Quick Entry Codes
Use Quick Entry Maintenance to define frequently used time entries and to associate them with a quick entry
code. You use quick entry codes when entering time in Time Entry. You can enter a quick entry code to populate
the entry with the time defaults; thus time transaction entry is faster and more efficient. For example, a quick
entry code is useful when you are working on a project and entering time for the same task every day. Your
employees define the quick entry codes they need.
Menu Path: Service Management > Time Management > General Operations > Quick Entry Code
To enter a new quick entry code:
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1. On the Detail sheet, click the Employee ID button to find and select the employee record. The selected
employee record displays on the sheet.
2. Click the Down Arrow next to the New button; select New Time Quick Entry.
3. The Time > Detail sheet displays. In the Quick Entry field, enter a unique identifier for the quick entry
code.
4. Click the Labor Type drop-down list to select a labor type for the time quick entry code. The labor type
determines which fields are available for definition. You can select Indirect, Production, Project, Service, or
Setup. Depending on what you select, different fields become active on this sheet.
5. If you select the Project labor type, the Project button activates. Projects define complex initiatives your
company is working on. Click this button to find and select the project you need. You can also enter the
Project identifier directly. You create projects within Project Entry; review the chapter covering Project
Management for more information.
6. Selecting a Project labor type activates the WBS Phase button. Click this button or use the drop-down list
to select the Work Breakdown Structure (WBS) phase you wish to link to this time quick code entry.
7. If you select the Production, Service, or Setup labor types, the Job button activates. Use this button to find
and select the specific job you wish to associate with this time quick code entry.
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8. After you select a job, the Assembly and Operation buttons and fields activate. If you need, use these
controls to define a specific assembly or operation you wish to include.
A job can also be linked to a WBS Phase. If this is the case,

the Job number displays by default, and you can then
select the Assembly and/or Operation you need.
9. Roles define a position the employee carries out on a job or project. If you need to associate a role with this
time quick code entry, select it from the Role drop-down list. You create roles within Role Code Maintenance.
10. Time types define different charge rates you use for labor hours. For example, you might create a time type
for overtime hours. Select the Time Type you need from the drop-down list.
11. If you select the Indirect labor type, the Indirect drop-down list activates. Select the indirect code you need
to associate with this time quick code entry.
12. Click the Expense Code drop-down list to define what expense type – like Inspection, Grinding, and so on
– to link to this time quick code entry.
13. If active, select the Resource Group and/or Resource you need to associate with this time quick code entry.
Resources define machines and employees involved in the production process.
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14. Enter the Labor Hours you need for this entry.
16. The time quick entry code displays in the Tree View. Notice all of the time quick entry codes and expense
quick entry codes for the selected employee display on this Tree View.
Operations
This section details the operations available in the Time Management module. Each operation is described as a
workflow (sequence) to help guide you through the process from start to finish. These programs are primarily
Time Entry
Use Time Entry to enter employee hours for indirect labor, production labor, or project labor and submit those
hours for approval. You can enter time on a daily or weekly basis. After time transactions are entered, you can
view, modify, recall, and copy them. You can also monitor the status of entered transactions and enter comments
for approvers.
The sheets in Time Entry provide different ways for entering time. The sections that follow demonstrate some of
the ways you can enter time.
Menu Path: Service Management > Time Management > General Operations > Time and Expense Entry
Time and Expense - Actions Menu
The Actions menu in Time and Expense Entry contains some useful filtering options that can improve performance
in the window by limiting the data that the application retrieves. Use the Retrieve Record commands to filter the
transactions so that only the types of transactions you want to see are recalled and displayed. By default, all
transactions of all statuses display in the Time and Expense sheets.
1. To exclude a transaction of a specific status from displaying, select the Actions menu and clear the check
box for the status. There are options to retrieve records that have been entered, submitted, rejected, partially
approved, and approved:
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2. Use the Retrieve Records By option to retrieve transaction data by day, week, or month.
• Select Day to retrieve records only for the day you selected in the calendar. If you select multiple days,
only the records for the first day of the selected range will display. Note that the Time > Weekly Time
sheet will not display any data, and the ability to add a new time weekly view record is disabled.
• Select Week to retrieve records for the week of the day you selected in the calendar. If you select multiple
days spanning more than one week, only records for the week of the first selected day display.
• Select Month to retrieve records for the month of the day you selected in the calendar.
If you change between options, be sure to click Refresh

to display the new results.
Daily Time Entry

Use the Daily Time > Detail sheet to enter labor hours for a single item and submit them for approval. The labor
type you select when entering time determines the fields available on the sheet.
To enter a new time transaction in the Daily view:
1. On the Employee sheet, enter the Employee identifier or click the Employee ID button to find and select
the employee for whom you are entering time.
2. The current date displays in the Calendar by default. Click another date to change it.
3. Navigate to the Time > Daily Time > Detail > Detail sheet.
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4. Click the Down Arrow next to the New button; select New Time Detail.
5. From the Labor Type drop-down list, select the type of labor performed. The labor type determines which
fields are available for entry in the sheet, and default values populate some of the fields. This example uses
the Indirect labor type.
6. In the Labor section, use the Clock In and Clock Out values or enter the time in the Labor Hrs field to
define the time the employee performed the labor.
7. Select an Indirect Code for the labor performed.
8. Select an Expense Code for the labor performed.
9. Select the Submit on Save check box to automatically submit new Time entries when you click Save. If you
select or clear this check box in Time and Expense Entry, you override this default Site setting.
10. The Location section defines the default resource group, department information, and resource for this
transaction. You can change these options if you need.
11. The HCM Pay Hour and State fields display if the Epicor ERP application is integrated with Human Capital
Management (HCM). The Pay Hour field indicates the value of the labor hours entered against the job
operation, and initially defaults to the value entered in the Labor field. Once the Labor Detail is saved you
have to modify the Pay Hours manually, and once the record is processed by HCM, you cannot modify the
Pay Hours. This information is passed to HCM once the hours are approved. The State field indicates the
status of the pay hour data. The following settings are possible: S (Sent) for records that have been imported
into HCM; R (Received) for records that have been created in ERP Labor Detail from the HCM PTO integration;
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E (Error) for records HCM attempted to import, but for which the import process failed; and IP (In Progress)
for records HCM is in the process of importing.
The Hours Summary section at the top also shows the sum of the Pay Hours registered in the HCM section.
Enter or Review Comments
Use the Comments sheet to communicate with a time approver when you are entering a time transaction in
the Daily Time > Detail sheet. Similarly, the approver can communicate to a submitter using the Comments
sheet in Time and Expense Approval and these comments will display here. In addition, you can enter a comment
to be included on a customer invoice.
1. To create a new comment, click the down arrow next to the New button and select New Time Comment.
2. The Comment Type field can be set to Submit or Invoice.

• Submit - Use this setting to enter a comment for the time approver. Comments of this type are visible
here, in Time and Expense Entry and in Time and Expense Approvals.
• Invoice - Use this setting to enter a comment to be included on the invoice for the customer. Comments
of this type are also visible in Time and Expense Entry and in Time and Expense Approvals.
3. The Date Entered field displays the date the record was created.
4. Submitted By displays the user identifier of the individual who created the comment.
5. Time Entered is the time the comment was entered.
6. The Comment field holds the actual text of the comment.
7. Once all of the fields are completed, click Save.
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Weekly Time Entry

Use the Time > Weekly Time sheet to enter and submit time for a week. Fields in this sheet display in a grid
format for easy entry. Press the <Tab> key to quickly move through the fields and enter values.
1. In the Calendar, select a date during the week for which you want to enter time.
2. Click the Down Arrow next to the New button; select New Weekly Time.
3. The Time > Weekly Time sheet displays.
4. Tab to the Labor Type drop-down list and select the type of labor.
5. Select the Job, Assembly, and Operation for the labor performed.
6. Tab to the fields for the days of the week; enter the number of labor hours performed for each day.
8. Click the Submit button to submit the time entered for the week for approval.
Calendar View Time Entry

The Calendar sheets display your time entries for review by day, week, or month. You can also use the Calendar
to enter time.
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Calendar Day
The Calendar Day sheet shows the day you selected on the Calendar pane. The date and day of the week is
shown at the top of the page and the time of day displays down the left margin, just like a desk calendar or a
day timer book. Any time that has been entered, submitted, rejected, or approved for this day will show in
color-coded blocks.
1. Select the day to view in the Calendar pane.
2. Navigate to Calendar > Day.
3. Note the date and time shown at the top of the page.
4. Also note the time of day shown down the left margin of the page.
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5. A horizontal line marks the current time of day. In this example, the time of day is between 1:30 and 2:00
pm.
6. One time transaction has been entered on the day shown here. The total labor hours for the time transaction
is two hours. The labor type, status, and clock in date are shown.
Time transaction blocks are shown in different colors

depending upon their approval status. The example shows
a time transaction, in bright blue, that has been submitted.
Transactions that have been approved are shown in gray,
while those that are rejected are shown in red. In a
situation where there are multiple approvers and a
transaction is partially approved, the transaction is shown
in yellow. Additional examples are shown on the pages
that follow.
7. You can add a time transaction to this day using a right-mouse click option. First, rest the pointer over the
desired start time in your calendar and drag to the end time so that the entire transaction time period is
selected. For example, to add a time transaction from 11:00 am to 2:00 pm, click and drag to select the
area as shown in the example.
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8. Once you have highlighted the correct period of time on the calendar, click the Right Mouse Button and
select New Time Entry.
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The Daily Time Entry sheet displays. Enter the time transaction as usual.
9. Note that you can select multiple days in the Calendar pane, and the Day sheet will display them all. In this
example, July 4 through July 8 are selected.
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10. Even when the view is formatted in this way, you can use the same process of selecting a time period and
using the Right Mouse Button to select New Time Detail to add a time transaction.
Calendar Week
The Calendar Week sheet shows the week you selected on the Calendar pane. Each day is shown in a block. As
with the Calendar Day view, any time that has been entered, submitted, rejected, or approved for this day will
show in color-coded blocks.
1. Select a day in the Calendar pane.
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2. Navigate to Calendar > Week.
3. Note that the application displays the week in which the selected day falls. The week view shows each
working day in a separate block.
4. The date and day of the week are shown at the top of each block.
5. Any time transactions that have been entered are shown on each day. As in the day view, these are
color-coded so that you can see which are entered, submitted, approved, and rejected. You can also use
the Right Mouse Button option to add a time transaction.
Calendar Month
The Calendar Month sheet shows the week selected on the Calendar pane. Each day is shown in a block. As
with the Calendar Day and Month views, any time that has been entered, submitted, rejected, or approved for
this day will show in color-coded blocks.
1. Select a month in the Calendar pane.
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2. Navigate to Calendar > Month.
3. The month view resembles a typical wall calendar. Any time transactions that have been entered are shown
on each day. As in the day view, these are color-coded so that you can see which are entered, submitted,
approved, and rejected. You can also use the Right Mouse Button option to add a time transaction.
MES Time Entry
If your company uses the Manufacturing Execution System (MES) interface to record labor performed against
jobs, you can view time records created through the MES interface in Time Entry. The MES interface is designed
for users within a manufacturing environment. You can enter labor against specific operations on selected jobs
in the MES.
When you first launch the MES, you need to log in and select the activity you are working on.
1. Enter your Employee ID, and press the Tab key on your keyboard. You are now logged into the MES.
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2. To begin tasks on an operation, click the Start button for the type of activity you are performing. You can
select Start Production Activity, Start Indirect Activity, Start Setup Activity, or Start Rework Activity.
3. The appropriate Start Activity window displays. This example is for a production activity. Enter or search
for the Job you need to work on.
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4. Select the Assembly and Operation.
5. When you finish, click OK. You are now working on this operation. The clock is active, so the MES is
calculating labor time against this operation.
6. To stop working on this activity, click the End Activity button on the MES Menu.
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7. The End Labor Activity window displays. Click OK.
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8. To end your MES session, click the Log Out button on the MES Menu.
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9. To close the interface, click the Close button.
10. Now to review your time entries, log into the Epicor application and navigate to Time and Expense Entry.
Menu Path: Production Management > Job Management > General Operations > Time and Expense
Entry
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11. To display the labor entries, navigate to the Time > Daily Time > Summary > Detail sheet.
12. In the Calendar pane, click the date you performed the work. The labor entries display on the sheet.
Selection Calendar
You can use the time entry selection Calendar to review and manage your time entries and the time entries of
your employees. The selection Calendar determines the time transactions that display in the time entry tree,
indicates the status of the transactions, and loads transactions into the time entry grids for review.
Menu Path: Service Management > Time Management > General Operations > Time and Expense Entry
1. In the Employee field, enter your Employee ID.
2. By default, the current date is selected in the Calendar.
3. Review the selection Calendar. Color indicates a time transaction has been entered on the date. Green
indicates a time transaction and red indicates a rejected time transaction.
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4. Select a date in the selection Calendar to review time transaction details. You can use the Shift key or click
and drag to select and view multiple dates.
5. Expand the date within the Tree View to see the transactions entered. Icons indicate the status of a
transaction.
6. Select a date in the tree to display transaction details on the Time > Daily Time > Detail > Detail sheet.
7. Click the List tab to view a list of each time entry. Each time entry displays in a separate row. Use the scroll
bars to review the details.
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8. Click the Approvals tab to see who is assigned to approve the transaction.
Time Approval
As described in the introduction of this chapter, you can configure Time Management so that the Epicor application
requires approvals for submitted time transactions, or so that no approvals are required at all. If you choose to
use approvals, you can specify who should do them and even choose multiple people to approve transactions in
a particular sequence.
If your organization uses approvals, you must configure certain options in the Site Configuration window (as
described earlier in this chapter) and set up some workflows so that the application can route the transaction to
the proper person(s) for approval. Your Epicor application enables you to use approvals on indirect and production
time, and also on time that is entered toward a specific project.
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Approvals Flow of Indirect and Production Time
Time entered as indirect or against a production job goes through a series of checks to determine if it requires
approval, and - if so - how it is approved.
As the flowchart shows, once a time transaction is entered, the application checks the setting of the Approval
Required check box on the Time sheet in Site Configuration. If this box is clear, then time approvals are not
required, the time is automatically approved and no other action is required.
If the Approval Required box is checked, then the application moves to the settings in the Logic pane in Site
Configuration: Production Approval Logic and Indirect Approval Logic. Each of these fields can be set to
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Automatic or Employee. When set to Automatic, the time (for either production or indirect) is automatically
approved and no other action is required.
When the logic field is set to Employee, the application moves to the Employee record to determine whether
approvals are necessary. The Auto Approve Time check box, on the Time and Expense > Time > Detail sheet,
determines this. When this box is checked, then the time is automatically approved and no other action is required.
When Auto Approve Time is clear, the application checks the Workflow Group field in the Employee record,
also on the Time and Expense > Time > Detail sheet. If there is a workflow group selected here, that group will
be used to perform the approval. If there is no workflow group specified for the employee, the application returns
to the Site Configuration settings and uses the group listed in the Time Default section at the bottom, in the
Time Workflow Group field. If no group is listed as a default, the Epicor application uses the employee's
supervisor (as specified in Employee Maintenance > Detail in the Supervisor field) as the approver.
Approvals Flow of Project Time
Time entered against a project also goes through a series of checks to determine if it requires approval, and - if
so - how it is approved.
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As this flowchart shows, once a time transaction is entered against a project, the application checks the setting
of the Approval Required check box on the Time sheet in Site Configuration. If this box is clear, then time
approvals are not required, the time is automatically approved and no other action is required.
If the Approval Required box is checked, then the application moves to the Approvals Method field in Project
Maintenance > Project > Approvals > Time > Detail. When this is set to Automatic, the time is automatically
approved and no other action is required.
When the Approvals Method is set to Project, the application uses the approvals process defined in the WBS
phase or, if there is not a workflow defined at the phase level, the workflow entered for the project as a whole.
If the Approvals Method is set to Employee, the application moves to the Employee record to determine whether
approvals are necessary, in the same was as it does with indirect and production time. The Auto Approve Time
check box, on the Time and Expense > Time > Detail sheet, determines this. When this box is checked, then the
time is automatically approved and no other action is required.
When Auto Approve Time is clear, the application checks the Workflow Group field in the Employee record,
also on the Time and Expense > Time > Detail sheet. If there is a workflow group selected here, that group will
be used to perform the approval. If there is no workflow group specified for the employee, the application returns
to the Site Configuration settings and uses the group listed in the Time Default section at the bottom, in the
Time Workflow Group field. If no group is listed as a default, the Epicor application uses the employee's
supervisor (as specified in Employee Maintenance > Detail in the Supervisor field) as the approver.
Workflow Groups
When a time transaction is submitted and approvals are enabled, the Epicor application looks for a workflow
group to determine who needs to approve it and in what sequence.
Time Management comes with several pre-defined workflow groups that cover typical approval scenarios. Most
organizations will find that the pre-defined workflow groups are sufficient for their approval needs, but if your
process is more complex or different from the available options you can create a custom workflow.
Pre-Defined Time Approval Workflow Groups
Depending on the needs of your organization, you may be able to set up approvals for time transactions using
one of the pre-defined workflow groups that comes with the Epicor application. The pre-defined approval
workflow groups come with the Time Management program and are ready to use, provided that approvals are
enabled.
Upon initial setup, you must create the default workflow groups
in Site Configuration. This is a simple process. See the section
in this chapter called Site Configuration for details.
The pre-defined approval workflow groups include the following:

• Supervisor Approval
• Project Manager Approval
• Project Manager & Supervisor Approval
• Multiple Level Approval
Supervisor Approval Workflow Group
This is a good choice when supervisors should approve the time of anyone working for them. When an employee
enters time and approvals are required, the application checks the employee record for the supervisor. The
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supervisor will review time and approve or reject it. You can use the supervisor approval workflow for indirect,
production, and project time.
For a more detailed look at how the Supervisor Approval

workflow functions in the application, see the example on the
following pages.
Project Manager Approval Workflow Group

This workflow is a good choice when the project manager (assigned in Project Entry) should be doing approvals,
in lieu of the supervisor. Assign this workflow on a project or on a WBS phase of a project.
It makes sense to use this workflow on project time only, as indirect and production time, by definition, are not
projects and therefore do not have a project manager.
Project Manager & Supervisor Approval Workflow Group
This workflow group, also for use with project time submissions, uses both the project manager assigned on the
project and the supervisor assigned to the employee as the approvers for time transactions.
Again, this workflow group is not typically used with indirect or production time, as those do not have project
managers.
Multiple Level Approval Workflow Group
The Multiple Level Approval Workflow group uses group members assigned to approval roles in Workflow Group
Maintenance. You specify a first approver (for example, supervisor or manager) and a second approver (for
example, an accounts payable manager). The time transaction must be approved by the first approver before it
is presented to the second approver. To use Multiple Level Approval as your template, you must assign group
members to the approval roles in Workflow Group Maintenance. You can use the Multiple Level Approval
workflow group with indirect, production, or project time.
Workflow Setup Example - Supervisor
This example uses the pre-defined workflow for supervisor approvals. In this scenario, the setup will focus on
approvals for indirect time. However, the supervisor workflow can also be used for production or project time.
First, the site will be configured to require approvals for all time entered. For indirect time specifically, the
application will be set up to check the employee record for instructions on how to handle approvals for each
specific employee. This way, some employees can be exempt from the approval process, while others use the
pre-defined workflow to route the transaction to their supervisor.
The example will then show an employee's time entry into Time and Expense Entry and the subsequent approval
request generated for the employee's supervisor.
Site Configuration Control
To use approvals, you must enable it in Site Configuration Control. You can also set a default workflow group
to be used when there is not a specific workflow set up for an employee.
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1. Click the Site button to find and select the site.
2. The Name of the selected site displays.
3. Navigate to the Modules > Time and Expense > Time sheet.
4. Select the Approval Required check box to require approval of all time entries submitted by employees.
5. Click the Indirect Approval Logic drop-down list to select the method for approving time transactions.
Select Employee to approve time transactions as defined in Employee Maintenance.
6. Select a default Time Workflow Group. This is the group that will be used for employees that do not have
a workflow specified in Employee Maintenance.
7. Click Save.
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Employee Maintenance
Because the site is configured to check the employee record for the approval workflow, each employee must be
set up. The example here shows an employee (Margaret) using the approval workflow for supervisor approval.
Employees that do not require approvals at all can be set up so that the time is automatically approved.
1. On the Detail sheet, click the ID button to find and select the employee record you need. In this example,
the employee is Margaret D'Marco, employee ID 250.
2. Verify that a supervisor has been entered for the employee. If not, click the Supervisor button to select the
correct supervisor. This is the employee who will approve time entries for this employee. In this example,
the supervisor is Vincent.
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4. The employee requires approvals for time entries, so clear the Auto Approve Time check box.
5. Click the Workflow Group drop-down list to select Supervisor.

Note: For an employee that does not require approvals for time entries, such as a high-level manager, check
the Auto Approve Time check box and save the record. Time for these employees will not go through an
approval workflow because no approval is needed.
Time and Expense Entry
When the employee in the example, Margaret, enters indirect time, the application looks to the workflow set in
her employee record to determine who should approve the time.
Menu Path: Service Management > Time Management > Time and Expense
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1. Indirect time entered for Margaret in Time and Expense Entry is submitted for approval, as shown in the
Status field on the Time > Daily Time > Detail > Detail sheet, for approval.
2. For more information on the status of the approval, click the Approvals sheet. The Approvals sheet shows
the name of the approver(s) who have already approved the transaction, those that are pending, as well as
the date the transaction was approved.
3. In this example, see that the time transaction is still awaiting approval by Vincent, Margaret's supervisor.
Time Approval
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Vincent has time transactions to review in Time and Expense Approval.

Menu Path: Service Management > Time Management > General Operations > Time and Expense Approval
1. On the Time > Detail sheet in Time and Expense Approval, Vincent can view the transactions he needs to
approve or reject.
2. The pertinent information for the time transaction is displayed. Vincent can approve or reject the transaction,
or he can approve or reject and add a comment. In this example, the transaction is approved and a comment
is added, thanking Margaret for coming in to work on an extra project using the Approve With Comment
button.
3. The pop-up provides a place to enter the message. Once entered, click OK to save and close the approval.
Once a time transaction has been approved by the approver, the transaction can move on to the next approver,
if one exists. In this example, Vincent is the only approver so the process is complete. Note that Vincent would
use the same procedure to reject the transaction, using the Reject or Reject With Comment buttons.
Time and Expense Status
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The status of time transaction approval is shown in Time and Expense Entry. In this example, Margaret has several
transactions entered.
1. The Calendar pane shows the status of the time transactions entered on each day.
2. For additional detail, click on a date. The transactions are listed in the Time and Expense pane beneath the
calendar in a tree view. Click the individual icons to retrieve the data for that transaction in the main window.
Define a Custom Approval Workflow
If you require a more complex approval process using multiple approvers or multiple levels of approvals, you can
define one or more approval workflow groups using tasks, task sets, and workflow groups. The sections that
follow discuss the approval workflow configuration for indirect and production time.
When you want to designate a custom group of employees as approvers, you must also set up a time workflow
group for approving time transactions. A workflow group is made up of tasks, task sets, and group members
assigned to an approver role. Once you create a time workflow group, you can use it in Employee Maintenance
to associate it with a specific employee, or you can set it as the default time workflow group in Site Configuration
Control to apply it to all employees.
Tasks
An approval task is the approval of a time transaction performed by a user belonging to a defined role. You use
Task Maintenance to define one or more approval tasks. A task is a combination of approving time plus an
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approver role. For example, you define a task named Time Approval Task, which consists of an approve time task
assigned to an approver role named Time Approver. You can assign one or more users to an approver role.
Tasks are used throughout the application. In the following

sections, the tasks described are for use within Time
Management.
You can also define a hierarchical approval process which requires two or more levels of approvers to approve
a time transaction. To define a hierarchy of approvers, define an approval task for each level of approval, such
as a task named First Approval with an assigned First Approver role, and a task named Second Approval with an
assigned Second Approver role.
Task Sets
A task set is a group of organized tasks and milestones. A time approval task set must include all the approval
tasks required to approve a time transaction. For example, a simple task set might include a single approval task.
If you use an approval hierarchy, you must include all other tasks.
Menu Path: Service Management > Time Management > Setup > Task Set
To create a time approval task set:
1. Click the Down Arrow next to the New button; select New Task Set.
2. Enter a task Set ID and a Description for the task set.
3. Click the Workflow Type drop-down list and select Time & Expense.
5. Add milestones for each approval task included in the task set. To do this, add a new milestone for each
task in sequential order, such as First Approval and Second Approval.
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6. Select the First Milestone check box for the milestone that begins the series.
7. Add more milestones. Click Save after adding each new milestone.
8. Clear the First Milestone check box on the second milestone.
9. Associate each milestone with the next milestone. To do this, select the First Approval Task milestone.
10. Click the Down Arrow next to the New button; select New Next Milestone.
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12. Click the Next Milestone drop-down list and select the Second Approval Task.
13. Click Save.
14. When you finish, the task set structure is defined in the Task Sets tree.
Workflow Group
A time approval workflow group consists of a time approval task set and the group members assigned to the
approver roles. You set up a time approval workflow group and assign group members in Workflow Group
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Maintenance. You can set up one or more workflow groups as needed, and apply them to specific employees
or use one as the default for all employees.
Menu Path: Service Management > Time Management > Setup > Workflow Group
To create a time approval workflow group:
1. In the Workflow Type list, select Time & Expense.
2. Click the Down Arrow next to the New button; select New Workflow Group.
3. Enter a Workflow Group identifier.
4. Enter a Description for the group.
5. Click the Default Task Set drop-down list to select the time approval task set for the workflow group.
8. The Group Member > Detail sheet displays.
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9. Click the Member drop-down list and select the employee you want to add to the workflow group. In this
example, Sean Nester was selected.
10. Click the Role drop-down list and select the approval role you want to assign to the group member from
the approval task set.
Workflow Setup Example – Indirect Time

The example here defines an approval workflow for indirect time. This workflow uses Employee as the approval
method for time transactions, and it applies a specific time workflow group to the employee.
1. Click the Site button to find and select the Site.
2. The Name of the selected Site displays.
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3. Navigate to the Modules > Time and Expense > Time sheet.
4. Select the Approval Required check box to require approval of all time entries submitted by employees.
5. Click the Indirect Approval Logic drop-down list to select the method for approving time transactions.
Select Employee to approve time transactions as defined in Employee Maintenance.
6. If you need, select an optional default Time Workflow Group.
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1. On the Detail sheet, click the ID button to find and select the employee record you need.
3. Clear the Auto Approve Time check box.
4. Click the Workflow Group drop-down list to select the time approval workflow group.
Time Approval
Use the Time Approval program to review, approve, or reject time transactions submitted by employees. Depending
on the configuration of your company, authorized approvers can modify submitted transactions or delete existing
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transactions during the approval process. Approvers can enter optional comments for review by the submitters
of the transactions.
Menu Path: Service Management > Time Management > General Operations > Time and Expense Approval
To approve time transactions:
1. On the Approver sheet, enter your Approver ID or click the Approver ID button to find and select your
ID. Your approver ID is the Workforce ID assigned to you in Work Force Maintenance.
2. All time transactions submitted by employees for your approval display on the Time > List sheet; each time
transaction displays on a separate row.
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3. Use the Time > Comments sheets to review any comments entered by the submitter.
4. Select the row you want to approve; or, to select all rows for approval, click the Select All button.
5. If necessary, click the Rate Preview button to review the transaction charge/cost rates. The application
calculates and displays the charge rate, cost rate, charge currency, and cost currency for the transaction.
6. To approve a transaction(s) without entering any comments, click the Approve button.
7. To enter comments for the submitter, click the Approve With Comment button.
Once the transaction is approved, it no longer displays in the grid.

Reject Time Transactions
To reject time transactions:
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2. All time transactions submitted by employees for your approval display on the Time > List sheet; each time
transaction displays on a separate row.
3. Select the row you want to reject.
4. To reject a transaction without entering any comment, click the Reject button.
5. To enter comments for the submitter, click the Reject With Comment button.
6. The Approve/Reject Comment window displays.
7. Enter your comment and click Ok.
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The transaction is rejected and no longer displays in the Time and Expense Approval program.
Reports
This section describes some key reports you use to monitor your employee’s time entries. You can run these
reports whenever you need. You can also set up each report to generate and print through a recurring, automatic
schedule. Review the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information
on how you link a report to a recurring schedule.
The Time Management module includes two reports to help you manage your time and the time of your employees.
These reports are the Time Report and the Time Booking Exception Report.
Time Report
Use the Time Report to generate and print a simple employee time sheet. This report displays time entered by
specific employees for a period of time you choose. The report can span multiple weeks and time periods.
Menu Path: Service Management > Time Management > Reports > Time
To set up and run this report:
1. Navigate to the Filter sheet.
2. Click the Employee button to find and select the ID of the employee whose time you want to review. You
can select one or more employees.
3. In the Employee List, select the employee(s) to include in the report.
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4. Click the Selection tab.
5. Use the From Date and To Date fields to define the period of time to include in the report. The report can
span multiple weeks and time periods.
6. Click the Print button on the Standard toolbar to print the time sheet.
Time Booking Exception
Use the Time Booking Exception report to determine the employees with missing hours and to analyze employee
utilization. Missing hours are determined by calculating the difference between employee available work hours
and total booked hours. The report displays the number of booked hours that are chargeable, non-chargeable,
and indirect. You can also select the indirect codes to include or exclude from the calculation of employee
percentage utilization.
Menu Path: Service Management > Time Management > Reports > Time Booking Exception
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1. Use the From Date and To Date fields to define the week to include in the report.
2. Use the Report Options section to define the report criteria. To include Missing Hours, select = (equal
to), < (less than) , or > (greater than), and enter a numeric value in the adjacent field. For example, you can
define criteria to include employees missing more than 10 hours.
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3. To include a utilization percentage, select = (equal to), < (less than), or > (greater than), and enter a numeric
value in the adjacent field. The Indirect Codes for % Utilization list contains the indirect codes included
in the percentage utilization calculation.
4. To exclude an indirect code from the calculation, select the code in the Indirect Codes for % Utilization
field and click the Right Arrow to move the code to the Excluded Indirect Codes list.
5. Use the Filter sheet to limit the report to specific employees.
6. Click Print on the Standard toolbar to print time booking exceptions.
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Epicor ERP Application User Guide Project Management | Chapter 8
Chapter 8: Project Management
Use the Project Management functionality to organize the manufacturing of large capital projects. Through this advanced
feature set, you can create, monitor, and finish complex projects that require significant organization and planning.
The program you primarily use is Project Entry. You use this flexible program to organize your project through Work
Breakdown Structure (WBS) Phases or project Milestones. If you use WBS Phases, you can define multiple parent and
child WBS Phases within each project. These phases can in turn have multiple jobs and tasks assigned to them. If you
use Milestones, you define specific completion points within the project. You also indicate which quotes, sales orders,
and purchase orders are required to finish the project. As work progresses, you then leverage this program to track
the costs of each phase and the total cost for the project.
You can also create projects for non-manufacturing functions like claim invoicing and progress invoicing, and these
projects are billable through various methods. When you use progress claim invoicing, each progress claim is created
and managed against projects. When you use cost plus invoicing, the normal rates for labor and burden are used as
the base value for the costs. You add a set of mark up percentages to the labor, burden, and material costs to calculate
a total invoice amount. When you use time and materials invoicing, the contract defines the rates charged for the roles
required to satisfy the contract. These roles are defined through physical resources, and the material and burden costs
are calculated using a percentage factor.
With this functionality, you also have the ability to export a project to Microsoft® Office Project 2010® and 2013®.
Within the Microsoft application, the project can be changed as you need. You can then import the project back into
the Epicor application where the revised project is incorporated into your database.
Leverage this complete set of features to track and bill your capital project from start to finish.
Setup
This section describes the primary records you need to create for the Project Management module. These programs
are contained within the Setup folder for this module. Only the primary records are described here. Some areas
within the next Operations section may also document setup records if required for a specific workflow.
you define through this administration program. For more information, review the Company Configuration
chapter in the Epicor ERP Implementation Guide.
Time Types
Use Time Type Maintenance to create and maintain Time Type codes. These codes establish different charge
rates for different times recorded against a project. These types help classify the labor placed against a project.
They display on various reports and trackers.
The time type functionality can be used for Time and Material
projects and requires the Project Billing license.
Menu Path: Service Management > Time Management > Setup > Time Type
To create a time type code:
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Chapter 8 | Project Management Epicor ERP Application User Guide
2. Enter a unique identifier for the Time Type. This value displays on several programs and reports.
3. Enter a Description for the time type.
4. If this time type is no longer in use, select the Inactive check box. This time type will then not be available
as an option from Time Type drop-down lists.
5. Click Save.
Burden Codes
You create and maintain burden codes to help you track burden costs within your resources and resource groups.
Use these codes to define the unique expenses your company needs to define as burden. The expenses defined
as burden are unique from company to company, but as a costing rule, burden expenses do not include direct
labor or direct material costs on a job.
The codes you create here are grouped within Burden Set Maintenance.
Menu Path: Service Management > Project Management > Setup > Burden Code
To create a burden code:
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2. Enter a unique identifier for the Burden Code. This value displays on several programs and reports.
3. Enter a Description for the burden code.
4. Select the Project Roles sheet to indicate what roles within the project are included with this burden code.
5. Select the Use All Project Role Codes check box to add all roles to the current burden code.
6. If you only want to use some roles, use the Arrow buttons to select and remove specific roles from the
current burden code.
7. Click Save.
Burden Sets
Access Burden Set Maintenance to define a group, or set, of burden codes you want to apply against a project.
The burden set controls the provisional percentages used during the invoice preparation process. You also use
burden sets to update actual burden percentages you then use at the end of a project to see where the actual
burdens vary from the original burden estimates. You can also place, or nest, one burden set inside another
burden set; you can then override burden rates as you need to reflect the makeup of the capital project.
Use the burden set functionality with Time and Material, Cost
Plus, and Progress Payment projects. Using this functionality
requires the Project Billing license.
Menu Path: Service Management > Project Management > Setup > Burden Set
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To create a burden set:
2. Enter a unique identifier for the Burden Set. This value displays on several programs and reports.
3. Enter a Description for the burden set.
4. Click the Down Arrow next to the New button; select New Burden Code.
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5. The Burden Codes sheet displays. Use the Processing Sequence field to define the sequence through
which the burden set calculates the burden codes.
6. Select the Burden Code you want to add to this burden set.
7. Use the check boxes in the Apply Burden On section to specify what is calculated by the invoice process
(labor, contract labor, and so on) using the selected burden code.
8. Click the Down Arrow next to the New button; select New Effective Date.
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9. The Burden Codes > Effective Dates sheet displays. Enter the Effective Date you need for the burden
code.
10. Enter the Provisional Percent you need for the burden code.
11. Continue to add the effective dates you need. When you finish, click Save.
Burden Code Actual Percentage
This maintenance program updates the actual burden percentages for the burden codes used in a burden set.
You leverage the actual burden rates to create a revenue recognition journal that records actual burden costs
every month.
Menu Path: Service Management > Project Management > Setup > Burden Actual Percentage
To update the actual burden percentage:
2. Click the Burden Code button to find and select the burden code.
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3. In the Actual Rate field, enter the current actual burden percentage.
4. Enter the Effective Date when this rate becomes active.
5. Continue to enter actual rates for all the burden codes you need. When you finish, click Save.
Role Codes
Use Role Code Maintenance to create and maintain the role codes you need for projects. These codes define
various functions required to complete a project. They provide the Project Billing process with rates for each role
in order to invoice them. It is possible to assign a role code to an operation, which forces the hours to be booked
against employees authorized to carry out that role in the project.
You also use roles within the Customer Relationship

Management, Case Management, and Engineering modules.
Within Project Management, role codes can be used with Time
and Material projects.
Menu Path: Service Management > Project Management > Setup > Role Code
To create a role code:
2. Enter a unique identifier for the Role Code. This value displays on several programs and reports.
3. Enter a Description for the role code.
4. Select the Resource Group Billing Rates check box to indicate the billing rates defined for the selected
resource group are used in project billing.
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5. You can click the Primary Resource Group button to find and select the resource group you need.
6. Use the check boxes in the Time and Expense Options section to specify approval permissions for the
role.
If you select more than one approval role option, tasks

will be created for all individuals matching those role
criteria. See the Time and Expense chapter for more
information on the approval process.
7. Click the Down Arrow next to the New button; select New Role Rate.
8. Enter the Effective Date when the rate becomes active.
9. Enter the base Currency and the Charge Rate.
10. Select the Time Type for the rate. Time Type codes establish different charge rates for different times
recorded on a project. You create time types within Time Type Maintenance; this program is described in a
previous section.
11. Click Save.
Employees
You set up employees to help define the work they will do on a project. You can link an employee to a resource
group. Employees can also report time against jobs directly. You can also select and review role codes on each
employee record; use these role codes when you want to track the role criteria of an employee.
Menu Path: Service Management > Project Management > Setup > Employee
To associate an employee to a resource group and role code:
1. Click the Down Arrow next to the New button on the Standard toolbar; select the New ID option.
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2. Enter a unique identifier for the Employee. This value displays on several programs and reports.
3. Optionally, select the Person / Contact identifier for this employee record, if one exists. If one does not
exist, the application uses the values in the employee information fields to automatically create a

multiple records, like a shop employee who is also a buyer,
you can define this person in Person/Contact Maintenance
first and then link this person record to other records
throughout the application. To learn about this
4. Select the Contract Employee check box to indicate this employee is paid on contract rather than through
payroll. This value is used when the application determines costs through an advanced billing invoice.
5. Select the Production Info sheet.
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6. Select the Resource Group and Resource you want to associate with this employee.
7. Click the Down Arrow next to the New button; select New Role Code.
There are several options in Company Configuration that

determine how the role codes function for projects. For
more information, see the Project Billing Role Code fields
in Company Configuration > Modules > Services > Project
Billing.
8. The Role Codes > Detail sheet displays. Click the Role Code button to find and select a role code. Role
codes contain role code rates which define the effective date and end date, the currency associated with
the charge rate, and time type codes.
9. Continue to make the changes you need. When you finish, click Save.
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Markup Codes
Use Markup Maintenance to enter markup percentages for specific part classes or against specific project role
codes. These percentages are linked to a markup record. You must create the markup record before you can
define markup percentages.
Menu Path: Service Management > Project Management > Setup > Markup Code
When Cost Plus Invoicing is selected on a project, the invoice process calculates the cost of labor, material, and
subcontract expenses, and then applies the markup percentages.
You also use markup codes within the Customer Relationship

Management and Quote Management modules.
To enter and edit the primary information for a markup record:
1. Click the Down Arrow next to the New button; select New Quote Markup.
2. Enter a unique identifier for the Markup. This value displays on several programs and reports.
3. Enter a Description for the markup code identifier.
4. Select the appropriate Percent Type option, Markup or Profit. These options change how the markup
percentages are calculated. If you select Markup, the cost is increased directly by the markup percentages.
If you select Profit, the percentage is subtracted from 100%; the cost is then divided by this percentage.
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5. Enter the markup rates as needed for this markup identifier.
6. Click Save.
Enter Material Markup Percentages for Part Classes

To enter material markup percentages for specific part classes:
1. Click the Down Arrow next to the New button; select New Material Markup.
2. Click the Class drop-down to select a class identifier from the list of the codes assigned to uniquely identify
the Part Class codes.
3. Enter the Mtl Markup% for materials within the selected part class. All materials assigned to this part class
receive this markup rate.
4. Select the appropriate Percent Type option, Markup or Profit. These options change how the markup
percentages are calculated. If you select Markup, the cost is increased directly by the markup percentages.
If you select Profit, the percentage is subtracted from 100%; the cost is then divided by this percentage.
5. Click Save.
Enter Material Markup Percentages for Role Codes

To enter markup percentages for specific project role codes:
1. Click the Down Arrow next to the New button; select New Role Code Markup.
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2. Click the Role Code drop-down to select a role code identifier from the list of previously assigned role
codes.
3. Enter the Role Code Markup% for the selected role code. This information is used when project roles
require a different markup percentage from the percentage defined on the Markup > Detail sheet.
Operations
This section details the operations available in the Project Management module. Each operation is described as
a workflow to help guide you through the process from start to finish. These programs are primarily found within
the General Operations folder for this module. If a unique setup record is required to run the operation, this
record is also described in this section.
Project Entry
You create, update, and complete your projects within Project Entry. Almost every aspect of each project is
controlled through this entry program; use it to add the Work Breakdown Structure (WBS) phases, milestones,
checklist tasks, and the contract billing records you need. You also add quotes, orders, and other records required
to complete the project.
You start by defining a project’s main settings on the Project > Detail sheet. Once the overall project is defined,
you can then add Work Breakdown Structure (WBS) phases to it.
Menu Path: Service Management > Project Management > General Operations > Project Entry
To create a new project:
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2. In the Project ID and Description fields, enter a unique identifier and a description for the project.
3. The Revision field indicates the revision level of a project. For a new project, this value is always set to 1.
When the Build Project Analysis process is run, you can increase the revision level using the next available
number. You can then keep the project data from the previous version for use on the next project.
4. The Start Date defines when the project will be launched.
5. The End Date defines when you expect to finish the project.
6. Optionally, use the Warehouse and Bin fields to indicate where the parts are staged during the project.
7. By default, the Active check box is selected. This indicates you can add or update records to the project.
However, if this check box is clear, the project becomes inactive and no changes can be made to it.
8. Click the Create Project Job button to generate a new job using the next available job number. This number
is assigned to the primary job.
When you create a project job from the Project Entry window, it will be created for the same site as the
project. Likewise, if you add the primary job manually, it must be on the same site, still be open, and it
should not be assigned to another WBS phase or project.
9. The Job field defines the project’s primary, or parent, job record. Any jobs created for a WBS phase are
linked to this parent job.
10. The Assembly and Material fields define the specific assembly and material sequence that is linked to all
jobs within the WBS phases.
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Define Project Approvals
You can define the approvals for all time and expense transactions against the project. You can select a different
approval method for the time workflow and the expenses workflow.
1. Navigate to the Project > Approvals > Time > Detail sheet.
2. Select the Approvals Method. Available options:

• Employee - Project time is approved for specific employees as defined in Employee Maintenance.
• Project - Project time is approved by the approval workflow group designated for the project on this
sheet.
• Automatic - Project time is automatically approved when these records are submitted.
3. Select the approval Workflow Group.
You follow the same process to assign an expenses approvals method to a project. For more information on
creating time and expense workflows, review the Time Management and Expense Management chapters.
WBS Phases
You organize each project through a series of optional Work Breakdown Structure (WBS) phases. These WBS
phases can contain a series of checklist tasks and a phase job. Each phase can either be the parent or a child of
another WBS phase. Use these phases to structure the entire project. You can set up as simple or as complex a
series of WBS phases as you need to complete the project.
Once the project begins, you can then use the WBS phases to track your progress. You can also use the WBS
functionality to record the costs that accumulate for each phase.
If you want, you can organize work on your project through

a series of milestones. Once a project milestone is complete,
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your users can then move on to the next milestone. For more
information, review the Milestones section later in this chapter.
To create a WBS phase:
1. Click the Down Arrow next to the New button; select New WBS Phase.
2. The WBS Phases > Detail sheet displays. In the WBS Phase ID and Description fields, enter a unique
identifier and a description for the specific phase.
3. If this phase is a child of another phase, select a Parent WBS Phase from the drop-down list. In this example,
the phase is a parent phase, so this field is blank.
4. Indicate how this phase is placed in relation with the other parent or child phases through the Display Sort
Sequence field. If you enter 1, for example, the phase is the first phase within its level (parent or child) of
phases.
5. Click the Status drop-down list to define whether the phase has Not Started, is In Process, or is Completed.
6. The Start Date defines when this phase is planned to start.
7. The Due Date defines when this phase is planned to end.
8. Click the Date Complete field to define when this phase was actually finished.
9. Use the Duration drop-down list to define how long the phase takes to complete. This value is used as the
time value for its corresponding project task and can be passed along to Microsoft Office Project. You can
enter this value in hours or days.
10. Use the Create WBS Phase Job button to create a service-oriented job (a job that does not produce a
finished good to be shipped to a customer) to be completed during the phase. You can also add the job to
the schedule from here.
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After you save the WBS phase, you can no longer edit the fields within the WBS Phase Job Details section. These
fields are only active when you initially create a WBS phase.
Define Invoicing Method for WBS Phases
Use the Invoicing and Recognition sheet to select a specific Invoicing Method and Revenue Recognition Method.
The application supports multiple invoicing methods, each tied to a revenue recognition method that captures
financial data.
1. In the Tree View, select the WBS phase for which you want to define revenue recognition methods.
2. Navigate to the WBS Phases > Invoicing and Recognition sheet.
3. Select an Invoicing Method. Customer Shipment and Milestone Billing are standard options. With the
Project Billing license, additional choices are available. See below for definitions of all methods:
• Customer Shipment – Use this method to bill this project based on the shipments sent to the customer.
• Milestone Billing – Defines costs that occur during each milestone level within the project. Use this
method when you need to divide up the costs by each milestone.
• Fixed Fee – Defines costs required throughout all phases of a project. Use this method when you have
a number of overall costs you want to define for the life of the project.
• Time and Materials – Use this method when you use the rates for each role assigned to the project to
calculate the total cost on the project.
• Cost Plus – This method uses the defined rates for labor and burden as the base value for all of the
costs. You can add a series of markup percentages to the labor, burden, and material costs to calculate
a total invoice amount.
You do not need to select an Invoicing Method or a

Revenue Recognition Method on child WBS phases. If you
leave either the Invoicing Method or the Revenue
Recognition Method blank, the methods selected on the
Parent WBS Phase are used by default. You select this
parent WBS phase on the WBS Phases > Detail sheet.
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4. Click Save.
Define Approvals for Project WBS Phases
You can define the approvals for all time and expense transactions against the project WBS phase.
1. Navigate to the WBS Phases > Approvals > Time > Detail sheet.
2. Select the Approvals Method. Available options:

• Project - Project time is approved by the approval workflow group designated for the project on this
sheet.
• Employee - Project time is approved for specific employees as defined in Employee Maintenance.
• Automatic - Project time is automatically approved when these records are submitted.
3. Select the approval Workflow Group.
4. Click Save.
You follow the same process to assign an expenses approvals method to a WBS phase. For more information on
creating time and expense workflows, review the Time Management and Expense Management chapters
WBS Phase Costs
You use the WBS Phase Costs sheet to review and update the costs for the current WBS phase. This sheet displays
the costs in time through its Labor Hours and Burden Hours values. It also breaks out the monetary costs for
Labor, Burden, Subcontract, Material, Mtl Burden (Material Burden), and Other Direct Costs (ODC). You can use
this sheet to manually enter the planned budget and final cost to complete (CTC) values. If this phase is a parent
WBS phase, you can also pull in these costs from any child phases linked to this parent phase.
To use this sheet:
1. If you need to enter the planned budget for this phase, enter these costs within the fields under the Budget
column.
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2. The Estimated column displays the predicted costs for this phase. To generate these values, from the
Actions menu, select Build Project Analysis.
3. As time and costs are reported against this phase from your manufacturing center, they display under the
Actual column. To generate these values, from the Actions menu, select Build Project Analysis.
4. Use the Manual CTC column to directly enter how much this phase cost to complete. You can manually
enter the labor and burden hours that were accumulated, as well as the labor, burden, subcontract, material,
and material burden costs.
5. The Calculated CTC column displays how much the application calculated that phase cost to finish. To
generate these values, from the Actions menu, select Build Project Analysis.
You must use the Build Project Analysis function to

populate the Estimated, Actual, Calculated CTC, and
Quoted columns on this sheet. To learn how to run this
process, review the Build Process Analysis section later in
this chapter.
6. The Quoted column indicates the costs quoted to the customer. If a quote or quotes were added to this
project or phase, the quoted costs that apply to this phase display in these fields. To generate these values,
from the Actions menu, select Build Project Analysis.
7. If you select the Roll Child Budgets to this Level check box, the budget values from any child WBS phases
are pulled into this phase’s Budget column. You can no longer edit these costs.
8. If you select the Roll Child Manual Cost to Complete to this Level check box, the manually entered CTC
values from any child WBS phases are pulled into this phase’s Manual CTC column. You can no longer edit
these costs.
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Checklist Tasks
In addition to jobs, each WBS phase can have multiple tasks. These tasks define the steps to complete during
each WBS phase.
Besides defining the task, you can assign start and due dates. You may also define the person responsible for
completing the task.
To add a task to a project:
1. Click the Down Arrow next to the New button; select New Task.
2. In the Checklist Task ID and Description fields, enter a unique identifier and a description for the new
task.
3. Click the Checklist Task Type drop-down list to select the type that best applies to this task.
4. Click the Status drop-down list to define whether the task has Not Started, is In Process, or is Complete.
5. The Start Date and Due Date define when this checklist task is planned to both begin and end.
6. Click the Date Complete drop-down list to select the date when this task was actually finished. In this
example, the task has not started yet, so the field remains blank.
7. Click the Person drop-down list to indicate who is responsible for this task.
8. Click the Project WBS Phase drop-down list to define the phase inside which you are placing this task. This
phase is not complete until all tasks assigned to it are complete.
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9. Use the People section to define who is responsible for work on the task. The people who you assign to
this task display within the Available list.
10. Use the Right Arrow button to move these people to the Selected list.
General Ledger Controls
You can associate one or more GL controls within a WBS phase job on a project. Each control associated with a
project must belong to a different control type. You can then use control values when the project applies to a
posted transaction. The selected general ledger control(s) determine the accounts and journal codes used to post
transactions against the project.
1. Click the Down Arrow next to the New button; select New GL Control.
2. Navigate to the GL Control > Detail sheet.
3. Click the Type button to find and select the appropriate GL Control type.
Each control on a project must belong to a different

control type. Transactions then post to the different
controls available on a control type. For example, project
jobs require the Project Billing GL control type.
4. Click the Control button to find and select the GL Control code associated with the GL Control type.
5. Click Save.
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Add a Quote
You can add quotes to either the entire project or to a specific WBS phase within the project.
1. From the Actions menu, select Add Quote To Project.
If you want to add a quote to a specific phase, first

highlight the phase on the Tree View. Then, from the
Actions menu, select Add Quote to Phase.
2. The Quote Line Search window displays. Use this window to find and select the quote you want to add.
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3. To begin, click the Search button.
4. Highlight the quote you want from the Search Results list.
5. Click OK.
6. The quote detail is added to the project. It displays on the Quotes sheet.
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Add a Sales Order, Job, and Purchase Order
You follow the same steps to add a sales order, job, or purchase order to the project.
1. Click the Actions menu.
2. To add a job, select Add Job To Project.
3. To add a sales order, select Add Order To Project.
4. To add a purchase order, select Add PO To Project.
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5. Selecting these options launches the appropriate search program - in this example, the Purchase Order
Release Search program. Select the record you want.
6. Click OK.
7. The new record displays on the POs sheet.
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Milestones
Milestones are specific points within the project that help you quickly measure the progress on a project. In some
cases, you can also use milestones to indicate a payment is due for some aspect of the project. Use this optional
functionality to help you track how work is progressing during the life of the project.
If you want, you can instead organize the work on your project
through a series of Work Breakdown Structure (WBS) Phases.
Once a WBS phase is complete, your users can then move to
the next WBS phase. For more information, review the WBS
Phases section earlier in this chapter.
To add a milestone:
2. The Milestones > Detail > Milestone sheet displays. In the Milestone ID and Description fields, enter
a unique identifier and a description for the new milestone.
3. To add this milestone, click Save on the Standard toolbar.
4. If this milestone is complete, select the Complete check box. This check box is also selected if its Selection
Criteria have been satisfied.
5. If a customer is required to pay for the engineering during this milestone, an invoice is generated and sent
to the customer. If the invoice is posted within AR Invoice Entry, the Invoice Posted check box is selected.
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Selection Criteria
Use the Selection Criteria sheet to define what project items must be finished before the current milestone is
complete. You first define the type of selection criteria you use for the milestone. You then define the specific
values that indicate when the milestone is complete. You can have multiple criteria for each milestone.
To define new selection criteria:
1. Click the Down Arrow next to the New button; select New Selection Criteria.
2. The Milestones > Detail > Selection Criteria > Detail sheet displays. Click the Type drop-down list to
define the main criteria you use. Available options: Cost to Date, Fixed Date, Job Operation Complete,
or Phase.
3. If you selected the Cost to Date type, the Material, Subcontract, Labor, Burden, and Material Burden
fields become active. Enter values in one or more of these fields to indicate the milestone is complete when
the costs equal one or more of these values.
4. If you selected the Fixed Date type, enter a date within the Fixed Date field. On this date, the milestone is
considered complete.
5. If you selected the Job Operation Complete type, enter the job that must be complete within the Job field.
You can also indicate the specific Assembly and Operation that must be complete in order to satisfy this
criterion.
6. If you selected the Phase type, enter the WBS Phase that must be complete to satisfy this milestone.
7. The Selection Criteria Description field displays the selected criterion.
8. Continue to add the criteria you need. When you finish, click Save on the Standard toolbar.
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Billing
Use the Billing tab to establish billing criteria for the milestone; typically you bill customers for engineering or
design tasks. This tab is valuable for linking work done (as defined in the Selection Criteria tab) with amounts to
be billed. When Process Milestones is run, this information is updated as appropriate. In Invoice Entry, invoicing
information is generated, according to criteria established here.
To link the work done on the Selection Criteria tab with Billing details:
1. Select the Billing Required check box to specify that billing is required when the milestone is satisfied.
The other fields on the Billing sheet are active upon selecting this box.
2. In the Type field, select the type of billing for the milestone. Two types are offered: Cost To Date and Fixed
Amount.
Cost To Date means that, in terms of the accumulated costs for material, labor, and so forth, the costs are
marked up and billed to the customer. When Cost To Date is selected, the Markup Percent fields are enabled
and the Amount fields are disabled.
Fixed Amount is used when, upon completion of a milestone, a fixed amount is billed to the customer.
When Fixed Amount is selected, the Amount field is enabled and the Markup Percent fields are disabled.
3. Click the Order/Line button to search for and select the order to link to this milestone.
Once selected, the Order Date, PO number and Part information displays.
Milestone billing is invoiced using this sales order line. When it is shipped and invoiced, the invoiced amount
will be less what was invoiced in any milestone billings. Note also that multiple milestone billings can be
done against a single sales order line.
Example A $1,000.00 frame rail item on a sales order

is linked to a project for a customer. The first milestone
billing linked with the line is for $250.00. The second
milestone billing linked with the line is for $200.00. When
the frame rail is shipped, the shipment invoice will total
$550.00, as the remainder is billed as parts of two
milestones.
4. If the billing type is set to Cost to Date, complete the Markup Percent fields. You can specify a markup
percentage for the order based on material, subcontract, labor, burden, or material burden costs.
If the billing type is set to Fixed Amount, instead specify an amount to be billed to the customer upon
completion of the milestone.
5. Click Save.
Invoice
Use the Milestone Entry Invoice tab to view details about the milestone as billing information has been processed
in Accounts Receivable. This tab is valuable when you want to see what invoice has been processed as a result
of the milestone, if any.
1. The Customer field shows the customer ID from the invoice.
2. The invoice number, line, invoice date, and due date are also displayed.
3. The Amount field shows the amount on the invoice.
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Contracts
You define the contract for the project using the Contract sheets. This series of sheets define the contract selected
on the project, the variations that may occur as work on the project proceeds, billing methods for the contract,
and the taxes calculated against the life of the contract.
Contract Details
To define the contract details:
1. Navigate to the Contract > Detail sheet.
2. If this contract is with a customer, click the Customer button to find and select the record you need.
3. If this customer has a different billing location, click the Bill To button to find and select the customer
location that will send you payments on this contract.
4. Click the Invoicing Method drop-down list to select the method of payment you will use. The option you
select defines how the contract is billed throughout the life of the project. Available options include Customer
Shipment, Milestone Billing, Fixed Fee, Time and Materials, Cost Plus, and Progress Payments. For
more information on each method, review the previous Define Revenue Recognition for WBS Phases section.
A Project Billing license is required to use the Fixed Fee,

Time and Materials, Cost Plus, and Progress Payments
options.
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5. Optionally, enter a value in the Contract Reference field. Use this field to enter the reference number you
use with the current contract.
6. Enter the Total Contract Value for the current contract. This value defines how much the complete contract
is worth.
7. Use the Contract Start Date and Contract End Date fields to define the overall length of the contract.
8. If you estimated a different end date for the contract, select this date in the Projected Contract End
Date field.
9. Select how you are recording the revenues received from this project in the Revenue Recognition Method
drop-down list. Available options include On Invoice, Manual, Labor Booking, and Actual Burden. For
more information on each method, review the previous Define Revenue Recognition for WBS Phases section.
10. Optionally, select a Price List you want to associate with this contract. The price breaks for the part quantities
created through this contract can then be reviewed and used for the invoice billing.
11. Click the Project Manager button to find and select the individual responsible for administrating the
contract. After you select a project manager, the Name of the person also displays.
12. Select the Allow Invoicing Over Ceilings check box to indicate the application can generate invoices when
the costs rise above the estimates set up for the project.
13. Click the Hours To Be Used For Invoicing drop-down list to indicate whether Labor or Burden hours are
used to calculate amounts on the project billing.
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14. Click the Derive Project Rates From drop-down list to define from where the rates used for costs on the
project are calculated. Available options:
• Hierarchical – Uses a rate located through the rate hierarchy. When the functionality locates a rate on
the hierarchy, this rate is used for the contract. The hierarchy order is project, employee, and role. Rates
found on a project are selected first, followed by the rates found on an employee record, followed by
the rates found on a role record.
• Project – Only uses the rates defined on the current project.
• Employee – Only uses the rates defined for the employees assigned to the project.
• Role – Only uses the rates from the roles assigned to the current project.
15. Select the Validate Employee Role to Operation Role check box to indicate a project role must be one
of the role codes assigned to an operation. If this check box is clear, an employee can enter any project role
code defined on their employee record.
Note your Company Configuration determines if this field is enabled on the project, and another that
determines the default value for this check box.
16. Click the Revenue Recognition Journal Reversal drop-down list to select the method used to reverse
the posted transaction. Available options:
• Reverse in Following Period
• Reverse on Project Close
• Reverse on Invoice/Shipping
• Reverse on Billing/Shipments
The Reverse in Following Period option is only available

when the Manual Revenue Recognition Method is selected
on the WBS Phase or the Contract.
17. To define the currency rates used to calculate the billing amounts, select the options you need on the Rate
Type and Currency drop-down lists. The rate type defines how currency pairs convert using their various
exchange rates, while the currency option defines the specific currency used on transactions for this contract.
18. If a contract does not exactly proceed as planned, enter this variant issue on the Variations sheet. Use this
sheet to keep track of any issues that occur over the life of the contract.
Contract Billing - Fixed Fee
Fixed fees define a cost set used throughout the duration of a project. These fees are different from Milestone
fees, as milestone fees are used to define the billing costs that occur during one phase of the project. Use fixed
fees to cost items needed across all the phases of a project.
To enter a new fixed fee:
1. Click the Down Arrow next to the New button; select New Billing Schedule.
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2. The Billing Schedule > Detail sheet displays. Enter the Schedule ID you want to use for this Billing Schedule.
3. To exclude the Billing Schedule from the invoice generation process, select the Schedule Inactive check
box.
4. Click the Schedule Frequency drop-down list to select a frequency option that defines how often to
generate invoices.
5. In the Start Date field, enter the date when you want the first invoice to generate.
6. In the Total Value of Schedule field, enter the total contractual value for this Billing Schedule.
7. If you need to associate a sales order with this billing schedule, click the Order Number button to find and
select a specific order, and the Line button to find and select a specific sales order line.
8. If you need, enter the Retention Percentage for the invoice.
You can create as many Fixed Fee Billing Schedules as you need against a project. You can link one or multiple
measured work elements to each fixed Fee Billing Schedule. For more information, review the Measured Works
section later in this chapter.
Schedule of Works
You can define the Schedule of Works agreed upon with the customer for each project. These schedule of works
define a specific set of related tasks required to complete the project. You have no limit to the number of schedules
defined within the project.
To define a schedule of works:
1. Click the Down Arrow next to the New button; select New Schedule of Work.
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2. The Schedule of Works > Detail sheet displays. Enter the Schedule of Work ID you need. This value
displays on several programs and reports.
3. Enter a Description for the schedule of works.
4. If you need, select the Planned Complete Date and Estimated Complete Date. These dates are used for
your reference, and they help you verify the progress that is made against each schedule of works.
Each Schedule of Works can have any number of Measured Work records associated with them; for more
information, review the next Measured Works section.
Measured Works
You use measured work activity records to help track the cost of a specific work activity required to complete a
phase of the project. Each measured work must be associated with either a Fixed Fee Schedule or a Schedule of
Works, and it can contain as many measured work activity details as you need.
To define a measured work activity:
1. Click the Down Arrow next to the New button; select New Measured Work.
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2. The Measured Works > Detail sheet displays. Define the Measured ID for the measured work activity
and its short Description.
3. Click the Activity Unit drop-down list to select a measure work activity detail.
4. Click the Quantity Surveyor button to find and select a shop employee to assign as Quantity Surveyor.
This individual controls the part quantity used within this Measured Work activity.
5. Enter the Price Per Unit using the activity unit charged to the customer.
6. In the Total Amount field, enter the contractual amount in the activity unit.
7. If required, select the Parent Billing Schedule and Parent Schedule of Works from the drop-down lists.
8. Use the Percentage of Contract field to indicate how much of the project contract the current measured
work item satisfies.
Contract Billing – Project Billing Invoicing
Use the sheets under the Project Billing Invoicing > Time & Material and Cost Plus tab to define the settings to
use when a project is invoiced through either a Time and Material or Cost Plus basis. You use the sheets under
this tab to control any overrides used for project roles, employee ceilings, supplier ceilings, and markup percentages.
When a project does not use ceilings, fees, or burden sets, you can leave them at a zero or blank value to prevent
using them within the project billing.
To activate these sheets, you must select either the Time and Materials or Cost Plus invoicing method on the
Contract > Details sheet.
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To set up a project billing:
1. Navigate to the Contract > Project Billing Invoicing > Time & Material and Cost Plus > Details sheet.
2. If you need to associate a sales order with this project, click the Order Number button to find and select
a specific order, and the Line button to find and select a specific sales order line.
3. To use a specific markup code to apply against this project activity billing, click the Cost Markup button to
find and select this record. The Material Markup, Labor Markup, Subcontract Markup, and Other Cost
Markup fields now display a value and cannot be changed. The values defined for these fields on the markup
code are used instead to calculate the billing amounts. You need markup percentages for Cost Plus billing.
You create markup codes within Mark Up Code Maintenance. For more information on this program, review
application help.
4. The Retention Percentage defines what percentage of the billing to retain. Enter a percentage value in
this field.
5. Click the Retention Processing drop-down list to select an option that defines how the application will
use the retention percentage to calculate amounts. Available options:
• Maximum of Contract Value – This percentage is calculated against the highest value on the contract.
• Percent of Invoice Value – This percentage is calculated against the value of invoices sent to the
customer.
6. To define a maximum cost for any fees placed against the project, enter a value in the Fees field. If you
leave this field blank, there is no limit to the cost of the fees.
7. Likewise, define a maximum cost for the entire project within the Project Total field. If you do not enter a
value in this field, there is no limit to the total cost of the project.
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8. You can activate cost ceilings on suppliers, employees, and project roles by selecting the respective check
box. You can then enter the cost limits for each category on the respective sheet. If you select the Individual
Ceilings on Suppliers check box, use the Supplier Ceilings sheet to enter the ceiling you need on each
supplier involved with the project. (To add a supplier ceiling, click the Down Arrow next to the New button
and select New Supplier Ceiling; then enter the values you need on this sheet.)
9. If you select the Individual Ceilings on Employees check box, use the Employee Ceilings sheet to enter
the ceiling you need on each employee involved with the project. (To add an employee ceiling, click the
Down Arrow next to the New button and select New Employee Ceiling; then enter the values you need on
this sheet.)
10. If you select the Individual Ceilings on Project Roles check box, use the Role Codes sheet to enter the
ceiling you need. (To add a project role ceiling, click the Down Arrow next to the New button and select
New Project Rate; then enter the values you need on this sheet.)
11. Add any fees you need to include with the project on the Fees sheet.
12. If you need to include burden sets with the project activity billing, click the Down Arrow next to the New
button; select New Activity Billing Burden Set.
13. A new row displays on the Burden Sets grid. Enter the identifier for the set within the Burden Set field.
14. When you finish defining your Time and Materials or Cost Plus billing, click Save on the Standard toolbar.
Contract Billing – Progress Payments
When you bill a customer using the Progress Payment method, you invoice the customer periodically based on
a percentage of the costs of labor, materials, and burden generated so far against the project. Use this method
when product quantities are shipped before a contract is formally negotiated. You first send out the shipments,
and then the final price is agreed upon within the contract. You then invoice the customer on the difference
between the amounts on the progress payments and the final negotiated contract amount. The costs created
for each invoice depends on a percentage defined on the Progress Payments sheets.
You must select the Progress Payments invoicing method on the Contract > Details sheet to activate the Progress
Payments sheet.
To set up progress payment billing:
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1. Navigate to the Contract > Project Billing Invoicing > Progress Payments sheet.
2. Click the Order Number button to find and select a specific order, and the Line button to find and select
a specific sales order line from the order.
3. Enter the Progress Payment Allowable Percentage. This value defines the markup percentage you use
on the costs of material, labor, and burden used on the project.
4. Select the Hold Product Invoices check box to indicate customer shipments will not be invoiced immediately.
During customer shipment entry, any packing slips for the current sales order detail line are placed on hold
to prevent them from being selected for invoicing. When you are ready to generate invoices, clear this check
box.
5. The Total Progress Payments to Date field displays the total value of the invoice amounts received so far
against this project. You cannot modify this value.
6. The Total Amount Liquidated to Date field displays the total value of any liquidations taken place so far
as part of the customer shipment process. You cannot edit this value.
7. The Outstanding Balance field displays the remaining amount owed on the current project. This value is
calculated by subtracting the Total Amount Liquidated to Date from the Total Progress Payments to Date.
You cannot change this value.
8. You can define a maximum cost for the entire project within the Project Total field. If you do not enter a
value in this field, there is no limit to the total cost of the project.
9. To add the burden sets you need to the progress payments, click the Down Arrow next to the New button;
select New Progress Payment Burden Set.
10. A new row displays within the Burden Sets grid.
11. Enter the identifier you need within the Burden Set field.
12. Continue to add the burden sets you need. When you finish, click Save on the Standard toolbar.
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Contract Billing – Taxes
You use the Taxes sheet to define the tax categories associated with a transaction type on the current project.
During the invoicing process, the application uses these categories to calculate the amount of taxes owed against
the various financial transactions generated through the project.
To define the project tax categories:
1. Select the Contract > Taxes sheet.
2. You select a tax category for each project transaction type. Click the Material drop-down list to select a
tax category for material transactions.
3. Click the Labor drop-down list to select a tax category for labor transactions.
4. Click the Other Direct Cost drop-down list to select a tax category for miscellaneous direct cost transactions.
5. Click the Burden drop-down list to select a tax category for burden transactions.
6. Click the Subcontract drop-down list to select a tax category for subcontract work on the project.
7. Click the Fee drop-down list to select a tax category used to asses taxes on fees.
8. Click the Billing Schedule drop-down list to select the billing schedule tax category used for tax calculations.
Copy Projects
You can duplicate an existing project and then modify the copied project to fit the requirements for the new
project. Note that if you duplicate a project, the new project will remain on the original site. It cannot be duplicated
to another site.
To duplicate a current project:
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1. From the Actions menu, select Duplicate Project.
2. The Duplicate Project window displays.
3. In the New Project ID, enter the identifier for the project.
4. Enter a Description for the new project.
5. If you want to automatically create WBS job records for the duplicated project, select the Create WBS
Phase Job check box.
6. Lastly, select the Start Date you need for the new project. All copied items within the project use this date
value to calculate their start dates.
7. Click OK.
The new project displays within Project Entry, and you can modify it as you need.
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Project Entry - Tree View
Project Entry uses Tree View icons unique to this program. Available icons and what they represent:
1. This graph icon indicates a WBS Phase for the project.
2. This wrench icon represents a Job contained within the project.
3. This binoculars icon indicates a Milestone.
4. Sales Orders are indicated with this green shopping cart icon.
5. This orange shopping cart icon represents a Purchase Order (PO).
6. Quotes are represented with this document icon. The document icon is also used to identify a Schedules
Of Work, Billing Schedule, and Measured Works A Task is indicated with this check mark icon.
When an item is complete, a red check displays on top

of the icon. For an example, refer to step five.
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Project Costs
You use the Project Costs sheet to review and update the costs for the entire project. This sheet displays the costs
in time through its Labor Hours and Burden Hours values. It also breaks out the monetary costs for Labor, Burden,
Subcontract, Material, Material Burden, and Other Direct Costs
Use the Project Costs sheet to manually enter the planned budget and final cost to complete (CTC) values. You
can also pull in the costs from all the WBS phases within the Budget and the Manual CTC columns.
To use this sheet:
1. If you need to enter the planned budget for this project, enter these costs within the fields under the Budget
column.
If the Roll Project Phase Budgets to Project check box is

selected, the project budget amounts are disabled and
calculated as the sum of the WBS Phase costs (production
and setup combined). If this check box is cleared, you can
manually enter the amounts.
2. The Estimated column displays the predicted costs for the project. To generate these values, from the
Actions menu, select Build Project Analysis.
The cost for the Labor (Estimated), Labor Hours (Estimated), Burden (Estimated), and Burden Hours (Estimated)
fields are calculated as the sum of the production and setup costs.
You must use the Build Project Analysis function to

populate the Estimated, Actual, Calculated CTC, and
Quotes columns on this sheet. To learn how to run this
process, review the Build Process Analysis section later in
this chapter.
3. As time and costs are reported against this project from your manufacturing center, they display under the
Actual column. To generate these values, from the Actions menu, select Build Project Analysis.
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The cost for the Labor (Actual), Labor Hours (Actual), Burden (Actual), and Burden Hours (Actual) fields are
calculated as the sum of the production and setup costs.
4. If the Roll Child Phase Manual Cost to Complete to this Level check box is cleared, you can manually
enter the cost to complete (CTC) amounts for the project. You can enter the labor and burden hours that
were accumulated – as well as the labor, burden, subcontract, material, and material burden costs. However,
if this check box is selected, these fields are disabled and calculated from the WBS phases (The production
and setup values are combined).
5. The Calculated CTC column displays how much the system calculated the project to cost to completion.
To generate these value, from the Actions menu, select Build Project Analysis.
Labor Hours, Burden Hours, and Costs are calculated as an estimate of the remaining required quantity on
the job. The CTC Costs and Hours display zero when the job operation or the job are complete. Labor and
Burden costs are calculated as the sum of Setup and Production costs. CTC production hours are calculated
according to the qualifier of the job operation and the Company parameter (Load Relieved By).
6. The Quoted column indicates the costs that were quoted to the customer. To generate these values, from
the Actions menu, select Build Project Analysis.
To learn how to add quotes to a project or phase, read

the Add a Quote section found earlier in this chapter.
7. The cost for the Labor (Quoted), Labor Hours (Quoted), Burden (Quoted) and Burden Hours (Quoted) fields
are calculated as the sum of the production and setup costs.
8. If you select the Roll Project Phase Budgets Costs to Project check box, the budget values from the WBS
phases are pulled into the project’s Budget column. You can no longer edit these values.
9. If you select the Roll Project Phase Manual Estimate to Complete Values to Project check box, the
manually entered CTC values from the WBS phases are pulled into this project’s Manual CTC column. You
can no longer edit these costs.
Project Schedule
When you finish setting up the project, you can then incorporate this project’s jobs into your manufacturing
center’s schedule.
1. Click the Actions menu; select Project Schedule.
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2. The Job Scheduling Board displays. Make any schedule changes you need.
To learn how to use the JobScheduling Board, review the

Scheduling chapter later in this guide.
Build Project Analysis
You can generate and review the overall costs of the project through the Build Project Analysis function. Use this
function to total Estimated, Actual, Calculated Cost to Complete (CTC), and Quoted costs. These costs are further
broken down into labor, burden, subcontract, material, material burden, and other direct costs.
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Within Project Entry, this data is then populated within the Project Costs and WBS Phase Costs sheets for your
review. To learn more about these cost sheets, read the WBS Phase Costs and Project Costs sections earlier in
this chapter.
When the Build Project Analysis process is run, you can increase the revision level using the next available number.
You can then keep the project data from the previous version for use on the next project.
To generate the analysis for the current project:
1. From the Actions menu, select Build Project Analysis.
2. The Build Project Analysis window displays.
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3. If you want to regenerate records in the project analysis process table, select the Re-Generate Project
Analysis check box.
4. If you want to save a copy of the project costs and analysis within your history, select the Save Copy check
box. The saved project data is then available for the production of comparison reports as required.
5. If you want to schedule a time when this process should run, select an option from the Schedule drop-down
list.
6. When you finish, click the Submit button on the Standard toolbar.
After the process runs, the costs display on Project Costs and WBS Phase Costs sheets.
Revenue Recognition
You can produce general ledger journals that recognize the revenue for an ongoing project using the Revenue
Recognition function. The entries are based on the costs calculated from the Project Analysis function and the
parameters you select. You can also close the project, which causes the application to automatically reverse these
journals for the revenue recognized to date.
You use Revenue Recognition to recognize costs and revenue on long-term projects where invoicing does not
occur frequently. Revenue Recognition provides a way to recognize costs and revenue independent of invoicing.
All journal transactions are reversed eventually based on the project setting. You can reverse journals on the Next
Period or Billing depending on the Contract > Detail setting defined in the Revenue Recognition Journal Reversal
drop-down list. You can also close the project, which causes the application to automatically reverse these journals
for the revenue recognized to date.
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1. From the Actions menu, select Revenue Recognition.
2. The Revenue Recognition window displays with the cost and revenue produced to date for the project.
3. Select a Sales Category to determine the department segment of the general ledger account numbers.
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4. In the Calculation of To Be Recognized Revenue is Based On field, select an option (Quoted, Budget,
Estimated, Project Total, Revenue Balance, or Manually Entered) to calculate the revenue in the
Revenue Recognition section. If you select Manually Entered, specify the percentage to use for the calculation.
5. Click the Calculate button.
6. A suggested revenue recognition amount displays in the To Be Recognized field.
7. The sum of the values in the Recognized To Date and To Be Recognized fields displays in the Total
Recognized field.
8. The total projected revenue amount for the project displays in the Projected Revenue field.
9. The total value of all posted invoices made against this project displays in the Invoiced to Date field.
10. The sum of all revenue recognized for the project with an Apply Date on or before the selected Recognition
Date with the account context of Sales - Measured Work, Sales - Material, Sales - Subcontract, Sales - Project
ODC, Sales - Project Fees, and Sales - Provisional Burden displays in the Recognized (Invoiced) field.
11. The revenue manually entered to date displays in the Manual Entered column. Once these values have
been posted, they are shown in the Manual Posted column.
12. The cost of sales captured by the Capture COS process after a sales order release is shipped or invoiced
displays in the Invoiced/Shipped column.
13. The Purged WIP to COS field is populated when no additional billing will be done and costs still exist when
a job is closed. Any costs that are in work in process (WIP) will be purged from WIP to COS when the project
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job is closed. If a project job is on a WBS phase which is not invoiced by shipment, costs move from WIP to
COS after Invoicing and execution of the Capture COS/WIP process.
14. The labor and burden costs recognized to date via the Labor Booking Recognition method display in the
Booked column.
15. The cost of sales that have been manually entered to date display in the Manual Entered column. Once
these values have been posted, they are shown in the Manual Posted column.
16. The cost of sales amount recorded for the project with an Apply Date on or before the selected Recognition
Date with the account context of Sales Recognized displays in the Recognized To Date column.
17. The amounts that should be recorded for the project and posted to cost of sales displays in the To Be
Recognized column. The default can be overridden and negative amounts can be entered.
18. The sum of the values in the Recognized to Date and To Be Recognized columns displays in the Total
Recognized column.
19. Click Save on the Standard toolbar after completing the entries.
The Capture Revenue Recognition window displays.
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Capture Revenue Recognition
The Capture Revenue Recognition window creates sales and cost of sales journals based on the information in
the Revenue Recognition window. As stated previously, click Save to after completing the entries in Revenue
Recognition to open the Capture Revenue Recognition window.
1. Click Generate Only on the Standard toolbar and then close the window.
The application creates sales and cost of sales journals based on the amounts displayed in the To Be Recognized
field in the Revenue Recognition pane and the To be Recognized column in the Cost of Sales Recognition pane.
When the project is being closed and the accrual amounts are to be reversed, select the Close Project Accrual
check box. This updates the To Be Recognized field and displays negative amounts in the fields of the To Be
Recognized column to reflect the accruals. When saved, the Epicor application then posts the reversals for the
journals that were previously created for the project by Revenue Recognition.
Close Billing Schedule Process
You can close a project so the application creates invoices that contain retention values you need. You can then
reverse these retention values from the General Ledger. If the project is for Fixed Fee invoicing, then the application
checks whether all measured work activities are processed up to the posted stage.
When the Billing Schedules are closed, the process creates an invoice line for each Billing Schedule retention
transaction, then posts the Invoice group, reverses the retentions, and marks the Billing Schedule as inactive.
To close the project:
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1. From the Actions menu, select Close Project.
2. The Close Project window displays.
3. To the message, click Yes.
4. To the Project is Closed message, click OK.
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Export to Microsoft Project
A key Project Entry feature is its ability to export a project into the Microsoft Office Project 2010 or 2013
applications. If your company uses Microsoft Office Project, you can export the project out of the Epicor application
and open it within Microsoft Office Project where you can edit the project.
To do this, you run an option from the Actions menu. After you define the aspects of the project you want to
export, you generate a .csv file that you can then open within Microsoft Office Project. After you finish working
on the project within Microsoft Office Project, you can then import the project back into your application.
To export a project:
1. From the Actions menu, select Export to MS Project.
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2. The Export To MS Project window displays.
3. In the Calculate % Complete section, define the method that you want Microsoft Office Project to use for
calculating how near the project is to completion. You can calculate this value by using either the time
placed against the project or the quantities manufactured to date. You can also ignore this calculation.
The Send Phase as Task check box is disabled until you

select the Jobs check box. When you send a phase as a
task, the WBS phase is sent twice to Microsoft Office
Project. It is first sent as a summary and then also sent as
a task for a job.
4. In the Download Items section, select which project items you want to include within the exported .csv
file. You can download Predecessors, Checklist Tasks, WBS Phases, Jobs, Phases, Job Assemblies,
and Job Operations.
5. Next, define the Operation Duration value. You can choose either Days or Hours.
6. In the MS Project Versions field, select the version of Microsoft Office Project you will be using. The choices
are MS Project 2013 and MS Project 2010.
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7. When you finish, click the Export button.
8. The Export File window displays. Use this window to place the .csv file into a folder you use for Microsoft
project files.
9. In the File Name field, enter a file name.
10. Click Save.
11. The application now exports the file to the location you selected. A dialog box displays, indicating the export
was successful. Click OK.
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Launch the Import Wizard
1. Launch the file within Microsoft Office Project. When the Import Wizard window displays, click Next.
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2. On the Import Wizard – Map window, keep the New map option selected to create your data settings
from scratch.
3. Click Next.
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4. On the Import Wizard – Import Mode window, keep the As a new_project option selected for how you
want to import the file. Optionally, you can select to append or merge the data to an active project.
5. Click Next.
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6. Select the types of data you want to import. The default is Tasks. Other types include Resources and
Assignments.
7. Select the text file options. The Import includes headers check box is selected by default.
8. Click Next.
9. On the Import Wizard – Task Mapping window, review the fields from within the central grid that map
the fields from the .csv file to the corresponding Microsoft Office Project field.
When a project is exported to Microsoft Office Project the

data must be in a format the application uses. To do this,
create a map within Microsoft Office Project using the
data elements in the From: and To: fields that display on
the Import Wizard - Task Mapping sheet. If additional
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data fields are added to an existing project, the new fields

must be added to the end of the map.
10. Click Next.
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11. On the Import Wizard – End of Map Definition window, click Save Map if you want to save the wizard
settings as a map to use again later.
12. In the Save Map window, select an existing map from the displayed list or enter a new map name.
13. Click Save.
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14. Click Finish in the Import Wizard to complete the import of data into Microsoft Office Project.The project
displays within the Microsoft Office Project application.
To learn about the features within this application, review

your Microsoft Office Project documentation.
Import from Microsoft Project
After you finish making changes within Microsoft Office Project, you can then import the updated project data
back into your Epicor application. The Microsoft Office Project changes are then incorporated into the project.
To import a project:
1. From the Actions menu, select Import from MS Project.
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2. The Import From MS Project window displays. Click the File Name button to find and select the .csv file
you want to import back into the application.
3. Several import options exist. If you want to generate new phases based on the changes you made in Microsoft
Office Project , select the Create WBS Phases check box.
4. If you want to generate new tasks based on the changes you made in Microsoft Office Project, select the
Create Checklist Tasks check box.
5. If you want to update the Microsoft Office Project links you made within the application, select the Update
Project/Job Links, Update WBS Phase/Checklist Task Links, or Update WBS Phase/Job Links check
boxes.
6. To generate job records for each WBS phase, select the Create WBS Phase Jobs check box.
If the Create WBS Phase Jobs check box is selected on the

Import from MS Project window, the Operation used to
create the job must also be in the Resource Group field
within the import map.
7. Use these date check boxes to update the specific dates you need from the Microsoft Office Project file.
8. When you finish, click the Import button.
The .csv file is pulled into your application. You can now open this file within Project Entry.
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Link Sales Order Line to WBS Phase
If your application is configured to do so, you can link a sales order line to a specific WBS phase from within Sales
Order Entry.
1. In the Summary sheet, click the Sales Order button to find and select the sales order.
2. In the Tree View, select the specific sales order line you want to link to the WBS phase.
3. Navigate to the Releases > Project sheet.
4. Click the Project button to find and select the project identifier.
5. Click the WBS Phase button to find and select the specific WBS phase to be linked to the sales order line.
6. Review the Invoicing Method and Revenue Recognition Method fields pulled in from Project Entry. For
an explanation of each method, review the previous Define Revenue Recognition for WBS Phases section.
7. Click Save.
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Project Role – Jobs
Use the Project Billing functionality to assign a role code to an operation while you enter a job. You do this to
prevent an employee who is not assigned to the role code from entering time against a job operation.
Menu Path: Service Management > Project Management > General Operations > Job Entry
To assign a role code to an operation:
1. On the Job sheet, click the Job button to find and select the job you want to assign a role code.
2. Select the Job Details > Operations > Role Codes sheet.
3. Highlight the roles from the Available Roles column.
4. Click the Right Arrow button to add them to the Selected Roles column.
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Project Role – Quotes
Use the Project Billing functionality to assign a role code to an operation while you enter a quote. You do this to
prevent an employee who is not assigned to the role code from entering time against a job operation.
Menu Path: Sales Management > Quote Management > General Operations > Opportunity/Quote
To assign a role code to an operation:
1. On the Summary sheet, click the Opportunity/Quote button to find and select the quote you want to
assign a role code.
2. Select the Line > Mfg Details > Quote Details > Operations > Roles sheet.
3. Highlight the roles from the Available Roles column.
4. Click the Right Arrow button to add them to the Selected Roles column.
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Project Invoice Preparation
You can prepare the project invoices for a specified fiscal period. Use this function to create and store detailed
audit data of all the elements to include in the invoice, such as Labor, Materials, Subcontract, Other Direct Costs,
Detailed Burden Analysis, and Material Burden. These detailed audit records are then summarized in the invoicing
data required for the actual invoice document and kept for historical reference.
You can launch this program from either the Main Menu or from within Project Entry using the Project Invoice
Preparation option on the Actions menu.
Menu Path: Service Management > Project Management > General Operations > Project Invoice Preparation
To prepare the project invoices:
1. Enter the Period End Date for the range used to prepare the invoices.
2. Enter the Invoice Date used when the invoices post to the general ledger.
3. If you want to schedule a time when this process should run, select an option from the Schedule drop-down
list. For more information about assigning processes to a regular schedule, review the Automatic Schedules
section within the Automatic Data Processing chapter of the Epicor ERP Implementation Guide.
4. In the Invoice Types pane, select the type of invoice you want to process. Available types include Cost
Plus, Time and Materials, Fixed Fee, and All Types.
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5. Use the Filter sheet to limit the invoices to a specific project or projects. If you launch the program from
the Main Menu, all projects are selected by default. If you launch the program from Project Entry, the current
project is selected by default. You can add or remove as many projects as you need.
6. When you finish, click the Submit button on the Standard toolbar.
Cost Plus Invoice Review
Use this process to review and update the Cost Plus invoices generated during the Project Invoice Preparation.
You can also review the source data for invoices posted through this process.
Menu Path: Service Management > Project Management > General Operations > Cost Plus Invoice Review
To review the Cost Plus invoices:
1. Click the Project button to find and select the project. The invoice data displays.
2. The proposed Invoice Date displays. Invoice Totals display.
3. The Invoice Totals display in the column on the right.
4. Review the data. Click the Lines tab to update the rates and other items on the Cost Plus invoice. You can
also delete lines that should be removed from this billing cycle. Any deleted lines will be included in the next
billing cycle.
5. Click the Burden Amounts tab to make changes to the burden amounts.
6. Click the Ceilings tab to modify any ceiling values you require for roles, employees, and/or suppliers.
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7. After you finish making your changes, from the Actions menu select Recalculate Invoice. All your new
and updated values are included in the Cost Plus invoice.
8. You are now ready to complete the invoice. Select Approve Invoice. To the confirmation message, click
Yes. The temporary invoice records are approved and you can no longer edit them.
9. To print a report of the Cost Plus Invoice Review, select Print Detail.
Fixed Fee Invoice Review
Use this process to review and update the Fixed Fee invoices generated during the Project Invoice Preparation.
You can also review the source data for invoices posted to the general ledger.
Menu Path: Service Management > Project Management > General Operations > Fixed Fee Invoice Review
To review the Fixed Fee invoices:
2. The proposed Invoice Date displays.
3. The Invoice Totals display in the column to the right.
4. Review the data. Click the Line tab to update the rates and other items on the Fixed Fee invoice.
5. From the Actions menu, select Approve Invoice and to the confirmation message, click Yes.
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The temporary invoice records are approved.
6. To print the Fixed Fee invoice, select Print Detail.
Time and Material Invoice Review
Use the Time and Material Invoice Review process to review and update the Time and Material invoices generated
during Project Invoice Preparation. You can also review the source data for invoices posted to the general ledger.
Menu Path: Service Management > Project Management > General Operations > Time and Material Invoice
Review
To review the Time and Material invoices:
2. The proposed Invoice Date displays. and Invoice Totals display.
3. The Invoice Totals display in the right column.
4. Review the data. Click the Lines tab to update the rates and other items on the Time and Materials invoice.
You can also delete lines you do not need.
5. Click the Burden Amounts tab to make changes to the burden amounts.
6. Click the Ceilings tab to modify any ceiling values you require for roles, employees, and/or suppliers.
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7. After you finish making your changes, from the Actions menu select Invoice Recalculation. All your new
and updated values are included in the Time and Material invoice.
8. You are now ready to complete the invoice. Select Approve Invoice and to the confirmation message,
click Yes. The temporary invoice record is approved and you can no longer edit it.
9. To print the Time and Material invoice, select Print Detail.
AR Invoices – Get Project Billing Invoices
AR Invoice Entry contains functionality you can leverage to pull in any AR invoices you created for a project. Use
this feature to pull in Cost Plus, Fixed Fee, Time and Material, and Progress Payment invoices.
Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Entry
To pull in project billing invoices:
1. Click the Group button to find and select an invoice group for which you want to pull in the project billing
invoices.
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2. From the Actions menu, select Get > Project Billing.
3. The Get Project Billing Invoices window displays.
4. You can limit the invoices you pull in by project. Click the Project button to find and select the project or
projects you want to include.
5. To pull in all of the projects displayed, click the Select All button.
6. To only pull in specific invoices from the selected projects, click the Manual Selection button.
7. When you finish selecting the project billing invoices you want for the current AR invoice group, click the
Close button on the window.
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Project Tracker
You can use the Project Tracker to review current information about a selected project. The Project Tracker is a
display-only version of Project Entry. You cannot add or edit records in this tracker. However, this tracker does
provide supplemental sheets in addition to the Project Entry sheets. On these supplemental sheets, you can
retrieve the information for the current project.
Menu Path: Service Management > Project Management > General Operations > Project Tracker
To retrieve a summary of project costs and hours in Project Tracker:
1. On the Project > Detail sheet, click the Project ID button to find and select the project you want to review.
2. Navigate to the More > Summary > Project sheet.
3. Click the Retrieve button to view the current project costs and hours for the selected project.
4. The Total Hours and Total Costs panes display the total hours and total costs for the current project.
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Chapter 9 | Maintenance Management Epicor ERP Application User Guide
Chapter 9: Maintenance Management
You use the Maintenance Management module to enter maintenance requests, track maintenance jobs, and plan
preventative maintenance tasks performed on equipment in a manufacturing or distribution facility. This includes
internal capital equipment, tools, gauges, and fixtures such as air conditioning units, forklifts, and shop floor tools.
You perform preventative maintenance according to predefined schedules, based on elapsed use time or on equipment
meter readings. You can also use functions within the module to manage manual requests for maintenance on specific
pieces of capital equipment.
Several methods are available for entering maintenance jobs. A tradesman or manager can directly enter them, jobs
can be planned in advance and scheduled based on calendar schedules or meter reading intervals, or they can be
generated from maintenance requests you enter for specific tools or pieces of equipment.
The Maintenance Management module is not intended, however, for managing maintenance services performed on
equipment sold to customers. You must use the Field Service module to manage services performed on customer-owned
items. For more details, review the Field Service chapter.
Setup
This section describes the primary records you need for the Maintenance Management module. These programs
are contained within the Setup folder; only the primary records are described here. Some areas within the next
Operations section may also document setup records if they are required for a specific workflow.
Equipment Type
Use Equipment Type Maintenance to define and organize (group) multiple pieces of equipment by kind, or type.
Equipment types can be high level categories or very specific categories. Examples of equipment types include
Transportation Device, Motor, Pump, and so on. Each piece of equipment you define in Equipment Maintenance
can only have one attached equipment type. The defined codes are used in various Maintenance Management
search programs and reports to filter the results.
Menu Path: Service Management > Maintenance Management > Setup > Equipment Type
To define equipment type codes:
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Epicor ERP Application User Guide Maintenance Management | Chapter 9
1. Click the Down Arrow next to the New button; select New Equipment Type.
The Equipment Type Detail sheet displays.
2. Enter the Type code identifier.
3. Enter a Description of the equipment type code.
The Gl Control - Detail tab displays.
5. In the GL Control tab, you can specify the accounts and journal code used to post transactions to which
the record applies. You can associate one or more GL controls with an equipment type record.
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Equipment Status
Use Equipment Status Maintenance to define custom codes that denote the status of a piece of equipment; for
example, In Service, Requires Maintenance, and Out of Service. Each piece of equipment you define in Equipment
Maintenance can only have one equipment status code attached to it.
Menu Path: Service Management > Maintenance Management > Setup > Equipment Status
To define equipment status codes:
2. The Equipment Status Detail sheet displays. Enter the Status code identifier.
3. Use the Default check box to specify if this is the default status code used on all new pieces of equipment
entered in Equipment Maintenance. You can override the default code for specific pieces of equipment to
accommodate the needs of your operations.
4. Enter a Description of the equipment status code.
Equipment Location
Use Equipment Location Maintenance to define the physical location of each piece of equipment. The physical
location of equipment can be defined at a high level (Building A) or at a detailed level (Building A Pole 45). Each
piece of equipment you define in Equipment Maintenance can only have one attached equipment location code
Menu Path: Service Management > Maintenance Management > Setup > Equipment Location
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2. The Equipment Location Detail sheet displays. Enter the Location code identifier.
3. Enter a Description of the equipment location code.
Resources/Resource Groups
Use Resource Group Maintenance to define the resource groups and resources you will assign to operations used
during maintenance job entry. These resources and resource groups define what capacity for work is available
during the scheduling process. A resource is a subset of a resource group, and is defined in the Resources > Detail
sheet within Resource Group Maintenance. Each resource is an asset within your manufacturing center that
performs a specific function. A resource can be a physical piece of equipment like a tool or a gauge required to
measure various parts, or, a resource can be an employee like a tradesperson, electrician, and so on
Resources can also be used in equipment records. Use

Equipment Maintenance to create a new equipment record
from a resource. You can then update this equipment record
as you need.
Resource groups and resources carry labor and labor burden cost estimates, and define where and how to perform
operations. This section briefly describes resources and resource groups. Refer to the Engineering chapter for
detailed information on how to create and define resource groups.
Menu Path: Service Management > Maintenance Management > Setup > Resource Group
To define resources and resource groups:
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1. Click the Resource Group button to find and select a resource group.
2. Click the Down Arrow next to the New button; select New Resource.
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3. The Resources > Detail sheet displays. Enter the unique identifier for the Resource.
4. Enter a Description that further identifies the resource. This text displays on various reports and windows
throughout the application.
Equipment
You use Equipment Maintenance to define equipment records for each tool or piece of capital equipment you
plan to track. For each equipment record, you specify identifying items like Brand, Model Number, Serial Number
and also maintenance plan information. Additionally, you can establish parent/child relationships between different
pieces of equipment. If you use the Enhanced Quality Assurance module, you can designate the inspection plan
and specifications to record equipment calibration information. You can also attach and store a picture of the
tool or piece of equipment.
Menu Path: Service Management > Maintenance Management > Setup > Equipment
Detail
Use the Detail sheet to enter specific information for the equipment record. For each record, you enter information
such as serial numbers, in service data, warranty expiration date, location, and specific maintenance required.
You can also optionally link the equipment record to a parent record. For example, you may have a capital piece
of equipment (such as a Conveyor System) that contains secondary, or child pieces of equipment (such as Motors
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or Controllers) you wish to separately track based on their own individual maintenance schedules. To do this,
you first create an equipment record for the parent item, then create individual equipment records for each of
the child items, and finally link them together using the Parent field.
To define equipment records:
1. Click the Down Arrow next to the New button; select New Equipment.
2. The Detail sheet displays. Assign an identification number for the equipment record in the Equipment ID
field.
3. Select the appropriate Status for this equipment item. You define the available options in Equipment Status
Maintenance.
4. Select the Site in which the maintenance will be performed.
5. If you need, select the Fixed Asset record to which the equipment item is associated.
6. Select the appropriate Resource Group and Resource associated with the equipment record.
7. Enter a brief Description for the piece of equipment.
8. Optionally, enter additional identifying information for the equipment. This includes the OEM, Serial
Number, Brand, and Model number.
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9. Select the appropriate equipment Type. You define the available options in Equipment Type Maintenance.
10. Specify the Meter UOM Class and Meter UOM for the equipment. This specifies the unit of measure, like
minutes, hours, units, and feet, in which the equipment meter reading is expressed.
11. Record the In Service Date for the equipment.
12. Specify the Warranty Expiration for the equipment.
13. Using the Location drop-down list, select the appropriate equipment location. You define the available
options in Equipment Location Maintenance.
14. Optionally, enter or select the Parent equipment record to which this equipment record belongs. This value
indicates this piece of equipment is related to another primary, or parent, piece of equipment.
15. If you wish, select the Project ID to which you want to associate this piece of equipment.
16. If you need, select the Parts Supplier and the Service Supplier for the equipment item.
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17. If you are using the Enhanced Quality Assurance module, you can record calibration information against
specific pieces of equipment. Select the Inspection Plan used for recording calibration information. It must
be defined as a Calibration type inspection.
Refer to the Quality Assurance chapter for more details

on how to set up inspection plans and specifications.
18. Select the Specification that contains the calibration inspection parameters.
19. The Last Calibration Date field automatically populates when the item is calibrated.
Maintenance Planning
Use the Maintenance Planning sheet as needed to create preventative maintenance plans for the equipment
record. Each plan you create represents a preventative maintenance procedure that needs to be completed on
the item; for example, oil changes, filter replacements, belt changes, and so on. You can designate the preventative
maintenance plan as time- or meter-based. Time-based maintenance plans are based on a designated calendar
frequency, while meter-based maintenance plans are triggered based on equipment meter readings you record
in Meter Reading Entry.
The background Maintenance Plan Processor scans the preventative maintenance plans you define for the
equipment record and creates maintenance job records you can update as needed in Maintenance Job Entry. For
each maintenance plan you define, you can optionally select a template job that defines the operations, resources,
and materials used in the maintenance jobs generated for each equipment maintenance plan.
To create preventative maintenance plans:
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1. Click the Down Arrow next to the New button; select New Equipment Plan.
2. The Maintenance Planning > Detail sheet displays. Assign an identification number for the Plan.
3. Enter a Description that briefly describes the plan.
4. Use the Recurring check box to specify if the maintenance should recur in the future once it has been
performed.
5. If the plan is time-based, specify the Frequency and select the unit of measure that represents the frequency
at which the maintenance occurs. For example, if the maintenance occurs every three months, enter 3 in
the Frequency field, and select Months in the field to its right. Valid selections include Days, Weeks, Months,
or Years.
6. If the plan is time-based, specify the Next Execute Date on which the Preventative Maintenance Process
will create a maintenance job order for this plan.
7. If the plan is meter-based, use the Meter field to specify the number that is added to the last executed
meter value in order to determine the next time this plan should run.
8. If the plan is meter-based, specify the Next Execute Meter value at which the Preventative Maintenance
Processor should create a maintenance job order for this plan.
9. Specify the number of Buffer Days for the maintenance plan. This value is the number of days ahead of
the actual due date the process should generate the maintenance job for the plan.
10. Optionally, select the Template Job you want to associate with the maintenance plan.
11. Use the Topics section to associate topics with the maintenance plan. Refer to the next Topics section for
more information.
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12. Click the Specifications tab as needed to add free-form specification text for the equipment record.
13. Click the Comment tab as needed to add free-form comment text for the equipment record.
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14. Click the Children tab as needed to view the secondary, or child, equipment items associated with this
equipment record.
Topics
Use Topic Maintenance to define maintenance issue and resolution topic codes. You assign maintenance issue
topic codes in Maintenance Request Entry or Maintenance Job Entry to identify the maintenance issues that need
to be resolved on a piece of equipment. Likewise, you assign topic resolution codes in these programs after the
maintenance is performed to analyze equipment failures and required maintenance tasks.
Topic Maintenance supports ten levels of sub-topics for each topic. As a result, you can further subdivide the
scope of maintenance issues. For example, Engine could have the sub-topics Dirty Filter and Fouled Spark Plugs,
and each of these topics can have subtopics.
Menu Path: Service Management > Maintenance Management > Setup > Topic
To add a maintenance issue or maintenance resolution topic:
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1. Click the Down Arrow next to the New button; select New Case Topic.
2. Enter a Topic ID.
3. Enter a Description of the maintenance issue, or maintenance resolution.
4. Select the Top Level check box if this is a top level issue or resolution topic that will contain subordinate
issue or resolution topics. Clear this check box if this is an issue or resolution that is subordinate to a parent
topic.
5. Select the Maintenance Issue check box if this topic is used to describe a maintenance issue that needs to
be resolved.
6. Select the Maintenance Resolution check box if this topic is used to indicate how a maintenance issue
will be solved.
7. If you are defining a subordinate maintenance issue or resolution topic, click the Down Arrow next to the
New button; select New Case Topic Parent.
8. The Parent Topics > Detail sheet displays. Select the Parent Topic.
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9. Specify the Parent Sequence number.
Maintenance Operations
Use Maintenance Operation Maintenance to define specific operations required to complete a maintenance job.
You add the operations you define in this program to a maintenance job or a maintenance job template in
Maintenance Job Entry. Examples of maintenance operations include: Remove Panel A, Switch off Electrical
Power, or Open Valve C. Maintenance operations can also be much more complex, and can include paragraphs
of detailed instructions and guidance.
You define maintenance operations as internal or subcontract operations. Internal operations track the hours
and costs for all planned and actual labor performed. Subcontract operations track the movement of parts and
costs associated with outside services
Menu Path: Service Management > Maintenance Management > Setup > Maintenance Operation
Create Maintenance Operations
You define maintenance operations as internal or subcontract operations. Internal operations track the hours
and costs for all planned and actual labor performed. Subcontract operations track the movement of parts and
costs associated with outside services.
To create maintenance operations:
1. Click the Down Arrow next to the New button; select New Operation.
2. In the Operation field, enter a concise identifier for the maintenance operation.
3. Now in the Description field, enter a brief explanation for the operation.
4. The Text field displays standard comments you want to print on the Maintenance Request and Maintenance
Job Reports.
5. If this is a subcontract operation performed by an external resource, select the Subcontract Operation check
box. Clear the check box if it is an internal operation.
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6. For internal operations, select the Primary Operation Detail number.
7. For subcontract operations, select the Primary Supplier performing the subcontract operation. You can
also select the Buyer code for the subcontract operation.
Select the Resource Groups or the Resources
To select the resource groups or the resources used to run this operation.
1. Click the Down Arrow next to the New button; select either New Resource Group Requirement or
New Resource Requirement.
2. For this example, you are linking this maintenance operation to a resource group. The Scheduling
Requirements > Resource Groups sheet displays.
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3. In the Resource Group ID field, find and select the resource group you wish to add to the maintenance
operation. To do this, right-click this field. From the context menu, select Open With > Resource Group
Search.
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4. Use the Resource Group Search program to find the resource group that you need to run this operation.
5. Click OK
6. The resource group you selected displays within the grid. Continue adding resources and resource groups
that run this operation.
Optionally, you can use the Resources sheet to add resources for the maintenance operation, or use the
Capabilities sheet to add capabilities for the maintenance operation.
Operation Text
Use Operation Text Maintenance to set up standard operation text that displays on maintenance job travelers
printed on the Maintenance Job Report. Operation text records are standard comments you associate with an
operation in Operation Maintenance. For example, you can set up standard instructions or warnings as Operation
text records and then associate them with specific operations. If you associate a specific operation text record
with an operation, that text automatically prints on the job traveler below job operation comments.
Menu Path: Service Management > Maintenance Management > Setup > Operation Text
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To add operation text:
1. Assign a unique Code identifier for the operation text.
2. Enter a Description for the operation text.
3. Enter the additional Operation Text that you want to print on the maintenance job traveler.
Operations
This section details the operations you can use within the Maintenance Management module. Each operation is
Request Entry
Use Maintenance Request Entry to request that maintenance be performed on a piece of equipment. Employees
with the appropriate permissions can search for a particular piece of equipment based on some of the fields
defined in Equipment Maintenance. When the equipment is identified, you use predefined codes and enter free
form description to identify the issues or maintenance that is requested.
Menu Path: Service Management > Maintenance Management > General Operations > Request Entry
To enter a pending maintenance request:
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2. A system-assigned identifier displays in the Request field. This value only displays for your information; you
cannot change it.
3. Select the Equipment ID for the piece of equipment that requires maintenance.
4. Enter the Required Date. This value defines the due date for when the maintenance work must be finished.
5. Select the Priority for the required maintenance.
6. Enter a Description of the maintenance issues, and then select the Topics that categorize the nature of
the required maintenance.
Your request is now waiting for disposition in the Maintenance Request Queue.
Request Queue
After you enter a request for maintenance into Maintenance Request Entry and submit it for approval, it displays
in the Maintenance Request Queue. A tradesperson or manager can then disposition the result. After the request
is approved, a maintenance job is created and is linked to the submitted request. No further updates are made
to the maintenance request until the maintenance job order is complete. Once the maintenance job order is
finished, the status of the request automatically updates to Complete.
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Menu Path: Service Management > Maintenance Management > General Operations > Request Queue
To disposition the pending maintenance request:
1. Click the Request button to find and select the maintenance request identifier.
2. To approve the maintenance request and create a maintenance job order, click the Approve Job button.
3. To approve the maintenance request and create a maintenance job order that is immediately placed on
hold, click the Approve Job on Hold button.
4. To reject the maintenance request, click the Reject JobRequest button. You must enter text that indicates
the reason for the rejection.
Maintenance Job Entry
Use Maintenance Job Entry for direct entry of maintenance jobs for a particular piece of equipment. When entered
by a tradesman or manager, the maintenance job record is used to initiate and track the progress of maintenance.
Menu Path: Service Management > Maintenance Management > General Operations > Maintenance Job Entry
To use Maintenance Job Entry:
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2. The New Job Number window displays.
3. Enter the job number or click Next Job to assign the next sequential identifier.
4. Click OK.
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5. Select the Equipment ID for the piece of equipment being maintained.
6. Optionally, select the Mass Print check box to include the maintenance job on the Maintenance Job Report.
7. Optionally, select the Project ID to define which project the maintenance job is assigned.
8. Click Save.
Add a Job Operation
Use this sheet to manually enter or edit operation information for the current maintenance job. You can retrieve
operation information using the Get Details command found under the Actions menu, or drag and drop the
operation from the Operation Master sheet onto the Job Tree View.
To add a maintenance job operation:
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1. From the Tree View, right-click Operations and select Add Operation.
2. Select the Operation that needs to be performed on this maintenance job. In this example, you add the
Check Brakes operation.
3. Enter the estimated number of Hours it will take to perform this operation. In this example, you enter 2.00.
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Engineer and Release the Maintenance Job
After entering all required operation and material detail, return to the Detail sheet to engineer and release the
job.
1. Click the Job tab.
2. In the Status section, select the Engineered and Released check boxes.
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Schedule the Maintenance Job
Once you have engineered and released the job, use the Job Scheduling command on the Actions menu to
schedule the maintenance job
1. Click the Actions menu, highlight the Schedule sub-menu, and then select Job Scheduling.
2. Enter the Due Date for the maintenance.
Issue Material from Inventory
Use the Issue Material from Inventory program as needed to issue replacement parts to the maintenance job.
Menu Path: Service Management > Maintenance Management > General Operations > Issue Material
To issue replacement material to the maintenance job:
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1. Enter the maintenance job number in the Job field.
2. Select the correct assembly level in the Assembly field.
3. Select the correct material in the Mtl field.
4. Enter the Quantity to issue.
5. If the item to issue is lot controlled, enter a lot number in the Lot field.
6. If the part is serial tracked, you can click the Serial Numbers button to define the serial numbers used with
the issued quantity.
7. Click OK to complete the transaction.
Time Entry
Use Time and Expense Entry to enter employee hours for indirect labor, production labor, or project labor and
submit those hours for approval. You can enter time on a daily or weekly basis. After you enter time transactions,
you can view, modify, recall, and copy them at a later time. You can also monitor the status of transactions and
enter comments for approvers. Refer to the Time Management chapter for more information.
Menu Path: Service Management > Maintenance Management > General Operations > Time and Expense Entry
To enter labor hours for a maintenance job:
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1. Click the Employee ID button to find and select the identification number for the employee who performed
the maintenance work.
2. Click the Down Arrow next to the New button; select New Time.
3. The Time > Daily Time > Summary > Detail sheet displays. Accept all defaults.
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5. Select the maintenance Job for which you are entering labor hours.
6. Select the maintenance job Operation for which you are entering labor hours.
7. Enter the Clock In time at which labor started on this operation.
8. Enter the Clock Out time at which labor ended on this operation.
9. Select the Complete check box to indicate the maintenance operation is finished.
10. Enter any additional Labor Notes you need.
Maintenance Job Completion
Once you have recorded labor time against the maintenance job, you must close it within Maintenance Job Entry.
You can then add text that describes the specific resolution for the maintenance issue
Menu Path: Service Management > Maintenance Management > General Operations > Maintenance Job Entry
To close the maintenance job and add resolution text:
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1. Select the maintenance Job to close.
2. Click the Resolution tab.
3. Enter the Description text that indicates the maintenance problem is resolved.
4. Select the Topics that define how the maintenance problem was resolved.
5. To close the maintenance job, select the Job Closed check box.
6. The status indicator for the maintenance job now displays as Closed.
Meter Reading
Use Meter Reading Entry to record the meter data for a specific piece of equipment. You can enter meter data
for a piece of equipment regardless of whether it is attached to a preventative maintenance plan with configured
meter data. You can view meter reading information as needed in the Equipment Tracker. The Maintenance Plan
Processor uses the meter data to create and schedule required maintenance jobs.
Menu Path: Service Management > Maintenance Management > General Operations > Meter Reading
To use Meter Reading Entry:
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1. Click the Equipment ID button to find and select the piece of equipment whose meter you are reading.
2. The previously recorded meter reading displays in the Current Reading field.
3. Enter the New Reading quantity that displays in the usage meter for this piece of equipment.
4. Optionally, enter any Comment text you need for the new meter recording.
Maintenance Plan Processor
The Maintenance Plan Processor is a background process that scans maintenance plans defined for equipment
records on the Equipment Maintenance > Maintenance Plan sheet. Once scanned, it analyzes the data to create
maintenance jobs based both on the maintenance plan and on meter readings recorded for equipment in
Equipment Meter Reading. You can then edit the resulting maintenance jobs in Maintenance Job Entry.
Menu Path: Service Management > Maintenance Management > General Operations > Maintenance Plan
Processor
To use the Maintenance Plan Processor:
1. Use the Continuous Processing check box to designate if this process should constantly run in the
background, or if you should call it manually from the menu.
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2. Specify the Continuous Processing Delay, stated in minutes.
3. Designate how to Schedule the process and if it should run as a Recurring process. If you indicate this
process is recurring, it will then run through a regular, automatic schedule you define. For more information
about assigning processes to recurring schedules, review the Automatic Data Processing chapter in the
Epicor ERP Implementation Guide.
4. If you want the process to run for specific records, you can use the Filter tab to select a Site, Equipment
Location, Equipment Status, and Equipment Type for which you want the process to run for the current
company.
5. When you finish, click Submit on the Standard toolbar.
Reports
This section describes some key maintenance management reports you use to review maintenance entries. You
can run these reports whenever you need. You can also set up each report to generate and print through a
recurring, automatic schedule. Review the Automatic Data Processing chapter in the Epicor ERP Implementation
Guide for information on how you link a report to a recurring schedule.
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Equipment List Report
Use the Equipment List Report to print a full or selected list of equipment records. You create these records within
Equipment Maintenance Entry.
Menu Path: Service Management > Maintenance Management > Reports > Equipment List
To print this report:
1. Use the Status drop-down list to select the status level of the equipment to include on the report. You
define status levels on equipment records.
2. Use the Equipment Type drop-down list to select the kind of equipment you want to display on the report.
You create these types on equipment records as well.
3. Select the Print Details check box to print all the information for the listed equipment records.
4. Select the Print Maintenance Plan check box to print the maintenance plan linked to each selected
equipment record.
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5. Use the New Page per Equipment check box to designate each piece of equipment will print on an
individual page.
6. Use the Include Child Equipment check box to print secondary, or child, equipment records linked to the
equipment records listed on the report.
7. Select the Print Maintenance Log check box to print associated maintenance logs for the equipment listed
on the report.
8. Using the Jobs Closed After field, specify the job closure date. Maintenance log information prints for all
maintenance jobs closed on or after this date.
9. Use the Filter sheet to specify the equipment IDs, locations, and sites for which the equipment records
should print.
10. When you finish, click Print on the Standard toolbar.
Maintenance Request Report
Use the Maintenance Request Report to print a hard copy of maintenance requests you enter in Maintenance
Request Entry.
Menu Path: Service Management > Maintenance Management > Reports > Maintenance Request Report
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1. Use the Priority drop-down list to select the maintenance priority status for which the report will print.
2. Use the Request Status drop-down list to select the request status for which The report will print.
3. Specify the Site for which the report will print.
4. Use the Requested On or After field to specify the beginning request date. Maintenance request information
entered on or after this date prints on the report.
5. Use the Required On or Before field to specify the ending request date. Maintenance request information
entered on or before this date prints on the report.
6. Select the Bar Codes check box to print bar codes on the report.
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7. Use the Filter sheet to further limit what equipment records display on this report.
Maintenance Job Report
Use the Maintenance Job Report to print a hard copy of maintenance job information. You can call this report
from the Main Menu as well as from Maintenance Job Entry.
Main Menu Path: Service Management > Maintenance Management > Reports > Maintenance Job Report
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1. Use the Print all jobs flagged for mass print check box to indicate maintenance jobs selected for mass
printing in Maintenance Job Entry should print on the report.
2. Select the Print Scheduled Resources check box to print information on each resource selected for each
maintenance job.
3. Select the Print Scheduled Resource Descriptions check box to print descriptions of the resources used
on each maintenance job.
4. Use the Operation Dates check box to specify if operation dates should print for each maintenance job
operation.
5. Use the Operation Standards check box to specify if time standards information should print for each
maintenance job operation.
6. Select the Bar Codes check box to print bar codes on the report.
7. Use the Filter sheet to specify the maintenance jobs that should print on the report.
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Chapter 10 | Field Service Epicor ERP Application User Guide
Chapter 10: Field Service
Field Service is designed to manage the installation, repair, and on-going service of equipment for your customers at
their facilities or out in the field. You can use Field Service to schedule service calls on a timetable you define. For those
customer calls that require immediate repair, you can quickly determine if the problem is still covered under a warranty,
or if it requires a billable service call.
The Service Call Center centralizes all processes related to dispatching technicians and cost reporting of service calls in
the field. This workbench pulls information from existing service contracts and warranties, and then a dispatcher
schedules service orders, assigns technicians, and creates service jobs.
As a service job’s operations are worked on by technicians, labor is recorded against these operations, so you can
precisely track labor costs. Depending on the setup of the service call, those charges may be absorbed into the service
contract or automatically invoiced to the customer.
Field service also includes valuable reports that provide detailed information on individual contracts and warranties to
know whether you are making or losing money.
Epicor Mobile Field Service provides your mobile workforce access to the relevant functions and data from the application.
Technicians away from the office have instant access to data, including pricing and inventory levels. Use Epicor Mobile
Field Service to process service call jobs, to track labor, inventory, materials, and equipment in a configurable workflow,
and to update work orders in real-time. For more information on Epicor Mobile Field Service, contact your Epicor
Account Manager.
Setup
This section describes the primary records you need to create for the Field Service module. These programs are
contained within the Setup folder for this module. Only the primary records are described here. Some areas within
the next Operations section may also document setup records if they are required for a specific workflow.
Service Contract Code
You use Service Contract Code Maintenance to define the various service contracts your company offers. Service
contract codes are used in Service Contract Entry, and also display in Service Call Center.
Menu Path: Service Management > Field Service > Setup > Service Contract Code
To add a service contract code:
1. Click the Down Arrow next to the New button; select New Contract Code.
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Epicor ERP Application User Guide Field Service | Chapter 10
2. In the Contract Code field, enter the identifier for this code.
3. Now enter a brief explanation for the service contract code in the Description field. This description is used
during entry of a service contract for a customer.
4. Select the Ship Contract check box to indicate the contract needs to be shipped to a customer. The contract
created using this contract code needs to be invoiced by creating and shipping a sales order. If this check
box is clear, you can use AR Invoice Entry to invoice the contract directly.
5. Select the charges - Material, Labor, or Misc. – this service contract code covers. Miscellaneous charges
include items such as travel, meals, and parking. A service contract code must have at least one coverage
charge.
6. The Duration field displays the length of time the service contract lasts. This value, along with the Modifier
setting, determines how long the service contract is active.
7. Enter the Unit Price for service contracts that have this code assigned to them. This value, and the Price Per
setting, determines the amount the customer is charged for the service contract.
To learn about generating recurring invoices, review

application help.
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8. Select the Recurring Inv check box to indicate this contract is invoiced on a recurring basis. The values in
the Unit Price and Price Per fields determine the recurring invoice amount.
9. Select the Deferred Revenue check box to indicate whether the contract is configured to defer revenue.
10. Select the Quoted check box to indicate whether a quote must be created and approved by the customer
before the contract can be invoiced.
11. If this service contract code covers on-site service calls, select the On Site check box.
12. Select the Renewable check box to indicate whether the contract that uses this contract code is valid for
renewal.
13. In the Renewal Code field, select the renewal code to use for the service contract renewal. This code defines
the contract price increase.
14. Use the Modifier field to select the unit of time the service contract lasts. This value, along with the Duration
setting, determines how long the contract is active. Valid selections include Days, Months, or Years.
15. In the Price Per field, select the unit by which the Unit Price value is applied. The default is Contract; however,
you can set the unit identifier to per day or per month.
16. The Frequency Period field is only available if you select the Recurring Invoice check box. Use this field to
indicate how often you want to generate an invoice for this contract.
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17. The RA Code field is only available if you select the Deferred Revenue check box. Use this field to indicate
the revenue amortization schedule for the contract.
18. The Task Set field is only available if you select the Quoted check box. Use this field to indicate the task set
to use when creating a quote for a contract renewal.
Renewal Code
Use Renewal Code Maintenance to create an entry that controls the price increase when renewing a service
contract. The renewal codes are associated to the service contract codes in order to use the renewal entry settings
when renewing a service contract.
Menu Path: Service Management > Field Service > Setup > Renewal Code
To add a renewal code:
2. In the Renewal Code field, enter a unique code identifier.
3. Enter a description of the renewal code in the Description field.
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4. Use the Quoted check box to indicate whether a quote must be created and sent to the customer for
approval before renewal can be invoiced. If selected, a task set must be selected.
5. Use the Increase Method field to classify the increase cost of the renewal contract; select an option from
the increase method list. Available options:
• Amount – A flat renewal amount is added to the original amount of the contract. The Amount field is
required and enabled when the Amount option is selected in the Increase Method field.
• Percentage – The percentage of each contract line is increased by the value entered in the Percentage
field. The Percentage field is required and enabled when the Percentage option is selected in the Increase
Method field.
• Price List – This value recalculates the renewal contract price based on the price list defined on the Price
List field. The Price List field is required and enabled when the Price List option is selected in the Increase
Method field.
6. After selecting the increase method, enter the value by which the renewal contract price will increase. The
field will be enabled, according to the selection in the Increase Method field.
If Amount or Percent are selected in the Increase Method field, enter a positive to increase the contract
value or a zero value for no change to occur in the contract value.
Service Call Type
Use Service Call Type Maintenance to define the types of service calls placed by your customers such as billable
from non-billable calls, warranty from service contract calls, preventative maintenance from standard, or corrective,
maintenance calls, and so on. You can then associate a tax category and general ledger (GL) controls.
Menu Path: Service Management > Field Service > Setup > Service Call Type
To add a service call type:
1. Click the Down Arrow next to the New button; select New Call Type.
2. In the Call Type field, enter the identifier for this call.
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3. Now enter a concise explanation for the service call type in the Call Description field. This description is
used during entry of a customer service call.
4. If you use tax categories to classify your service calls for sales tax reporting, select an option from the Tax
Category list.
Employee
You use Employee Maintenance to indicate the specific employees that can be dispatched for field service calls.
Then during service call entry, you can display only those employees you designate as service technicians. This
section discusses the Employee Maintenance functionality that applies to the field service functionality. To learn
about adding an employee, refer to Epicor ERP Implementation Guide.
Menu Path: Service Management > Field Service > Setup > Employee
To add a service technician employee:
1. Click the Down Arrow next to the New button; select New ID.
2. In the ID field, enter the identifier for this employee.
3. Optionally, select the Person/Contact identifier for this employee record if one exists. If one does not exist,
the application uses the values in the employee information fields to automatically create a person/contact
record.
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4. Enter employee information such as Name, Address, Phone, and Email.
5. Specify the current employment status in the Status field. The available options are Active, Inactive, or
Terminated.
6. Select the Service Technician check box to specify this employee can be dispatched for field service calls.

functionality, review the Personnel chapter within Epicor
7. If you want name, address, phone, and email changes made to this employee record to automatically update
the linked person record within Person/Contact Maintenance, select the Sync Name, Sync Address, Sync
Phone, and/or Sync Email check boxes.
8. On the Production Info sheet, select the labor shift this employee ordinarily works from the Shift drop-down
list.
9. Optionally, enter a Resource Group and Resource to which this employee belongs. A resource can be a
piece of equipment like a calibration tool or a drilling machine, or an employee like a service technician. A
resource group pulls similar equipment and employee skills together, defining a specific aspect of your field
service organization. To learn more about resources and resource groups, review the Engineering chapter.
11. Navigate to the Mobile > Labor Rate > Detail sheet.
Use this sheet to define Service labor rates. Each level above the Labor Expense Code in the Labor Rates
hierarchy can have its own Labor Rate defined, by selecting the Fixed Rate option in the Rate Type field
and then defining the Fixed Rate, or you can specify a Multiplier value used on the rate from the level
below it, by selecting the Based on Base Rate option in the Rate Type field. The base labor rate is defined
in Indirect Labor Account Maintenance. Each level can override or adjust the rate from the level below.
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The Labor Rates are calculated according to the following hierarchy:

• Service Contract
• Customer > Ship To (this relates to the Address chosen for the Job)
• Customer
• Employee
• Labor Expense Code
You can only enter data in this sheet if the Advanced

Labor Rate check box is selected in the Company
Configuration > Modules > Production > Job sheet.
12. From the New menu, select New Employee Labor Rate.
13. Select an expense code as defined in Indirect Labor Account Maintenance. Each expense code can include
a labor rate, depending whether you select the Advanced Labor Rate check box in Company Configuration.
The rate value entered in Indirect Labor Account Maintenance is used once you select a particular expense
code record in this field.
14. Select a rate type for a labor rate. The options include Fixed and Based on Base Rate. Depending on which
option you select in this field, the Rate Multiplier and Fixed Rate fields activate. If you select the Fixed
option, the Fixed Rate field activates. If you select the Based on Base Rate option, the Rate Multiplier field
activates.
15. Enter a rate multiplier value used on the rate from the level below in the Labor Rate hierarchy. This field
activates only if you select the Based on Base Rate option in the Rate Type field.
16. Enter a fixed rate value. This field activates only if you select the Fixed option in the Rate Type field.
Fixed rate allows overriding of rates defined lower in the Labor Rates hierarchy. This is to allow for more
specific rates rather than using the base rate. If you select the Advanced Labor Rates check box on the
Company Configuration > Modules > Production > Job sheet this is the value the Billable Service
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Rate field in Time and Expense entry uses as the default value for the billing rate for service call jobs for
the selected expense code.
17. Navigate to the Mobile > Field Service sheet.
18. Specify a resource. You cannot assign an employee to a service job when you schedule it, but you can assign
a resource. Use this field to link the employee in focus to a resource for cases where an employee technician
is scheduled to work on a service job.
Operations
This section describes the operations available in the Field Service module. Each operation is described as a
workflow to help guide you through the process from start to finish. These programs are primarily found within
Service Contract Entry
A service contract is an order for services that a technician performs while on a customer service call. Use Service
Contract Entry to set up service contracts for customers. The service contract contains information such as the
type of coverage and the parts the contract covers. Material, labor, and miscellaneous charges are defined as
either covered or not covered on the contract. As technicians are dispatched, the costs are tracked against the
service contract.
Once a service contract is established for a customer, it is then

entered as a line on a sales order and later invoiced. This
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process is described in the next section, Invoice a Service

Contract.
After a service contract is invoiced, you can add and remove lines on the contract. Each line must have its own
billing dates. If a line is added to the contract, you must invoice the particular line using the Get > Contract Billing
command in AR Invoice Entry.
Use a renewal to extend the contract duration beyond the original expiration date. You can use Service Contract
Entry to individually renew a contract about to expire or use the Renew Contracts process to select and renew
several contracts at once.
The renewal duration an be different than the original contract.
Menu Path: Service Management > Field Service > General Operations > Service Contract Entry
To enter a service contract:
1. Click the Down Arrow next to the New button; select New Contract.
2. On the Header sheet, click the ID button in the Sold To section to find and select the customer you are
selling the service contract.
3. From the Attn drop-down list, select the person at the customer sold-to site who is considered the contact
for this service contract.
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4. If the service contract covers parts located at a different address than the sold to customer, click the ID
button in the Ship To section to find and select the customer where the parts are located.
5. If the customer billed for the service contract is different from the customer to whom you are selling the
service contract, select that customer from the Bill To Customer drop-down list.
6. Select the service contract code to assign to the contract from the Type drop-down list. This code determines
the type of coverage for the contract – such as contract duration, services covered, billing frequency, and
renewal setting, and if the contract is configured to defer revenue. For information on how to add a service
contract code, review the Service Contract Code section earlier in this chapter.
7. The Contract Total field displays the total amount of the service contract. This field updates once you add
line detail information to the service contract.
8. When a contract is renewed, the Renewals Total field displays the total contract amount including the
renewal price increase.
9. Use the Quoted Contract pane to create and approve a quote before the original or renewal contract can
be invoiced. The Quoted check box displays as selected and the task set used for the quote displays in the
Task Set field.
10. In the Quote field, when saved, the Epicor quoting system automatically generates a quote number for the
original or renewal contract, allowing a copy of the quote to be sent to the customer for approval. Once
the quote in Opportunity/Quote Entry is marked as won, approved, and accepted by the customer, the
Accepted check box is enabled.
11. The Order/Line fields display the sales order and sales order line on which this service contract was sold.
These fields are for display only. For more information on invoicing a service contract, see the Invoice a
Service Contract section later in this chapter.
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12. The Duration field specifies the length of time the service contract lasts. This value, along with the
Modifier setting, determines how long the service contract is active. The value defaults from the Type code
you specify, but if you need, you can change this option.
13. The Expire Date field specifies the date on which the service contract expires. This date is calculated as the
Effective Date plus the Duration. Once a contract has expired, an Expired status indicator displays at the top
of this sheet.
14. Once the service contract is invoiced, the Invoiced check box displays as selected, and an Invoiced status
indicator displays at the top of this sheet.
15. The Effective Date field specifies the date on which the contract goes into effect. The default is today’s
date; if you need, change this date.
16. The Renewed Until field displays the expire date of the last effective renewed contract. This field is
automatically calculated based on the renewal effective date plus the duration of the renewal.
17. In the Coverage section, select the Material, Labor, Misc, and Onsite check boxes to indicate the service
contract covers material, labor, miscellaneous, or onsite service call charges. The default setting for this
check box comes from the Type code you selected for the contract, but you can change these options.
18. Use both the Recurring check box and the Frequency field to indicate the contract is invoiced on a recurring
basis and how often to generate the invoice. The amount on the invoice is determined by the Frequency
Period in addition to the contract price and the extended price on the Line > Detail sheet.
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19. The Price Per field specifies the unit by which the Contract Price value on the Line > Detail sheet is applied.
The default setting for this check box comes from the Type code you chose for the contract, but it can be
changed. Valid selections include Contract, Daily, and Monthly.
Complete Contract Header Information
To complete contract header information:
1. Select the Renewable check box to indicate whether the contract is available for renewal.
2. Once the original or renewal contract is ready to be quoted, select the Ready to Quote check box.
3. Select the Suspended check box to indicate the contract has been suspended and all open deferred revenue
amortization (DRA) periods are put on hold.
A suspended contract cannot have service calls linked to

it.
4. Select the Ready to Invoice check box to indicate the contract is to be invoiced directly in AR Invoice Entry
and a sales order and shipment are not necessary. If the Ship Contract check box is selected in Service
Contract Code Maintenance, the Ready to Invoice check box is disabled.
Once a contract is suspended, you must define the hold reason code and enter a comment on the action.
Line - Detail
To enter line information:
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2. On the Line > Detail sheet, click the Part/Rev button to find and select the part that is covered by this
service contract.
3. Select the appropriate revision for the part from the Revision drop-down list.
4. If you need, enter the Customer Part number and the Customer Revision level by which the customer
refers to the part.
5. The Serial Numbers button becomes active if the part is assigned a serial number.
6. Optionally, enter the sales order and line numbers on which the part was originally sold, or click the Ref.
Order/Line button to find and select it. When you enter this information, the part number, revision, and
quantity are pulled into the contract line.
7. Enter the part quantity this service contract covers in the Contract Qty field.
8. The Contract Price value defaults from the Type code you chose for the contract on the Header sheet; if
you need, enter a different amount.
9. The Ext Price displays the contract quantity multiplied by the contract price.
10. Verify the Billing Dates for each line are accurate. The dates in the Start Date and End Date fields populate
automatically based on the duration specified in the service contract code. These dates can be overridden
if necessary.
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Mobile - Detail
Use the Mobile sheet to define Service labor rates for a selected service contract record. You can only enter data
for service jobs if the Advanced Labor Rate check box is selected in the Company Configuration > Modules
> Production > Job sheet.
The Labor Rates in the Epicor application are calculated according to the following hierarchy:
• Service Contract
• Customer > Ship To (this relates to the Address chosen for the Job)
• Customer
• Employee
• Labor Expense Code
Each level above the Labor Expense Code can either define its
own Labor Rate (by selecting the Fixed Rate option) or specify
a multiplier to be used on the rate from the level below it (by
selecting the Based on Base Rate option). The base labor rate
can be defined in the Labor Expense Code.
Example A Service Contract could specify a multiplier of 2

upon the rate from Customer Ship To, which itself defines a
fixed rate of 10, resulting in the total rate being 20. If the
Customer Ship To defined a multiplier of 3 instead, then a
multiplier of 2x3 = 6 would be applied on the rate from the
customer. If an entry exists for a particular level for that Labor
Expense Code, then the logic skips to the next level down.
To define labor rates:
1. From the New menu, select New Labor Rate.
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2. Select an expense code as defined in Indirect Labor Account Maintenance. Each expense code can include
a labor rate, depending whether you select the Advanced Labor Rate check box in Company Configuration.
The rate value entered in Indirect Labor Account Maintenance is used once you select a particular expense
code record in this field.
3. Select a rate type for a labor rate. The options include Fixed and Based on Base Rate. Depending on which
option you select in this field, the Rate Multiplier and Fixed Rate fields activate. If you select the Fixed
option, the Fixed Rate field activates. If you select the Based on Base Rate option, the Rate Multiplier field
activates.
4. Enter a rate multiplier value used on the rate from the level below in the Labor Rate hierarchy. This field
activates only if you select the Based on Base Rate option in the Rate Type field.
5. Enter a fixed rate value. This field activates only if you select the Fixed option in the Rate Type field.
Fixed rate allows overriding of rates defined lower in the Labor Rates hierarchy. This is to allow for more
specific rates rather than using the base rate.
Renew Contracts
Use the Renew Contracts process to renew several contracts at once. Select the Get Contracts/Renewals option
from the Actions menu to retrieve all contracts that expire prior to the Expire Date.
You can use Service Contract Entry to view and modify renewal details after contracts are renewed.
The Renewable check box must be selected in Service Contract

Entry in order for a contract record to display in the Contract
Renewals pane.
Menu Path: Service Management > Field Service > General Operations > Renew Contracts
To renew several contracts at once:
1. In the Expire Date field, select the expire date to use as a filter to display the service contract records.
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2. From the Actions menu, select the Get Contracts/Renewals option to bring up all contract records that
expire prior to the expire date.
3. In the Contracts/Renewals pane, select the Selected check box for each service contract to renew.
4. Once all the contracts to renew are selected, click the Submit icon on the Standard toolbar.
Invoice a Service Contract
Once a service contract is set up for a customer, there are two ways to process the financial transaction. One
way is to create a sales order that has the service contract line attached. Then, after you ship the sales order, use
AR Invoice Entry to create an invoice.
Another way to process the financial transaction is to invoice a service contract directly in AR Invoice Entry without
creating a sales order or shipment. Define whether a contract needs to be shipped in Service Contract Code
Maintenance.
Sales Order Entry
You use the New Contract Line option within Sales Order Entry to add a service contract as a line item to a sales
order. You specify the parts, quantity, and price for each service contract line item. You follow the same procedure
that you use to create a sales order. However, on the Line > Detail sheet, you enter information specific to a
service contract.
Once you attach a service contract to an order, you cannot add any more lines to the service contract within
Service Contract Entry. You can, however, continue to add as many order lines and service contract lines as you
need to the sales order.
To enter a sales order for a service contract line item:
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2. On the Summary sheet, click the Customer button to find and select the customer you are selling the
service contract.
3. Click the Down Arrow next to the New button; select New Contract Line.
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4. The Lines > Detail sheet displays. Notice many fields are not open for data entry. For example, you cannot
enter parts that are covered by the service contract in Sales Order Entry. Parts covered by a service contract
are added to the service contract record within Service Contract Entry. For more information, refer to the
previous Service Contract Entry section.
5. Enter the service contract number in the Contract field, or, click the Contract button to find and select the
service contract you created for this customer.
6. If you are creating a sales order for a renewed contract, enter the renewal number in the Renewal field,
or, click the Renewal button to search for and select the renewal record.
If the renewal number is zero, the sales order is processing the original contract which has not yet been
renewed. If the renewal number is greater than zero, the number indicates the renewal contract record
being processed.
The Renewal button is enabled once the contract has

renewals to invoice. Once you select a renewal contract,
the amounts that relate to the renewal display in the Unit
Price field. If it is a quoted renewal, it must be accepted
in order for the renewal values to display.
7. The Description of the service contract displays.
8. The Order Quantity defaults from the service contract and cannot be changed.
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9. If you need, change the Unit Price amount. The value in this field defaults from the service contract.
10. Continue to add other line items to this sales order. When you finish, click Save on the Standard toolbar.
For more information on how to enter a sales order,

review the Sales Order Processing chapter.
Customer Shipment Entry
You will use Customer Shipment Entry to ship a Service Contract. You will reference the Sales Order that you
create for a Service Contract in the shipment. This is essential if you select the Ship Contract checkbox in when
you create a Service Contract code.
Once the Service Contract is shipped and received, you can use the pack slip ID in AR Invoice Entry to generate
the invoice for the Service Contract.
Menu Path: Material Management > Shipping / Receiving > General Operations > Customer Shipment Entry
To ship a sales order for a service contract:
1. Click the New menu, and select New Pack from the Standard toolbar.
2. Navigate to the Lines > Customer Shipment Entry > Detail sheet.
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3. In the New menu, select New Line.
4. Click the Order Number button, to search for a select the Sales Order for the Service Contract.
5. Click the Line/Rel button, to search for and select the Line and Release that references the Service Contract.
6. Navigate to the Summary sheet.
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7. Select the Shipped check box, to mark the pack as shipped.
8. Click the Save button.

The Pack ID field automatically populates.
AR Invoice Entry
To invoice a customer for a service contract, you can use two commands in AR Invoice Entry – Get Shipments
and Get Contract Billing. Use the Get Shipments command to generate an invoice when the service contract has
a packing slip with a Shipped status. Use the Get Contract Billing command to create an invoice for a contract
with recurring billings, if the contract is to be invoiced directly, or to invoice a particular line added to a contract.
For more information on how to generate invoices, review the

To generate an invoice for a service contract:
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2. In the Group field, enter the identifier for the entry group.
3. Define the Invoice Date and the Apply Date for the group.
4. You are now ready to add the packing slip on which the service contract is found. Click the Actions menu.
5. If the service contract is set up for recurring invoices or invoiced directly, select Get > Contract Billing.
6. In this example, the service contract is not set up for recurring invoices, so you select Get > Shipments.
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7. The Get Shipments window displays.
8. Click the Customers button to find and select the customer you are selling the service contract.
9. To review only those packing slips not invoiced, click the View Not Invoiced Packing Slips button.
10. The Packing Slip Browse window displays. Select the packing slip on which the service contract is found.
11. Click OK. Select Yes to the confirmation message that displays.
You can now print the invoice for this service contract.
Service Call Center
You use Service Call Center to enter and track field service calls for a customer. A service call details the parts
that need service, why they need service, and the service contract coverage for the parts. You also use Service
Call Center to assign and schedule technicians to service calls.
Menu Path: Service Management > Field Service > General Operations > Service Call Center
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To enter a service call record:
2. A unique call number is automatically assigned to the service call and displays in the Call Number field.
3. Click the Customers button to find and select the customer you are entering a field service call.
4. In the Attn field, select someone at the customer site who is considered the contact for this service call.
5. Enter the Request Date and Request Time the customer is asking for service. The current date and time
default, but you can change these values.
6. Use the Scheduled Date and Scheduled Time fields to define the date and time the technician will be on
the service call.
7. The Duration field indicates the estimated duration of the service call in days.
For more information on Time Entry, review the Time

Management chapter.
8. The date and time the technician logs against this service call within Time Entry displays in the Actual field.
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9. In the Priority field, enter the priority status for the service call. Options include High, Normal, and Low.
10. Specify the type of call assigned to this service call from the Call Type drop-down list. Call types identify
tax and G/L account information. For more information on service call types, review the Service Call Type
section earlier in this chapter.
11. The Case Number field indicates the case identifier, if any, which created this service call.
Line - Detail
To enter line information:
1. Click the Down Arrow next to the New button and select New Line.
2. On the Line > Detail sheet, click the Contract button to find and select the service contract you need if
you sold a service contract to this customer for this part.
3. Use the Coverage section to see if the contract or warranty covers material, labor, or miscellaneous charges.
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4. If a part is still under warranty, click the Pack/Line button to access a modified version of the Customer
Shipment Search window; browse for the correct packing slip and line on which the part originally shipped.
You cannot reference both a contract and a warranty on

the same service call line.
5. If a part is still under warranty, click the Drop Shipment/Line button to access a modified version of Drop
Shipment Search window; browse for the correct drop shipment and line on which the part originally shipped.
6. Click the Part/Rev button to find and select the part that requires service.
7. Select the Reason for the requested service for the parts.
Reason codes are defined in Reason Code Maintenance.

Codes that display in Service Call Center are grouped
under the reason type Service Call. For more information
on service call reason codes, review application help.
8. Enter the Quantity and the unit of measure of the part to be serviced.
9. The Job that is created from the service call displays. You can right-click in this field to access the Job Entry,
Job Scheduling Board, Job Tracker, or Job Search programs.
10. On the Line > Detail > Issue sheet, enter in a description, in the Description box, of the issue with the
item to be serviced.
11. In the Topics, select an applicable topic from the drop-down lists that relates to the item. The String field
automatically populates.
12. Use the Line Pricing sheet to review the pricing for the selected service call line. The pricing you can review
includes:
• Estimate - The estimated amounts for the pricing elements Service (labor), Material, Subcontract, and
Miscellaneous charges entered at the job level on either operation sequences or material sequences.
• Actual - The actual amounts for the pricing elements Service (labor), Material, Subcontract, and
Miscellaneous charges captured typically during time entry, material issues, and purchase receipts.
• Billable - The amounts billable to the customer for this service call line. These amounts depend on the
settings for Labor, Material, and Miscellaneous found on the Line > Detail sheet.
Technicians
Use the Technicians sheet to assign a shop employee to the field service call.
1. Select the Technicians > List sheet.
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2. Select the Technicians Only check box to only view employees with the Service Technician check box
selected in the Employees program. To view all employees, clear the Technicians Only check box.
3. Select a technician in the Technicians list to review their schedule in the Open Service Calls list.
4. Select a service call record in the Open Service Calls grid to review a call – requested date and estimated
duration in days. This information also displays in the Call section of this sheet.
5. To assign a technician to the service call that is open in the Service Call Center, select a technician in the
Technicians list, and then click the Assign button.
6. The technician is added to the Technicians > Assigned Tech List sheet.
Actions – Create Service Call Job
Use the Create Service Call Job command on the Actions menu to automatically create a service job in Job Entry
with the information entered in Service Call Center.
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2. Select Print Service Call Ticket to produce a ticket for the service call open in the Service Call Center. The
service call ticket is printed after you add the new line.
3. A service call automatically closes when the Service Call Labor Complete check box is set from Time Entry,
and the Issued Complete check box is set in Issue Material. You can also manually close the service call. To
do this, select Close Service Call. When you select Close Service Call from the Actions menu, a yellow
Closed status indicator displays in the header of the service call.
4. Select Reopen Service Call to access the call again. Note however, that once a call has been invoiced, you
cannot reopen it.
5. Use the Void Service Call and Activate Service Call commands to cancel and launch a service call
respectively. When you select Void Service Call from the Actions menu, a yellow Voided status indicator
displays in the header of the service call. You cannot void an invoiced service call.
6. To create a service job, select Create Service Call Job. The Job Entry program launches with all pertinent
information populated. In addition, the service job number populates on the Line > Detail sheet in Service
Call Center for the line.
Service Job Entry
Service Job Entry is the Job Entry program; you can, however, customize Job Entry specifically to match your field
service needs. Then you launch the customized version of Job Entry from the Field Service – General Operations
folder or from Service Call Center – Actions menu. For information on customization, review the Basic
Customization and the Advanced Customization chapters in the Epicor ICE User Experience and Customization
Guide.
You add components such as assemblies, operations, material,

and resources to a service job in the same way you add these
components to a production job. For information on how to
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create resource groups, resources, operations, and parts, review

the Engineering chapter. For more information on how to add
components to a job, review the Job Management chapter.
Menu Path: Service Management > Field Service > General Operations > Service Job Entry
Add a Service Operation
In this example, you will add a Repair service operation to this service job.
1. Click the Job button to find and select the service job created from Service Call Center.
2. The Job Search window displays. From the Job Type drop-down list, select Service.
3. Click Search.
4. Notice only service job type’s display in the search results. Select the service job you want and click OK.
5. The service job number displays in the Job field. The service job number begins with the prefix SRV, and
then contains the service call number along with a sequential number, starting at 1. This sequential number
refers to the number of jobs created for this service call.
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6. The Part field displays the part defined in the service call.
7. Notice the Required Date is the same date defined in Service Call Center; if you need, you can change this
date.
8. You can add operations to a job in different ways within Service Job Entry. In this example, you will add an
operation using the Engineering > Operation Master sheet. Click the Operation button to find and
select an operation to add to this service job; you want to add a Repair operation to this service job.
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9. Your selected operation displays within the Operations grid.
10. Click and drag the operation onto the Operations node in the tree view. Notice the Repair operation now
displays underneath the Operations node.
You may want to set up standard operations for those

service call operations you use frequently. Within
Operation Maintenance, you can define the labor rate
and the estimated number of hours to complete a Service
Call operation. For more information on Service Call
operations, review the Engineering chapter.
11. Now you want to enter the estimated number of hours the service technician needs to complete this
operation. You do this on the Job Details > Operations > Service sheet.
12. Because the service contract associated with the service call from which this service job was created covers
labor, the Billable check box is clear; however, you can change this option.
13. The Service Rate is the hourly rate charged for this service. If the operation is maintained within Operation
Maintenance, this field displays for your information and you cannot change this value.
14. Enter the estimated number of hours this service call operation requires in the Estimated Hours field.
15. The total estimated cost of the service call operation displays in the Amount field.
16. If this operation is a subcontract operation, you can use the Subcontract section to enter the estimated
cost per unit for a material quantity worked on during this service.
17. Select the Job Details > Operations > Detail sheet.
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18. To set the operation as mobile, select the Mobile Operation check box.
Select this check box to mark the operation in focus as a Mobile Operation. Once you select this check box,
the operation will be moved to Epicor Mobile as a job.
A mobile operation must satisfy one of the following criteria:
• At least one resource marked as Epicor Mobile Resource must be linked to a mobile operation in Job
Entry and an Employee record in Employee Maintenance. The resource must be set as Location in the
Resource Group Maintenance > Resources > Detail sheet.
• At least one resource group that includes a resource marked as Epicor Mobile Resource must be linked
to a mobile operation in Job Entry. The resource group must be set as Location in the Resource Group
Maintenance > Detail sheet.
When you assign a Resource Group record, which contains

a mobile resource, to a Mobile operation in Job Entry, the
Resource field located in the Job Entry > Job Details >
Operations > Scheduling Resources > Detail sheet must
be void.
19. When finished, click Save on the Standard toolbar. The estimated service cost for this line is now updated
within Service Call Center – Line - Line Pricing.
Add Material
You also add material to this service job.
1. You can add material in different ways within Service Job Entry. In this example, you add material using the
Engineering > Parts sheet. On the Engineering > Parts sheet, click the Part button to find and select the
material needed for this service job. In this example, you want to add material DSS-1020.
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2. Your selected part displays within the Parts grid.
3. Click and drag the part onto the Materials node in the tree view. Notice the DSS-1020 material now displays
underneath the Materials node.
4. Now you need to define the reason this new part is needed and make any adjustments to the unit price of
the material. You do this on the Job Details > Materials > Material Service sheet.
5. Select the reason this material is needed on this service job from the Reason drop-down list.
6. If this added material is for a miscellaneous charge, such as travel expenses, select the service call billing
charge code from the Misc Charge drop-down list.
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7. Because the service contract associated with the call on the service job covers material, the Billable check
box is clear; however, you can change this value. In this example, you bill the customer for this material.
8. The Unit Price is the sales price defined for this material within Part Maintenance; if you need, you can
change the unit price. If this material is for a miscellaneous charge, you enter the charge here.
9. The Ext Price displays the gross extended line total for this material. It is calculated by multiplying the
Qty/Parent value, defined on the Job Details > Materials > Detail sheet, by the Unit Price.
10. When you finish, click Save on the Standard toolbar. The estimated material cost for this line is now updated
within Service Call Center > Line > Line Pricing.
Engineer and Release the Service Job
You are ready to schedule and release this service job.
1. On the Job sheet, select the Engineered and Released check boxes.
In this example, the service technician will repair the part on-site. However, if needed, you could have the
part returned to your facility for repairs. In this case, you may need to schedule the service job in a similar
way as scheduling manufactured jobs.
2. When finished, click Save on the Standard toolbar.
Once a job is released, you can report labor against the job within Time Entry. For more information on how to
add time entries, review the Time Management chapter.
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Time Entry
Time and Expense Entry is the tool you use to enter time records against specific operations on selected service
jobs.
Menu Path: Service Management > Field Service > General Operations > Time and Expense Entry
To enter a new time record:
1. Click the Employee ID button and search for and select an Employee ID.
2. Click the Down Arrow next to the New button and select New Time.
3. The fields on the Time > Daily Time > Summary > Detail sheet open for data entry. In the Payroll
Date field, enter the date on which the labor occurred.
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4. From the Shift drop-down list, select the shift during which you performed the labor.
5. Default time values populate the Clock In, Clock Out, and Lunch panes. If you need, you can edit these
times.
6. The total hours display in the Pay Hours field.
You are now ready to enter the labor details.
Time and Expense Entry - Details
You use the Time > Daily Time > Detail > Detail sheet to define on which job and operation the labor occurred.
You can enter as many details as you need to account for the total labor time that displays on the Time > Daily
Time > Summary > Detail sheet.
To enter a time detail:
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2. The Time > Daily Time > Detail > Detail sheet displays. From the Labor Type list, select the labor that
was performed. The available options are Indirect, Project, Production, Service, and Setup.
3. Enter the Job, Assembly, and Operation for the labor transaction.
4. If the labor for this service call is complete, select the Service Call Labor Complete check box.
5. In the Labor Qty field, enter the quantity that resulted from this labor detail.
6. In the Labor section, use the Clock In and Clock Out values to define how long you worked on the operation.
7. If this labor transaction completes the operation, select the Opr Complete check box.
transaction. You can change these options as needed.
9. Enter a Billable Service Rate associated with an employee selected in the Employee ID field.
The value that defaults in this field comes from the fixed rate defined on the Expense Code assigned to
an employee. The Expense Code is assigned in the Expense field located on the Employee Maintenance >
Mobile > Labor Rate > Detail sheet. This value determines the actual and billable service rates on the Line
Pricing sheet in Serv ice Call Center.
This field only displays if you select the Advanced Labor

Rates check box on the Company Configuration >
Modules > Production > Job sheet.
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11. To complete your time record, click Submit to send through the appropriate approval process.
You have now completed a time detail record. Each record posts actual hours, labor costs, and burden costs
against jobs.
Invoice a Service Contract Call
In this example, the technician reported labor against the service job within Time Entry, indicating the service call
labor is complete. The technician also reported the material as consumed within Mass Issues to Manufacturing.
As labor is reported, material consumed, and miscellaneous charges added, the actual and billable costs update
within Service Call Center – Line - Line Pricing.
When you issue all material to the service job and report all labor against the service job, the status of the service
job changes to Complete within Service Job Entry, and the status of the service call within Service Call Center
changes to Closed. Once the status of the service call is closed, you can invoice the service call.
AR Invoice Entry
Use AR Invoice Entry to generate an invoice for a service call. For more information on how to generate invoices,
review the Customers and Accounts Receivable chapter.
To generate an invoice for a service call:
2. In the Group field, enter the identifier for the entry group.
3. Define the Invoice Date and the Apply Date for the group.
4. You are now ready to add the field service call. Click the Actions menu.
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5. Highlight the Get sub-menu and select Field Service Calls.

The Generate Field Service Invoices window displays.
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6. Click the Sold To Customers button to find and select the customer that you are invoicing for the service
call.
7. To only create invoices for specific call types, click the Call Types button to find and select a specific call
type.
8. To manually select one or more field service calls, click the Manual Selection button. A Service Call Browse
window displays all closed service calls that correspond to the selected sold to customers and call types.
Select a service call in the list and click Select to select the service call or click Select All to select all service
calls in the list. Click OK to close the window.
You can also use the Shift and Ctrl keys to select multiple
service calls in the list. You can then use the Select or
Clear buttons for the selected service calls.
9. Click Select All. Select Yes on the message window that displays. Click Ok to confirm the number of created
invoices.
For more information on how to generate invoices, review the Customers and Accounts Receivable chapter.
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Reports
This section describes some key field service reports you use to monitor service contracts and service calls. You
can run these reports whenever you need. You can also set up each report to generate and print through a
recurring, automatic schedule. Review the Automatic Data Processing chapter in Epicor ERP Implementation
Guide for information on how you link a report to a recurring schedule.
Service Contract Status
The Service Contract Status Report summarizes your existing service contracts by customer, parts, and contract
codes for the specified time period.
Menu Path: Service Management > Field Service > Reports > Service Contract Status
To generate this report:
1. Use the From and To fields to specify the date range of service contracts on the report.
2. Select the Contract Status of the service contracts you would like to see on the report. Valid selections
include All, Active, Expired, or Both.
3. Use the Filter sheet to filter the report by Contracts, Customers, and Parts.
4. Select the report output format.
5. To review the report before printing, click Print Preview on the Standard toolbar.
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Service Contract Analysis
The Service Contract Analysis Report summarizes your current service contracts by customers, parts, and contract
codes for a time period you specify. This report compares the invoiced price of contracts with non-billable costs
incurred on service calls issued against the contract.
Menu Path: Service Management > Field Service > Reports > Service Contract Analysis
1. Use the From and To fields to specify the date range of service contracts currently in effect to analyze on
the report.
2. Select the Contract Status of the service contracts you would like to see on the report. Valid selections
include All, Active, Expired, or Both.
3. Use the Filter sheet to filter the report by Customers, Parts, and Contract Codes.
Service Call Status Report
The Service Call Status Report summarizes service call status by customers, parts, and call types for a time period
you specify. You can also include the technicians, services, materials, and miscellaneous service charges assigned
to the service call.
Menu Path: Service Management > Field Service > Reports > Service Call Status
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1. Use the From and To fields to specify the date range of service calls entered on the report.
2. Select the Call Status of the service calls you would like to see on the report. Valid selections include Open,
Closed, or Both.
3. Use the Details section to choose the information assigned to the service call such as the technicians,
services, materials, and miscellaneous service charges.
4. Use the Filter sheet to filter the report by Customers, Parts, and Call Types.
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Service Technician Dispatch
The Service Technician Dispatch report summarizes your technician dispatches for the specified time period.
Main Menu Path: Service Management > Field Service > Reports > Service Technician Dispatch
1. Use the Begin and End fields to specify the date range of scheduled service calls you want to review.
2. Optionally, select the Page Break per Technician check box to indicate a new page should start each time
the report encounters a new technician (employee).
3. Use the Filter sheet to limit the report data to only display dispatches for specific Employees.
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Epicor ERP Application User Guide Engineering | Chapter 11
Chapter 11: Engineering
Use the Engineering module to accurately define the components, subassemblies, and operations your company uses
to manufacture parts. The components and subassemblies define the bill of material for a part; the operations define
the routing for a part. Together, the bill of material and the routing are the method of manufacturing. As your
manufacturing practices evolve, the application will continuously update the method of manufacturing to reflect these
changes. By effectively leveraging these engineering features, your company can precisely follow the manufacturing
steps required for your product line.
The part revision drives the engineering functionality. Before you can enter any bill of materials or routing information
on the part, you must create at least one revision for it. After the revision is created on the part record, you check out
this initial revision to an Engineering Change Order (ECO) Group; this record tracks the description, reason, and approvals
for the revision. You can then create the bill of materials and routing information for this revision.
You can also engineer alternate methods for each part revision. Use this feature when the revision must be manufactured
differently – for example, when it is assembled through a slightly different method at another Site. These alternate
methods then reflect the specific process used at each Site within your company.
Before you begin engineering your parts, you need to set up some key records using the Resource Group Maintenance,
Operation Maintenance, and Part Maintenance programs. After you finish defining these records, you engineer your
parts through the Engineering Workbench. Run this program to design and update the processes used for each part
manufactured by your company.
Setup
This section describes the primary records you need to create for the Engineering module. These programs are
contained within the Setup folder for this module. Only the primary records are described here. Some areas within
the next Operations section may also document setup records if they are required for a specific workflow.
You also need to set up some parameters within Company Configuration. The Engineering module has global
settings you need to define through this administration program. For more information, review the application
help for the Engineering module; the Configuration topic details the options you define in Company Configuration.
You can also review the Company Configuration chapter in the Epicor ERP Implementation Guide.
Resource Groups
You manufacture a part through the combined effort of equipment, tools, and people. You can define each of
these items within your manufacturing process using Resource Group Maintenance
A resource is a specific manufacturing asset. A resource can be a piece of equipment like a punch press or a laser
wire marking machine, a tool required to produce components, or an employee like a setter, or operator. A
resource group pulls similar equipment and employee skills together, defining a specific aspect of your
manufacturing center. Resource groups can also define equipment and skills that are placed together within a
physical location.
Note that within Resource Group Maintenance, you cannot view or maintain resource groups or resources that
were created in a site other than where you are logged in.
Menu Path: Production Management > Engineering > Setup > Resource Group
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Chapter 11 | Engineering Epicor ERP Application User Guide
2. In the Resource Group field, enter an identifier for the new group.
3. Enter a Description for the resource group.
4. Click the Department drop-down list to select the department that will collect information on multiple
resource groups for various reports.
5. Click the Calendar button to find and select the calendar for this group. You can also enter the calendar
ID directly. This value is the default calendar used for resources created within the group. For more information
about Production Calendars, review the Sites chapter in the Epicor ERP Implementation Guide.
6. If this resource group is a physical place within the manufacturing center, select the Location check box.
Selecting this check box causes the resource group to be defined as the destination on the shop floor where
both raw materials and partially completed product quantities are delivered. It also indicates where completed
product quantities are picked up from this resource group to be sent to the next operation, shipped to the
customer, or received to inventory.
Location resource groups also define the primary amount of manufacturing burden (overhead) placed against
a labor transaction. Because of this functionality, a resource group defined as a location controls the amount
of actual burden placed against an operation. The burden rate defined on a location resource group overrides
any burden rates used on the primary resource group selected for the job operation. When a shop employee
enters labor against a location resource group, the burden rate from this resource group is used on the labor
transaction, instead of the burden rate from the planned resource group on the job operation. You use this
feature to allocate burden costs for tooling, product fixtures, and so on in order to include them in actual
burden amounts.
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7. Define the burden rates for both Production and Setup. Burden is the overhead cost, like machine operation
costs, that occur while this resource group runs.
8. Indicate how this rate calculates by using either the Flat or Percent method. The Flat method uses the
Costing Burden Rate as a flat hourly rate; this value is multiplied by the hours posted against a job to
determine the total burden cost. When you select the Percent method, the Costing Burden Rate is a
percentage of the shop employee’s Labor Rate and is multiplied by the hours posted against a job to determine
the total burden cost.
The Setup value defines the cost that occurs while the
resource group is readied for production. The Production
value defines the cost that occurs while the resource group
is manufacturing materials.
9. Define the labor rates for both Production and Setup. Labor is the cost of the time employees spend
working within the resource group.
10. In the Crew Sizes fields, enter how many shop employees work within this group. You can have different
crew sizes for setup and production.
11. In the Scheduling Blocks field, enter how many resources one operation needs in order to be complete.
The scheduling program divides the production time by the number of scheduling blocks you enter here.
12. The Queue Hours field defines how long materials wait before work begins on them. During scheduling,
this time is added to the estimated production hours.
13. The Move Hours field indicates how long materials wait after the last operation is complete before they
move on to the next resource group. During scheduling, this time is added to the estimated operation hours.
Now that you have entered the main information for the resource group, you are ready to enter the group’s
resources
Resource
You also use the Resource Group Maintenance program to create the resources that make up the resource group.
A resource is a specific manufacturing asset. A resource is a piece of equipment like a punch press or a laser wire
marking machine, a tool required to produce components, or an employee like a setter, or operator.
To define resources on the Resources > Detail sheet:
1. Click the Down Arrow next to the New button; select New Resource.
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2. The Resources > Detail sheet displays. In the Resource field, enter the unique identifier for the resource.
3. Enter a Description to identify the resource. This text displays on various reports and windows throughout
the application.
4. Optionally, select the Finite Capacity check box to indicate the resource works only during a specific number
of hours each day. Any operation linked to this resource is not scheduled over this capacity limit.
5. The default Production Calendar selected for the resource group displays in this field. Either enter or search
for and select the production calendar you need.
If you clear this check box, the global scheduling

functionality calculates this resource for infinite capacity.
This means that multiple operations can be scheduled on
this resource at the same time. For more information,
review the chapter on Scheduling.
6. If this resource is a physical place within the manufacturing center, select the Location check box. Selecting
this check box causes the resource to be defined as the physical location on the shop floor where both raw
materials and partially completed product quantities are delivered. It also indicates that complete product
quantities are picked up from this resource to be sent to the next operation, shipped to the customer, or
received to inventory.
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Location resources also define the primary amount of manufacturing burden (overhead) placed against a
labor transaction. Because of this functionality, a resource defined as a location controls the amount of
actual burden placed against an operation. The burden rate defined on a location resource overrides any
burden rates used on the primary resource selected for the job operation. When a shop employee enters
labor against a location resource, the burden rate from this resource is used on the labor transaction, instead
of the burden rate from the planned resource on the job operation. You use this feature to allocate burden
costs for tooling, product fixtures, and so on in order to include them in actual burden amounts.
7. Click the Input Warehouse and In Bin drop-down lists to define the warehouse and bin from which this
resource pulls its material.
8. Click the Output Warehouse and Out Bin drop-down lists to define the warehouse and bin that receives
material from this resource.
9. Click the Backflush Warehouse and Backflush Bin drop-down lists to define which warehouse and bin
backflushes materials to this resource. If the In Bin does not have enough on-hand quantity, materials are
issued from this location instead.
10. The Costing Burden Rates area defines the setup and production burden rates this resource uses. To pull
in the rates from the resource group as a default, select the Use Resource Group Values check box.
11. The Costing Labor Rates area defines the setup and production labor rates this resource uses. To pull in
the rates from the resource group as a default, select the Use Resource Group Values check box.
12. Use the Scheduling section to define how operations at this resource are scheduled. If the resource uses
the same options as the resource group, select the Use Resource Group Values check box.
For details about the scheduling functionality, review the

chapter on Scheduling.
You next must indicate the days on which work will not be performed within this resource group.
Calendar Exceptions
Use the Calendar Exceptions sheet to define specific days and hours when work does not occur within the current
group. This prevents the scheduling functionality from assigning production hours during these inactive times.
To define calendar exceptions:
1. Click the Calendar Exceptions tab.
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2. Select the date on which the hours normally worked on that date will be different. In this example, you
select April 9th.
3. Click the Calendar Exceptions button.
4. The Calendar Exception window displays. Note both the resource group and the date display on the title
bar.
5. Select or clear the check boxes to indicate the hours during which work will or will not occur on this date.
6. Click OK.
7. A Calendar Exception icon displays on the date you modified.
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Operations
Operations define actions your shop employees perform during the manufacturing process. Operations interact
with resource groups and resources so you can precisely calculate the costs in time, burden, and labor each
operation takes to complete.
Menu Path: Production Management > Engineering > Setup > Operation
To create operations in Operations Maintenance:
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2. In the Operation field, enter an identifier for the operation.
3. Enter a Description of the operation.
4. You can select two types of operations. A Manufacturing operation is an action used during production.
A Service Call operation is an action used during field service repairs. Select the type that applies to this
operation.
5. The Text field displays standard comments that print on various reports. These comments are used when
the operation is used on a quote, job, or part method.
6. To select the resource groups or the resources used to run this operation, click the Down Arrow next to
the New button; select either New Resource Group Requirement or New Resource Requirement.
7. For this example, you are linking this operation to a resource group. To do this, navigate to the Scheduling
Requirements > Resource Groups sheet.
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8. In the Resource Group ID field, find and select the resource group you want to add to the operation. To
do this, right-click this field. From the context menu, select Open With and then Resource Group Search.
9. Use the Resource Group Search program to find the resource group that you need to run this operation.
10. The resource group you selected displays within the Resource Group List grid. Repeat these steps to add
the resources and resource groups that run this operation.
11. Optionally, you can add a restriction on the use of certain hazardous substances that may be added by this
operation during the production process. To do this, click the Down Arrow next to the New button; select
New Restriction.
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12. The RoHS > Restrictions > Detail sheet displays.
13. Click the Restriction Type drop-down list to select the appropriate restriction type. The default description
from the selected restriction type displays.
14. Click Save.
15. Click the RoHS > Substances > Detail tab.
16. Review the substances included in the selected Restriction Type. For each substance, enter a Substance
Weight, which defines the default weight of the substance per primary part of the Unit of Measure.
When your operations are defined, you are ready to enter your part record.
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Base Part Records
The base record used during the engineering process is the part. Each part record can contain multiple revisions,
so the part record can evolve as changes and innovations occur within your company. Part records define all
aspects of the part – including its unit of measures, sites, and lots.
Menu Path: Production Management > Engineering > Setup > Part
To create a new part:
2. In the Part field, enter a number for the part. This value is the identifier for the part throughout the
application.
3. Enter a Description for the part. This description prints on sales orders and AR invoices.
4. Click the Type drop-down list and select Manufactured. This indicates the part is assembled by your
company.
5. Define the UOM Class for the part. The UOM Class represents a combination of unit of measures valid for
the part and the factors used to perform conversions to the base UOM.
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6. Select the Primary UOMs for Inventory, Sales, and Purchasing. These represent the units of measure in
which this item is normally sold, quoted, stocked, or purchased.
7. Now define the Sales Unit Price of the part. This price is the default price used for this part when entering
a sales order. This value is just the base price; it can be modified later by any price breaks you enter.
8. Use the drop-down list next to the Sales Unit Price field to indicate the Price Per quantity associated with
this price. You can sell at this price for every one part, every hundred parts, or every thousand parts.
9. In the Internal Price field, enter how much this part costs when this part is transferred from stock in one
plant to a job in another plant. Once again, define the Price Per value from the accompanying drop-down
list.
10. The next fields are all optional items you can define for various project reporting and analysis functions. For
example, if your company classifies parts by product group, select a Group from this drop-down list. Do
the same for the Class, Warranty, Head/Asm Analysis, and Material Analysis drop-down lists. These
values group together materials operations, assemblies, and headers. You then can run a project analysis
using a specific value you define here, comparing costs contained within each analysis group.
For example, you have a project with multiple jobs that

use material from multiple part classes. If you want to see
how much of the total amount came from these different
part classes, run a project analysis against these class
values to view the segregated costs.
11. If you use Reference categories to group materials for assignment of reference designators, click the
Reference Category drop-down list and select the category, for example, Resistor, LED.
12. If you use tax categories to classify your items for sales tax reporting, click the Tax Category drop-down
list and select an option.
The part record is added to the database. You are now ready to add more details to the part record.
Define the Site
Each part is manufactured at one or more sites within your company. After you define the part’s main information,
indicate which site handles the manufacturing for this part.
Each company automatically has at least one default site. If

your Epicor application has a Multi-Site license, you can define
multiple sites for each company and then select these sites on
your part records.
1. Within Part Maintenance, click the Down Arrow next to the New button; select New Site.
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2. The Part > Sites > Detail sheet displays. Click the Site drop-down list to select the site that manufactures
the part.
3. Click the Primary Warehouse drop-down list to select the main warehouse that stores this part’s finished
quantities.
4. Click the Type drop-down list to select the Manufactured option.
You create site records in Site Maintenance and

warehouse records in Warehouse Maintenance. You
launch these setup programs from the Inventory
Management module.
5. You can also define the site’s planning parameters. To do this, click the Planning tab.
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6. On the Part > Sites > Planning sheet, define the MRP and scheduling parameters for this part at this site.
For example, if you want the Get Details process to create a pull quantity that utilizes existing stock to reduce
the production quantity, select the Auto Consume Stock check box. This causes overrun quantities to be
automatically consumed that have been put into stock.
7. Manufacturing Lead Time is the elapsed time from when production begins on a quantity to when the
quantity is considered complete on the costing lot. This time includes how long it takes to acquire any
constrained materials for the current assembly and how long it takes to manufacture subassemblies needed
to create the current part. You can use the Manufacturing Lead Time Calculation process to automatically
calculate lead time values; this process considers all the variables for manufacturing the complete part from
beginning to end. However, you can override these calculated values and enter the number of days as an
exception value. For more information on this process, review the Manufacturing Lead Time Calculation
8. Enter a Cumulative Time value. This value is the sum of the manufacturing lead time plus the material lead
time. It incorporates the lead time of the longest constrained material requirement found on any of the
sub-assemblies.
9. Enter a This Level Time value. This value is the time required to build the job cost quantity of the part; it
assumes the required materials are available.
Many other fields and sheets within the Part Maintenance

program are available for use by other functions within
the application. These fields are beyond the scope of this
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chapter. To learn about all the available functions, review

the Part Maintenance topics within application help.
The part’s main site information is now defined.
Part Revision
When you finish entering the basic information on the part, you need to create at least one revision for it. You
can then open the part within the Engineering Workbench – where you define the revision’s method of
manufacturing.
To create a part revision:
1. Click the Down Arrow next to the New button; select New Part Revision.
2. The Part > Revisions > Detail sheet displays. In the Rev field, enter the revision identifier. This value
identifies the part revision throughout the application, and it is typically labeled by a letter. For example, A
is the first revision and B is the second revision.
3. In the Effective field, enter or click the drop-down list to select the date on which this part revision becomes
the main revision for this part. The application uses this date to determine the default revision whenever a
part with revisions is selected on a job record.
4. Enter a Description for the revision.
5. If you have an engineering drawing for this revision, enter this file’s identifier within the Draw field.
6. If you use reference designators, select the Validate Ref Designators check box to perform validations for
this part revision. Validations include determining the number of reference designators for each material
record, and verifying that each identifier is unique.
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7. The Configurable check box indicates the revision has either a configuration linked to it or the revision's
bill of materials (BOM), created through the Engineering Workbench, contains a material or subassembly
revision linked to a configuration.
For example, if a Revision is approved, the application launches a Configuration Sequence process (visible
through the System Monitor) that goes through all subassemblies/materials in the current part's BOM and
searches for configurations linked to the part's BOM. If a configuration is found, the part revision is marked
Configurable. The process continues to branch through any part BOM used as a subassembly. If the logic
finds a configuration linked to a subassembly BOM, this subassembly part is also marked as Configurable.
8. The ECO and ECO Group fields are blank. These fields populate after the part revision is checked out within
the Engineering Workbench. This program is explored later in this chapter.
9. Click the Site field drop-down list to select the site that manufactures this part revision. If you only have
one site within your company, this default site displays.
10. If the Co-Parts check box is selected, the selected part has at least one co-part associated with it.
11. Click the Concurrency field drop-down list to select either Concurrent or Sequential. The selected value
determines quantity reporting and costing.
• If sequential, the quantity requirements of the co-parts are factored in the total cost of the revision and
then split according to the labor/material cost split set up in the co-part.
• If concurrent, only the quantity requirement of the main part is considered and then divided by yield
to determine the total cost of the revision. Labor and material cost factors are used to split the costs.
12. The Rough Cut Parameter section includes the Rough Cut Code field. This functionality is described in the
chapter concerning Scheduling.
Alternate Methods
You may have slightly different methods you use to manufacture each part, depending upon various conditions.
If your company manufactures this part in different sites, the method of manufacturing may also vary between
these facilities. To account for these different methods, you can define alternate methods for each part revision.
1. In the Tree View, select the revision level. Click the Down Arrow next to the New button; select New
Alt Method.
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2. The Alternate Methods > Detail sheet displays. Notice the Base Revision Number (in this example, B)
displays within a read-only field.
3. In the Alternate Method ID field, enter a value that identifies the alternate method. Typically, you enter
a number in this field. For this example, a 2 displays, which indicates this method is the second alternate
method for part revision B. The method identifier for this alternate method is now B2.
4. The default plant from the Revisions > Detail sheet displays in the Plant field. If this alternate method is
used in a different plant, select this option from the drop-down list.
5. In the Effective Date field, enter or click the drop-down list to select the date on which this alternate
method becomes the alternate method for this part within the current plant. The application uses this date
to determine the default alternate method whenever a part with revisions is entered.
6. If an engineering drawing was entered for the part revision, this default drawing number is displayed within
the Drawing field. If you need, you can enter a different number.
7. If you use reference designators, select the Validate Ref Designators check box to perform validations for
this alternate method.
The part record, its revisions, and its alternate methods are now defined. You are ready to engineer and ultimately
approve this part using the Engineering Workbench.
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Alternate Parts
Use the Alternates sheet to set up substitute and complement parts for the current part record. A list of part
substitutions is then available when you enter sales orders and purchase orders for this part.
When you select a complement part, the Epicor application adds a new detail line to the sales order or purchase
order. This detail line contains the complement part. When you use a substitute part, however, the Epicor
application substitutes the original part on the detail line with the substitute part.
To define a substitute or complement part:
1. Click the Down Arrow next to the New button; select New Part Alternative.
2. Click the Alternate Part button to find and select the part you want to use to either substitute or
complement.
3. The Description of the alternate part defaults from the selected part record.
4. Select the Alternate Type you want from this drop-down list. Available types:
• Substitute – This alternate part replaces the original part selected on the sales order or purchase order
detail line.
• Complement – This alternate part is a cross-sell part you can sell to a customer considering a purchase.
For example, if a customer purchases a keyboard, a mouse is considered a complement item. A new
detail line is added to the sales order or purchase order for this complement part.
5. If you select the Substitute option, you must select a type from the Substitute Type drop-down list. Available
options:
• Comparable – This part is similar in fit, form, and function to the original part. Use comparable parts
when not enough inventory
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• Downgrade – This part is a lower price (down-sell) you can offer to a customer. Use this part for a
bargain-minded buyer looking for a cheaper alternative to the original item.
• Upgrade – This part is a higher price (up-sell) you can offer to a customer. Use this part to provide a
better version of the same product or service the customer is considering to purchase.
6. In the Suggested Qty field, enter the quantity of the alternate required to match each base unit of measure
for the original part. Enter a numeric value in this field and then select the unit of measure from the
accompanying drop-down list. The number of decimals you can enter depends on the Allow Decimals and
Decimals values defined for the selected UOM code.
For example, the base unit of measure for the original part is Case and the selling unit of measure for the
alternate part is Each. If you enter a quantity of 12 in this field and select the default of Each, a 12 quantity
of Each of the alternate part is required to equal one Case of the original part.
7. If you need, enter any additional Comments you want for the alternate part.
8. Select the Default check box to indicate this part is the first alternate option available on the current part
record. You can only select one alternate part as the default option.
9. Continue to add the alternate parts you need. When you finish, click Save on the Standard toolbar.
Restricted Substances
Use the RoHS (Restrictions on the use of certain Hazardous Substances) sheets to indicate the current part complies
with the weight limits defined for hazardous substances used in electrical equipment, electronic equipment, and
other materials. Different legislative bodies, such as the European Union or the state of California, have defined
these weight limits to reduce accumulation in landfills. Use these sheets to indicate the current material meets
these restrictions for the various localities that may receive the part.
Restrictions
To begin using this functionality, you first specify a substance restriction type for a part. Each restriction contains
some overall parameters you define first before you select the substances included with this restriction.
To add a restriction to the current part:
1. Click the Down Arrow next to the New button; select New Restriction.
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2. The Reporting > RoHS > Restrictions > Detail sheet displays.
3. Select the Restriction Type from the drop-down list. The current restriction types display as options on this
list; select the one you need.
To learn how to create restriction types for use throughout

your Epicor application, review the Part Parameters chapter
within the Epicor ERP Implementation Guide.
4. The Description for the restriction type displays.
5. Select the Override check box to indicate a weight roll-up will not be calculated for this restriction. You
then enter the restriction amount manually within the Substances sheet. Selecting this check box also causes
the Compliance Date to automatically display the current date.
6. The Compliance Date displays the date on which the roll-up process was last run. This field populates when
the Override check box is selected or when the RoHS Compliance process successfully runs.
7. The Last Roll-Up field displays the date on which the last roll-up process was run against this restriction.
8. If the current restriction can no longer be used against this part, select the Inactive check box. The roll-up
process then ignores this restriction.
9. The compliance status icon indicates the results of the RoHS Compliance process. Available options:
• Not Applicable (yellow) – No substances are selected.
• Non-Compliant (red) – One or more substances are selected, but the roll-up has either not run or has
failed.
• Compliant (green) – One or more substances are selected and the roll-up was successful.
• Exempt (yellow) – All substances are not subject to RoHS compliance
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Substances
After you define the restriction for the part, you can then specify the substances, by weight percentage, included
for the current restriction.
You must enter an exempt date for substances exempt for a specific part. After this date, the substance can be
declared as exempt or restricted again. You can also enter an exempt certificate for the substance.
To add a restricted substance to the part record:
1. Click the Down Arrow next to the New button; select New Restriction Substance.
2. The Reporting > RoHS > Substances > Detail sheet displays.
3. Select a Substance from the drop-down list. All the substances available within your application display;
select the option you need.
To learn how to create restricted substance records for

use throughout your Epicor application, review the Part
Parameters chapter in the Epicor ERP Implementation
Guide.
4. The Description for the selected substance automatically displays.
5. Enter the Substance Weight restriction and select the Unit of Measure value you need for the current
substance. This value defines the limit for which the restricted substance can be used within the current
part.
6. Select the Exempt check box to indicate the current substance is not subject to RoHS restrictions.
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7. Enter the Exempt End Date on which the current substance will no longer be subject to RoHS restrictions.
If this date is equal to or before the current system date, the substance can be exempt.
8. If you need, select the Exempt Certificate to help verify this exemption. This value is the identifier of the
document that validates the exemption.
9. To cause this substance to be ignored during the weight roll-up process, select the Override check box.
10. Continue to update or add the substances you need to this restriction type. When you finish, click Save on
the Standard toolbar.
Operations
This section describes the operations available in the Engineering module. Each operation is described as a
RoHS Part Compliance
If you have defined restrictions on the use of certain hazardous substances, you can use the RoHS Part Compliance
Process to run the job compliance roll-up process for the engineered parts. The process generates a log file with
the compliance status of each assembly, material, operation, and substance.
Menu Path: Production Management > Engineering > General Operations > RoHS Part Compliance Process
The RoHS Part Compliance Process window displays. You can now run the compliance for a specific restriction
type or part.
To run the job compliance:
1. Select the Processing Options method you need. The Net Change process is the default method.
You can run a Net Change, which only updates records either updated or added since the last time you
ran this process. You can also select Regenerative, which completely verifies all the current restricted
substances within your application.
2. You can also click the Filters tab to limit the information that displays.
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3. Enter filters for the Restriction Type and Parts you want to use for the compliance process.
4. Click Submit on the Standard toolbar to run the compliance process.
Engineering Workbench
The Engineering Workbench is the main program you use to build and maintain a method of manufacturing for
a part. A method consists of two key components – a bill of materials (BOM) and its routing. The BOM is a list
of all the component and subassembly parts needed to produce the final part. The routing defines all the operations
and shop resources needed to produce the final part quantity.
The Engineering Workbench contains all the functionality required to engineer your parts. The next sections of
this chapter give you an overview of this program’s many functions.
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Create a New ECO Group
The Engineering Workbench organizes its data through Engineering Change Order (ECO) Groups. Before you
can create or edit a part revision, you must create an ECO group that maintains and tracks the part revision
changes.
To create an ECO group:
2. In the Group field, enter the new group's identifier.
3. Now, in the Description field, enter a reason for the ECO group. Use this field to indicate which part or
parts are engineered through this ECO group.
4. In the Due Date field, enter or click the drop-down to select the date by which this group’s part revisions
need to be complete.
5. Now indicate when these part revisions are available for manufacturing within the Effective Date field.
The application uses this date to determine the default revision whenever a part with revisions is entered
on a job or quote.
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6. By default, the Single User check box is selected. This indicates that only one user can have this ECO group
active at a time. If this check box is clear, multiple users can access this group simultaneously.
Although multiple users can be in the same ECO group,

only one user can access a part revision at a time.
The ECO group is added to your database. You are now ready to check out part revisions to this group and
develop part methods for each revision.
Check Out Parts
Before you can engineer a part revision, it must be checked out to the ECO group. To do this, you launch a
command from the Actions menu.
1. From the Actions menu, click Check Out Part.
2. The Part Revision Checkout program displays. Either directly enter the part number you want to engineer,
or click the Part button to find and select it.
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3. All the part record’s revisions and alternate methods display within this program’s grid. Select the revisions
and alternate methods you want to check out to this group. For this example, part revision C and its alternate
method, C2, are selected.
4. Click OK.
A warning message displays indicating this revision and its alternate methods are checked out to this ECO
group. Click OK again.
5. The part revision you previously created in the Part Maintenance program displays within the Engineering
Workbench. You may begin modifying this part’s method of manufacturing.
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Copy Existing Methods
When you first check out a new revision, it does not have any operations and materials. A quick way to begin a
new part revision is to pull in an existing method of manufacturing from a previous revision. You can then use
this method as a base for your changes to this new revision.
To pull in an existing method of manufacturing from a previous revision:
1. From the Actions menu, select Revision > Get Details > Get from Methods/Jobs/Quotes.
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2. The Get Details window displays. Notice the revisions for the current part display in the grid.
3. Select the revision that has the method you want to use. For this example, select revision A.
4. Click OK.
5. The method from revision A is now pulled into revision B. Its operations and materials display within the
Tree View. You are ready to make the changes you need to the existing method.
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Modify a Routing
When the operations from the previous revision are loaded into the Engineering Workbench, you can modify
them as you need.
1. In the Tree View, select the operation you need to change. The Method of Manufacturing > Operations
> Detail sheet displays, and the selected operation automatically populates the fields on this sheet.
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2. The key field is the Operation drop-down list. Use this list to select the operation that runs at this point in
the routing.
3. The Opr field displays the sequence number that uniquely identifies each operation on an assembly. This
number is assigned in increments of 10. You can insert new operations (for example, 15) between other
operations.
4. The Description field displays the default description for the selected operation. You can edit this field.
5. The Labor Reporting Resource area contains the scheduling resources used for this operation’s setup and
production. The default values are the Production and Setup selected on the operation record. If you need,
you can change these values.
All the operations you define through the Operation

Maintenance program display on the Operation list. Before
you use the Engineering Workbench, you must first create
the operations you want to use through this maintenance
program.
6. The Setup Per Scheduling Block area contains fields that define this operation’s setup. Enter the amount
of Hours to prepare this operation. If an additional part quantity and setup time is needed, enter these values
in the other fields.
7. In the Scheduling Factors area, you indicate what relationship this operation has with the preceding
operation. The three options are Start-To-Start, Finish-To-Start,and Finish-To-Finish. They indicate
whether this operation starts at the same time as the preceding operation, begins when the previous
operation ends, or finishes at the same time as the previous operation.
8. If you can advance a complete part quantity on the current operation to the next operation before the
operation is complete, select a Send Ahead Type from the drop-down list. You can use this functionality
when the current and previous operations have a Start-To-Start relationship. Available options:
• Hours – Any quantity manufactured after an elapsed time can be moved to the next operation.
• Pieces – A specific complete quantity can be moved ahead to the next operation.
• Percentage – When a percentage of the total quantity is complete, this quantity percentage can be
moved ahead to the next operation.
9. You then indicate the quantity that can be moved to the next operation through the Send Ahead
Offset field. Enter a number that reflects the Send Ahead Type – hours, pieces (a quantity value), or a
percentage.
You define within Site Maintenance whether the Send

Ahead modifier is based on either the Setup Start Time
or the Production Start Time. Depending on what you
select, the Send Ahead calculation estimates what
production quantity can be advanced by including or
ignoring the setup time.
10. Click the Labor Entry drop-down list to define how labor is entered for this operation. The valid options
include:
• Backflush
• Quantity Only
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• Time and Quantity

• Time - Backflush Qty
11. The Qty/Parent field indicates how many times this operation must be run on one part. This value is
multiplied against the operation quantity to figure out how many times this operation runs at this point in
the routing.
12. The Prod Std (Production Standard) field defines the rate of production for this operation. The default value
from the operation record displays in this field, but you can change it if you need.
13. The Production Standard value you enter depends upon the Standard Format. You can define the Production
Standard by number of pieces, hours, minutes, or operations. These two values calculate the total estimated
production hours for this operation.
Continue to make any changes you need to each operation within this method. This part revision’s routing is
then correctly engineered.
New Operations
You can also use the Engineering Workbench to add new operations to the part revision’s method.
1. From the Actions menu, select Operation. Valid selections for the Operations submenu display.
2. You can add an operation step run internally by your manufacturing center, a subcontract operation step
completed by a supplier, and a scheduling resource.
You can only add multiple scheduling resources to an

operation if the Advanced Planning and Scheduling (APS)
module is installed.
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Modify Bill of Materials (BOM)
You can change the materials required to manufacture the part revision in the same way you modify a routing
1. Select the material you need to change on the Tree View. The Method of Manufacturing > Materials >
Detail sheet displays, and the selected material automatically populates the fields on this sheet.
2. The main field on this sheet is the Part field. This value is the identifier for the material required in this part
of the BOM. If you need to change this part, you can enter it directly or click the Part button to find and
select it.
3. The Description field displays the default explanation for the selected part. If you need, click the
Description button to review the Extended Description for this part.
4. The Mtl Seq (Material Sequence) field indicates at which point in the method this material is needed. You
can change this value.
5. If this material is required at a specific point within the routing, enter the specific Operation in this field.
You can enter this operation directly or click the Operation button to find and select it.
The operation you select here is used to calculate a

Material Required Date when you use this method on a
job. For more information, review the chapter on
Scheduling.
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6. Specify the Assembly Options for this part material. Available options:
• Pull as Assembly – Select this check box to indicate this material requirement should be manufactured
as it is needed. Clear the check box to indicate this material requirement should be pulled from stock.
If the check box is clear, the material is pulled into the job or quote as a material with no related
manufacturing details. If the check box is selected, the material creates an assembly record on the job
or quote, and all material and operation manufacturing details are pulled over.
• Plan as Assembly – Select this check box to indicate this material requirement is fulfilled from stock,
but if not enough stock is available during the manufacturing lead time, it will be planned as a subassembly
by the MRP process.
• View as Assembly – This setting indicates whether all the material required to make a subcomponent
part should display in the bill of materials. If you select this check box, the material required to make this
component displays in the parent part’s bill of materials. If you clear this check box, the item’s material
will not display in this bill of materials.
• Reassign Serial Number to Assembly - Select this check box to designate if serial numbers from the
associated job material/subassembly can be reassigned as the serial number of the parent assembly (top
assembly) itself when reworked using a job. You can report time against this type of operation, if required,
and receive the same serial part back to stock, to another job, or ship directly from a job.
7. The Qty/Parent field defines the quantity of material needed to produce one part. This value is used to
calculate the quantity of material that is needed to manufacture the final part quantity on the job.
You can enter a zero quantity if the material is optional to the process (e.g., an instruction manual).
8. If you use reference designators, for example to match a schematic to a board layout, click the Reference
Designators tab.
9. To create and link reference designators to the specific material, first you enter the number of identifiers
needed in the Required Ref Designators field.
10. You can create the reference designators individually, or you can create a range of reference designators
for the number of identifiers required. To create a range, enter a Prefix and Suffix, if desired, and click
Add Range.
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11. A series of individual reference designators are automatically created for that range. For each line, enter the
XYZ coordinate and Rotation information, and the Description.
In order to use reference designators, you need to create

reference designator categories. For more information,
review the Part Parameters chapter in the Epicor ERP
Implementation Guide
12. If you use restrictions on certain hazardous substances, you can assign or change the specific compliance
weight of each material. To assign or change a weight, click the RoHS tab.
13. Enter the Material Weight. This value defaults from the Part master for the specific material. Any material
within the weight limit is considered in compliance with your RoHS restriction policy.
14. You can also change the restriction type and substance information associated with this material. To do
this, use the fields on the Restrictions and Substances sheets.
Continue to make any changes you need to each material within this bill of materials.
New Materials
You can also use the Engineering Workbench to add materials to the part revision’s method.
1. From the Actions menu, select Material > Add Material.
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Co-Parts
Use the co-parts functionality to define a method of manufacturing that can produce multiple parts (co-parts)
on a single job.
During some part manufacturing processes, you can produce additional parts as by-products from a primary part.
You can also produce two nearly identical parts at the same time using similar routing. An example of this is a
left and right bracket (with different part numbers) where the only functional difference in the two parts is the
bend operation or the placement of the drilled holes. Four examples are shown below.
To use the Co-Parts functionality, you must have an Advanced

Production license.
Example 1
Part A has co-parts B and C. B and C are only built when part A is built.
Part A B C
Co-Part B, C None None
Method Yes - ABC No No
Result ABC Nothing Nothing
Example 2
Part A has co-parts B and C, but B and C could have independent demand.
Part A B C
Co-Part B, C None None
Method Yes - ABC Yes- B Yes - C
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Result ABC B C
Example 3
Parts A, B and C are always produced together and could have independent demand.
Part A B C
Co-Part B, C A, C A, B
Method Yes - ABC Yes - ABC Yes - C
Result ABC B C
Example 4
Part A has B and C as co-parts but B and C have co-parts D and E, respectively.
Part A B C D E
Co-Part B, C D E B C
Method Yes - ABC Yes - BD Yes - EC Yes - DB Yes - EC
Result ABC BC EC ED EC
Co-Part Methods
In Engineering Workbench, you can establish the yield per quantity of the co-parts, their costing ratios, and
whether this revision will be used to cost the co-part. Once this data is entered in the Engineering Workbench
(on the Revision > Co-Parts sheet), it is automatically pulled into the job or quote when you select Get Details.
1. To select a new co-part for the identified primary part, click the Down Arrow next to the New button;
select New > New Co Part.
2. Click the Part/Rev button to find and select the part number and revision for the co-part.
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3. Use the Yield Per field, enter how many of the specified co-part will be made when one quantity of the
4. If you need, you can further define the costs by entering values in the Material Cost Factor and Labor
the primary part.
5. You can select the Prevent Suggestions check box to prevent Material Requirements Planning (MRP) from
creating job suggestions for the co-part. Refer to the Material Requirements Planning (MRP) Technical
Reference Guide for more information on the Primary Suggestions modifier.
6. Select the Primary Costing check box to indicate this revision is used to cost the co-part. The roll-up
calculation then uses the co-part method and applies the costing factors to the total cost of the method
and divides by the Yield Per value. If this check box is clear, the part method is used to determine the job
costs.
Display Other Revisions/Alternate Methods
To modify other part revisions and alternate methods within this ECO group, you must navigate to them using
the Revision > List sheet. As described previously in the Base Part Records section, alternate parts are substitute
and complement parts for the current part record.
To display this sheet:
1. Select the Revision > List sheet.
2. Double-click the revision or the alternate method you want to edit.
The Engineering Workbench now displays this revision or alternate method within all of its sheets. Edit the method
of manufacturing as you need.
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Create New Revisions/Alternate Methods
Just like Part Maintenance, you can also create new revisions and/or alternate methods through the Engineering
Workbench.
1. From the Actions menu, select Revision. Select either New Revision or New Alternate Method.
Approval
When you have completed creating or editing a part revision’s method of manufacturing, you need to approve
it. Only revisions approved for use are available on jobs and quotes.
A revision cannot be approved if any of its operations are not

assigned to a scheduling resource.
To approve a part revision:
1. Click the Revision > Detail sheet.
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2. Select the Not Approved check box.
3. The Approved icon displays.
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The part revision is now approved. After the system clock passes this revision’s Effective Date, this revision becomes
the default version used to manufacture this part.
Part Revision Check In
To complete the engineering process, you must check in the revision. After the revision is checked in, it is available
for use on jobs and quotes. You can only check in approved part revisions. Before continuing, verify the approved
part displays on the Revision > Detail sheet.
1. From the Actions menu, select Revision > Check In.
2. The Description of Change window displays. Make sure this description explains the reason for the change.
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3. Click OK.
Check In Part Revisions and Alternative Methods
You can also check in all the part revisions and their alternate methods at the same time. To do this:
1. From the Actions menu, select Group > Check In All. Click Yes at the verification prompt.
2. The Description of Change window displays; make sure this description explains the reason for the change
and click OK. Another window displays with a list of part revisions checked in through this group; click OK.
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The ECO group is cleared from the Engineering Workbench. All approved part revisions within this group activate
throughout the application.
Express Check Out
You can streamline the engineering process by using the Express Part Checkout program. When you run this
program, you can simultaneously check out a part revision, create a new ECO Group, and launch the Engineering
Workbench.
Menu Path: Production Management > Engineering > General Operations > Express Part Checkout
To check out a specific part revision:
1. Click the Part/Revision button to find and select the part revision you want to check out. You can also
enter the Part/Revision directly.
2. Click the Revision drop-down list to select the revision you want to work on.
3. If you want, you can also check out a specific alternate method. To do this, click the Alternate
Method drop-down list. All the alternate methods created for this part revision display. Select the method
you want.
4. Notice several display only fields – Part Description, Effective Date, ECO Group, and Drawing – populate
with information about this part revision. Review this information to make sure you have selected the correct
revision or alternate method.
5. To immediately display the Engineering Workbench after checkout, select the Launch Engineering
Workbench check box.
6. Click the Checkout button.
7. If you selected the Launch Engineering Workbench check box, this program displays.
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8. Notice a new ECO Group is created. By default, the Group ID displays your User ID as the identifier.
9. The Description field displays Express Checkout as a prefix, followed by your User ID.
10. The Tree View displays the part revision or alternate method you checked out.
You are now ready to engineer the selected part revision or alternate method.
ECO Workflow
A workflow is a series of tasks automatically assigned and routed to ensure processes, like engineering changes
and designing new products, are acted on and completed on time. Tasks are tightly embedded into the application,
so that transactions are updated only if the task is at the right status. For example, when you assign a workflow
to an ECO group, you can track if tasks are complete before an updated part revision is available for production.
This section starts with the setup needed to create the workflow. Then you assign the workflow to an ECO group
and act on the tasks.
Workflow Stage
Workflow stages define the status of an ECO at any time within its workflow; the current stage displays on the
Detail sheet in the Engineering Workbench. You establish these stages in Workflow Stage Maintenance for a
particular workflow type. When you create the ECO task set for your workflow, you assign each milestone task
a workflow stage.
Menu Path: Production Management > Engineering > Setup > Workflow Stage
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To create a workflow stage:
1. Click the Workflow Type drop-down list and select ECO.
3. In the Stage field, enter a unique code that identifies the workflow stage.
4. Enter a Description that further describes this stage.
5. Click Save.
Now you can define tasks and tasks sets for your ECO workflow. The next section discusses this feature.
Tasks
Tasks are the action items, or milestones, created and assigned to each step in the ECO process, from documenting
a proposed change to approving the ECO design. Tasks are also used to track other activities, such as credit or
time and expense approvals.
Menu Path: Production Management > Engineering > Setup > Task
To create tasks:
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2. In the Task ID field, enter the task identifier.
3. The Description displays in the Engineering Workbench as well as in Task Set Maintenance. This program
is described in the next section.
4. The Priority code is not required but can be used to weight the importance of a task. The default is 50;
you can enter a range of 1-99. Priority number 99 is considered least important and will be done later;
priority number 1 is considered most important and will be done earlier.
5. Select the Task Type that corresponds to this specific task.
6. Select the Role Code associated with this task. Only members assigned this role have access to this task.
7. If users are required to complete this task, select the Mandatory check box.
8. You can assign multiple persons within a role to a task. If you want the application to indicate this task (or
milestone) is complete when any person assigned to the task marks it complete, select the Any Approver
check box.
9. The application can automatically send a message, or alert, to specific users when this task is created or
finished. To active this feature, select the Send Alert Complete and the Send Alert Create check boxes.
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Continue to add all tasks you need.
Task Sets
Defining the ECO process workflow you want your team to follow is a key part in making sure new or updated
part revisions are not available to your manufacturing center until complete. You can set up multiple workflow
task sets to either guide or control the process within your engineering environment. They can be as simple as
a “to do” list of guidelines or as complex as a rigid series of mandatory tasks that require electronic signatures
at key milestones. You decide how to best leverage this powerful workflow tool.
Once individual tasks are identified, they are organized into a task set. Within the task set, you organize the
milestones (tasks) into the sequence you want as viewed in the Engineering Workbench, assign responsibility,
define the number of days to complete the milestone, and add any related tasks. You can create complex,
branching workflows that can handle the requirements you need.
Menu Path: Production Management > Engineering > Setup > Task Set
To create a task set:
2. Enter a Set ID.
3. Enter a Description of the Set ID.
4. Click the Workflow Type drop-down list and select ECO. Other types include CRM (Customer Relationship
Management), Case Management, and Time & Expense.
Add Milestones
Now you are ready to add milestones to this task set. A Milestone is a task completed in a specific order (determined
by the task set) and is typically assigned to a specific person. A Related Task is used to describe details about
tasks within tasks. These can be used if one task has several distinct steps within it, each of which merits its own
details
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To add milestones:
2. The Milestones > Detail sheet displays. Accept the default of 10 in the Seq field. Sequence numbers
establish the order in which tasks are done.
3. Click the Task drop-down list to select the first task in this task set.
4. The role assigned to this task displays as read-only in the Required Role field.
5. Click the Current Stage drop-down list to select the stage in which this task is found within the ECI process.
Stages are defined in the Workflow Stage program. Review the previous Workflow Stage section in this
chapter for more information.
6. Optionally, enter the number of days to complete this task in the Days to Complete field.
7. Select the First Milestone check box to indicate this milestone is the first one in this task set.
8. Select the Check Out Allowed and the Check In Allowed check boxes to define if revisions to this ECO
group, at this milestone, can be checked out or in.
9. Select the Workflow Complete Allowed check box if you want the workflow to be marked complete
when this milestone is finished.
10. Continue adding milestones, and related tasks, to the task set until all the tasks are identified. Click Save
Define Next Milestones
Once all milestones are identified, you are ready to establish the order in which these milestones are completed.
1. In the Tree View, select a milestone.
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2. Click the Down Arrow next to the New button; select New Next Milestone.
4. Select the next milestone that makes up this task set from the Next Milestone list. When a user completes
the current task, this next task starts. You can select another milestone available in this task set.
5. Click Save on the Standard toolbar. Continue connecting the remaining milestones to each next milestone.
Workflow Group
You use workflow groups and assign them in the Engineering Workbench to establish a series of tasks to perform
on a specific ECO group, and if you want, by specific team members. You set up workflow groups, and assign
team members to them, in Workflow Group Maintenance.
Menu Path: Production Management > Engineering > Setup > Workflow Group
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To create a new workflow group:
1. Click the Workflow Type drop-down list and select ECO.
3. In the Workflow Group field, enter a code identifier for the workflow group.
4. Enter a Description that further describes this workflow group.
5. Select the Default Task Set from the drop-down menu.
Add Members
Use the Group Member sheet to add the team members you need to the workflow group.
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2. Click the Member drop-down list to select the work force member to add to the group. For information
on how to add a work force member, review the Work Force (Sales Team) section in the chapter on Customer
Relationship Management.
3. The Role assigned to the work force member defaults; if you need, change the role.
4. If this work force member is the primary person in this group, select the Primary check box.
5. To reassign a workflow from one workflow group member to another, click the Reassign button. You are
asked to select the member to reassign.
6. When you finish, click Save on the Standard toolbar. Continue to add members to this group.
Assign and Update ECO Workflow
You assign ECO workflows to ECO groups in the Engineering Workbench. Once defined, the task set milestones
and related tasks are automatically pulled into the ECO group.
To assign ECO workflows to ECO groups:
1. Click the Group ID button to find and select the ECO group you want to assign a workflow.
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2. Click the Workflow Group drop-down list to select the workflow group assigned to this ECO group.
3. The Task Set assigned to this workflow group displays; if you need, change the task set.
Update and Complete Tasks
The workflow group and task set are now assigned to the current ECO group. The task set, including the milestones
and related tasks, display on the Tasks > Tree sheet. The members of the workflow group can now update and
complete tasks.
To update and complete tasks:
1. Navigate to the Tasks > Tree sheet.

Tasks that have a light gray icon are available for update. Tasks with a dark gray icon are not available
because these tasks require another task to be either in process or complete before available. This depends
on how the task is defined.
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2. In the Tree View, select a task that is available for update.
3. On the Tasks > Maintenance sheet, select the Complete check box.
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4. Optionally, update additional details regarding this task. For example, the reason the task is now marked
as complete, the person to whom the task was assigned, the status of the task, and the percent complete.
Only ECO reason type codes are available in the Reason

list. You set up reason codes in Reason Code
Maintenance. Review application help for more
information on reason codes and reason types.
6. Notice the task icon on the Tasks > Tree sheet now displays a green check mark; this indicates the task is
complete.
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Continue to update tasks until all tasks in this task set are complete.
Costing Workbench
Use the Costing Workbench to pull in current costs from parts, operations, and resource groups into a unique
cost group you can review and modify. These values become the standard cost values for the parts included in
the cost group. If you modify labor and burden rates through this workbench, these modified rates are also saved
to the resource groups defined on the part methods. Leverage this functionality when you want to generate the
costs of a part at a specific point in time. You can then use these values as a reference point for future transactions
for the part.
You run this program by first creating a cost group. You then define the manufactured and purchased parts you
want included in the group. You also define other global options for the cost group. When you finish defining
the parts you want to include and the overall cost group options, you can then total, or roll up, the costs to
generate the standard values for the parts. However if you do not use the standard costing method, you can still
run the cost rollup process to generate a mass update of burden and labor rates.
Menu Path: Production Management > Engineering > General Operations > Costing Workbench
New Cost Group
To create a new cost group:
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2. In the Group field, enter the name of the new costing group.
3. Click the Plant drop-down list to select the plant from which the initial costs are loaded into the new cost
group.
4. Either enter or click the drop-down list to select the Proposed Posting Date for the cost group. This value
defines the date on which you expect to post the updated standard costs and labor/burden rates. Use this
field to plan when you will update these costs.
5. The Proposed Posting Date value is only an estimated date. After you post this cost group, the actual date
will display in the Posted Date field.
6. Select the Load Alternate Methods check box to indicate that alternate methods defined for manufactured
parts must be included in the cost group.
7. Select the Load Costing Lot Sizes check box to indicate all costing lot sizes defined on each part plant
combination are included in the costing group. You define the plant modifications for each part within Part
Maintenance.
8. Plant cost IDs, or cost sets, define unit cost calculations across multiple sites. For example, if three sites share
the same cost set, they then use the same costing method for the parts they manufacture. If you wish to
use a cost set, select an option from the Copy from Plant Cost ID drop-down list. You create cost sets in
Plant Cost ID Maintenance.
9. If you want to copy cost values from an existing cost group, select an option from the Copy from Cost
Group drop-down list. These values become the starting point for values in your new cost group.
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10. Use the Costing Method radio button options to define the method used to calculate costs for all the parts
within the group. Available options:
• Average – Calculates a weighted average of all receipt costs for all parts in the cost group.
• FIFO – The First In First Out method assumes the next quantity to be issued or shipped from stock is the
oldest quantity stored in the warehouse. The application uses this cost value until the entire quantity
from the original receipt is used up.
• Last – Calculates the most recent receipt cost for parts within this group.
• Standard – Calculates a cost baseline for the parts within this cost group.
• Costing Method – The default method, selecting this radio button option indicates the costing method
defined on each part record will be used to calculate cost values. Besides the methods available within
the Costing Workbench, this option can also pull in values calculated using the Lot Average and Lot FIFO
costing methods.
11. Use the Burden Rates radio button options to determine which burden rates are used to calculate burden
costs for resource groups included in this cost group. You can select either the Costing or Quoting burden
rates.
12. Use the Labor Rates radio button options to determine which labor rates are used to calculate labor costs
for selected resource groups. You can select either the Costing or Quoting labor rates.
13. When you finish defining the primary values for the new cost group, click Save on the Standard toolbar.
Load Cost Details
When you finish setting up the default values for a cost group, you next select the manufactured and purchased
parts you want to include within the group. You do this by running the Load Cost Details process.
To select parts for the cost group:
1. From the Actions menu, select Load Cost Details.
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2. The Load Cost Details window displays.
3. Select the Effectivity Date for the cost details. This date determines what active part revisions will be used
when costs are loaded into the Costing Workbench.
4. Select what part types you want to include in the cost group by selecting or clearing the Manufactured
Parts, Purchased Parts, and Kit Parts check boxes.
5. You can also indicate the Costing Method you will use with the part you are pulling into the cost group.
Notice these options are the same ones available on the Detail sheet.
6. Select the Burden Rates check box to select you want to pull burden costs from resource groups into the
cost group. You can pull in either Costing or Quoting burden rates.
7. Select the Labor Rates check box to indicate you want to pull labor costs from resource groups into the
cost group. You can pull in either Costing or Quoting labor rates.
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8. Optionally, select the Retrieve unlinked Purchase Parts check box to indicate any purchase parts defined
for the current Site but not linked to any of the selected manufactured parts will be included in the cost
details.
9. Likewise, select the Retrieve unlinked Labor/Burden Rates check box to include any labor or burden
rates defined for the current Site not linked to any of the selected manufactured part methods.
10. Use the Log Filename field to indicate the directory path and file name for the log generated through this
process. If an issue occurs, you can use this log to troubleshoot the cause of the problem.
11. Use the Filter sheets to limit the cost details to specific parts, product groups, and/or part classes.
12. The filter options you select display within the Manufactured Part Selection Filter Summary fields.
13. When you are ready to pull in the cost details, click the Process button.
Modify Costs and Rates
Once the cost details are pulled into the cost group, you can then display these details and modify them as you
need. These details display in a grid so you can move through them and make the modifications.
To modify part costs and labor rates:
1. Navigate to the sheet that contains the costs you want to modify. In this example, you want to modify costs
for manufactured parts, so you navigate to the Cost > Manufactured Parts sheet.
2. Click the Search button to find and select the manufactured parts you want.
3. The selected parts display within the Manufactured Parts grid.
4. Modify the cost values you need. For example, you could modify the Costing Lot Size values for all of the
selected manufactured parts.
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5. You can repeat this process on the Purchased Parts, Burden Rates, and Labor Rates sheets.
6. When you finish modifying the costs and rates, click Save on the Standard toolbar.
Rollup Cost and Rate Values
When you are ready to calculate these revised values as the standard cost for the selected parts, you next generate,
or roll up, these values. The new values display on the Costing Workbench report for your review.
The Cost Rollup calculation is a complex routine that uses each

level of assembly in the part method to generate the final cost
of each part. For more information about how the Cost Rollup
calculation generates its values, review the Job Costing
Technical Reference Guide. This guide is available within the
application help.
To run the cost rollup:
1. From the Actions menu, select Rollup.
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2. The Cost Rollup window displays.
Figure 2: Modify Costs and Rates > Steps 2-9
3. Select the Effectivity Date from which this rollup process will be active. The part costs you generate are
then used to determine cost estimates forward from this selected date.
4. Select the Consider Pull As Assembly Settings check box if you want the subassembly costs to be included
as material costs on the higher assemblies on the part methods.
5. Select the Consider Transfer Part as Material check box if Transfer type parts should be considered as
purchased material parts when their costs are rolled up in associated bill of material records. In essence, it
treats it like a purchased material part, not a manufactured part.
6. Select the Consider Only Approved Revisions check box if the Rollup process should only consider
approved revisions when rolling up a part into a higher level assembly
7. Use the Filter sheets to limit the cost rollup to specific parts, product groups, and part classes.
9. When you are ready, click the Process button to generate the new part costs.
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Costing Workbench Report
You can view the results from the cost rollup process on the Costing Workbench report. Run this report to review
the proposed cost changes you want to make before you save, or post, these changes to the part and resource
group records included in the current cost group.
To run the Costing Workbench report:
1. From the Actions menu, select Print Cost Set Group.
2. The Costing WorkBench Report window displays.
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3. Use the Report Type radio button options to indicate whether this report will display costs for parts, resource
groups, or operations.
4. Select a Part Type radio button option to define whether the report displays manufactured parts, purchased
parts, or both manufactured and purchased parts.
5. To limit the report to only display records modified since the last time the part costs were generated, select
the Changed Items Only check box.
6. Use the Filter sheets to limit the report to display selected parts, product groups, and part classes.
7. Click the Print Preview button to display the generated report in a separate window.
8. Click the Print button to print out a hard copy of the report.
Post New Costs to Records
When you are satisfied with the changes you have made to the part cost values, burden rates, and labor rates,
you then record, or post, these changes to part and resource group records. The revised costs become the standard
cost values for the selected manufactured and purchased parts, while the labor and burden rates update on the
selected resource groups.
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To post the new costs to the selected records:
1. From the Actions menu, select Post.
2. The Cost Post Set window displays.
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3. Click the Post to Plant Cost ID drop-down list to define the plant cost ID, or cost set, to which you want
to post the results of the cost group. The posting process then updates all sites that share the selected plant
cost ID with your new cost values.
4. Use the Filter sheet to only update records for specific sites, product groups, and/or part classes.
5. If you want to update the labor rates for resource groups included in the part methods, select the Labor
Rates check box.
6. If you want to update the burden rates for resource groups included in the part methods, select the Burden
Rates check box.
7. Click the Reason drop-down list to select the reason why you are updating the cost values. A required field,
this value displays on various reports and dashboards.
9. When you are ready to post the cost values to the selected parts and resource groups, click the Process
button.
Manufacturing Lead Time Calculation
You can use the Manufacturing Lead Time Calculation process to calculate the manufacturing lead time for a
single part, all parts, product group, or plant. Manufacturing lead time is the elapsed time from when production
begins on a quantity to when the quantity is considered complete on the costing lot. This time includes
Menu Path: Production Management > Engineering > General Operations > Mfg Lead Time Calculation
To set up this process:
1. Review the processing options. The As of Date defaults to today’s date. It defines the effective date of the
revision.
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2. Click the Product Code drop-down list to select a product group.
3. Click the Filter tab to specify parts and sites for processing. Individual parts can be selected. The plant
defaults to the current plant but can also be changed to include multiple sites.
4. To run the calculation, click Process on the Standard toolbar.

When the process starts, rough cut scheduling is used to calculate the lead time (in days) for the Costing
Lot Size specified by the part planning parameters. Rough cut scheduling uses the Need By Dates and Lead
Time Values on each material and operation to calculate how much time is required for each job to finish
its operations and gather its materials. You can view the calculation values within Part Maintenance on the
Parts > Sites > Planning sheet. For more information on rough cut scheduling, review the chapter on
Scheduling.
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Chapter 12 | Job Management Epicor ERP Application User Guide
Chapter 12: Job Management
The Job Management module contains the central application functions for manufacturing processes. Job Entry pulls
information from sales orders, purchase orders, inventory, and other sources into its core component – the job record.
You then assign each job record a method of manufacturing. This method in turn defines the job’s schedule for its
production within your company’s manufacturing center.
To help you create jobs, two key tools are available – the Job Manager and the Planning Workbench. Use the Job
Manager to review the demand for a part and then answer this demand by creating jobs. Use the Planning Workbench
to evaluate suggestions made to the manufacturing center through sales orders, other jobs, and inventory requests.
You can then create the jobs you need.
As a job’s operations are worked on by shop employees, labor is recorded against these operations, so you can precisely
track labor costs. Use the Job Tracker to accurately review the current real time status of any job. At any point in the
process, you can review a job through three key reports – the Job Traveler, the Production Detail Report, and the Time
Phased Material Requirements Report. Each report helps your supervisors manage job production from operation to
operation.
You then finish the production cycle by indicating when production is complete and when the job is finally finished,
or closed. The part quantity can then be shipped to your customers, completing the job management process.
Setup
Most of the records required for the Job Management module are set up in other modules. However, you have
additional parameters you can define within Company Configuration. For more information on these parameters,
review application help for this module; the Configuration topic details the options you define within Company
Configuration. You can also review the Company Configuration chapter in the Epicor ERP Implementation Guide.
Operations
This section details the operations available in the Job Management module. Each operation is described as a
Job Types
To help you organize jobs, four categories or types of jobs are available. Each category automatically defines the
specific need or purpose for the job, and indicates how the job is expensed. The type is assigned immediately
when you create a new job, and depends on the module from which you launched Job Entry. For example, a
Maintenance job is created when you launch Maintenance Job Entry within the Maintenance Management
module.
You can use job types as a filter for searches to pull in the specific job you want to review. Available job types
include:
• Service – Use this job type for jobs created for field service orders.
• Maintenance – Use this job type for jobs created to record maintenance tasks on equipment.
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Epicor ERP Application User Guide Job Management | Chapter 12
• Project - Use this job type for jobs created to complete Work Breakdown Structure (WBS) phases within a
project.
• Manufacturing – Use this job type for jobs created to assemble a part quantity required to satisfy one or
more demand links.
You can review all job types in Job Entry; however, you cannot create all job types through this program. For
example, maintenance jobs must be created through Maintenance Job Entry. For more information regarding a
particular job type, refer to Project Management, Maintenance Management, and Field Service chapters.
Job Entry
Job Entry is the base production program that you use to create job records. A job can manufacture one or more
quantities for a specific part. You define these quantities by creating demand links within the job record.
Menu Path: Production Management > Job Management > General Operations > Job Entry
To create a new job:
1. Click the Down Arrow next to the New button; select New Job.
2. The New Job Number window displays. Click the Next Job button.
3. The next available job number within the database is assigned. Click OK.
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Primary Job Details
Now that the Job sheet is active, you use this sheet to define the part to be manufactured and other aspects of
the job.
1. Click the Part button to find and select the part number to be manufactured. You can also enter the part
number directly.
2. When you enter an existing part, default values from the part record displays. The Rev list displays the most
current part revision. Optionally select a different revision from the list. You can also enter part numbers
that do not exist in your part master file to create on-the-fly part records.
You create part revisions in the Engineering Workbench.

To learn more about part revisions, review to the
Engineering chapter.
3. If an engineering drawing exists for the part, its identifier displays in the Draw field. When a drawing is
defined on a part revision, it displays automatically.
4. The Desc (Description) field displays the default explanation entered within the part record. If you need to
edit this text, click the Desc button.
5. The Group field displays the Product Group used to track this part. Product groups classify the different
types of parts you sell within your General Ledger. You can also review part transactions for sales analysis
purposes.
6. The Exp Code (Expense Code) field defines the GL expense account numbers used for payroll transactions
from labor entries. This field is required for labor entry.
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7. The Prod Team (Production Team) field is used to assign a specific Production Team. Production Teams are
not resources scheduled for the job, but are simply personnel teams who automatically receive email alerts
when a change occurs on a job.
8. The Planner field displays the person mainly responsible for manufacturing this job. This field is optional.
If a planner was selected on the part record, this person displays in this field automatically.
9. In the Mode field, select either Concurrent or Sequential. The selected value determines quantity reporting
and costing.
• If sequential, the quantity requirements of the co-parts are factored in the total cost of the revision and
then split according to the labor/material cost split set up in the co-part. Co-parts is a method of
manufacturing that can produce multiple parts (co-parts) on a single job. Co-parts are reviewed in more
detail later in this chapter.
If you are not using the co-parts functionality, you

should select this option.
• If concurrent, only the quantity requirement of the main part is considered and then divided by the yield
to determine the total cost of the revision. Then, labor and material cost factors are used to split the
costs. This option only applies to the co-parts functionality.
10. In the Req By (Required By) field, indicate the date by which this job needs to be complete.
11. In the Start field, review the date when production is scheduled to start on this job. The job's first operation
begins on this date; because of this, the Scheduling module never schedules the job's first operation earlier
than this date.
12. The Final Op field displays the completion date of the operation marked as Final in the method of
manufacture for the assembly part.
13. The Receive Time field displays the amount of days required to move a part to stock or to the next job.
The Receive Time is subtracted from the Requested by Date.
14. The Due field displays the date when production should be complete on this job.
15. The Scheduling section indicates if this job has precedence over other jobs. If a job has a High priority, the
Global Scheduling functionality schedules this job ahead of other jobs. If selected, the Locked check box
indicates that the job cannot be rescheduled through Material Requirements Planning (MRP) or through
scheduling boards.
The Synchronize Req By Date With Demand Links check box determines the action that is taken when
the job is scheduled, specifically concerning the update of the job's Required By date. If selected, the
Required By date of the job is synchronized to match the date when it is needed. This date can originate
from a sales order or from a successor job associated via a demand link.
16. The Status section indicates the state of the job. In this example, the job is currently Open, which indicates
that work on this job’s quantities is not complete.
The Status options are reviewed in more detail at the end

of this chapter.
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Demand Links
A demand link is a specific part quantity manufactured on the current job. You can create demand links for a
specific order, a stock quantity, or another job. Each job can have multiple demand links. You create demand
links on a job as follows:
1. Click the Down Arrow next to the New button, and then highlight the New Demand Link sub-menu.
2. Select one of the demand options. Available options:

• Make to Stock
• Make to Job
• Make to Order
Depending on the demand option you select, the corresponding Make tab on the Job sheet becomes active. The
next sections describe the information you must enter to create each demand link type.
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Make to Stock
When you select the Make to Stock option, the Make to Stock tab becomes active. This link is a demand for a
part quantity placed within inventory. Enter the following information:
1. The Part field displays the part to manufacture.
2. The Warehouse list displays the warehouse that receives this stock quantity. If you need, select a different
warehouse from the drop-down list.
3. In the Quantity field, enter the part quantity to manufacture.
4. The Outstanding Qty displays the part quantity that remains to be manufactured to satisfy this stock
demand link. As parts are manufactured, this quantity decreases.
5. The Received Quantity indicates the quantity placed so far in the selected warehouse.
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Make to Order
When you select the Make to Order option, the Make to Order tab becomes active. This demand link satisfies a
release on a sales order. Use this sheet to find and select the order release filled by this demand link. Enter the
following information:
1. Click the Order/Line/Rel button to find and select the Sales Order, the Detail Line, and the
Release completed through this demand link. You can also enter the order, the line, and the release numbers
directly.
2. The details from this release populate the remaining fields on this sheet. Notice the Customer ID and Ship
By date from the release displays.
3. The Ship By date from the release displays.
4. Notice the Production Quantity from the order release also displays. If you need, you can change this
value.
5. The Shipped field displays the quantity sent to the customer so far. Because this is a new job, no quantities
are currently released to the customer.
6. The Outstanding Qty displays the quantity of this part that needs to be manufactured.
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7. If a quantity for this demand link can be satisfied through your inventory, use the Pull From Stock fields.
First, select the Warehouse that contains the part quantity.
8. Enter the Our Pull Quantity you want from this warehouse. This indicates the quantity you are using from
the selected warehouse to satisfy the Make to Order demand link.
If you enter an Our Pull Quantity but do not reduce the

release Production Quantity and click Save, a message
displays explaining you are producing more quantity than
needed to satisfy the link. To prevent this message,
subtract the Our Pull Quantity from the Production
Quantity.
Make to Job
When you select the Make to Job option, the Make to Job tab becomes active. This demand link satisfies a part
quantity needed on another job. Use this sheet to find and select the job and the material filled by this demand
link.
1. Click the Job Number button to find and select the job number. You can also enter the job number directly.
2. Click the Assembly button to find and select the assembly that requires this part as materials. You can also
enter the assembly number directly. If there is only one assembly on the selected job, a zero displays in this
field.
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3. Click the Material button to find and select the material sequence number from the selected job's bill of
materials. You can also enter the sequence number directly.
4. The Quantity field displays the part quantity manufactures with this demand link. If you need, you can edit
this value.
5. Notice that part information also displays. Review this information to verify the Make to Job demand link is
correct.
Demand Summary
All the demand links on a job can be reviewed on the Demand Summary sheet. In this example, three demand
links display. Following are details on this information:
1. The Source column displays the reasons for the demand links. Notice, in this example, a warehouse, sales
order release, and job material display in this column.
2. The Order column displays any sales orders used for Make to Order demand links.
3. The Warehouse column displays any warehouses used to satisfy a demand link.
4. The Job column displays any jobs used for Make to Job demand links.
5. The Transfer Order column displays any transfer orders (internal requests) used for Make to Order demand
links.
6. The Ship By column indicates when the demand link quantity needs to be shipped to a customer or other
location.
Co-Parts
Use co-parts to define a method of manufacturing that can produce multiple parts (co-parts) on a single job.
Often when you produce one part, another part is produced as a by-product, or two parts are produced similarly
except for one minor operation. An example of this is when you produce a left and right bracket with different
part numbers where the only functional difference in the two parts is the bend operation or the placement of
the drilled holes.
Co-parts is available only if you have the Advanced Production

module installed. Refer to Engineering for more examples of
co-parts.
To add co-parts manufactured with the primary part on the current job:
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1. Click the Down Arrow next to the New button; select New Co-Part.
2. Click the Part/Rev button to find and select the part number and the revision number for the co-part you
want to add.
3. In the Yield Per field, enter how many of the specified co-part will be made when one quantity of the
4. If you need, you can further define the costs by entering values in the Material Cost Factor and the Labor
the primary part.
5. You can select the Prevent Suggestions check box to prevent Material Requirements Planning (MRP) from
creating job suggestions for the co-part. Refer to the Material Requirements Planning Technical Reference
Guide within application help for more information on the Primary Suggestions modifier.
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6. Navigate to the Co-Parts > List sheet to review the co-parts manufactured with the primary part on this
job.
7. The UOM column displays the unit of measure used for the part quantity on the Make Part List. You define
the unit of measure values used for each part withinPart Maintenance.
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Job Production Quantity Total
When you finish creating the demand links for the job, all the quantities on each link are totaled and displayed
in the Prod field in the Quantities section. This field is found near the top of the Job sheet.
Engineer the Job
You are now ready to define the engineering process used to manufacture this job. To do this, you can pull in
the part’s existing method of manufacturing. This includes the part’s routing (bill, or sequence, of operations)
and bill of materials (materials required to manufacture the part).
To pull in the part’s method of manufacturing:
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1. Click the Actions menu and highlight the Job sub-menu.
2. Select Get Details.
3. The Get Details window displays. The Part manufactured by the job automatically displays within this
window.
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4. All part revisions available on this part record display on the Revisions grid. Select the revision you want.
5. Click OK.
For complete information on engineering a part, review

Engineering. This chapter describes how you create and
approve part revisions. These revisions are then pulled
into job and quote records.
This part’s method of manufacturing now populates the Job Tree View. Use this view to navigate within this
method as you need.
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Job Tree View
The Job Tree View visually displays the job’s method of manufacturing through a tree structure. Use the interface
to quickly view the job’s method, tracking the job’s progress as its quantities are manufactured.
To view the indented structure for a job:
1. Click the job order icon at the top of the Job Tree View to display the indented job structure. Each method
item is displayed with an icon and some descriptive text.
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Each Job Tree View icon identifies the manufacturing item and in some cases, indicates the item’s current
status.
Icon Description
Indicates that this item is a project.
Indicates that this item is a standard job.
Indicates that this is an assembly linked to the job.
Indicates that the assembly is on the critical path. Any delay to an item on the critical path will
delay the job's completion.
Indicates that this assembly has a problem with the availability of its material needs.
Indicates an operation that has not been run yet. This icon may also be coupled with the "tag
with a red dot" icon to indicate that there are material constraints for the operation.
Indicates that this operation is complete.
Indicates that this operation has a problem with its capacity. This icon may also be coupled with
the "tag with a red dot" icon to indicate that there are material constraints as well as capacity
constraints.
Indicates that this is a subcontract operation. This icon may also display with a red dot to indicate
that the subcontract operation has a capacity constraint.
Indicates that this subcontract operation is complete.
Indicates that this item is a material. This is the default icon for material.
This icon can appear for one of several reasons:

• This icon can appear for one of several reasons:
These materials have been issued to the job.
• The job material does not have a required date. This is either because the job was not
scheduled, or the material was added after the job was scheduled.
• The job material is from stock, and it is Make Direct.
• The job material is from stock, and is coming from a different site, from which the material
has already been shipped.
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Icon Description
• The job material PO release (if purchased) has a received quantity, or will be here before the
Material Required Date.
Indicates that the backflush location does not have enough on-hand quantity to satisfy the
requirement, but the job material record's warehouse - plus the backflush warehouse - does
have enough on-hand quantity.
This icon can appear for one of several reasons:

• Not enough stock is available to satisfy this material’s requirement.
• The Job Material is now overdue.
• The job material is from stock, and is coming from a different site, from which the material
cannot arrive by the Job Material Required Date
• The job materials PO release (if purchased) does not have a received quantity, or will not be
here before the Material Required Date.
• The job material is backflushed, but the backflush location did not have enough on-hand
quantity to cover the requirement, and neither does the job material's warehouse plus the
backflush warehouse.
• The job Start Date is in the past. In this case, there may be enough material quantity available,
but because the Start Date is in the past, the material is considered late.
Indicates a material with a zero quantity per parent for which nothing has been issued. The icon
will display even after the job is completed and closed, so long as the material is not issued.
Indicates a material with a zero quantity per parent for which material has been issued on this
job. The icon will display even after the job is completed and closed.
Indicates that the part revision has changed.
Edit the Part Method
Use Job Entry to change all aspects of the part’s method of manufacturing. You can then fine-tune how the part
quantity is manufactured for this specific job. You can also make this revised method available on other quotes,
jobs, and part records.
To edit specific material:
1. In the Job Tree View, select the material.
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2. The Job Details > Materials > Detail sheet displays. Edit the primary information on this material as you
need.
To learn about the fields on the Material Details sheet,

review the Modify Bill of Materials section in the
Engineering chapter.
3. To review all the materials used on this method of manufacturing, click the List sheet.
4. Use the Material Salvage sheet to enter scrap quantity information on the current material. The value you
enter here credits material costs back to the job, as it defines how much quantity of the material can be
recovered as scrap and reused on a different job.
5. Use the Material RFQ sheet to review the current status about a request for quote linked to the current
material. A request for quote is a document you send to a potential supplier to receive a quote for raw
materials. You cannot edit this information.
6. Click the Comments sheet to review, edit, or add additional text about the current material. Use this sheet
to further refine how the material is used during the manufacturing process.
7. The Material Service sheet is active if the current record is for a service job. Use this sheet to add and edit
the estimated materials needed to complete a service call. After the actual material costs are posted against
the job, you can then compare these costs against the estimated material costs you entered on this sheet.
8. Use the RoHS (Restrictions on the use of certain Hazardous Substances) sheets to indicate the current
material complies with the weight limits defined for hazardous substances used in electronic equipment.
Different legislative bodies, such as the European Union or the state of California, have defined these weight
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limits to reduce accumulation in landfills. Use these sheets to indicate the current material meets these
restrictions for the various localities that may receive the part.
9. Use the Reference Designators sheet to define the reference designators related to the current material.
Typically these designators are used by the electronics industry to match a schematic to a board layout. Each
reference designator can be added as a series using the Add Range button or entered manually. You can
also add XYZ board coordinates, rotation, and comment text for each reference designator.
To learn more about creating and updating hazardous

material restrictions and reference designators, review
these topics within Epicor ERP Implementation Guide.
10. Use the Inspection sheet to review, edit, or add an inspection plan. An inspection plan ensures the quality
of the material used during the job process. For more information on inspection plans, review the Quality
Assurance chapter.
11. When you finish editing the material, click Save on the Standard toolbar.
Edit the Specific Operation
To edit a specific operation:
1. In the Job Tree View, select the operation.
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2. The Job Details > Operations > Detail sheet displays. Edit the primary information on this operation as
you need.
To learn about the fields on the Operation Details sheet,

review the Modify a Routing section in the Engineering
chapter.
3. To review all the operations used on this method of manufacturing, click the List sheet.
4. Use the sheets under the Scheduling Resources tab to enter and update the resources required to
manufacture the part quantity on the current job. For more information on this functionality, review the
following Scheduling Resources section in this chapter.
5. The Service sheet is active if the current record is for a service job. Use this sheet to add and edit the
estimated labor needed to complete a service call. After the actual labor costs are posted against the job,
you can then compare these costs against the estimated labor costs you entered on this sheet.
6. Click the Comments tab to review, edit, or add additional text about the current operation. Use this sheet
to further refine how the operation is run during the manufacturing process.
7. A subcontract operation is a job step completed outside your company by another supplier. By entering
subcontract requirements as operations, you can include the time that the parts are off-site within the job’s
schedule. When you enter these operations, you can exactly track where the parts are throughout the
manufacturing process. Use the Subcontract sheet to manually enter or edit subcontract operation
information on the current job.
materials used on the operation comply with the weight limits defined for hazardous substances for electronic
equipment. Different legislative bodies, such as the European Union or the state of California, have defined
these weight limits to reduce accumulation in landfills. Use these sheets to indicate the current operation
meets these restrictions for the various localities that may receive the part.
9. Use the Role Codes sheet to define specific employee roles that can perform or participate in the selected
job operation. Only roles selected on this sheet can post time against this job operation. If the role codes
are not defined, any employee can post time to the job operation.
of the items that result from the operation. For more information on inspection plans, review the Quality
Assurance chapter.
11. When you finish editing the operation, click Save on the Standard toolbar.
Scheduling Resources
While a job is manufactured, it uses resources. A resource is a specific manufacturing asset. A resource can be
a piece of equipment like a punch press or a drilling machine, a tool required to produce components, or an
employee like a setter, operator, and so on. The resource selections you make are used by the Scheduling module
to calculate how long it takes each operation to run.
You create resources through Resource Group Maintenance.

This maintenance program is explored in the Engineering
chapter.
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To review and edit an operation’s resources:
1. Expand the operation’s node on the Job Tree View to display its assigned resources and select the resource
you want to review.
2. The Scheduling Resources > Detail sheet displays.
3. The Opr Dtl Seq field is the point within the operation this resource is used. In this example, the Drill Press
resource displays. This resource is required to carry out Operation 20, the DRILL operation.
4. The Description of this resource displays.
5. Click the Resource drop-down list to select a different resource. You can also enter the resource directly.
The scheduling process can automatically change a

resource based on its availability; this availability is defined
within a Capability or a Resource Group. If you select a
specific resource on this window, however, the scheduling
process only uses this resource to schedule the operation.
6. The Required For field defines if this resource is used for Setup, Production, or Both.
7. The Setup Rates indicate the estimated labor and burden this resource may use while the operation is set
up.
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8. The Production Rates indicate the labor and burden this resource may use while the operation is producing
its part quantity.
9. The Crew Size fields indicate how many workers are required for both setup and production.
Job Assemblies
Assemblies determine the correct operation hierarchy needed for scheduling a job. Each part has one or multiple
assemblies. A parent assembly is any assembly made up of child subassemblies. If a part has no subassemblies,
only one parent assembly is needed for the produced end part quantity. In contrast, a part with a complex method
can have several parent assemblies.
By default, each method has one parent assembly. To review this assembly:
1. Double-click this assembly on the Job Tree View. The Assembly sheet displays.
2. The Parent field displays the level, or tier, of the assembly. In this example, this assembly is the main parent
assembly, so a 0 displays.
3. The Description of the assembly displays.
4. The Part Information section displays the main details of the part revision.
5. The Qty/Parent field indicates how many parts from this assembly are required to make one part quantity
within the parent assembly. In this example, one assembly quantity makes one finished part quantity. Notice
the unit of measure used for this quantity displays next to this field.
You can enter a zero quantity in this field for a material that may not be used.
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6. The Overrun Qty specifies any excess assembly quantity you want to make on this job. This quantity will
be saved within your inventory. Notice the unit of measure used for this quantity displays next to this field.
7. The Required Quantity field displays the total demand for the part on the current job. Notice the unit of
measure used for this quantity displays next to this field.
8. Click the Comments sheet to review, edit, or add additional text about the current assembly. Use this sheet
to further refine how the assembly is run during the manufacturing process.
9. A subassembly is a child of a parent assembly. Each subassembly defines a manufacturing component

required to make each part; you can have as many subassemblies as you need to complete all the steps
required to manufacture a part quantity. Use the Subassemblies sheets to manually enter or edit subassembly
information on the current job.
materials used on the operation comply with the weight limits defined for hazardous substances for electronic
equipment. Different legislative bodies, such as the European Union or the state of California, have defined
these weight limits to reduce accumulation in landfills. Use these sheets to indicate the current assembly
meets these restrictions for the various localities that may receive the part.
of the items resulting from the assembly. For more information on inspection plans, review the Quality
Assurance chapter.
12. When you finish editing the assembly, click Save on the Standard toolbar.
New Job Method Component
You can further refine the process through which this part quantity is manufactured by adding components to
an existing job method. You can add Assembly, Operation, and Material components. To add a material
component:
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2. Highlight the Job Details and Material sub-menus.
3. Method component options display. Select the component you want to add to the current job method.
4. The corresponding detail sheet displays. Enter the information you need for the method component. When
you finish, click Save on the Standard toolbar.
Engineering Components
You can also pull an existing part, operation, material, resource group, and so on into the job method. Run this
feature to reuse common components you frequently use during the production process.
1. Click the Engineering sheet.
2. Notice several components are available for you to pull into the job method. You can pull in parts,
operations, capabilities, resource groups, resources, part revision methods, quote methods, and
other job methods. In this example, you pull in a resource group.
3. Select the Resource Groups sheet. Each component sheet has a search button to find and select a range
of items you want. In this example, you click the Resource Group button to find and select a range of
resource groups.
4. Your selections display within the sheet list. Click and drag the item you want onto the Job Tree View. In
this example, you add the HM3 Horizontal Mill to the Mill operation.
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Schedule the Job
Selecting the Engineered check box activates the scheduling functions on the Actions menu. You are now ready
to schedule a job.
1. Click the Actions menu, highlight the Schedule sub-menu, and select Job Scheduling.
2. The Schedule Job window displays. First, you must decide how you Schedule the job. Available options:
• Forward – This method schedules the job forward from a Start Date.
• Backward – This method schedules the job back from a Due Date.
3. Depending on the option you select, either the Start Date/Time or the Due Date/Time fields become
active. Select the dates you need.
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4. If you want this job to be scheduled through a Finite Capacity, select this check box. This means the finite
resources or resource groups on this job run for a specific number of hours each day, and the job operations
cannot be scheduled for time each work day greater than this constrained capacity.
To learn more about resource groups and other scheduling

features, review the Scheduling chapter.
5. To see what impact this job has on the schedule, select the What-If Schedule check box. Use this option
when you are planning upcoming work for your manufacturing center; it gives you a preview of where this
job may possibly fit into your schedule.
6. Use the Schedule Multi-Job option to schedule a group of associated jobs as if it were a single job. Jobs
are associated via make-to-job relationships, making it possible to schedule and re-arrange manufacturing
jobs for a parent assembly and its child subassemblies (called predecessor and successor) all at the same
time. If you choose to use this functionality, you can choose to move all jobs, the job and its successor jobs,
or the job and its predecessor jobs.
This job is now added to the schedule for your manufacturing center.
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Release the Job
When you are ready to begin production on this job, you need to update its status.
1. Click the Job sheet.
2. A number of options are within the Status area. The Open icon indicates this job can receive labor, material,
and accounting transactions against it. If the job is complete but still open, it can no longer receive labor
transactions, but it can still receive material and accounting transactions.
3. If you want this job method to be available for use on other quotes, jobs, and part records, select the
Template check box. Users can then select this job through the Get Details program.
4. If this job was generated by Material Requirements Planning (MRP), the Firm check box is available. Select
this check box if you want to produce this job. If this job was created manually, the Firm check box is
automatically selected.
For more information on the Get Details program, review

the Engineering chapter. For more information on MRP,
review the Material Requirement Planning chapter.
5. When selected, the Engineered check box indicates this job’s method of manufacturing is completely
planned. Select this option to add this job to the schedule.
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6. Before work can begin, select the Released check box. This indicates labor can be placed against the job.
RoHS Job Compliance Process
To complete adding restricted substances for the part, you run the RoHS Part Compliance Process. This process
totals the weight values for all the restricted substances and verifies the weight values match the RoHS
requirements. You can run this process to verify either engineered parts or parts on job records.
Issued materials and subcontract operations are included during this verification process. Issued materials are
verified if the part is compliant or if the supplier or supplier part is compliant (even if the part is not). Subcontract
operations are verified if the supplier, operation master, or supplier subcontract operation is compliant.
Menu Path: Production Management > Job Management > General Operations > RoHS Job Compliance Process
To run this process:
1. Indicate the Compliance Verification you want to run. You can run this process against jobs which contain
parts either engineered (Engineering option) or manufactured (Built option).
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2. Select how you want this process to run from the Processing Options. You can run a Net Change, which
only updates records either updated or added since the last time you ran this process. You can also select
Regenerative, which completely verifies all the current restricted substances within your application.
3. Enter the name and directory path you need for the Log file. If you receive an error during the process run,
review this log file to help discover and resolve the error.
4. Use the Filter sheet to restrict the process to specific Restriction Types or Jobs.
5. Select the Include Released check box to add released jobs to this verification process.
6. Select the Include Completed check box to add any jobs defined as complete to this verification process.
A complete job is one that has finished production quantity and labor transactions, but material and other
costs can still be placed against it.
7. Select the Include Closed check box to add any jobs defined as closed to this verification process. A closed
job is totally finished and has received all of its costs.
8. To run the process, click the Submit button.
The process runs, totaling the weight compliance totals for the restriction. If the RoHS compliance process fails,
a red icon displays on the Restrictions > Detail sheet within both Part Maintenance and Job Entry. If the compliance
succeeds, a green icon displays on this sheet instead.
Planning Workbench
Use the Planning Workbench to create new jobs or make changes to the supply/demand links on existing jobs.
You first find and select suggestions based on current sales orders. Then, you create jobs and define the demand
links by launching programs from the Planning Workbench.
If your company uses the Material Requirements Planning (MRP)

module, the application can also create suggestions not linked
to sales orders. For more information on this functionality,
review the Material Requirements Planning chapter.
Menu Path: Production Management > Job Management > General Operations > Planning Workbench
1. Click the Select button to find and select the sales order selections that you want.
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2. Your selections display within the Suggestions grid. Highlight a selection on the grid.
3. In the Suggestion Detail section, an unlabelled field to the right of the Job Number field indicates what
action should be taken with the selected entry.
4. Click the Job Manager button to launch this suggestion within the Job Manager. You use this program to
define the supply and demand links for the suggestion. To learn more about this program, review the next
Job Manager section in this chapter.
5. Click the Order Job Wizard button to launch Order Job Wizard. Use this program to generate a job based
on the selected order.
To review how to use the Order Job Wizard, review this

program in the Sales Order Processing chapter.
6. Instead of using the Order Job Wizard, you can click the Create Job button to generate the job. Clicking
this button displays a window that creates the job record. The next section describes how to use this window.
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Planning Workbench – Create Job
Use the Create Job window to define the main parameters for a new job you are creating through the Planning
Workbench.
1. To create a new job number for the record, click the Next Job button. A unique job identifier displays in
this field.
2. If this suggestion is from a sales order, the Order Release button is active. Click this button to use the sales
order number, line number, and release number for the new job number. The order suggestion now turns
into a job which you can then modify as you need in Job Entry.
3. If this suggestion is from another job, click the Related Job button. The job number is assembled using the
job to job prefix followed by the original job number.
4. To pull the current method of manufacturing for the part, select the Get Details check box.
5. Selecting the Get Details check box activates the Schedule check box. If you want the new job placed in
the production schedule, select this check box.
6. Selecting the Schedule check box activates the Release check box. If you want to indicate that production
can begin on this job, select this check box.
7. Select the Mass Print check box to indicate this job can be included in batch printing. Some reports, like
the Job Traveler, can be set to print all the jobs that currently have this check box selected; these jobs then
all print at the same time.
8. Click the Submit Process button to generate jobs through background processing. While this job process
runs, you can continue to work in the Epicor application. You can then review these jobs in Job Entry, Job
Tracker, or other tracker and job management programs.
9. Click the Create Job button to create a new job from the selected suggestion.
The new job is created. You can now open this record within Job Entry and make any changes you need.
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Job Manager
Run the Job Manager to easily control the manufacturing of a specific part. You use this program to review a
part’s current demand. You can then create new jobs or link existing jobs to satisfy this demand. You can also
remove supply and demand links you no longer need
Menu Path: Production Management > Job Management > General Operations > Job Manager
To select and review a part:
1. In the Part field, either enter the part directly or click the Part button to find and select it.
2. The Job Manager grids now populate with supply and demand suggestions. The main information for the
part displays within the Detail panel.
3. The Description field displays the current explanation for the selected part.
4. The On Hand (Entire Company) field indicates the part quantity that is currently stocked within the entire
company.
5. The Demand (Entire Company) field indicates the part quantity needed on jobs and sales orders.
6. The Available (Entire Company) field displays the total part quantity available to satisfy demand for this
part.
You can now use this program to both review the current demand for the part and create jobs that satisfy this
demand.
Job Manager - Inventory
You first should review the part quantity that is available within stock. This information is displayed in the Inventory
section. You cannot edit these fields.
1. The Site field displays the Site that contains the warehouse storing the part quantity.
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2. The Warehouse field indicates the specific warehouse that stocks the part quantity.
3. The Quantity On Hand field displays the total part quantity currently stocked within this warehouse.
4. The Available field indicates how many parts are not currently used to satisfy demand.
5. The Total Demand Quantity field displays the quantity allocated to fill the demand on current order
releases.
Job Manager – Demand
The Demand section lists all the upcoming quantities that need to be filled for the current part. Demand entries
come from three sources – sales order releases, job materials, and job assemblies.
To process these demand suggestions, first highlight its row within the grid and then click one of the following
buttons:
1. Link – Click this button to add the demand quantity to the current job selected on the Supply section.
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2. Create Job – Click this button to generate a new job for the demand quantity. When you do this, the New
Job Number window displays. You can use the next job number in the database, the order release for the
job number, or the source job for the new number’s prefix.
3. Pull from Stock – Click this button to satisfy this demand suggestion with a stock quantity. When you click
this button, you are asked if you want to pull this entire quantity from stock.
4. Delete Suggestion – To remove a demand suggestion, click this button. You are asked if you want to
remove this suggestion. Click Yes.
Depending on the source of the demand, you can quickly

launch either the Sales Order Tracker or the Job Tracker.
If you double-click a row in the Demand grid, one of these
trackers displays, showing you the selected sales order or
job record.
5. To limit what displays on the Demand grid, select the Only Firm Releases check box. Only sales order
releases defined as Firm releases display.
6. Use the Suggestions drop-down list to filter the suggestions displayed on the Demand grid. Available
options are All, Change, New, and None.
When you have satisfied the demand suggestion in some way, these buttons become inactive. You can then use
the other sections within the Job Manager to refine how the jobs and stock quantities satisfy the demand.
Job Manager - Supply
The Supply section lists all the upcoming jobs that manufacture the current part. Use the buttons in this section
to manage these jobs.
To process each job, highlight its row within the grid and then click one of these buttons:
1. Delete Job – Click this button to remove the selected job from the database.
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2. Split – Click this button to divide the job into two separate jobs. You would use this function when you
need to finish part of the quantity on this job earlier than the rest, for example, on a rush order.
When you split a job, the completed quantity

automatically moves to the second job, if the original job’s
completed quantity had enough to cover the second job’s
quantity.
If the completed quantity hasn’t been received into
inventory or another job, then it is still considered to be
in WIP, even if all the operations are complete.
3. Job Entry – Click this button to launch Job Entry. The selected job displays within this program, so you
make the changes you need to the job. For more information about the Get Details program, review the
Engineer the Job section found earlier in this chapter.
4. Get Details – If the selected job does not have a method of manufacturing, this button is active. Click this
button to launch the Get Details program where you can pull a part, job, or quote method into the selected
job.
5. Schedule – If the selected job has a method of manufacturing, the Schedule button is active. Click this
button to launch the Schedule Job program, where you can define how this job is scheduled for work within
your manufacturing center. For more information about the Schedule Job program, review the Schedule
the Job section found earlier in this chapter.
6. Delete Suggestion – This button is active when a suggestion is generated through Material Requirements
Planning (MRP).If you do not want this suggestion, click this button to remove it from the database. The
MRP functionality is explored in the Material Requirements Planning chapter.
If you double-click a row in the Supply grid, the Job

Tracker launches, displaying the selected job record.
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Job Manager - Supply Links
The Supply Links section displays all the jobs and warehouses currently linked to the order release or job highlighted
on the Demand grid.
To make a change to a supply link, highlight it, and click one of the following buttons:
1. Job Entry – Click this button to display the selected job supply link within Job Entry. Edit this job as you
need.
2. Unlink – Click this button to remove the supply link.
3. Transfer – Click this button to move the supply link from one job to another. You first highlight the job on
the Demand grid and then click this button on the grid. The supply link is moved to the highlighted job on
the Demand grid.
Job Manager - Demand Links
The Demand Links section lists all the sources currently linked to the job highlighted on the Supply grid. These
sources are order releases, jobs, or warehouses. Use the controls in this section to add, update, or remove the
demand from the selected job.
1. Transfer – Click this button to move the demand link from one job to another job. You first highlight the
job on the Supply grid and then click this button on the grid. The demand link is moved to the highlighted
job on the Supply grid.
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2. Unlink – Click this button to remove the demand link from the selected job.
3. Add – Click this button to add a source link to the current job selected on the Supply grid.
4. Update – Click this button to update the source link on the current job selected on the Supply grid.
Job Tracker
You can review a job record at any point during its production and planning. The Job Tracker is a display-only
program that shows you real time information on a selected job. This includes information such as operations,
materials, shipments, and part locations.
Since users cannot add or edit records within this program, the entire company can use this key communication
tool.
Menu Path: Production Management > Job Management > General Operations > Job Tracker
To select a job and update the display:
1. In the Job field, enter the job number directly or click the Job button to find and select it.
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2. Click the Retrieve Transactions button on the Standard toolbar to pull in all the current transactions for
the job.
3. If you need, click the Refresh button to display the job’s current information.
Auto Job Firm Process
You run the Auto Job Firm process to automatically change unfirm jobs generated through Material Requirements
Planning (MRP) to firm jobs. These firm jobs are available for review by your production planners.
The Auto Job Firm process defines the criteria required for jobs to be automatically set to firm. This process
performs two main tasks:
• The process enables jobs to be firmed on a schedule that runs during off peak times.
• The process saves you from manually having to firm jobs and wait for the system to complete the request.
You can set up the Auto Job Firm Process to run on an automatic recurring schedule. This ensures your jobs are
firmed regularly for review by your job planners.
For more information on the Auto Job Firm process, refer to

the Material Requirements Planning chapter. For more
information on recurring schedules, review the Automatic Data
Processing chapter in the Epicor ERP Implementation Guide.
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Auto Job Release Process
You run the Auto Job Release process to automatically indicate which firm jobs are within the process parameters
to be released. These jobs are then available for your manufacturing center and production can begin.
You can set up the Auto Job Release Process to run on an automatic recurring schedule. This ensures your jobs
are regularly released for work within your manufacturing center(s).
For more information on the Auto Job Release process, refer

to the Material Requirements Planning chapter. For more
information on recurring schedules, review the Automatic Data
Processing chapter in the Epicor ERP Implementation Guide.
Lean Metrics
Lean Manufacturing is a process that eliminates waste and cost through a continuous production flow measured
by customer demand. Use the Production Activity process both to establish lean performance metrics and to
automatically capture production data through shop floor transactions. The data you capture through this process
can then be analyzed as needed against any lean performance metrics you define.
In order to plan the manufacturing process, you must set up the application so it optimizes customer demand
and eliminates waste. The metrics you define in the lean metrics setup programs contain key information for
your lean manufacturing processing. Configuring lean production activity metrics assists you in generating the
Production Activity records you need and also minimizes data entry.
Production Activity Day Maintenance
Define your lean metrics by establishing the work pattern for each day. Production Activity Day Maintenance
contains the functionality you use to define time by period or by shift.
Menu Path: Production Management > Job Management > Setup > Production Activity Day
To establish the work pattern:
1. Click the Down Arrow next to the New button; select Activity Day.
2. Enter the activity day ID for the pattern you want to define.
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3. Enter the Description for the work pattern.
4. Select the pattern Type for the work day. Work days are defined as Period or Shift depending on how you
break up your work days.
6. Use the List sheet to review all of the Production Activity Day patterns established in the application.
Define Specific Period or Shift Information
1. Click the Down Arrow next to the New button; select Day Detail to enter specific period information for
the work day you are defining.
2. Use the Day Detail sheet to define and review the period pattern for the work day you select.
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Production Activity Week Maintenance
You also must define your overall work week pattern or patterns. Each day of the week has a designated day
code. This pattern is flexible, because you have the ability to incorporate work week variables that accommodate
different production hours, such as weekends.
Menu Path: Production Management > Job Management > Setup > Production Activity Week
To define a work week pattern:
2. Click the Code button to find and select the code for the work week pattern you want to define.
3. Enter the Description of the code to identify the week pattern.
4. In each of the day fields (for example Sunday), click the button to find and select the appropriate day pattern
that applies to the week pattern you want to define.
6. Use the List sheet to review, edit, and select the week patterns you define.
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Production Activity Plan Maintenance
You continue the lean manufacturing setup process by defining the production plan. The production plan
incorporates the manufacturing quantity, week patterns, resource groups, and other necessary work patterns
per period. Production planning is useful to account for seasonal or production changes as they relate to your
production activity.
Menu Path: Production Management > Job Management > Setup > Production Activity Plan
To create a production activity plan:
1. Click the Down Arrow next to the New button; select Plan.
2. Identify the ID to be used for the production plan you create.
3. Enter the Description to identify the ID for the plan you create.
4. Select the Resource Group attached to the production plan you create. Resource group or resource
identification is essential and must be defined in order to generate accurate production planning.
5. Identify the Week ID to pull in the appropriate week pattern established in Production Activity Week
Maintenance.
6. In each of the Hours fields (Labor, Burden, Indirect, and Rework), identify the time for each defined metric.
7. Use the List sheet to review, edit, and select production plans.
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Add Production Detail
1. Click the Down Arrow next to the New button; select Detail.
2. The Day field information defaults from the week pattern you selected on the Detail sheet.
3. Identify plan details for each Period of the day pattern. You select each period from the Tree View.
4. The Crew Size field estimates the level of staffing required for each time period.
5. Estimate the Production Quantity for the time period.
Production Activity Schedule Maintenance
The final setup record for your lean manufacturing metrics is your production activity schedule. This record defines
the manufacturing schedule during the production activity plan. The planning happens at the resource or resource
group level, so you can account for a schedule change required because of production planning alterations due
to seasonal or product needs.
Each plan has an effective date. This value is used by the Production Activity Generator to generate activity records
for resource groups with active production plans.
You can also use the same production plan on several resources or resource groups. Be sure to do this when you
have several resources and/or resource groups that perform the same tasks during your manufacturing workflow.
Menu Path: Production Management > Job Management > Setup > Production Activity Schedule
To create the production activity schedule:
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2. Click the Plan ID button to select the production activity plan you want to schedule. Once the ID is selected,
the plan details populate.
3. Select the Effective Date for the production activity plan.
Generate Production Activity
Once the production activity lean metrics are defined, you generate a production activity record for each resource
group with an effective plan. This generation process populates the current company’s production plan for a
day, week, or preferred period. This process can be run manually or attached to an automatic recurring schedule.
Menu Path: Production Management > Job Management > General Operations > Generate Production Activity
Process
To generate production activity records:
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1. Select the Start Date and the End Date for which you want to generate production schedules.
2. If you only want to generate production schedules for the current site, select the Current Site check box.
Leaving this check box blank generates production schedules for all sites.
3. To run the process, click the Submit button.
If changes in the weekly production activity schedule occur, such as an employee is sick, you can regenerate this
process. However, before the regeneration can take place, you must either manually delete all of the previously
generated files or regenerate for the one day that needs the update.
Production Activity Maintenance
After you generate the production activity plans, establish the target (transactional) metrics by period using the
effective plan defined in Production Activity Plan Maintenance. You define the metrics for each resource group,
each resource, and each day; this minimizes how much data you enter for time, resources, and materials. However,
you can manually update these default Production Activity values to handle fluctuations in your plans. Examples
of these fluctuations include the number of employees who work in the cell and the number of working hours
needed outside the plan. Through Time Entry, users enter the actual labor quantity and hours they worked on
each job operation.
Menu Path: Production Management > Job Management > General Operations > Production Activity Maintenance
To review the Production Activity Plan and the actual values:
1. If you need, click the Down Arrow next to the New button to create a new production activity plan. Select
Activity to enter and pull in production metrics from the plan you defined. Typically you will not create
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new records within this program; instead, you instead will use this program to review and update the
generated production plans.
2. Enter the ID you want to use for the production activity.
3. Select the effective Date for the production activity.
4. Select the Plan to attach to the production activity you are reviewing, editing, or adding.
5. Identify the Resource Group you attached to the production activity. This value is the group that will perform
labor against the plan.
6. The Production Plan information defaults into the Hours section. All hours that display when you first
establish the activity are the estimated values for the plan. Once time is entered against the plan, actual
values populate these fields.
7. Once all details are in place, select the Approved check box.
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Add Production Activity Detail
1. Click the Down Arrow next to the New button; select Activity Detail to enter specific production activity
information for each period.
2. Use the Production Activity Detail > Detail sheet to enter specific plan information you estimate for each
time period.
The Lean Manufacturing Process
1. Create a new job.
2. Schedule the resource.
3. Schedule and release the job.
4. Post time against the job.
5. Review the activity details until the job is complete.
The previous Job Entry section in this chapter describes this process. Review this section for more information.
Production Activity Tracker
You can review a production activity record at any point during the production and planning stages. The Production
Activity Tracker is a display-only program that shows you real-time information regarding production activity on
the Site floor. Information provided in this tracker includes the production activity estimates versus actuals,
resource group, activity plan, approval status, period details, and labor details. This tracker completes the lean
metrics functionality; use it to compare the production plan estimates versus the actual results achieved during
the production process.
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Because users cannot add or edit records within this program, the entire company can use this key communication
tool.
Menu Path: Production Management > Job Management > General Operations > Production Activity Tracker
1. Click the Search tab to define the date ranges and resources you wish to review.
2. Next, click the Refresh button to populate data within the tracker.
3. The Production Activity section displays the actual and estimated values for each detail.
4. The Production Activity Detail tab displays the estimated and actual production quantity in a graph format.
5. The Period Detail section contains the breakdown of the production activity by each period (or shift). You
indicate the method by which you measure time in Production Activity Day Maintenance, a program described
previously.
Manufacturing Execution System (MES)
The Manufacturing Execution System (MES) is an interface your company can use to record labor and material
transactions against jobs. This special interface is designed for users within a manufacturing environment, so it
limits access to functions that only relate to tracking materials and working on jobs.
To use this functionality, your application must have the MES

license. Many major functions on this interface also require the
Advanced Material Management (AMM) license; it is suggested
that you purchase this license before you run MES.
MES Employees
Before users can access the MES, they need an employee record. This record links an employee to a User ID, so
you can define both the security access and the language that this employee uses. Several employees can be
linked to one User ID, like Shop – English or Shop – Spanish. Employees that create inventory or shipping/receiving
transactions, however, should have an individual ID for auditing purposes. This employee record also defines
which functions are available for each user on the MES interface.
You set up these records through Employee Maintenance.
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Menu Path: Production Management > Job Management > Setup > Employee
To create an employee record:
2. In the Employee ID, enter an identifier for the employee. This value uniquely identifies the record on various
reports.|
3. Optionally, select the Person / Contact identifier for this employee record if one exists. If one does not
exist, the application uses the values in the employee information fields to automatically create a
4. Enter employee information such as Name, Address, Phone, and Email.
5. In the Status field, verify the employee is an Active employee.
6. You next define what areas of MES this employee can access. If this employee works with material quantities,
select the Material Handle check box. If this employee supervises the shop floor, select the Shop Supervisor
check box. If this employee ships out parts and receives materials, select the Shipping/Receiving check
box.

functionality, review the Person/Contact Maintenance
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section within the Epicor ERP Implementation Guide

reference: Application Setup.
7. If you want name, address, phone, and email changes made to this employee record to automatically update
the linked person record within Person/Contact Maintenance, select the Sync Name, Sync Address, Sync
Phone, and/or Sync Email check boxes.
Add Production Information
1. Select the Production Info sheet.
2. Select the Shift during which this employee normally works. You create shift records within Shift
Maintenance; for more information, review the Shift Maintenance topics within application help.
3. Click the Department drop-down list to select the job department.
4. Optionally, select the User Name of this employee. Only the identifiers for current users within the company
display on this drop-down list. Use this identifier to link the employee to specific security and language
settings. The feature can define a many to one relationship that includes several employees.
5. If you want, select the Resource Group for this employee. Define this option if you need to directly link
this employee to a specific resource group. If you do not select an option from this drop-down list, the
resource or resource group defaults from the work queue during Time Entry. Likewise, if you use Expense
Entry, this functionality defines the tasks the employee works on, and the resource/resource group is pulled
from the task.
6. When the employee record is complete, click Save on the Standard toolbar.
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MES – Primary Functions
When users are set up as shop employees, they can enter labor and material transactions through the MES. This
tool is a special interface that each client machine can be set up to display.
Your system administrator can set up your client machines to

display the interface.
To log in and select the activity in MES:
1. In the Employee ID field, enter your Shop Employee ID and press the Tab key on your keyboard.
2. You are now logged into the MES. A number of main options are available. To review the current activity
for a specific part, click the Part Tracker button.
3. To review a specific job, click the Job Tracker button.
4. To begin setup or production tasks on an operation, click either the Start Setup Activity button or the
Start Production Activity button.
5. The Start Setup Activity or the Start Production Activity window displays. Click the Job button to find
and select the job you need to work on. You can also enter the job number directly.
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6. Select the Assembly that includes the operation you want. In this example, one assembly is on the current
job, so 0 is the only option.
7. Now select the specific Operation that you need to work on.
8. When you finish, click OK. You are now working on this operation. The clock is active, so the MES is
calculating labor costs against this operation.
9. To stop working on this activity, click the End Activity button on the MES Menu.
10. To end your MES session, click the Log Out button on the MES menu.
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11. If you want to shut down the interface, click the Close button on the MES menu. These items are the main
functions of the MES. Depending on whether you have an Advanced Material Management (AMM) license
and the permissions defines on your shop employee record, other functions may be available as well. These
functions are found under the Production, Material, Shipping/Receiving, and Supervisors tabs.
MES – Production
Use the Production sheet to control all aspects of production on the current job(s).
1. The grid at the top of the sheet displays all the activities that you are currently working on.
2. Work Queue – Use this program to review the operations scheduled within each resource group.
3. Count Entry – Use this program to enter physical inventory tag counts.
4. Kanban Receipts – Use this program to enter and update Kanban receipts. You can enter information for
each receipt’s quantities, scrap, and non-conformances.
5. Report Quantity – Use this program to both report a production quantity is complete against a specific
operation and then request that the pallet/skid be moved to the next operation. If you have the Override
Job Number check box selected on your user record within Employee Maintenance, you can do this
without having to clock out of the operation. However, if you do not have these rights, you can still do this
without having to end the activity.
6. Non-Conformance – Use this program to add or update non-conformant materials that occur during
production. Non-conformant materials are items that are defective or require inspection in some way.
7. Get Request – Use this program to request materials for use during an operation. Use this window to put
in requests so the materials you need arrive on time.
8. Move WIP Request – Use this program to move a Work in Process (WIP) request from one physical location
to another physical location.
9. Move Mtl Request – Use this program to enter a movement request for materials. Use it to move material
requests from one physical location to another physical location.
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10. Move Inventory Request – Use this program to enter a movement request for inventory. You can move
a part quantity request to another job or warehouse.
11. Return Assembly/Material Request – Use this program to return an assembly or a material request from
a WIP job to stock.
12. Return Miscellaneous Request – Use this program to return a part quantity request from one warehouse
to another warehouse.
13. Return Salvage Request – Use this program to send a salvaged part request from a job to stock.
14. UOM Split/Merge – Use this program to split an inventory quantity expressed in a specific unit of measure
into one or more alternate unit of measure quantities, or to merge inventory quantities expressed in several
alternate units of measure into a single unit of measure quantity. It can only be used for parts for which the
Track Multiple UOMs check box is selected in Part Maintenance.
15. Material Queue Manager - Use this program to manage and manipulate queued material transactions.
These transactions include pick transactions generated when order items are allocated using selections from
the Fulfillment Workbench Actions menu.
MES - Material
You use the Material sheet to handle the materials you need. You can process requests, issue materials to jobs,
adjust inventory, perform physical counts, and so on
Button Description
Material Queue Use this program to review the current requests for materials. You can select,
process, and clear material requests.
Mfg Receipts Use this program to receive manufactured parts into inventory.
Serial Tracker The Serial Number Tracker displays information about serial-tracked part records.
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Button Description
UOM Split/Merge Use this program to split an inventory quantity expressed in a specific unit of
measure into one or more alternate unit of measure quantities, or to merge
inventory quantities expressed in several alternate units of measure into a single
unit of measure quantity. It can only be used for parts for which the Track Multiple
UOMs check box is selected in Part Maintenance.
Issue Material Use this program to issue material from inventory to a job.
Issue Assembly Use this program to issue an assembly from inventory to a specific job.
Issue Misc Use this program to enter a miscellaneous issue of parts from inventory.
Mass Issue Use this program to issue all planned materials to a job, instead of issuing them
one by one.
Return Material Use this program to record part quantities that have been returned.
Return Assembly Use this program to record assemblies that have been returned.
Return Misc Use this program to record miscellaneous issues that have been returned.
Trans Log Use this log to review transaction activity for parts and quantities.
Move WIP Use this program to move a Work In Process (WIP) part from one job operation to
another. It updates the PartWIP table, and if the job contains a serial tracked part,
the Epicor application updates the serial number and serial tracing tables to reflect
the newly assigned operation.
Move Material Use this program to move a raw material issued to a job to another location.
Adjust WIP Use this program to adjust the physical location or quantity of a Work In Process
(WIP) part. You only run this program when a WIP part is recorded in the application
in one physical location, but is actually in another physical location.
Adjust Material Use this program to adjust the physical location or quantity of a material. You can
only run this program when a material is recorded in the application in one physical
location, but is actually in another physical location.
Non-Conformance Use this program to add or update non-conforming materials that occur during
job production. Non-conforming materials are items that are defective or require
inspection in some way.
Move Inventory Use this program to transfer inventory quantities within the same site. These
transactions track the movement of parts from one warehouse/bin to another
warehouse/bin.
Adjust Inventory Use this program to adjust each part’s quantity on hand values within your inventory.
Count Entry Use this program to enter physical inventory tag counts.
Unpick Sales Order Use this program to unpick materials for a specified order, line, release and part
number, and then return them to a specified warehouse and bin.
Unpick Transfer Order Use this program to unpick materials for a specified transfer order line and part
number, and then return them to a specified warehouse and bin.
Process by ID Use this program to process a specified Queue ID in the Material Request Queue.
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MES - Package Control
The Package Control sheet gives you access to any Package Control related programs available in the MES
interface.
Button Description
Package Control ID Tracker Use this program to track dynamic and statci PCIDs (Packge Control
IDs) throughout the shop floor.
MES - Shipping/Receiving
The Shipping/Receiving sheet gives you control over all areas of the shipping and receiving process. Use these
controls to record the materials you have received and the parts you have shipped out.
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Button Description
Receipt Entry Use this program to enter receipts from all inventory materials, non-inventory
materials, and subcontract parts.
Salvage Material Receipt Use this program to report receipts of salvaged materials from a job. Salvaged
materials are entered as inventory receipt transactions. They also reduce the
material cost against specific jobs.
Job Receipt Use this program to enter the receipt of manufactured parts to another job.
Transfer Order Shipment Use this program to record an inter-site transfer shipment. This program satisfies
inter-site demand.
Transfer Order Receipt Use this program to enter a receipt for a transfer order.
Transfer Order Tracker Run this tracker to review current information about a transfer shipment.
Customer Shipment Use this program to process customer shipments. You can either relieve inventory
or ship directly from a job.
Bill of Lading Use this program to enter and update bills of lading. These items are shipping
documents that carriers use to identify cargo. Create these from existing packing
slips, or create them manually.
CustShpmnt Tracker Run this tracker to review current information about a customer shipment –
including the parts and quantities that were shipped.
Misc Shipment Use this program to enter packing slips for non-billable material. You can also
use this program to enter and print packing slips to return discrepant parts to a
supplier.
MiscShpmnt Tracker Run this tracker to review current information about a miscellaneous shipment
– including what items were shipped.
RMA Processing Use Return Material Authorization (RMA) to control and track customer returns.
Enter information about the return and then communicate this information to
the different groups that may need to take action — such as inspection, billing,
and order processing.
Subcontract Shipment Use this program to process shipments to subcontract suppliers for parts with
operations processed outside your company.
Serial Tracker This tracker displays information about serial-tracked part records. You can review
each part’s serial tracker status, location, and part transactions.
RMA Disposition Use this program to dispose and complete RMA receipts from inspection.
Stage Ship Confirm Use this program to confirm shipments of stage pack IDs or master packs. You
can filter these staged pack IDs by stage number, shipping status, shipment type,
and ship via method.
Master Pack Shipment Use this program to combine separate pack IDs into one master pack group to
ship as one shipment. This pack is restricted to only shipments of the same type.
MES – Supervisor
The Supervisor sheet gives you access to several tracker programs you use to review job progress within your
manufacturing center
1. Project Tracker – This tracker displays current information about projects. Use this tracker to review milestone
information, related orders and jobs, tasks, and budgets.
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2. Inspection Processing – Use this program to inspect the non-conformance entries made for defective
assemblies and materials. You can also use this tool to inspect purchase order receipts and customer returns.
3. Shop Tracker – Run this tracker to review current shop activity. You can see information on resources,
labor activity, and shop warnings.
4. Error Log – An alert error occurs when the application cannot send a global alert (an automatic email
notification) to a specific recipient. When such an error occurs, an entry displays in this log.
5. Tracker – Run this tracker to review the current information about a purchase order. This includes information
like purchase order status, supplier name and address, and order lines.
6. Receipt Tracker – Run this tracker to review current information about a purchase order receipt. This
includes information like the purchase order number, the received lines, and the landed costs.
7. Lot Tracker – This tracker displays information about lot-tracked part records. Use this tool to review lot
numbers, on-hand quantities, and lot transactions.
8. Serial Tracker – This tracker displays information about serial-tracked part records. You can review each
part’s serial tracker status, location, and part transactions.
9. CustShpmnt Tracker – Use this tracker to review current information about a customer shipment – including
the parts and quantities that were shipped.
10. MiscShpmnt Tracker – Use this tracker to review current information about a miscellaneous shipment –
including what specific items were shipped.
11. Order Tracker – Use this tracker to review current information about a sales order. You can review each
sales order’s lines and commissions.
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Time Entry
Time and Expense Entry is the tool you use to process time detail records. Use this program to record the time
and attendance of your employees. You can use this program to enter new time records against specific operations
on selected jobs. You can also pull in time records created through the MES interface and edit them.
These time detail records are placed against the selected operation. You can then calculate the labor costs on
each job.
Menu Path: Production Management > Job Management > General Operations > Time and Expense Entry
To enter a new time record:
1. Enter the Employee ID.
2. Click the Down Arrow next to the New button; select New Time.
3. The fields on the Time > Daily Time > Summary > Detail sheet open for data entry. In the Payroll Date
field, enter the date on which the labor occurred.
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4. Click the Shift drop-down list to select the shift during which the employee performed the labor.
5. Default time values populate the Clock In, the Clock Out, and the Lunch sections. If you need, you can
edit these times.
6. The total hours during which this employee is paid display in the Pay Hours field.
You are now ready to enter the details about the labor that this employee performed.
Time Entry - Details
You use the Time > Daily Time > Detail > Detail sheet to define the job and operation the labor occurred. You
can enter as many details as you need to account for the total labor time that displays on the Time > Daily Time
> Summary > Detail sheet.
If your company uses the MES interface, the application pulls

the time details recorded through this interface during the
selected day. You can then review each detail on this sheet,
updating the time entry records as you need.
To enter a time detail:
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2. The Time > Daily Time > Detail > Detail sheet displays. Click the Labor Type drop-down list to to select
the labor that was performed. The available options are Indirect, Project, Production, Service, and Setup.
3. Click the Job button to find and select the job this employee worked on. You can also enter the job number
directly.
4. Click the Assembly button to find and select the assembly on which the labor was performed. You can
also enter the assembly number directly. If there is only one assembly on the job, a 0 displays in this field.
5. Click the Operation button to find and select the operation on which this labor was performed. You can
also enter the operation number directly.
6. In the quantity fields, enter the part quantities that resulted from this labor detail. Enter the number of
complete parts in the Labor Qty field, the number of scrapped parts in the Scrap Qty field, and the number
of non-conformance parts in the Non-Conform Qty field.
7. If this labor was rework so that a defective part can recover its value, select the Rework check box.
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8. When you enter scrap and non-conformance quantities or select the Rework check box, the Reason fields
become available. Select a reason for these non-standard quantities in these fields.
9. Click the Serial Numbers button to find and select the serial numbers for the parts on which the employee
performed labor.
10. In the Labor Reporting area, use the Clock In and Clock Out values to define how long this employee
worked on the operation.
11. Select an Indirect Code for the labor performed.
12. Select an Expense Code for the labor performed.
13. If this labor transaction completes the setup or production on this operation, select the Complete check
box. If this labor transaction completes the operation, select the Opr Complete check box.
transaction. You can change these options as needed.
16. To complete your time record, click Submit to send the time entry record through the appropriate approval
process.
You have now completed a time detail record. Each record posts actual hours, labor costs, and burden costs
against jobs.
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Job Complete/Close
Use Job Completion/Closing Maintenance to assign complete and closed statuses to jobs. A complete job has
finished its production quantity and labor transactions, but material and other costs can still be placed against
it. Completing a job removes any remaining shop load and material requirements.
A closed job is totally finished and has received all of its costs. The accounting department typically closes the
job after auditing the financial transactions. This prevents the job from being used in any transactions or
adjustments.
You can use the Auto Job Closing and Auto Job Completion
processes in place of Job Completion/Closing Maintenance to
automatically close and complete jobs. Any jobs that fall within
the thresholds defined on closing and completion codes used
in the Epicor application are automatically closed. Any jobs
that fall outside these thresholds fail to close or complete. Refer
to the Application Help for more details.
Once you close and complete jobs, you use the Capture COS/WIP Activity process to execute the calculation
process for work-in-process (WIP) and/or cost of sales (COS) for standard jobs, project jobs, inventory, receipts,
and adjustment transactions. Refer to the Job Costing Technical Reference Guide for detailed information.
Menu Path: Production Management > Job Management > General Operations > Job Closing
To complete and close a job:
1. Click the Job button to find and select the job number. You can also enter the job number directly.
2. The Complete Qty field displays the quantity of pieces reported as complete on the last operation.
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3. The Operations sheet displays all the operations performed during this job. Use this grid to verify the
operations on the job are complete.
4. The Materials sheet displays all the materials used to manufacture the final part quantity. Use this sheet to
review the materials used on the job.
5. The Co-Parts sheet displays information related to Co-Parts, if the revision of the part manufactured on the
job is associated with Co-Parts records. Use this sheet to review information about what has been produced
and received for each of the Co-Parts on the job.
6. If you are ready to end labor on the job, select the Complete check box. You are now unable to edit
operation and assembly records on the job.
If inspections are not complete on the part quantity, a

warning message displays when you select the Complete
check box. You can either click Yes and continue, or click
No and wait to complete this job until the part quantity
passes inspection. You cannot close a job, however, until
the quantity passes inspection.
7. If all remaining costs have been assigned to this job, select the Closed check box. You can no longer edit
this job through Job Entry, nor can you post transactions against this job.
8. When you display a closed job within Job Entry, you can see its status has changed. It now displays the
Closed icon, and all the other status options are no longer available.
The application now considers the job finished. Transactions can no longer be placed against the job, and its
costs are moved to your financial records.
If you complete or close a job by mistake, you can launch the Job Complete / Close program again and clear
either the Complete or Close check boxes. You can now open this job within Job Entry and correct the errors.
For more information on the Job Completion / Closing process,

refer to the Job Costing Technical Reference Guide within
application help.
Reports
This section describes some of the key Job Management reports. You can run these reports whenever you need.
You can also set up each report to generate and print through a recurring, automatic schedule. Review the
Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information on how to link a
report to a recurring schedule.
Job Traveler
The Job Traveler is a report you can use to print the details of any jobs you select. When you print this report,
you have a hard copy of the job that can move, or travel, within the manufacturing center and any other locations
within your company.
Menu Path: Production Management > Job Management > Reports > Job Traveler
Within the Report Options section, select the job details you want to print:
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1. Print all jobs flagged for mass print – Select this check box to indicate all jobs which have their Mass
Print check boxes selected print on the report. Within Job Entry, this check box is found on the Job sheet
within the Print Status section.
2. Print Scheduled Resources – Select this check box to indicate any resources used on the job(s) print on
the report.
3. Print Scheduled Resource Descriptions – Select this check box to indicate the descriptions of these
resources print on the report.
4. Sub-Assemblies - Select this check box to indicate job's sub-assemblies print on the report.
5. New Page Per Assy – Select this check box to indicate each assembly prints on a separate page.
6. Shipping Schedule – Select this check box to indicate the shipping schedule for any orders linked to the
job(s) prints on the report.
7. Print Bar Codes – Select this check box to indicate bar codes print on the report. Employees use these
codes to scan their labor records directly into the application.
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8. Print Operation Instructions - Select this check box to print operation instructions defined in Job Entry.
9. Operation Dates – Select this check box to indicate the scheduled Start Date and Due Date for each
operation prints on the report.
10. Operation Standards – Select this check box to indicate the estimated setup and production standards
for each operation print on the report.
11. Filter Summary – Indicates whether you are including all the jobs/assemblies on the report.
The options include:
• All Selected
• None Selected
• Some Selected
To filter for jobs and assemblies, use the Filter sheet.
12. When you are ready to run this report, click Print on the Standard toolbar.
Production Detail Report
The Production Detail Report prints all the labor, material, shipping, and invoicing activity to date for jobs you
select. It can also display you profitability information by comparing job costs with AR invoicing information.
Menu Path: Production Management > Job Management > Reports > Production Detail
Within the Report Options section, select the items from the jobs you want to display:
1. Summary Only – Select this check box to indicate only the assemblies and total costs for each job print on
the report.
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2. Consolidated Totals – Select this check box to indicate the total actual and estimated costs for each job
prints on the report. An added section, Report Totals, displays all these totals.
3. Subtotal By Product Group – If you select the Consolidated Totals check box, this check box activates.
Select this check box to indicate a Product Group section prints on the report; this section divides the
estimated and actual costs by product group.
4. Exclude Miscellaneous Charges – Select this check box to remove shipment charges from the report.
Miscellaneous charges for expedite fees are included in the report by default.
5. Print Material Transactions – Select this check box to indicate details from material transactions print on
the report.
6. Print Material Cost Breakdown – Select this check box to indicate the cost details are separated by labor,
material, burden, subcontract, and material burden costs.
7. Print Operation Transactions – Select this check box to indicate operation transaction details print on the
report. These details include labor transactions and shipment/receipt transactions.
8. Print First Article Transactions – Select this check box to indicate all first article transactions print on the
report.
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9. Print Profitability Information – Select this check box to indicate profitability information prints on the
report. This section compares job costs to AR invoices.
10. Print Serial Numbers – Select this check box to indicate part serial numbers print on the report.
11. Filter – Use this sheet to select which specific jobs and assemblies to include on the report.
Work in Process Report
The Work in Process report displays the current value of all work in process (WIP), cost to inventory, and cost of
sales (COS) items. This report first prints the total costs to-date for each job. Based on the part's current status,
these costs are moved into the Inventory, Cost of Sales, and Work in Process categories.
Menu Path: Production Management > Job Management > Reports > Work In Process
Within the Selection sheet, specify the selection criteria for the report:
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1. Select the Current Site check box to indicate that only the cost transactions for the currently selected site
will display in the report.
2. Select the Include Jobs not Closed check box to display open jobs with a WIP balance.
You can select this check box in conjunction with defining

the Job Closed Date Range. If you define the Job Closed
range, using the Start and End fields, and select this check
box, then the report will also include all open jobs with
a WIP balance. If you define the Job Closed range and
clear this check box, the report will only display closed
jobs.
3. The Job Closed Date Range pane dictates whether closed jobs display in the report.
• Start - Specifies the start date for the report. All the closed jobs dated from this date through the End
Date will be included in the report. Enter the date directly, or click the arrow to the right of the field to
access a calendar and select a date.
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• End - Specifies the end date for the report. All the closed jobs dated from the Start Date though this
date will be included in the report. Enter the date directly, or click the arrow to the right of the field to
access a calendar and select a date.
4. The Transaction Date Range pane dictates whether jobs with part and labor transactions display in the
report.
• Start - Specifies the start date for the report. All the jobs with part and labor transactions dated from
this date through the End Date will be included in the report. Enter the date directly, or click the arrow
to the right of the field to access a calendar and select a date.
• End - Specifies the end date for the report. All the jobs with part and labor transactions dated from the
Start Date though this date will be included in the report. Enter the date directly, or click the arrow to
the right of the field to access a calendar and select a date.
5. In the WIP Cleared pane, select one of the options to determine which jobs display in the report. The
options relate to the WIP Cleared check box located in Job Completion/Closing Maintenance.
• Only if WIP Cleared is No - If you select this radio button and run the report, the report will display
only jobs that have the WIP Cleared check box located in Job Completion/Closing Maintenance
cleared (unchecked).
Example If you select five jobs using the Filter > Job
sheet and four jobs would have the WIP Cleared
check box cleared (unchecked) and one would have
the check box selected, then the report would display
only four jobs.
• Only if WIP Cleared is Yes - If you select this radio button and run the report, the report will display
only jobs that have the WIP Cleared check box located in Job Completion/Closing Maintenance
selected.
check box cleared and one would have the check box
selected, then the report would display only one job.
• Include Both - If you select this radio button and run the report, the report will display all the jobs that
have the WIP Cleared check box located in Job Completion/Closing Maintenance selected or cleared.
check box cleared and one would have the check box
selected, then the report would display all five jobs.
6. The MFG-VAR pane dictates whether Phantom Purge WIP transactions and manufacturing variance amount
on the C.O.S.\MFG-VAR row display in the report.
• Include Phantoms - Select this check box to include Phantom Purge WIP transactions in the report.
Phantom variances are created during the Capture COS/WIP Activity process. If you clear this check box,
the MFG-VAR amount is included on the last WIP report row.
Jobs with the WIP Cleared check box cleared in Job

Completion/Closing Maintenance do not have
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MFG-VAR transactions in PartTrans. Instead Phantom

Transactions are calculated during the generation of
the Inventory WIP Reconciliation Report and WIP
Report.
• Include Non-Posted - Select this check box to include manufacturing variance amount on the
C.O.S.\MFG-VAR row. If you clear the Include Non-Posted check box then the PartTrans MFG-VAR
Transactions for the selected Jobs that are Not Posted to GL will not be included on the COS row on the
report. They will display in WIP Balance row on the report instead.
Jobs with the WIP Cleared check box selected in Job

Completion/Closing Maintenance have MFG-VAR
transactions in PartTrans. They can be either Posted
to GL = Yes or No.
7. Use the Filter sheet to select which jobs, parts, product groups and sites to include in the report.
8. When you are ready to run this report, click the Print icon on the Standard toolbar.
Inventory WIP Reconciliation Report
Use the Inventory WIP Reconciliation Report to reconcile the General Ledger (GL) with costs from Inventory and
work-in-process (WIP). This report can also be used to preview inventory and labor transactions that have not
yet posted to the General Ledger, prior to running the Capture COS/WIP Activity process.
As inventory transactions are generated, the costs accumulate in WIP and Inventory. You can summarize the
costs in this report and review the GL accounts used for each transaction. Most cost amounts in the Epicor
application, including Cost of Sales and WIP, are calculated using the base unit of measure (UOM) assigned to
the part for which the specific cost is being calculated. These costs can also be posted to the General Ledger if
you run the Capture COS/WIP Activity process. This program is found in the Job Management module.
Menu Path: Production Management > Job Management > Reports > Inventory/WIP Reconciliation
Within the Selection sheet, select the job details you want to print:
1. Book ID – Select the GL book identifier.
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2. Date Range – Specify the start and end date for the report. Only transactions dated within this date range
are included in the report.
3. Specific G/L Account – Specify the G/L account for which transactions are being included in thr report.
You can enter a single G/L account to report associated transactions, skip the field to include all G/L accounts,
or click the G/L Account button to find and select the G/L account.
4. Including Offsetting Accounts – Select the check box to indicate that you want the report to include
complete transactions for the selected G/L account.
5. Specific Transaction Type – Specify the type of transaction for which the report is being run, or skip the
field to include all transaction types.
6. Specific Job Number – Specify the job number for which the report is being run, or skip the field to include
all job numbers.
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7. Account Level Detail – Specify the level of detail that should print on the report.
• Full - Includes each part transaction that occurred within the date range and also displays the accounts
associated with the part transaction .
• Summarized by Date/Job-Part/Tran Type - The report combines, on one line, transactions for identical
parts on identical jobs that were run during the same day.
• Summarized by Date/Tran Type - The report combines, on one line, all transactions that have the
same transaction type on the same date. This is calculated for each account
8. G/L Posting Detail – Specify the G/L posting detail that should print on the report.
• Only Posted to the G/L - Indicates whether the report should include transactions that have already
been posted to the general ledger using the Capture COS/WIP Activity program.
• Only Unposted to the G/L - Indicates whether the report should include transactions that have not
been posted to the general ledger using the Capture COS/WIP Activity program.
• Only Unposted to the G/L - Indicates whether the report should include both posted and unposted
transactions
9. Current Site – Select this check box to indicate that only the cost transactions for the currently selected
site will appear
10. Specify the Sort sequence for the report:

• Account/Date - Sorts by G/L account number, and then by transaction apply date or transaction system
date (whichever was selected).
• Account/Part/Date - Sorts by G/L account number, by part number, and then by transaction apply date
or transaction system date (whichever was selected).
• Part/Account/Date - Sorts by part number, by G/L account number, and then by transaction apply date
or transaction system date (whichever was selected).
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Epicor ERP Application User Guide Material Requirements Planning | Chapter 13
Chapter 13: Material Requirements Planning
Material Requirements Planning (MRP) is a set of planning tools you use to both estimate potential demand and propose
the supply that will answer this demand. It does this by generating job, purchase, and transfer order suggestions. MRP
is primarily designed for companies that manufacture make to stock quantities or mixed-mode manufacturers that run
both custom and stock products.
You set up Material Requirements Planning through two main maintenance programs – Part Class Maintenance and
Part Maintenance. These programs define the general quantities and time frames that you need to buy or build each
MRP part.
To enter your future demand, you can use both Forecast Entry and the Master Production Schedule. Use these two
programs to predict upcoming sales order demands and production needs.
When your forecasts and master production schedules are entered, you run Process MRP. This process creates unfirm
jobs you can then make ready for production within Job Entry. It also generates purchasing and manufacturing
suggestions that display within the Planning Workbench and the Buyer Workbench. Use these suggestions to create
jobs, transfer orders, and purchase orders.
Through regular use of MRP, you can anticipate the future demand for both your company’s products and purchasing
needs, ensuring that your materials are in the right place at the right time.
Before you use this functionality, you must have accurate methods of manufacturing designed for your part records,
solid Engineering Change Order (ECO) control, accurate inventory records, Lead Time values for purchased and transferred
materials, and proven capacity estimates for resources and resource groups.
The information contained within this chapter is intended as an overview of the MRP functionality. If you wish to learn
more about how the MRP engine calculates its results, review the MRP Technical Reference Guide available within
application help. This guide is located under the Working With section within the MRP module help topics.
Setup
This section describes the primary records you need to create for the Material Requirements Planning module.
Only the primary records are described here. Some areas within the next Operations section may also document
setup records if they are required for a specific workflow.
the Configuration topic details the options you define within Company Configuration.
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Chapter 13 | Material Requirements Planning Epicor ERP Application User Guide
Site Maintenance
You define the MRP modifiers used for each site within Site Maintenance. After you enter these records, they
become default values for a selected site and will affect the calculated results for manufacturing suggestions
once you run the MRP process.
Menu Path: System Setup > Company/Site Maintenance > Site Maintenance
1. Click the Site button to find and select the site you need.
2. You select the Use Dynamic Days of Supply in Lead Time check box to more accurately generate material
requirements. When this calculation is active, the MRP functionality can expand the Days of Supply calendar
range to account for more supply and demand. The quantity available determines the amount to increase
or reduce on the purchase suggestion, job suggestion, or unfirm job.
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3. Select the Allow Consumption of Minimum Quantity check box to cause both the MRP and PO Suggestion
processes to use another level of lead time calculations. When certain supply conditions are met within the
purchase lead time, an alternate set of Urgent Planning parameters activate. These parameters use the
Minimum Quantity available within inventory to satisfy demand while at the same time generate purchase
orders suggestions that require more immediate resolution.
4. The Finite Horizon field defines a number of days from the current system date (Today) where job operations
are scheduled finitely – any job operations scheduled on a specific day will not exceed the capacity for
work (hours, quantities) on the resources and resource groups available on that day. Any job operations
scheduled outside of the Finite Horizon data range are scheduled infinitely – which means any job operations
scheduled on a specific day can exceed the capacity for work on the available resources/resource groups.
5. In the Overload Horizon field, enter the number of days from the current system date (Today) at which
resource capacity is calculated against the demand that falls within this date range. A tracker program, the
Overload Informer, then displays the capacity used on each resource per each day, indicating when a resource
is below capacity (such as 72%), at capacity (100%), and above capacity (such as 117%). Only resources
scheduled with infinite capacity display on this tracker. If you do not use this tool, enter a 1 value to load
only one day’s records into the Shop Load Table.
6. In the Rough Cut Horizon field, enter the number of days from the current system date (Today) where the
Rough Cut Scheduling calculation will be used to schedule jobs. Any jobs that fall outside of the Rough Cut
Horizon date range use the Rough Cut Scheduling calculation to generate the schedule. This formula
evaluates the Need By Dates and Lead Time values on each material and operation to calculate how much
time is required for each job to finish its operations and gather its materials. The rough cut scheduling
formula infinitely schedules these future jobs. This data, or load, is not recorded against your resources,
which reduces the processing time needed to generate the overall schedule. Rough cut scheduling also gives
you a general idea of the production plan you may require in the future.
When a job is scheduled finitely, it means that work on

the job is constrained to run for a specific number of hours
each day and that the operations cannot be scheduled
beyond this hour limit. Jobs that have a higher priority
are assigned first to the capacity available on each
resource. When a job is scheduled infinitely, it means no
scheduling limits exist on resources assigned to handle
the job operations. Infinite scheduling gives you the
optimal schedule for each job as if it is the highest priority
job in your site. Other job operations compete for the
same resources and so the available capacity on each
resource can be exceeded; use this method to locate
bottlenecks in the schedule. For more information, review
the Scheduling chapter.
7. In the Auto Firm Horizon field, enter the number of days the MRP Process will monitor to create firm jobs.
If demand is placed within the number of days you enter, the MRP process creates firm jobs automatically
from these demand records.
8. In the Unfirm Series Horizon field, enter the number of days from the current system date (Today) where
the unfirm jobs created by the MRP process generate with a job number that uses the Firm Job Prefix
value; these jobs are ready to engineer and schedule. Any jobs generated outside of this date range use the
Unfirm Job Prefix value for their numbers.
9. If you select the Lead Time check box, the application includes lead times for constrained purchased materials
when running the Manufacturing Lead Time Calculation process. Lead Time defines the number of days
that pass between the day purchased parts are ordered from a supplier and the day the parts arrive at the
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site. This value is included in the total manufacturing lead time for this part, giving you a more accurate
view of the time needed to complete a part quantity if raw materials are not in stock. This value is used by
the MRP process to calculate the Order By Dates on purchase order suggestions.
Part Class
You can create default manufacturing and purchasing requirements through Part Class Maintenance. Part classes
are not required by the application. You need them, however, to classify inventory materials on reports. Use
these records to define overall standards that you want the manufacturing center to use for calculating MRP.
You can override default MRP values on part records. The next
sections, Part Maintenance -Manufacturing MRP and Part
Maintenance -Purchasing MRP, detail the MRP fields you can
change on part records.
Some examples of part classes are Bar Stock, Raw Materials, and Finished Goods.
After you set up these records, you then select part classes on specific part records. The default values defined
on the part class are automatically used during MRP processing for parts included within this class. These values
are intended as default MRP values and can be overridden on a specific part record.
Menu Path: Production Management > Material Requirements Planning > Setup > Part Class
To create a new part class:
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2. In the Part Class field, enter the identifier for the part class.
3. Now enter a brief explanation for the part class in the Description field.
4. If this part class is used for purchased parts, select a Buyer from the drop-down list. This person is responsible
for approving all purchase orders for parts assigned to this part class.
5. If you want to evaluate all materials purchased through this part class for quality, select the Inspection
Required check box. Any materials purchased through this part class are automatically received into
inspection; you cannot change this value during purchase order entry or receipt entry. However, if you do
not select this check box on the part class record, you can still select it later during either purchase order
entry or receipt entry.
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MRP Information
When you finish defining the part class record, you are ready to add material requirements planning (MRP)
parameters to it. Within the part class, you can also set up different MRP defaults for different sites.
2. The Site sheet displays. Select the site that uses these MRP requirements from the Owner Site drop-down
list.
3. In the Receive Time field, enter how many days are required to receive these materials. This value is used
differently, depending on whether this class is a manufactured or purchased part class:
• Manufactured Parts – The number of days required to move the material quantity either to stock or
the next job. This value is added to the Due Date on the job.
• Purchased Parts – The number of days required to receive and inspect the materials. This value is
subtracted from the Demand Date to give suppliers the correct Due Date.
4. The Planning Time Fence field defines the time limit for changes within this part class. This value is the
number of days from the scheduled start date that demands requiring supply changes are not considered
by the application. All demands outside of this time limit, however, are processed as normal.
To learn more about buyers and Buyer Maintenance,

review the Purchasing chapter.
5. The Reschedule Out Time Delta field defines the date range during which the MRP process is prevented
from rescheduling demand suggestions that occur in the future. Any demand record that is supposed to be
changed, but has an End Date less than or equal to the final date of this range, does not generate a new
suggestion. This value prevents suggestions from generating that you cannot act upon.
6. The Reschedule In Time Delta field defines the date range during which the MRP process is prevented
from rescheduling supply suggestions occurring in the future. Any supply record identified for change with
an End Date less than or equal to the final date of this range does not generate a new suggestion. This
value prevents suggestions from generating that you cannot act upon.
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Part Maintenance
Although Part Class Maintenance sets up some general MRP parameters, more precise MRP definitions are defined
at the part level. You do this through the Site sheet in Part Maintenance. If MRP parameters are entered on a
part record, they override the default values defined on the part class. Part records contain the base information
that the MRP engine requires to generate suggestions.
The MRP engine can calculate the quantity requirements for both Manufactured and Purchased part types. If the
MRP engine discovers a part record has a method of manufacturing (MOM), it generates an unfirm or firm job
that will display in Job Entry. Part records also contain modifiers that define how the MRP engine calculates
demand for each part record. These modifiers cause the MRP engine to generate items like inventory quantities,
which revision level to use, and the planning time required to purchase or manufacture quantities for this part.
Manufacturing MRP
Menu Path: Production Management > Material Requirements Planning > Setup > Part
Depending on whether the part is manufactured or purchased, you define different parameters. To define MRP
for a manufactured part:
1. Use the Part field to either enter or find and select the part record you wish to review.
2. If you are using part classes to define some MRP default values, click the Class drop-down list to select the
option you want.
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3. To indicate this material must be available for issuing to schedule an operation, select the Constrained
Material check box. If the scheduling engine discovers that the constrained material cannot be issued at a
specific time, it will locate the next available time.
A constrained material is a scheduling modifier used to limit when the MRP engine calculates the Start Date
and End Date for suggestions. If an operation is linked to a constrained material, both the material and the
resources must be available at the same time before the scheduling engine will place the operation in the
schedule.
4. A Sub Level Code is used by MRP to determine the order through which parts are processed. If no Sub
Level Codes are defined, the parts are processed in alphabetical order.
Part - Sites - Planning
To define site-specific MRP information for the part:
1. Navigate to the Part > Sites > Planning sheet.
2. If you need, you can add another site to the part record. To do this, click the Down Arrow next to the
New button, and select New Site.
3. Within the MRP Planning section, click the Planner drop-down list to select the person who is in charge
of manufacturing this part.
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4. The Planning Time Fence, Reschedule Out Delta, and Reschedule In Delta values default from the part
class selected on the Part > Detail sheet. If necessary, you can edit these values for this specific part.
5. To indicate this part is included during MRP processing, select the Process MRP check box.
6. If you want the scheduling engine to create a pull quantity to utilize existing stock and reduce the production
quantity, select the Auto Consume Stock check box. This causes MRP to automatically use overrun stock
quantities to satisfy demand.
7. Notice the Lot Sizing section. Use these fields to define how you want the application to regulate inventory
for the current part. The Multiple field defines the quantity increments placed on each job. When generating
jobs, MRP always rounds up to the nearest multiple value. For example, if a demand quantity is 379 and
the Multiple value is set to 100, MRP creates a job that has a 400 part quantity. The extra quantity is sent
to inventory.
8. In the Minimum Lot Size field, enter the smallest quantity that can be manufactured for the part. If the
total demand quantity is less than this amount, MRP creates a single job that uses this value for the production
quantity. The extra amount is automatically sent to inventory.
9. The Maximum Lot Size field defines the largest part quantity that can be manufactured through one job.
If the total demand for this part is greater than this amount, two or more jobs are created by MRP.
10. The Days of Supply field defines how many days into the future MRP looks to calculate the final quantity
needed on a job suggestion, purchase suggestion, or un-firm job. This value is used against both stock
quantities and job quantities. It reduces the number of suggestions generated by MRP. All the demand
records for a part occurring within this range are combined to generate one suggestion. However, if this
suggestion is larger than the Maximum Lot Size value, two or more suggestions are generated.
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11. Within the Start Min Lot Qty section, you can indicate at which point MRP should split a job. When MRP
encounters a part with both a Start Minimum Quantity which falls within the buffer days and a material
constraint value, the MRP engine will check for the minimum quantity of the material. If material is available
for the minimum lot quantity, the MRP process will split off a job by first updating the original job to contain
the quantity of material currently available and then by creating a second job for the balance of the demand.
12. To further refine the part’s demand, use the fields within the Short Horizon Planning section. These fields
change the lot sizes produced when demand is close to the Scheduled Start Date. This value is the date
from which MRP begins processing demand.
• In the Horizon Days field, enter how many days you need for this time period. If the job’s Due Date is
less than or equal to the scheduled start date plus the Horizon Days value, the Min and Max Lot Size
values within this section are used instead of the corresponding fields within the MRP Planning section
• In the Days of Supply field, enter the supply value that falls within the short horizon time period.
13. The Scheduling section contains fields used to define how jobs for this part are scheduled.
• The Production Prep Buffer field indicates how many days are required by Production Planning to
prepare the job before it can be released to production.
• In the Kit Time field, enter the number of days required to gather the job’s components within the
warehouse before the job can start production. When the job’s Start Date is determined, this value is
used to calculate the Release Date for the job.
• The Receive Time value defaults from the part class selected on the Part > Detail sheet. If you need,
you can edit this value for this specific part.
14. Within the Manufacturing Lead Time section, review the lead time fields. These values are either calculated
by a process or entered manually. You directly enter these values by selecting the Manual check box.
• The Cumulative Lead Time field displays the lead time of the longest constrained material requirement(s)
on all sub assemblies below the main parent assembly.
• This Level Time displays the time required to build the job cost quantity of the part. This value assumes
all of the materials required for the assembly are available.
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Part - Sites - Detail
To define site-specific material planning data for a manufactured part:
1. Navigate to the Sites > Detail sheet.
2. The Costing Lot Size field indicates how many parts need to be manufactured before the job justifies its
fixed setup costs. Enter the value you need in this field.
3. When you finish setting up the part for MRP, click Save on the Standard toolbar.
Purchase Suggestions
The MRP purchasing functionality contains similar settings as a manufactured part; however, you have some
other values you need to define.
1. Within Part Maintenance, either create or find and select a purchased part. For the part’s type, the
Purchased option is selected.
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2. Select the Sites > Detail sheet.
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3. Notice the part’s warehouse displays within the Primary Warehouse field. All the MRP settings are defined
for this warehouse.
4. Within the Purchasing section, click the Buyer drop-down list and select the buyer you need. This individual
is the person responsible for purchasing this part for the current site.
5. In the Minimum Order Quantity field, enter the smallest part quantity that can be placed on each purchase
order release.
6. In the Lead Time field, enter how many days are needed between the day on which the parts are ordered
and the day on which the parts arrive.
7. In the Supplier field, either enter or find and select the Supplier from whom you purchase this part.
8. If you select the Allow Consumption of Minimum Qty check box on the site record, you can define
alternate Urgent Planning options. If the projected On-Hand Quantity falls below the Safety Stock quantity
during the lead time date range, the Urgent Planning values are used to calculate the purchase suggestion
quantities instead. Through these parameters, you can define the specific quantities, lead times, and suppliers
to use for immediate supply needs.
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Operations
This section describes the operations available in the Material Requirements Planning module. Each operation is
Plan As Assembly
Use the Engineering Workbench to cause the MRP process to generate multiple jobs for each sub-assembly within
the method of manufacturing. When the primary job for the parent assembly is assigned the Firm status, the sub
assemblies break off to separate jobs and the material demand link is created.
1. Click the Group ID button to find and select the ECO group you need.
2. Select the Revision > Detail sheet.
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3. Click the Part Number button to find and select the part you need.
4. Click the Actions menu, highlight the Revision submenu, and select Check Out.
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5. In the Tree View, right-click the part and select the Tree > Expand Tree option.
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6. In the tree view, select the required material.
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7. The Method of Manufacturing > Materials > Detail sheet displays.
8. Select the Plan As Assembly check box.
To learn more about the Engineering program and its

features, review the Engineering chapter.
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Forecast Entry
Use Forecast Entry to predict demand for part quantities needed for general manufacturing or specific customers.
Run this program to anticipate future sales for a specific part. MRP uses forecasts to generate un-firm jobs and
job suggestions.
Menu Path: Production Management > Material Requirements Planning > General Operations > Forecast Entry
Forecast Entry can also be accessed from the Order

Management > General Operations menu if Order
Management and Purchase Management licenses are enabled
in your operations, but a Material Requirements Planning (MRP)
license is not.
To create a new forecast record:
1. Review the two display-only fields at the top of this window – Days Before and Days After. These values
indicate the range of days, before and after the Forecast Date, during which sales orders consume the
forecast. This date range is defined within Company Configuration on the MRP Configuration sheet.
2. In the Part field, either enter the Part ID directly or click the Part button to find and select the part you
need.
3. Use the Site field to define which site produces the part for this forecast. You can select all the sites (if you
have multiple sites) through either the navigation arrows or the drop-down list.
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5. The fields on the Detail sheet become active. In the Forecast Date field, enter the date by which you need
the part quantity.
6. In the Forecast Quantity field, enter the forecast requirements quantity.
7. The Consumed Quantity field displays the amount of the forecast, if any, that has been consumed to-date
by demand requirements. As sales orders are created for a specific part, the MRP engine uses the quantities
on these sales orders to determine the Consumed Quantity value on forecasts. The MRP engine first consumes
this quantity against any customer specific forecasts created for the part. It then consumes this quantity
against any general forecasts created for the part.
8. Optionally in the Customer field, find and select a customer that you predict may order this part quantity.
9. When you finish, click Save on the Standard toolbar. Repeat these steps to create multiple forecasts for
this part. You can create forecasts for the same or different customers.
Export Sales History
Use the Export Sales History program to generate and export sales history information. This function generates
a file very similar to the Sales Analysis report. The exported sales forecast file can then be used by the
SmartForecasts™ and Forecast Pro™ third-party applications to create a forecast that can later be imported into
Forecast Entry.
1. Click the Actions menu, highlight the External Forecast submenu, and select Export Sales History.
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2. The Export Sales History window displays.
3. In the From field, enter the beginning date for the range of sales history you want to export.
4. In the To field, enter the ending date for the range of sales history you want to export.
5. Use the Filters sheet to limit the information to export. You can filter by customers, customer groups, parts,
product groups, and sites.
6. In the Format field, select the file format you would like to export sales history information. Available options
include various Forecast Pro formats and the Smart Forecast format.
7. In the Export File field, enter the name of the file to which you wish to save sales history; do not enter a
file path into the field.
8. Click the Export button to both export the sales history information and close the Export Sales History
window.
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Import External Forecast
Use the Import External Forecast program to pull in an external forecast file into Forecast Entry. You can specify
the starting date and the name of the Smart Forecasts™ or Forecast Pro™ forecast file.
1. Click the Actions menu, highlight the External Forecast submenu, and select Import External Forecast.
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2. The Import External Forecast window displays.
3. In the Format field, select the format in which you would like to import the external forecast.
4. In the File Name field, specify the full directory path to the forecast file.
5. Within the Import Options section, select the Clear and Reload option to erase the entire forecast and
repopulate it with the imported information.
6. Select the Add and Replace option to add new lines to the end of the existing forecast and replace lines
with the same part, customer, and date.
7. Select the Add If New option to add new lines to the end of the existing forecast.
8. In the Start At field, specify the date from which you want to start importing forecast data.
9. Click the Import button to both import the external forecast and close the Import External Forecast
window.
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Master Production Schedule Entry
Master Production Schedule (MPS) Entry is another MRP tool you can use to generate demand. Use this program
to schedule production quantities that you plan to produce before you receive sales orders.
You can use both Forecast Entry and MPS Entry. Forecast Entry helps you predict when you will ship a specific
part quantity, while MPS Entry predicts when you will manufacture the part quantity.
If you have a forecast and a master production schedule for

the same part, MRP ignores the forecast. It only generates
demand from the master production schedule. You can,
however, import forecasts into a master production schedule.
Menu Path: Production Management > Material Requirements Planning > General Operations > MPS Entry
To create a sales order demand for a part:
1. In the Part field, enter the Part ID directly, or click the Part button to find and select the part you need.
2. Use the Site field to define which site produces the part quantity. You can select all the sites (if you have
multiple sites) through either the navigation arrows or the drop-down list.
4. The fields on the Detail sheet become active. In the Due Date field, enter the date by which you want to
finish manufacturing this part quantity.
5. In the Production Quantity field, enter the minimum quantity that must be produced for this Due Date.
6. If you want to pull in a demand quantity from a forecast, from the Actions menu, select Copy From
Forecast.
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The demand quantities you have entered through either (or both) Forecast Entry and MPS Entry can now be
processed.
Update Recycle Thresholds
Use Update Recycle Thresholds to run the Recycle Jobs calculation. This calculation improves Material Requirements
Planning (MRP) processing performance by saving unfirm jobs that use active part revisions.
Instead of deleting all unfirm jobs each time the MRP process is run, the Recycle Jobs calculation determines
which unfirm jobs can be saved. When the MRP process begins generating unfirm jobs during the current process
run, it uses these recycled jobs first to satisfy current demand.
A new job is only created when a valid recycled job cannot be found. Likewise, if any recycled jobs could not be
linked to a new demand record, the recycled unfirm job is deleted.
Use the Update Recycle Thresholds process to calculate the date ranges currently available for each active part
revision. Always run this process before you run MRP processing; this makes sure you only recycle unfirm jobs
with active part revisions. Epicor recommends you add this process and the Process MRP process to the same
process set to make sure you generate accurate results.
To activate the Recycle Jobs calculation, select the Recycle MRP

Jobs check box in Process MRP.
Menu Path: Production Management > Material Requirements Planning > General Operations > Update Recycle
Threshold
To use this process:
1. In the Last Run section, review the Date, Time, and User ID information. These values display the last time
the Epicor application ran this process.
2. In the Schedule drop-down list, identify the schedule you want to use for your Update Recycle Thresholds
process. If you select a schedule other than Now, you can indicate this process will run on an automatic
schedule you define, like daily, weekly, monthly, and so on.
3. Selecting a schedule other than Now activates the Recurring check box. Select this check box to indicate
you want this process to run automatically following the regular schedule selected on the Scheduling
drop-down list. For more information on running processes through automatic schedules, review the
Automatic Data Processing section in the Epicor ERP Implementation Guide.
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Process MRP
Process MRP is the heart of the MRP functionality. This program examines the demand from forecasts, master
production schedules, and sales orders to generate both manufacturing and purchasing suggestions. The program
then compares this demand with the current supply – which is all the jobs and purchases orders that are not yet
complete that can answer this demand.
When the supply does not meet the demand, the application creates jobs, manufacturing suggestions, transfer
orders, and purchase order suggestions using the MRP parameters defined within each part record. If the part
has an approved method of manufacturing, Process MRP creates new unfirm jobs and generates manufacturing
suggestions for existing jobs. If it cannot find an approved method of manufacturing, Process MRP instead creates
a job suggestion for the part. It also creates purchase orders and transfer orders which can then be approved or
canceled.
MRP generates jobs with an Un-firm status. Jobs with this status
can be deleted and generated again through Process MRP.
Once the Un-firm check box is cleared on these job records,
however, MRP instead generates job suggestions against these
existing firm jobs.
You act on the results of the MRP process through these programs – Job Entry, Planning Workbench, Buyer
Workbench, and PO Suggestions. These programs are described later in this chapter.
Menu Path: Production Management > Material Requirements Planning > General Operations > Process MRP
To use this program:
1. The Last Run section displays the Date and Time when MRP was most recently processed. The user who
activated the process is displayed in the User ID field.
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2. The Processing Options are:

• Net Change – Select this option to ignore any previous MRP suggestions not changed by the current
demand. The MRP Process only generates new suggestions or updates previous suggestions affected
by new demand records.
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• Regenerative – Select this option to process all outstanding sales orders, forecasts, and master production
schedules for every MRP part in the application. Any jobs with an un-firm status and any purchase order
suggestions are deleted and new job and purchase order suggestions are generated.
3. In the Cut Off Date field, enter the date on which the MRP Process stops looking for demand. Any records
that have dates after this Cut Off Date are not used to generate suggestions.
4. Next, in the Schedule Start Date field, enter the beginning date that you use to generate job suggestions,
unfirm jobs, and purchase suggestions. This date is the first date from which MRP runs. For example, if this
date is two days in the future but Process MRP is run now, then today and tomorrow are both considered
in the past.
A forward scheduled job is scheduled using a beginning

date. The job’s operations are added forwards through
the schedule based on this Start Date. A backwards
scheduled job, however, is scheduled using a final date.
The job’s operations are added backwards through the
schedule based on this End Date. For more information,
review the Scheduling chapter.
5. The Log field is the filename you use for recording the MRP process information. This log file is located in
the Client Data Directory defined in System Agent Maintenance. This is the root directory for common system
files (such as log files, photos, and drawings) and is normally a directory on the same machine where the
application server (AppServer) runs, or a directory that contains a common shared folder.
6. The Logging Level field defines the type of tracking you want from the MRP process. You can generate a
Base log that only displays MRP parameters information, an MRP log that records MRP part processing
details information, or a MRP and Scheduling log that generates additional scheduling logs that document
unfirm jobs.
Typically you should select the MRP and Scheduling

option, as you will track the most information about each
MRP process run.
7. Select the Run Finite Scheduling during MRP Calculation check box to schedule jobs using the finite
scheduling functionality. This means that this job’s finite resource groups only run for a specific number of
hours each day, and that the job’s operations cannot be larger than this capacity.
8. Select the Ignore Constrained Materials option to indicate this MRP process does not observe material
constraints during its scheduling calculations. When a material is constrained, the scheduling functionality
determines when a material is available for an operation and then uses this date as the operation’s Start
Date. Select this option to prevent this calculation.
9. If you select the Allow Historical Dates check box, the MRP process schedules job operations in the past,
before the Schedule Start Date. This option overrides the default MRP calculation that uses the Scheduled
Start Date value for all operations.
10. Select the Use Production Preparation Buffer check box to indicate the Production Preparation Buffer
day value will be used during the MRP process. This value, defined on the part record, indicates how many
days are required by Production Planning to prepare the job before it can be released to production.
11. Select the Sort Level 0 MRP Jobs by Date check box to delay starting the scheduling engine until all zero
assembly level MRP jobs are created. After all the jobs generate, the scheduling engine can begin placing
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these jobs within available times on the schedule. Selecting this option does not affect parts that have low
level assemblies other than zero.
12. If you select the Recycle MRP Jobs check box, the MRP process will reuse un-firm jobs rather than deleting
and recreating the needed jobs.
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13. If you wish, select the Run the Multi Level Pegging Process check box to directly link, or peg, each supply
part quantity to the specific demand record that created it. You can view this information on the Multi-Level
Pegging Display dashboard. Use this feature to both find potential shortages and prevent overstocking.
14. You can also generate purchase schedules by selecting the Include Purchase Contract Items check box.
Use this functionality to purchase inventory items on a recurring basis. You can define delivery schedules
that ensure inventory quantities are always available when you need them.
For more information about purchase contracts, review

the Purchasing chapter, or the Purchase Contracts topics
within the application help.
15. If you select the Rough Cut Schedule When Getting Details check box, the MRP process will schedule
jobs that cross the date threshold entered on the Site record in the Rough Cut Horizon field. You define
this value within Site Maintenance. This functionality is intended for jobs planned in the future that are not
relevant to the current production capacity. When Rough Cut Scheduling generates jobs, the resource time
used records are not written to the Overload Informer, so these jobs are not calculated against the capacity
available on each resource.
16. Use the Number of MRP Processes and Number of Schedulers fields to improve the performance of the
MRP process. These values determine how many MRP and Scheduling processes can be run simultaneously
on your server. If your server has the capacity to handle multiple MRP and Scheduling processes, enter an
appropriate number in this field.
As a general rule of thumb, you should always use more

than one MRP processor and one scheduler to increase
MRP processing speed. Your Epicor consultant can help
you determine whether your server has enough capacity
to handle multiple processes.
17. Click the Filter tab if you only want to generate suggestions for specific sites, parts, part classes or product
groups.
Using the Filter sheets you can search for and select any number of sites, parts, part classes, and product
groups that you want to process.
Example If you select a particular part class, only parts

that belong to the selected part class will be processed.
For each of the parent parts that belong to the selected
part class the Process MRP will go through the Bill of
Materials and consider demand for materials and
sub-assemblies that are part of the Method of
Manufacture of the parent part(s).
Example If you run Process MRP by part, the process

also looks for subassemblies and materials in job tables.
You enter a sales order (demand) for 10 units of Part A
(manufactured part). Part A includes Part B (purchased
material; Qty/Parent: 1) in its method of manufacture
(MOM). Next, you run the Process MRP and review the
unfirm job for 10 units of Part A. If you change the
Quantity value for Part A on the generated job in Job
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Entry from 10 to 8 and run the Process MRP again, the

process will review the existent job table and create an
additional job for 2 units of Part A.
If you change the Qty/Parent value for Part B on the
generated job in Job Entry from 1 to 2 and run the Process
MRP again, the process will double the suggestion from
10 to 20.
Once you select a part(s), part class(es), or product

group(s) you can run the MRP process in the Net Change
mode only.
Because MRP is a process, you can also set up Process

MRP to run through an automatic recurring schedule. To
learn how to do this, review the Automatic Data
Processing section within the Epicor ERP Implementation
Guide.
18. When you finish, click the Submit button.
The application now processes MRP, generating both manufacturing and purchasing suggestions. When the
process is complete, you are able to review and act on these suggestions.
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MRP Recalculation Needed
The MRP Recalculation (Recalc) Needed process eliminates the need to run a full record regeneration during the
MRP process. This process recalculates the demand to find records that typically are ignored when the MRP
process runs in Net Change mode.
Menu Path: Production Management > Material Requirements Planning > General Operations > MRP Recalc
Needed
1. If you select the Check On Hand Qty check box, the process reviews the Safety and Minimum On Hand
Quantity values defined on the MRP part record. If the current On Hand Quantity is below the sum of these
two fields, then this MRP part’s demand is recalculated.
2. If you select the Check Cutoff Window check box, the process reviews the Cut Off Date from the previous
MRP run and compares it to the proposed Cut Off Date for this process. If demand exists within the Check
Cutoff Window date range, the MRP Recalculation process clears this part during this date range, and then
demand for this MRP part is recalculated.
3. In the Cut Off Date field, enter the final review date for the MRP process.
4. Select the Check Finite Horizon check box to cause the process to review resources assigned against a
job. If any of these resources are scheduled using Finite Capacity, the process next checks to see if the
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operation’s Schedule Date value was previously outside the Finite Horizon date range, but now falls within
the finite horizon. If the job is within this horizon, demand for this MRP part is recalculated.
5. If you select the Check Short Horizon check box, the process evaluates the Short Horizon values defined
on each MRP part record. If the date on the demand record is past the short horizon date range used during
the previous MRP run, but now falls within the short horizon range for the current process, this MRP part’s
demand is recalculated.
6. The date you enter in the Schedule Start Date field will be the first date used to reschedule the MRP jobs
going forward through the schedule.
7. In the Log File field, enter the directory path and name of the file used to record the recalculations.
8. Click the Filter tab to define whether this process is run for one or multiple sites. Use this filter when your
company has multiple sites, and you only wish to generate MRP results for specific sites.
9. When you finish, click the Submit button to launch the process.
Process Multi Level Pegging
The Process Multi Level Pegging program identifies the sources of overall (gross) demand requirements for a
specific part. Run this process after the MRP engine has calculated the raw Multi-Level Pegging data. You can
then view the results of this process within the Multi-Level Pegging Display dashboard.
Menu Path: Production Management > Material Requirements Planning > General Operations > Process Multi
Level Pegging
1. Click the Schedule drop-down list and select the schedule you want to use for your multi level pegging
process. If you select a schedule other than Now, you can indicate this process will run on an automatic
schedule you define, like daily, weekly, monthly, and so on.
2. Selecting a schedule other than Now activates the Recurring check box. Select this check box to indicate
you want this process to run automatically following the regular schedule selected on the Scheduling
drop-down list. For more information on running processes through automatic schedules, review the
Automatic Data Processing section in the Epicor ERP Implementation Guide.
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View Time Phase Inquiry
Use the Time Phase Inquiry to review time-phased purchase or manufacturing material requirements for a specific
part. Launch this tracker after the processing MRP process to review its impact on a particular part. The time
phased data is retrieved from the PartDetail table.
Menu Path: Production Management > Material Requirements Planning > General Operations > Time Phased
Inquiry
1. Click the Part button to find and select a specific part.
2. Select the Site for which you want to view time phase information.
3. The Inventory section displays the Minimum On Hand, Maximum On Hand, Safety Stock, Minimum
Order Quantity, Lead Time and Days of Supply for the selected part .
4. The Manufacturing section displays the Minimum Lot Size, Maximum Lot Size, and Lot Multiple
quantities for the selected part .
5. The Due column displays the due date for the grid line.
• If this is a receipt (source of supply such as a job, purchase order or transfer order), this is the date by
which the supply quantity is due to arrive.
• If this is a requirement (source of demand, such as a sales order or transfer order), this is the due date
for the demand quantity for this part. For example, for a sales order, this is the date by which the customer
needs to receive the order quantity.
6. If this is an incoming receipt, the Receipts column displays the quantity for the job, purchase order or
transfer order.
7. If this is a requirement, the Required Qty column displays the quantity needed to satisfy the sales order or
transfer order.
8. The Balance column displays the project inventory balance for the part. This is the sum of the On Hand and
Receipt Quantities, less the Required Quantity.
9. The Source column displays the source of the receipt or the requirement.
10. The Exception column displays exception conditions for this grid line. Direct indicates there is demand for
a non-stock manufactured part. Below Minimum indicates that the on-hand quantity balance for the part
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is below the quantity specified in the Min. On Hand field. Below Zero indicates that the on-hand quantity
balance for the part is negative.
11. The remaining Job Status, Job, Order, PO, Transfer Order and Container ID columns display identifier
and status information for the individual requirements and sources of supply.
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View MRP Manufacturing Suggestions
The new and modified manufacturing suggestions display through the Planning Workbench. You act on them
by creating jobs, modifying jobs, or ignoring the suggestions.
Menu Path: Production Management > Job Management > General Operations > Planning Workbench
1. Within the Planning Workbench, click the Select button to find and select all the new and modified MRP
suggestions.
2. You can now highlight each suggestion and then act on it by clicking on the Job Manager, Order Job
Wizard, and Create Job buttons.
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View MRP Purchasing Suggestions
The new and modified purchasing suggestions display through the Buyer Workbench. You act on these suggestions
either by creating purchase orders or by ignoring them.
Menu Path: Material Management > Supplier Relationship Management > General Operations > Buyer Workbench
1. Within the Buyer Workbench, click the Buyer button to find and select a specific buyer.
2. The number of new and modified MRP purchasing suggestions displays in the PO section on the General
sheet.
3. Use the PO’s sheet to review and act on these purchasing suggestions.
MRP purchasing suggestions can also display through Purchase Order Suggestions. These purchase order
suggestions are created through the Process MRP program - replacing the Purchase Management module’s
Generate Suggestions. To learn more about this program and Purchase Order Suggestions, review the Purchasing
chapter.
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Reports
This section describes a key report available in the Material Requirements Planning module. Run this report
whenever you need. As described previously with processes, you can also set up each report to generate and
print through a recurring, automatic schedule. Review the Automatic Data Processing section within the Epicor
ERP Implementation Guide for information on how you link a report to a recurring schedule.
Time Phased Material Requirements Report
The Time Phased Material Requirements report displays data from both purchasing and manufacturing suggestions
so you can review the potential future inventory balances. The report analyzes planned receipts and requirements
for each selected part class and then displays the calculated results. This report helps you see what potential jobs
and purchase orders were generated by MRP. You can then verify the correct quantities are purchased and
manufactured in the coming months.
Menu Path: Material Management > Inventory Management > Reports > Time Phased Mtl. Requirements
Run this report to display current MRP suggestions:
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1. In the Part Types area, indicate whether this report displays Purchased, Manufactured, or Both part
types.
2. Next, in the Stock Types area, indicate whether this report displays Stocked, Non- Stocked, or Both stock
types. Because you are running this report for MRP suggestions, you typically select the Stocked option.
3. To limit the report to only display MRP suggestions, select the Suggestions have impact on balance check
box.
4. Define the projected balances cutoff date for the report. This date is used to determine which receipts and
requirements are printed.
Only parts with planned receipts or requirements on or before this date will be printed.
Any part that is below minimum or above maximum stock

levels will always be printed, even if there are no planned
receipts or requirements. Any part where the current
quantity on-hand is less than the Minimum Quantity
indicated in the part master file is considered below
minimum. Any part where the ending balance calculated
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for the Project Balances Through date is higher than the

Maximum Quantity indicated in the part master file is
considered above maximum.
If no date is entered, all receipts and requirements are

printed.
5. If you need, click the Filter tab to select specific Part Classes to display. You can run this report for one or
multiple part classes.
6. When you finish, click Print on the Standard toolbar. This report displays the current material requirements.
Use this report to verify the current demand is precisely met with the potential manufactured and purchased
supply.
The Time Phased Material Requirements report is also

explored in Job Management. Review this chapter to learn
more about this report’s functionality.
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Epicor ERP Application User Guide Scheduling | Chapter 14
Chapter 14: Scheduling
The Scheduling functionality takes factors that affect production within your manufacturing center – quantity, setup
time, production time, resource capacity, and so on – to calculate how long it takes each job to complete. It then
displays this schedule within the Job Scheduling Board, the Resource Scheduling Board, and the Multi-Resource
Scheduling Board. Use these visual tools to both review and fine-tune when jobs start and end.
To help you make solid scheduling decisions, the module has a key tool – What If Scheduling. This calculation tool
gives you a preview of how the schedule may or may not work. If you like the what-if schedule displayed on the
scheduling boards, you can accept it. The what-if schedule is then included in your manufacturing center’s actual
schedule.
Reports in the application can also help you evaluate the manufacturing schedule. The Shop Load Report prints out
the load hours for operations scheduled within each resource group. Use the Priority Dispatch Report to review the
work scheduled at each resource group – according to the job schedule and the work that has already been finished
on the job. Use the Schedule Impact Report to analyze the effect of the what-if schedule on the actual schedule.
The Overload Informer is another important scheduling tool. Use it to discover which resources have too much work
assigned to them within both the actual and what-if schedules. By pinpointing where potential bottlenecks may occur,
you can then decide on how to best schedule the jobs to prevent overloading.
The information contained within this chapter is intended as an overview of the scheduling functionality. If you wish
to learn more about how the scheduling engine calculates its results, review the Scheduling Technical Reference Guide
available within application help. This guide is located under the Working With section within the Scheduling module
help topics.
Scheduling Concepts
The Scheduling module can help you prevent potential problems and more accurately predict when jobs complete
– ensuring that your job production runs both smoothly and efficiently.
This module evaluates the schedule based on the principle of supply and demand. It does this by calculating the
load on all resources (machines, employees) the job uses. The load is the hours needed to start and finish each
operation, so load during a specific time period equals the demand on the resource. For example, an operation
takes one hour to set up the machine and five hours to produce the production quantity. This means that this
operation requires six hours of load (demand) on the resource, and this time is placed on the schedule.
Capacity defines the supply of a resource. It measures either how much time is available on the resource or the
number of units that can be produced. A resource can either have finite (limited) or infinite (unlimited) capacity.
Regardless of how capacity is measured by the resource, however, capacity cannot be stored - if it is not used
during the schedule, this value disappears.
Scheduling Times
The scheduling functionality considers several factors when calculating how long it takes to complete a job’s
production quantity.
• Queue Time is the length of time a job waits at a resource before setup work is performed on the job.
• Setup Time defines how long it takes a resource to prepare the operation for the job.
• Production Time indicates how much time is needed to produce the part quantity.
• Move Time is the length of time it takes to transport the part quantity to the next resource.
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Chapter 14 | Scheduling Epicor ERP Application User Guide
• Production Preparation Time is the time added to the lead time of the manufactured item to determine the
start date.
• Kit Time is the number of days required to assemble the materials for a manufactured part before the job
starts.
• Receive Time is the number of days subtracted from the PO Release Due Date to account for unpacking and
inspecting the purchased items. On job suggestions or unfirm jobs, this value can also indicate how many
days from the Required By Date it takes to move the manufactured items to the next job.
Scheduling Horizons
The Epicor application uses three distinct calculations to determine how much load to schedule against your
upcoming jobs. Each scheduling calculation is run against jobs whose Start Dates fall within a horizon calendar
range. You specify how many days are included within each horizon calendar range, so you can set up the
scheduling engine to generate results that best match your production planning needs.
The following graph illustrates these calculations and their different horizons.
Finite Scheduling
Finite Scheduling calculates the most detailed scheduling results. When the scheduling engines determines the
load to place against these jobs, it takes into account the existing resource load (capacity) for each operation on
the job method. Resources cannot be scheduled above their available capacity per day, so resources cannot be
overloaded in this section of the schedule. Any jobs with Start Dates that occur on or before the Finite Horizon
are finitely scheduled.
Example If the Finite Horizon is 30 days and the Scheduled

Start Date for the scheduling process is March 1, all jobs with
Start Dates from March 1- March 30 are finitely scheduled.
Infinite Scheduling
Infinite Scheduling calculates less detailed results by ignoring existing resource load (capacity). Job operations are
scheduled without constraints against each resource. You use this calculation because at some point in the future
schedule, you do not care your resources are overloaded. You can then manage the overload by either shifting
load or increasing capacity. Shop load records are created to provide the overload visibility.
Example If the MRP process calculates you need 500 parts

one week from today, it schedules them all to be built at the
same time, even though you can only do 100 at a time. If the
Finite Horizon is 30 days and the Scheduled Start Date for the
scheduling process is March 1, all jobs with Start Dates on
March 31 and later are infinitely scheduled.
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Rough Cut Scheduling
Rough Cut Scheduling ignores resource and shop load records normally included in other scheduling calculations.
It does not create resource time used or shop load records normally created by other scheduling calculations.
Instead, this calculation schedules every job using the Need By Dates, Operation Production Standards, and the
Rough Cut Parameters (by operation) to calculate the start dates. These jobs are infinitely scheduled, but the load
is not placed against these resources. This reduces the processing time needed to generate the overall schedule.
Rough Cut Scheduling also gives you a general idea of the production plan required in the future.
Example If the Rough Cut Horizon is 90 days and the

Scheduled Start Date for the scheduling process is March 1,
all jobs with Start Dates on or after May 29 are rough cut
scheduled. .
To learn more about resource groups, review the Resource

Groups sections in the Engineering chapter.
Operations
This section describes the operations available in the Scheduling module. Each operation is described as a workflow
to help guide you through the process from start to finish. These programs are primarily found within the General
Operations folder for this module. If a unique setup record is required to run the operation, this record is also
described in this section.
Scheduling Features
A job is first scheduled within Job Entry. Besides indicating when the job starts and ends, you can define additional
parameters that affect how each job is placed on the Job Scheduling Board, the Resource Scheduling Board, and
the Multi-Resource Scheduling Board.
Menu Path: Production Management > Job Management > General Operations > Job Entry
1. To launch this command, click the Actions menu; select the Schedule submenu and then select Job
Scheduling. The Schedule Job window has some key features you can define.
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This command is only available if the job is engineered.

To learn more about how to run this functionality, review
the Scheduling the Job section in the Job Management
chapter.
2. Forward Scheduling indicates this job is scheduled using a Start Date and Start Time. Based on this date
and time, the job’s operations are evaluated by the scheduling process. The times for each operation, minus
any overlapping operations, are used to calculate the final date on when this job completes.
3. Backward Scheduling indicates this job is scheduled using a Due Date and Due Time. Based on this date
and time, the job’s part method is evaluated by the scheduling process. The times for each operation, minus
any overlapping operations, are used to calculate the date on which this job needs to begin.
If you accept the default Due Time of 12:00 AM, the

scheduling engine will schedule the job so that it is ready
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by 11:59 PM of the previous day. The part will be ready

for the day required.
4. When a material is constrained, the scheduling functionality determines when a material is available for an
operation. It then uses this date as the operation’s Start Date. In some situations, however, you may wish
to ignore these material constraints. To do this, select the Override Material Constraints check box.
5. Parts are manufactured through operations that run on a group of related resources. Scheduling is calculated
through the values defined on each specific resource, which can be either a machine or an employee. If a
resource is defined as Finite, it means that it is constrained to run for a specific number of hours each day
and that the operations cannot be scheduled beyond this hour limit – or Capacity. When you select the
Finite Capacity check box, all resources defined as finite are scheduled with this constrained capacity. Any
resources not defined as finite, however, are scheduled using Infinite Capacity.
If you do not select this option, the scheduling functionality assumes that all resources on this job have
infinite capacity which means there is no limit to the number of operations that can be scheduled within
these resources. You have pros and cons for both infinite and finite scheduling. Finite Scheduling does not
allow overloaded resources, but it can cause your jobs to miss their Required By Dates. Infinite scheduling
is useful for locating bottlenecks on specific resources, but more manual work is required to resolve scheduling
issues.
Finite Horizon Hierarchy:

Resource > Resource Group > Site
The Finite Horizon hierarchy is correct, only if Site Horizon
is >= than the Resource / Resource Group horizon.
6. Use the What-If Schedule feature to test a schedule by first creating a temporary schedule and then
reviewing this schedule’s impact. On the scheduling boards, these hours are displayed as what if times, and
you can view them independently from your current times. When you decide that the temporary schedule
is acceptable, you remove the job schedule’s What If status by accepting the changes on a scheduling
board. This job time is then incorporated into the current schedule.
7. Use the Recalculate Expected Yield check box as needed to recalculate expected production yield for a
job. You need to have already selected the Production Yield check box on the Job Entry > Header sheet
and at least one production yield recalculation system action on the Operation master for every operation
used on this job.
For more details on production yields, refer to the

Application Help.
8. Check the Schedule Multi-Job check box if the scheduling engine should look for assemblies or materials
that have a direct job link. If so, those linked jobs are rescheduled in order to be just in time to supply the
main job. This check box defaults to the value set in Site Maintenance.
9. Select the Minimize WIP check box to reduce the gaps between operations on a single job or a group of
associated jobs that are scheduled via the Schedule Multi-Job feature. When checked, once scheduling is
complete the scheduling engine runs the process again - but this time backwards from the end date of the
successor job - to minimize WIP between operations/jobs. This reduces scheduling gaps.
10. Use the Ignore Locks check box to override scheduling locks. This check box is only available if the Multi-Job
functionality is enabled in Site Maintenance. The default setting is clear, so that by default the locks are
respected.
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Global Scheduling Process

The Global Scheduling process is divided into three components. Run these components in the following order
to globally schedule your jobs:
• Calculate Global Scheduling Order
• Adjust Global Scheduling Order (optional)
• Global Scheduling
If you want the Calculate Global Scheduling Order and the

Global Scheduling processes to run automatically, you can
assign them both to a Process Set. Make sure the Calculate
Global Scheduling Order process is run before the Global
Scheduling process. For more information on how to do this,
review the Automatic Data Processing chapter in the Epicor
Calculate Global Scheduling Order Process

Run the Calculate Global Scheduling Order process before you run the Global Scheduling process.
This process causes the scheduling engine to find each job’s best End Date. The engine can then compare the
End Date to the Requested By Date to determine if the job is early or late. This Early Days or Late Days is multiplied
with the job’s Priority code to determine a scheduling order sequence.
Menu Path: Production Management > Scheduling > General Operations > Calculate Global Scheduling Order
Available options:
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1. In the Schedule Start Date and Schedule Start Time fields, enter the date and time the process uses to
begin the forward schedule.
2. In the Log File field, enter the name of the file you want to use for saving the log information.
3. The Log Level field defines the type of tracking you want from the process. Options include a basic log, a
log with process details, or logs for both process and scheduling details.
4. In the Number of Processors field, enter the number of processes that are started on the server to complete
scheduling. You can improve scheduling performance by splitting one large process into smaller, multiple
processes. If your server has the capacity to handle multiple processes, enter an appropriate number in this
field.
Before you enter a value higher than one, however, you should verify with your Epicor consultant whether
your server has enough capacity to handle multiple processes. Your Epicor consultant can also help determine
the value to enter in this field.
5. Select Schedule Rough Cut Jobs Only to calculate only the scheduling order of rough cut jobs.
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6. The Schedule Multi-Job check box determines whether the scheduling engine looks for assemblies or
materials that have a direct job link. If so, those linked jobs get rescheduled in order to be just in time to
supply the main job. This check box defaults to the value set in Site Maintenance, and is available only if
the Scheduling license is enabled.
Note that you can schedule rough cut jobs in multi-job mode.
Adjust Global Scheduling Order

Use Adjust Global Scheduling Order to review and fine-tune the scheduling priorities that were generated by the
Calculate Global Scheduling Order process. The Priority value is defined on specific jobs to indicate scheduling
precedence.
You can manually change the sequence in which these jobs are scheduled or schedule a sub-set of the original
list. For example, you could choose to schedule all jobs for a specific Project ID. The Adjust Global Scheduling
Order is an optional step in the Global Scheduling process.
Menu Path: Production Management > Scheduling > General Operations > Adjust Global Scheduling Order
To adjust global scheduling order:
1. Click Search (Binoculars) on the Standard toolbar to find and select jobs currently in production. When
you return to the Adjust Global Scheduling Order window, these jobs display.
2. Change the Schedule Sequence field to adjust the priority scheduling sequence.
When using Schedule Multi-Job, note the Batch Job and Parent Job columns. The Batch Job column shows
the main job (the top parent) to which a job is linked. The Parent Job column shows the direct parent of a
job. When the production planner changes the order of the batch job, the entire group of jobs underneath
it will move as well.
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Global Scheduling
Use the Global Scheduling process to schedule the list of jobs generated by the Calculate Global Scheduling
Order process and optionally fine-tuned by the Adjust Global Scheduling Order. All the jobs selected are placed
within the schedule, either on the actual schedule or on a What-If schedule.
You can select to process using either finite or infinite capacity. If you use finite capacity, work cannot be scheduled
if it is greater than a resource’s available capacity. If you use infinite capacity, work can be scheduled above the
resource’s available capacity in order to overload it; this helps identify bottlenecks in the schedule.
You typically use Global Scheduling to schedule your jobs as you can set up this process to run on a recurring
schedule. Job schedules then update regularly based on current information.
Menu Path: Production Management > Scheduling > General Operations > Global Scheduling
1. In the Schedule Start Date field, enter the first date that you use to globally schedule your jobs.
2. In the Schedule Start Time field, enter the time that you use to globally schedule your jobs.
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3. In the Log File field, enter the name of the file you want to use for saving the Scheduling log information.
4. The Log Level field defines the type of tracking you want from the Scheduling process. Options include a
basic log, a log with process details, or logs for both process and scheduling details.
5. If you only want this process to reschedule what-if jobs, select the What-If Schedule Only check box. Your
actual schedule is not changed. You are able to review the What-If schedule and accept, discard, or save
the changes using the Job Scheduling Board, Resource Scheduling Board, or Multi-Resource Scheduling
Board.
6. Select the Ignore Material Constraints check box to cause the scheduling program to ignore that a material
is constrained and handle it as if it is available. The operation is scheduled for the resource group or resource
at a point where there is capacity available.
7. Select the Finite Load check box to process and schedule finite resources.
8. In the Number of Schedulers field, enter the number of scheduling processes started on the server to
complete scheduling. You can improve scheduling performance by splitting one large process into smaller,
multiple processes. If your server has the capacity to handle multiple scheduling processes, enter an
appropriate number in this field.
your server has enough capacity to handle multiple processes. Your Epicor consultant can also help determine
the value to enter in this field.
9. Check the Schedule Multi-Job check box if the scheduling engine should look for assemblies or materials
that have a direct job link. If so, those linked jobs are rescheduled in order to be just in time to supply the
main job. This check box defaults to the value set in Site Maintenance.
successor job - to minimize WIP between operations/jobs. This reduces scheduling gaps.
11. Use the Ignore Locks check box to override scheduling locks. This check box is only available if the Multi-Job
functionality is enabled in Site Maintenance. The default setting is clear, so that by default the locks are
respected.
All the jobs that match your parameters are rescheduled. When the process is complete, you can view the changes
on the Job Scheduling Board, Resource Scheduling Board, or Multi-Resource Scheduling Board.
Scheduling Parameters
You use scheduling parameters to determine the point at which the scheduling engine places load on the schedule.
This section discusses Finite Horizon, Overload Horizon, and Rough Cut Horizon. For more information about the
Auto Firm Horizon and the Unfirm Series Horizon ranges, review the Material Requirements Planning chapter.
Site Maintenance
Set the scheduling parameters in Site Maintenance.
Menu Path: Production Management > Job Management > Setup > Site Maintenance
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1. Use the Scheduling Send Ahead For drop-down list to determine if the start-to-start job operation offset
will be used for production or setup time. If you chose setup, a secondary operation with a start-to-start
relationship will schedule setup to begin xxx minutes (defined in the operation) after the production starts
on the primary operation. If you select production, the production time of the secondary operation will be
scheduled to start xxx minutes after the production starts on the primary operation.
2. Select the Override Scheduling Constraints check box to indicate you can move jobs on scheduling boards
as you need. Typically when you try to move a job or an operation that has quantities for material constraints
or subcontract POs, you receive an error. However if you select this check box, you can move any jobs created
in this site to different areas on the scheduling boards, ignoring both material and subcontract PO quantities.
3. In the Backward Scheduling Start field, enter a default Backward scheduling Due Time value.
The value you enter in this field defaults in the Due Time field, when you schedule a job in Job Entry, Service
Job Entry, Job Manager, Job Scheduling Board (Move Job), Resource Scheduling Board (Move Job),
Multi-Resource Scheduling Board ((Move Job), and so on.
Example You enter a value of 04:00 AM in this field and

schedule a job that is due five days out, for example, 25th
September 2017. When you schedule the job Backward,
using the Job Entry > Actions > Schedule > Job Scheduling
command, the value of 04:00 AM displays in the Schedule
Job > Due Time field. If you then review the Job
Scheduling Board for the previously scheduled job, the
Move Job window displays the Due Time value of 04:00
AM.
4. In the Finite Horizon field, enter the future point of time (in days) at which the scheduling engine will stop
using finite capacity and begin using infinite capacity against resource groups. This number of days is added
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to the current system date to determine the last day on which finite capacity is used. After this date, the
scheduling engine uses infinite capacity to calculate the schedule.
The Finite Horizon is useful in providing a long-term production view without committing resources to the
schedule. It also reduces processing time for the scheduling engine. As the schedule moves toward these
infinitely scheduled jobs, the scheduling engine can be run again to more accurately reflect how much actual
production time is required, as these jobs now fall within the finite horizon range.
5. In the Overload Horizon field, enter the future point of time (in days) at which resource capacity is calculated
against the demand that falls within this date range. A tracker program, the Overload Informer, then displays
the capacity used on each resource per each day, indicating when a resource is below capacity (such as
72%), at capacity (100%), and above capacity (such as 117%). Only resources scheduled with infinite
capacity display on this tracker.
You use the Overload Horizon to discover where bottlenecks may occur in the upcoming schedule. You can
then adjust your short-term scheduling needs to correct these bottlenecks. Any demands placed on resources
outside of this Overload Horizon date range are not included in this calculation.
6. In the Rough Cut Horizon field, enter the future point of time (in days) after which the Rough Cut Scheduling
formula is used to schedule jobs. Any jobs that fall within this date range are scheduled using the demand
requirements and supply capacity defined for each resource and resource group. The resulting values represent
the actual schedule planned for your manufacturing center to both start and finish the operations and gather
the materials required to complete each job.
Any jobs that fall outside of the Rough Cut Horizon date range, however, use the rough cut formula to
generate the schedule. This formula uses the Need By Dates and Lead Time values on each material and
operation to calculate how much time is required for each job to finish its operations and gather its materials.
The rough cut scheduling formula infinitely schedules these future jobs. This data, or load, is not recorded
against your resources, which reduces the processing time needed to generate the overall schedule. Rough
cut scheduling also gives you a general idea of the production plan you may require in the future.
7. The Schedule Multi-Job check box sets the default value of Schedule Multi-Job in the scheduling engine
programs, determining if the scheduling engine processes in Multi-Job mode. Check this box to set the
default to schedule in Multi-Job mode.
In Multi-Job mode, if a job is rescheduled, then any jobs that are linked to it are also rescheduled. The linked
jobs are rescheduled to be just in time to supply the main job.
8. The Auto Load Successor Jobs and Auto Load Predecessor Jobs are part of the Schedule Multi-Job
feature. These check boxes determine if successor and predecessor jobs that are related to a selected job
are automatically loaded to the Job Scheduling Board with the selected job.
9. Use Minimize WIP to reduce the gaps between the operations within a job or a group of associated jobs
(if using Schedule Multi-Job). The setting here determines the default setting on the Schedule Job window.
When checked, once scheduling is complete the scheduling engine runs the process again - but this time
backwards from the end date of the successor job - to minimize WIP between operations/ jobs. This reduces
scheduling gaps between the associated operations/ jobs.
Save Resource Load

Use the Save Resource Load Process to add load back to jobs scheduled outside of the overload horizon. This
scheduling method can be used to infinitely or finitely schedule jobs without placing any load against your
resources.
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To use this process, you first enter a Required By date range. When the process runs, it recalculates all jobs that
were scheduled outside of the overload horizon and have Required By Dates within the specified date range. It
also allocates load required to produce these jobs against resources.
This process adds the load by writing the load data from the Resource Time Used records of scheduled jobs to
the Shop Load table. The Save Resource Load Process accepts entry of date range, reviews scheduling resources
available, and restores the load from the Resource Time Used records that were created for the job resources.
Menu Path: Production Management > Scheduling > General Operations > Save Resource Load
1. In the Start Date and End Date fields, enter the date range. Any jobs that have Required By Dates within
this range are rescheduled with their load.
2. Select the Edit list of Jobs check box if you want to view and edit the list.
3. In the Number of Processors field, enter the number of processes that are started on the server to complete
scheduling the resource load. You can improve scheduling performance by splitting one large process into
smaller, multiple processes. If your server has the capacity to handle multiple scheduling processes, enter
an appropriate number in this field.
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your server has enough capacity to handle multiple processes. Your consultant can also help determine the
value to enter in this field.
4. When you finish, click Submit on the Standard toolbar.

These jobs are available for display on the Shop Load report and the Overload Informer.
Because Save Resource Load is a process, you can also set

up this program run through an automatic recurring
schedule. To learn how to do this, review the Automatic
Data Processing chapter in the Epicor ERP Implementation
Guide.
Job Scheduling Board
Use the Job Scheduling Board to review and change the schedules for one or multiple jobs. Through this program,
you can visually see all the jobs currently scheduled at your company. You can then make adjustments to them,
controlling when each job should both start and end.
Menu Path: Production Management > Scheduling > General Operations > Job Scheduling Board
To select the jobs you want to display on the Selection sheet:
1. If you want to view multiple jobs, click the Job button to find and select the jobs you wish to view.
2. To display a specific job, enter its number within the Job field, and press the Tab key on your keyboard.
3. To review multiple projects, click the Project button to find and select the projects you wish to display and
press the Enter key on your keyboard. The jobs created for the specific project display on the board.
4. You can also display all the jobs created for a specific project. To do this, enter the project’s identifier within
the Project field.
When you finish selecting the jobs, to review their schedules.
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Job Scheduling Board – Schedule

The Schedule sheet is a key sheet within this program. Use this sheet to visually review how long it takes to start
and complete each job. If you need, you can adjust a specific job’s schedule so that it fits better in the overall
schedule.
Available features:
1. Job List – Use this list to review the primary information on each job. The Job Number, Part, Customer
ID, Due Date, Start Date, and Days Late values display on this grid.
2. Schedule Display Area – This panel displays the schedules of each selected job through a visual interface.
Depending on the job’s status, a different color bar appears for the job’s scheduled duration.
These color bars can be modified using personalization

options. These options are explored in the Job Scheduling
Board - User Preferences section later in this chapter.
3. To move backwards through the calendar, click the Left Arrow button.
4. To move forwards through the calendar, click the Right Arrow button.
5. You can jump to a specific point within the calendar by using the Goto field. To do this, click the Down
Arrow, and select a different date from the calendar.
6. Use the Sort By field to change how the jobs are organized on the Schedule panel. You can sort jobs by
Start Date, Job, Part, Customer ID, Due Date, and Days Late.
Job Scheduling Board – Context Menu

The Job List grid on the Schedule sheet also contains a context menu you use to quickly launch selected job
records inside key programs; you can also use it to launch important functionality. To view the context menu,
select a job from the list, and then right-click the job to display the context menu.
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Available features:
1. Job Tracker – Select this command to display the selected job within Job Tracker.
2. Job Entry – Select this command to display the selected job within Job Entry.
3. Start Time – Select this command to move the scheduling board to the start time of the job.
4. Move Time/Item – Select this command to adjust the time or position of the item.
5. Multi Resource Schedule Board – Select this command to display the selected job within the Multi Resource
Scheduling Board. This program is described later in this chapter.
6. Lock Schedule – Select this command to prevent the selected job from being rescheduled.
7. Unlock Schedule – Select this command to allow the selected locked job to be rescheduled.
For more information about these programs, review the

Job Management chapter.
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Job Scheduling Board – Toggle Buttons

The Job Scheduling Board contains additional buttons on its Standard toolbar. Use these buttons to either display
or hide various items on the scheduling board. The following table lists the available options:
Icon Description
User Preferences – Click this button to launch the Scheduling Board Preferences window. Use
this window to personalize the scheduling board. The next section, Job Scheduling Board – User
Preferences, explores these options.
Toggle Queue Time – Click this button to hide or display Queue Time. When this option is off,
the button is not available and job queue times do not display.
Toggle Completion Time – Click this button to hide or display Completion Time in the schedule
board. When this option is off, the button is not available and job completion times do not display.
Toggle Original Time – If this option is active, a moved job’s original time displays on the schedule
board. It displays this time using the color for What-If changes.
Toggle Move Time – Click this button to hide or display Move Time in the schedule board. When
this option is off, the button is not available and job move times do not display.
Toggle Reschedule Screen – If this option is active, the Reschedule Confirmation dialog box
displays each time you click and drag a job’s schedule to a new location. When this option is off, this
dialog box does not display.
Toggle View Only – If this option is active, the board is in View Only Mode. You cannot make
changes to the schedule.
Increase Height – Click to increase the height of each row. Each time you click this button, the
height of each row increases.
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Icon Description
Decrease Height – Click to shrink the height of each row. Each time you click this button, the height
of each row decreases.
Job Scheduling Board – User Preferences

You can personalize the look of this scheduling board through the Scheduling Board Preferences window. Click
the User Preferences button on the Standard toolbar to launch this window.
Available features:
1. Type – This list displays the scheduling types shown on the board. If you need, you can change the type’s
name. To do this, double-click the type. The cursor appears within the cell, and you can edit the text as you
need.
2. Default Timeframe – You can expand or contract the timeframe display. To do this, click anywhere within
the date or day column headings and then drag your mouse to the left or right. Dragging to the left expands
the timeframe until it displays each day in minutes and even seconds. When you drag to the right, it continues
to contract the timeframe until it eventually displays a yearly scale.
Note: You can also expand or contract the timeframe on

the actual scheduling board. The timeframe you define
here, however, becomes the default setting.
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3. Personalization – Use these options to modify the colors used for the different schedule types. You can
modify the font, font size, refresh interval, and other options.
4. Assembly Move Option – Select an option from this list to define what happens when you move an
assembly on the scheduling board. Depending on what you select, the scheduling board adjusts parent and
child assemblies differently in relation to their preceding, subsequent, or all operations.
5. Operation Move Option – Select an option from this list to define what happens when you move an
operation on the scheduling board. Depending on what you select, the scheduling board adjusts operations
differently in relation to their preceding, subsequent, or all operations.
6. Scheduling Bar Text – Select an option from this list to define the text that displays on scheduling bars.
These options include Job (Assembly/Seq), Part Number, and Customer ID/Job.
7. When you finish modifying the board, click the Apply button. The changes you made to the board’s display
now appear.
Job Scheduling Board – Move Job

You use the Schedule sheet to make changes to each job. After you make these changes, they appear visually
on the sheet, so you can verify this job’s revised schedule works with all the other jobs at the manufacturing
center.
You make these changes through the Move Job window. To display this window:
1. On the display, either double-click the job’s scheduling bar or click and drag the scheduling bar to the right
or left.
2. The Move Job window displays. The main information about the job displays within the Job section.
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3. Information about the current assembly displays within the Assembly section.
4. The Current section displays details about the selected operation.
5. The Proposed Changes area contains the options you have for moving a job. To change the scheduling
method, select either the Forward or Backward option.
For information about the Forward and Backward

scheduling methods, read the Scheduling Features section
at the beginning of this chapter.
6. If you select the Forward schedule method, the Start Date and Start Time fields become active. Enter the
date and time you want the job to start within these fields.
7. If you select the Backward schedule method, the Due Date and Due Time fields become active. Enter the
date and time you want the job to end within these fields.
8. The Move Option drop-down list contains the options available for moving a job. Select one of these
options:
• Job - All Operations – This option reschedules operations on this resource group. However, if multiple
operations for a single job are scheduled at this resource group, this option leaves gaps for intervening
operations on additional resource groups.
• Branch - Preceding Operations – This option reschedules the selected operation and the preceding
operations for the assembly. It then reschedules operations contained in any preceding assemblies within
the method.
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• Branch - Subsequent Operations – This option reschedules the selected operation and subsequent
operations for the assembly. It then reschedules operations contained in any subsequent assemblies
within the method.
• Assembly - All Operations – This option reschedules all the operations on the assembly around the
selected operation. If multiple operations for a single assembly are scheduled at this resource group, this
option leaves gaps for any intervening operations on additional resource groups.
• Job - All Jobs - In multi-job mode, all jobs related to the selected job (meaning the successor, predecessors,
and itself) are rescheduled as a unit.
• Job - Successor Jobs - In multi-job mode, all successor jobs related to the selected job, including itself,
are rescheduled as a unit.
• Job - Predecessor Jobs - In multi-job mode, all predecessor jobs related to the selected job, including
itself, are rescheduled as a unit.
9. A material can be defined as a constrained material, indicating the materials must be available for issuing
to schedule operation. However, to ignore constraints placed on this job's materials, select the Override
Material Constraints check box.
For more information about material constraints and finite

capacity, read the Scheduling Features section at the
beginning of this chapter.
10. To reschedule this job so that its calculations consider the limited daily capacities available on resource
groups, select the Finite Capacity check box.
successor job - to minimize WIP between operations/jobs. This reduces scheduling gaps. is available only
when the Move Option is set to Job - All Jobs, and Job - All Operations.
12. The Ignore Locks check box (which is enabled only when the Move Option is set to Job - All Jobs, Job -
Successor Jobs, and Job - Predecessors Jobs) determines whether scheduling locks are respected for linked
jobs.
13. Recalculate Expected Yield, which is available if the selected job has the Production Yield option enabled
in Job Entry, determines whether you want the application to adjust the job production yield of any job that
uses this operation and has been flagged to use the automatic recalculation feature.
14. Click OK.
Job Scheduling Board – Detail

For your reference, the Job Scheduling Board displays complete information about each job. This information
displays on the Details sheet. To use this sheet:
1. On the Schedule sheet, from the Job list, select the job you want to review.
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2. Click the Detail tab.
3. The job’s details display. The Job section displays the main information about the job - the Job Number,
Part, Start Date, Production Quantity, and other details.
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4. The Assembly section displays information about the selected assembly. The Assembly Number, Part,
Revision, and other details display.
5. The Operation section displays details about the current operation like Start Date, Due Date, Resource
Group, and so on.
6. The Material Constraints grid displays any materials that must be available before operations are scheduled
on the current job.
7. The Resource grid displays the resources, if any, that are linked to the operation.
Job Scheduling Board – Actions Menu

You finish or remove your scheduling changes through the commands on the Actions menu. You can also review
the status of materials, as well as the load on sites and resources groups.
Available features:
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1. Undo All Changes – Select this command to return the entire schedule to the state it was in before your
changes were made.
2. Undo Current Job Changes – Select this command to return the schedule for a highlighted job to its
original state.
3. Accept All Changes – Select this command to incorporate all the changes you made into the actual schedule.
4. Accept Current Job Changes – Select this command to incorporate any changes you have made to a
selected job into the actual schedule.
5. Save Schedule – Use this command to save the board settings under the current schedule’s name. If this
schedule has not yet been saved under a name, Schedule Maintenance displays where you can enter the
name for this schedule.
6. Restore Schedule – Use this command to bring back, or restore, a specific schedule. When you select this
command, it causes Schedule Maintenance to display. Use this program to select the schedule you wish to
restore.
7. View Log – Select this command to launch the Restore Log window. Use this window to review any errors
(if any) that occurred while a specific schedule was restored.
8. Material Status – Select this command to review the material requirements for the current job. This
functionality displays all the material requirements – including any stock assemblies that have pull quantities.
9. Resource Schedule Load Graph – Select this command to display the resource graph. Information about
resource group and resource schedules display through both a Resource Group Load Graph and a Resource
Load Graph.
10. Plant Schedule Load Graph – Select this command to display the plant graph. Information about job
department, company, plant, or resource group schedules display. This includes both an Actual Capacity
and Load Graph and a What If Hours Graph.
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11. Print – Run this command to send the schedule board to a Print Preview window. If you wish, you can
then print this schedule.
Resource Scheduling Board
Use the Resource Scheduling Board to review and modify scheduled jobs at both the resource and the resource
group level. A resource can be a piece of equipment (like a lathe), or a shop employee (like a machine setter). A
resource group consists of several related resources that can be scheduled as a single unit.
You create resources and resource groups through Resource

Group Maintenance. For more information on this important
setup program, review the Engineering chapter.
This scheduling board’s interface is similar to the Job Scheduling Board. Some differences, however, exist between
them. The next sections explore these differences.
Menu Path: Production Management > Scheduling > General Operations > Resource Scheduling Board
Use the Selection sheet to choose the resource or the resource group that you wish to view:
1. Select the Scheduling Board Type you need. Available options - Resource and Resource Group.
2. Depending on the board type you select, either the Resource or the Resource Group field is active. You
can enter the resource or group you want directly, or you can click the Search buttons to find and select
the resource or group you need.
3. In the Start Date field, enter the first date of the calendar range you wish to view.
4. In the End Date field, enter the last date of the calendar range you wish to view. The scheduling data
generated both on and between the Start Date and End Date displays on the scheduling board.
If your company purchased the Advanced Planning and

Scheduling (APS) module, you can also schedule resources
by capability. Capabilities are skills and abilities that
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resources possess, like turning, painting, drilling, and so

on. These capabilities are then linked to specific resources
and resource groups. For more information about
capabilities, review the Scheduling Technical Reference
Guide available in the application help.
You are now ready to view the schedule for the selected resource or resource group.
Resource Scheduling Board - Schedule

To view the manufacturing activity for the resource or resource group, use the Schedule tab. The interface is
similar to the Schedule sheet within the Job Scheduling Board; however, the Resource Scheduling Board displays
the schedule of all operations processed by the resource or group.
Available features:
1. Operations List – This panel displays the primary information for each operation. It first displays the Job
Number/Assembly Sequence Number/Operation Sequence Number. You can then scroll this list to
the left to display the operation’s Part Number, Customer ID, Operation Code, Setup Group, Start
Date, and Days Late.
2. Schedule Display Area – This panel visually displays the schedules of each selected operation. Depending
on the operation’s status, a different color bar appears for the operation’s scheduled duration.
5. You can jump to a specific point within the calendar by using the Goto field. To do this, click the Down
Arrow, and select a specific date from the drop-down calendar.
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6. Use the Sort By field to change how the operations are organized on the Schedule panel. You can sort the
operations by Start Date, Setup Group, Part, Customer ID, and Operation Code.
Resource Scheduling Board – Move Job

The Schedule Display Area works in the same way as the Job Scheduling Board. Use this display to make changes
to a job and then view its impact on other jobs. On this scheduling board, however, the changes you make occur
at the operation level.
Make these changes in the Move Job window. To launch this window:
1. On the display, either double-click the operation’s scheduled hours or click and drag the hours to the right
or left.
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2. The Move Job window displays. This window is nearly identical to the window that displays within the Job
Scheduling Board. However, some additional options are available.
3. From the Move Option drop-down list, select the Operation Only option. This move option reschedules
the operation, but it leaves all the other operations in their original schedules.
For a complete list of the other move options, review the

Job Scheduling Board – Move Job section found earlier
in this chapter.
4. You can also select a different resource to run the changes you are making to the job. To do this, click the
Resource drop-down list and select the resource you need.
5. If the production is finished on this operation, select the Production Complete check box.
6. If the setup is finished on this operation, select the Setup Complete check box.
7. When you finish making changes to the job operation, click OK. Your changes now display on the Resource
Scheduling Board.
You can also modify other options within the Proposed

Changes section. For details on these fields, review the
Job Scheduling Board - Move Job section found earlier in
this chapter.
Resource Scheduling Board – Load Leveling

Both the Standard toolbar and the Actions menu on this scheduling board contain the same controls that are on
the Job Scheduling Board. The Standard toolbar contains view options that you can toggle on or off. The Actions
menu also contains the same commands you use to save and undo changes.
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The Load Leveling function, however, is unique to the Resource Scheduling Board. Use this function to compress
the operations on a resource group so that no time exists between them. This helps you prevent uneven loads
on resources and eliminates any idle time at resource groups that typically bottleneck.
Load Leveling takes all jobs that fall within a given date range and reschedules them so that the total load on a
specific resource becomes smoother.
The changes made by Load Leveling are What-If schedule changes only – you need to accept them before they
become part of your actual schedule.
You can launch this window in two ways:
1. Click the Load Level button on the Standard toolbar, or click the Actions menu; select Load Level.
To learn about these options, review the Job Scheduling

Board - Toggle Buttons and Job Scheduling Board -
Actions Menu sections found earlier in this chapter.
2. The Load Leveling window displays.
3. In the Start Date field, enter the date on which the first operation included in load leveling begins. The
default is either tomorrow’s date or the highlighted operation’s Scheduled Start Date – whichever is later.
4. Next, in the New Start Date field, enter the date that is used the next time you launch load leveling. By
default, this value is the Start Date displayed during your next load leveling session.
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5. In the Cut Off Date field, enter the final date on which operations should be included during this load
leveling process. The default date is the What-If start date for the last operation on the scheduling board.
Operations that have a start date on or before this date are included in the load leveling.
6. Use the Move Option drop-down list to define how the schedule is adjusted with the potential changes.
The options are:
• Job – All Operations – This option reschedules operations on this resource group. However, if multiple
operations for a single job are scheduled at this resource group, this option leaves gaps for any intervening
operations on additional resource groups.
• Branch – Preceding Operations – This option reschedules the selected operation and the preceding
operations for the assembly. It then reschedules operations contained in any preceding assemblies within
the method.
• Branch – Subsequent Operations – This option reschedules the selected operation and subsequent
operations for the assembly. It then reschedules operations contained in any subsequent assemblies
within the method.
• Assembly – All Operations – This option reschedules all the operations on the assembly around the
selected operation. If multiple operations for a single assembly are scheduled at this resource group, this
option leaves gaps for any intervening operations on additional resource groups.
• Assembly – Preceding Operations – This option reschedules the selected operation and all operations
for this assembly that come before it.
• Assembly – Subsequent Operations – This option reschedules the selected operation and all operations
for this assembly that come after it.
• Operation Only – This option only reschedules the selected operation.
7. Now click the Load Level By drop-down list to define what value you use to level the load. Available options:
• Start Date – This value is the start date defined on this window.
• Setup Group – This option causes the Setup Group Scheduling Order window to display. These
groups are used to sort schedules on your board.
To learn more about setup groups, review the Setup

Group Maintenance topic within application help.
• Operation Code – This operation levels the load by operation.
8. If you want load leveling to evaluate scheduling priorities, select the Consider Priority check box. These
values indicate if some jobs have precedence over other jobs. Scheduling priorities are defined in Job Entry.
The functionality compresses the operations on the selected resource or resource group. When the process is
complete, click the Schedule tab, review the changes and from the Actions menu, select the Accept All Changes.
Resource Scheduling Board – Details

For your reference, the Resource Scheduling Board displays the main information about each job and operation.
This information is displayed on the Details sheet.
To use this sheet:
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1. On the Schedule sheet’s Operation List, select the operation you want to review.
2. Click the Detail tab.
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3. The selected job and operation details display. The Job section displays the main information about the
selected job - the Job Number, Part, Start Date, Production Quantity, and other details.
4. The Assembly section displays details about the selected assembly. The Assembly Number, Part, Revision,
and other details display.
5. The Operation section displays details about the current operation like Start Date, Due Date, Resource
Group, and so on.
6. The Material Constraints grid displays any materials on this operation that are constrained within the
schedule.
Multi Resource Scheduling Board
Use the Multi Resource Scheduling Board to review and modify scheduled jobs at the resource. You can review
the schedule for one resource or for many resources.
The Multi Resource Scheduling Board is only available if you

have the license for Advanced Planning and Scheduling (APS)
installed.
Menu Path: Production Management > Scheduling > General Operations > Multi Resource Scheduling Board
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To review the schedule for a resource:
1. Click the Resource button to find and select the resources you need.
2. In the Start Date field, enter the first date of the calendar range you wish to view.
3. In the End Date field, enter the last date of the calendar range you wish to view. The scheduling data
generated on and between the Start Date and End Date displays on the scheduling board. You are now
ready to view the schedule for the selected resources.
4. The Schedule sheet displays the schedule for the selected resources. This interface is similar to the Schedule
sheet within the Resource Scheduling Board.
5. The Detail sheet displays specific information on a selected resource. This interface is similar to the Detail
sheet within the Resource Scheduling Board.
6. The List sheet displays the operations for the selected resources.
Multi Resource Scheduling Board - Schedule

Use the Schedule sheet to review and modify the production schedules for the selected resources.
1. The Resource ID and Resource description display in the left panel for the selected resources.
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2. The Schedule Display Area visually displays the schedules of each selected resource. Depending on the
resource status, a different color bar appears for the resource’s scheduled duration.
3. To modify the production schedule of a resource, click the beginning of the resource’s schedule bar and
then drag it to a new start date on the schedule display. The Move Job window displays. The window is
similar to the one that displays within the Resource Scheduling Board.
6. You can jump to a specific point within the calendar by using the Goto field. To do this, use the Down
Arrow to select a specific date.
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Reports
This section describes some key Scheduling reports. You can run these reports whenever you need or set up each
report to generate and print through a recurring, automatic schedule. Review the Automatic Data Processing in
the Epicor ERP Implementation Guide for information on how you link a report to a recurring schedule.
Shop Load Report
The Shop Load report prints the load hours for each operation scheduled within each resource group. Load hours
are the hours that remain on an operation before it is complete. To calculate the load hours, this report adds
together the Setup Load and the Production Load for each operation.
Closed jobs and complete operations do not display on this report. If the load calculation results in zero hours,
or if the operation scheduled Start Date is later than the Cut Off Date, the operation does not print.
Production Load is the total hours that remain to complete an

operation’s production. Setup Load is the total hours that
remain to complete an operation’s setup. For more information
about load, review the Scheduling Concepts section found at
the beginning of this chapter.
Menu Path: Production Management > Scheduling > Reports > Shop Load
To define the Shop Load report options:
1. In the Cut Off Date field, enter the first date that load is calculated. All operations running on or after this
date display on the report.
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2. Next, select an option in the Units area. This defines the time scale that you want each column to represent.
Available options: Week and Days.
3. The Interval field defines the time span placed between each column, using the time scale you selected in
the Units area. This value, combined with the Units value, indicates how the column headings are printed
on the report. For example, you enter a cutoff date of 04/30/2016, use the Week time unit, and enter an
Interval of 1. The column headings that print are 04/01/16 – 04/07/16, 04/08/16 – 04/14/16, and so on.
4. If needed, select the First Bucket is Infinite? check box. This indicates overdue hours display on the report.
The first column includes all load hours scheduled before the Cut Off Date – as well as the current hours.
If selected, this check box also causes the report to ignore the Interval value.
5. Select the Summary Only check box to limit the report to only display resource group, department, and
report total information.
6. Use the sheets on the Filter tab to limit the Resource Groups and the Departments that display. Select
the specific departments and resource groups that you want on the report.
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Priority Dispatch Report
The Priority Dispatch report communicates the work schedule to the shop floor employees. The report is designed
to answer the question, “What should/could we be working on today?” Typically you print this report to display
one page for each resource group; each page is then either given to the shop supervisor for that group or posted
within the work area. The report divides its information into the following sections – Current Work, Available
Work, and Expected Work.
Menu Path: Production Management > Scheduling > Reports > Priority Dispatch
To define the Priority Dispatch report options:
1. Use the Max No of Operations to List Per Resource Group field to limit how many operations display
for each selected resource group. The default value is 999, which means that all operations are listed.
2. Next, use the Operations due to start on or before field to define the last date that prints on the report.
Only operations scheduled to start on or before this date display.
3. Select the New Page Per Resource Group check box if you want this report to start on a different page
for each resource group.
4. Select the Print Labor Reporting Resource Only check box if you want this report to only print the labor
reporting resource.
5. Select the List All Scheduled Resources check box if you want this report to include all scheduled resources.
6. Select the Material Status check box to include the material status on the report.
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7. If the Material Status check box is selected, the Summary\Detail check box activates. Select this check
box to include summary and detail information.
8. To include totals on the report, select the Print Totals check box.
9. Use the sheets on the Filter tab to limit the Resource Groups and the Departments that display. Select
the specific departments and resource groups you want on the report.
Schedule Impact Report
Use the Schedule Impact report to analyze the effect of different scheduling dates on current jobs. You use this
report to compare early, late, and on time jobs between the actual and what-if schedules. After reviewing this
report, you can then accept or reject the what-if jobs on the scheduling boards.
Menu Path: Production Management > Scheduling > Reports > Schedule Impact
To define the Schedule Impact report options:
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1. In the Jobs Required Dates On or Before field, enter the primary date you use. All jobs whose Required
By date is on or before this date display on this report.
2. Use the Early Grace Period (Days) field to define how many days a job can be completed early and still
be considered on time. If you enter a zero, a job scheduled to complete one day before the What-If date is
considered early by the report.
3. Use the Late Grace Period (Days) field to define how many days a job can be late and still be considered
on time – in relationship with its What-If date. If you enter a zero, a job scheduled to complete one day
after the What-If date is considered late by the report.
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4. Use the Report Name field to identify these report options. If you wish to run this version of the report at
a later date, you can pull up this version again. The operations stay the same, but you need to change the
Jobs Required Dates On or Before date.
5. You are now ready to define what specific jobs display on the report. Select the Summary Only check box
to display the late, early, and on time job totals in relationship with each job’s What-If date.
6. If you clear the Summary Only check box, other check boxes on this window become active. Select the
Late Jobs as One Group check box to display all the late jobs together on the report. If you do not select
the Late Jobs as One Group check box, you can select one or multiple late job check box options. Available
options:
• Jobs Now Late – Select this check box to display jobs that are just late in relationship with their What-If
dates.
• Jobs More Late – Select this check box to display jobs that are even later in relationship with their
What-If dates.
• Jobs Less Late – Select this check box to display jobs that are still late, but less late than they originally
were in relationship with their What-If dates.
• Late Jobs Unaffected – Select this check box to display late jobs that are not changed by their What-If
dates.
7. Select the Ontime Jobs as One Group check box to display all the on time jobs together on the report. If
you do not select the OnTime Jobs as One Group check box, you can select one or multiple on time job
options. Available options:
• Jobs Now Ontime – Select this check box to display jobs that are on time in relationship with their
What-If dates.
• Ontime Jobs Unaffected – Select this check box to display on time jobs that are not affected by their
What-If dates.
8. Select the Early Jobs as One Group check box to display all the early jobs together on the report. If you
do not select the Early Jobs as One Group check box, you can select one or multiple early job options.
Available options:
• Jobs Now Early – Select this check box to display jobs that are early in relationship with their What-If
dates.
• Jobs More Early – Select this check box to display jobs that are even earlier in relationship with their
What-If dates.
• Jobs Less Early – Select this check box to display jobs that are still early, but less early than they originally
were in relationship with their What-If dates.
• Early Jobs Unaffected – Select this check box to display early jobs that are not affected by their What-If
dates.
9. Click the Filter tab to limit the sites that display on the report.
Overload Informer
The Overload Informer displays resources that have work time scheduled above their capacity to complete. This
tool displays both the actual and what-if schedules for the selected resources. Run this tool when you schedule
resources using infinite capacity. The key information this tool displays is the Hours Over Capacity and Percent
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Over values. Use these values to determine which resources are currently overloaded by the actual or what-if
schedules.
If the Overload Horizon value in Site Maintenance is zero, then

the Overload Information informer will not display any record
for overload resource groups and related resources.
You can filter the information that displays on the Overload

Informer by entering a value within the Minimum Overload
Percentage field on resources and/or groups. This field is
available in Resource Group Maintenance.
Menu Path: Production Management > Scheduling > General Operations > Overload Informer
Use the Advanced Search sheet to define what you want to display:
1. In the Cut-off Date field, enter the last date you wish the Overload Informer to review. All resources that
are overloaded on or before this date display.
2. To filter the results by Dept, select an option from the drop-down list. Job departments place similar resource
groups together so you can quickly find related information on the Overload Informer and reports.
To learn more about departments, review the Job

Department Maintenance topic within application help.
3. You can also limit the results to only display resources contained within a specific resource group. To do
this, select a Resource Group from the drop-down list.
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4. You can further limit the results to only display a specific resource. To do this, enter the resource’s identifier
in the Resource ID field.
5. To limit the results by overload percentage, enter a value within the Percent Over field. If a resource has
an overload percentage that is greater than or equal to this value, it displays within the results. This value
is only for times calculated in the actual schedule.
6. To limit the results by the what-if overload percentages, enter a value within the WI Percent Over field.
All resources that have an overload percentage greater than or equal to this value now display. This value
is only for times calculated in the current what-if schedule.
7. When you have defined the filters you want, click the Refresh All button. You can now review the overloaded
resources on the Actual and What-If sheets.
Overload Informer – Actual

Select the Actual tab to review which resources are currently overloaded. Available columns on this sheet::
1. The Date column displays the day on which this resource is overloaded.
2. The Dept column displays the job department that contains the overloaded resource group.
3. The Resource Group ID and Resource Group Desc columns display the identifier and description of the
resource group that contains the overloaded resource.
4. The Resource ID and Resource Desc columns display the identifier and description of the specific resource
that is currently overloaded within the actual schedule.
5. The Hours column displays the total hours scheduled for the resource.
6. The Hrs Over Capacity column displays how many hours have been scheduled above the resource’s capacity.
7. The Percent Over column displays the percentage by which the resource is overloaded.
8. Resources can also be limited based on volume or other factors. The Non Time Capacity column indicates
a limit to the resource other than time. For example, a rack resource has 10 available racks that can be filled
each day. This column displays the number 10 in this field.
Use the information in this sheet to help you adjust how resources are currently used on the actual schedule.
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Overload Informer – What If

Use the What-If sheet to review which resources are overloaded if you accept what-if scheduling. Use this sheet
to help you decide whether or not you accept the what-if schedule. Available columns:
1. The Date column displays the day when this resource is scheduled to be overloaded.
2. The Dept column displays the job department that contains the overloaded resource group.
3. The Resource Group ID and Resource Group Desc columns display the identifier and description of the
resource group that contains the overloaded resource.
4. The Resource ID and Resource Desc columns display the identifier and description of the specific resource
that is currently overloaded within the what-if schedule.
5. The Hours Over Capacity column displays how many hours are what-if scheduled above the resource’s
capacity.
6. The WI Percent Over column displays the percentage by which the resource is overloaded through the
what-if schedule.
7. Resources can also be limited based on volume or other factors. The WI Non Time Capacity column indicates
another limit to the resource besides time. For example, you have a rack resource that has 10 available racks
that can be filled each day. This column displays the number 10 in this field.
8. The WI Daily Prod Qty indicates how many items can be produced by this resource per day within the
what-if schedule. For example, a rack can heat treat 100 parts/day, so the daily production quantity is 100.
Use the information displayed in this sheet to help you adjust how resources are currently used on the
what-if schedule.
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Chapter 15 | Purchasing Epicor ERP Application User Guide
Chapter 15: Purchasing
Purchase Management and its associated Supplier Relationship Management and Purchase Contract modules handle
entering purchase orders and tracking supplier performance. The central program that controls purchasing activity is
Purchase Order Entry. Each purchase order (PO) can contain multiple detail lines, and each detail line indicates planned
receipts to inventory, direct receipts to a sales order, or direct receipts to a manufacturing job. Purchase order receipt
processing also updates suggested supplier and detailed purchase history files, so your purchasing history is continuously
updated to help you make future purchasing decisions.
Both contract and consolidated purchase orders (POs) can also be created through Purchase Order Entry. Through
these additional module licenses, you create a contract PO with a specific supplier to purchase part quantities using a
recurring, regular schedule. The contract PO is active throughout the purchase schedule as various receipt transactions
are placed against it to satisfy the requirements of the contract. Consolidated purchase orders are global POs you can
create to buy part quantities for all the companies within your organization. Each release on a consolidated PO can be
designated for a selected company, Site, and warehouse, ensuring that the correct parts and quantities arrive where
they are needed.
If your organization licenses the Supplier Relationship Management (SRM) module, you can leverage the request for
quote (RFQ) functionality. Use this feature set to create request for quote records that you then send out to various
competing suppliers. You evaluate the responses from these suppliers in order to decide which businesses can provide
your company with the quantities, price points, and delivery dates you need for your manufacturing and servicing
business flow.
The RFQ information can then be reviewed through a central SRM tool, the Buyer Workbench. Through this tool, buyers
can see the current state of their RFQs and purchase orders. All the entry programs involved in the purchasing process
can be launched through this tool, including Purchase Order Entry, RFQ Entry, and various Suggestion programs. When
you combine Purchase Management with the added SRM tools, purchase contracts, and multi-site functionality, you
have complete control over your purchasing business flow.
Setup
This section describes the primary records you need to create for the purchasing functionality. These programs
are contained within the Setup folder for the Purchase Management module. Only the primary records are
described here. Some areas within the next Operations section may also document setup records if they are
you define through this administration program. For more information, review application help for the Purchase
Management module; the Configuration topic details the options you define within Company Configuration.
You can also review the Company Configuration chapter in the Epicor ERP Implementation Guide.
Buyer
Use Buyer Maintenance to define records for buyers responsible for your company’s purchasing activities. You
select buyers in the purchase orders you create. Buyer Maintenance is an important program, as the values you
define for your buyers affect the entire purchasing flow. You can use it to link a buyer to a part class and specify
approved purchase amounts for buyers.
Menu Path: Material Management > Purchase Management > Setup > Buyer
To add a new buyer:
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Epicor ERP Application User Guide Purchasing | Chapter 15
2. Enter an identifier in the Buyer field. This value uniquely identifies the record on various reports.
3. Optionally, select the Person/Contact identifier for this buyer record if one exists. If one does not exist, the
application uses the values in the buyer information fields to automatically create a person/contact record.

you can define this person in Person/ Contact Maintenance
4. In the Name field, enter the complete name for this buyer. This value displays on various purchasing programs
and reports.
5. Enter a PO Limit for this buyer. This value defines how much the buyer can spend on each purchase order.
If this value is set to 0 (zero), the buyer has unlimited purchasing capability.
6. Select an Approval Person. This individual is the person who verifies purchases for this buyer when the
buyer’s total amount of purchases exceeds the PO Limit.
7. Enter the Email Address for this buyer.
8. Select the Consolidated Purchasing check box to indicate this buyer can make global purchases. If your
organization has the Multi-Site Management license, this check box is available. The consolidated purchasing
functionality controls purchasing and accounts payable functions across multiple companies, even though
companies may exist on separate servers and databases. When you assign a buyer these rights, this individual
can create global purchase orders that split off quantities to separate companies and sites for receipt. For
more information, review the Consolidated Purchase Orders section later in this chapter.
The new Buyer ID must also be added as an authorized

user in order to view purchase orders.
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9. If you want this buyer record to be the first option that displays on Buyer drop-down lists throughout the
application, select the System Default check box.
10. If you want name and email address changes made to this buyer record to automatically update the linked
person record within Person/Contact Maintenance, select the Sync. Name and/or Sync. Email check boxes.
11. You next define the users who can make purchases on behalf of the buyer. These individuals are called
authorized users. To add an Authorized User to the buyer record, click the Down Arrow next to the New
button; select New Authorized User.
12. Click the User drop-down list to select an individual who will be able to make purchases for this buyer. All
users entered through User Maintenance (a System Management program) display on this list.
13. If the authorized user record can be a default user for this buyer, select the Default Buyer check box. In
order to define a team of individuals who can make purchases for this buyer, you can select this check box
on multiple default user records.
Part Maintenance
You enter and update records for parts you purchase through Part Maintenance. This program contains default
values you use with purchased parts. By establishing these default values, you simplify user workflows and
eliminate redundant keystrokes when you enter your purchase orders.
This section assumes you have already created purchased part records, but still need to update them to contain
the current purchasing information.
Menu Path: Material Management > Purchase Management > Setup > Part
To update purchasing information on a part:
1. Click the Part button to find and select the purchased part record you want to update.
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2. In the Part Search window, you can filter the search to only retrieve purchased parts by clicking the Part
Type drop-down list and selecting the Purchased option.
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3. Click Search.
4. Select the appropriate part from the search results.
5. Click OK.
6. Each purchased part has a Primary Purchasing Unit of Measure. This value can be identical or different
from the Primary Units of Measure defined for Inventory or Sales. The Inventory unit of measure defines
the standard measure used for this purchased part in your stock, while the Sales unit of measure defines
the standard measure used for this purchased part by your customer.
7. If this part record can be used across multiple companies within your organization, select the Global check
box. This record is now considered a global purchased part by the application, and the record can be used
on purchase orders across all companies within your organization.
8. After you select the Global check box, you can then select the Consolidated Purchasing check box. This
indicates buyers can select this part on consolidated purchase orders. These purchase orders can be used
to buy part quantities and services for all companies within your organization. To learn more about how to
create multi-company purchases, review the Consolidated Purchase Orders section later in this chapter.
9. The Sites > Detail sheet contains additional purchasing information for parts.
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10. Select the Buyer responsible for making purchases for this part. You create buyer records within Buyer
Maintenance, a program described in the previous section.
11. Enter a Min Order Qty value. This value defines the smallest, or minimum quantity that must be ordered
for each purchase order release from the primary supplier.
12. The Lead Time value defines how long, in days, it takes for the primary supplier to fill purchase orders for
this part. This value is used by the Material Requirements Planning (MRP) functionality to determine when
purchased part quantities are available for use within your manufacturing center.
13. Click the Supplier button to find and select the supplier. You can also enter the supplier directly.
14. Select the Generate PO Suggestions check box if you want the application to automatically create a list
of suggested purchases based on time-phased information. To do this, you use the Generate PO Suggestions
functionality. You can then create actual purchase orders from these suggestions in Purchase Order Entry.
This functionality is described later in this chapter.
15. If you select the Allow Consumption of Minimum Qty check box on the site record, you can define Urgent
Planning options. These options are an alternate set of values available when you generate PO suggestions.
If the projected On-Hand Quantity falls below the Safety Stock quantity during the lead time date range
(MRP Scheduled Start Date + Lead Time), the Urgent Planning values are used to calculate the PO suggestion
quantities instead. Through these parameters, you can define the specific quantities, lead times, and suppliers
to use for immediate supply needs.
16. You can also enter comments for each purchased part. To do this, navigate to the Reporting > Comments
> Purchasing sheet.
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17. Enter the text you need in the Purchasing Comments field.
18. To copy these comments to the Manufacturing Comments sheet, click the Duplicate button.
19. When you finish updating the purchased part record, click Save on the Standard toolbar.
Supplier Maintenance
Suppliers are businesses from whom you purchase products and services. Use the Supplier Maintenance program
to create supplier records. These records are used in several programs, and are required for creating purchase
orders and accounts payable invoices.
Menu Path: Material Management > Purchase Management > Setup > Supplier
To add a supplier:
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2. Enter a Supplier ID. This value is the primary identifier used on various programs and reports for this supplier.
3. Enter the Name of this supplier.
Each supplier is automatically assigned a unique internal

number. This internal number (which you do not see and
cannot change) causes the application to rapidly access
the supplier record. Since this internal number never
changes, you can change the Supplier ID. To do this, click
the Change ID button.
4. If this supplier record can be used across multiple companies within your organization, select the Global check
box. This record is now considered a global supplier by the application, and the record can be accessed
across all companies within your organization.
5. After you select the Global check box, you can then select the Consolidated Purchasing check box. This
indicates you can select this supplier record on multi-company, or consolidated purchase orders. A buyer
can then create a purchase order for this supplier that purchases quantities or services for all companies
within your organization. For more details about how to create multi-company purchases, review the
Consolidated Purchase Orders section later in this chapter.
6. The Approved check box is selected by default when entering a new supplier.
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7. If you want all materials purchased from this supplier to be evaluated for quality, select the Inspection
Required check box. Any materials purchased from this supplier are automatically received into inspection;
you cannot change this value during purchase order entry or receipt entry. If you do not select this check
box on the supplier record, however, you can select it later during either purchase order entry or receipt
entry.
8. Optionally, select the default language that prints on reports from the Language drop-down list. By default,
all part Description values that use this selected language also display on these reports. The default value
for this field comes from the tax liability code assigned to the supplier (associated with this purchase order)
in the Tax Liability field in the Supplier Maintenance > Header sheet; you can override it as needed.
9. If purchase orders for this supplier are taxable, you can specify the default Tax Liability code used in the
tax calculations.
10. If you need, enter the Account Ref number for the account you have with this supplier.
11. Optionally, select the Group you want for this supplier record. Supplier groups organize your supplier records
along any criteria you need, like Plastic Supply or Paint Services. You create these groups within Supplier
Group Maintenance and then select them from this drop-down list. For details about this program, review
application help.
12. Use the Country Entry field to specify the Intrastat code for the area or city that is the entry point for goods
shipped from this supplier. Leave this field blank to use the Border Crossing value within the Country record.
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13. If you want, select the default payment Terms by which this supplier bills your company. Payment terms
define when payment discounts and late fees are assessed against an Accounts Payable invoice.
14. Use the Calendar button to find and select the production calendar this supplier uses to manufacture
products. This calendar is useful for determining when a purchased quantity will arrive at your company.
15. Click the Ship Via drop-down list to select the shipping method the supplier uses to ship purchased materials
to your receiving location. The selected shipping method becomes the default Ship Via for all purchase
orders created for this supplier. You create Ship Via options within Ship Via Maintenance.
16. Click the FOB drop-down list to select the free on board location for this supplier. This location indicates
the point at which title of the shipped goods changes from the supplier to your company. You create free
on board options within FOB Maintenance.
17. If you want, enter the Minimum Order Value for this supplier. This value specifies the lowest total quantity
amount you will allow for any purchase order placed with this supplier. This field helps you avoid making
small purchases below your company’s normal order quantity. Whenever a total quantity on a purchase
order is less than this value, a warning message displays.
18. Select the Payment Method you use to pay this supplier. These methods indicate whether the supplier is
paid manually or electronically. The option you select on this drop-down list becomes the default value on
all Accounts Payable invoices and Accounts Payable payment groups created for the supplier. If you need,
you can override this method on a specific invoice or payment group.
19. Enter the Supplier Due Date Horizon value to define the number of days from the purchase order (PO)
release due date that the Scheduling engine considers incoming purchase order releases for this supplier to
be late. Available to Promise (ATP) and Capable to Promise (CTP) also use this setting to determine if incoming
PO releases for the supplier should be considered in their calculations as a potential sources of supply.
The application uses the Supplier Due Date horizon value

defined in Site Maintenance if no value exists for the
supplier associated with a given PO release.
Supplier Address
To enter the supplier address and phone numbers:
1. Enter address and phone information on the Supplier> Address sheet. These values are the main remit-to
address for the supplier.
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2. Use the Official Registration section to enter the supplier’s legal tax information used by the taxing locality.
3. Optionally, select a restriction type for this supplier on the RoHS sheet. You define restriction types in
Substance Restriction Type Maintenance. For more information, review the Epicor ERP Implementation
Guide.
Purchase Points
Purchase points define alternate addresses for the supplier. Purchase points are locations from which the current
supplier ships material or provides services for your company.
To enter purchase points for the supplier:
1. Click the Down Arrow next to the New button; select New Purchase Point.
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2. Enter a Purchase Point number and Name for each supplier purchase point.
3. Enter a Mailing Address for each supplier purchase point.
4. When selected, the Primary Purchase Point check box sets this purchase point as the main location from
where you purchase goods or services from this supplier. As you create a purchase order for this supplier,
this purchase point’s address is the default address that populates the purchase order’s address fields.
Only one purchase point can be selected as the primary

location for each supplier.
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Contacts
You can optionally enter contacts for each supplier and/or purchase point address. To enter contacts:
1. Click the Down Arrow next to the New button; select New Contact or New PP Contact.
2. The Contacts > Detail sheet displays – either for the supplier or the purchase point – depending on the
option selected from the New menu.
3. Optionally, select the Person/Contact identifier for this contact record if one exists. If one does not exist,
the application uses the values in the contact information fields to automatically create a person/contact
record.
4. In the Name field, enter the contact’s complete name.

multiple records, like a supplier contact who is also a
purchase point contact, you can define this person in
Person/Contact Maintenance first and then link this person
record to other records throughout the application. To
learn about this functionality, review the Personnel chapter
in the Epicor ERP Implementation Guide.
5. Optionally, use the Function, Role, Title, and Reports To fields to define this person’s position within the
supplier organization.
6. Enter the contact’s Email address.
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7. Select the Primary Contact check box to indicate this person is the main contact at this location. This
individual displays by default on all Contact drop-down lists for records linked to this supplier.
8. If you want name, email, phone, and weblink changes made to this contact record to automatically update
the person record within Person/Contact Maintenance, select the Sync. Name, Sync. Phone, Sync. Email,
and Sync. Links check boxes. Any data changes made within the selected fields automatically update other
records that share the same contact.
9. Use the fields within the Phone/Fax section to enter all of the contact’s phone numbers.
10. Continue to add the contacts you need. When you finish, click Save on the Standard toolbar.
Supplier Price Lists
Use Supplier Price List Maintenance to set up different price lists for suppliers defined in the application. This
functionality is valuable when you want to buy the same products from different suppliers with different price
lists. Such lists can account for different currencies, different situations (for example - promotional or retail), or
seasons. You may also have different prices based on quantity breaks for each supplier.
You can use the Import File selection on the Actions menu as needed to import supplier price list data stored
on .csv (Comma Separated Values) spreadsheets into the Epicor application. Conversely, you can use the Export
File selection as needed to export supplier price lists defined in Supplier Price List Maintenance to an external
.csv spreadsheet. You can import or export supplier price list data for a specified effective date and supplier.
Menu Path: Material Management > Purchase Management > Setup > Supplier Price List
Add a Price List
1. Click the Supplier button to find and select the Supplier ID. You can also enter the Supplier ID directly.
When selected, the supplier description and currency display.
2. Click the Down Arrow next to the New button; select New Part.
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3. Click the Part button to find and select the part number. You can also enter the part number directly.
4. Click the Supplier UOM drop-down list to select the unit of measure this supplier uses for this part.
5. Enter the Effective date and Expires date for the price. These values define the period during which this
price list is considered active by the application.
6. The application uses the Effective date and Expires date to calculate the number of Days this price list is
active.
7. Enter the Base Unit Price for the part.
8. The Price Per value defines the quantity against which the Base Unit Price is calculated. Select an option
from this drop-down list. Available options:
• /1
• /100
• /1000
9. The Discount % specifies the overall discount allowed by this supplier. If you enter a value in this field, it
further reduces the price of the purchased parts.
10. You can also select a Price Break Modifier, either a Flat Unit Price or Percent of Base, for the current part.
The selected modifier determines the effective unit price for the related quantity.
11. The Conversion section defines the overall formula used to calculate the conversion between the Purchasing
(supplier’s)unit of measure code and the Base unit of measure code.
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12. If you want to change this formula, select the Override Conversion check box.
Add a Price Break
Use the Price Breaks sheet to establish price break information for the specified supplier. This information represents
changes to the base unit price specified for the part in the Parts > Detail sheet, based on quantity or volume
purchases.
1. Click the Down Arrow next to the New button; select New Price Break.
2. Enter the Minimum Quantity. This value specifies the minimum purchase quantity required to obtain the
related price. This value uses the supplier’s unit of measure.
3. Enter the Days Out to specify the number of days in which these price breaks expire. The application
calculates the Expiration Date based on this value.
4. Use the Price Modifier field to define the effective unit price for the price break. Depending on the Price
Break Modifier you selected on the Parts > Detail sheet, this value is either a flat amount or a percentage.
5. The Effective Price field displays the amount charged for a unit of the purchased part after the price break
is applied.
6. Continue to add the price breaks you need. When you finish, click Save on the Standard toolbar.
Add a Supplier Part
Use the Supplier Parts sheet to identify supplier parts and relate them to the qualified manufacturer’s and
manufacturer’s part numbers for this part. Single or multiple qualified manufacturer’s part numbers can be
associated with a specified supplier part number. This creates a link between your internal part number, approved
supplier part source, and qualified manufacturer’s part numbers.
1. Click the Down Arrow next to the New button; select New Supplier Part.
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2. Enter the Supplier Part and Reference to specify the supplier part number for the supplier and any additional
reference information.
The Supplier Part is the identification number your supplier assigns and uses to track this part number. Each
part can have multiple supplier part numbers, if desired. Parts can also be assigned multiple qualified
manufacturers and manufacturer’s parts. For more information on part cross reference functionality, review
the Part Cross References section in the Inventory Management chapter.
3. Enter the Supplier Lead Time. This value specifies the number of days it generally takes to receive this
supplier part from the supplier after you send the purchase order.
4. Click the Manufacturer drop-down list and select the identity of the manufacturer for the specified supplier
part number.
5. Click the Manufacturer Part drop-down list and select the manufacturer's part identification for the specified
supplier part number.
6. The Life Cycle field displays the current status of the part within its product life cycle. This status is defined
within Qualified Manufacturer Maintenance, and it displays here for your reference.
7. The Market Availability field displays information you can use as a lead time comparison for the purchased
part from various qualified manufacturers. A value of 45-60 days, for example, indicates this part is generally
available for purchase during the next 45 to 60 days. This information is also entered within Qualified
Manufacturer Maintenance, and it displays here for your reference.
8. Select the Default for Purchases check box to indicate if multiple parts exist, the current multiple supplier
parts exist, the current supplier part is the default version used on purchase orders. However, you can override
this value on a specific purchase order.
9. Continue to add the supplier parts you need. When you finish, click Save on the Standard toolbar.
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Add a Supplier Part Restriction
Use the RoHS sheet to add a restriction on the use of certain hazardous substances that apply to this part. The
RoHS values are added to the part, not the supplier part.
1. Click the Down Arrow next to the New button; select New Restriction.
2. Click the Restriction Type drop-down list to select the appropriate restriction type.
You define substances and restriction types through the

Substance Maintenance and Substance Restriction Type
Maintenance programs. For more information, review the
3. The default Description from the selected restriction type displays.
4. Select the Roll Up check box to indicate an indirect roll-up needs to be run to process parts for compliance.
5. Select the Override check box when a roll-up will not be calculated for the current substance restriction
type.
6. The Compliance Date specifies the date on which the RoHS part compliance process will run. This date is
automatically defined after you click the Override check box.
7. The Last Roll Up field displays the date on which the compliance roll-up was previously run against this
purchased part.
8. Continue to define the restrictions you need. When you finish, click Save on the Standard toolbar.
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Add a Subcontract Part

Use the Subcontract Operations sheet to enter supplier pricing detail for subcontract services. For each subcontract
part, you can define price breaks and substance restrictions.
1. Click the Down Arrow next to the New button; select New Subcontract Part.
2. Click the Part button to find and select the subcontract part to add to the list. You can also enter the part
directly.
3. Notice several fields are identical to the fields on the Parts > Detail sheet. Select the Supplier UOM from
the drop-down list to specify the unit of measure this supplier uses for this subcontract part.
4. Click the Subcontract Operation drop-down list and select the type of operation. You enter operations
through Operation Maintenance, and all operations entered through this program display on this drop-down
list.
5. Enter the Effective date and the Expires date for the price. These values define the period during which
this price list is considered active by the application.
6. The application uses the Effective date and Expires date to calculate the number of Days this price list is
active.
7. Enter the additional miscellaneous charge amount, if any, associated with the subcontract service in the
Misc Amt field. In the Misc Code field, select the appropriate purchase miscellaneous charge.
8. Enter the Base Unit Price for the part.
9. The Price Per value defines the quantity against which the Base Unit Price is calculated. Select an option
from this drop-down list. Available options:
• /1
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• /100
• /1000
10. The Discount % specifies the overall discount allowed by this supplier. If you enter a value in this field, it
further reduces the price of the purchased parts.
11. You can also select a Price Break Modifier, either Flat Unit Price or Percent of Base, for the subcontract
part. The selected modifier determines the effective unit price for the related quantity.
12. Notice you can create price breaks and define RoHS restrictions for the subcontract part.
Operations
This section details the operations available for the purchasing functionality. Each operation is described as a
the General Operations folder for the various purchasing modules. If a unique setup record is required to run the
RFQ Entry
Use RFQ Entry to enter and print new Request for Quotes (RFQs) and to make changes to existing RFQs. Each
RFQ contains detail lines that define the part quantities and/or subcontracted operations you need for the requested
parts. You can then send your RFQ to the potential supplier.
If you use the consolidated purchasing functionality, your RFQ is sent to a central purchasing company as an RFQ
suggestion where it is processed and distributed to potential companies.
Menu Path: Material Management > Supplier Relationship Management > General Operations > RFQ Entry
Create the RFQ

To create a request for quote record:
1. Click the Down Arrow next to the New button; select New RFQ.
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2. The current Date displays. If you need, you can select a different date from the calendar.
3. Click the Due Date drop-down list to select the due date by which you want to complete the bidding on
the current RFQ.
4. Click the Decision drop-down list to select the date by which you want to make a decision about the various
supplier offers.
5. Click the Respond drop-down list to select the date by which you want all suppliers to send in their quotes.
6. If this program is set up for automatic printing, selecting the Auto-Print Ready check box causes the current
record to generate as a report. This report can automatically display through a print preview, print out on
a selected client or server printer, be sent an e-mail attachment, or be sent as a fax. After you select this
check box and click Save, the report generates through one of these output options.
For more information on how to activate this feature,

review the BPM Workflow Designer topics in the
application help and the Business Process Management
chapter within the Tools User Guide.
7. When you finish entering the header information, click Save on the Standard toolbar.
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Select the Part

You next must select the part or parts for which you are creating this RFQ. You create detail lines for each part
you want to include on the RFQ.
To add parts:
2. Click the Part button to find and select the part you need. You can also enter the part number directly.
3. The part’s Description automatically displays.
4. If you need to select a specific revision, either click the Rev button or use the drop-down list to indicate the
part revision you need.
5. The Our UOM and Supplier UOM drop-down lists display the units of measure defined for the purchased
part. These values default from the part record, but if you need, you can change them.
6. Select the Item Type for the RFQ detail line. Select Material for a part quantity or select Subcontract
Operation for a subcontract service.
7. Click the Operation drop-down list to select the operation for which this part or service is being purchased.
All of the active operations defined within Operation Maintenance display on this drop-down list.
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Select the Suppliers

You next select the suppliers you want to compete over this request. You can select as many suppliers as you
want.
To add suppliers to the current RFQ:
1. Click the Down Arrow next to the New button; select New Supplier.
2. A new line displays within the Request Quotes From grid.
3. Click the Supplier Wizard button to click through a series of steps that help you decide which supplier you
want to include on the RFQ.
4. You can also click the Add button to find and select a specific supplier for the detail line.
5. Repeat these steps to place all the suppliers you want on this RFQ. When you finish, click Save on the
Standard toolbar.
Define Price Breaks

You need your suppliers to include the price breaks they will give you based on the quantities you may order. To
do this, you use the Quantities sheet.
1. Click the Down Arrow next to the New button; select New Quantity.
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2. A new line displays within the Quantities to print on RFQ grid.
3. Enter the price break quantity you want quoted within the Quantity Break field.
4. Repeat these steps to enter the price breaks you need. When you finish, click Save on the Standard toolbar.
Supplier Responses
Use the Supplier Responses program to enter and track responses from suppliers to a request for quote (RFQ)
record. Each supplier response consists of a price or a list of prices for the part or service operation defined on
the RFQ detail line. You can then save these price values to a supplier list. You can also accept the price and turn
the supplier response into a purchase order.
Menu Path: Material Management > Supplier Relationship Management > General Operations > Supplier
Responses
To incorporate supplier responses into a price list:
1. Click the Responses button to find and select the RFQ for which you received a response.
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2. The RFQ displays within the RFQ Listing grid.
3. Click the Responses button in the grid to find and select the response value you need. You can also enter
the responses value directly. Available options:
• Waiting - The default response for a RFQ line for which you have not yet entered a response.
• Not Waiting - Use this response if you have received a response from the supplier, but you do not want
to enter it into the program.
• Close Line - Use this response if you have received a response from the supplier, but you do not want
to enter it into the program, or if the supplier is not going to send a response.
• Received - This response is generated by the program when you enter supplier pricing information. You
cannot manually enter this response; it displays automatically.
• Accepted - You can manually change a RFQ line with a current response of Received to this response.
This response means that you have decided to accept the supplier’s pricing, and your job or quote will
update with the pricing information.
4. You can enter responses by clicking the Add Supplier Responses button.
5. You can also click the Actions menu and select Add Supplier Part and Prices. Supplier Price List
Maintenance launches, displaying the supplier defined on the selected RFQ line. You can then update this
supplier’s price list with the part and prices from the current response.
6. To immediately create a purchase order from the RFQ detail line, click the Create PO button. You can also
click the Actions menu and select Create PO. Purchase Order Entry launches and information from this
RFQ detail line populates the equivalent fields on the new purchase order.
Purchase Order Entry
Purchase Order Entry is used to enter and print new purchase orders and to make changes to existing purchase
orders.
Menu Path: Material Management > Purchase Management > General Operations > Purchase Order Entry
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New Purchase Orders

To enter a new purchase order:
2. On the Summary sheet, the PO Number defaults to 0. When the PO is first saved, the purchase order
number is assigned automatically.
3. The purchase order Type defaults to Standard. The type determines if the resulting material and financial
transactions reflect a buy-sell or transfer relationship. Other purchase order Type options:
• Customer Managed - Select this option if the material purchased is inventory you are storing on behalf
of a customer. Customer-managed items can be used in the production of products for this customer,
or they may be shipped by you directly to your customer’s customer. Although you are storing the
inventory, your company never legally owns these part quantities.
• Supplier Managed - Select this option if the material purchased is inventory you are storing as
consignment inventory from the supplier. You can also use these part quantities on jobs; once you
consume this inventory on a job, your company legally owns it.
4. The PO Date defaults to today’s date. You can change this date if you need.
5. Click the Supplier button to find and select the Supplier ID. You can also enter the Supplier ID directly.
6. Click Save.
Purchase Orders - Lines

To enter purchase order lines:
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2. Navigate to the Lines > Detail sheet.
3. In the Buy For section, select the appropriate option – either Inventory, Other, Job Material, or
Subcontract Operation. If you assign more than one release to a purchase order line, the Buy For selection
set for the line is disabled and set to Inventory. You can change this setting for individual shipping releases
of each line on the Releases > Detail sheet. You can also change the purpose of the purchase during the
receipt of the purchase order line or release.
4. In the Part/Rev field, enter the part number you are purchasing.
5. In the Our Qty field, enter the quantity as it is stored within your inventory.
6. If you need, you can change the Unit of Measure (Our Quantity) used with the part. In this example, EA
displays, designating the Each unit of measure.
7. Once you enter a quantity in the Our Qty field, the Supplier Qty automatically calculates.
8. If you click the Supplier Qty radio button, the Supplier Qty and Unit of Measure (Supplier Quantity) fields
activate. Use this function when you need to modify the quantity to reflect supplier values for the part.
When you change a value here, the Our Qty field updates using the conversion factor defined on the supplier
price list.
9. Enter the Unit Price. If a unit price value is defined on the supplier price list, this value populates the field
by default.
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10. If this purchase order detail line is subject to Use Tax, select the Taxable check box. This type of tax is levied
in the United States. This internal corporate tax is self-assessed when a product is purchased by a resident
of the state that issues the tax. It does not affect the invoice total, but it does affect the general ledger. Use
tax strictly accounts for storage and consumption of goods used internally by the company in a specific state
(not for resale). For more information about use taxes, review the Global Tax Engine chapter in the Epicor
11. If the purchase order detail line is taxable, select the Tax Category (if any) you are using to calculate inclusive
taxes in the Releases > Tax sheet for release lines associated with this purchase order line.
12. If you want to update both Our Qty and Supplier Qty values manually, select the Override Conversion check
box. This activates both fields; directly enter the values you need. The conversion formula is not run against
either value, so the values you enter are not changed by the application.
13. If you want to change the default price retrieved from the associated supplier price list (if any) that displays
in the Unit Price field, select the Override Price List check box. If you clear the check box (default value),
you cannot manually override the displayed unit price.
15. Notice the Totals section updates with the current cost of the detail line.
16. If this part has a manufacturer’s part cross reference, select the organization you need from the Manufacturer
drop-down list.
17. Click the Manufacturer Part drop-down list to select the reference this manufacturer uses for this part.
For more information about creating part cross references for your purchased parts, review the Part Cross
References section within the Inventory Management chapter.
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Complete Purchase Order Lines

To complete purchase order lines:
1. Optionally, you can click the Price Breaks button to launch Supplier Price List Maintenance. Use this program
to enter or update price breaks for the part number on the purchase order line.
2. If you want to review your purchasing history for this part, click the Purchase Advisor button.
3. Use the Purchase Advisor program to review useful information about the part on the purchase order line.
It provides answers to the questions: Have I purchased it before?, Do I have any on order?, Do I have any
on hand?, Do I have approved suppliers?, Do I have supplier price lists?, Do I have compliant suppliers?, or
Do I have compliant parts?
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4. When you finish reviewing your purchase history, click the Close button. You return to the Purchase Order
Entry > Detail sheet.
5. To review the part cross references for the current purchased part, click the Cross Reference Options button.
6. The Part Cross Reference Options window displays.
7. Use this window to indicate how you want Manufacturer, Supplier, and Substitute part cross references
to print on the purchase order. Identical options are available on all drop-down lists; you can print the
selected reference, all references, or no references.
8. Click OK to close this window.
Purchase Orders – Inspection Plans

You can verify purchased quantities meet quality standards through the Quality Assurance functionality. As part
quantities are received, inspectors can review them and record any nonconformance quantities using the programs
available within the Quality Assurance module.
The purchasing functionality also interacts with the Enhanced Quality Assurance module so inspectors can evaluate
part quantities using specifications and inspection plans. You can define both part specifications and multiple
inspection plans for each purchased part. Your inspectors can then select and use a specification and inspection
plan to evaluate received part quantities.
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To set up an inspection plan for a detail line:
1. Select the Inspection Required check box to indicate the parts specified on this purchase order line must
be inspected when you receive them at your shipping location. When you enter a receipt for this line, parts
are automatically received into Inspection. If this check box is selected on either the part class or supplier
record linked to this purchase order, this check box is automatically selected and cannot be changed.
2. You can now link this detail line to an inspection plan. Click the Down Arrow next to the New button;
select New Inspection.
3. The Lines > Inspection > Detail sheet displays.
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4. Click the Inspection Plan button to find and select the inspection plan you want to link to this purchase
order detail line.
5. Select the plan Revision that applies to this part from the drop-down list.
6. Click the Specification ID button to find and select a specification for this purchase order detail line.
7. Now define the specification revision you need from the Revision drop-down list.
You create inspection plans and part specifications within the Enhanced Quality Assurance module. To learn
more about this functionality, review the Quality Assurance chapter.
Purchase Order - Releases

To enter purchase order releases:
1. Click the Down Arrow next to the New button; select New Release.
2. The Release field displays the number of the current release.
3. The Buy For section indicates why this part quantity is being purchased – for Inventory, Other, Job Material,
or Subcontract Operation. You select this value on the Lines > Detail sheet.
4. If either the Material or the Subcontract Operation option is selected in the Buy For section, the Job field is
active. This indicates you are purchasing materials for a job or a subcontract operation. Either enter the job
number directly or click the Job button to find and select this record.
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5. When you enter the job number, the Asm and Mtl fields activate. You can now enter the appropriate job
assembly number or the appropriate material sequence number in these respective fields.
6. If this purchase order line is for a sales order release selected as a drop shipment, use the Sales Order field
to define the specific sales order release you want to link to this purchase order release. To do this, either
enter the sales order directly or click the Sales Order button to find and select this record. You can also
use this field to enter additional Buy To Order sales releases to the current purchase order line. Use the
Line/Release fields to enter the specific detail line and release from the sales order.
7. When you save the release, the application links the sales order release to the Buy To Order purchase order
line. The Sold To, Ship To Cust, and Ship To fields display customer information from the selected sales
order. The fields respectively display the customer to whom you sold the parts, the ship to customer who
is receiving the parts, and the identifier for the ship to location.
8. If this release is a drop shipment to be sent directly from your supplier to your customer, the Drop Ship
check box is selected.
9. You can view the drop ship address by clicking the Drop Ship Address sheet.
10. If this release is being sent to a location that is not one of the customer’s ship to locations, the One Time
check box is selected.
11. The Date/Quantity section displays specific information about the Due Date, Promise Date, and quantities
for this purchase order release.
12. The Site/Warehouse section displays information about the Site and warehouse involved in this purchase
order release transaction.
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13. If this purchase is for a customer with whom you are storing inventory quantities, click the Managed
Customer button to find and select this customer record. You then receive this part quantity using 3PL
(Third Party Logistics) processing.
14. If this purchase order release is part of a larger project, click the Project button to find and select the specific
project you need. To learn more about projects, review the Project Management chapter.
15. The G/L Account section displays the Book, Account, and Description values. These values indicate the
account number and the GL book to which you eventually post this transaction. For details about this feature,
review the Consolidation and the General Ledger chapter.
16. The Container Detail displays information when the PO release detail line is linked to a container shipment
in Container Landed Cost Entry. This includes the Container ID, which defines the container used to receive
this part quantity. The status of the shipment displays next to this field. In this example, the part quantity is
not yet sent, so the Not Shipped icon displays. This section also displays the promised arrival date (if any)
provided by the shipper, and calculated due date for the container shipment.
17. The Status field displays the status (Open, Arrived, Received, Closed or Voided) for the purchase release
detail line.
18. When you finish the purchase order release, click Save on the Standard toolbar.
Purchase Order - Miscellaneous Charges

You can add miscellaneous charges to a purchase order header, or to a specific purchase order line. To add
miscellaneous charges to a purchase order line:
1. Click the Down Arrow next to the New button; select New Line Misc Charge.
2. The Lines > Miscellaneous Charges sheet displays.
3. Select a charge from the Charge ID drop-down list. You create these charges in Miscellaneous
Charge/Credit Maintenance.
4. Enter the Amount you need for the miscellaneous charge.
5. Select the Taxable check box to indicate this miscellaneous charge is subject to sales tax.
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Submit for Approval

Once the purchase order lines are complete, you are ready to submit this purchase order for approval. To indicate
a purchase order is ready to approve:
1. Navigate to the Summary sheet.
2. Select the Unapproved check box.
3. The indicator changes to Approved unless a condition is preventing approval. In this case, Pending now
displays instead of the Approved status indicator. If any purchase orders are pending, they must first be
approved before they can be printed.
4. If the buyer on the purchase order has exceeded the purchase limit, however, a dialog box displays stating
the purchase order must be approved by the person selected as the authorized approver for this buyer. Click
OK to close this message.
5. The individual defined as the Approval Person in Buyer Maintenance (discussed previously in this chapter)
is required to approve any pending purchase orders. The approver, in this example Howard Low, must then
log into the application and launch Purchase Order Entry. To approve a pending purchase order, from the
Actions menu, select Approvals.
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6. PO Approval Activity displays and lists any purchase orders pending approval. The approver can manually
select the purchase orders to approve.
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7. Click OK to approve those purchase orders.
8. If the buyer’s limit was not exceeded, or once the approver approves a purchase order, the purchase order
is now approved and is ready to be printed.
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9. To print the purchase order, from the Actions menu, select Print.
Consolidated Purchase Orders

If your organization has the Multi-Site Management license, you can create consolidated purchase orders. These
purchase orders control purchases for separate companies and sites across your organization. Through this feature,
you indicate which company can receive various quantities and services on the consolidated purchase order. You
indicate the specific company, site and warehouse on each purchase order release.
To create a consolidated purchase order:
1. Click the Down Arrow next to the New button; select New Consolidated PO.
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2. Notice the Global PO check box is selected, indicating this purchase order will be used for consolidated
purchasing.
3. Click the Supplier button to find and select the supplier who will fulfill this purchase order. The supplier
record you select must be defined as a Global supplier available for consolidated purchasing. You activate
this functionality within Supplier Maintenance; review this section earlier in this chapter for details.
4. Select the Buyer responsible for handling this purchase order. Just like the supplier record, the buyer record
must also be defined as able to make consolidated purchases. You likewise activate this functionality within
Buyer Maintenance; review this section earlier in this chapter for more information.
5. Define the other header information as you need. When you are ready to create detail lines, click the Down
Arrow next to the New button; select New Line.
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6. Click the Part/Rev button to find and select the part you are purchasing. You can also enter the part directly.
You must select a global part available for consolidated purchasing. You activate this functionality within
Part Maintenance; review this section earlier in this chapter for details.
7. In the Quantity/Cost section, enter the total quantity values you need for the detail line and any other
information you need.
8. You can now create the purchase order releases you need for each company that will receive quantities
from this purchase order. To do this, click the Down Arrow next to the New button; select New Release.
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9. Enter the Quantity you want on this release.
10. You can create a new release for a specific global company, and even define the site and warehouse that
will receive this quantity. To do this, click the Global Company drop-down list and select the global company
that will receive the quantity.
11. To indicate the part quantity will go to a site within this company, click the Global Site drop-down list and
select an option.
12. You can also indicate a specific global warehouse will receive this quantity. Click the Warehouse drop-down
list to select the warehouse you need.
13. Continue to add the releases you need for other companies within your organization. When you finish, click
Save on the Standard toolbar.
The part quantities the multiple companies receive for this consolidated purchase order can now be recorded.
To learn how to set up and run the various multi-company

features, review the Multi-Site Technical Reference Guide within
application help.
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Contract Purchase Orders

You use purchase contracts to buy inventory quantities through a recurring schedule. You can establish delivery
schedules to regularly re-issue material against which recurring deliveries are made. This functionality is available
if your company uses the Purchase Contracts Management module.
For example, if you need a quantity of Part ABC to be purchased monthly, you do not need to enter a separate
purchase order each month. Instead, you can set up a contract purchase order schedule and maintain this record
automatically. You can assign contract line items to purchase orders. These line items automate delivery schedules
with delivery dates, prices, and corresponding quantities.
To create a contract purchase order:
1. Click the Down Arrow next to the New button; select New Contract PO.
2. Click the Supplier button to find and select the supplier for the purchase order. You can also enter the
Supplier ID directly.
3. Notice the Contract PO check box is selected.
4. You need to define the length of the recurring contract. Enter Start Date and End Date values. This contract
purchase order will be active between the dates you enter in these fields.
5. Continue to select and enter the header information you need. When you are ready to add detail lines, click
the Down Arrow next to the New button; select New Line.
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6. Click the Part/Rev button to find and select a part. This part must be linked to a part schedule that defines
how often you want to receive quantities from this supplier. This supplier must also be approved for
distributing this part.
You create part schedules within Part Schedule

Maintenance. This setup program is available within the
Purchase Contracts Management module.
7. In the Contract Qty field, enter the total part quantity you want to receive.
8. Notice you can also select a different unit of measure for this quantity.
9. Enter the Contract Price for each unit of the purchased part.
10. You can also select a different Price Per value. Available options:
• /1 (Each)
• /100
• /1000
11. Select the Contract Active check box to indicate you want to receive quantities through this contract
purchase order.
12. Continue to add detail lines and releases as you need. When you finish, click Save on the Standard toolbar.
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Purchase Order Suggestions
The Generate Suggestions program automatically creates a list of suggested purchases based on time-phased
information. You can then create actual purchase orders from these suggestions in Purchase Order Entry.
The Generate Suggestions program builds suggestions from two places - time-phased information and requisitions
marked as Send To Purchasing. For time-phased purchase orders, the program deletes and rebuilds some or all
time-phased purchase orders as is appropriate for the date when suggestions are generated and for the selected
processing option.
Menu Path: Material Management > Purchase Management > General Operations > Generate Suggestions
Generate Purchase Order Suggestions
1. Select the Net Change or Regenerative processing option. The Net Change option only updates purchase
order suggestions that occurred since the last time the process was run. The Regenerative option deletes
all of the existing purchase order suggestions and generates new records based on the current state of the
database.
2. Enter a Cutoff Date. Any time-phased records that occur on or before this date are turned into purchase
order suggestions.
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3. If you want multi-company purchasing suggestions to generate, select the Run Consolidated Purch check
box. Use this option to review and process purchase order suggestions from other companies. This check
box is available if you are logged into the central purchasing company. You can run a full regeneration on
your consolidated purchase orders if your organization has a Multi-Site Management license.
4. If you want to generate purchase order suggestions for purchase contracts, select the Include Contract
PO Parts check box. This check box is available if your organization uses the Purchase Contracts Management
module.
5. Click the Process button on the Standard toolbar.
Review Purchase Order Suggestions

You are now ready to review the new purchase order suggestions that were generated. You do this in the New
PO Suggestions program.
Menu Path: Material Management > Purchase Management > General Operations > New PO Suggestions
To review the generated purchase order suggestions:
1. Click Search on the Standard toolbar to retrieve the list of suggestions.
2. The New Purchase Order Suggestion Search program opens. Click the Search button. Numerous search
options are available to limit the search results. These include sort options, specifying a starting number, a
buyer, site, cutoff date and supplier. You can also limit the search results to those purchase suggestions
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based on their reviewed status (reviewed, not reviewed, or both), or to those that have already been marked
for creation of an RFQ or a purchase order.
3. Select the purchase suggestions records you wish to process.
4. Click OK.
5. Select the Buy check box for each suggestion that you want to create a purchase order.
6. Optionally, select Reviewed to indicate that the purchase order suggestion has been reviewed.
7. When you finish selecting the desired suggestions, from the Actions menu, select Generate Purchase
Orders.
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8. When Purchase Order Suggestion displays, select Generate Orders for Current Buyer, then click OK.
9. To the Continue with Generate? message, click Yes to confirm the action.
10. Suggestions selected as Buy are now removed from the list and new purchase orders for those suggestions
are created. The updated records display on the Tree View.
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Review New Purchase Orders

You can review these newly created purchase orders in Purchase Order Entry or by running the Open Purchase
Orders report.
Menu Path: Material Management > Purchase Management > Reports > Open Purchase Orders
1. Enter the From and To dates to determine the report date parameters.
2. Specify if you want Supplier Managed or Customer Managed inventory information included in the
report.
3. Specify if you want Supplier Part or Manufacturer Part cross reference information included in the report.
4. Optionally, enter Filter Summary criteria.
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5. When you finish, click Print on the Standard toolbar to print the report.
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Inter-Company Purchase Orders
If your organization has installed the Multi-Site Management license, you can use the inter-company trading
functionality to create supplier-customer relationships between companies within your organization. You do this
by setting up your companies as customer and supplier records, and then linking them through external company
records. You can then create Inter-company purchase orders (ICPOs) between multiple companies within your
database.
You can create ICPOs and suggestions that originate in a customer company and are received automatically by
a supplier company. The supplier company can either send purchase suggestions back to the customer company,
or convert the ICPO into a sales order for processing and fulfillment. They then fulfill this demand by selling and
shipping the item back to the customer company.
The two (or multiple) companies must use the Epicor application and be set up for inter-company trading; they
can then send ICPO suggestions to each other. As long as the purchase order suggestions were created in the
application and sent electronically, you can automatically generate sales orders from the resulting ICPOs.
Sales Company – Manufacturing Company Scenario

You have a Sales company that sells a manufactured item to an end user (external customer), and another internal
company that actually manufactures the item being resold. This Manufacturing company is a supplier to the Sales
company; it receives an ICPO from the Sales company, which is a “customer” of the Manufacturing company.
When this happens, the Manufacturing company generates a sales order. This company now can fulfill the
demand by manufacturing the item, and then sells/ships it to the Sales company, which in turn resells the item
to an end user (external customer).
In this scenario you set up the Sales company as the customer and the Manufacturing company as the supplier.
Within the customer company, you enter a standard sales order in Sales Order Entry and generate purchase order
suggestions. You then convert the purchase order suggestions into a new purchase order for purchase of the
manufactured item from the Manufacturing (supplier) company. Now in the Manufacturing (supplier) company,
a new sales order is created using the ICPO suggestions automatically received from the Sales (customer) company.
Using this sales order, the Manufacturing (supplier) company manufactures and fulfills the order as requested,
ships the completed quantity back the Sales (customer) company, and then generate an invoice for it once it has
been received.
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Inter-Company Setup
To set up inter-company trading, you need to create purchase terms, customer, supplier, and external company
records that define the relationship between the companies.
Purchase Terms
In each company, create identical purchase and selling terms using Purchase Terms Maintenance. Purchase terms
are assigned to the supplier record you define for the supplier company, They specify the frequency, number of
payments, and discounts applied to invoices generated by the Manufacturing (supplier) company to bill the Sales
(customer) company for items it receives from the supplier company.
Menu Path: Material Management > Purchase Management > Setup > Purchasing Terms
To set up inter-company purchase terms:
1. Click the Down Arrow next to the New button; select New Purchasing Term.
2. Enter a unique identifier for the purchase terms into the Code field.
3. In the Number of Payments field, specify how many payments can be made for any invoice assigned these
purchasing payment terms. The application uses the number of payments in conjunction with the Number
of Days field to create a default payment schedule for any invoices assigned these terms.
4. In the Terms Type drop-down list, select the type of terms being defined. Valid selections are Days, Days
of month, and End of x-Month + y Days.
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5. In the Due section, define the specific discount parameters appropriate to the terms type you selected in
the Terms Type drop-down list.
For more information, review the Suppliers and Accounts

Payable chapter in the Application Guide or the Purchase
Terms topics in the application help.
6. Click the Discount Type drop-down list to select the discount terms type for an invoice.
Available options: Days, Days of month, and End of x-Month + y Days
You create supplier records for the internal companies from whom the current company receives materials and
services. If the current company will purchase goods from other companies, you must create a supplier record
in this company. Continuing the previous example, you create supplier records for the Sales and Manufacturing
companies in both companies to establish the ICPO relationship.
Menu Path: Material Management > Purchase Management > Setup > Supplier
To create a supplier:
1. Click the Down Arrow next to the New button; select New Supplier.
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2. In the Supplier field, enter an identifier for the partner company.
3. In the Name field, enter the name of the partner company. For example, in the Sales company, you would
enter the name of the manufacturing company when defining its supplier record.
4. Select the IC Trader check box to indicate this supplier’s transactions are available for inter-company trading.
This designates that the supplier identifier can selected on purchase order transactions moved between
multiple companies. This option is only available if you use the External System Integration tools in the Epicor
application.
5. Click the Group drop-down list and select Intercompany. This designates that the supplier record is being
used in multi-company ICPO processing.
6. Click the Terms drop-down list to select the purchase terms you defined in Purchase Term Maintenance for
this multi-company relationship.
7. Click the FOB drop-down list to define the Free on Board (FOB) point for goods being shipped to the partner
company. It indicates the point at which title of the shipped goods changes from the supplier company to
the customer company.
8. In the remaining sheets, enter supplier information as required for the partner company.
Customer Maintenance
Create customer records in Customer Maintenance for the companies with whom the current company will do
trades. You must also create a customer record for the current company as well if the current company will
purchase goods from other companies. Continuing the Sales and Manufacturing companies scenario, you create
a customer record in the Sales company for both the partner Manufacturing company, as well as for the Sales
company itself. Conversely, in the Manufacturing company, you create a customer record for the partner Sales
company in the Sales company, as well as for the Manufacturing company itself.
Menu Path: Sales Management > Order Management > Setup > Customer
To enter a customer:
1. On the Standard toolbar, click the New button.
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2. In the Customer field, enter an identifier for the partner company.
3. Enter the name of the partner company into the Name field. For example, in the Sales company, you would
enter the name of the manufacturing company when defining its customer record.
4. Click the Type drop-down list and select Customer.
5. Select the IC Trader check box to indicate this customer’s transactions are available for inter-company
trading; this designates the customer identifier can selected on order transactions moved between multiple
companies. This option is only available if you use the External System Integration tools.
6. In the remaining sheets, enter customer information as required for the partner company.
External Company Setup

Once you have defined purchase terms, supplier records and customer records, you must complete setup of all
required external company records that support multi-company processing in the application. This section briefly
describes these programs.
You can establish either direct integration between companies

that reside on the same database or Sonic integration between
companies that reside on separate databases. Documenting
these setup methods is beyond the scope of this guide. To
learn how to establish direct or Sonic integrations, review the
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Multi-Site Technical Reference Guide within the Application

Help.
• External Company Maintenance

Use External Company Maintenance to either establish direct relationships with companies within the same
database or create remote connections to companies on other databases. You create external company records
to pass data to and from the current company to an external company. In a multi-company environment, for
example, you can create an external company so that you can share global customer, part, supplier and
financial data with the external company.
You can define the specific types of interactions you want to occur between the two companies - like sending
customer data, supplier data, PO suggestions, and so on for each record. You also set up the Inter-Company
Trading functionality in this program, defining the suppliers and customers involved in this trading relationship.
Main Menu Path: System Management > External System Integration > Setup > External Company
Maintenance
• External System Maintenance
Use External System Maintenance to add or update the integration records you use to transfer data between
multiple companies within your database.
Menu Path: System Setup > External System Integration > Setup > External System Maintenance
• Integrated Table Workbench
Use Integrated Table Workbench when an incoming record is not complete or contains some other error.
Rather than update the record in the other system and re-run a process, you can reconcile the discrepancy
within the Integrated Table Workbench.
Menu Path: System Setup > External System Integration > General Operations > Integrated Table Workbench
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Inter-Company Purchase Order Processing
You now use Sales Order Entry and Purchase Order entry to create, generate, and modify inter-company purchase
orders and suggestions.
Sales (Customer) Company - Enter Sales Order

The Sales (customer) company sells an item to an external customer manufactured by the Manufacturing (supplier)
company. In the Sales company, you enter a standard sales order, designate the Buy To Order supplier, and
generate purchase order suggestions.
1. Use the Summary sheet to create a new order.
2. Use the Lines > Detail sheet to create a detail line for the part quantity that will be produced in the
Manufacturing company.
3. In the Releases > Detail sheet, select the Buy To Order check box.
4. Click the Supplier button to find and select the supplier record (defined in Supplier Maintenance) for the
company manufacturing the part quantity.
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For more information on entering a sales order, review

the Sales Order Processing chapter.
Sales (Customer) Company – Generate Purchase Order Suggestions

You next generate purchase order suggestions for the sales order and convert them into a new purchase order.
The Sales (customer) company can then purchase the part quantity from the Manufacturing (supplier) company.
Menu Path: Material Management > Purchase Management > General Operations > Generate Suggestions
1. Run the Generate PO Suggestions process to generate PO suggestion records.
2. Use the Processing Options to indicate how the purchase suggestions will generate. Available options:
• Regenerative - Remove all the current suggestions, recreate them, and add new suggestions. This
option takes more time to process.
• Net Change - Only generate suggestions for purchase requests not generated the last time this process
was run. The default option, this method requires less processing time.
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3. Click the Processing icon on the standard toolbar.
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Sales (Customer) Company – Create Purchase Order from Purchase Order Suggestions
Once you have generated purchase order suggestions from the sales order, you convert them to a purchase order
you use to purchase the manufactured item from the Manufacturing (supplier) company. When you generate
the purchase order, the application also generates ICPO suggestion records and sends them to the Manufacturing
(supplier) company.
Menu Path: Material Management > Purchase Management > General Operations > New PO Suggestions
1. Click the Binocular Search to find the purchase order suggestions.
2. The supplier identifier and name of the Manufacturing (supplier) company display in the Supplier field.
3. Select the Buy check box to specify you want to create a purchase order for the purchase order suggestions.
4. From the Actions menu, select Generate Purchase Orders.
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5. When Purchase Order Suggestion displays, select Generate Orders for Current Buyer, then click OK.
6. To the Continue with Generate? message, click Yes.
The resulting purchase order can be viewed and modified as necessary in Purchase Order Entry.
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Manufacturing (Supplier) Company – Generate Sales Order from ICPOs

Now through the multi-company functionality, the inter-company purchase order is sent to the receiving
Manufacturing (supplier) company. In the Manufacturing company, you create a new sales order from the ICPO
suggestions. The Manufacturing company can now begin fulfilling the sales order, and can also handle future
changes requested by the Sales company.
To convert an ICPO suggestion into a sales order:
1. In the Manufacturing (supplier) company, navigate to Sales Order Entry. From the Actions menu, select
Incoming to Linked ICPO Suggestions.
2. When Incoming ICPO Suggestions program displays in the supplier company, review the suggestions.
3. To convert an ICPO suggestion into a sales order, select the Ready for Order check box.
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4. To finish accepting and rejecting the ICPO suggestions, from the Actions menu, select Process All
Suggestions.
Manufacturing (Supplier) Company – Modify Inter-Company Purchase Orders

To make changes to the sales order and modify inter-company purchase orders as needed.
1. To make changes to the sales order, from the Actions menu, select Suggestions to Linked PO.
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2. When the Send Inter-Company PO Suggestions program displays, click the Sales Order button to find the
sales order linked to an ICPO.
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3. You can make specific changes to the sales order. For example you can change the Order Quantity to
reflect a new demand requirement.
5. To send the suggestion to the customer (Sales) company, from the Actions menu, select Send All
Suggestions.
The application sends the suggestions to the Sales (customer) company that originally sent the inter-company
purchase order. As the suggestions are sent for the sales order created from the original ICPO, the application
automatically updates the inter-company purchase order record with this information.
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Sales (Customer) Company – Accept Purchase Order Suggestions

After the Manufacturing company makes changes to the sales order generated from ICPO suggestions, the Sales
(customer) company can review the suggestions, accept them, or reply with further changes.
Menu Path: Material Management > Purchase Management > General Operations > Purchase Order Entry
1. In Purchase Order Entry, from the Actions menu, select Change PO Suggestions.
2. Click the Binocular search button to find the purchase order suggestion.
3. For each suggestion, you can make changes and then accept the suggestion. Available change options:
• Cancel - Ignores the suggestion.
• Expedite - Requests activity be initiated on the ICPO suggestion sooner than originally planned.
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• Increase - Adds more quantity to the suggestion.

• Postpone - Delays the suggestion for a time.
• Reduce - Subtracts quantity from the suggestion.
4. Besides making changes to the overall suggestion, you can change or cancel a specific detail line. To do this
click the Edit PO Line button and make the changes needed in the window that displays.
5. Likewise, you can make changes to suggested release by clicking the Edit PO Release button.
If the related order release is not linked to a job record,

the application voids the order release. However, if the
related order release is linked to a job, the application sets
the order release quantity to zero, and creates a
manufacturing suggestion for the related job record.
6. To complete the purchase order change, click the Accept button. You can also click the Actions menu and
select Accept.
The Manufacturing (supplier) company automatically receives the change and the application updates the linked
sales order with the new purchasing information.
Manufacturing (Supplier) Company - Process the Sales Order

Once demand for the sales order is fulfilled by the Manufacturing (supplier) company, you are ready to ship the
order to the Sales (customer) company.
1. In Customer Shipment Entry, in the Pack ID field, enter the packing identifier number associated with
the shipment.
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2. Record the shipment quantities in the Lines > Detail sheet.
3. To print a packing slip, shipping labels, or both documents, from the Actions menu, select Print.
4. After printing the packing slip or shipping labels, select the Shipped check box.
5. Click Save.
After you save the record, the application automatically creates and sends a shipment record to the Sales (customer)
company.
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Sales (Customer) Company - Receive Completed Items from Manufacturing (Supplier) Company
Within the Sales (customer) company, launch Receipt Entry to record the receipt of the quantity from the
Manufacturing (supplier) company.
Menu Path: Material Management > Shipping / Receiving > General Operations > Receipt Entry
1. From the Actions menu, select Add Intercompany Receipt.
2. When the Add Intercompany Receipt window displays, select the supplier and intercompany receipt. The
Epicor application retrieves the corresponding purchase order and automatically closes it.
Manufacturing (Supplier) Company – Invoice Items Sold to Sales (Customer) Company

Once the shipped items are received, the Manufacturing (supplier) company can generate an AR invoice and bill
the Sales (customer) company for the item.
To generate an AR invoice and bill the Sales (customer) company for the item:
1. In AR Invoice Entry, from the Actions menu, select Get > Shipments.
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2. The Get Shipments window appears. First, select the site from which you want to generate the invoices.
You can select the Current Site or All Sites.
3. Indicate the customer shipments for which you want to generate the invoices. You can generate invoices
for all customers or click the Customers button to select specific customers.
4. Click the Select All, Manual Selection, and Drop Shipments buttons to select the specific shipments
from which you will generate invoices.
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5. Complete the invoice in AR Invoice Entry. Use this program to enter any final changes on the invoice.
6. To determine the taxes, from the Actions menu, highlight Group, and select Calculate All Taxes.
7. To post the invoice, from the Actions menu, highlight Group, and select Post.
The invoice is then posted by the Manufacturing (supplier) company. When the Sales (customer) company receives
the AR invoice, the Sales company pays the Manufacturing company for the purchased quantity.
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Buyer Workbench
The Buyer Workbench is a centralized tool you can use to both generate and manage request for quotes (RFQs)
and purchase orders (POs). Through this program, you can select a specific buyer and view a summary of the
RFQs and POs assigned to this buyer. The information includes the number of RFQ and purchase order records
open, overdue, scheduled for today, scheduled for this week, and scheduled for beyond this week (future).
The Buyer Workbench also displays the number of RFQs that have received responses from suppliers and are
ready for processing, as well as the number of purchase orders that require the current buyer’s approval.
Menu Path: Material Management > Supplier Relationship Management > General Operations > Buyer Workbench
To review the RFQs and POs for a specific buyer:
1. Click the Buyer button to find and select a specific buyer to review. Typically, you will select your buyer
record.
2. The current activity of the RFQs linked to this buyer display within the RFQ section.
3. The current activity of the POs linked to this buyer record display within the PO section.
4. To review RFQ suggestions and generate request for quotes, click the RFQ’s sheet.
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5. Click the RFQ Entry button to launch this entry program and create RFQ records.
6. Click the Supplier Response button to launch this program and enter the responses you have received on
RFQ records from suppliers.
7. The Overdue, Today, This Week, and Future sheets display the current RFQ records that fall within these
time frames.
8. Click the Suggestions sheet to evaluate and handle all RFQ suggestions you want to turn into RFQs.
9. Click the Ready sheet to indicate which RFQs can be turned into purchase orders.
10. To review and enter purchase orders, click the PO’s sheet.
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11. The Open PO’s sheet displays all of the currently open purchase orders.
12. If you need to create a new PO or edit an existing one, click the PO Entry button.
13. The Late, Today, This Week, and Future sheets all display the current PO records that fall within these
time frames.
14. Click the Web sheet to review all RFQs and POs you have received through the internet.
15. The Actions menu gives you immediate access to a number of purchasing programs you need.
16. You can launch Purchase Order Entry, RFQ Entry, Supplier Maintenance, and various
Suggestion programs through the Actions menu.
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Reports
This section describes some key purchasing reports you use to review prices of both manufactured and purchased
parts. You can run these reports whenever you need. You can also set up each report to generate and print
through a recurring, automatic schedule. Review the Automatic Data Processing chapter in the Epicor ERP
Implementation Guide for information on how to link a report to a recurring schedule.
Part Price History Report
Use this report to review pricing information for your purchased parts. This report displays its information in order
by part.
Menu Path: Material Management > Supplier Relationship Management > Reports > Part Price Report
To run this report:
1. To display current prices, select the Most Recent Prices Only check box.
2. If you want to view supplier part cross references on this report, select the Include Supplier’s Parts check
box.
3. If you want to view manufacturer part cross references on this report, select the Include Manufacturer’s
Parts check box.
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4. Use the Filter sheet to limit this report to only display parts for specific suppliers and/or parts.
5. Click Print on the Standard toolbar.
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Supplier Price History Report
Use this report to review pricing information for your purchased parts. This report displays its information in order
by supplier.
Menu Path: Material Management > Supplier Relationship Management > Reports > Supplier Price Report
To run this report:
1. To display current prices, select the Most Recent Prices Only check box.
2. If you want to view supplier part cross references on this report, select the Include Supplier’s Parts check
box.
3. If you want to view manufacturer part cross references on this report, select the Include Manufacturer’s
Parts check box.
4. Use the Filter sheet to limit this report to only display parts for specific suppliers and/or parts.
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Chapter 16 | Quality Assurance Epicor ERP Application User Guide
Chapter 16: Quality Assurance
The Quality Assurance and the Enhanced Quality Assurance (EQA) modules tie together all quality functions, whether
scrapping end parts, rejecting raw materials, tracking first article inspections (where a first part is tested regularly), and
indicating when parts are not compliant. With the Enhanced Quality Assurance module license, you can also track
internal education and training for your employees.
The chapter begins with the setup records you need to define before you can use the quality functions - the inspectors
that conduct inspections and the reasons material requires inspection. If you use the Enhanced Quality Assurance
module, you can enter specific inspection data for purchase order receipts, customer returns, and jobs or operations.
To do this, you define the inspection attributes you want to track and the specifications for those attributes. You then
create inspection plans associated with a part revision, job, or operation. You can also apply skip lot control to those
suppliers that supply you with parts.
The second half of the chapter reviews the quality functions you use to process items that require inspection. First, use
the Nonconformance program to add non-conforming material found during job production. Then, the inspector uses
Inspection Processing to inspect this non-conforming material, in addition to the purchase order receipts that require
inspection. If you use the Enhanced Quality Assurance module, you also have access to Inspection Results Entry. Use
this program to enter specific inspection data. Then run the Inspection Data Tracker to view the inspection results.
Any job material, job assemblies, inventory, customer returns, or purchase order receipts that fail inspection are placed
on the Discrepant Material Report (DMR). The material review board then has the option to reject these parts or accept
parts and disposition to a job, rework, or inventory. At any time, a corrective action can be added to record what was
done with the material. This chapter concludes with key quality reports you use to monitor discrepant material.
In order to describe the entire business flow for this functionality, this chapter assumes you use both the Quality
Assurance and Enhanced Quality Assurance modules.
Setup
This section describes the primary records you need to create for both the Quality Assurance and Enhanced
Quality Assurance modules. These programs are contained within the Setup folder. Only the primary records are
Inspector Maintenance
You use Inspector Maintenance to create inspector records. Inspectors are the people in your shop who inspect
material or parts for defections, ensuring all items in the production cycle meet your quality standards. These
records are used when you run Inspection Processing.
Menu Path: Production Management > Quality Assurance > Setup > Inspector
To add an inspector:
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Epicor ERP Application User Guide Quality Assurance | Chapter 16
2. Enter an Inspector ID. This value displays within other programs and reports.
3. Enter the Name of the inspector. This value displays on drop-down lists in other programs.
Reason Code Maintenance
Use Reason Code Maintenance to assign standard explanations for labor scrap and rework, inspection processing,
inventory adjustments, and Return Material Authorization (RMA) entries. You can create reason codes that match
your workflow needs.
Each reason code is assigned a reason type. Reason types are system-defined and cannot be changed. The
following reason types are used in manufacturing:
• Scrap: This code identifies a nonconformance quantity which can potentially be re-used.
• Quality Assurance: This code is used for causes and corrective actions.
• DMR: This reason code is used for discrepant material review.
• Inventory Adjustments: Use this value to identify items being pulled out of inventory because they are
non-conforming materials.
• Rework: This code is used for items sent back to be re-worked after inspection or DMR.
Menu Path: Production Management > Quality Assurance > Setup > Reason Code
To add a reason code:
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1. Select the Reason Type this reason code is assigned from the drop-down list. In this example, you want to
add a reason code for DMR.
2. Click the Down Arrow next to the New button; select New Reason Code.
3. Enter a Reason Code. This value displays within other programs and reports.
4. Enter a Description of the reason code. This value displays on drop-down lists in other programs.
5. Depending on the reason type selected, other fields become available. For example, if you want this reason
code available for selection in Inspection Processing, select options in the Inspection section.
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Global Alert Maintenance
Use Global Alert Maintenance to both activate and adjust global alerts. Global alerts are messages automatically
sent out to pre-defined recipients when certain events occur within the database. Global alerts are an excellent
communication tool that helps individuals keep up-to-date on current business activity.
Events that trigger global alerts are pre-defined and cannot be deleted. However, you can activate/deactivate
pre-defined events and define the recipient of the alert if an alert is sent.
Although global alerts cannot be changed, you can create

custom global alerts through the Business Activity Manager.
For more information on creating custom alerts, review the
Business Activity Manager chapter in the Epicor ICE Tools User
Guide.
Menu Path: Production Management > Quality Assurance > Setup > Global Alert
To activate a global alert:
1. Click on the ID button to initiate a search for a pre-defined global alert.
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2. In the Global Alerts Search window, select the pre-defined event you want to activate and click OK.
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3. The ID and Description fields populate and cannot be changed.
4. In order to use this alert, select the Active check box.
5. If you want a memo created when this event is triggered, select the Create Memo check box. The new
memo is assigned to the record (job, order, quote, and, so on) that caused the alert.
6. Select the Send Alert check box to send an email when this event is triggered. When selected, additional
fields you use to define the recipients who receive the alert become available.
7. The From Email Address and Label field values default from settings in the Company Configuration file;
if you need, you can edit these values.
8. If you are sending an alert, define recipient information in the Alert section such as To, CC, and Text.
Inspection Attributes
Inspection attributes are quality elements you want reviewed during the inspection process. These attributes are
then assigned to specifications and used within inspection plans. You also assign a table field name to each
attribute in order to collect and analyze inspection data.
Menu Path: Production Management > Quality Assurance > Setup > Inspection Attribute
To create a new attribute:
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2. In the Attributes field, enter the identifier for the new inspection attribute.
4. Select an Attribute Type from the drop-down list. Attribute types available include:
• Numeric
• Check box
• Combo box
• Character
• Date
• Comments
The specifications you define within Specification Maintenance for an inspection attribute depend on the
attribute type. For example, if you select Numeric, you can specify minimum and maximum values. If you
select Combo box, minimum and maximum values are disabled; however, you can specify the list of values
you want to present to the user during inspection processing. For more information on specifications, review
the next Specification section.
5. Select the Table Field Name you want to assign to this attribute. This value determines where the data for
this attribute is stored within the inspection results table.
6. Once you assign this inspection attribute to a specification, the In Use icon becomes active and displays in
green.
Continue to add all the inspection attributes you need.
Specification
A specification ties together the inspection attributes you want. You use Specification Maintenance to store the
details, or characteristics, of the inspection attributes. Characteristics include information such as minimum and
maximum values, incremental and initial values, tool tips, a list of acceptable values, and so on. The inspection
attribute properties you define are used in the inspection plan. The next section, Inspection Plan, shows you how
to create these plans.
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One specification can apply to many parts. For example, you have multiple parts in your database for steel bars.
You could attach the same specification to each part to save time on data entry.
Menu Path: Production Management > Quality Assurance > Setup > Specification
To create a specification:
2. Within the Specification field, enter an identifier.
3. Enter the Description, or the explanation, for the new specification.
Add a Revision
Specifications are revision controlled, so you can create multiple versions of the same specification.
To add a revision:
1. Click the Down Arrow next to the New button; select New Specification Revision.
2. The Revision Detail sheet displays. In the Revision field, enter the revision identifier.
3. Enter the Description for the new revision.
4. Specify an Effective date; the date when this revision is available.
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5. Optionally, find and select the Inspection Plan you want to assign to this specification revision. You can
attach an inspection plan to a specification. When you attach a specification to a part, operation, or RMA,
the inspection plan defined on the specification defaults; however, you can change this option.
Assign Inspection Attributes
Now specify the inspection attributes you want to assign to this specification revision.
Here’s how:
1. Click the Down Arrow next to the New button; select New Inspection Attribute.
2. The Revision > Inspection Attributes > Detail sheet displays. Click the Inspection Attribute button to
find and select an inspection attribute to add to this specification revision.
3. The Attribute Type for this inspection attribute defaults and cannot be changed.
4. The Description defined on the inspection attribute record defaults; if you need, you can change this value.
5. In the Screen Label field, enter the description you want to display on the Configurator input screen.
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6. Enter the Minimum Value and the Maximum Value for this inspection attribute. These fields are not
available if the attribute’s type is Combo box.
7. In the Increment field, specify the increments used to record an inspection value. For example, if you set
the Maximum Value to 110, the Minimum Value to 100, and the Increment to 2, then the actual values of
100, 102, 104, and 106 are acceptable. These fields are not available if the attribute’s type is Combo box.
8. Enter the Initial Value to display when inspection data is added to the inspection plan. Typically, this value
is the expected value for this attribute.
9. If used, enter the Tool Tip you want the Configurator to display.
10. In the List Values field, enter a comma-delimited list of options that display within the inspection plan. This
field is available only if the attribute’s type is Combo box.
11. In the Pass List Values field, enter an (optional) listing of valid pass values for this inspection attribute. The
Epicor application uses these values for testing inspection results. It uses the values defined on this list to
determine if an inspection passes or fails. For example, if 2,4,6, and 8 are defined as pass values and the
user selects 8 within Inspection Results Entry, the Epicor application designates 8 as a Pass value; other
recorded inspection values are considered Failure values.
12. When you finish, click Save on the Standard toolbar. Continue to add all inspection attributes to this
specification revision.
Approve Specification Revision
When the specification revision is ready, you need to approve the specification revision before you can use it.
Here’s how:
1. Navigate to the Revision > Detail sheet.
2. Select the Not Approved check box. This clears the specification for use, and the Approved icon displays.
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Inspection Plan
Inspection plans control the inspection process and are used to enter the results from inspecting those parts,
operations, and RMAs in which specifications and inspection plans are defined. Once you create an inspection
plan record in the Inspection Plan program, you can then launch the Configurator directly to design the entry
form that others will use to capture the inspection results.
Inspection plans are revision-controlled and can be used with multiple specifications; the Configurator amends
the input screen depending on the inspection attributes assigned to the current specification. For example, one
specification has three attributes and another specification has the same three attributes plus an additional
attribute. You could create an inspection plan that covers all four attributes; when the inspection plan for the
three attribute specification is called, the fourth attribute does not display during inspection results entry.
This section briefly reviews the Configurator Designer. For more

information on how to design an input screen, review the
Configurator chapter.
Menu Path: Production Management > Quality Assurance > Setup > Inspection Plan
To add an inspection plan:
2. In the Inspection Plan field, enter an identifier for the inspection plan.
4. Select Inspection Plan from the Inspection Plan Type list.
Another inspection plan type is Calibration Plan.

Calibration inspection plan types are used to assist in
equipment maintenance. For more information on
Equipment Maintenance, review the chapter on
Maintenance Management.
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5. Click Save.
Add a Revision
Inspection plans are revision controlled, so you can create multiple versions of the same inspection plan.
To add a revision:
1. Click the Down Arrow next to the New button; select New Inspection Plan Revision.
2. The Revision > Detail sheet displays. In the Revision field, enter a unique revision identifier.
3. Enter the Description, or explanation, that further defines this inspection plan revision.
4. Specify an Effective date - the date when this revision is available.
6. Notice the red No Plan icon. This indicates a plan has not yet been configured for this inspection plan
revision. Once you configure an inspection plan using the Configurator Designer, the icon changes to a
green Plan Exists icon. You will next configure the inspection plan.
Configure the Inspection Plan
Now you are ready to design the screens for inspection results entry. If you use the Enhanced Quality Assurance
module, you can create inputs in the Configurator using external sources; these values are the pre-defined
inspection attributes used during the inspection process.
To design the inspection results entry screen:
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1. On the Revision > Detail sheet within Inspection Plan Maintenance, click the Configure Inspection
Plan button.
2. Configurator Entry displays. You first add a new configuration record; this links the inspection plan record
and the inspection plan results entry screen you are designing. Click the Down Arrow next to the
New button, and select New Configuration.
3. Create a Configurator ID that identifies the inspection plan results screen you are configuring.
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4. Enter a Description for the configurator record.
5. In the Configuration Type field, select Inspection Plan Configurator.
7. From the Actions menu, select Configurator Designer.
8. The Configurator Designer displays.
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9. First, you need to add a new page. Click the Down Arrow next to the New button, then select New Page.
10. Navigate to the Design > Page Designer sheet.
11. In the Toolbox pane, select the control you want to add to the input page. In this example, you select the
Decimal control so you can reference the numeric Length inspection attribute.
12. Select the area on the page where you want the control to appear. Move and stretch the control so it displays
in the location and size you want.
13. With the control selected, use the parameters located in the Input Properties pane to define how for the
controls placed on the input page should operate.
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14. Enter a Label and (optionally) Summary Label for the input control you place on the page. Once you save
the input page, you cannot change the system assigned input name.
15. Select True in the External Reference parameter to bring in an inspection attribute’s characteristics.
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16. Click the button to the right of the Attribute parameter to select an available inspection attribute. The
application filters the attributes available for selection by only displaying those attributes where the attribute
type matches the control added to the page.
17. Depending on how you want to leverage the inspection inputs, select True in the Use Minimum Value,
Use Maximum Value, Use Incremental Value, Use Initial Value, Use Tool Tip, and Use Label Name
parameters to determine what values are pulled in from the inspection attribute.
Depending on the selected attribute type, not all input parameters are available. For example, if you select
an inspection attribute that is a character attribute type, only the Use Tool Tip and Attribute parameters
are available for use.
18. Click Save on the Standard toolbar. Continue to add pages and controls you want for this inspection plan
revision.
Test the Inputs
When finished adding pages and controls, and adjusting the inputs as needed, you are ready to test the inputs.
Here’s how:
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1. From the Actions menu, select Test Inputs.
2. The Test Inspection Plan window displays.
3. Enter the Specification ID you want to test.
4. From the Revision list, select the specification revision to test.
5. Click OK.
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6. The Test Inputs window displays.
7. Notice the inspection attribute characteristics you defined on the selected specification revision display. You
can now test the inputs. For example, the initial value of 36 displays in the Length input field.
8. If you attempt to put a value in the Length field outside the minimum or maximum values defined in the
specification for this inspection attribute and click Save, a message displays stating the inspection plan
failed. If the values are within the stated minimum or maximum values, displays that states the inspection
plan was true.
Continue to test the inputs and adjust the pages and controls as you need.
You can apply a Pass/Fail variable to all Configurator features.

The Pass/Fail variable is set automatically on the
minimum/maximum values set for the inspection attributes; if
the results are below or above these values, the inspection
fails. However, you can define rules to set the Pass/Fail variable
inspections to other controls as well. For more information
about this functionality, review the Configurator chapter.
Approve the Design
Once the design is complete and the configuration tested, you are ready to change the status of the design to
Approved.
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To do this:
1. Navigate to the Configurator sheet.
2. Select the Approved check box. When the Description of Changes window displays, enter the change
explanation and click OK.
4. Exit the Configurator Designer.
Approve the Inspection Plan Revision
Now you are ready to approve the inspection plan revision.

Here’s how:
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1. In Inspection Plan Maintenance, notice the red No Plan icon is replaced by a green Plan Exists icon. This
indicates an approved inspection plan exists for this inspection plan revision.
2. Select the Not Approved check box. This clears the inspection plan for use, and the Approved icon displays.
Skip Lot Control Code
Use Skip Lot Control Code to create the frequency rules in which parts are inspected at the time of receipt. You
then assign these skip lot control codes at the part - supplier level.
For each skip lot control code, you define the number of lots (receipts) to inspect, the number of receipts to skip
between each receipt, and the number of cycles to process before moving to the next pre-determined skip lot
control code. In this example, you want to define a skip lot control code for new suppliers.
Menu Path: Production Management > Quality Assurance > Setup > Skip Lot Control Code
To create a skip lot control code:
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2. Enter a unique identifier in the Skip Code field.
3. Enter a Description for the skip code.
4. Define the number of lots (receipts) to Inspect.
5. Define the number of lots (receipts) to Skip between each inspected receipt. If the receipt does not require
inspection, then the receipt is not placed in the inspection queue; rather, the receipt passes directly to stock,
to the job, or to an operation.
6. Indicate the number of inspect/skip cycles to process before moving to the next pre-defined skip lot code
in the Repeat field.
7. In the Minimum Cycles field, indicate the number of cycles to complete before the skip lot code can move
to a cycle that does not inspect as many lots. If this field is set to zero, the application ignores the check.
8. If you allow a quantity of inspected parts to fail inspection before the part moves to a more restrictive skip
lot control code cycle, where more lots are inspected, select the Use Maximum Reject check box.
9. If you selected the Use Maximum Reject check box, define the number of rejects to allow in the Maximum
Reject (all Cycles) field. If this field is set to zero, the application ignores the check.
10. Use the Reject Count By list to determine the value added to the Reject Count field in the inspection table.
The options are Skip Lot or Quantity. If you select Skip Lot, then the Reject Count is increased by 1 if the
receipt inspected has a rejected quantity. If you select Quantity, then the Reject Count is increased by the
total failed quantity if the receipt inspected has a rejected quantity.
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11. From the On Pass move to Skip code list, select the skip code the part quantity will use if both the number
of cycles is the same as the value defined in the Minimum Cycles field and the number of rejects is less than
or equal to the value defined in the Maximum Rejects (all Cycles) field. If you do not select a code from this
list, then the current cycle will start again.
12. From the On Failure move to Skip code list, select the skip code that parts will use if both the number of
cycles exceeds the value defined in the Minimum Cycles field and the number of rejects exceeds the value
defined in the Maximum Rejects (all Cycles) field. If you do not select a code from this list, then the current
cycle will start again.
Part Maintenance
You associate inspection plans and specifications to either parts or operations. Then, when inspecting a part
receipt or entering time against an operation that requires inspection, you have the option to enter inspection
data for that part or operation using Inspection Results Entry.
In this example, you use Part Maintenance to associate an inspection plan and specification to a part revision.
You can also define a different inspection plan and specification for customer returns of the same part revision.
In addition to defining inspection plans and specifications to part revisions, you can add suppliers to a part revision
and attach skip lot code logic.
You can also associate a part on a purchase order line to an

inspection plan and specification within Purchase Order Entry.
You associate inspection plans and specifications to operations
within Operation Entry, Job Entry, Quote Entry, and the
Engineering Workbench. When you associate inspection plans
and specifications to a part or operation, the Inspection
Required check box is automatically selected.
Menu Path: Production Management > Quality Assurance > Setup > Part
Check Out the Part Revision
You must check out the part revision before you can attach inspection plans and specifications to it.
Here’s how:
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1. Click the Part button and then find and select a part.
2. In the Tree View, highlight the part revision for which you want to add an inspection plan and specification.
You can only attach inspection plans and specifications to part revisions.
For more information on how to add a revision, review

3. Now check out the revision. To do this, click the Actions menu.
4. Highlight the Revision sub-menu.
5. Select Check Out Revision.
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6. The Part Revision Checkout window displays. In the Revisions grid, highlight the revision to check out.
7. Click the ECO button to find and select the ECO group you want to check out this revision.
8. Click OK. The part revision status is set to Not Approved. Now you can add inspection plans and specifications
to it.
Add Inspection Plan and Specification to Part Revision
Now that the part revision is checked out, you can attach inspection plans and specifications to it.
Here’s how:
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1. Click the Down Arrow next to the New button; select New Part Inspection Plan.
2. The Part > Revisions > Inspection > Detail sheet displays.
3. Click the Inspection Plan button to find and select an inspection plan. You do not specify the inspection
plan revision because the application always uses the latest revision.
4. Click the Specification ID button to find and select a specification. You do not specify the specification
revision because the application always uses the latest revision.
5. Optionally, define the minimum Sample Size and/or Sample Size % quantity to inspect. You can enter
values in both fields; the application determines the sample size to use during inspection results entry. For
example, you set the Sample Size to 10 and the Sample Size % to 15%. If the application finds that the
quantity available to inspect, based on the Sample Size % defined, is less than the Sample Size defined,
then the Sample Size value is used for the inspection.
6. If this inspection plan is the default for this part, select the Default check box. You can specify only one
inspection plan as the default.
7. Continue to add the needed inspection plans for this part revision. You can attach more than one inspection
plan to a part revision. For example, you need three inspections for one part revision - one visual inspection,
one purity inspection, and one microbial (pathogens) inspection. Then, in Inspection Results Entry, you can
enter inspection data for each inspection plan. The inspection plans you attach to a part all display on the
List sheet. When you finish, click Save on the Standard toolbar.
Add RMA Inspection Plan and Specification to Part Revision
You can also add an RMA inspection plan and specification to part revisions. The RMA inspection plan and
specification specified in Part Maintenance is used when you enter inspection data while disposing an RMA.
For more information on how to process and disposition RMAs,

refer to the chapter on Customer Returns. You can only define
one RMA inspection plan and specification for a part revision.
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Here’s how:
1. Select the Part > Revisions > Inspection > RMA tab.
2. Click the Inspection Plan button to find and select an inspection plan to use when entering RMA inspection
data for this part revision.
3. Click the Specification ID button to find and select a specification to use when entering RMA inspection
data for this part revision.
4. Optionally, define the minimum Sample Size or Sample Size % quantity to inspect.
Add Skip Lot Control to Suppliers
You can apply skip lot control codes to suppliers for a specific part revision.
To do this:
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1. Click the Down Arrow next to the New button; select New Part Inspection Supplier.
2. The Part > Revisions > Inspection > Supplier > Detail sheet displays. Click the Supplier button to find
and select the supplier you want to apply a skip lot control for this part revision.
3. Select the Skip Lot Controlled check box to include this supplier in the skip lot process. When you select
this check box, the Skip Lot Controlled icon turns green.
4. From the Skip Lot Code list, select the code to apply to this supplier.
5. The Inspection Count, Skip Count, Repeat Cycles, and Reject Count fields are application-maintained
counters that display, respectively, the number of receipts, skipped lots, cycles, and rejected lots recorded
through the inspection process. However, you can adjust these fields to force further inspections.
For information on how to set up a skip lot control code,

review the previous Skip Lot Control Code section.
6. Select a Reject Count By method. This setting determines the value added to the Reject Count field in the
inspection table. The options are Skip Lot or Quantity. If you select Skip Lot, then the Reject Count is increased
by 1 if the receipt inspected has a rejected quantity. If you select Quantity, then the Reject Count is increased
by the total failed quantity if the receipt inspected has a rejected quantity.
7. Optionally, define the minimum Sample Size Quantity and/or Sample Size % to inspect. You can enter
values in both fields; the application determines the sample size to use during inspection results entry. For
example, you set the Sample Size to 10 and the Sample Size % to 15%. If the application finds that the
quantity available to inspect, based on the Sample Size % defined, is less than the Sample Size defined,
then the Sample Size value is used for the inspection.
8. To inspect all receipts for this part revision from this supplier, select the Force Inspect All Receipts check
box. When you select this check box, the Inspect All icon turns green.
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9. When finished, click Save on the Standard toolbar. Continue to add the suppliers you want for this part
revision.
Check In and Approve Part Revision
You must check in and approve the part revision before the inspection plans, specifications, suppliers, and RMA
details are applied to this part revision.
Here’s how to check in and approve the part revision:
1. In the Tree View, highlight the part revision you want to check in.
3. Highlight the Revision sub-menu.
4. Select Engineering Workbench.
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5. The Engineering Workbench displays. In the Tree View, highlight the part revision you want to approve
and check in.
6. Select the Not Approved check box. A green Approved icon now displays.
7. Now you are ready to check in the part revision. To do this, click the Actions menu, highlight the
Revision sub-menu, and Select Check In.
When the Description of Changes window displays, enter the change explanation and click OK. Click OK
again when the check in complete message displays.
8. Exit the Engineering Workbench.
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9. In Part Maintenance, notice the part revision status is now set to Approved.
Operations
This section details the operations you can run through the Quality Assurance and Enhanced Quality Assurance
modules. Each operation is described as a workflow to help guide you through the process from start to finish.
These programs are primarily found within the General Operations folder. If a unique setup record is required to
run the operation, this record is also described in this section.
Nonconformance
Use the Nonconformance program to add or update nonconformant materials during job production. Generally,
you enter nonconformance records because the material is bad, defective, suspect, or needs inspection. The
material can be an assembly, raw job material, scrap, items from a subcontractor, or parts from another source.
The information you enter is sent to an inspector, who then inspects the material and dispositions it.
For information on dispositioning material, review the next

Inspection Processing section.
When nonconformant materials are reported by employees through Time and Expense Entry, nonconformance
records are created. You can then review and edit these records in the Nonconformance program. For these
types of records, you can only modify the quantity and the reason fields in Nonconformance. All the other fields
are unavailable.
Menu Path: Production Management > Quality Assurance > General Operations > Nonconformance
Nonconformance - Material
To enter a nonconformance for material during job production:
1. Click the Down Arrow next to the New button; select New Material.
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2. Enter the Employee who discovered the nonconformance. You can do this by entering the employee
number directly or by clicking the search button to find and select it.
3. In the Job field, enter the job in which the non-conforming material was found.
4. Select the assembly on which the non-conforming material was found. You can enter this number directly,
select it from the list, or click the Assembly button to find and select it. If there is only one assembly on
the job, a 0 displays in this field.
5. Select the Material sequence from the assembly that is non-conforming.
6. The Part number, Description, and Revision of the part only display for your information; you cannot
change these values.
7. Enter the Quantity of the material that is non-conforming and set the appropriate unit of measure.
The quantity can be expressed as a whole or as a fraction

with decimals (if allowed). For more information on the
unit of measure functionality, review the Part Parameters
chapter in the Epicor ERP Implementation Guide. If
multiple units of measures are tracked for the part, the
quantity entered here cannot be greater than the on-hand
quantity for this part. For more information on how you
track multiple units of measure, review the Parts section
in the chapter concerning Inventory Management.
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8. This Transaction displays the quantity of material for this nonconformance record. This value is based on
the unit of measure defined for this job material part within Job Entry.
9. Lot specifies the lot number of the part identified as non-conforming. This field is updated by the application;
if you need, change the lot.
10. The Serial Numbers button becomes active if the part is assigned a serial number. If a discrepancy exists
between the Quantity field and the number of serial numbers entered at the time of purchase order receipt,
and one of the warehouse sites is set to Full Serial Tracking, the application requires entry of additional serial
numbers.
11. Select the Reason the material is non-conforming.
12. In the Reporting Operation and Location section, select the Operation Sequence in which the
non-conforming material was found. You can also set the From Warehouse and Bin to the location where
the out-of-spec parts are now.
13. In the Nonconforming Operation section, select the operation where the non-conforming process was
performed. Also select the Resource. The To Warehouse and Bin represent the warehouse and bin where
the material should be brought for inspection.
14. When you finish, click Save on the Standard toolbar. The application automatically assigns a transaction
ID to the new nonconformance record.
Shop floor personnel can also report non-conforming

material when they enter time against an operation. These
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records are accessed through the Nonconformance

program, however you can only modify the Quantity and
Reason values on these records. For more information,
review the chapter on Time Management.
15. Use the other sheets to further specify the nonconformance records. Subcontract sheet to add, edit, or
delete open nonconformance records related to discrepant material from a subcontract operation.
• Use the Subcontract sheet to add, edit, or delete open nonconformance records related to discrepant
material from a subcontract operation.
• Use the Operation sheet to add, edit, or delete open nonconformance records related to discrepant job
assemblies.
• Use the Inventory sheet to add, edit, or delete open nonconformance records related to discrepant
material in inventory.
• Use the Other sheet to add, edit, or delete open nonconformance records that do not fit any of the
other types of nonconformance records.
Nonconformance – PO Receipts
You can view nonconformance records related to purchase order receipts in this program if the nonconformance
records are closed. The closed status indicates the PO receipt quantities have been inspected.
To view a purchase order receipt nonconformance:
1. Click Search on the Navigation toolbar.
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2. In the Nonconformance Search window, filter the search to only retrieve closed nonconformance records
by selecting Closed in the Status field.
3. Click Search.
4. Select the purchase order receipt nonconformance you wish to view.
5. Click OK.
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6. Notice the information on the PO Receipts sheet is for display only.
Nonconformance - RMA
You can view nonconformance records related to RMA receipts in this program if the nonconformance records
are closed. The closed status indicates the RMA receipt quantities are dispositioned.
To learn more about RMAs and how to disposition customer

returns, review the chapter on Customer Returns.
To view an RMA nonconformance:
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2. In the Nonconformance Search window, filter the search to only retrieve closed nonconformance records
by selecting Closed in the Status field.
3. Click Search.
4. Select the RMA receipt nonconformance you wish to view.
5. Click OK.
6. Notice the information on the RMA sheet is only for your information; you cannot change these values.
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7. Any pass or fail comments entered during RMA disposition or inspection display on the Comments sheet.
Inspection Processing
Use Inspection Processing Entry to inspect discrepant material found during job production or to inspect purchase
order receipts and customer returns.
You select the Inspection Required check box on a supplier record or a part class. Any material purchased from
that supplier or part class is automatically received into inspection; this stipulation cannot be changed during
purchase order entry or receipt entry. If the inspection check box is not set at the supplier or part class, however,
you can select this check box at purchase order entry or receipt entry.
For more information on setting up suppliers, read the Supplier

Maintenance section within the chapter on Purchasing. For
more information on part classes, read the Part Class section
within the Material Requirements Planning chapter.
Menu Path: Production Management > Quality Assurance > General Operations > Inspection Processing
Inspection Processing Searches
When searching in Inspection Processing, you can search by Job Number, Part Number, or by PO Number. The
PO Number search provides unique functionality to return only an exact match of the PO number you enter in
the Starting At field.
1. Click the Binoculars to launch a search.
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2. In the Sort By field, select PO Number.
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3. To find a specific PO number, enter it in the Starting At field. Follow the number with a period character.
For example, if the purchase order you are looking for is 4060, enter "4060." as shown in the graphic.
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4. The results returned will include only an exact match to the PO number.
If you enter the number without the period character, the

results will be returned with the match at the top of the
list, followed by subsequently numbered purchase orders.
Inspection Processing Entry - Materials
To inspect discrepant material:
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2. In the Inspection Processing Search window, you can filter the search to only retrieve pending inspection
records for a specific inspector.
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3. Further refine your search by selecting a Transaction Type.
4. Click Search.
5. Select the record you wish to inspect. In this example, you want to enter inspection disposition information
for a nonconformant component material found during production.
6. Click OK.
7. Information about this record entered in the Nonconformance program displays at the top of the Materials
> Detail sheet; it cannot be changed.
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8. The Inspector ID is the individual who inspected the material.
9. To verify the supplier or manufacturer part numbers are valid for your internal part number, click the Supplier
Parts button. Review the Part Cross References section in the Inventory Management chapter for more
information.
10. If you use the Enhanced Quality Assurance module, the Inspection Data button is available.
For more information on how to enter inspection data,

review the next Inspection Results section
Enter Passed Quantity Data
1. Enter the quantity of the material that passed inspection in the Passed Quantity field.
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2. Select the Request Move check box to indicate the passed quantity needs to be moved to another location.
This check box is available if you use the Advanced Material Management module. For more information
about this module, review application help.
3. If you want to print tags for items that passed inspection, click the Print Tags button and select the tags
you need.
4. In the Issue To section, select Stock to issue the material to stock, or select Job Material to issue the
material to a job.
5. If material that has passed inspection is related to a job, the Job, Assembly, and Material fields are available.
6. If you need to select locations different from the default warehouse/bin settings, specify a Warehouse and
Bin to move the passed quantity.
Enter Failed Quantity Data
1. Enter the quantity of the material that failed inspection in the Failed Quantity field.
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2. Select the Request Move check box to indicate the failed quantity needs to be moved to another location.
This check box is available if you use the Advanced Material Management module. For more information
about this module, review application help.
3. If you want to print tags for items that failed inspection, click the Print Tags button.
4. Select the Reason the quantity failed inspection.
5. The Warehouse drop-down list defines the warehouse into which the failed quantity will be moved.
6. The Bin defines the bin into which the failed quantity will be moved. If you do not know the bin number,
click the Bin button to find and select it.
When this inspection record is saved, the quantity for that bin is not updated. Instead, the bin information,
reason code, and failed quantity combine to create a DMR (Discrepant Material Report) record that you use
within DMR Processing.
7. Enter a DMR number for the failed quantity; optionally, leave this field set to 0 (zero) to cause the application
to automatically create a new DMR record for DMR Processing.
8. Select the Create Corrective Action check box to launch Corrective Actions when this inspection record
is saved. Use this functionality to create a corrective action record for the quantity of material that did not
pass inspection.
9. If you are failing a part quantity that uses serial numbers, you must click the Serial Numbers button to find
and select the serial number for each failed part.
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Complete Inspection Entry
1. Click Save on the Standard toolbar. If the application automatically assigns DMR numbers to failed quantities,
a message box displays the assigned DMR number. Click OK.
2. Use the Operations sheet to inspect non-conformant records related to discrepant job assemblies.
3. Use the Inventory sheet to inspect non-conformant records related to discrepant material in inventory.
Inspection Processing Entry – PO Receipts
To inspect purchase order receipts:
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1. Click Search on the Navigation toolbar to find and select a purchase order receipt requiring inspection.
2. Information about this record previously entered in Receipt Entry displays at the top of the PO Receipts >
Detail sheet.
To learn more about entering purchase order receipts,

review the Shipping and Receiving chapter.
3. The Inspector ID displays the individual who inspected the material.
4. Enter the quantity of the material that passed inspection in the Passed Quantity field.
5. In the Received To section, select Stock to issue the material to stock, or select Job Material to issue the
material to a job. If this part is part of a subcontract, the Job SubContract option becomes available.
6. If the material has passed inspection related to a job, the Job, Assembly, and Sequence fields are available.
7. Enter the quantity of the material that failed inspection in the Failed Quantity field.
8. Select the Reason the quantity failed inspection.
9. Enter a DMR number for the failed quantity; optionally, leave this field set to 0 (zero) so the application
automatically creates a new DMR record for DMR Processing.
10. Click Save on the Standard toolbar. If the application automatically assigns DMR numbers for failed
quantities, a message displays indicating these numbers were assigned.
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Inspection Processing Entry – RMAs
Customer returns received into inspection are processed through the RMA Disposition program. You can also
have the Quality Assurance module licensed, you can also view the customer returns received in Inspection
Processing, and, optionally, disposition the returned material directly from the RMA’s sheet.
To learn more about RMAs and how to disposition customer

returns, read the Customer Returns chapter.
To view or disposition RMAs:
1. Click Search on the Navigation toolbar to find and select an RMA to view or disposition.
2. Information about this record entered in RMA Processing displays in a grid on the RMA’s sheet.
3. Click the RMA Disposition button to disposition the returned material.
Inspection Processing Entry – First Articles
A first article inspection is a quality assurance inspection on the first component or assembly run after a new
setup is complete. An engineer or job manager can define the sample size to be inspected within Job Entry. Once
a shop employee clocks into the operation, a new first article record is added to the First Article queue in Inspection
Processing. Additionally, the inspector can be notified through a global alert that a first article inspection is
created.
You can also manually enter first article records through Inspection Processing. This process is illustrated in the
following example.
1. Click on the First Articles tab.
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3. The First Article window displays.
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4. Enter the Job Number, Assembly, and Operation from which the first articles originate.
5. Notice the Part and Revision information for this first article display.
6. Optionally, click the Resource ID button to find and select the resource that will produce the first articles.
7. Specify the quantity of first articles planned to be inspected in the Expected Quantity field.
8. Click OK. When asked to confirm changes, click Yes.
9. Now you are ready to process this first article inspection. Click Search on the Navigation toolbar to find
and select the first article record just created.
10. Information about this record displays on the First Articles sheet.
11. The Inspector ID is the individual who inspected the material.
12. If you know the employee responsible for the articles in this inspection, you can enter it in the Employee
field; otherwise, click the Employee button to find and select the employee.
13. Enter the quantity inspected in the Quantity field.
14. Select the Status of this first article inspection. Available options:
• Approve – Indicates an approved operation status. Labor can now be posted against the operation.
• Provisional – Indicates an operation that can proceed, with an additional required inspection.
• Resubmit – Indicates the operation may continue, but another inspection is required.
• Waiting - Identifies a waiting status for an inspection. A new record is automatically set to Waiting.
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15. Click Save.
Inspection Results
Use Inspection Results Entry to enter and gather inspection data for parts, operations, resources, equipment, and
fixed assets. You can access this program through other programs or from the Main Menu.
When you launch Inspection Results Entry from another program, data such as Part, Job, Quantity, and so on
automatically populates the results record. You can launch Inspection Results Entry from Time Entry, Report
Quantity (MES), End Activity (MES), RMA Disposition, and Inspection Processing – all types.
Once the inspection quantity is established, you enter inspection results for each item using the configured screen
and rules created for the inspection plan and specification defined. From this test data, the application determines
- based on the rules - if the item has passed or failed. In some cases, the quantity passed and failed is returned
to the calling process.
Menu Path: Production Management > Quality Assurance > General Operations > Inspection Results Entry
While you can access Inspection Results Entry from the above path, the following example launches the program
from Inspection Processing Entry. To show this feature, a purchase order receipt is processed that requires
inspection. This receipt has a part revision with both an inspection plan and a specification.
To enter inspection results:
1. Navigate to Production Management > Quality Assurance > General Operations > Inspection
Processing
2. Click Search on the Navigation toolbar to find and select a purchase order receipt requiring inspection.
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3. Information about this record previously entered in Receipt Entry displays at the top of the PO Receipts >
Detail sheet.
4. From the Inspector ID list, select the individual that is inspecting the material.
5. Because the part revision on this purchase order has both an inspection plan and a specification, the
Inspection Data button is available. Click this button.
6. The Inspection Results Entry program displays.
7. If you access Inspection Results Entry from the Main Menu, the NCM, Job, and Part fields are available
to search for the nonconformance, job, and part records you want to enter inspection data.
In this example, however, these fields are not available because you accessed this program from within
another process – inspection processing. Rather, they display the information from the process and cannot
be changed.
8. Whether the Enter Operation Information check box is selected or cleared depends on if you call Inspection
Results Entry from another program or from the Main Menu. If you launch Inspection Results Entry from
another program, the program either selects or clears this check box. When you call this program from the
Main Menu and define a nonconformance record or job, clearing this check box causes the inspection plan
for the job or assembly to be used instead of the inspection plan for the operation.
9. The Part Inspection Documents and Specification Documents indicators display in green once the
current part revision and specification have documents attached to them.
10. Use the Inspection Type list to define the type of inspection you are conducting. If you select a
nonconformance, job, or part record, the Inspection Type defaults to Part and cannot be changed; however,
you have other options as well. Options include:
• Part
• Resource
• Equipment
• Asset
11. The Quantity field displays the quantity from the nonconformance, RMA, job, or purchase order receipt.
This field works in a similar way as other fields in this program. If you launch Inspection Results Entry from
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another program, the quantity value defaults and cannot be changed. If you access this program from the
Main Menu, this field is available.
12. If you launch Inspection Results Entry from another program and that job, operation, part, or nonconformance
has a plan, the Inspection Plan ID field displays this value by default.
13. If you launch Inspection Results Entry from another program, and that job, operation, part, or nonconformance
has an associated specification, that specification defaults in the Specification field.
14. Click the Generate Test Set button to create sample test rows in the grid. The numbers of rows created
equals the value specified in the Quantity field.
Enter Inspection Results

To enter inspection results:
1. Navigate to the Inspection Sample Details sheet.
2. Highlight the row in the grid for which you want to enter inspection results.
All the rows initially display a Passed status.
3. Click the Enter Results button.
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4. The configured screen designed for the inspection plan selected in Inspection Results Entry displays. This
configured screen also uses the specification selected in Inspection Results Entry.
5. In the input test fields, enter the inspection results.
7. Continue to enter inspection results for all rows. When finished, Close the program.
8. Depending on the entered results, in the Pass/Fail column, the Passed or Failed status displays.
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9. Return to Inspection Results Entry. Notice the Passed Qty and Failed Qty fields update based on the
inspection results. In this example, three out of five inspected items failed inspection.
10. In the Reason field, select a reason code why the items failed inspection.
11. Complete the remaining required fields. When you finish, click Save on the Standard toolbar.
12. An application generated DMR Number displays.
13. Click OK.
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DMR Processing
Use DMR Processing to process job material, job assemblies, inventory, customer returns, or purchase order
receipts that fail inspection. These discrepant parts are placed on the Discrepant Material Report (DMR).
In this program, you decide how to deal with discrepant parts. You can accept them, deciding they can be used,
or you can reject them, sending them back to your supplier. You can create a debit memo request from the
supplier for the rejected parts.
Packing slips for DMR rejected parts are processed in

Miscellaneous Shipment Entry. This standardizes shipping
procedures and enables part tracking for quantities returned
to suppliers.
You can enter as many acceptances, rejections, and debit memo requests as necessary for a single DMR. For
example, you can accept a quantity into your stock, accept a quantity into a job material record, reject a quantity
and assign it an RMA number so you can return it to the supplier, and reject a quantity you will scrap. The rejected
and accepted quantity total must equal the discrepant quantity total on the DMR.
Menu Path: Production Management > Quality Assurance > General Operations > DMR Processing
DMR Processing - Header
To process a failed quantity:
1. Click the DMR Number button to find and select the DMR record you want to process.
2. The Total Quantities section displays the accepted and rejected quantities. This must equal the failed
quantity when done.
3. The Open/Closed button indicates whether this DMR is complete and closed. A DMR is automatically closed
when the total accepted quantity plus the total rejected quantity equals the discrepant quantity on the DMR.
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4. If the DMR was created from a job material or job subcontract operation, the supplier from the purchase
order associated with the job material or subcontract operation displays in the Supplier section. Any debit
memos you request for this DMR is associated with this supplier. If you need, select a different supplier.
5. The Status section displays the current costs associated with the parts to be dispositioned.
6. You can use the user-defined Check Off fields to alert individuals when a DMR record is processed. To use
these fields, you must first activate the alert that corresponds to the check off field in Global Alerts.
For more information on Check Offs, review application

help.
7. If the discrepant parts are from inventory or a purchase order receipt, the Location section displays the
name of the warehouse and bin from which they came.
DMR Processing - Accept
Depending on the transaction type, you can accept parts on the DMR (Discrepant Material Report) to a job
material sequence, to a job operation sequence, or into stock. In this example, you are accepting some parts on
the DMR to a job material sequence.
1. Click the Down Arrow next to the New button; select Accept – Job Material.
2. The Accept > Material > Detail sheet is available for data entry.
3. Use the Accept > Operation sheet to disposition accepted parts to the job from which they originally came.
4. Use the Accept > Stock sheet to disposition accepted parts into stock.
5. The Job linked to this material displays by default; if you need, change the job.
6. Enter the Quantity of this discrepant material you are accepting to the job. The DMR is closed when the
entire Accepted quantity plus the entire Rejected quantity equals the total discrepant quantity.
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7. Select the Reason for accepting the material to the job.
8. The Warehouse and Bin specifies the shop floor location where you are returning the discrepant material;
if you need, you can change these values.
9. The Issued Complete check box indicates whether the accepted quantity completes the amount to be used
for this material sequence. If the issue quantity to-date is less than the planned requirement, selecting this
check box will free any remaining allocation. This check box is automatically selected if the quantity entered
plus any previous quantity issued exceeds the estimated material or assembly pull quantity.
DMR Processing - Reject
Use this sheet to enter rejected material information for a DMR (Discrepant Material Report) record.
1. Click the Down Arrow next to the New button; select New Reject Material.
2. Enter the Supplier RMA (return material authorization) number that the supplier has given you to attach
to this discrepant material.
3. Enter the Quantity of the discrepant material you are rejecting. The DMR is closed when the entire Accepted
quantity plus the entire Rejected quantity equals the DMR’s total discrepant quantity.
4. Select the Reason for rejecting the material. You can select a default system reason code or a reason code
you have created. For information on these codes, review the previous Reason Codes section.
5. If you are rejecting parts on the DMR that uses serial numbers, click the Serial Numbers button to find and
select the serial number for each rejected part.
6. Displays the supplier purchase unit cost as defined in Purchase Order Entry.
7. Select a Resolution. Available options include:

• Request Debit Memo – If you save this record using this option, the application requests a debit memo
from the supplier. This memo uses the rejected quantity and the cost per unit defined on the purchase
order. A debit transaction for the rejected material is added to the DMR record.
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• Require Supplier Credit – If you save this record using this option, the application creates a credit note
for the supplier. This credit note uses the rejected quantity and the cost per unit defined on the purchase
order. A credit transaction for the rejected material is added to the DMR record.
• No Further Action – If selected, you are accepting the write-off of the rejected materials and the rejected
materials are not returned to the supplier.
8. To indicate that goods will be returned to the supplier, select the Return to Supplier check box.
9. If the DMR originated with the inspection of a purchase order receipt, the packing slip and line number
default in the Pack/Line field; if need, you can change this value.
10. The PO Number and Unit Price information defaults from the packing slip selected in the Pack/Line field.
11. Optionally, enter additional information on the Reject > Comments sheet.
DMR Processing – Debit/Credit
You can request a debit memo or require a supplier credit for both an accepted material and a rejected material.
In this example, the inspector fails the material received from a supplier because it is corroded. In DMR Processing,
you determine you can still use the material as long as you clean it. You accept the material, but you still request
a debit memo for the cost to clean the material.
1. Click the Down Arrow next to the New button; select New Debit Memo.
2. The Debit/Credit > Detail sheet displays.
3. The Part number for the DMR displays.
4. The Debit/Credit button indicates if this transaction is a debit memo or supplier credit.
5. If the Currency Management module is licensed, you can change the currency to use for this debit memo
by selecting a different currency in the Currency field.
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6. Optionally, change the Exchange Rate for this transaction. The exchange rate currently listed in the Currency
Master file defaults.
7. Select the Lock check box to lock the exchange rate for this transaction. If this check box is selected, the
exchange rate specified at the time of this entry is used for the debit memo, even if the actual market rates
change between now and the time the debit memo is created.
8. The Rate Group displays the rate group for the currency exchange rate.
9. Enter the Unit Cost. The unit cost from the packing slip defaults if a packing slip was specified on the Reject
sheet.
10. Specify the quantity for which you would like the amount in the Unit Cost field credited to you by the
supplier in the Quantity field.
11. Select the Reason you are requesting the debit memo.
12. Once the debit memo or supplier credit is processed by accounts payable, the Invoice field is updated with
the invoice number.
14. Notice on the Header sheet the Total Quantities section displays the parts on the DMR you accepted and
the parts on the DMR you rejected. The remaining parts on the DMR now should be 0 (zero).
15. Because the entire Accepted quantity plus the entire Rejected quantity equals the total discrepant quantity
on the DMR, the Open/Closed button now shows Closed. You can select the check box next to the
Open/Closed button to indicate this DMR is complete and closed. Now the information on this DMR cannot
be changed unless the DMR is reopened. A DMR is automatically closed when the total accepted quantity
plus the total rejected quantity equals the discrepant quantity on the DMR.
16. Use the History sheet to review the history of actions taken for a Discrepant Material Report record.
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Corrective Action
Use Corrective Action to specify what actions to take on nonconformant items. These items are specified in
nonconformance entries in the Nonconformance program.
A corrective action entry describes the action and contains information on the nonconformance entry, inspection
details, and the responsible employee. A corrective action entry also indicates the date on which the action must
occur.
Menu Path: Production Management > Quality Assurance > General Operations > Corrective Action
Corrective Action - Detail
To add a corrective action:
2. Enter a Description of the action that should be taken. In this example, you want to uncover the reason
why the steel you receive from this specific supplier is corroded.
3. Click the Non-Conf button to find and select the nonconformance record this corrective action is addressing.
To view the entire nonconformance record, click the Actions menu and select Non-Conformance.
You can also start a corrective action from DMR

Processing. When you do this, both the Nonconformance
record and DMR Number values default from DMR
Processing. You cannot change these values.
4. The DMR Number linked to this nonconformance record displays in this field.
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5. Select the Department responsible for carrying out the corrective action.
Job departments are set up in Job Department

Maintenance. For more information on this program, read
application help.
6. Click the Assigned To button to find and select the shop employee responsible for this corrective action.
7. Today’s date displays into the Date Opened field, but you can change this value if you need.
8. Select the date the corrective action is required in the Due Date field.
9. Use the Action Complete field to enter the date on which the action was finished.
10. Select the Root Cause for the corrective action.
Root causes and corrective actions are Quality Assurance

reason types and are respectively defined as Cause and
Corrective Action. Reason codes are maintained in Reason
Code Maintenance. For more information, read the
Reason Code Maintenance section earlier in this chapter.
11. Select the Corrective Action to correct the problem.
12. Use the Audit Information section to track the inspector or auditor assigned to review the corrective action
once complete.
14. An Action ID number is now assigned to this corrective action entry.
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15. Use the Root Cause Investigation sheet to add comments to help with the investigation of the problem.
16. If you need, use the Action Comments sheet to enter information about the action or solution.
17. Use the Audit Comments sheet to enter comments that pertain to inspecting the part after the corrective
action takes place.
Internal Employee Training
The Internal Employee Training features help you manage employee course training. Through these features you
can document and plan training courses. You can also manage course schedules, student demand, and expenses.
The employee training functionality requires the Enhanced

Quality Assurance license.
Training Course Maintenance
Use Training Course Maintenance to create and maintain courses for your organization. Each course can have
multiple revisions to create subject matter variations. You can also duplicate a course and use it as a template.
Menu Path: Production Management > Quality Assurance > Setup > Training Course
Create a New Course
To create a new course:
1. Click the Down Arrow next to the New button; select New Course.
2. Enter a Course ID code to uniquely identify the course.
3. Enter a Description of the course.
Create a Course Revision
To create a course revision:
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1. Click the Course ID button to search for and select a course for which to make a new revision.
2. Click the Down Arrow next to the New button; Select New Revision.
3. The Revision > Detail sheet displays. In the Revision field, enter a revision identifier.
4. Enter a Description for the new revision.
5. Specify a Revision Date and Effective Date – the date when this revision is available.
6. Select the Course Duration; options include Hours, Days, Weeks, and Months.
7. Optionally enter the Training Expires in time frame.
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Duplicate an Existing Course
To duplicate an existing course:
1. Click the Course ID button to search for and select a course to duplicate.
2. From the Actions menu, select Duplicate.
3. The Duplicate Course window displays. In the New Course ID field, enter a unique identifier.
4. Enter a Description of the course.
5. Enter a Revision identifier for the new course.
6. Enter or accept the default Description for the revision.
7. Click OK.
8. Click Save on the Standard toolbar
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Training Course Schedule Maintenance
Use Training Course Schedule Maintenance to schedule course training sessions, add attendees for planned
training sessions, enter employee expenses, and record each employee’s final result from attended course training
sessions.
Menu Path: Production Management > Quality Assurance > General Operations > Training Course Schedule
To create a new course schedule:
1. Click the Course ID button to search for and select a course.
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2. Click the down arrow next to the New button; select New Course Schedule.
3. In the Course Dates section, define the course schedule including dates and the duration.
4. Specify the Course Location of the training course session.
5. Select the Instructor for the training session; options include Employee, Supplier, or Customer.
6. Click the appropriate Employee, Supplier, or Customer button to select the instructor for the training
session.
7. Optionally enter the Max Attendees for the training session.
8. In the Course Cost field, define the expense per attendee for the duration of the training session.
Employee Course Request
Submit course training needs or interests through Employee Course Request. Your employees use this program
to request to attend a specific training course. Once a training request is entered, it is automatically sent to
Employee Training Course Maintenance with a status of Requested. Management must approve all request
submissions.
Menu Path: Production Management > Quality Assurance > General Operations > Employee Course Request
To request to attend a training session:
2. Click the Course ID button to find and select a course session.
3. Click the Employee button to search for and select your employee identification code.
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4. Click Save. Your request has been submitted for approval.
Employee Training Course Maintenance
Use Employee Training Course Maintenance to add a required training course, or courses, to an employee record,
approve employee requests for training, and update attendance and results of a completed course training
session.
An employee record for course training can include the following statuses:
• Requested – used for employee submissions requesting to attend a specific course training session.
• Planned – used to identify the planned attendance of a specific course training session.
• Firm - used to identify approved attendance for a specific course training session.
• Attended – used for historical record of course training sessions completed per employee.
Menu Path: Production Management > Quality Assurance > General Operations > Employee Training Course
To approve an employee training request:
1. Click the Employee button to search for and select an employee.
2. In the Course ID field, the requested course displays.
3. The Course Status drop-down list displays the current state of the request. Available options:
• Requested - The request is placed by the employee.
• Planned - The course is tentatively scheduled to occur.
• Firm - The course is scheduled for this employee.
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4. Click the Course Schedule button to search for and select the training session.
You can use the Employee Training Course Report to view

training that is up for renewal during a particular date
range.
Update Attendance and Results
To update attendance and results:
1. Click the Employee button to search for and select an employee.
2. Select the course session your employee attended under the Firm node within the Tree View.
3. In the Course Dates section, update details of the session such as overall expenses, attendee results,
reimbursement requirements, and any additional comments.
Reports
This section describes some key quality reports you use to monitor discrepant material. You can run these reports
whenever you need. You can also set up each report to generate and print through a recurring, automatic
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Nonconformance Analysis
The Nonconformance Analysis Report lists all nonconformance entries, separated by defective units, material
issues, and scrapped materials. Cost totals also display on this report.
Main Menu Path: Production Management > Quality Assurance > Reports > Nonconformance Analysis
Menu Path: Production Management > Quality Assurance > Reports > Nonconformance Analysis
1. Use the From and To fields to specify the date range of nonconformance records on the report.
2. Select the nonconformance types you would like to see on the report. The only RMA records retrieved are
those defined as being in nonconformance because they failed during disposition processing.
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3. If you want to include the comments added during nonconformance entry, select the Print Comments check
box.
4. Use the Filter sheet to filter the report by Parts, Employees, and/or Resources.
5. Select how you would like the report organized in the Sort By field.
6. Click Print on the Standard toolbar to run the report.
Inspection Pending
The Inspection Pending Report lists all items you have received to inspection including those received through
Receipt Entry or Return Material Authorization. The report also indicates if a variance exists between the purchase
order cost and the invoice cost for the receipt.
Menu Path: Production Management > Quality Assurance > Reports > Inspection Pending
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1. Use the Report Options section to indicate those items you want to review on the report.
2. Select an As of Date. All items sent to Inspection on or before this date display on the report.
3. If you want to include inspection activity closed since the As of Date, select the Show Periods Closed
Activity check box.
4. Select the Page Break Between Sections check box to start a new report page for each section (based
on the chosen Report Options).
5. Select the Page Break Between PO Inspectors check box to start a new report page for each Inspector’s
items.
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Open DMR Status Report
The Open DMR Status Report includes basic information about all open Discrepant Material Reports (DMR), as
well as a transaction history section. This report includes subtotals for each DMR and a total value of all open
DMRs.
Menu Path: Production Management > Quality Assurance > Reports > Open DMR Status
1. Use the Cut Off Date to define the open DMRs to include on the report. Any DMRs still open as of this
date will print.
2. To indicate a new report page should print for each new DMR, select the New Page per DMR check box.
3. Select the Show Period’s Closed Activity to print all DMR activity closed since the Cut Off Date.
4. You can Sort By either DMR number or part number.
Employee Training Course Report
The Employee Training Course Report shows employee training that is up for renewal during a particular date
range.
Menu Path:
• Production Management > Quality Assurance > Reports > Employee Training Course Report
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1. Enter a range of dates to include on the report in the From Date and To Date fields, or, use the Dynamic
date functionality to select a period of time.
2. Complete the remaining report options.
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Epicor ERP Application User Guide Inventory Management | Chapter 17
Chapter 17: Inventory Management
The Inventory Management module is part of the core functionality of the application. It contains all of the information
related to an item including costs, quantities, and on-hand requirements.
Before you begin using this module, you must define inventory information for part records. Additionally, you must
define the part’s unit of measure codes for inventory, selling, and purchasing transactions. You can also track part
records using lots or serial numbers; this module contains the functionality to set up these tracking functions. You also
define the sites that manufacture part quantities, as well as the countries of origin for the manufactured and purchased
parts.
The primary function of this module is to manage the flow of materials from incoming purchase orders, through
manufacturing, and lastly, shipping to the customer. These items can be received to stock or directly to the job, and
then shipped from stock or from inventory. Inventory transactions are made in the same way regardless of the
manufacturing environment - make-to-order (MTO) or make-to-stock (MTS). These transactions result in costs that are
posted to the general ledger.
To complete the Inventory functionality, a thorough set of tools is available to assist you during both cycle counting
and physical inventory counting. Use these tools to make sure the part quantities available within your warehouses are
accurate and up-to-date.
Setup
This section describes the primary records you need to create for the Inventory Management module. These
programs are contained within the Setup folder for this module. Only the primary records are described here.
Some areas within the next Operations section may also document setup records if they are required for a specific
workflow.
the Configuration topic details the options you define within Company Configuration.
Parts
You store information on each part you manufacture or purchase within Part Maintenance records. This information
includes general information such as part number and description. It also contains more specific inventory
information such as unit of measure, non-stock status, weight, and warehouse information (primary warehouse
and bin, and minimum, maximum, and safety stock quantities).
Many fields in the part master record impact multiple areas of your Epicor application. Some of these fields have
already been discussed in previous chapters of this guide. For example, the Engineering chapter reviews basic
part information on the Part and Site sheets of Part Maintenance, while the Epicor ERP Implementation Guide
describes additional programs used to configure part records. This section of the guide focuses on part fields and
features that affect inventory.
Part Inventory Details
The fields below describe part details that directly relate to the Inventory Management module.
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Chapter 17 | Inventory Management Epicor ERP Application User Guide
1. Select the UOM Class you need for this part record. A Unit of Measure Class defines the combination of
unit of measure values valid for the part and the factors required to convert part quantities to the base unit
of measure. Once a new part is used in a part transaction, you cannot change the UOM Class. For more
information on creating UOM Classes, review the Epicor ERP Implementation Guide.
2. Click the Primary UOMs drop-down lists to select the unit of measure values you use for storing (Inventory),
sales orders (Sales), and purchase orders (Purchasing):
• Inventory – Typically this value is the smallest unit of measure in which you stock the part. The value
you select is the default UOM for all inventory related transactions. The first value that displays is the
code selected as the Base UOM within the UOM Class.
• Sales – Defines the primary sales and quotes UOM for the part. This unit of measure value is the default
for all sales orders and quotes created for this part. The first value that displays is the code selected as
the Default UOM within the UOM Class.
• Purchasing – Defines the primary purchasing UOM for the part. This unit of measure value is the default
for all purchase orders created for this part. The first value that displays is the code selected as the Default
UOM within the UOM Class.
3. If required by Intrastat reporting, select the Country of Origin for this part. This value defines the country
from which this part is created. Some European countries require you report this code to Intrastat authorities
when parts arrive from other European Union (EU) countries. If you need, you can define all the countries
of origin you need for this part within the Reporting > Country of Origin sheet. Use this sheet to indicate
the relative value and quantity percentage breakdown for each country. Review the following Part
Maintenance – Country of Origin section for more information.
4. Enter the Unit Net Weight for an inventory unit of this part. After you define this numeric value, select the
weight unit of measure you need, like kilograms, pounds, ounce, and so on. This value is multiplied against
line quantities to calculate the Total Net Weight value on the invoice’s Intrastat Data sheet.
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5. Enter the Unit Net Volume for an inventory unit of this part. After you define this numeric value, select
the volume unit of measure you need, like cubic centimeters, square inches, and so on. This value is used
to determine the volume of the part quantity on the Fulfillment Workbench. For more information about
the Fulfillment Workbench, review the Sales Order Processing chapter.
6. If you want to track this part by lot, select the Track Lots check box. Each time you enter an inventory
transaction for this part, you must also enter a lot number reference. You can define the lot numbers available
for this part through the Lots sheets. Review the following Part Maintenance – Lots section for more
information.
7. Optionally select the Package Control Specific UOMs check box if you wish to use Package Control
functions and would like to assign package codes to specific part/UOM combinations in the Part > UOMs
> Detail or List sheets.
8. Select the Track Multiple UOMs check box to indicate the application can record inventory balances for
the current part using multiple units of measure. If this check box is clear, the application only stores inventory
balances using a base unit of measure. This check box is not available if the part is serial tracked.
Before you select the Track Multiple UOMs check box,

verify you need to store this part using multiple unit of
measure values. After you select this check box, you can
only clear this check box if no inventory balances exist for
the part.
9. If you want, select the Track Serial Numbers check box to indicate serial numbers are tracked for this part.
Parts assigned serial numbers can be tracked individually by order, job, inventory, and return material
authorization (RMA)/discrepant material report (DMR).
10. Select the Costing Method you want to use for calculating the cost of this part. The selected costing method
determines which calculation the application uses whenever it retrieves a unit cost (the usage cost of one
part) for this part record. The costing method defined within the Company Configuration program displays
by default, but you can override this value on individual part records (and also Part-Site records). Available
methods:
• Average Cost – Calculates a weighted average of all receipt costs for this part.
• FIFO – An abbreviation for First In First Out. This method assumes the next quantity to be issued or
shipped from stock is the oldest quantity stored within the warehouse. As long as a quantity remains
from the original received quantity, the application uses this cost value until the entire quantity from the
original receipt is consumed.
• Last Cost – Calculates the most recent receipt cost for this part.
• Lot Average Cost – Calculates an average cost of all parts in a lot. This value is the total cost divided
by the total quantity for all parts within a lot.
• Lot FIFO – Determines the cost of all parts in a lot by using the FIFO costing method described above.
• Standard Cost – Calculates a set cost you establish and enter for this part. You define and update the
standard cost for each part within the Costing Workbench.
For more information on Costing Methods, review the

Job Costing Technical Reference Guide. This guide is
available within application help. Using the application
help table of contents, navigate to the Job Management
> Working With node to display this guide.
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11. Select the Non-Stock Item check box to indicate this part is not normally stocked in inventory. Both purchased
and manufactured parts can be either stocked or non-stocked. If you enter non-stocked parts in your part
records, their default descriptions are supplied (just like stocked items) when you enter their part numbers
on an order or a job.
If a part is not defined as non-stock, then all requirements come from stock and the part is controlled through
minimum, maximum, and safety stock settings.
If a manufactured part is non-stocked, then each time a

sales order creates a requirement for this part, the part is
listed in manufacturing suggestions and is produced and
shipped from the job. If a purchased part is non-stocked,
then each time a job creates a requirement for this part,
the part is listed in purchasing suggestions and is
purchased and received directly to the job.
12. Selecting the Track Serial Numbers check box activates the S/N Format button. Click this button to define
how serial numbers are tracked for this selected part.
Serial Number Format
The fields below describe how to format a serial number through the Part Maintenance program
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1. When you chose to track serial numbers for a part and press the S/N Format button, The Serial Number
Format window displays.
2. Indicate the Base Number Structure you want the serial numbers for this part to use. Available options:
• Numeric Only – Serial numbers generate only using numeric characters.
• Alphanumeric – Serial numbers generate using both alphabetic and numeric characters.
• Serial Mask – Serial numbers are created using a serial mask. Serial masks are created using Serial Mask
Maintenance; this program is described within the Epicor ERP Implementation Guide.
3. If you select either the Numeric Only or Alphanumeric options, the Prefix field activates. Depending on your
selection, use this field to enter either a numeric or alphanumeric set of characters. This value is used as the
starting characters for each generated serial number.
4. If you select the Numeric Only option, the fields within the Numeric Only Options section activate. Use these
fields to define the Number of Digits available for each serial number and indicate if these numbers can
use Leading Zeros.
5. If you select the Serial Mask option, the Serial Mask button activates. Use this button to find and select a
serial mask; this mask is used to define how serial numbers generate for this part.
6. The Serial Mask Type options indicate whether this serial mask is a Validation or a Generation type. The
type selected defined on the serial mask record displays; you cannot change this value.
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7. If the serial mask is a Generation type, the Mask Prefix field is available. Enter the value you want in this
field; all serial numbers for this part start with this value.
8. If the serial mask is a Generation type, the Mask Suffix field is available. Enter the value you want in this
field; all serial numbers for this part end with this value.
9. Optionally, select the Use Serial Mask Starting Sequence check box. This indicates you want to use the
starting sequence defined on the serial mask record.
10. However, if you clear the Use Serial Mask, the Starting Sequence field activates. Use this field to enter the
starting sequence value you want for serial numbers generated through this mask.
11. When you finish defining the serial number structure, click OK.
12. Click Close to exit the window. As activity is placed against this part record, serial numbers generate for
the part quantities. You use the Serial Matching and Serial Number Tracker programs to both review and
fine-tune this activity. These programs are explored within the Serial Number Tools section later in this
chapter.
Multiple Units of Measure
Use the UOMs sheet to view unit of measure (UOM) information, and enter conversion factor, net volume, and
product code information for the current part. Leverage the Detail sheet to view the details for each assigned
UOM code.
For more information about this functionality, review the Epicor

ERP Implementation Guide reference.
To use this functionality:
1. The UOM Code and Description fields display the identifier and concise explanation for the UOM code.
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2. Use the Conversion Factor value to calculate the conversion between the UOM code and the Base UOM
code for the UOM Class selected for the current part. This field is available if the Part Specific check box is
selected for the UOM code within UOM Class Maintenance. In this case, the Part Specific check box is
selected on this Part Maintenance > UOMs sheet and cannot be changed.
3. The Track on Hand check box indicates if the application tracks inventory balances within the current UOM
code. Depending on whether the Track Multiple UOMs check box is selected on the Part > Detail sheet,
different options are available:
• If the Track Multiple UOMs check box is cleared, this check box is not available. This indicates the
inventory balances for the part are only tracked using the Primary UOM – Inventory value assigned to
the part.
• If the Track Multiple UOMs check box is selected, this check box is available. If you then select this
check box on this sheet, it indicates this UOM code can be used when placing orders and storing inventory.
If you clear this check box, you cannot use this UOM for orders or inventory.
4. Enter the Unit Net Volume for an inventory unit of this current part when it is selected on the Fulfillment
Workbench. After you define this numeric value, select the Volume UOM from the drop-down list that
represents the unit of measure for the volume of this part. The default value is defined within Company
Configuration.
This value is multiplied against the Primary UOMs – Inventory unit of measure to calculate the volume for
the part quantity within the Fulfillment Workbench. For example, if you select Feet for the part’s Primary
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UOMs – Inventory field, enter 50.50 in the Unit Net Volume field, and select Cubic Inches as the Volume
UOM, then one foot unit of this item equals 50.5 cubic inches.
5. (Optional) If you are using Package Control functions, the Part Specific Package Code check box indicates
if package code assignment (if any) is part specific. It is read-only and displays the setting of the Package
Code Specific UOMs check box in the Part > Detail sheet. You can use the remainder of the fields in the
Package Code section to assign a package code to the part/UOM code combination.
6. Select a Package Code to associate with this part/UOM code combination. This allows you designate the
type of packaging that should be used for transactions expressed in a given unit of measure.
7. Select Default if this package code is the default for this part.
8. Specify the Display Sequence for the package code. This controls the selection or drop down list sequencing
when a transaction field prompts for entry of a package code.
9. Use the Display Hidden check box to designate if the package code assigned to this part and UOM class
should be hidden when using Job Output by PCID.
10. The Product Codes section displays the specific codes you want to use with this unit of measure. Product
codes are unique registered numbers that identify a specific part and a UOM. An example of a product code
is the standard UPC-12 barcode found on most consumer items purchased in the US and Canada. You can
also enter EAN-13, EAN-14, EAN-8, GTIN-14, and HIBC product codes. Each product code is used in different
regions of the world, but all are similar to the UPC code. Instead of entering an actual part number within
a Part field, you can instead enter or scan these codes into the application.
If you enter or scan one of the codes in a part field, the application replaces it with the internal part number
and the correct UOM. You can also print the appropriate product code on transaction documents, such as
a Picklist document.
11. Use the List sheet to navigate and select all the unit of measure records available for the current part.
Lot Tracking
When a part is enabled for Lot Tracking, you can create and define lot details for each lot used to track the part.
You first define the attributes of the lot; these values indicate what additional inputs are required when a new
lot is created or used for the current part. You then define the parameters you want if you want to automatically
generate lot numbers. With these values in place, you can then create as many lot numbers you need for the
current part.
This section details the process you follow for creating and assigning lot numbers to the current part.
Lot Attributes
Lot attributes store number and date information you can track at the lot level. They define requirements needed
before a lot is used for tracking. You can display them on specific reports, labels, and search programs.
The default lot attributes are defined with Company Configuration, but if you need, you can override these values
on a specific part record. These attributes can be mandatory, tracked or not tracked. Select mandatory values
for the attributes you want to use with each lot number generated for the current part. Additionally you can
specify whether the application should not prompt you on the different stages of part processing regarding the
lot attributes setup.
To define lot attributes for the current part:
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1. Navigate to the Lots > Attributes sheet.
2. Select the value in the Batch field to define you want to make this attribute mandatory, tracked or not
tracked for this part.
3. Select the value in the MFG Batch field to define you want to make this attribute mandatory, tracked or
not tracked for this part.
4. Select the value in the MFG Lot field to define you want to make this attribute mandatory, tracked or not
5. Select the value in the Heat Number to define you want to make this attribute mandatory, tracked or not
6. Select the value in the Firmware field to define you want to make this attribute mandatory, tracked or not
7. Select the value in the Best Before Date to define you want to make this attribute mandatory, tracked or
not tracked for this part.
8. Select the value in the Original Mfg Date to define you want to make this attribute mandatory, tracked
or not tracked for this part.
9. Select the value in the Cure Date to define you want to make this attribute mandatory, tracked or not
10. Select the value in the Expire Date to define you want to make this attribute mandatory, tracked or not
11. In the Defer Lot Attributes pane specify the part processing stages where you should not receive prompts
from the application regarding the lot attributes setup.
12. When you finish defining lot attributes, click Save on the Standard toolbar.
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Lot Generation Parameters
Leverage the Lots > Generate sheet to define the parameters you want to use for generating lot number strings
for the specified part. When you use the Next Lot button for this part within various programs, the lot number
is generated using the parameters you define on this sheet.
To define automatic lot number parameters:
1. Navigate to the Lots > Generate sheet.
2. Use the Prefix field to define the characters or numbers to assign as leading characters for the lot numbers.
Enter any alphanumeric characters you need.
3. Click the Trailing Date String drop-down list to select the structure you want. This string is added to the
end of each generated lot number. A number of options are available like date, month, date/month/year,
and so on. You can also select formats that separate these values with hyphens.
4. The Non Part Specific check box indicates how the sequential lot number is assigned during lot number
generation. Selecting or clearing this check box activates different related fields; the next steps explain these
options.
5. Clear the Non Part Specific check box to indicate the next lot number is generated on a part-specific basis.
Enter a numeric value within the Next Number field. When the application generates a new lot number
for this part, the next number available from this starting value is used for the lot number.
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6. Select the Non Part Specific check box to activate the Global Lot Sequence drop-down list. When the
application generates a new lot number for this part, the next sequence number available within this code
you selected from the drop-down list is used for the lot number.
You create sequence records within Global Lot Sequence

Maintenance. To navigate to this program: Material
Management > Inventory Management > Setup > Global
Lot Sequence
7. Optionally, you can limit the Number Of Digits available for the serialized integer section of the lot number.
Enter a numeric value in this field.
8. Select the Leading Zeroes check box to indicate you want additional zeros added in front of the trailing
date string.
9. The Next generated lot will be field displays the format structure you defined.
Sites
The Site > Detail sheet (and subordinate sheets) contain default warehouse, warehouse bin and inventory
information for each part in a specified site.
Using the Warehouses > Detail or Warehouses > Bin Information sheets, you can define Initial / Minimum,
Threshold / Safety, Maximum and Replenish / Kanban used by the Replenishment Workbench, and in Kanban
processing at the warehouse (or warehouse bin) levels. You use the Cycle Count sheet to define cycle counting
parameters for each part-site record.
To add a new site to the current part:
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2. The Sites > Detail sheet displays.
3. Select the Site you need from the drop-down list.
4. Select the Primary Warehouse you use to store this part from the drop-down list.
5. If you need, select the Costing Method you use for the parts manufactured in this site. The available costing
methods are explored in the previous Part Inventory Details section.
6. Optionally, enter the Min On-Hand value for this part-site record. This value indicates the smallest quantity
that needs to be available within this site.
7. Optionally, enter the Max On-Hand value for this part-site record. This value indicates the largest quantity
that can be stored within this site.
8. Optionally, enter the Safety Stock you need for this part. This quantity provides a value to help prevent
unforeseen issues with the inventory quantity. The Time Phased Material Requirements report notifies you
when a part quantity is forecasted to go below this number.
9. Optionally, you can use the Calculate Min/Max/Safety Values section to specify History Window, Safety
Factor and Max Factor parameters used by the Min Max Safety Mass Update process to automatically
calculate and update the Min On-Hand, Max On-Hand and Safety Stock values for this part-site record.
These parameters, when entered for specific part-site records, override similar parameters you may have
defined for the associated part class in Part Class Maintenance.
10. You can optionally specify buyer, minimum order quantity, lead time, forecast time, supplier, Generate PO
suggestions, Buy To Order, and Drop Ship Item overrides within the Purchasing section. These parameters
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apply when you purchase the part for the specified site and override the same parameters defined at the
part level for the site within Site Configuration Control.
11. If you select the Allow Consumption of Minimum Qty check box on the site record, you can define
Urgent Planning options. These options are an alternate set of values available when you generate PO
suggestions. If the projected On-Hand Quantity falls below the Safety Stock quantity during the lead time
date range (MRP Scheduled Start Date + Lead Time), the Urgent Planning values are used instead to calculate
the PO suggestion quantities. Through these parameters, you can define the specific quantities, lead times,
and suppliers to use for immediate supply needs.
12. You can add additional warehouses to this part-site record. To do this, click the Down Arrow next to the
New button; select New Warehouse.
13. The Warehouses > Detail sheet displays.
14. Notice you can select a different Warehouse on this sheet.
15. You can also specify the Replenishment Type and bin replenishment parameters (Initial / Minimum,
Threshold / Safety, Maximum and Replenish / Kanban quantities) for this warehouse. If you specify a
Kanban-related Replenishment type, you also designate the supply warehouse/bin, site and PO/line material
source for the part in the designated warehouse.
These values override the values you defined on the sites > Detail sheet. Use these fields if you need to
define these values at the warehouse level.
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16. You can also define warehouse bins for this current warehouse. To do this, click the Down Arrow next to
the New button; select New Warehouse Bin.
17. The Bin Information > Detail sheet displays.
18. Notice you can select a Bin linked to the current warehouse on this sheet.
19. You can also specify the Replenishment Type and associated bin replenishment parameters (Initial /
Minimum, Threshold / Safety, Maximum and Replenish / Kanban quantities) for this warehouse bin.
If you specify a Kanban-related Replenishment type, you also designate the supply warehouse/bin, site
and PO/line material source for the part in the designated warehouse bin. These values override the values
you defined on the Warehouses > Detail sheet. Use these fields if you need to define these values at the
bin level.
20. Continue to add the sites you need and define the inventory requirements for all levels within the bin. When
you finish, click Save on the Standard toolbar.
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Country of Origin
Use the Country of Origin functionality to designate the countries in which the current part was manufactured.
You also indicate how much of the part was created within a country based on either the quantity or the value
of its raw materials.
Some European countries require you report the countries of origin and percentage breakdowns when part
quantities are received from other European Union countries. Typically this information is required to print on
the product labels. The information you enter in this sheet are the default values for the part, but you can override
these default values on a specific shipment.
To add a Country of Origin to the current part:
1. Click the Down Arrow next to the New button; select New Country of Origin.
2. The Country of Origin > Detail sheet displays.
3. Select the Country of Origin you need for this part. You create these records within Country Maintenance.
4. Enter the Quantity Percent value for this country of origin. This value indicate show much of the part is
manufactured or gathered within this country. For example, you manufacture breaded shrimp. You purchase
the breading from France. By weight, the breading makes up about 60% of the product, while the shrimp
makes up 40%. You enter 60 within the Quantity Percent field.
5. Enter the Value Percent you need for this country of origin. This percentage indicates how much of the
value of the product is created within the current country of origin. Using the breaded shrimp example, the
shrimp represents 90% of the final value of the product, while the breading represents 10%. You enter
10% in this field.
If you are creating multiple countries of origin, the

quantity and value percentages must total 100%. If these
values do not total 100%, an error message displays.
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6. Select the Primary check box to indicate this country is the main source for this part. You can only select
one country of origin as the primary source.
Part Class
Part Class Maintenance categorizes and organizes your parts. Part classes are primarily used for reporting purposes.
They also hold information about groups of parts you use within inventory. For example, Is inspection necessary
for these parts when they are received?, Can purchase order requisitions be entered?, Which buyer is responsible
for this part?, or What action should be taken when there is negative inventory?
Typically, part classes are created when you first implement

the application. Usually these codes are determined by
individuals representing accounting, purchasing, and
manufacturing personnel.
It is not recommended to change a part class for parts with

stock levels above zero. A part class assigned to a part carries
GL Control details that determine the accounts and journal
codes used to post transactions to which the record applies.
If you change a part class for parts that carry certain stock
levels, you may experience imbalances on your inventory
reconciliation report.
Before you change a part class on a part record, complete the
following steps:
1. Inform the financial staff at your company about the

change you are going to make.
2. Reduce the part's stock quantity down to zero.
3. Select the required part class.
4. Return the part quantity back to stock.
5. Move journal entries funds.
Menu Path: Material Management > Inventory Management > Setup > Part Class
To create a new part class:
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2. Enter a Part Class code and a Description.
3. Select a Buyer for this part class.
4. Click the Approved Suppliers button to find and select which suppliers can sell you parts through this part
class.
5. Select the Negative Quantity Action the application should do when transactions against this class cause
the on-hand quantity of any parts linked to this class to result in a negative quantity. Available options:
• Warn - A warning message displays, but processing can continue
• Stop - An error message displays, and processing cannot continue
• None - No messages display
6. You can use optionally use the Calculate Min/Max/Safety Values section to specify parameters used by
the Min Max Safety Mass Update process to automatically calculate and update inventory Min/Max/Safety
Stock values stored in part/site records in Part Maintenance. These parameters apply to all parts linked to
the current part class. You can override these parameters at the part-site level.
7. The Site sheet establishes planning parameters for a specified part class and site combination. These
parameters apply to all parts linked to the current part class. You can override these parameters within
part-site details within Part Maintenance.
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8. Access the GL Control sheets to determine the accounts and journal codes used to post transactions against
the current warehouse. You can associate one or more GL controls with a warehouse; however, each control
linked to the warehouse must belong to a different control type.
9. When you finish creating your part class, click Save.
Part Cross References and Approved Supplier Sourcing
Use the Part Cross References functionality to create relationships between different part numbers defined for
the same product. Customers, suppliers, and internal users may use different part numbers to identify the same
part. You can define part cross references as you need for all of these situations. This section first describes the
different use cases for this functionality and then describes how to implement this feature set.
Internal Cross References
Internal users may need to create their own identifiers for parts in order to simplify data entry or create variations
in the part. To accommodate this business need, you can control parts by linking unique part numbers for internal
use, for serial tracked parts, and optionally assign alternate serial masks. When you create a job for the Internal
Part Cross Reference, the alternate serial mask format is applied to the manufactured parts.
To leverage this functionality, you must create internal part cross references.
Internal Part Cross References
Use Internal Part Cross Reference Maintenance to create cross references for a specific part number. These values
are primarily used in Part fields as shortcuts for data entry. For example, you can create an internal cross reference
of EPR-100 for an internal part number of EPRD-100-SL-MRP. When users enter sales orders for this part, they
can enter EPR-100 and the application automatically replaces it with the normal internal part number.
You can also create alternate serial number masks for use during Job Entry. When the cross reference populates
the job, the alternate serial mask is used.
Menu Path: Material Management > Inventory Management > Setup > Internal Part Cross Reference
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1. Click the Part Number button to find and select the part number you want to cross reference. You can
also enter the part number directly.
2. The Description from the part record displays.
3. If the Serial Tracked check box is selected, it indicates that this part number is recorded on transactions
using serial numbers.
4. To create a new cross reference, click New on the Standard toolbar.
5. Enter the Internal Cross Reference you want for the part number.
6. Now enter the Description you want to display when this internal cross reference is selected.
7. If the part and site records are serial number controlled and the format is a serial mask, you can optionally
select an alternate serial mask for this internal cross reference. Either enter the mask directly or click the
Serial Masks button to find and select the mask you want.
8. The Serial Number Format from the mask displays in this field.
9. If you need, enter a different Mask Prefix value.
10. Optionally, you can also enter a different Mask Suffix value.
11. Continue to add the internal part cross references you need. When you finish, click Save.
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Internal Side Use Case
You first create a job by entering an Internal Part number linked to a serial tracked part. An alternate mask is
also linked to that part. When serial numbers are created for this job, the alternate mask format is applied to
them.
Demand Side Cross References
Customers often use unique part numbers and revisions for the same parts you sell to them. Your customers
may also have specific serial format requirements for these parts. To accommodate this business need, you can
control parts by linking together unique part numbers for customers, for serial tracked parts, and optionally assign
alternate serial masks. You can then create sales orders or quotations using the customer part. These customer
part numbers then (optionally) appear on quotes, sales order acknowledgments, and packing slips. When you
create a job for this customer part, you can then apply the alternate serial mask format to the manufactured
parts.
To leverage this functionality, you must create customer parts in Customer Part Cross Reference.
Customer Part Cross Reference
Use Customer Part Cross Reference Maintenance to create part cross references for a specific customer number.
For example, a customer orders a part recorded as 00M3A in your part master file. However, this customer, refers
to the part as 5300-100. You enter 00M3A in the order line Part Number field, but you select 5300-100 in the
order line Customer Part Number field.
You can also create alternate serial number masks for use during Job Entry. When the cross reference populates
the job, the alternate serial mask is used. This facilitates situations in which serial masks for a given part differ
according to their intended use by your customers.
Menu Path: Sales Management > Order Management > Setup > Customer Part Cross Reference
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1. Click the Customer button to find and select the customer number for which you want to create part
number cross references. You can also enter the customer number directly.
2. Use the External Documents Settings field to specify how part cross references for this customer should
print on external documents such as sales order acknowledgments.
3. To create a new customer part cross reference, click New on the Standard toolbar.
4. Click the Part Number button to find and select the internal part number for which you are creating a
customer part cross reference. You can also enter the part number directly.
5. If the Serial Tracked check box is selected, it indicates that this part number is recorded on transactions
using serial numbers.
6. Enter the Customer Part Number, Customer Revision and Description to create the customer part cross
reference.
7. If using the Package Control ID (PCID) functions, you can specify the Customer EDI Container Type,
Customer Production Part Number or Customer Service Part Number cross references, and indicate
if the production or service part cross references should be Validated when used.
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8. If the part is serial number controlled and the format is a serial mask, you can optionally select an alternate
serial mask for this internal cross reference. Either enter the mask directly or click the Serial Masks button
to find and select the mask you want.
9. The Serial Number Format from the mask displays in this field.
10. If you need, enter a different Mask Prefix value.
11. Optionally, you can also enter a different Mask Suffix value.
12. Continue to add the customer part cross references you need. When you finish, click Save.
Demand Side Use Case
You first create a job by entering a customer part number in Customer Part Cross Reference that is linked to a
serial tracked part. An alternate mask is also linked to that part. When serial numbers are created for this job,
the alternate mask format is applied to them.
Supply Side Cross References
Suppliers often use different part numbers for the parts you purchase. These parts may also be produced through
another manufacturer who then provides the supplier (usually a distributor) with these materials; these parts can
also use different part numbers.
To accommodate this business need, you can control parts by linking unique part numbers for suppliers and their
qualified manufacturers – using the same part record. You can then create RFQs, supplier price lists, and purchase
orders that use these unique identifiers – while at the same time you place these transactions against the same
part record.
To leverage this functionality, you must first create a list of potential manufacturers, the life cycle for each part,
and the qualified manufacturer records. You can then link them when you create supplier part records.
Part Cross References and Approved Supplier Sourcing in Action
You can now use the part cross references within specific programs that are key to maintaining your supply chain.
This section describes where you use part cross references and approved supplier sourcing. The following example
demonstrates a Supply Side use case scenario.
RFQ Entry
When you create a detail line on a new Request for Quote (RFQ), you can select a specific manufacturer’s part
number to include with it.
Menu Path: Material Management > Supplier Relationship Management > General Operations > RFQ Entry
To select a part cross reference for an RFQ:
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1. Create a new RFQ on the Detail sheet.
For more information on creating an RFQ, review RFQ

Entry in the Purchasing chapter.
2. After creating the RFQ, click the Down Arrow next to the New button; select New Line.
3. Click the Part button to find and select a part that has part cross references.
4. The part cross references display within the Manufacturer’s Parts to be Quoted grid. All the cross references
available for the current part display on this grid.
5. The Manufacturer identifier and Name values display within their respective columns.
6. The Manufacturer’s Part Number displays within its own column.
7. If you want to keep this part number on this RFQ detail line, select the Include check box. If you want to
remove a cross reference part number from this RFQ detail line, clear the Include check box.
Supplier Response and / or Supplier Price List
When a supplier responds to a quote or sends pricing for a part, you can record the pricing values. Suppliers
frequently include their supplier part values as they also need to map these numbers to their Qualified Manufacturer
or Manufacturer’s Parts records.
The following steps describe this process:
1. Enter the supplier pricing and create a new supplier part.
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2. Enter the supplier part number and then select the Qualified Manufacturing/Manufacturing part values
to link them together. You can do this task from within both the Supplier Price List and the Approved
Supplier Maintenance programs. Approved Supplier Maintenance is discussed in the next section.
3. Select this supplier within Purchase Order Entry.
4. When you select the manufacturer’s part cross reference number, the supplier’s part number displays as
well.
Within Purchase Order Entry, you can select Qualified

Manufacturing/Manufacturing parts even if you have not
defined supplier parts.
Approved Supplier Maintenance
In addition to the Supplier Price List, supplier parts can also be maintained from within Approved Supplier
Maintenance. A supplier can be defined as a distributor for a qualified manufacturer. Each qualified manufacturer
can then be linked to a part cross reference number.
You can launch this program from several locations. During this example, you launch Approved Supplier
Maintenance within Part Maintenance.
Here’s how:
1. Select the part record you want to update on the Part > Detail sheet.
2. From the Actions menu, select Approved Suppliers.
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3. The Approved Supplier Maintenance window displays.
4. Because you launched this program within Part Maintenance, the Part Number and Description
automatically display.
5. Review the Type value. In order to use part cross referencing, this drop-down list must display the Part
option.
6. Click the Supplier button to find and select the specific supplier you want to approve.
7. Optionally, enter a new Supplier Part. This value is the identifier used by the supplier. Click the Down
Arrow next to the New button; select New Supplier Part.
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8. On the Supplier Parts > Detail sheet, select the Default for Purchases check box when you want the
current supplier part to be the default option. Only one supplier part can be selected as the default supplier
part value.
9. Now select the manufacturer you want linked to this supplier part. To do this, click the Manufacturer
drop-down list to select an option.
10. The part cross references available for the selected manufacturer display on the Manufacturer’s Part
drop-down list. Select the part number you want associated with the current supplier part.
11. The Life Cycle Status and Market Availability fields display the values you entered within Qualified
Manufacturer Maintenance. These values display for your information; you cannot edit them.
12. Continue to add the supplier parts you need for the current approved supplier. When you finish, click Save
Now when you use this approved supplier within Purchase Order Entry and select the manufacturer’s part cross
reference number, the supplier’s part number displays as well.
Manufacturers and Lifecycle Statuses
You also create two types of records that are later used to define qualified manufacturers. These records are
manufacturers and lifecycle statuses.
Manufacturers
Use Manufacturer Maintenance to create manufacturer records. Only create manufacturer records for organizations
who do not directly supply materials to your company. You later use these records to create part cross references
for qualified manufacturers.
Menu Path: Material Management > Purchase Management > Setup > Manufacturer
To create a new record:
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2. Enter the Manufacturer identifier you need. This value displays within other programs and reports.
3. Enter the Name of the manufacturer. This value displays on drop-down lists in other programs.
4. If you no longer want this manufacturer to be available within other programs, select the Inactive check
box. This record will not display on drop-down lists throughout the application. This check box is available
only if this manufacturer is not selected as a qualified manufacturer.
Lifecycle Statuses
You create lifecycle status codes within Life Cycle Status Maintenance. A lifecycle status code defines the point
at which a manufacturer’s part is at its useful period. For example, lifecycle codes within the electronics
manufacturing industry include Introduction, New Product, Rapid Growth, Maturity, Saturation, Not Recommended,
Phase Out, and so on.
Menu Path: Material Management > Purchase Management > Setup > Lifecycle
To create a new lifecycle status:
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2. Enter the Life Cycle Status identifier. This value displays within other programs and reports. In this example,
you enter Maturity.
3. Enter the Description you want for this lifecycle status. In this example, you enter Maturity.
4. One lifecycle status must be selected as the Default. Select this check box to assign the current lifecycle
status as the default. This lifecycle status automatically displays on the Life Cycle Status drop-down list
within Qualified Manufacturer Maintenance.
5. Select the Inactive check box to prevent this lifecycle status from being selected within Qualified Manufacturer
Maintenance. The status no longer displays on the Life Cycle Status drop-down list.
Qualified Manufacturers
Use Qualified Manufacturer Maintenance to link a manufacturer with a specific internal part. You can indicate
that multiple manufacturers are qualified for a part. You can also define one or more cross-reference part numbers
for each manufacturer.
Typically you use these records for organizations which do not directly supply part quantities to your company.
While your engineers design products, they often test a variety of manufacturer’s parts for form, fit, and function.
Qualified manufacturer parts are verified to have equal form, fit, or function possibilities and are interchangeable
within a specific area within a product design.
Menu Path: Material Management > Purchase Management > Setup > Qualified Manufacturer
To create a new qualified manufacturer record:
1. Click the Part Number button to find and select the internal part number you need.
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2. After you select the part, its Description displays in the accompanying field. You cannot change this value.
3. Click the Down Arrow next to the New button; select New Qualified Manufacturer.
4. Click the Manufacturer button to find and select the manufacturer you want to link, or qualify, with the
selected part. Users can now search for this identifier within RFQs and purchase orders.
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5. The Name of the manufacturer displays for your information.
6. Optionally you can now add one or more manufacturer’s parts qualified for this manufacturer. To do this,
click the Down Arrow next to the New button.
7. Select New Qualified Manufacturer Part.
8. The Manufacture Part > Detail sheet displays.
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9. Enter the Manufacturer’s Part number used by this manufacturer to define this internal part.
10. Select the Life Cycle Status for this part. The default status displays automatically, but you can click the
drop-down list to select a different status.
11. Use the Market Availability field, enter either how long this product is available or how long it typically
takes to purchase the material in the marketplace. This value is for your information and is not used in any
calculations.
12. Continue to add any additional manufacturer’s part numbers you need. When you finish, click Save on the
Standard toolbar.
Operations
This section describes the operations available in the Inventory module. Each operation is described as a workflow
to help guide you through the process from start to finish. These programs are primarily found within the General
Operations folder for this module. If a unique setup record is required to run the operation, this record is also
described in this section.
Print the Job Pick List
To begin issuing materials to a job, you first print the Job Pick list. The Job Pick List displays the material needed
and includes the warehouse and bin where the material quantity is located. This list assists you in locating and
physically pulling the part quantities you need from inventory. In case you need to update the warehouse or bin
information, you can record the actual warehouse and bin from where you pulled the material quantity directly
on the report.
Menu Path: Material Management > Inventory Management > Reports > Job Pick List
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1. Select the Include Purchased Materials check box to indicate you want this information to display on the
report.
2. Select the Print Bar Codes check box to cause the report to display bar codes as well.
3. Select the Filter > Job sheet to select materials for a specific job to display on the report.
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4. Click the Job button to find and select a job to print.
5. Use the Assembly sheet to select materials for a specific assembly to display on the report.
Issue Material from Inventory
One of the main transactions you do within inventory is issue materials and assemblies to jobs. Once a job is
created (refer to the Job Management chapter), you need to satisfy the demand for material requirements. You
order purchased materials and then receive either to the job or to stock - or as a miscellaneous item. Once
received, then all materials (purchased or manufactured) are issued to the demand source individually (by part
number) or through a mass issue based on the job pick list.
Mass Issue Material
Use the Mass Issue functionality to quickly issue all planned materials to a job, instead of issuing each material
individually. When you issue transactions generated in this way, you reduce inventory quantities and post material
costs to jobs.
Run this program if your material estimates are fairly accurate.

This program works best with any job material that you do not
lot or serial track.
Menu Path: Material Management > Inventory Management > General Operations > Mass Issue to Mfg
To mass issue job material:
1. In the Job field, enter the job number.
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2. If the Tree View on the left indicates this job includes subassemblies, you may choose to issue for the top
level assembly or all subassemblies. Select the Include Subassemblies check box to issue all material for
this job.
3. Click the Issue button and the Issue > List sheet displays.
4. The Sort column displays the related assemblies and operation numbers for each grid line. You can use it
to sort and group related assemblies by operation number. Click the Sort column header to select a specific
grouping of operations for related assemblies for issuance of materials.
5. Click the Issue All button
6. Click OK. This issues all material from the primary bin and warehouse.
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By scrolling to the right, you can view the warehouse and

bin as well as the quantity being issued. The warehouse,
bin, or the quantities can be changed if necessary.
Issue Job Material
Job material can be issued individually using the Issue Material program. This issue method is preferred for lot or
serial tracked parts. You can also issue an assembly from inventory to a job using the Issue Assembly program.
This program is discussed in the next section.
When you issue material to a job, two events occur. First, the Issued Quantity and Total Cost values on the job
material or assembly record update with the issued quantity and the Extended Cost. The Extended Cost is
calculated by multiplying the issued quantity against the costing method used for the part – either Average,
Standard, Last, or FIFO. Second, the current On-Hand Quantity and Allocated Quantity values for the part are
reduced by the issued quantity.
Menu Path: Material Management > Inventory Management > General Operations > Issue Material
To issue job material individually:
2. Click the Assembly drop-down list to select the correct assembly level.
3. Click the Mtl drop-down list to select the correct material.
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4. Enter the Quantity to be issued.
5. If the item being issued is lot controlled, in the Lot field, enter a lot number.
6. If the part is serial tracked, you can click the Serial Numbers button to select the serial numbers used with
8. Notice the material issued and the quantity now display in the Tree View.
Issue Assemblies
Assemblies are issued when the job assembly is specified as a pull quantity from stock. Because the demand is
for a sub-assembly part, a pull quantity is different than a typical material requirement. Some of the quantity is
manufactured through a job, while the rest of the quantity is pulled from stock. This stock quantity may be the
result of overproduction on another job.
Menu Path: Material Management > Inventory Management > General Operations > Issue Assembly
To issue assemblies:
1. Click the Job button to find and select the job to which you are going to issue the assembly. You can also
enter the job number directly.
2. Enter the Quantity to issue.
3. If the part is lot tracked, you can click the Lot Number button to find and select the lot you need.
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6. The Issued Complete check box is now selected, indicating the issue is complete.
After you issue an assembly to a job and select another assembly to issue to the same job, the Work List in the
program’s Tree View clears information from the previous assembly and replaces it with the new assembly.
If you would like to view all of your issue transactions for all assemblies in the Work List at the same time, click
the Job button to launch Job Search. From the search results, pull in all the job assemblies that you would like
to issue. All selected assemblies display in the Work List; you can then navigate among them to enter the issue
transactions.
Issue Miscellaneous Materials
You can use the Issue Miscellaneous Material program to issue miscellaneous parts from inventory. For example,
you would do this if a manager needs to take a sample item to a trade show.
When you issue miscellaneous parts, a transaction history

record is created with the transaction type of STK-UKN. For
more information on transaction codes, review the Transaction
Types topic within application help.
Menu Path: Material Management > Inventory Management > General Operations > Issue Miscellaneous
Material
To issue miscellaneous material:
1. Click the Part button to find and select the part number you need. You can also enter the part number
directly.
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2. Select the Bin from which you want to issue the material from the Warehouse/Bin grid.
3. Enter the Quantity you want to issue.
4. In the Reference field, enter a comment. The information you enter in this field is recorded in the part
transaction history file.
5. Select a Reason code for this miscellaneous issue. The reason code defines the offsetting general ledger
controls affected by this transaction.
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Receive Material into Inventory
Materials can also be received into inventory. For example, manufactured jobs can be received into inventory, or
materials can be returned to stock if a customer cancels an order where the material has already been issued to
the job.
Return Material
Use the Return Material program as needed to return material from a job to inventory.
Menu Path: Material Management > Inventory Management > General Operations > Return Material
To return issued material from a job:
1. In the Job field, enter the job number containing material to be returned.
2. Click the Assembly drop-down list to select the correct assembly level.
3. Click the Mtl drop-down list to select the correct material operation.
4. The default from Warehouse and Bin for the issued material displays by default. If you need, however, you
can select a different warehouse and bin.
5. Enter the Date for the material return.
6. Select the Part you need to return to inventory.
7. Enter the Quantity you need to return to inventory.
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8. Optionally, enter a Reference for the return. The information you enter in this field is recorded in the part
9. The default Warehouse and Bin for the returned quantity displays by default. If you need, however, you
can select a different warehouse and bin.
the received quantity.
Return Miscellaneous Material
Use the Return Miscellaneous Material program to return items to inventory that have been removed through
the Issue Miscellaneous Materials program. Building on the previous example, the manager returns from the
trade show and uses the Return Miscellaneous Materials program to return the sample item back into inventory.
Menu Path: Material Management > Inventory Management > General Operations > Return Miscellaneous
Material
To return miscellaneous material:
1. Click the Part button to find and select the part number you need. You can also enter the part number
directly.
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2. In the Warehouse field, select a warehouse.
3. In the Warehouse Bin grid, select the bin to which you want to return the issued material.
4. Enter the Quantity you need to return to inventory.
5. Optionally, enter a Reference for the return. The information you enter in this field is recorded in the part
6. Select a Reason code for the returned item. The reason code defines the offsetting general ledger controls
affected by this transaction.
9. When you finish, click Return.
Mass Return from Manufacturing
Use Mass Return from Manufacturing program to return the already issued job material from job (Production
Floor) back to stock.
When jobs have several raw materials requirements, you can use the Mass Return functionality to expedite the
return process. The mass return function works well with job materials not controlled by serial numbers. If the
job calls for lot-tracked material, select the appropriate lot number when you process the mass return.
Menu Path: Material Management > Inventory Management > General Operations > Mass Return from Mfg
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2. If the Tree View on the left indicates this job includes subassemblies, you may choose to return for the top
level assembly or all subassemblies. Select the Include Subassemblies check box to issue all material for
this job.
3. Click the Return button and the Return > List sheet displays.
4. Click the Return All button to automatically update the Qty Returned field.
The Qty Returned field updates with the Previously Issued value. If necessary, you can override this value.
5. Select the Return > Detail sheet.
6. Review the From Location and To Location warehouse and bin information.
7. Click OK to return the selected materials back to stock.
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Job Receipt to Inventory
Use the Job Receipt to Inventory program to enter the receipt of manufactured parts into inventory.
When you receive manufactured parts to inventory, several inventory transactions run. The part’s On-Hand
Quantity in the part record updates. The Average, FIFO, and Last cost values also update. Additionally, a transaction
history record is created for the part with the job reference.
You do not have to receive parts to inventory before you ship them; for example, you can ship directly out of
Work in Process (WIP). Only receive items to inventory if you are building standard products or if you have overruns
or spare parts you are not able to ship right away.
Menu Path: Material Management > Inventory Management > General Operations > Job Receipt to Inventory
To receive job material into inventory:
1. In the From Job field, enter the number of the job you want to receive.
2. If the job has more than one assembly, select the assembly you want to receive against in the Assembly
field. If the job only has one assembly, this field displays a zero (0) and you cannot select it.
3. Enter the Quantity to receive.
4. The Site, the Warehouse, and the Bin values for the part display by default, but if you need, you can
change these values.
5. If the part is lot tracked, you can use the Lot and the Next Lot buttons to define which lot is receiving the
parts.
6. If the part is serial tracked, you can click the Serial Numbers button to define the serial numbers used with
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Replenishment Workbench
The Replenishment Workbench contains methods which facilitate material replentishment for supply chain and
distribution business flows. The Automatic, Manual, and Managed methods track stock-to-stock supply between
specific warehouses and bins.
To determine replenishment requirements, the Automatic and Manual replenishment methods use parameters
you define at the part warehouse or bin levels. The Automatic method continually monitors inventory balance
levels, automatically generating move requests when inventory quantities change in warehouse and bin locations.
Through the Manual method, you view proposed move requests and manually generate the actual move requests.
However, through the Managed method, you create "on-the-fly" move requests for parts without replenishment
parameters, or parts linked to part classes or product codes that have no parameters. You can view these
replenishment move requests in the Replenishment Workbench > Moves sheet, the Material Request Queue, or
in the Material Queue Manager, located on the Advanced Material Management General Operations menu.
Use the Replenishment Workbench to distribute Manual and Managed move requests. You also leverage this
program to review previously generated move requests. This program can be used with Kanban processing to
complete a supply-to-replenish synchronized flow.
You can also view move requests in the Material Request Queue
and the Material Queue Manager. These programs are located
in the Advanced Material Management module in the General
Operations folder.
Menu Path: Material Management > Inventory Management > General Operations > Replenishment Workbench
Manual Replenishment
To generate manual replenishment move requests:
1. Navigate to the Manual sheet.
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2. Click the To Warehouse drop-down list to select the warehouse for which replenishment move requests
will be manually generated.
3. To perform bin level replenishment for the specified warehouse, use the To Bin Type, the To Zone, and
the To Bin Range fields to specify the destination warehouse zone, bin types and warehouse bins for which
replenishment calculations are being performed. To perform warehouse level replenishment only for the
specified warehouse, leave these fields blank.
4. Optionally, select the Include Auto Replenishment check box to specify Automatic replenishment requests
generated by the Epicor application should also display in the Replenishment Moves grid.
5. Optionally, select the Include Supplier Managed check box to specify if supplier-managed bins should
also be included as a source of supply for replenishment materials.
6. Click the Mode drop-down list to select the type of replenishment quantity calculation (Fill to Maximum
or Use Replenishment Quantity) that should be performed when generating manual replenishment move
requests.
7. Select the Include Above Maximum, the Include Above Minimum, the Include Above Threshold, and
the Include Below Threshold check boxes as needed to view replenishment move requests candidates
based on various processing parameters. The application compares the calculated inventory balances for
parts in the destination warehouse (or warehouse bin) to replenishment parameters you have defined at
the part warehouse or part warehouse bin levels.
8. Click Retrieve to select and display replenishment move transaction request candidates that match the
specified warehouse and type criteria.
9. To calculate the available supply inventory quantity for display in the Avail field, use the Select check box
to indicate for which rows you want to calculate the replenishment transactions. After you select the rows,
click the Calculate Available button.
10. Using the Move Qty field, review the proposed move quantities for each of the proposed replenishment
move requests. You can override the move quantity for each transaction row as needed.
11. Click the Select All button to indicate move requests need to generate for all the current transaction rows.
12. Click the Generate Moves button to generate actual replenishment move requests for the replenishment
transaction rows selected in the Replenishment Moves grid.
Managed Replenishment
To perform Managed material replenishment:
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1. Navigate to the Managed > Criteria sheet.
2. Click the To Warehouse drop-down list to select the warehouse for which replenishment move requests
are being created.
3. To perform bin level replenishment for the specified warehouse, use the To Bin Type, the To Zone, and
the To Bin Range fields to specify the destination warehouse zone, bin types and warehouse bins for which
replenishment calculations are being performed. To perform warehouse level replenishment only for the
specified warehouse, leave these fields blank.
4. Optionally, select the Include Supplier Managed check box to specify if supplier-managed bins should
also be included as a source of supply for replenishment materials.
5. In the Part Filter field, indicate if you want to filter search results by part number, part class, or part group;
depending on your selection, specify the part class or product class, or use the Filter sheet to select the
specific part numbers being filtered.
6. Click Retrieve to select and display part and inventory balance information for the specified warehouse,
type and filtering criteria.
7. To calculate the available supply inventory quantity for display in the Avail field, use the Select check box
to indicate for which rows you want to calculate the replenishment transactions. After you select the rows,
click the Calculate Available button.
8. Enter the Move Qty for each selected transaction row. This value defines the quantity that will be replenished.
9. Click the Select All button to indicate move requests need to generate for all the current transaction rows.
10. To create move requests for the selected transaction rows, click the Generate Moves button.
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Move Replenishments
Use the Moves sheet to review move requests generated or created for warehouses and bins. You first select the
warehouse that will receive the material quantities, and then you specify type of move requests (Automatic,
Manual, or Managed) to review.
The features on the Move sheet are similar to the options on

the Material Request Queue. This program is available in the
Advanced Material Management module.
To view replenishment move requests:
1. Navigate to the Moves sheet.
2. Click the To Warehouse drop-down list to select the warehouse for which you want to review move
requests.
3. Use the Auto, Manual and Managed check boxes to select the type of replenishment move requests being
retrieved.
4. Click Retrieve to retrieve and display all replenishment move requests matching the specified criteria.
5. To select specific transaction rows for processing, click the Select check box on each row.
6. Click the Select All button to process all the transaction rows on the grid.
7. Use the buttons at the bottom of the Moves sheet to assign employees and warehouse teams, set priority
levels, and place selected transactions on hold.
8. To view a report of the transactions, select one or multiple rows on the grid. Then click the Print button to
generate the Replenishment Moves report.
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Serial Number Tools
If you use serial tracking for your parts, tools are available which help you leverage the serial number functionality.
This section describes two key tools – Serial Matching and the Serial Number Tracker.
Serial Matching
You use the Serial Matching program to link child serial numbers to parent serial numbers for a specific job or
an individual serial number. If a serial number is entered in the Top Serial sheet and it has a job number associated
with it, this process operates in job mode, restricting the serial number selection to available numbers on the
selected job. If a job number does not exist for the serial number, the process runs in serial number mode; you
can match serial numbers with any available related numbers.
Menu Path: Material Management > Inventory Management > General Operations > Serial Matching
To use serial matching:
1. Click the Job button to find and select a specific job number. You can also enter the job number directly.
If you manually enter a job number, this number is validated to make sure it uses a serial tracked part. Notice
that if you select a job and assembly first, you can only use the Serial Number Search to locate serial
numbers available on the selected job.
2. Click the Assembly button to find and select the assembly which contains the serial number you want to
match. You can also enter the assembly number directly.
3. The Part Number field displays the part identifier for the serial tracked part.
4. The Revision field displays the revision level for the serial tracked part.
5. The Description field displays the concise explanation of the serial tracked part.
6. The Status field displays the current state of the serial tracked part. Some status examples include consumed,
wip, and inventory.
7. The Quantity field displays the quantity being consumed or manufactured on a selected job.
8. The Date Created field displays the date on which the current serial number was created.
9. If the Fully Matched check box is selected, it indicates all the child serial numbers are completely paired to
a parent serial number.
10. Use the Matching Details sheet to manually match child serial numbers to parent serial numbers.
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11. Use the Available to Match sheet to finalize matching child and parent serial numbers while within Job
mode.
Serial Number Tracker
Use the Serial Number Tracker to review database information on a specific serial number. The information in
this tracker is read-only, so all users can leverage this tool to review serial number information.
Menu Path: Material Management > Inventory Management > General Operations > Serial Number Tracker
1. Click the Serial Number button to find and select the serial number you need.
2. The Part and the Description fields display the identifier and name of the part being serial tracked.
3. This section displays current warehouse information. The Status, Bin location, associated PCID (Package
Control ID) number (if any), and the Serial Mask ID display.
4. The Receiving section displays information about the purchased part shipment. The Supplier ID, the
Supplier Name, and the Packaging Slip/Line number display.
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5. The Shipping section displays information about the shipments to customers. The Sold To ID, the Ship
To Name, the Sold To Name, and the Packing Slip/Line number display.
6. The bottom section displays internal information about the serial tracked part. The Job/Assembly/Mtl,
Non-Conformance ID, DMR/Action, and other fields display in this section.
7. The Transactions sheet displays all the part transactions run against this serial tracked part. To display this
information, you must click the Retrieve button on this sheet.
8. The Lower Level Serials sheet displays all the child serial numbered parts used on lower level assemblies
for manufacturing the current parent serial number. To see these serial numbers, click the Retrieve button
on this sheet.
9. The Where Used sheet displays all the records that currently use the serial number. To display this
information, click the Retrieve button on this sheet.
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10. The One Time Ship To sheet displays the temporary one time ship to address (if any) entered for this serial
number into the Serial Number Maintenance > One Time Ship To sheet. Use this functionality when you
need to ship serialized part quantities to a unique location requested by the customer.
Cycle and Physical Counting
The Epicor application contains a full range of tools to help you conduct inventory counts. You can count all
items every time you do a physical inventory (full physical) count. You can also periodically count various items;
this count is referred to as a cycle count.
Regardless of the count method you use, leverage this functionality to analyze variances, suggest recounts, and
post the count results. You can create and scan audit ID labels during the count so that you can easily recount
or audit the results. You can also create virtual tags by part, location, lot number, and serial number for all the
items included in the count.
You use the counting functionality to automatically generate counts and schedule them whenever you need.
Part quantities associated with a PCID are automatically

excluded from inventory counts.
ABC Code Hierarchy
You use ABC codes to classify your inventory and also control discrepancy tolerances. You can define overall
tolerances for each ABC code, but then override these values on related records through an increasingly specific
hierarchy. As the records in this hierarchy grow more specific, the tolerance values on the specific record override
the values defined in the previous record. Use this hierarchy to strategically define the tolerances you need within
specific areas of your inventory.
The following list describes the ABC code hierarchy order, from most specific to least specific:
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1. Part-Warehouse Records – You assign parts directly to a specific warehouse in Part Maintenance. You
can then define tolerances for each part–warehouse record; these values override the tolerances defined in
part-site records.
2. Part-Site Records – You assign parts directly to a specific site in Part Maintenance. You can then define
tolerances for each part–site record; these values override the tolerances defined in warehouse records.
3. Warehouses – You can define tolerances for a specific warehouse through Warehouse Maintenance. These
values override the tolerances defined in site configurations.
4. Site Configurations – You can define tolerance parameters for a specific site using Site Configuration
Control. These values override the tolerances defined at the ABC code level.
5. ABC Codes – These records define the least specific level in the parameter hierarchy.
The following sections describe the tolerance values available within each record of the hierarchy.
Part – Warehouse Records
You can also use Part Maintenance to define the cycle and physical inventory counting methods used with a
specific warehouse which stocks the current part. You define these values on the sheets under the Cycle
Count/Physical Inventory tab located under the Sites - Warehouses tab. The values you define in these sheets
override the values defined for the part-site record which contains the warehouse.
To define cycle and physical inventory for a specific warehouse on a part-site record:
1. On the Part > Detail sheet, click the Part button to find and select the part record you need to modify.
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2. From the Part > Sites > Detail sheet, select the Site from the tree view to select the part-site record you
need to modify.
3. Navigate to the Warehouses > Cycle Count sheet.
4. Select the Manual ABC Code check box to indicate you want to manually control the ABC code for this
part within this warehouse. The Calculate ABC Code program then cannot automatically change the ABC
code for this part–warehouse record. For more information on this program, review the Calculate ABC
Codes section later in this chapter.
5. If the Manual ABC Code check box is selected, the ABC Code button activates. Click this button to find
and select the ABC Code you want to manually control.
6. If the Manual ABC Code check box is clear (not selected), the Min ABC button activates. Click this button
to find and select the first ABC Code you want automatically controlled for this part-warehouse record
through the Calculate ABC Codes program. This code and all other subsequent ABC codes are automatically
calculated by this process.
7. Select the Override Frequency check box to define a different count frequency for this part-warehouse
record than what is defined within the main ABC code or the site configuration record.
8. If you select the Override Frequency check box, you activate the Count Frequency field. Enter the count
interval you want for this part-warehouse record; use a numeric value that reflects a number of months.
9. The Last Cycle Count field displays the most recent date a cycle count was run against the parts stocked
within this warehouse.
10. If you want this part-warehouse to use a threshold value for generating inventory quantity adjustments,
select the Calculate Qty Adj check box. This activates the Quantity Adjustment Tolerance field; enter
a value that defines the threshold at which a quantity discrepancy is posted as an adjustment to inventory.
The default value is zero, which indicates all quantity adjustments are posted.
11. Select the Calculate Percent check box to indicate you want the application to use the percentage defined
in the Percent Tolerance field to control discrepancy tolerances in cycle or physical counts for this
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part-warehouse record. If you enter a zero percentage, you indicate any percentage variance is considered
out of tolerance. A percentage higher than zero indicates a percentage difference between the count
quantity and the frozen quantity, by more than this value, is considered out of tolerance. However, if the
quantity variance is below this Percent Tolerance, it is not included on count variance reports.
12. Select the Calculate Quantity check box to indicate the value in the Quantity Tolerance field is used to
control quantity discrepancy tolerances in cycle or physical counts for this part-warehouse record. If a count
variance for a part within this warehouse is within this quantity tolerance value, the part is not included on
count variance reports.
13. Select the Calculate Value check box to indicate the amount in the Value Tolerance field is used to control
value discrepancy tolerances in cycle or physical counts for the current part-warehouse record. If a count
variance calculated for the part in this warehouse is within the monetary value tolerance, the part is not
included on count variance reports.
Part – Site Records
You use Part Maintenance to define the cycle and physical inventory counting methods used with a specific part
within a site. You define these values on the sheets under the Cycle Count/Physical Inventory tab located under
the sites tab. The values you define in these sheets override the values defined for the warehouse that stores the
part.
To define cycle and physical inventory counting for a specific part-site record:
1. On the Part > Detail sheet, click the Part button to find and select the part you need.
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2. On the Part > Sites > Detail sheet, chose the Site from the tree view to select the part-site record you
need to modify.
3. Navigate to the Cycle Count sheet.
4. If you need, enter a Quantity Adjustment Tolerance value. This value defines the threshold at which a
quantity discrepancy is posted as an adjustment to inventory. The default value is zero, which indicates all
quantity adjustments are posted.
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Typically, you use this value to control the count discrepancy of parts counted by weight on a scale. In this
situation, count results often vary based on humidity. If a difference exists between the frozen quantity and
the counted quantity but fall within this tolerance value, no inventory adjustment is created. The part is now
assigned a status that indicates no quantity adjustments were posted.
in the Percent Tolerance field to control discrepancy tolerances in cycle or physical counts for this part-site
record. If you enter a zero percentage, you indicate any percentage variance is considered out of tolerance.
A percentage higher than zero indicates a percentage difference between the count quantity and the frozen
quantity, by more than this value, is considered out of tolerance. If the quantity variance is below this Percent
Tolerance, however, it is not included on count variance reports.
control quantity discrepancy tolerances in cycle or physical counts for this part-site record. If a count variance
for a part within this site’s warehouses is within this quantity tolerance value, the part is not included on
value discrepancy tolerances in cycle or physical counts for the current part-site record. If a count variance
for a part within this site’s warehouses is within this monetary tolerance value, the part is not included on
Warehouses
You use Warehouse Maintenance to define the cycle and physical inventory counting methods used with a
selected warehouse. You define these values on the sheets under the Cycle Count/Physical Inventory tab. The
values you define in Warehouse Maintenance override the values defined for the site which contains the warehouse.
Menu Path: Material Management > Inventory Management > Setup > Warehouse
To define cycle and physical inventory counting for a specific warehouse:
1. On the Warehouse Detail sheet, click the Warehouse button to find and select the warehouse you need.
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2. Navigate to the Cycle Count Detail sheet to define the cycle count method for the current warehouse. The
options you select on this sheet indicate how continuous inventory counting occurs within this warehouse.
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3. Select the Cycle Count Method used for this warehouse. Available options:
• Use Site Setting – Uses the cycle count method specified for the site within Site Configuration Control.
For more information about this option, review the previous sites section.
• Repetitive – Divides selected count items equally among the number of count days in the month. All
items that meet the selection criteria, regardless of the total number of selected items, are included. As
long as items are not removed from the list of those being counted, all items are counted according to
the specified cycle interval.
• Random – Uses an algorithm to randomly select the parts being counted based on the selection
parameters defined for a specific ABC code. Parts are selected randomly and then divided equally based
on the number of count cycles available in each month.
4. Select the Exclude Zero QOH check box to indicate parts with zero perpetual on-hand quantities in all bin
locations are not included during either cycle or physical counting for the current warehouse.
5. Select the Exclude Negative QOH check box to indicate parts with a negative perpetual on-hand quantity
in all bin locations are not included during either cycle or physical counting for the current warehouse.
6. You use the ABC Code sheet to specify ABC code count intervals and quantity/percent tolerances for the
current warehouse. To modify an ABC code, click the Down Arrow next to the New button; select New
ABC Code.
7. Click the ABC Code button to find and select the ABC code you need.
8. Select the Exclude from Cycle Count check box to indicate parts containing this ABC code can only be
counted during physical inventory and cannot be included during cycle counting within this warehouse. The
value you select in this field overrides the Exclude from Cycle Count option selected on either the site
configuration or the main ABC code record.
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9. Select the Override Stock Valuation check box to indicate a valuation percentage is used with this ABC
code within the current warehouse. Selecting this check box activates the Stock Valuation Percent field;
enter the percentage you need in this field.
10. Select the Override Count Frequency check box to define a specific count frequency for this ABC code
within this warehouse. If you select this check box, you activate the Count Frequency field. Enter the count
interval you want using a number of months value.
in the Percent Tolerance field to control discrepancy tolerances in cycle or physical counts for this warehouse.
If you enter a zero percentage, you indicate any percentage variance is considered out of tolerance. A
percentage higher than zero indicates a percentage difference between the count quantity and the frozen
quantity, by more than this value, is considered out of tolerance. If the quantity variance is below this Percent
Tolerance, however, it is not included on count variance reports.
control quantity discrepancy tolerances in cycle or physical counts for this ABC code within the current
warehouse. If a count variance for a part within this warehouse is within this quantity tolerance value, the
part is not included on count variance reports.
value discrepancy tolerances in cycle or physical counts for this ABC code within the current warehouse. If
a count variance calculated for the part in this warehouse is within the monetary value tolerance, the part
is not included on count variance reports.
14. Continue to define the ABC code values you need for this warehouse. When you finish, click Save on the
Standard toolbar.
Sites
You can define cycle and physical count values for a site within Site Configuration Control. You first indicate the
cycle count method you want the site to use. You then select a specific ABC code and define the values you
want to use for the specific ABC code within the site. The values you define in Site Configuration Control override
the values defined for the main ABC code record.
To define cycle and physical inventory counting for a specific site:
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1. On the Summary sheet, click the Site button to find and select the site you need to configure. You can
also enter the site record directly.
2. Navigate to the Modules > Inventory Management > Cycle Count > Detail sheet.
3. Select the Cycle Count Selection Method used for this site. Available options:
• Repetitive – Divides selected count items equally among the number of count days in the month. All
items that meet the selection criteria, regardless of the total number of selected items, are included. As
long as items are not removed from the list of those being counted, all items are counted according to
the specified cycle count frequency.
• Random – Uses an algorithm to randomly select the parts being counted based on the selection
parameters defined for a specific ABC code. Parts are selected randomly and then divided equally based
on the number of count cycles available in each month.
4. Click the Cycle Count Calendar button to find and select a production calendar. The cycle count frequency
follows the work days defined within the selected production calendar.
5. The Description text for the selected production calendar displays in this field.
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6. You are now ready to define how ABC codes are used within this site. To do this, click the Down Arrow
next to the New button; select New ABC Code.
7. Click the ABC Code button to find and select the ABC code. You can also enter the code directly.
8. Select the Exclude from Cycle Count check box to indicate parts containing this ABC code can only be
counted during a physical inventory and cannot be included during cycle counting within this site. The value
you select in this field overrides the Exclude from Cycle Count value selected on the main ABC code record.
9. Select the Override Stock Valuation check box to indicate that you need to use a different Stock Valuation
Percent for this site than what is defined within the main ABC code. Selecting this check box activates the
Percent field; enter the percentage you need in this field.
10. Select the Override Count Frequency check box to define a different count frequency for this site than
what is defined within the main ABC code. If you select this check box, you activate the Count Frequency
field. Enter the count interval you want using a number of months value.
in the Percent Tolerance field to control discrepancy tolerances in cycle or physical counts for this site. If
you enter a zero percentage, you indicate any percentage variance is considered out of tolerance. A
percentage higher than zero indicates a percentage difference between the count quantity and the frozen
quantity, by more than this value, is considered out of tolerance. However, if the quantity variance is below
this Percent Tolerance, it is not included on count variance reports.
12. Select the Calculate Quantity check box to indicate the value within the Quantity Tolerance field is used
to control quantity discrepancy tolerances in cycle or physical counts for this ABC code within the current
site. If a count variance for a part within this site is within this quantity tolerance value, the part is not
included on count variance reports.
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13. Select the Calculate Value check box to indicate the value amount within the Value Tolerance field is
used to control value discrepancy tolerances in cycle or physical counts for this ABC code within the current
site. If a count variance calculated for the part in this site is within the monetary value tolerance, the part is
not included on count variance reports.
ABC Codes
You define the overall parameters used by an ABC code within ABC Code Maintenance. These values are always
used by the company unless overridden by another record that has more precedence within the hierarchy. The
values you define within the ABC code are then used to count the part quantities during either cycle or physical
counting.
Menu Path: Material Management > Inventory Management > Setup > ABC Code
To create a new ABC code:
2. Enter the ABC Code value you need.
3. Select the Exclude from Cycle Count check box to indicate that parts assigned to this ABC code are not
included during a cycle count.
4. In the Stock Valuation Percent field, enter the ABC code to automatically assign to a part–warehouse
record. This value is used by the Calculate ABC Codes program to rank the parts based on both usage
percentage and monetary value. This program calculates the Total Value of the parts; this amount can
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include items like current usage, On-Hand Quantity, and projected usage. Parts that fall within the percentage
value you define in this field are assigned to this ABC code.
When the Calculate ABC Codes program runs, it determines the total stock valuation and then ranks parts
by both percentage of usage and monetary value. For example, if 80.0 is entered into this field for ABC
Code A, the Calculate ABC Codes program assigns Code A to inventory items that represent 80% of the
value of the total inventory in this warehouse. If 95.0 is entered into this field for ABC Code B, the Calculate
ABC Codes program assigns Code B to inventory items that represent the next 15% of the value of the
total inventory in this warehouse. Enter 100.0 for ABC Code C to assign that code to inventory items that
represent the remaining 5% of the value of the total inventory in this warehouse.
5. Enter the Count Frequency value you need for this ABC code. A required field, use this value to indicate
how often parts with this ABC classification are counted on a daily basis. For example, if you count inventory
items on the basis of ABC classification, and Class A items require counting every 60 days, enter 60 into
this field. When you select parts for counting in cycle processing, the application selects all class A items
that have not been counted within the last 60 days for counting.
6. Select the Calculate Percent check box to indicate you want the application to use the percentage entered
in the Percent Tolerance field to control discrepancy tolerances in cycle or physical counts for this ABC
code. If you enter a zero percentage, you indicate that any percentage variance is considered out of tolerance.
A percentage higher than zero indicates that a percentage difference between the count quantity and the
frozen quantity, by more than this value, is considered out of tolerance. If the quantity variance is below
this Percent Tolerance, however, it is not included on count variance reports.
If any one of these tolerance values is exceeded, the part

is automatically included on a count variance report. For
example, the frozen quantity for Widget A is 100. If the
Percent Tolerance for this part is defined as 2% and the
Quantity Tolerance is set to 5, a count of 105 causes it to
appear on a count variance report. Even though the 105
value is within tolerance for the quantity, it is not within
tolerance for the percentage.
control quantity discrepancy tolerances in cycle or physical counts for this ABC code. If a count variance for
a part within this warehouse is within this quantity tolerance value, the part is not included on count variance
reports.
8. Select the Calculate Value check box to indicate the value amount in the Value Tolerance field is used
to control value discrepancy tolerances in cycle or physical counts for this ABC code. If a count variance
calculated for the part in this warehouse is within the monetary value tolerance, the part is not included on
Calculate ABC Codes
You use the Calculate ABC Code process to automatically run stock valuation calculations, produce a report that
displays suggested ABC code assignments, and optionally assign ABC codes to part records in the warehouses
linked to selected sites. You normally run this process before you process cycle and physical inventory counts. If
you do not use cycle counting for inventory count processing, you do not need to run this process.
Because this program is a process, you can assign it to a

schedule. The process then runs automatically each time the
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application launches the schedule. For more information, review

the Automatic Scheduling section in the Epicor ERP
Implementation Guide reference.
Menu Path: Material Management > Inventory Management > General Operations > Calculate ABC Codes
1. Click the Historical Usage From drop-down list to find and select the date from which historical usage for
this part evaluates.
2. Select the Include Projected Usage check box to indicate whether estimated future usage of the part
should be included during the ABC code calculation.
3. If the Include Projected Usage check box is selected, the Projected Usage Through field activates. Select
the last date on which the estimated future use of the part is evaluated.
4. Select Include Current On-hand check box to indicate the value of the on-hand quantity for the part is
included in the Total Value when calculating the Stock Valuation Percentage. You define the Stock Valuation
Percent value on each ABC code within ABC Code Maintenance; for more information, review the previous
section.
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5. Select the Update ABC Codes check box to indicate all ABC codes are refreshed within the database. If
you clear this check box, the ABC codes are still calculated, but they print on reports as proposed, instead
of final, values.
6. Select the Warehouse stock valuation % option to calculate the Stock Valuation Percent values against
the Total Value of the parts in the warehouse; this amount can include items like current usage, On-Hand
Quantity, and projected usage.7
7. Select the Site stock valuation % option to calculate the Stock Valuation Percent values against the
Total Value of the parts in the site; this amount can include items like usage, On-Hand Quantity, and
projected usage. You define this value on each ABC code within ABC Code Maintenance.
8. Use the Filter sheet to limit the process to only calculate ABC codes within a specific site.
9. When you are ready to run the process, click the Process button on the Standard toolbar. The report that
results is sorted first by site and then by warehouse. It displays the options you selected within the process
program.
Initialize Last Cycle Count Date
You run the Initialize Last Cycle Count Date process to automatically define last cycle count dates for all parts
assigned to an ABC code. The process assigns dates to all parts which do not have a last cycle count date.
Use the process when you are first implementing the cycle count functionality. You first define the ABC code
hierarchy and then run the Calculate ABC Code process. You then run the Initialize Last Cycle Count Date process.
Menu Path: Material Management > Inventory Management > General Operations > Initialize Last Cycle Count
Date
1. Verify the Schedule drop-down list displays the Now option.
2. If you want, click the Filter tab to limit this process to only generate Last Cycle Count Date values for a
selected warehouse or warehouses.
3. When you are ready, click Process on the Standard toolbar.
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Cycle Count Schedule Maintenance
Use Cycle Count Schedule Maintenance to both create and update cycle count schedules. This workflow includes
selecting the parts being cycle counted for a specific warehouse in a designated time period and year; the period
and year is based on the selected production calendar.
After specifying a cycle period, year, and production calendar, the program creates a default cycle schedule; the
default cycle count dates can then be modified as you need. The individual cycles within the master periodic
schedule are independent of each other, but multiple cycles can be conducted concurrently as necessary. After
you modify the generated cycle count schedule as you need, select the actual parts being counted by running
the Perform Part Selection option from the Actions menu.
Before using this program, you must define cycle periods in the Cycle Count Period Definition program, and
define count parameters at the part/warehouse, warehouse, part/Site, Site configuration, and ABC code levels.
Menu Path: Material Management > Inventory Management > General Operations > Cycle Count Schedule
Maintenance
Create New Cycle Count Schedule
To create a new schedule:
2. Click the Warehouse drop-down list to define the specific warehouse you want to schedule. Warehouses
available within the current site display on this list.
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3. Click the Year drop-down list to define the year during which this count schedule is run. This value must
be either the current or a future year.
4. Click the Cycle Period drop-down list to define the specific cycle period during which this cycle schedule
runs.
5. The first and last date for the selected cycle period display respectively in the Period Start and Period End
fields.
6. Click the Calendar button to find and select the production calendar you use with this cycle count schedule.
7. Select the Exclude On Hold check box to indicate any parts currently designated as on hold are not included
with the current cycle count schedule.
8. Select the Exclude Zero QOH check box to indicate parts with zero perpetual on-hand quantities in all bin
locations are not included with the current cycle count schedule.
9. Select the Exclude Negative QOH check box to indicate parts with a negative perpetual on-hand quantity
in all bin locations are not included with the current cycle count schedule.
10. Select the Exclude Parts Without Activity check box to indicate any parts which did not have activity since
the last cycle count are not included with the current cycle count schedule. This check box is available if the
Random Cycle Count Method is selected on either the warehouse or its site configuration.
11. Click Save.
Create New Cycle
The Cycles sheet displays the count cycles created for the current period/year schedule. You can only change the
Cycle Date on this sheet; the other values are calculated and maintained by the application.
To create a new cycle for the current cycle count schedule:
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1. Click the Down Arrow next to the New button; select New Cycle.
2. The Cycle Sequence field indicates the number of the cycle within the current schedule.
3. If you need, you can modify the Cycle Date. You can select any date within the current period and year of
the cycle schedule. Cycle Date values do not need to be sequential with previous cycles.
4. Use the ABC Qtys sheet to display the number of parts selected for each ABC code within the current
schedule.
5. Continue to add the cycles you need. When you finish, click Save on the Standard toolbar.
6. When you are ready to select parts for the current schedule, from the Actions menu, select Perform Part
Selection. The parts selected for the current cycle are included in this schedule. You can now generate tags
for these parts within Country Entry; this program is explored in a later section.
You should only run Perform Part Selection close to the

beginning of the month within the schedule. This ensures
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that the part selection is accurate. You must run this

process to display cycles within Cycle Count Maintenance.
Cycle Count Part Selection Update
You run the Cycle Count Part Selection Update process to add or remove parts from a specific cycle. You can
also move parts to a different cycle. If you remove all the parts from a cycle, the cycle itself is automatically
cancelled from the cycle schedule.
Notice you cannot run this process after the count tags are generated for the cycle.
Menu Path: Material Management > Inventory Management > General Operations > Cycle Count Part Selection
Update
To update parts within a count cycle:
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1. Click the Cycle button to find and select the cycle you want to update.
2. The Warehouse, Cycle Period, Cycle Number, and other fields display information about the selected
cycle.
3. The Parts Selected grid displays all the current parts included within this cycle record.
4. To add a part to this grid, click New on the Standard toolbar. A new row displays in the Part Selected grid;
use this row to select the part you want to add.
5. To select an individual part within this grid, choose its Selected check box.
6. If you want to delete the Selected parts from the grid, click the Remove Selected button.
7. You can select all of the parts on this grid by clicking the Select All button.
8. To clear all of the Selected check boxes on the grid, click the Deselect All button.
9. To move the selected parts into a different count cycle, click the Move Selected button.
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10. The Cycle Part Selection Move Part window displays.
11. All the current cycles display within the Cycles grid.
12. Highlight the cycle into which you want to move the selected parts.
13. Click OK.
14. The selected parts are moved into the selected cycle. When you return to the Cycle Count Part Selection
Update window, the selected parts no longer display in the Parts Selected grid.
15. Continue to make the changes you need. When you finish, click Save on the Standard toolbar.
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Initialize Physical Inventory
Run the Initialize Physical Inventory process to select parts for a physical inventory count. You can run this program
for all warehouses or selected warehouses. After the process generates, each warehouse you select has its own
warehouse count control record. This record is defined as being for physical inventory and all the parts stocked
in the warehouse are assigned to it. Each record also has a single “cycle” scheduled from the Start Date you
entered for the process.
Before you run this process, be sure to generate the Cycle Count Schedule report. Generate this report for all
warehouses to determine which warehouses have cycle count processes you need to close. It is recommended
you close all cycle count processes before you initialize physical inventory for all the warehouses at once.
Menu Path: Material Management > Inventory Management > General Operations > Initialize Physical Inventory
1. Select the Start Date you want for this process. Each warehouse record you generate is scheduled from
this Start Date value.
2. Select the Include Zero QOH check box to indicate you want to include parts which currently have a zero
Quantity On-Hand value. These parts are added to the warehouse count control record.
3. Click the Filter tab to select one warehouse or a range of warehouses.
4. When you are ready, click Submit on the Standard toolbar.
Count Cycle Maintenance
You use Count Cycle Maintenance to process both count cycles and physical inventory cycles.
Menu Path: Material Management > Inventory Management > General Operations > Count Cycle Maintenance
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1. Click the Cycle button to find and select the count cycles or physical inventory cycles you need.
2. Information about the selected cycle displays. The Warehouse field indicates the specific warehouse inside
which the count is to be done.
3. The Year and Cycle Period fields indicate the period/year for the current cycle record.
4. The Cycle Number field displays the number identifier for the cycle.
5. The Cycle Date field displays the current date. This value indicates the day during which the cycle is run.
6. The Cycle Status field indicates whether the cycle is scheduled.
Count Cycle Maintenance Actions Menu
Once the cycles are created and the parts are assigned to each cycle, use this program to generate tags, print
tags, void tags, and other tag functions.
1. You are now ready to run the tag functionality. To do this, click the Actions menu.
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2. Select Generate Tags to create the count tags for a specific cycle within a warehouse. This program
generates the tag numbers for all parts assigned to the cycle. Before you can run this program, either the
Part Selection Process (found within Cycle Count Schedule Maintenance) or the Initialize Physical
Inventory process must be run.
3. Select Print Tags to print copies of the generated tags. The tags are printed in tag order number. When
the tags are printed, this window saves these default settings. They cannot be updated, so if you need to
reprint the tags, the original settings are used again.
4. Run Reprint Tags to reprint all or some selected tags which were previously printed. You can filter the tags
to reprint by sheet or by tag numbers.
5. Select Void Tags by Part to void cycle count tags for a specific part. The process voids all tags for the
selected part and indicates the part is voided for this cycle. It then moves the part to the next scheduled
cycle for the warehouse. This option is not available for a physical inventory cycle.
6. Choose Void Blank Tags to void all unused, blank cycle tags or specific blank cycle count tags. Only blank
tags that have an Open status or are assigned to a part, but not completed or posted, can be voided.
7. When you select Start Count Sequence, you freeze the pre-count inventory quantities and in preparation
for the physical count. You must generate the tags for this cycle before you run this process. This program
sets the count status to Started and records the date/time.
8. Launch Reverse Start Count to undo a start count sequence you generated. As long as the cycle count
status has not progressed beyond Started, you can use this command. It clears the frozen quantity and cost
values from the tag records and resets the cycle status back to Tags Generated.
9. Select Print Unreturned/Voided Tags Report to generate a tag report. Any current unreturned and voided
tags display on this report.
10. Run Count Variance Calculation/Report to generate this variance report. This report displays variances
between the frozen On-Hand Quantity and the quantity counted for items within a specific count cycle.
11. Select Generate Recount Tags to create new tags for parts selected as out of tolerance by the Count
Variance Calculation report.
12. Run Print Count Parts Not Posted Report to generate this count report. This report displays any parts for
a specific cycle which are not complete yet. It also identifies the possible reason so the user can correct the
problem and post the count results.
13. Select Post Counts to record the count adjustments to inventory. The parts included in the post process
are defined as complete for the cycle. The transaction date defaults to the current date. A part is ready for
posting when all of its open tags have count data, it is processed by the variance report, and the final count
of the part is either within tolerance or a Cycle Discrepancy Reason (CDR) is entered for the part. You
review CDRs later in this chapter.
For parts that are allocated, included in a cycle count, and

ready to post, parts counted with equal or greater
numbers post and adjust inventory quantities. For
allocated inventory part with numbers below the allocated
amounts, a notice is posted in the log to prompt a user
to make a change in the inventory amount to fulfill the
allocation.
14. Select Print Inventory Movement to print a report of inventory movements.
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15. Select Cancel Cycle to cancel and close a physical inventory or cycle count sequence if tags have been
generated but not posted.
Count Tag Entry
Use Count Tag Entry to record the results of the cycle or physical inventory count. To begin, you first select the
cycle you want to use for count entry. Only cycles that have started their count sequences are available, and you
can only select tags open for the selected cycle.
Menu Path: Material Management > Inventory Management > General Operations > Count Tag Entry
To enter count tag results:
1. Click the Cycle button to find and select the cycle you need.
2. Information about the selected cycle displays in the Warehouse, Cycle Period, Year, and other related
fields.
3. Click the Tag button to find and select the specific tag against which you are entering the count results.
4. You can also use the Navigation toolbar to move through all the available cycles.
5. Information about the Part, the Bin, and the Unit of Measure displays.
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6. If the part is lot tracked, its Lot Number displays in this field.
7. If the part is serial tracked, its number displays within the Serial Number field.
8. In the Counted Qty field, enter the quantity which was counted.
9. Select the Returned check box to indicate this quantity was returned to inventory from another source, like
the shop floor or a returned shipment.
10. If you need, click the UOM Worksheet button to select a different unit of measure for the part quantity.
Only valid UOMs can be selected and saved to the count tag.
11. In the Counted By field, enter the initials of the person who counted the part quantity.
12. Enter the Counted Date and the Counted Time in their respective fields.
13. In the Note field, enter any additional information you want saved with the count tag.
14. The Activity grid displays the part quantity changes which occurred during the count cycle.
15. The Activity Before Count field display the part quantity total before the count cycle began.
16. The Related Tags grid displays any tags generated for the same part.
17. Continue to update the count tags you need. When you finish, click Save on the Standard toolbar.
Count Discrepancy Reason Code Entry
Use Count Discrepancy Reason Code Entry to enter the count discrepancy codes for parts which have count
variances. Any inventory adjustments for parts out of tolerance are not posted until a count discrepancy reason
(CDR) is defined within this program.
Menu Path: Material Management > Inventory Management > General Operations > Count Discrepancy Reason
To enter a CDR:
1. Click the Cycle button.
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2. Information about the selected cycle displays in the Warehouse, the Cycle Period, the Year, and other
fields. You cannot edit this information.
3. The Parts Selected grid displays all the parts included in the cycle count. Scroll through the rows on this
grid until you find one that has its Reason Code field activated. This part quantity has a count discrepancy.
4. Click the drop-down list to select the Reason Code which explains the discrepancy.
5. Continue to define reason codes for other parts which have a discrepancy. When you finish, click Save on
You create reason codes within Reason Code

Maintenance. You indicate which reason codes are count
discrepancy reasons by selecting the CDR check box on
the new Reason Code record.
Cycle Count Tracker
Use the Cycle Count Tracker to view information related to scheduled cycle count or physical inventory count
sequences. Many of the sheets available in the Cycle Count Tracker are read-only versions of sheets that display
in Cycle Count Schedule Maintenance.
Menu Path: Material Management > Inventory Management > General Operations > Cycle Count Tracker
1. Click the Schedule button to find and select the schedule you want to review.
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2. The Warehouse field displays the warehouse for which the count is scheduled.
3. The Year and the Cycle Period fields indicate when the count is scheduled to be carried out.
4. The Period Start and the Period End fields define the days on which the count is active.
5. The Calendar field displays the production calendar used for the schedule.
6. The Exclude check boxes indicate which parts are not included in the count.
7. If the Full Physical check box is selected, this indicates the count is for a physical inventory count sequence.
8. If the Parts Selected check box is selected, this indicates the part selection process is run against the current
cycle count sequence.
9. The ABC Qtys sheet displays the number of parts selected for a cycle count. Physical inventory counts do
not display on this sheet because they include all parts in a warehouse, not just parts assigned to an ABC
code.
10. The Cycles sheet displays more detailed information about the cycle counts and physical inventory counts
scheduled for the current period.
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11. The Parts sheet displays cycle count information on each part for a currently selected cycle count.
12. The Tags sheet displays tag information for a currently selected cycle and part.
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Capture COS/WIP Activity
Use the Capture COS/WIP Activity process to execute the calculation process for work-in-process (WIP) and/or
cost of sales (COS) for standard jobs, project jobs, inventory, receipts, and adjustment transactions.
The Epicor application does not calculate and post monetary amounts to the general ledger (GL) as soon as
inventory or job transactions are complete. Transactions are calculated (captured) and optionally posted to the
GL when this process is run. To keep your COS and WIP values accurate, you should run this process at regular
intervals. COS and WIP cost amounts are calculated using the base unit of measure (UOM) assigned to the part
for which the specific cost is being calculated.
Run the Capture COS/WIP Activity periodically to do the following:
• Calculate COS for any shipments made from WIP.
• Calculate costs relieved from WIP.
• Capture landed costs into WIP and credit the landed cost recovery account.
• Calculate COS and WIP for all job types and costing types.
In order to post COS for jobs and variances, select the Post
Cost of Sales/Mfg Variances check box.
• Remove closed jobs from WIP.

• Optionally, post inventory and WIP activity to the GL.
To keep your COS and WIP values accurate, you should run
this process at regular intervals. Epicor recommends you run
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the Capture COS/WIP Activity at least once each fiscal period

- just before you close the period in the GL book.
You can simulate this functionality using the WIP report, the Sales Gross Margin report, and the Inventory/WIP
Reconciliation report. These reports attempt to determine COS and WIP using the latest information in the
database. Because all costs have not posted to jobs, these reports do not necessarily display accurate, final
manufacturing (PartTran MFG-VAR records) variances.
Menu Path: Material Management > Inventory Management > General Operations > Capture COS/WIP Activity
To run the process:
1. The Starting field displays the first date on which you are capturing cost-of-sales and work-in-process
activity; you cannot edit this date.
2. Enter the Ending date on which cost-of-sales and work-in-process activity is being captured.
3. Select Post to general ledger to update your general ledger with the captured WIP and COS information;
clear it if you wish to skip general ledger updates.
4. Select Post Cost of Sales / MFG Variance to post the calculated cost of sales and manufacture variance
figures against jobs. COS and Variance transactions are posted to GL only after they have been posted to
the jobs. Clear the check box to skip posting of calculated cost of sales and manufacture variance figures
against jobs.
5. Select Include Project Billing Costs from Unrecognized Revenues to recognize project billing costs even
though the related revenue has not been recognized; clear it to skip recognition of project billing costs when
the related revenue has not been recognized.
6. Select Capture Outdated Transactions if you wish to capture outdated transactions containing transaction
dates prior to the date specified in the Starting field.
• You can select this check box when the previous period is closed, or you do not want to change accounting
results for this period by some other reason.
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• When selected, it allows for the capture of outdated transactions (from the date specified in the Outdated
Trans From field) in the current period, and posts them with the first date of the period, as specified in
the Outdate Trans Apply Date field.
7. The Last Run pane displays date, time and User ID information from the last time this process was run, and
the designated processing parameters for the current processing run.
8. Use the Schedule drop-down to specify when Capture COS/WIP Activity should be scheduled processing;
the default is Now.
9. Click Submit on the Standard toolbar to submit Capture COS/WIP Activity for processing.
Reports
This section describes some key inventory reports you use to monitor inventory quantities. You can run these
Stock Status Report
The Stock Status Report produces a list of the current quantities and extended costs of all parts in the part master
file.
Menu Path: Material Management > Inventory Management > Reports > Stock Status
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1. Use the Selection sheet to choose the specific parameters for this report.
2. Use the Filter sheets to filter the report by Warehouse, Part Class, Part and/or Planning Contract.
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Material Transaction Detail
The Material Transaction Detail Report produces a list of all inventory transactions created through receipt, issue,
shipping, and adjustment processing.
This report includes corresponding legal numbers for part

transactions. The legal number is a tracking number required
by some countries.
Menu Path: Material Management > Inventory Management > Reports > Material Transaction Detail
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2. Use the Filter Summary section to filter the report by Part, Warehouse, and/or Transaction Type.
Part Cycle Count Status Report
The Part Cycle Count Status report either lists parts overdue for their cycle count or parts not counted since a
user-specified date. This report is especially useful if you use the Random method for cycle counting. Use it to
decide whether to add or delete parts which were selected through the Cycle Count Part Selection Process.
Menu Path: Material Management > Inventory Management > Reports > Part Cycle Count Status
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1. Use the Due Date On or Before field to select the main date for the report. This date defines the cutoff
date for the report; all parts overdue or not counted by this date are included on this report.
2. Select the Overdue Parts Only check box to limit this report to only display parts which are overdue. Parts
which are not yet counted do not display on this report.
3. Use the Filter sheet to limit this report to only display parts for specific warehouses and/or ABC codes.
Time Phased Material Requirements Report
The Time Phased Material Requirements report pulls together data from purchase orders, sales orders, and
inventory records to project future inventory balances. The report analyzes planned receipts and requirements
for each selected part class and then provides the results.
Menu Path: Material Management > Inventory Management > Reports > Time Phased Mtl. Requirements
Within the Report Options section, select the job details that you want to include on the report. Available options:
1. Part Types – Select the types of parts you want to review. You can print Purchased parts,Manufactured
parts , or Both purchased and manufactured parts.
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2. Stock Types – Select the types of stock items you want to review. You can display Stocked items,
Non-Stocked items, or Both stocked and non-stocked items.
3. Ignore If not needed by – This date field is available when you select the Exceptions Only check box.
Any parts with a Suggested Order Date on or before the date you enter here do not display on this report.
4. Exceptions Only – Select this check box to only display parts whose inventory quantities are either above
or below defined quantity levels. This option activates the other exception options on this sheet.
5. Below Reorder – Select this check box to indicate parts whose projected on-hand quantity is below the
suggested reorder quantity print on the report.
6. Below Minimum – Select this check box to indicate parts whose projected on-hand quantity falls below
their Minimum Quantity values print on the report. You define this value through Part Maintenance.
7. Below Safety – Select this check box to indicate parts whose on-hand quantity falls below their Safety values
print on the report. You define these values through Part Maintenance.
8. Below Zero – Select this check box to indicate parts whose on-hand quantity is projected to fall below zero
print on the report.
9. Over Maximum – Select this check box to indicate parts whose on-hand quantity is projected to become
higher than their Maximum Quantity values print on the report. You define this value through Part
Maintenance.
10. Print Zero On Hand Qty If No Exceptions - Select this check box to indicate whether you want the report
to include parts that carry zero on hand quantities. If a part doesn’t meet any of the current exceptions and
you select this check box, the report will display parts with zero on hand quantities.
11. Suggestions – Select this check box to indicate purchasing and manufacturing suggestions print on the
report.
12. Transfer Order Suggestions - Select this check box to indicate transfer order suggestions print on the
report.
13. Filter Tabs – Use the filters to select which part classes print on the report. You can also limit the results to
only display project balances up to a specific date.
In Transit Stock Report
Use the In Transit Stock Report to view detailed information about materials moving on transfer orders between
their specified outbound and inbound locations, and for those transfer orders that have already been received
in their specified inbound locations. It reports the quantity and total cost value of in transit materials for audit
purposes.
Menu Path: Material Management > Inventory Management > Reports > In Transit Stock
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2. Specify the Shipped Date as of to limit report data to those transfer orders shipped from their outbound
locations prior to that date.
3. Specify the Received Date as of to limit report data to those transfer orders received in their inbound
locations prior to that date.
4. Use Purchased Parts and Manufactured Parts to select the types of parts that should display.
5. Select In Transit to print an In Transit section that includes transfer orders currently in transit between their
inbound and outbound locations.
6. Select Received to print a Received section that includes transfer orders that have already been received in
their outbound locations.
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7. Select Exclude Job Materials if you wish to exclude job materials on transfer orders.
8. Use the Filter sheets to filter the report by Warehouse, Part and/or Site.
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Inventory/WIP Reconciliation Report
Use the Inventory/WIP Reconciliation Report to reconcile the General Ledger (G/L) with costs from Inventory
and work-in-process (WIP). This report can also be used to preview inventory and labor transactions that have
not yet posted to the General Ledger (prior to running the Capture COS/WIP activity)
You can run the report by date or for a specific fiscal year/suffix/journal code and journal number. You can specify
if it should include transactions in a specified transaction date range, or with dates within a specified system
entry date range. You can also indicate the Account Level and G/L Posting details you want to include in the
report, and filter it as needed by using specific transaction types and jobs.
As inventory transactions are generated, the costs accumulate in WIP and Inventory. You can summarize the
costs in this report and review the G/L accounts used for each transaction. Most cost amounts in the Epicor
application, including Cost of Sales and WIP, are calculated using the base unit of measure (UOM) assigned to
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the part for which the specific cost is being calculated. These costs can also be posted to the General Ledger if
you run Capture COS/WIP Activity, located in the Job Management module.
Menu Path: Material Management > Inventory Management > Reports > Inventory/WIP Reconciliation
2. Select the Book ID you are using for the report. A GL book defines settings required to post general ledger
accounts and generate financial statements, include the book's currency, chart of accounts, and fiscal
calendar.
3. Select Current Site if only transactions from the currently selected site should be included on the report;
clear it if transactions from all sites (not just the currently selected site) should be included.
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4. Select Transaction Apply Date if you wish to include transactions based on their transaction dates, or
Transaction System Date if transactions should be included based on the dates they were actually entered
into and created in the Epicor application.
5. Enter the Start and End dates for which you wish to include transactions. If you selected Transaction
Apply Date, only transactions dated within the specified date range are included in the report. If you
selected Transaction System Date, only transactions entered on dates within the specified date range are
included.
6. Rather than post by date range, you can instead post a Specific Journal Entry. To do this, specify the Fiscal
Year, Fiscal Year Suffix, Journal Code and Journal Number you wish to use.
7. In the G/L Account field, enter the G/L account for which transactions are being included report. You can
enter a single G/L account to report associated transactions, skip the field to include all G/L accounts, or
click the G/L Account button to find and select the G/L account.
8. Select Including Offsetting Accounts if you want the report to include complete GL transactions (complete
sets of GL Journal Details) for each Inventory transaction that affects the selected G/L account.
9. If Project Management is in use, (optionally) select the Project (if any) you wish to include in the report. If
you select a project, you can select the WBS Phase (if any) you wish to include in the report.
10. Designate the Account Level Detail that should print on the report.
• Select Full to include full account level detail.
• Select Summarized by Date/Job-Part/Tran Type to summarize account detail by transaction date, by
job/part and then by transaction type.
• Select Summarized by Date/Trans Type to summarize account detail by transaction date, and then
by transaction type.
11. Designate the G/L Posting Detail that should print on the report.
• Select Only Unposted to the G/L to include only those transactions that have not been posted to the
general ledger
• Select Posted to the G/L to include only those transactions that have already been posted to the general
ledger
• Select Both to include both unposted and posted transactions.
12. Use the Filter sheets to filter the report by Job and/or Transaction Type.
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Chapter 18 | Shipping and Receiving Epicor ERP Application User Guide
Chapter 18: Shipping and Receiving
You use the shipping and receiving processes to record incoming and outgoing part quantities. The Shipping and
Receiving module contains programs that perform transactions such as shipments against a sales order, subcontract
parts sent to a supplier, raw material received from a purchase order, received to a job, received into inventory, or
inventory parts that fill a sales order from stock.
You can ship parts from a job or from inventory. You can optionally ship part quantities using either base legal numbers
or modify these numbers to generate Serial Shipment Container Codes (SSCC). When you set up the format you want
for either legal numbers or SSCC numbers, these values automatically generate on your shipments. Use these numbers
to track the progress of your shipped items.
This module also contains functionality to combine shipments from one or more suppliers that can be shipped in one
or more containers. For your subcontract workflow, you can ship WIP parts directly from a job to a subcontract supplier.
Later, you use Receipt Entry to enter the receipt of all inventory materials, non-inventory materials, and subcontract
parts.
Various pack out methods are available. Standard Pack Out is a method of shipping that uses a barcode scanner to
record and track the packing flow. Use Master Pack Shipment Entry to combine separate pack IDs (master packs) into
one master pack group to ship as one shipment. Phantom pack out functionality is available when you are using a
manifest interface and provides the ability to generate multiple carrier labels for a single pack ID.
To complete this functionality, you can use the Data Collection module to process different transactions in the application
by entering and updating records through a handheld device.
Setup
This section describes the primary records you need to create for the Shipping and Receiving module. These
programs are contained within the Setup folder for this module; only the primary records are described here.
workflow.
Carrier Codes
Use Carrier Maintenance to set up the standard freight carriers your company uses. Once you have entered the
carriers used by your company, you can link these carriers to Ship Via codes on both customer and sales order
records. On each carrier code, you can also identify a Standard Alpha Carrier Code (SCAC). These codes identify
transportation companies.
Menu Path: Material Management > Shipping / Receiving > Setup > Carrier
To add a carrier code:
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Epicor ERP Application User Guide Shipping and Receiving | Chapter 18
2. In the Carrier field, enter the Carrier ID.
3. In the Description field, enter a description for the carrier.
4. In the SCAC field, enter the Standard Alpha Carrier Code (SCAC). The SCAC is a unique code, typically two
to four alphabetic letters used to identify transportation companies. These codes were developed by the
National Motor Freight Traffic Association to help the transportation industry computerize data and records.
5. Select the Active check box.
6. Click Save.
Ship Via
Use Ship Via Maintenance to identify the different methods you use to ship products to subcontractors or
customers. These shipping methods are called Ship Via Codes and are mandatory when you enter a sales order
or purchase order.
Menu Path: Material Management > Shipping / Receiving > Setup > Ship Via
To add a ship via:
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2. Enter a unique Code for the Ship Via.
3. Enter a Description for this shipping method. You use the description to select a shipping method on
orders, packing slips, and invoices. The description also prints on various documents, such as packing slips.
4. Optionally, enter the Web Description. This value is the text for the ship via method that displays in Customer
Connect.
5. If you need, enter an SCAC code. This value defaults from the Carrier Code, but can be changed on the
Ship Via record.
6. Optionally, select the Carrier you want from the drop-down list.
7. You can define one Ship Via code as the System Default. Select this check box to indicate the current
shipping method is the default ship via for the company.
8. Enter the Intrastat Code for this method of transportation. When you post an invoice, the Intrastat ship
via code you enter in this field is included in the transaction details.
9. Optionally, enter the Tracking Website information.
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Packaging Codes
Use Packaging Code Maintenance to define package codes that denote various kinds of shipping containers (for
example, 8 x 10 Container, Multi-Unit Box). For each package code, you can specify volume, weight and
internal/external dimensional measurements (Width, Height and Length). For each type of measurement, you
also specify if a user can override the standard measurement values at time of shipment. A package code is not
required for shipping of items, but you can use it for reference if necessary.
You can designate a package code as Returnable or Expendable. Returnable packages are shipping containers
your recipients can send back to your facilities for refill or reuse; package codes designated as Expendable are
those that are non-returnable and non-refillable.
Menu Path: Material Management > Shipping / Receiving > Setup > Package Code
To add a package code:
1. From the New menu, select New Package Code.
2. Enter a Package Code and Description.
3. Select Returnable if the shipping container/package can be returned by the recipient so you can reuse or
refill it for future shipping transactions, or select Expendable if it is an expendable, non-returnable container.
You can mark a package code as returnable or expendable, but not both.
4. Select the Package Type code (if any), defined in Package Type Maintenance, you are assigning to this
package code. This denotes the type or general category of packaging materials to which this package code
belongs.
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5. Enter the Extension Digit for the package code. This value overrides the default value generated by the
SSCC code and is used as the first digit of the SSCC code when you ship this package type. In this example,
the Extension Digit for Box Carton is 0.
6. In the UOM field, select the UOM code that denotes the unit of measure in which internal and external
dimensions (length, width and height) are expressed for this packaging container.
7. Define the Internal Length, Internal Width and Internal Height for the package. For each dimensional
measurement, select Prompt if you wish to allow user entry or override at time of shipment, or Select
Value if you wish to enter a predefined dimensional measurement that cannot be overridden at time of
shipment. Do the same for each of the external dimensions of the packaging container.
8. In the UOM field, select the UOM code that denotes the unit of measure in which the tare and maximum
gross weights are expressed for this package code.
9. Define the Tare Weight and Max Gross Weight for the package. For each, select Prompt if you wish to
allow user entry or override of the package or gross weight at time of shipment, or Select Value if you
wish to enter a predefined package or gross weight that cannot be overridden at time of shipment.
10. In the UOM field, select the UOM code that denotes the unit of measure in which the internal and external
volumes are expressed for this package code.
11. Define the Internal Volume and External Volume for the package. For each, select Prompt if you wish
to allow user entry or override of package volumes at time of shipment, or Select Value if you wish to enter
predefined internal or external package volumes that cannot be overridden at time of shipment.
12. Click Save.
Internal Part by Site
Use the Internal Part by Site sheet as needed to associate package codes to specific internal part numbers for a
specific site.
To associate the package code with specific sites and internal part numbers:
1. From the New menu, select New Internal Part.
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2. Select the Site to which you are associating the package code.
3. Select or enter the Internal Part to which you are associating the package code.
4. Select Track Returnable if returns of this shipping container/package by recipients should be tracked for
the specified site and internal part. You can mark a package code as returnable or expendable, but not
both; this check box is enabled only if you selected the Returnable check box in the Detail sheet; it is disabled
if the Expendable check box was selected.
5. If the Track Returnable check box was selected, in the Reason Code In field, select the reason code used
for tracking of receipts of this shipping container/package type (for the specified site and internal part
number) when they are returned to your facilities.
6. If the Track Returnable or Track Expendable check boxes were selected, in the Reason Code Out field,
select the reason code used for tracking of shipments of this shipping container/package type (for the
specified site and internal part number).
7. Click Save.
Ship To Cross Reference
Use the Ship To Cross Reference sheet as needed to assign the package code to specific customer ship to cross
references, and to part numbers used by ship to customers to identify types of shipping containers (if any). The
Electronic Data Interchange (EDI) and Labeling functions use these package code-customer ship to cross references
when processing inbound EDI demand records and converting them to orders and shipments.
To associate the package code to specific customer ship to cross references and customer part numbers:
1. From the New menu, select New Ship To Cross Reference.
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2. Select or enter the Customer to which you are assigning the package code.
3. Select or enter the Ship To to which you are assigning the package code.
4. Enter the Ship To Container Part ID and Description. This is the part number and description (if any) used
by the ship to customer to identify different this type of shipping container.
5. Click Save.
Supplier Shipment Classes
Use Supplier Shipment Class Maintenance to set up the characteristics of common containers you use to ship.
This includes volume and default cost information. You can then use the shipment container class when you add
container shipments.
Menu Path: Material Management > Shipping / Receiving > Setup > Supplier Shipment Class
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2. Enter a Shipment Class.
3. Enter a Description.
4. Use the Loading Port to specify the port where the goods are loaded on the vessel. Use the Country
Maintenance program to create a new location; for more information, review application help.
5. The Discharge Port specifies the first location where the goods are unloaded.
6. Select the appropriate Ship Via and FOB for the shipment class.
7. In the Shipping Days field, enter the number of days it takes for the goods to arrive at its destination.
8. Enter the Carrier and Contact information.
9. Enter the Uplift percent. The value entered here specifies the percentage added to the shipment upon
receipt, as part of landed costs.
10. Optionally, enter the Volume and Weight of the container.
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11. If you wish, enter the Number of Containers and the Number of Packages in the shipment. These fields
are for informational purposes only.
12. Click Save.
Work Station Maintenance
Use Work Station Maintenance to set up work stations. These work stations are also called packing stations and
these records establish the scale and manifest interface for each pack station.
Menu Path: Material Management > Shipping / Receiving > Setup > Workstation
1. In the Station ID field, enter a unique identifier for this work station.
2. In the Station Type field, select Pack.
3. Enter a Description for the work station.
4. Select the Warehouse and Bin where the work station is located.
5. Select the Weight Input option to specify how you want the weight determined. Available options:
• Prompt for Weight
• Get Weight from Part Configuration
• Get Weight from Scale
6. In the Manifest section, select the Enabled check box. This value is required in order to use the Tracking
Details fields for phantom packs in Customer Shipment Entry.
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7. In the Web Service URL field, enter the web site for the Pack Out manifest information. In this example,
no manifest system is available for connection, so the Web Service URL is set to http://localhost.
8. The Manifest/Weight Capture Point specifies the basis by which the weight is acquired. Available options:
• Pack
• Master Pack
9. Specify the Weight and Size Units of Measure (UOM). These fields are used as the default UOM for the
manifest weight and size.
10. You can specify a length of time, in seconds, that the client waits for a response from a freight service.
11. The Log Manifest Messages determines if the Epicor application writes the Freight Request and Response
date messages to the server log. Only a System Manager can enable or disable this option.
12. If the work station is connected to a printer or a scale, you can configure these connections on the
Devices sheet.
13. Click Save.
Operations
This section details the operations available in the Shipping and Receiving module. Each operation is described
Ship Items to Customers
You can ship parts from a job or from inventory. When shipping from inventory, you first run the Scheduled
Shipments report to determine what shipments are scheduled for today’s date. Once you know the shipments
to process, use the Sales Order Pick List and complete the shipment.
Scheduled Shipments Report
The Scheduled Shipments Report lists all the outstanding order releases. It displays them in order by Due Date,
Order Number, Order Line, and Order Release.
Menu Path: Material Management > Shipping / Receiving > Reports > Scheduled Shipments
1. Select the appropriate parameters for the report you wish to review or print. Report options include a Due
On or Before date and an option to Include Site to Site Shipments.
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2. The Dynamic check box is used in conjunction with the Due On or Before field. When this check box is
selected, you select an option from the Due On or Before drop-down list rather than defining a specific
date. This option dynamically changes the date printed on the report.
For example, if the Today option is selected in the Due On or Before field, the date is replaced each time
the report prints with today’s date.
Additional scheduling options for all reports are available

in the application. These options enable you to establish
a dynamic recurring schedule when running a specific
report. For example, list outstanding order releases every
Monday. You can review this feature in the Automatic
Data Processing chapter of the Epicor ERP Implementation
Guide.
3. You can optionally limit the report results. By default, all records are included unless you define a specific
range of records to display on the Filter sheet. These fields indicate whether all or just some customers and
parts print on the report.
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Sales Order Pick List Report
Once you have verified the parts are available to ship, use the Sales Order Pick List to assist with the picking and
packing process.
Menu Path: Material Management > Shipping / Receiving > Reports > Sales Order Pick List
1. Select the appropriate parameters for the report you wish to review or print. Use the From and To fields to
define a date range for the pick list.
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2. Select the New Page Per Order check box to cause the report to print separate orders on different pages.
3. Select the Print Barcodes check box to display barcodes on the pick list.
4. Select the Print Kit Components check box to display sales kit component parts on the pick list.
To learn more about Sales Kits, review the Sales Order

Processing chapter.
5. Set a filter to indicate the records to include on the report. Filters are available for orders and parts on the
Filter sheet.
Inquiries in the application are available that display a

part’s on-hand quantity and availability. These inquiry
programs, called Trackers or Dashboards, are reviewed in
the Epicor Environment chapter.
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Ship Parts to a Customer
Once the parts have been picked, you use Customer Shipment Entry to enter customer shipments and update
sales orders. You can ship parts from inventory or directly from a job.
To do this, you create pack records. A pack record can contain one or more detail lines that define the shipping
quantities sent out with each pack record. Because of this, you can ship multiple orders for the same customer
or ship-to location through the same pack record. When the pack record is ready to ship, it goes to a Staging
Area where users group the items into logical shipment stages. As each stage is shipped, the user confirms the
shipment was sent.
You receive warning messages if you attempt to enter

shipments for customers that are on credit hold. For additional
information on customer credit checking, refer to
the Customers and Accounts Receivable chapter.
To create a new customer shipment:
2. Select the Header > Detail sheet. From the Ship Via drop-down list, select how this pack record is shipped
to the customer. In the Ship Date field, enter the date on which this pack record is shipped. By default, the
current date displays.
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To shop for different shipping rates for the shipment, click

the Rate Shopping button beside the Ship Via field. The
Rate Shopping application opens and displays different
shipping options based on details in your shipment such
as the shipment weight. Select a shipping rate and the
Ship Via field displays the carrier you selected in the Rate
Shopping application. To use this feature, the Enable
Rate Shopping check box must be selected and the URL
to the Rate Shopping application must be defined for the
site in Site Configuration.
3. You are now ready to add detail lines to the pack record. Click the Down Arrow next to the New button;
select New Line.
To quickly open a new pack, you can click the New Line menu option. This enables a new pack without
the need to click the New Pack option.
4. The Lines > Customer Shipment Entry > Detail sheet displays. Enter the Order Number that you are
shipping. You can also search for sales orders by clicking on the Order Number button.
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If you are shipping the parts from a job, enter the Job
Number. You can enter a job number instead of a sales
order number. If you do not know the job number, click
the Job Number button to access the Job Search window
and browse for the desired job.
5. Click the Line/Rel button to search for the line to ship.
6. If you are shipping From Inventory, enter the quantity to ship in Our Ship Qty field.
7. The Warehouse defaults to the primary warehouse, but this value can be changed if necessary. Enter the
Bin from which you are picking the items.
8. If you are shipping From Manufacturing, enter the quantity to ship within the Our Job Ship Quantity
field.
9. Within the Job field, enter or find and select the specific job that is manufacturing the ship quantity.
10. If you need, define the Warehouse and the Bin that receives the manufactured items.
11. Notice if you have satisfied the detail line’s order quantity, the Shipped Complete check box is automatically
selected.
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12. If you are shipping a sales kit and you can ship individual component parts from it, click the Sales Kit
Component Issue tab. Use this sheet to select the specific compound parts and quantities that you ship
with this pack record.
13. If your company ships to a distribution center instead of directly to a customer, you need to specify the final
destination of the order. To do this, click the Mark For tab and define the Mark For Customer and Ship
To Address. You can also enter One Time Mark For information, if needed. This information defaults from
the sales order, but you can override these values on each customer shipment.
You can only ship component parts if the Must Ship Kit
Complete check box is clear on the parent part record.
To learn more about this check box, review the Parent
Part - Sales Parameters section within the Sales Order
Processing chapter.
14. If you have the Package Management license enabled, you have the ability to use the Pack Out sheet.
Use this sheet to select multiple lines from different sales orders and then package them together onto a
single pack record. The Pack Out functionality is discussed later in this chapter.
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15. Select the Summary sheet to review the pack record. Notice the customer listed on the selected order
displays within the Ship To and Sold To fields. In the Stage drop-down list, you can enter a new staging
area, or select an existing stage for this pack record.
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16. Review the detail lines within the Shipment Lines grid.
17. To load the outstanding quantity from the order release into the pack record’s detail lines, click the Ship
All button.
When selected on the Lines > Customer Shipment Entry

> Detail sheet, the Shipped Complete check box indicates
that all outstanding quantities on the order release is
fulfilled. The pack record is only considered fully shipped,
however, when the Shipped check box is selected on the
Header sheet.
18. Click the Actions menu, and select Print to print the packaging slips that will accompany the shipment.
When you print a packing slip, you have the option to enter a user description, include PCID details, assign
a legal number, and determine the report style in which you want to print the packing slips.
19. To complete the shipping transaction, click Save.
Serial Shipment Container Codes
You can ship customer shipments and master packs using Serial Shipment Container Codes (SSCC). You use
these codes to both improve the speed and reduce the costs of shipments.
Users can then scan and process products rapidly through distribution centers and other receiving locations. The
SSCC code identifies specific information about cartons, pallets, trailers, or other containers and electronically
exchanges information about the current state of a shipment. You can track these shipments throughout your
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supply chain flow using the SSCC code assigned to the shipment. This data exchange and tracking process is an
application of the GS1 System (originally called the EAN.UCC System). You use this application to optionally
define customer and package type specific SSCC codes.
The primary reason you use SSCC codes is to speed your

products through the shipping and receiving process. The
Electronic Data Interchange (EDI) Advance Ship Notice (ASN)
can be used with SSCC codes.
The graphic below shows the basic structure of the SSCC code and where you define the segments in the
application.
• Extension Digit = This value is the default Extension Digit defined in Legal Number Maintenance. It is the
first character of the SSCC code. As described previously, this value is also defined in packaging codes; these
values override the default value assigned on the legal number.
• UCC/EAN Company Prefix = Contains the default Prefix value defined in Legal Number Maintenance. This
value identifies your company.
• Serial Reference Number = This value is the Start Sequence/End Sequence defined in Legal Number
Maintenance. These values define the specific number for the shipment.
• Check Digit = This value is calculated by the application to confirm the number generated is correct.
You first define the Document Types you wish to assign to legal numbers. You next set up the legal numbers
you need to generate the SSCC codes during shipment processing. You can use these codes on packing slips
and master packs.
Document Types
Use Transaction Document Type Maintenance to define the document types assigned to legal numbers. A
document type links a system transaction to a unique legal number that generates when the transaction prints.
When you use SSCC codes, you need to set up a document type for packing slips or master packs, and then link
them to legal numbers.
Menu Path: Financial Management > General Ledger > Setup > Transaction Document Type
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2. Enter a Document Type code.
3. Enter a Description.
4. Select the appropriate System Transaction from the drop-down list. In this example, you select Packing
Slips.
5. If you want this transaction type to be the system default, select the Default for System Transaction
check box. This transaction type then defaults on all transactions, but you can change this value if you need.
6. Click Save.
Legal Numbers
Legal numbers can be a base tracking value you attach to a shipment. They can also be set up to generate unique
SSCC codes. Your shipments must either use the base legal number or the generated SSCC codes. Use Legal
Number Maintenance to set up legal numbers for packing slips or master packs. If you wish, you can then leverage
this program to define the structure and number of digits your company uses for SSCC. When you finish defining
the legal numbers and add these SSCC generation parameters, you then apply these codes in the Shipping /
Receiving module.
You cannot switch a shipment to use an SSCC code later. If a

shipment starts using a legal number, it uses this number during
the life of the shipment.
Menu Path: Financial Management > General Ledger > Setup > Legal Number
To enter a legal number:
1. Click the Down arrow next to the New button; select New Legal Number.
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2. Enter a Legal Number code.
3. Enter a Description for the code.
4. Select the appropriate Number Type for the SSCC code. Valid options for SSCC are Packing Slips and
Master Pack. In this example, Packing Slips is selected.
5. Select the Generate SSCC check box. This indicates you wish to use SSCC codes with this legal number.
When selected, the Default Prefix field becomes available.
6. Enter the Default Prefix for the code generation. Use this field to enter your company’s assigned GS1 or
UCC prefix. The SSCC Company Prefix is an eight digit code used as part of the generated SSCC code.
7. If you want the SSCC code to appear on the invoice after it is created, select the Display Number After
Generation check box.
8. Enter the Extension Digit. This single digit acts as the first character of the SSCC code and can also be
used to identify the type of package shipped in Packaging Code Maintenance. If a packing code uses a
different extension digit, however, this default value is overridden. For details, review the previous Packaging
Codes section.
You can also create and assign customer specific SSCC

codes. To do this, you create a unique legal number and
document type for packing slips or master packs and then
assign to a specific customer in Customer Maintenance.
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For more information on Customer Maintenance, read

the Customers and Accounts Receivable chapter.
9. Now define the serial reference start and end sequence. Click the Down Arrow next to the New button;
select New Default Sequence.
10. Enter the Start Sequence and End Sequence numbers. The application uses these numbers to generate
the serial number portion of the SSCC code.
11. You now must link the document type you previously created to the legal number. Click the Document
Type tab.
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12. Select the appropriate Document Type from the Available Document Type list.
13. Click the Right Arrow button to move the document type to the Assigned Document Type list.
Customer Shipment with SSCC Generation
Now that you have set up a legal number to generate SSCC codes, you can begin using them on shipments. You
generate unique SSCC codes for shipments within Customer Shipment Entry.
1. Click the Down Arrow next to the New button; select New Pack.
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2. From the Document Type drop-down list, select the type linked to the SSCC legal number. In this example,
you select Packing Slip.
3. Select the Header > Detail sheet. From the Ship Via drop-down list, select how this pack record is shipped
to the customer.
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4. In the Ship Date field, enter the date on which this pack record is shipped. By default, the current date
displays.
5. In the Package, pane, click the Code button, and select Pallet.
PLT appears in the Code field.
select New Line.
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7. The Lines > Customer Shipment Entry > Detail sheet displays. Enter the Order Number for the sales
order you are shipping.
8. Enter the sales order line and release number you are shipping in the Line/Rel field.
9. Click Save.
10. Select the Summary sheet.
11. Now you are ready to generate an SSCC code. Click the Actions menu. Highlight the Legal Number
submenu and select Assign Legal Number.
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12. A message displays with the SSCC code generated for this shipment. Click OK.
13. Notice the Legal Number field also displays the assigned SSCC code.
Combine Shipments
Use Container Landed Cost Entry to combine shipments of one or more suppliers. The combined shipment may
then be shipped into one or more containers. Landed costs (duties, indirect costs, and uplift percentages) are
defined for each shipment and applied to the part unit cost when received.
Menu Path: Material Management > Shipping / Receiving > General Operations > Container Landed Cost Entry
To create a combined shipment using landed costs:
1. Click the Down Arrow next to the New button; select New Shipment.
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2. A Shipment ID number displays on the Header > Detail sheet.
3. Enter your shipment information, including the Description.
4. Enter the Shipment Class.
5. In Shipping Days, enter the number days it takes for this container shipment to reach its destination; the
default comes from the shipping class you selected.
6. Enter the date the container was Shipped. The application adds the number of shipping days to calculate
a Due Date for the container shipment.
7. Optionally, record a Promised Date; this is the promised arrival date (if any) provided by the shipper of the
container.
8. Enter your Volume and Weight unit of measures.
9. Use the Indirect Costs sheet to apply any miscellaneous charges or credits to the shipment, if necessary.
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10. Click the Down Arrow next to the New button; select New Shipment Line for each shipment you wish
to combine.
11. Search for or enter a Purchase Order and select the Lines you wish to combine into the shipment.
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12. Enter additional line detail information, including the Volume and Weight unit of measure.
13. Continue to use the Actions menu to add shipment lines for each purchase order release you wish to include
on the shipment.
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14. When you finish, navigate to the Landed Costs sheet to enter landed cost information for the shipment.
Landed costs - including duties, indirect costs, and uplift costs - can be defined for each shipment and are
applied to the part unit cost when the shipment is received.
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15. Select a Disburse Method, including indirect cost method, quantity, value, volume, weight, and manual.
16. After entering your values, click the Disburse button.
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18. Click the Status drop-down list and select Shipped.
Ship Subcontract Items from a Job
Use Subcontractor Shipment Entry to ship WIP parts directly from a job to a subcontract supplier. For example,
you send out parts to be painted by your supplier.
Menu Path: Material Management > Shipping / Receiving > General Operations > Subcontractor Shipment
Entry
To enter subcontract shipment:
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2. Enter or search for the Supplier ID to whom you are shipping the materials.
3. Select a Ship Via code.
4. Select the Lines sheet.
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6. Enter the Job number and the Asm/Opr (assembly and operation) from which the subcontract WIP parts
are shipped.
7. Click Save.
8. To print the packing label or packing list, click the Actions menu and select Close.
9. Now click the Actions menu again and select Print.
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10. Select the Pack List check box.
11. Click OK.
12. Enter your report details and based on your desired results.
You can also process miscellaneous shipments with

Miscellaneous Shipment Entry. Users can ship non-billable
parts to customers through this process; inventory
transactions for the shipment are not created.
13. Click Print, Print Preview or Generate Only.
Miscellaneous Shipment
Use Miscellaneous Shipment Entry to process shipments for miscellaneous (non-billable) material. You can also
use this program to enter and print packs for the return of discrepant parts to a supplier from a Discrepant
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Material Report (DMR) record. For more information on the Discrepant Material Report, review the Quality
Assurance chapter.
Menu Path: Material Management > Shipping / Receiving > General Operations > Miscellaneous Shipment
Entry
1. Click the New button on the Standard toolbar. The Pack ID will remain zero until you first save the record.
2. Enter the Name of the customer to whom the shipment is being sent. You can enter this name directly, or
click Name to access the Ship To Search window and browse for a customer ship to or supplier purchase
point to whom the shipment is sent.
3. Enter the Address, City, State, Postal Code, and Country for the shipment.
4. Select the appropriate Ship Via.
5. Select the package Code and Classification for the shipment.
6. Click Save.
7. The Pack ID is assigned.
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9. On the Lines > Detail sheet, enter the Part for this miscellaneous shipment line. This part does not have
to be from the Part master table. In this example, the part number is not from the part master file.
If a part number from the Part master is entered, it will

not be invoiced, the entered line quantity will not be
relieved from inventory, and a Part transaction record will
not be created.
10. Enter a Description for the part number.
11. Enter the Quantity for the shipment line.
12. Click Save.
13. Click the Actions menu and select Print to print the Packing Label and Pick List.
14. To close the shipment, click the Actions menu and select Close.
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Standard Pack Out
Pack Out is a method of shipping that optionally uses a barcode scanner to record and track the packing flow.
An example of a standard pack out system is a typical grocery store checkout process, where items are scanned
during the purchase phase and then moved down the conveyor into the bagging area. This methodology provides
a fast and accurate system of tracking carton contents when using a bar code scanner or hand-held scanning
device.
During the following example, you will ship a sales order using standard pack out functionality. In addition to
the Standard Pack Out, you can also process a Master Pack Shipment and a Phantom Pack Shipment. You use
the Master Pack to combine separate pack IDs into one master package group shipped as one shipment. A
Phantom Pack is a pack whose contents are not defined at the part level; for example, the ID, weight, and recipient
for a case are important, but the contents are unimportant.
You use the Customer Shipment Entry > Pack Out sheet to create, pack, and unpack Pack IDs using a bar code
scanner. The fields are automatically enabled and disabled, so you can easily scan data in the fields and only
minimally use your mouse.
Before you process a pack out shipment, you must first create a sales order. Review the Sales Order Processing
chapter for information on using Sales Order Entry.
1. Select the PackOut sheet.
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3. Enter or scan the Order Number for which you want to ship.
4. Select the Package Code for the shipment.
5. In the Part field, enter or scan in the part number for the shipment.
6. Notice the Match Found icon displays. Enter the shipment quantity in the Qty field.
7. To print the packing list and shipping labels, click the Actions menu and select Print.
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8. When you complete the shipment, click the Actions menu and select Close.
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Master Pack Out
The Master Pack Out workflow contains functionality you leverage to combine several shipments into one large
shipment. These large shipments are called master packs. Utilize this functionality to improve the efficiency of
your shipments, as you both reduce the number of shipments and organize how part quantities reach your
customers.
Master Pack Shipment Entry
Use Master Pack Shipment Entry to combine separate pack IDs (master packs) into one master pack group to
ship as one shipment. You can select the shipment type for the master pack, but the pack is then restricted to
only shipments of that type.
In addition, all pack IDs must have the same ship-to address as the first pack ID added to the group.
Menu Path: Material Management > Shipping / Receiving > General Operations > Master Pack Shipment Entry
To create a new master pack:
1. Click the Down Arrow next to the New button; select New Master Pack.
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2. The Shipment Type defaults to Sales Order.

To enable a new Master Pack, you can additionally click New Pack to open a Master Pack and New Pack
simultaneously. This directs you to this field to select the Master Pack Shipment type.
3. In the Stage field, select Staging Area 1.
4. Enter a Ship Via method for the shipment.
5. If you want to define the type of package used for the shipment, navigate to the Package pane of the
sheet, and select a select a package Code. In this example, CRTN (Carton) is selected.
6. The Length, Width, and Height default from the package code you select.
7. Now add separate packs to the master pack. Click the Down Arrow next to the New button; select New
Pack.
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8. On the Lines > Detail sheet, enter the first Pack ID you want to include in this master pack.
9. Click Save.
10. To enter additional packs to the master pack, click the Down Arrow next to the New button; select New
Pack.
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11. Add each new pack ID and click Save. To print the master packing slip and labels, click the Actions menu
and select Print Pack.
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12. Click the Print button to generate the packing slips and labels.
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13. From the Actions menu, select Stage. m
14. Navigate to the Summary sheet. The Pack ID field displays the Master Pack ID number. Record the Master
Pack ID number ________.
15. Click Save and exit Master Pack Shipment.
Stage Ship Confirm
Use the Stage Ship Confirm program to confirm shipments of staged pack IDs or master packs. You can then
filter these staged pack IDs by stage number, shipping status, shipment type, and ship via method. Lastly, you
can confirm the selected stage of each pack ID.
Menu Path: Material Management > Shipping / Receiving > General Operations > Stage Ship Confirm Entry
1. Click the Search button on the Navigation toolbar to search for and select the Master Pack created in the
previous workshop.
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2. In the Date Shift field, verify Today defaults.
3. Click Select All.
4. Click the Actions menu and select Ship Confirm.
5. The Ship Status check box is selected indicating the package has been shipped.
6. Click Save and exit Stage Ship Confirm.
Master Pack Search
Use the Pack ID search buttons on the Summary and Lines > Detail sheets of the Master Pack Shipment Entry
program to do a more advanced search for previously entered packs. This allows you to do a more refined search
for Packs and Master Packs and modify them as needed.
Navigate to the Master Pack Shipment Entry Program in order to use the Master Pack search.
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Menu Path: Material Management > Shipping / Receiving > General Operations > Master Pack Shipment Entry
1. Click the Pack ID button.
The Master Pack Search window displays.
2. Select the Shipment Type field, and to search for a shipment type of Sales Order, Inter-Company Transfer,
Subcontract, or Miscellaneous.
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3. Select the Ship Via to search by the shipping method.
4. Select a Starting At number to search with the principal number of a Pack ID.
5. Select a Status to search packs that are Open, Closed, Freighted, Staged, or Shipped.
6. Click the Customer button to search for packs associated with specific customer records.
7. Select the Ship-To to search for a shipping location that is different than the default shipping address.
This field is only enabled if a customer is selected in the search.
8. Click Search.
9. In the Search Results Grid, select a Master Pack Num.
In the Lines > Detail tab, the Pack ID search the user is
able to select multiple lines to add multiple lines at once
to a master pack.
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10. Click OK.
11. The Master Pack Shipment Entry > Summary sheet populates.
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Phantom Pack Out
Phantom pack out functionality provides the ability to ship all items on an order, or multiple orders, under a single
pack ID. When you create a pack ID, the number of cartons you need is determined. Any cartons with tracking
numbers, size and weight, and freighted costs are sent to the shipping manifest process. Required shipping labels
are then generated for each physical box.
Phantom Pack out is particularly useful when you do not want or need to take the time to record the contents
of each box as a separate Pack ID. Use this feature to quickly complete shipments and generate shipping labels
that will go to the same ship-to location. Since the contents of each box in the shipment are not recorded, you
cannot always use phantom pack out for international shipments however, it is available for some international
shipments.
For a pack to be marked as a phantom pack, it must meet the following requirements:
• Work stations must be manifest enabled.
• The status of the pack must be Closed.
• It cannot be a master pack, or be assigned to a master pack.
• Contents of the entire Pack ID, and not each individual phantom pack, are moved to the manifest system.
To enable the manifest workstation on your client machine:
1. From the Main Menu, click the Options menu and select Change Workstation.
2. Select the appropriate workstation from the list.
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3. Click OK.
Customer Shipment Entry
2. Select the Header > Detail sheet.
3. From the Ship Via drop-down list, select how this pack record is shipped tothe customer.
4. In the Ship Date field, enter the date on which this pack record is shipped. By default, the current date
displays.
5. Enter the Stage for the shipment.
select New Line.
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7. The Lines > Customer Shipment Entry > Detail sheet displays. Enter the Order Number you are shipping.
You can also search for sales orders by clicking on the Order Number button.
8. Click the Line/Rel button to search for the line to ship. Continue adding additional lines to the shipment
as required.
9. Click the Actions menu and select Close.
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10. Select the Manifest Info > Phantom Details sheet.
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11. Select the Phantom Pack check box.
12. Enter the Number of Cases to Create.
13. If you select a Package Code, the manifest will use the default Length, Width and Height defined for the
specified Package. If you do not select a package code, you can manually enter the Length, Width, and
Height after you create the cases.
14. Click the Create Cases button.
15. The case information generates in the grid. If you have not selected a default package code, you can enter
the dimensions of the cases in the grid.
16. If you have a scale configured for this workstation, you can calculate the weight value for each case. To do
this, click the Actions menu and select Get Case Weight.
17. Click the Actions menu and select Print to print the packing slips and shipping labels for the cases.
18. Click the Actions menu and select Stage.
19. The Status on the shipment changes to Staged.
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Stage Ship Confirm
Menu Path: Material Management > Shipping / Receiving > General Operations > Stage Ship Confirm Entry
1. Click the Search button on the Navigation toolbar to search for and select the appropriate Master Pack
ID.
2. The Stage Ship Confirm Search window displays various fields you can use to filter the records. In this
example, only one Master Pack record was retrieved, so you do not need to select any filters. In some
situations, however, you may need to filter the stages to find the ones you need.
3. Select the master pack record you wish to confirm.
4. Click OK.
5. Click the Actions menu and select Ship Confirm.
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6. Notice the Ship Status check box is selected and the Ship Date is added to the pack ID. These values
indicate the shipment is confirmed.
Handheld Customer Shipment Entry
If you use the Data Collection module, you can process different transactions in the application by entering and
updating records through a handheld device. Leverage the handheld version of Customer Shipment Entry to scan
or enter packing slip information.
To learn more about the Packout and Handheld functionality,

refer to the Epicor ERP Packout and Handheld courses.
Menu Path: Material Management > Data Collection > Handheld > Shipping / Receiving > Customer Mass
Shipment
1. Enter or scan the Order number for the shipment.
2. Either click the Process button or press <F2> on the keyboard to continue.
3. The customer shipment line item information displays.
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4. Either click the Edit button or press <F3> if you need to update the packing line item information.
5. In the Edit Packing Line window, enter any changes to the shipment, such as quantity, warehouse, and
bin information.
6. Either click the Ship Complete button or press <F6> to ship the line item complete.
7. If you have updated the shipment quantity, either click Save or press <F2>.
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8. Either click the Print button or press <F6> to print the packing slip or labels.
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9. In the Print Packing Slip window, either click the Print button or press <F2>.
10. In the Customer Shipment window, either click the Ship button or press <F2>.
Receive Materials
Receipt Entry is used to record the physical receipt of all inventory materials, non-inventory materials, and
subcontract parts.
Receipt line items are either Purchase Order or Miscellaneous type receipts. You use the Purchase Order type to
record material received against purchase order releases to stock inventory, directly to a job operation, or to a
job subcontract operation. The Miscellaneous type material is used for receipts not associated with a purchase
order; these are typically non-inventory items such as office supplies. You can also receive parts to inspection in
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this program. If you do, you need to use Inspection Processing found in the Quality Assurance module to complete
this process. For more information on this process, review the Quality Assurance chapter.
Receipts of parts returned by the customer are handled through

the RMA Processing program. This process is discussed in the
Customer Returns chapter.
Receive Materials Directly to a Job
Menu Path: Material Management > Shipping / Receiving > General Operations > Receipt Entry
1. Enter the purchase order number that you are receiving in the PO field.
2. Enter your supplier’s packing slip identification number in the Packing Slip field.
3. The application displays the Arrived Lines for this receipt. Purchase order line items display as arrived until
they have been received for the packing slip specified.
4. Select the Received All check box to receive all the lines in the Arrived Lines grid. Notice the icon changes
from Arrived to Received when the lines are received.
5. On the Lines > Detail sheet, notice this purchase order was originally set up directly to a job.
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6. In the Lines > Detail > Job sheet, the job number, assembly, and operation numbers automatically display,
and the material is shown as being issued to the job complete. These parts still need to be delivered physically
to the job in process or to the work in process staging area.
7. Select the Inspection Req check box to indicate the parts specified on this receipt must be inspected when
they arrive at your location. If this check box is selected on either the part class or supplier record involved
with the receipt, this check box is automatically selected and cannot be changed.
8. Click the Actions menu and select Print Tags. You can print one tag for the entire receipt quantity, or a
tag for each container.
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9. To generate the tags, click Print on the Standard toolbar.
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Receive Materials from a Combined Shipment

Menu Path: Material Management > Shipping / Receiving > General Operations > Container Receipt Entry
1. Enter the shipment number that you are receiving in the Shipment ID field.
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2. The application displays the Arrived Lines for this receipt.
3. To receive the line, on the Stock > Detail sheet, select the Line Received check box.
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4. Notice the icon changes from Arrived to Received when the line is received.
Drop Shipments
Drop shipping is a supply chain management technique in which the seller does not keep goods in stock, but
instead transfers customer orders and shipment details to a third party (such as a manufacturer or wholesaler),
who then ships the goods directly to the customer. The seller makes their profit on the difference between the
wholesale and retail price.
Drop shipments are directly shipped by your suppliers to your customers. These goods are never physically received
into or shipped from your physical inventory because your supplier directly ships the goods. Because of this, the
application prevents drop shipment transactions from being processed using the standard receiving or shipment
programs.
You use Drop Shipment Entry to mark a drop shipped sales order release as shipped and mark the linked PO
release as received. Once the drop shipment transaction is selected as received/shipped in Drop Shipment Entry,
you can create a customer invoice for the drop shipped item using AR Invoice Entry, and enter a supplier invoice
received for the purchased item into AP Invoice Entry. You do this in the same way as you process invoices for
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regular customer shipments and received purchases. Read the Customers and Accounts Receivable chapter for
more information on AR Invoicing and the Suppliers and Accounts Payable chapter for information on AP Invoicing.
Menu Path: Material Management > Shipping / Receiving > General Operations > Drop Shipment Entry
To add a drop shipment entry:
1. Click the Down Arrow next to the New button; select New Drop Shipment.
2. In the PO field, enter the PO number that you plan to drop ship to your customer. You can also click the
PO button to search for and select your purchase order.
3. In the Packing Slip field, specify the packing slip identifier for the drop shipment entry. The application
uses this to create a shipment record for drop ship sales orders, and a receipt record for drop ship PO releases.
When the sales order was entered, the Drop Ship check
box was selected indicating this order is being drop
shipped by your supplier to your customer. For more
information on sales order entry, read the Sales Order
Processing chapter.
4. Select the appropriate Ship Via.
5. The Customer Ship To information defaults in from the purchase order; if you need, however, you can
change this value.
6. Click Mass Drop Shipment to process a mass drop shipment transaction for the selected pending PO and
drop shipment lines.
7. Click Get All to select all pending PO and drop ship lines that have not yet been processed.
8. Click Clear All to remove all selected pending PO and drop ship lines not yet processed from this window.
9. Click Update to process and update the selected pending PO and drop shipment lines.
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10. Use the Pending PO Lines sheet to view all pending drop shipment PO release lines for the purchase order
number specified in the PO field. Double-click a specific pending PO Line record to process or edit a pending
drop ship line.
11. The Drop Ship Lines > Detail sheet displays the first line as Complete.
12. Click Save.
13. The Tree View now displays Drop Ship Lines (2) and Pending PO Lines (1). Double-click the second PO Line
to process the drop shipment for this line.
14. The Drop Ship Lines > Detail sheet displays the second line as Complete.
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15. Click Save.
16. Once the goods have been hipped and received to your customer, click the Summary sheet and select the
Received/Shipped check box to indicate the shipment can be invoiced in Accounts Receivable and Accounts
Payable.
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Transfer Orders
Transfer orders are orders you create to move inventory from one Site to another. You use Transfer Order Entry
to create the order to move the part quantities, transfer the inventory from one Site, and then receive the inventory
into another Site.
Transfer Order Entry
Menu Path: Material Management > Inventory Management > General Operations > Transfer Order Entry
To create a new transfer order:
2. The To Site defaults from the Site you are currently logged in to. In this example, you are logged in to the
Main Site.
3. Select the From Site. This value is the Site from which you are transferring the inventory.
4. Select the appropriate Ship Via code.
5. Click Save.
6. The Transfer Order Number is assigned.
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8. On the Line > Detail sheet, enter the Part Number for the transfer order.
9. Enter the Quantity.
10. Enter a Need By and Ship By date.
11. Select the Shipping Warehouse and Shipping Bin locations.
12. Click Save.
If you are using Material Requirements Planning (MRP),

you can use the Transfer Order Workbench to work with
transfer order suggestions that were created by the
Process MRP program. For more information on MRP,
review the Material Requirements Planning chapter.
Transfer Order Shipment Entry
Use Transfer Order Shipment Entry to enter the shipment of an inter-Site transfer. If your Site record is set up for
direct shipping, you can also use the Direct Shipment functionality to ship parts to another Site without using an
existing transfer order.
Menu Path: Material Management > Shipping / Receiving > General Operations > Transfer Order Shipment
Entry
1. Click the New button to create a new Pack ID for the shipment.
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2. Select a Ship Via for the shipment.
3. Optionally enter the Tracking Number and Weight.
4. In the Package pane, select the appropriate Code and Classification.
5. Click Save.
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7. On the Lines > Detail sheet, select or enter the Transfer Order Number for the shipment.
8. Select the transfer order Line.
9. Enter the shipment Quantity.
10. You can optionally change the default Warehouse and Bin from which the inventory is being shipped.
11. Click Save.
12. On the Summary sheet, select the Shipped check box to complete the shipment.
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13. If your Site is configured to allow shipments without a transfer order, you can use the Direct Shipment
option. This option is found on the Actions menu.
Receive Transfer Order
Use Receive Transfer Order to process a receipt of a transfer order shipment. In order to receive the transfer order
shipment, you must first change sites to the plant receiving the goods.
Menu Path: Material Management > Shipping / Receiving > General Operations > Receive Transfer Order
To receive a transfer order:
1. In this example, you will receive the goods in the Rockford Plant. You select this plant on the Tree View
on the Main Menu. You can also use the Change Plant button.
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2. Click the Pack ID button to search for and select the pack ID for the transfer order shipment.
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3. In the Transfer Order Search window, select the Pack ID you are receiving.
4. Click OK.
5. Click the Actions menu and select Receive All.
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6. Click Save.
7. The Received Lines sheet now displays the completed receipt.
Bill of Lading
A bill of lading is a shipping document carriers use to identify cargo. These documents can be created automatically
from existing pack IDs or they can be created manually. You use the Bill of Lading program to enter and update
these records.
Menu Path: Material Management > Shipping / Receiving > General Operations > Bill of Lading Entry
2. If you have a Pack ID or Master Pack ID already created, you can click the Actions menu and select Link
Pack / MP to default in the bill of lading information. In this example, you create a manual bill of lading
that is not linked to a Pack ID or Master Pack record.
3. Use the Generate option to select the packs to include for creating bills of lading.
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4. In the ID... field, enter the Customer/Supplier ID.
5. Select the appropriate Ship To location.
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7. On the Summary > Lines sheet, enter the Number of Packages for the bill of lading.
If you have a linked pack ID, all of the bill of lading line
information defaults from the pack record.
8. Select the appropriate package Classification.
9. Select the Packaging Code.
10. Enter the Weight and Weight Unit of Measure for the line item.
11. The Rate specifies the amount per package that you pay to ship this line.
12. Click Save.
13. To print the bill of lading, click the Actions menu and select Print BOL Form.
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Epicor ERP Application User Guide Customer Returns | Chapter 19
Chapter 19: Customer Returns
You enter customer returns through Return Material Authorization (RMA) processing. The RMA record is the document
used to control the returned parts. It identifies the customer, items returned, notes about the returned items, and the
status and disposition of each item.
In general, a return goes through the following processes:
• Customer service creates an RMA.
• Receiving is given the items against the RMA.
• Inspection looks over the items and determines what should be done. For example, can the items be returned for
rework, scrapped, or returned to stock?
• If necessary, order processing is alerted to create a new requirement.
• Accounting is alerted to issue credit as needed.
Other modules interface with RMA processing - Quality Assurance, Enhanced Quality Assurance, General Ledger, and
Accounts Receivable. Depending on which modules you have licensed, additional processing options may be available.
Setup
You may need to set up some parameters within Company Configuration. Some modules have global settings
Operations
This section details the operations available when processing return material authorizations. Each operation is
Return Material Authorization (RMA) Processing
RMA Processing is used to control and track the return of items from the customer. You enter information about
the return quantity and that information is passed along to different groups that need to take action - such as
inspection, billing, and order processing.
The application does not automatically create credit or shipping transactions or rework jobs based on these
returns. Return material authorization processing just provides the communication vehicle to make sure the
necessary actions are taken for customer returns. Based on the reason for the return and the customer needs,
you enter or change jobs, create credit transactions in Accounts Receivable, or reship part quantities as you need.
Menu Path: Sales Management > Order Management > General Operations > RMA Processing
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Chapter 19 | Customer Returns Epicor ERP Application User Guide
RMA Summary
You use the Return Material Authorization Summary sheet to enter return authorization heading information
such as RMA number, date, and customer. You also use this sheet to create a new return or to change an existing
return.
To create a new RMA entry:
2. The RMA number defaults in as zero; however, the application assigns the next number to the RMA after
you save the entry.
3. Enter the date the RMA is issued in the RMA Date field.
4. Enter the Customer ID for the customer requesting the return.
5. By default, the Primary Billing Contact displays in the Contact drop-down list. If you need, you can select
a different contact from this list.
6. If alternate bill to locations are available on this customer record, you can select an alternate billing location
from the Bill-To drop-down list. If no alternate bill-to locations are available, the Same As Sold To option
displays.
7. If known, you can enter a Debit Memo identifier as well.
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RMA Line
Once the RMA header is defined, you can then add detail lines to the RMA. RMA lines are added on the Details
sheet.
To add RMA lines:
2. You can now enter line information on the Detail sheet. In the Order/Line/Rel field, enter the sales order
and line reference for this return. You can enter this number directly, or, you can click the Order/Line
button to find and select it.
You do not have to reference a sales order, but if you do

reference one, it must be a valid order for the customer
specified on the header of the RMA.
3. Enter the Part number and Revision for the part being returned. You can also click the Part/Rev button
to access search to find and select the part number. The part does not have to exist in your part master file;
however, if you entered a sales order and line reference in the Order/Line/Rel field, the part and revision
from the sales order display as the default.
4. Select the Reason why the customer is returning the material.
Reason codes are defined in Reason Code Maintenance.

For more information, review the topics for this program
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5. The Ship To Contact group box populates with the information from a linked sales order. If you need, you
can change this contact information.
6. If you are receiving a part quantity that uses serial numbers, you must click the Serial Numbers button to
find and select the serial number for each returned part quantity.
7. Enter the Quantity of the part being returned.
Print RMA
RMA Processing provides the communication tools to ensure the necessary actions are taken for customer returns.
Based on the reason for the return and customer needs, you can enter or change jobs, create credit transactions
in the Accounts Receivable module, or re-ship parts as necessary.
When you finish entering RMA lines, you are ready to print the RMA.
To print RMAs:
1. Click the Actions menu and select Print RMA Form.
2. The RMA Processing – RMA Form window displays.
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Receive an RMA
You handle RMA receipts within RMA Processing. The receipt details track the returned part receipts and the
status of each return.
To initiate a receipt of items on an RMA:
1. Click the Down Arrow next to the New button; select New Receipt.
2. The Receipts > Detail sheet displays. The current date displays in the Date field, but if you need, you can
change this value.
3. The Part Number from the RMA detail line displays.
4. You enter the Quantity returned through this receipt. This value can be whole or in decimals, depending
on if decimal places are available with the selected unit of measure code.
5. The Unit of Measure drop-down list displays all the unit of measure codes available for the current company.
Select the unit of measure code that best reflects the unit through which the quantity was returned.
6. Select the Request Move check box to indicate this returned material quantity must be moved to another
location. This check box is available if you use the Advanced Material Management module.
7. Review the This Receipt value to see the quantity defined for the selected RMA detail line. The unit of
measure code for the RMA detail line quantity also displays. You cannot change these values.
8. The Warehouse drop-down list defines the warehouse into which you are receiving this returned part
quantity.
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9. The Bin field defines the bin into which you are receiving the returned part quantity. If you do not know
the bin, click the Bin button to find and select it.
If you use the Quality Assurance module, you can receive

these items into an Inspection location.
10. Use the Lot field to specify the lot of the part quantity being returned. If you track lots for the selected part,
you must enter a lot for it. If you do not know the lot reference, click the Lot button to find and select the
lot record. You activate lot functionality for a specific part record within Part Maintenance.
11. If you are receiving a part quantity that uses serial numbers, you must click the Serial Numbers button to
find and select the serial number for each returned part quantity.
12. To complete the transaction, click Save on the Standard toolbar.
13. You can optionally view all receipts for an RMA by selecting the Receipts > List sheet.
Request a Credit for Returned Material

Once material has been received, a Credit Request can be initiated through RMA Processing. This record is only
a request for credit. The actual credit memo is generated though Invoice Entry; to do this, you use the Get RMA
Credits command found under the Actions menu.
1. Within RMA processing, click the Summary tab, and select the Credits tab.
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2. Click the Add Credit Memo button to initiate the request for credit.
3. The AR Invoice Maintenance window displays with credit information that defaults from the RMA. Because
you entered a sales order number on the RMA, the application looks up the pricing from the order referenced
and applies that information to the credit memo.
Refer to the Customers and Accounts Receivable chapter

for additional information on creating credit memos.
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4. Click Save on the Standard toolbar and close AR Invoice Maintenance.
5. A new line displays within the RMA Credit Requests grid.
6. Within RMA Processing, click Save.
This process generates a request for credit that is either approved or denied by your accounts receivable department
through AR Invoice Entry. The RMA number is referenced on the invoice (credit memo) when it is posted.
RMA Disposition
Once RMA materials are received into an inspection location, you must disposition them. The inspector reviews
the RMA receipts and determines whether to disposition the material quantity back to inventory, to a job (for
repair), or reject it.
For information on DMR Processing, refer to this section within

the Quality Assurance chapter.
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If the Quality Assurance module is implemented, an RMA disposition typically occurs using Inspection Processing
from this module. The disposition process is very similar, except failed items flow into DMR Processing (Discrepant
Material Report). If you are not using the Quality Assurance module, then you must use RMA Disposition in the
Order Management module.
Menu Path: Sales Management > Order Management > General Operations > RMA Dispositions
To disposition the material on an RMA:
1. Click Search on the Standard toolbar to launch a search for RMA receipts.
2. Select the RMA to disposition and click OK.
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4. Enter your disposition for the item in the Dispose To field. In this example, you are dispositioning the item
back to stock.
5. Enter the Quantity being dispositioned.
6. The Unit of Measure drop-down list displays all the unit of measure codes available for the current company.
Select the unit of measure code that best reflects the unit by which the quantity was returned.
7. Indicate who inspected the returned quantity by selecting this person from the Inspected By drop-down
list.
8. Select the Warehouse and Bin location which is receiving the returned part quantity.
9. If you are using the Enhanced Quality Assurance module, the Inspection Data button is available. Click
this button to enter inspection results for RMA materials.
For more information on how to enter inspection results

and other programs in the Enhanced Quality Assurance
module, review the Quality Assurance chapter.
10. Optionally, enter any comments related to the disposition on the Comment sheet.
11. Click Save.
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Reports
This section describes a key report you use to monitor open return material authorizations. You can run this
report whenever you need. You can also set up this report to generate and print through a recurring, automatic
Open RMA Report
The Open RMA report lists information for all RMAs that have an Open status. The information on this report
includes the date and number of the RMA, the customer address, the part’s line item information, and the reason
for its return.
Menu Path: Sales Management > Order Management > Reports > Open RMA
1. In the Report Options section, enter a From Date and To Date.
2. You can optionally apply a filter based on specific customers and/or parts on the Filter > Customer sheet
or Filter > Part sheet respectively.
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3. To apply a filter on a specific customer, for example, click the Customer button, and select a customer from
the search window that displays.
4. When you have selected the customers you want displayed on the report, click OK.
5. When you finish, click Print.
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Epicor ERP Application User Guide Asset Management | Chapter 20
Chapter 20: Asset Management
Use the Asset Management functionality to accurately process your company’s assets. Within the application, assets
are resources owned by a company that hold value and can be converted to cash. Leverage setup programs within the
module to create, organize, and define asset depreciation parameters. Various depreciation methods and conventions
are available, including user-defined formulas that calculate depreciation through a method specifically targeted to
your business and legal requirements.
With the Fixed Asset Mass Changes program, you can efficiently modify characteristics for a group of assets. Three key
programs are available to help you record activities relating to your assets – Asset Addition Entry, Asset Disposal Entry,
and Asset Impairment Entry. Each activity is a separate transaction type.
The Asset Management module supports multi-currency for asset addition transactions. Asset purchases are recorded
in the transactional currency of the Accounts Payable invoice, in addition to the company and reporting currencies.
The company currency is used for miscellaneous and transfer additions from inventory.
After you enter and post asset activities, view activity details in the Asset Tracker. The Asset Tracker displays transactions
and the associated cost and status summaries. Using this information, your company can accurately calculate and
report asset costs.
Finally, Asset Management provides tools for financial reporting. The Asset Overview Report tracks the status of your
fixed assets and their depreciation, addition, disposal, and cost information. You can print physical labels for assets
using the Asset Labels Report. To report on depreciation for an asset during a fiscal year and period time range, view
the Asset Depreciation Report.
Setup
This section describes the primary records you need to create for the Asset Management module. These programs
are contained within the Setup folder for the module. Only the primary records are described here. Some areas
within the next Operations section may also document setup records if they are required for a specific workflow.
For more information on setting up this module, review the Company Configuration chapter in the Epicor ERP
Asset Register Maintenance
Use Asset Register Maintenance to create, edit, and delete asset registers. An asset register represents a financial
view of an asset. A financial view is defined by a group of parameters that control all valuations of the asset and
when valuations are recognized. Optionally, you can also link an asset register to a General Ledger book.
You create an asset register that contains parameters for depreciation conventions, depreciation methods,
production units, estimated life, asset calendar, and so on. Most parameters are specific to an asset and are
defined as properties of the asset. Only one asset calendar can be selected per asset register. All assets included
in the register use the same asset calendar.
You should link an asset to at least one asset register, but each asset may be linked to multiple registers. All
activities controlled by parameters (depreciation, disposal) and amounts that result from these activities are
recorded, maintained, and reported per asset register.
The GL book linked to an asset register is added to record all

asset activities. If an asset is included in multiple registers,
different depreciation parameters in the asset registers can
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Chapter 20 | Asset Management Epicor ERP Application User Guide
affect the values posted in depreciation and disposal

transactions.
Menu Path: Financial Management > Asset Management > Setup > Asset Register
To create an asset register:
2. Enter the Asset Register identifier you need.
3. Enter the Description for this asset register.
4. If necessary, select the GL Book for this register.
5. The fiscal Calendar defaults from the selected book; if you need, you can change this value.
For more information on how to set up GL books and

fiscal calendars, review the General Ledger chapter of the
6. Click Save.
Asset Class Maintenance
Use Asset Class Maintenance to enter asset class records. You leverage asset classes when you want to group
assets together on reports to see assets divided by General Ledger divisions and departments. Asset classes are
optional, but highly recommended. They prevent the need to have a group code for all possible division/department
and asset type combinations.
Menu Path: Financial Management > Asset Management > Setup > Asset Class
To create an asset class:
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2. Enter the asset Class identifier you need.
3. Enter a Description for this asset class.
4. Click Save.
5. You are now ready to select the GL control type and code for the asset class. Click the Down Arrow next
to the New button; select New GL Control.
6. The GL Control > Detail sheet displays.
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7. Click the Type button to find and select the GL Control Type.
8. Click the Control button to find and select the Control Code.
Asset Group Maintenance
Use Asset Group Maintenance to enter asset groups. You can select GL controls that define the accounts associated
with the group. The GL Controls are used for the journals to post depreciation, asset additions, asset disposals,
and asset impairments. Examples of group codes are Site and machinery, office equipment, motor vehicle leased,
and motor vehicle owned.
Main Menu Path: Financial Management > Asset Management > Setup > Asset Group
To create an asset group:
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2. Enter the asset Group Code identifier.
3. Enter a Description for the asset group.
4. If necessary, select a category for the group from the Report Category drop down list. This is typically used
for the Asset Annual Schedule report to group categories together.
5. Click Save.
6. You are now ready to select the GL control type and code for the asset group. Click the Down Arrow next
to the New button; select New GL Control.
7. The GL Control > Detail sheet displays.
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8. Click the Type button to find and select the GL Control Type.
9. Click the Control button to find and select the Control Code.
Spread Code Maintenance
Spread codes distribute asset depreciation costs per the days during which you want to charge depreciation.
These codes define the time period that serve as the basis for depreciation processing. Spread Codes can distribute
values per fiscal years (Year Type) or per fiscal periods (Period Type).
In a Period Type scenario, a company is closed two weeks in August and another two weeks in December. Fewer
working days in these months means less use of the assets, and because of this, less depreciation. The spread
codes for these fiscal periods should declare fewer days than spread codes for other fiscal periods. You can define
the number of days per period that you want to charge depreciation.
Use Spread Code Maintenance to establish spread codes and spread values for asset depreciation. Spread values
can be created manually or be automatically generated. From the Actions menu you can also import spread
values from another file or export spread values to a location outside of the Epicor application.
Menu Path: Financial Management > Asset Management > Setup > Spread Code
To create a spread code and values:
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2. Enter the Code identifier you need.
3. Enter a Description for the spread code.
4. Select the Spread Code Type (Period or Year) from the drop-down list.
5. Select the fiscal calendar from the Calendar drop-down list.
6. Click Save. You are now ready to create spread code values.
7. You create spread code values manually or automatically generate them. To manually create a spread code,
click the Down Arrow next to the New button; select New Spread Value.
8. In the Values grid, select the fiscal information.
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9. In the Value field, enter your spread value. The value could be the number of days, annual charge, period
charge, or any value that is used to calculate the fiscal period’s depreciation amount.
10. To automatically generate spread values, from the Actions menu, select Generate.
11. The Generate Values window displays.
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12. Click the Fiscal Year / Suffix button to find and select the appropriate value. You can also enter the value
directly. The generated values are placed in the selected fiscal year.
13. Now click the Assign Values drop-down list to define how these values generate. The available options
are Number of Days, Prorate Amount, and Do not Assign.
14. If you want to remove any previous values for the selected period, select the Override existing values check
box. You then generate completely new values for this period.
15. Click the Generate button to generate the spread values based on the parameters selected.
16. In the Values grid, verify the spread values were generated.
Notice the spread value you manually created for Fiscal Period 1. This value was not altered because the
Override existing values check box was not selected when you automatically generated spread values.
17. Click Save.
Depreciation Method Maintenance
Use Depreciation Method Maintenance to specify depreciation methods for assets. Several methods are available
for you to calculate depreciation. These methods are based on either the passage of time or the level of activity
(or use) of the asset. If you need, you can also define custom formulas to calculate depreciation.
Menu Path: Financial Management > Asset Management > Setup > Depreciation Method
To enter a depreciation method:
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2. In the Method field, enter an identifier for the depreciation method.
3. Enter a Description for the depreciation method.
4. Click the Depreciation Charge Basis drop-down list to select the charge to expense or charge against revenue
basis in compensation for depreciation. Available options:
• Annual - Calculates the depreciation amount the asset receives for the year and (either prorating equally
or using a spread code) distributes the value per each period.
• Period - Calculates the depreciation amount per each individual period.
Depending on the option you select, the Annual Charge or the Period Charge section activates.
5. Select the calculation you want from the Calculation Method drop-down list. The available options are:
The formulas listed here are for Annual methods. For

Period methods, only the Use Fixed Value, the Use Spread
Code, and the User Formula methods are available
• Rate Straight Line - This depreciation method uses an annual depreciation charge basis. It calculates
the annual charge using a percentage value. The period charge is calculated by prorating the annual
charge equally (each period receives an equal charge).
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• Life Straight Line - This depreciation method uses an annual depreciation charge basis. It calculates
the annual charge using the estimated usability, or life span, of an asset. The period charge is calculated
by prorating the annual charge equally (each period receives an equal charge).
• Sum of Years Digits - This depreciation method uses an annual depreciation charge basis. The annual
charge is calculated by subtracting the Residual Value from the Asset Cost and multiplying this result
against the Year Number divided by the Sum Years digits. The year number represents the number of
years remaining for depreciation. The sum of years digits represents the total of all year numbers over
which the asset is depreciated. The period charge is calculated by prorating the annual charge equally
(each period receives an equal charge).
• Declining Balance - This depreciation method uses an annual depreciation charge basis. The book value
at the end of year becomes the book value at the beginning of next year. The asset is depreciated until
the book value equals the residual value. The period charge is calculated by prorating the annual charge
equally (each period receives an equal charge).
• Declining Balance to Straight Line - This depreciation method uses both the Declining Balance and
Rate Straight-Line methods. The Declining Balance method is used until the calculated amount generated
through the Rate Straight-Line method is more than the calculated amount generated through the
Declining Balance method. When this happens, the Rate Straight-Line method is used.
• MACRS (USA) - This depreciation method is USA specific; it uses both the Declining Balance and Rate
Straight-Line methods. The formula selects value calculated by declining balance method for the first
years of depreciation and switches to Straight Line for the further years, when the depreciation calculated
with Straight Line method becomes greater than depreciation calculated with Declining Balance formula.
• Use Fixed Value - This method calculates either by year or by period, depending on the Depreciation
Charge Basis you select. You set the fixed values within Asset Maintenance on the Register > Detail
sheet.
For more information, review the next Depreciation

Method - User Formula section.
• Use Spread Code - This method calculates depreciation by using the spread codes selected on the asset
record in Asset Maintenance. You define these spread codes on the Register > Detail sheet.
• User Formula - You can define your own custom formula for depreciation.
6. An asset register can switch to an alternate depreciation method once and cannot switch back to the original
method. Click the Switch to Alternate Method drop-down list to define when this switch can occur.
Available options are Never, On Greater Expense, and On Book Value Reaching % of Asset Cost.
7. If you select either On Greater Expense or On Book Value Reaching % of Asset Cost, select which
Method to which the asset register will switch.
8. Click Save.
Depreciation Method – User Formula
To create a custom formula for the depreciation of an asset:
As an alternative, you can also select a pre-defined formula,

select the User Formula option, adjust the formula, and save
it as a new custom formula.
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2. In the Method field, enter an identifier for your custom depreciation method.
3. Enter a Description for the depreciation method.
4. Click the Depreciation Charge Basis drop-down list to select the expense against revenue basis in
compensation for depreciation. Available options:
• Annual - Calculates the depreciation amount the asset receives for the year and (either prorating equally
or using a spread code) distributes the value per each period.
• Period - Calculates the depreciation amount per each individual period.
Depending on the option you select, the Annual Charge or the Period Charge section activates.
5. From the Calculation Method field, select User Formula.
6. In the activated Charge section, right-click the Formula field, highlight Formula Variables, and select the
parameters you want for your formula. For example, Estimated Life, Asset Cost, Residual Value, Depreciation
Rate, and so on.
7. In the activated Charge section, right-click the Formula field, highlight Operators, and select the math
operator for your formula. For example, +, -, *, and so on.
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8. When you finish selecting the parameters, the custom formula displays in the Formula field.
9. Click the Check Syntax button. To the Syntax is correct message that displays, click OK.
10. Click Save.
Asset Maintenance
Use Asset Maintenance to enter and update records for fixed assets. You can organize assets by group, class,
and project. You can also import, export, and duplicate assets.
Specify an asset register for each asset. Identify the depreciation, cost information, annual charges, period charges,
and prorate options for the asset. Many depreciation methods are available. You can also establish parent/child
relationships between assets. If you would like, you can add a photo of the asset to the record.
Menu Path: Financial Management > Asset Management > Setup > Asset
To create an asset:
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2. Enter the Asset Number identifier.
3. Enter a Description for the asset.
4. The status icon displays the asset’s status. In this example, the icon displays NEW.
5. Select the Asset Group for the asset.
6. Click the Acquired drop-down list to select the date you gained the asset. The date also displays in the
Placed in Service field.
7. If you need, click the Place in Service drop-down list to select a different date. This date serves as the first
date of depreciation.
8. Optionally, select an Asset Class. Asset classes are valuable to group assets together for reporting purposes.
9. Optionally, enter the cost amount in the Replacement (replacement value of the asset) field.
10. Click Save.
11. If you need, use the References, Parent / Child, and Additional sheets to define additional details of the
asset record. Use the Additional sheet to enter calibration, insurance, or lease information, or to add a photo
of the asset.
Asset Maintenance - Register
You can link an asset to an asset register to control all valuations of the asset and also to control when valuations
are recognized.
To link an asset register to the asset:
1. Click the Down Arrow next to the New button; select New Asset Register.
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2. Click the Register button to find and select the asset register.
3. Click the Method button to find and select the depreciation method to use for the asset.
4. Select the depreciation Convention you want to use with this asset register. These conventions define how
the depreciation amount for the first year is adjusted. Available conventions:
• Half-year - The asset was placed in service at the midpoint of the fiscal year.
• Mid-month - The asset was placed in service in the middle of the fiscal period.
• Quarter - Each quarter is one fourth the total number of periods.
• Mid-quarter - The asset was placed in service in the middle of the quarter. This convention is applicable
for a year that has a number of periods divisible by four and the quotient from this division is a whole
non-zero number.
• Full-month - The asset was placed in service during the first half of the fiscal period and the application
assumes it was acquired at the beginning of the period; otherwise, the application assumes the first day
of the next period.
• Entire-Month - The default option, this convention indicates that regardless of what day the asset was
placed in service, a full period’s depreciation is calculated against the asset.
• Next Month - Depreciation begins in the period after the asset was placed in service.
• Service Date - This convention is used to calculate depreciation for the first period. The days remaining
in the period are divided by the total days in the period to calculate the depreciation amount.
• Acquisition Date - The acquisition date is used to calculate depreciation for the first period. The days
remaining in the period are divided by the total days in the period to calculate the depreciation amount.
5. Optionally, enter the cost amount in the Residual (scrap value of the asset) field.
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6. In the Useful Life field, enter the number of years or periods you estimate for the life of your asset.
7. Select one of the following depreciation options for the period of disposal from the Depreciation on
Disposal field
• Pro-rated to disposal date - Calculate depreciation based on depreciation convention
• Full Month - Always apply full month of depreciation
• None - Do not depreciate asset at all
Asset Maintenance – Import
Use the Import option to import an external file to create asset or asset addition records. This functionality is
useful if you have an asset group from an external system that you wish to bring into the application. The file
you import must be a comma delimited file (csv) and follow the import file template. Refer to the application
help to view the template details.
To import an external csv file:
1. From the Actions menu, select Import.
2. The Import Asset Group window displays. Click the Input File Name button to find and select the csv
file you want to import.
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3. Click Import. The Import Successful message displays.
If an error occurs during the import process, a message

displays saying some of the assets were not imported.
Refer to the error details that display in the Error Log field.
Asset Maintenance – Export
Use the Export command to export detailed asset records to an external file. The file you export is saved as a
comma delimited file (csv) and can be updated by using Excel.
To export an external csv file:
1. From the Actions menu, select Export.
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2. The Export Asset Group window displays. Click the Output File Name button to find and select the
directory where you want to add your file; enter a file name.
3. Click OK. The Export Successful message displays.
Asset Mass Changes
Use Asset Mass Changes to issue mass changes to asset records. You can change an asset’s main attributes, such
as Asset Group or Asset Class, as well as depreciation parameters for a group of assets. The mass update occurs
only for values in the default register, and other registers are not affected.
You can select the assets to modify and specify the values assigned to those assets. If a field is left empty within
the program, the field will not assign a value to selected assets. Because of this, you cannot assign an empty
value to an asset using Asset Mass Changes.
If you change the Asset Class or Asset Group for an asset that has posted activities, you may need to create
manual GL Journal entries to move asset costs.
Menu Path: Financial Management > Asset Management > Setup > Asset Mass Changes
To issue a mass change to a group of assets:
1. Select the Asset Status. The statuses available are New, Active, Disposed, and Inactive.
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2. If you want to process all child assets for the selected asset even if they do not match the selection criteria,
select the Include Child Assets check box.
3. Select a Schedule option for the process. If you select a schedule other than Now, this process can run
through a recurring schedule. For more information, review the Automatic Data Processing chapter in the
4. You are now ready to define specific Filter criteria. You can filter by Asset, Asset Group, or Asset Class.
5. Click the Assets button to find and select an asset.
6. To select fields for replacement, navigate to the Field Selection sheet.
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7. Click the Right Arrow button to move fields to the Replace list.
8. To define replacement data, navigate to the Replace sheet and enter applicable replacement information.
The Annual Fix Charge field is open for data entry because it was the field you selected to replace.
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9. Click the Generate Only button.
Operations
This section details the operations available within the Asset Management module. Each operation is described
AP Invoice Entry
Use AP Invoice Entry to record the purchase of an asset. After you create an AP invoice entry group and an invoice,
you can add asset lines.
For more information on creating an AP invoice, review the

Suppliers and Accounts Payable chapter.
Menu Path: Financial Management > Accounts Payable > General Operations > Invoice Entry
To create an AP invoice group, invoice, and asset line:
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2. Enter a Group identifier.
3. Accept the current date as the default or enter an Apply Date.
4. Click Save.
5. Click the Down Arrow next to the New button; select New Invoice.
6. Click the Ref PO button to find and select the purchase order you used to buy the asset.
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7. Click the Supplier button to find and select the company from which you purchased the asset.
8. In the Invoice field, enter a number for the invoice.
9. Select the Invoice Date and Apply Date. These values define when the invoice was created and the date
on which you want the asset to be recorded.
10. Select the Terms for which you purchased the asset.
11. If you purchased this asset using a Letter of Credit with your bank, click the Letter of Credit button to find
and select this record.
12. Use fields in the Currency section to select the currency through which you purchased the asset.
13. Click Save.
14. Click the Down Arrow next to the New button; select New Asset Line.
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15. Enter a Description for the asset you purchased.
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16. In the Supplier Quantity field, enter the quantity of the asset you purchased.
17. Enter the Unit Cost of the asset.
18. If you need, enter a different Ext. Amount for the asset. This value defines the total cost of the asset.
Asset Addition Entry
Use Asset Addition Entry to enter cost or depreciation additions to assets. You can also add an asset addition
from an AP invoice line item. You can also add an asset addition from an AP invoice line item or use an asset
addition to add grant value to an asset. When you finish, indicate the asset addition as available to post.
An asset addition must not be entered earlier than the acquisition date of an asset.
Menu Path: Financial Management > Asset Management > General Operations > Asset Addition Entry
To enter an asset addition:
1. Select the Asset Number for which you want to enter the addition.
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2. Details from the selected asset display in the Description, Asset Group, Asset Class, and other fields.
3. Click the Down Arrow next to the New button; select New Addition.
4. Select the Addition Type. Depending on the Addition Type you select, several fields activate.
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5. Enter the Addition Cost and the Grant Increase amounts.
6. When you finish, select the Ready To Post check box.
8. For the Miscellaneous Addition type tick the Inter-Group check box to transfer assets depreciated in a
sister company. The Misc. Addition grid populates all asset registers in which the asset is included. An
inter-group addition brings in the cost and the accumulated depreciation for previous and current years
from an addition from another company into the system.
An inter-group addition is not posted; it is used only to

update the asset master and make the asset available for
further depreciation.
9. In the Misc Addition grid find and tick the Includes Current Period check box in order for CY Depreciation
value to include depreciation for the period of addition. If required, the system makes an adjustment, so
that the amortization for the period corresponds to the amortization calculated according to the selected
depreciation method. Note, that the adjustment will be made only during the next recalculation.
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Asset Addition Entry - AP Invoice Line
To enter an asset addition from an AP Invoice line item:
1. Select the Asset Number for which you want to enter the addition.
2. Details from the selected asset display in the Description, Asset Group, Asset Class, and other fields.
3. Click the Down Arrow next to the New button; select New Addition.
4. Click the Addition Type drop-down list and select Purchase. A Purchase addition uses the AP interface.
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5. Enter an Apply Date.
6. Enter the Addition Cost amount.
7. Select the Acquisition check box.
8. Click the Supplier button to find and select the supplier of this asset.
9. Click the Invoice button to find and select the correct invoice.
10. Enter the Line where the asset was created.
11. When you finish, select the Ready To Post check box.
Asset Depreciation Calculation
Use the Asset Depreciation Calculation program to calculate the depreciation of assets for the current year,
current period, or for an asset’s useful life. This program can be run as many times a month as you need. To get
an accurate calculation, you must post additions, impairments, and disposals before you run this program.
Through this calculation, depreciation charges are determined for all registers in which an asset is included. This
calculation uses the asset calendar linked to the register.
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Menu Path: Financial Management > Asset Management > General Operations > Asset Depreciation Calculation
To run the asset depreciation calculation:
1. Select the Calculate Option you need with the asset. Available options: Current Period, Current Year, and
Asset’s Useful Life.
2. Select the Include Child Assets check box to include all assets linked to a parent asset in the calculation.
3. Select the Include Assets Marked for Automatic Recalculation check box to add assets selected for
recalculation in the calculation.
4. Use the sheets on the Filter tab to narrow processing by Asset Group, Asset Class, Individual Asset, Asset
Register, or by Depreciation Method.
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5. Click the Submit button to run the process. View the depreciation results in the Asset Tracker.
Asset Disposal Entry
Use Asset Disposal Entry to enter cost or depreciation disposals to fixed assets. This program is useful for recording
new asset disposal activity, as well as adjusting, deleting, and viewing unposted asset disposal activities.
You can dispose an asset in full or partially. Before you can record a disposal of an asset that is not fully depreciated,
you must calculate the depreciation for the period when the asset is being disposed.
When a partial disposal is created, the system suggests the amount of accumulated depreciation to use in
determining the net book value of the partially disposed asset, organized by asset register. You can then adjust
this amount manually, affecting the net book value for both the disposal and the disposal gain or loss.
Menu Path: Financial Management > Asset Management > General Operations > Asset Disposal Entry
To enter an asset disposal:
1. Select the Asset Number for which you want to enter the disposal.
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2. The information for the asset displays in the Description, Asset Group, Asset Class, and other fields.
3. Click the Down Arrow next to the New button; select New Disposal.
4. Select the Disposal Type. Depending on the disposal type you select, various fields open for data entry and
selection. Available options:
• Miscellaneous- Does not use an interface to other module to record a miscellaneous disposal.
• Transfer - Uses the Inventory interface to record a transfer of the asset to stock.
• Sale - Uses the AR interface to record a sale of an asset in the AR module.
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5. Enter a Description for the disposal.
6. Enter the Disposal Cost you need. This value defines the cost added to the asset as a result of this disposal.
7. Enter the Proceeds value. This field defines the sales amount of the disposal.
8. Select the Ready To Post check box.
Asset Impairment Entry
Use Asset Impairment Entry to enter impairments on a specific asset. An impaired asset is an asset whose market
value fell below its carrying amount and is not expected to recover; the asset’s market value is less than the book
value of the asset. Future cash flows generated from the asset are less than the net difference of the market
value and the book value of the asset.
You must record the value of the asset in the books by debiting a loss account, and this loss account displays as
an expense in the income statement – crediting the respective asset account.
You can create asset impairments for assets not fully disposed with a status New or Active. By default, the
impairment cost is entered using the company’s base currency, which is the transactional currency for this
transaction. Amounts in reporting currencies are derived using conversions on the Apply Date; however, you can
override these converted values manually. Any unposted impairment can be adjusted or deleted.
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Menu Path: Financial Management > Asset Management > General Operations > Asset Impairment Entry
To enter an asset impairment:
1. Select the Asset Number for which you want to enter the impairment.
2. The information for the asset displays in the Description, Asset Group, Asset Class, and other fields.
3. Click the Down Arrow next to the New button; select New Impairment.
4. Enter a Description for the impairment.
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5. Enter the Impairment Cost.
7. Select the Ready To Post check box to indicate this impairment will be included in the asset posting process;
click Save again.
Asset Revaluation
Use Asset Revaluation program to record revaluation cases to have correct values in asset reports, trackers and
financial statements. Revaluation method involves accumulated depreciation of the asset which is applied to asset
cost. This amount is calculated in the net book value on the cost account to produce the new book value.
If the company chooses revaluation accounting model for a group of assets, those assets undergo a periodic
revaluation that may change the asset carrying value. When a revalued asset is disposed, the balance on revaluation
surplus account that is associated with this asset is transferred off the revaluation surplus account to a Disposal
Revaluation Surplus context account. If the asset being revalued holds Grant Amount, then "grant depreciation"
amount will be applied to asset cost and the remaining part of the grant will be written off to unrecognized
grant (liability account). If the revaluation is posted not in beginning of the year, depreciation calculation for the
following periods should treat revaluation in the same way as any other activity that changes the asset cost.
Menu Path: Financial Management > Asset Management > General Operations > Asset Revaluation Entry
To enter an asset revaluation:
1. Click Asset Number... button to search and select existing asset.
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2. Enter Default Valuation Date, Default Apply Date and Default Description for this asset. Data from
default fields automatically transfers on to Revaluation sheet.
3. Select New > New Revaluation. Revaluation area fields get active.
4. Enter Description for a new revaluation.
5. Enter New Book Value for the asset.
6. Tick the Ready to Post checkbox if you wish to Post revaluation to Asset Tracker.
Ready to Post checkbox activates after the new record is

saved.
7. Enter New Estimated Life for the asset. Define Life modifier from the drop-down list.
8. Enter New Residual Value.
New Book value cannot be less than New Residual Value.
9. Click Save and close the program.
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Asset Posting Process
Use Asset Posting Process to post asset activities. The posting transactions that generate are based on the fiscal
period and year you enter. This program can be run as many times as you need within a single period. This process
posts the calculated depreciation for each new calculated depreciation record. The posting program also posts
the net change (if any) between what was previously posted and what will now calculate.
To determine how the asset transactions are grouped in the GL Journal, select one of the following grouping
options:
• Post Additions – All asset transactions that have the same Apply Date are posted using a single GL Journal.
• By Activity Type – All asset transactions of the same type are posted using a single GL Journal.
• By Activity Type and Apply Date – Each asset transaction is posted using a separate GL Journal.
To post an asset addition, the following conditions must be true:
• The asset must be active, and must be assigned to an asset group.
• The GL accounts of the assigned asset group must be valid. If you use an asset class, then the account
combinations from the class must be valid.
• The Ready to Post check box must be selected for the asset in Asset Addition Entry.
• The Addition Added Date must be in an open fiscal period.
If a disposal is selected and unposted depreciations are available for the same period, the application will post
depreciation for that asset as well, even if the depreciation was not specifically selected.
Menu Path: Financial Management > Asset Management > General Operations > Asset Posting Process
To post asset activities:
1. Select the Starting Date and Ending Date for the process. Typically, these values define the current fiscal
period.
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2. Click the Group Activities drop-down list to select how you want to organize the asset activities. You can
group activities by Activity Type, Apply Date, or both.
3. Select the Include Child Assets check box to process child assets linked to the asset or asset group.
4. Use the Asset Activities section to select the type of activities you would like to post. Available options:
• Post Additions - Posts all new assets acquired during the selected period.
• Post Disposals - Posts all assets you are removing during the selected period.
• Post Impairments - Posts all market value asset changes that occurred during the selected period.
• Post Depreciations - Post depreciation entries calculated for the selected period.
5. Use the Filter > Asset Group and Filter > Individual Assets sheets to narrow posting by Asset Group or
by Individual Asset.
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6. Click the Submit button on the Standard toolbar.
Close Asset Period/Year
Use the Close Asset Period / Year program to close asset periods and years for a specified asset register. The
Close Asset Period / Year program is similar to the Close Fiscal Period / Year program found in the General Ledger
module.
Menu Path: Financial Management > Asset Management > General Operations > Close Asset Period / Year
To close asset periods and the year:
1. Select the Asset Register in which the asset period is found.
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2. The associated Fiscal Calendar and current year display. These values are based on the current date and
on the start and end dates of the year. If you need, you can enter a different Fiscal Year/Suffix.
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3. Select the Fixed Asset Closed Period check box for all the periods you want to close. You can only close
periods that do not have unposted asset activities.
When you select this check box, the application verifies no unposted activity records are available for this
period. However, if unposted activities exist, the application displays an error message informing you unposted
activities are present, and you cannot select this check box. The period following the last closed period
becomes the current asset period.
5. Once all periods are closed in the selected year, you can close the asset fiscal year. To do this, from the
Actions menu, select Asset Year End Process.
This process is required to designate the next fiscal year

as the current fiscal year. You need to run this process
because most of the values shown in the Asset Tracker
display at the end of the current fiscal year.
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6. The Asset Year End Process window displays. Click the Process button.
The Asset Year End Process summarizes all costs of the asset.
Reports
This section describes some key reports you use to review asset transactions. You can run these reports whenever
you need. You can also set up each report to generate and print through a recurring automatic schedule. Review
Asset Depreciation Report
Use the Asset Depreciation report to view depreciation for an asset register during a fiscal year and period time
range. You can filter by asset or asset group.
Menu Path: Financial Management > Asset Management > Reports > Asset Depreciation
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1. Select the Asset Register you need.
2. Optionally, use the Fiscal Year and From Period fields to enter the fiscal year and period you want on the
report. By default, the fields display the current period for the fiscal calendar associated with the selected
asset register.
3. Select the Include Child Assets check box to indicate all assets linked to a parent asset display on the
report.
4. To only display the main information on the report, select the Print Summary check box.
5. If you need, use the Filter sheet to limit the report to individual assets or asset groups.
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Asset Depreciation Forecast Report
Use the Asset Depreciation Forecast Report to view the full year depreciation value forecast. The forecast displays
regardless of whether depreciation has been posted or not.
Menu Path: Financial Management > Asset Management > Reports > Asset Depreciation Forecast
1. Enter the Start Year of the forecast report.
2. Select how many Years you want projected in the report. Five years is the maximum.
4. If you need, use the Filter sheet to limit the report to individual assets and asset groups.
Asset Labels Report
Use the Asset Labels report to print an asset label that includes the asset code, asset description, asset tag, and
location details.
Menu Path: Financial Management > Asset Management > Reports > Asset Labels
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1. In the Status section, select the types of assets you want to include in the report by selecting the related
check boxes.
2. Select the Acquired From and the Acquired To dates you need. Labels will print for all assets added to
your data on or between these dates.
3. If you need, use the Filter sheet to limit the report to individual assets, asset groups, warehouses, or locations.
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Asset Overview Report
Use the Asset Overview report to view the status of your fixed assets including depreciation, activities, and cost
information.
Menu Path: Financial Management > Asset Management > Reports > Asset Overview
2. Select the Print Summary check box to include only primary information on the report.
3. Select the check boxes to print all Additions, Impairments, Revaluations, and Disposals that occurred
for the selected asset register.
4. Select the Print Costs check box to include the costs of each asset assigned to the selected asset register.
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5. Select the Print Unposted Depreciations and the Print Depreciation Details check boxes to include the
depreciation information you need.
6. To organize the report to print each asset on a separate page, select the Print one Asset per Page check
box.
Asset Annual Schedule Report
Use the Asset Annual Schedule report to view a total change in asset cost and depreciation per transaction type
for a given fiscal year. The report is based on asset transactions, such as additions, impairments, disposals, and
depreciations.
Menu Path: Financial Management > Asset Management > Reports > Asset Annual Schedule
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2. Change the Fiscal Year from the default if necessary for your report.
3. Select the ending date for transactions to be included in your report in the Cut-Off Date field.
4. Select the Print Details check box to include all individual transaction details on the report.
6. Use the Summary Fields sheet to select specific fields for your report.
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Epicor ERP Application User Guide Customers and Accounts Receivable | Chapter 21
Chapter 21: Customers and Accounts Receivable
The Accounts Receivable functionality uses billing parameters defined on customer records, the pricing system, and
invoice records to calculate how much your company charges customers. The Accounts Receivable module is also used
to receive customer payments, track sales information both internal (work force commissions and sales) and external
(customer sales trends), provide credit hold functionality against the customer base, and track current outstanding
debts owed to your company.
You set up billing information through two maintenance programs – Payment Terms Maintenance and Customer
Maintenance. Use Payment Terms Maintenance to define the various pay agreements you have with your customers.
Customer Maintenance defines the billing parameters specific to each customer, like billing address, discount percentages,
salespeople and other details.
AR Invoice Entry is the tool where this billing and pricing information comes together. Use this program to calculate
how much you charge customers for the part quantities sold to them. When you receive payment from your customer,
you then use Cash Receipts Entry to process the amounts placed against these open invoices.
Two key reports are available to help you assess your company’s incoming amounts. The AR Aged Receivables Report
displays each customer’s open invoices by sorting them into aging columns. The Sales Gross Margin Report prints
information on invoices created during a selected date range.
When you leverage this set of financial tools, you accurately calculate the income coming into your company.
Setup
This section describes the primary records you need to create for the Accounts Receivable module. These programs
Payment Terms
Payment terms define the pay agreements you have with your customers. Terms details include payment schedules
and discounts for early payment of invoices. Payment schedules can be based on a number of days, a day of the
month, or both. Discounts for early payments can apply to partial or full payments and determine whether
percentages apply to payment or invoice amounts.
Terms associated with a customer in Customer Maintenance apply to that customer’s invoices. Cash Receipt
Entry displays discount dates that apply to AR invoices, and the Discount Analysis report displays information
about discount amounts.
Menu Path: Financial Management > Accounts Receivable > Setup > Terms
To create terms applied to AR invoices:
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Chapter 21 | Customers and Accounts Receivable Epicor ERP Application User Guide
2. In the Code field, enter the unique identifier used for the term.
3. In the Description field, enter a concise explanation for the payment term. This description is printed on
the order acknowledgment, and AR invoice.
4. Use the Number of Payments field to define how many payments can be made against an invoice during
a payment cycle. If this number is more than one, any invoice assigned these terms is paid through multiple
payments.
5. Use the Terms Type field to select the method the application uses to calculate the time span for discounts
on invoices that use the current terms code. Terms type options include the following:
• Days - The overall terms period is defined by a number of days after the Invoice Date.
• Days of Month - The overall terms period is defined by a specific day each month. If an Invoice Date
falls within a certain date range in a previous month, however, the final due date for the invoice is
automatically moved to the next month.
• End of X-Month(s) + Y Day(s) - The overall terms period is defined by a number of months plus an
optional number of days into the last month past the Invoice Date.
6. Select this check box to determine if this terms record requires a Letter of Credit when used. If you create
a sales order using these terms, you have to enter a letter of credit on the order.
7. If you want these terms to be the default on new customer records, select the System Default check box.
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8. Your selected option in the Terms Type field determines the available fields in the Due area. Based on the
terms type, the following fields are available:
• Number of Months and Due on Day define a schedule based on payments after the specified number
of months plus the specified number of days.
• Number of Days defines a schedule based on periodic payments. The application adds the number of
days entered in this field to the invoice date to obtain the due date.
• Due on Day and Minimum Days define a schedule based on monthly payments. The application uses
the minimum days setting to move a billing to the next month when the invoice date occurs close to the
due on day.
9. Select Apply Discount When Paid in Full to limit application of discounts to invoices paid in full.
10. Use the Discount Type field to select the discount schedule associated with the term. Discounts can be
applied based on a number of days, a day of the month, or both (End of X Month(s) plus Y day(s)).
11. Use the Discounts > Detail sheet to define discount terms.
12. Navigate to the Payment Schedule sheet to review payment sequences generated by the application for
this term based on the parameters set up on the Detail sheet.
If required, adjust the percentage in these payments or add a new payment. The schedule will be automatically
recalculated.
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You can now assign these payment terms to a specific customer record.
Recurring Cycle Maintenance
Use Recurring Cycle Maintenance to set up recurring cycles that define how recurring invoices will be generated
and their billing cycles. You can create a recurring cycle and attach it to a recurring source invoice. A recurring
source invoice is an invoice that is also used as a template from which recurring invoices will be generated.
Menu Path: Financial Management > Accounts Receivable > Setup > Recurring Cycle
To create a recurring cycle:
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2. Enter a unique identifier in the Cycle Code field.
3. Enter a Description of the cycle code.
4. In the Module field select a module in the Epicor application for which the recurring cycle will be available.
Options include:
• AP
• AR
• Both
5. Select the Copy Latest Invoice check box to have details copied from the latest posted recurring invoice
from a recurring series. Leave the check box clear to copy details from the recurring source invoice.
6. Use the Interval field to indicate the length of time to use with the Modifier.
7. Use the Modifier field to indicate how often the Interval will be applied to create recurring invoices. Options
include:
• Days
• Weeks
• Months
8. In the Billing Day field, specify the day of the week or month on which the recurring invoices will be
generated.
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This value is populated dynamically based on the Modifier field.
9. In the Duration field, specify how many times the recurring invoice will be created.
This value includes the recurring source invoice. Once the duration is reached for a recurring invoice, the
Inactive option will be set on the recurring source invoice.
If the Maximum Value check box is selected, the

Duration field is disabled and a Maximum Value entry will
be required on the recurring source invoice.
10. Click Save.
Finance/Late Charges
Use Finance/Late Charge Maintenance to define the settings used to calculate customer finance charges and
interest charges on overdue invoices.
Menu Path: Financial Management > Accounts Receivable > Setup > Finance/Late Charge
To define interest and finance charges applied to overdue items:
2. Enter a unique Charge ID.
3. Enter a Description of the charge identifier.
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4. Enter an Invoice Line Description of the invoice line.
5. In the Payment Process Days field, enter the grace period - the number of days between the overdue date
and the date interest charges begin to accrue.
6. Enter or search for a Tax Category for the product. The tax category description defaults from the tax
category record.
7. If necessary, use the Misc Charge field to apply a finance charge to the interest invoice. Typically, these
charges add an invoice or handling fee to the invoice.
8. Use the Terms field to indicate the term assigned to the invoice. Terms are defined using Terms Maintenance.
9. From the Default Invoice Document Type field, you can select a default document type for the invoice.
10. In the Included Invoices area, select the type or types of invoices to which the interest applies. Typically,
interest applies to open invoices.
11. Use fields in the Limits area to define the general minimum and maximum charge amount limits that affect
invoice generation.
12. Use fields in the Lowest Amount to Charge area to define the minimum amount limit per customer and
per invoice required to generate invoices.
13. Click Save.
National Accounts
You can define customer hierarchy or parent/child relationships by using National Accounts. With National
Accounts, you can accept payments made by one customer on behalf of another related customer, allow credit
checking hierarchy against a related group of customers, and allow reporting hierarchy for a related group of
customers to determine how receivables and other financial data is reported and viewed. To use national accounts,
relationship classes are defined and customers are assigned to a specific relationship class.
Relationship Class
Relationship classes are used to set up national account relationships. You can define classes for credit sharing,
reporting, and payer bill-to relationships.
Menu Path: Financial Management > Accounts Receivable > Setup > Relationship Class
To create a relationship class:
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2. Enter a Relationship Class Code as a unique identifier for the class.
3. Enter a concise Description that identifies the relationship code.
4. Select the Tiered check box if the relationship class is part of a tiered hierarchy. A tiered hierarchy includes
one or more child customers to a single parent customer.
5. To create a new level tier, click the Down Arrow next to the New button and select New Level.
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6. The Tier Level defaults to “Level” plus the level number.
7. Enter a Label for the Tier Level.
8. Click Save.
National Account Relationship
Now you can create a national account relationship by assigning a customer to a relationship class:
Menu Path: Financial Management > Accounts Receivable > Setup > National Account Relationship
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2. Enter or find and select the Relationship Class you want for this relationship.
3. Enter or find and select the Customer to assign to this Relationship Class.
5. The Tiered check box defaults to the setting of the Relationship Class Code.
6. The Tier Level identifies the tier hierarchy of the selected customer. For example, a 1 specifies a top level
tier.
7. If the relationship is tiered, enter or find and select the Child Customer to be added to the national account
relationship.
8. Click the Add Child button to add the child customer to the national account relationship as a child of the
selected customer.
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9. If this is a non-tiered relationship, enter the Child Customer to be added to the national account relationship.
10. Click the Add Child button to link the child customer to the national account relationship.
11. Click Save.
Customers
You enter a customer’s billing information directly within the customer record. Use this functionality to define
the customer’s billing address, primary salesperson, payment terms, and other information.
Menu Path: Financial Management > Accounts Receivable > Setup > Customer
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Customer Maintenance – Billing Detail - Billing Information
You enter each customer’s billing information on the Billing > Detail sheet. Here is what you do:
1. After you find and select the customer record you want to view, click the Billing > Detail sheet.
2. The Group field is an optional value. You can use customer groups to divide your customer base using
specific criteria, such as Automotive, Aerospace, and Injection Molding. Customer groups may contain their
own sales categories and price lists. If you need, select a group from the list.
3. Use the Payment Method field to select the default method used by the customer for paying invoices.
4. When selected, the Allow As Alternate Bill To check box indicates this customer can be selected as an
Alternate Bill To location on another customer record. You use this functionality when you need to bill a
different customer, like a leasing company, for the goods and services purchased by another customer. To
learn more, read the Customer Maintenance – Alternate Bill To section later in this chapter.
5. Enter or search for a Tax Liability to specify the liability a company needs to handle when trading with
customers and suppliers. The final taxes and rates used in a transaction are determined by the combination
of the tax liability and the product tax category.
6. Use the Tax ID and Tax Exempt fields to indicate if this customer is exempt from taxes. If this customer is
exempt, enter the tax identifier in the Tax ID field, and the reason for their exempt status in the Tax Exempt
field.
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7. Use the Tax Rounding Rule field to determine the rounding method for this customer. This field is only
enabled when the Customer Specific Tax Rules check box is selected in Company Configuration. Rounding
methods include: Use rounding rules from Currency, Round Up, Round Down, and Round to Nearest.
Continue on to the Customer Maintenance - Billing Detail - Billing Terms topic to complete the remaining
information required on the Billing > Detail sheet.
Customer Maintenance – Billing Detail - Billing Terms
Here is what you do to enter the remaining information on the Billing > Detail sheet:
1. Select a Terms option that applies to this customer. The term selected determines the default payment
schedule and discount terms applied to this customer’s invoices.
2. Two Term Type frequency options are available:

• Weekly – Select this option to bill the customer every week. This option is the default.
• Monthly – Select this option to bill the customer once a month.
Within AR Invoice Entry, the Billing Day is used by the Get

Shipments function to determine which shipments to pull
in for billing. All shipments that happen on or before this
date are automatically pulled into AR Invoice Entry. The
default value is All Days, which indicates every packing
slip assigned to this customer is pulled in. To learn more
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about this function, read the AR Invoice Entry - Get

Shipments section later in this chapter.
3. The Billing Day defines the day of the week or month on which this customer can be billed. Select a day
from this list if you ship product every day, but only invoice customers on a specific day of the week or
month.
4. Use the Discount% field to define the default percentage applied to all purchases made by this customer.
If you need, you can change this amount on each detail line.
5. Use the Discount Method field to select how the discount is issued to the customer. This method is used
when you apply order valued based discounts to the customer’s sales orders; it affects the discount percentage
given to this customer. Available options:
• Min – The default order discount percent is the minimum discount this customer can receive.
• Max – The default order discount percent is the maximum discount this customer can receive.
• Add – The default option, this customer receives the order valued based discount and the default order
discount.
6. Rebates may be processed as a credit memo within AR Invoice Entry, or as an invoice payment within AP
Invoice Entry. To pay through AP Invoices, a supplier record is defined for the customer and then linked to
that customer using the Rebate Supplier field.
7. Use the Finance/Late Charge field to select the charge code that applies to this customer for invoices not
paid on time.
8. Select a Reminder Group if you want to apply group settings for reminder (dunning) letters to this customer.
The group defines reminder letter sequences and intervals and defaults for the application of finance charges.
Reminder letters function in conjunction with processes that generate finance charges, interest invoices,
and late payment fees.
9. The Consolidate Sales Orders check box determines how the Get Shipments process creates invoices from
sales orders. When selected, this check box indicates this customer can have multiple orders placed together
on the same AR invoice. If you clear this check box, however, separate invoices are created for each order
placed by this customer.
10. The Combine Packing Slips check box determines how the Get Shipments process creates invoices from
packing slips. When selected, this check box indicates all packing slips created for the same order and fiscal
period are billed on a single AR invoice. If you clear this check box, however, each packing slip creates a
separate invoice.
11. Select the Consolidate Shipment Lines check box to consolidate shipment lines for the same part, the
same order line, and the same packing slip into one invoice line.
For more information about the Get Shipments

functionality, review the AR Invoice Entry – Get Shipments
section found later in this chapter.
12. Select the Finance Charges check box to indicate this customer pays a penalty on any overdue balance.
13. Select the Credit Card Order check box to determine whether this order will be the default for orders
entered for this customer. This can be overridden later on.
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14. If necessary, select the Auto Invoice / ERS Order check box for invoices to be automatically generated and
posted by the system when the pack is shipped.
15. If necessary select the Order "Invoice when Complete" default check box if the customer wants every
order to be invoiced by default when the entire order is shipped.
Customer Maintenance – Bill To
Use the Bill To sheet to enter the customer’s billing address. This value defines the address to which invoices
and statements are sent.
To enter a billing address:
1. If you want to copy the main customer address into this sheet, click the Copy Customer Address button.
2. If you wish to enter a new billing address, click the Clear Bill To Address button.
3. Enter the different address in the Name, Address, City, State, Postal Code, and Country fields.
4. Enter the Phone and Fax numbers for this billing address.
Customer Maintenance – National Account
In payer bill-to relationships, a payer customer pays for a bill-to customer that receives invoices. National accounts
of this type can allow multiple payers, cross-account payers, and third-party payers. A company setting determines
the non-tiered relationship class used to define accounts for payer bill-to relationships.
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Customers that belong to national accounts based on the class receive and pay invoices based on the relationship.
A customer in such an account can be defined as a child or a parent customer. By default, parent customers act
as the payers for their children. The application assumes the customer pays for its own expenses.
Options in this sheet override defaults set by the national account. You can define settings that allow child
customers to pay their parent’s invoices and allow a customer to pay invoices for all customers in the same
account.
To define this customer as a bill-to in a national account relationship:
1. Select the Override Payer Bill-To Relationship Class check box to allow the customer to pay for parents
or grandparents in the account’s hierarchy.
2. To specify the name of the national account that applies to the customer, enter or search for the Payer Bill
To record.
3. Select the Across National Account check box to allow the customer to accept payments for any other
customer within the account.
Customer Maintenance – Price Lists
Price lists define prices for your parts. Use this feature to set up price lists to reflect seasonal price changes or
special price breaks you set up for specific customers or ship to locations. When you create an order, the price
lists assigned to this customer are used to calculate the total cost on the sales order.
To learn more about price lists, read the Pricing and Discounting
section in Chapter 5: Sales Order Processing.
You use the Price Lists sheet within Customer Maintenance to define which price list has precedence over other
price lists. To do this:
1. Click the Price Lists tab.
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2. The price lists that you have created for this customer display in the Customer Price List grid. The top price
list is used before the second price list, the second before the third, and so on.
3. To change the position of a price list, highlight it.
4. To indicate this price list has more precedence, click the Move Up button.
5. To indicate this price list has less precedence, click the Move Down button.
Customer Maintenance – Credit Detail
Use the Credit Detail sheet to enter and update the current customer’s credit information. You can define the
credit limits you want to place on the current customer. You can also define other credit options - including
placing this customer on and off credit hold. The main features of this sheet include the following:
1. The Invoice Credit, Order Credit, PI Credit, and Credit Total fields break out this customer’s current
credit situation.
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2. The Open Invoices, Open Orders, and Open PIs fields indicate the amounts this customer has yet to pay.
3. Use the Credit Limit field to enter the total amount of credit available to this customer. When the customer
goes over this limit, various programs and reports alerts you this customer is over the credit limit.
If you want to give this customer unlimited credit, leave

the Credit Limit field as 0. Do not enter a large number
or all 9’s to indicate unlimited credit, as you slow down
the application because it must now perform unnecessary
calculations.
4. The PI Credit Limit field displays the maximum credit this customer may have for non-traditional payments
like post-dated checks, bank drafts, promissory notes, and other payment instruments.
5. The Review Date field reminds you when another credit check on this customer should be done.
6. Select the Include Open Orders in Credit check box to indicate the application uses open sales order
amounts to determine the customer’s current credit rating.
7. Select the Include Open PIs in Credit check box to indicate the application also uses non-traditional
payment information (post-dated checks, bank drafts, and so on) when it calculates the customer’s current
credit.
8. The Credit Hold check box is the key field on this sheet. When selected, this check box indicates this
customer cannot receive any more credit from your company. If you attempt to create a sales order or a
packing slip for a customer on credit hold, a warning message displays stating this customer is over the
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credit limit. For new customers, this check box is automatically selected. You must clear this check box before
you enter transactions for a new customer.
Customer Maintenance – National Account Credit
Use the National Account Credit sheet to define settings for a customer in a credit-sharing national account.
In credit sharing, a child customer can access its own credit, the credit of its parent, and the credit available in
one or more credit pools associated with the national account. A company setting determines the relationship
class used to define a credit-sharing account. Customers that belong to national accounts based on the class can
share credit.
Settings in this sheet further define how credit is distributed. You can limit the use of parent credit by children
and allow the use of the customer’s credit by other customers in the same account. You can also define the order
in which the customer uses its own credit, the credit of its parent, and credit contained in the national account
pool or pools.
To check credit for a customer in a national account relationship:
1. Select the Use Parent’s Credit check box to use credit from the parent.
2. Define the Max. Percentage to Use when the parent’s credit is used. The default is 100 percent.
3. Select the Share Credit check box to allow the sharing of credit among customers in the national account.
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4. Define the Percentage Shared among customers in the relationship. This field is available when credit is
shared. The default is 100 percent.
5. In the Credit Preferences section, move entries from the Available List to the Selected Preferences List
to set the order in which the credit checking process applies available credit.
6. Click Save on the Standard toolbar to apply the specified settings.
Customer Maintenance – Alternate Bill To
Use the Alternate Bill To Addresses sheet to indicate which alternate customers may receive this customer’s billing.
You use this functionality when another customer (the Bill To Customer) is charged for the payment instead of
the customer who received the shipment (the Sold To Customer). This situation happens when the Bill To customer
is a leasing company or a head office instead of the receiving customer.
You use this sheet to link a different customer record as a bill to location. This alternate record handles all aspects
of financial transactions with this company - including credit limits and AR accounts.
To define an alternate bill-to:
1. Click the Down Arrow next to the New button; select New Alternate Bill To.
2. The Billing > Alternates > Detail sheet displays.
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3. In the Customer field, enter or search for the customer that is an alternate Bill To Customer. You can only
select customers that are defined as Alternate Bill To Customers. You define this by selecting the Allow As
Alternate Bill To check box on the Billing > Detail sheet.
4. The alternate bill to location’s contact information displays within the Name, Address, Phone, and Fax
fields.
5. If this alternate bill to location is the default used on all billing records for this customer, select the Default
Bill To check box. Only one Bill To Customer can be selected as the default on each customer record.
6. If you want all invoices sent to this alternate Bill To Customer, select the Invoice Address check box.
Customer Maintenance – Document Types
If your application is set up for legal numbers functionality, use the Document Types sheet to associate a legal
number sequence to external documents sent to specific customers. Legal numbers are created through two
methods - as a generated legal number or as a generated Serial Shipment Container Code (SSCC). Both legal
numbers and SSCC numbers are attached to shipments. The generated sequence number results from the
document type linked to a number in Legal Number Maintenance. This association determines the legal number
sequence or SSCC number sequence applied to the customer’s invoices, credit memos, and other documents.
For more information on legal numbers and SSCC numbers, read Chapter 18: Shipping and Receiving.
If your company does not use legal numbers, you do not need to set up any information on the Document Types
sheet.
To apply legal number sequences:
1. Click the Down Arrow next to the New button; select New Document Type.
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2. In the Invoice Type field, use the drop-down list to select the type of document to which the numbering
sequence applies.
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3. In the corresponding Transaction Document Type field, use the drop-down list to select the document
type associated with the legal number sequence.
Customer Maintenance – Banks Detail
Use the Banks sheet to define the bank accounts from which customer payments are withdrawn. You can also
select the method used to withdraw payments from the account. Definition of at least one account is required
to handle receivable payment instruments.
To define a bank account:
1. Click the Down Arrow next to the New button; select New Bank.
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2. Use the Bank field to create a bank identifier used in application processes.
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3. Select the Primary Bank check box to designate this as the default bank for the customer. You can override
this default account for specific receipts.
4. Use the Bank Name, Bank Account, and Bank Identifier fields to provide information used in the selection
of accounts in other programs.
5. If needed, use the Bank/Branch field to associate a bank branch with the account.
6. Enter the account number in the IBAN Account Code field.
7. Use Payment Method to select the default payment method used to withdraw payments from the account.
To handle transfers electronically, select a method that uses an electronic bank interface.
8. If needed, use the Agreement Reference and Agreement Expires fields to enter information about the
agreement between the company and the bank.
9. Use fields in the Bank Mailing Address area to update address details.
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Operations
This section details the operations available in the Accounts Receivable module. Each operation is described as
Customer Reminders
Reminder letters prompt customers to pay past-due invoices. Customers can belong to reminder groups; these
groups determine the messages in the letters, and, optionally, the finance charges applied when they generate.
A .rpt file, included with the application, provides most of the content you need for these letters. The letter
template includes the customer's name, address, contact, company signature, and company contact. It also
includes information about the overdue invoices that caused the customer to receive this letter. You can print or
fax letters, or send them by e-mail.
Reminder Group Maintenance
Use Reminder Group Maintenance to define sequences of reminder letters and the message for each letter defined
in the sequence. Sequences can be based on aging brackets or on intervals between letters. You can associate
finance charges with each letter in a sequence.
Menu Path: Financial Management > Accounts Receivable > Setup > Reminder Group
To define a reminder group:
2. Enter the Group ID.
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3. Enter the group Description.
4. Select the Due Date or Last Reminder option to define whether the sequence is based on aging brackets
or the interval between reminders.
5. Click the Down Arrow next to the New button; select New Reminder Sequence.
6. The Sequence > Detail sheet displays.
7. The sequence number displays in the Sequence field.
8. In the Days To Reminder field, define when the reminder generates. If you previously selected the Due
Date, this value defines the number of days after the due date. If you previously selected Last Reminder,
this value sets the number of days after the last reminder.
9. Enter the reminder Message that you want printed on the reminder letter form.
10. Click Save.
Reminder Letter Generation
Use Reminder Letter Generation to select the customers and the invoices used in the generation process. Posting
the letters applies charges connected with the overdue amounts. Depending on the company setting, you can
either print reminder letters and include finance charges on subsequent invoices or generate finance-charge
invoices that include the reminder message.
Menu Path: Financial Management > Accounts Receivable > General Operations > Reminder Letters Generation
To generate reminder letters:
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1. Click the Actions menu, highlight the Get submenu and select Customers.
2. The Search Form window displays.
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3. Click Search.
4. Select a customer from the Search Results grid.
5. Click OK.
6. Click the Actions menu, highlight the Customers submenu and select Generate Letters.
7. The Set Age date window displays.
8. Enter the As of Date.
9. Click OK.
10. The Reminder Letters sheet displays the reminders that generated.
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Letters of Credit
You use letters of credit in situations when you do not want the risk of offering credit to a customer. Instead,
the customer sets up an agreement with a bank where the bank is held liable to pay for specific goods up to a
certain value using some condition – usually a confirmed receipt such as a bill of lading. You are then assured
your organization will be paid, as you then place the AR invoice amounts against credit available at the bank.
The letter becomes its own independent line of credit between the customer and the bank.
Create Letters of Credit
You use Letter of Credit Entry to enter and manage all of the letters of credit your organization has with specific
customers.
Menu Path: Financial Management > Accounts Receivable > General Operations > Letter of Credit Entry
To enter a letter of credit for a customer:
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2. Enter the number for the letter of credit within the LC/ECG Reference field.
3. Next, enter a concise Description for the letter of credit. This value displays on various reports and trackers.
4. Click the Customer button to find and select the customer with whom you have set up a letter of credit.
5. If you will send AR invoices directly to a bank or to a different customer organization, select the Bill To
Customer location you need from this drop-down list.
6. Click the Type drop-down list to select the kind of letter of credit for this customer. Available options:
• Letter of Credit – A pool of credit guaranteed by the customer’s bank. This credit is usually paid directly
by the local representing bank.
• Export Credit Guarantee – A pool of credit for exported goods guaranteed by the government.
7. Enter the name of the bank backing the credit within the Guarantor Name field.
8. When you expect all shipments to this customer to ship complete through this letter of credit, select the
Ship Complete check box.
9. Use the Value and Currency fields to enter the amount of credit available in the local currency on this letter
of credit or export credit guarantee.
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10. The Lock, Exchange Rate, and Base Value fields indicate the amount of credit available based on the
exchange rate and whether the rate is locked for the letter of credit. These values display for your information.
11. The Terms fields displays the AR payment terms you have agreed upon with the selected customer for using
with the letter of credit.
12. The Issue Date, Valid From Date, and Valid To Date fields define the time period during which this letter
of credit is active. If you need, you can change these date values.
13. If you must stop placing transactions against this letter of credit, select the Inactive check box. Indicate why
the letter of credit is closed from the Inactive Reason drop-down list.
14. You use the Additional Data sheet to enter optional receiving information like Free On Board, Place of
Loading, and so on.
15. Use the Comments sheet to enter additional text you want to include about the letter of credit.
Closing Letters of Credit
Use the Letter of Credit Closing Process to close any open letters of credit that no longer have open orders or
invoices placed against them and are past their Valid To Date.
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Menu Path: Financial Management > Accounts Receivable > General Operations > Letter of Credit Closing
Process
To close any current open letters of credit:
1. Click the Schedule drop-down list to indicate when you want the process to run. In this example, you select
Now, indicating the process runs immediately. If you select a different schedule, you can set up this process
to run using a regular, automatic schedule.
2. When you select a schedule other than Now, the Recurring check box activates. Select this check box to
indicate the process runs automatically. For more information, review the Automatic Data Processing chapter
within the Epicor ERP Implementation Guide.
3. If you only want to close letters of credit with specific customers, click the Filter tab; find and select the
customers you wish to include in the process.
4. The Customer(s) section indicates if all or some customers are selected.
5. When you are ready to run the process, click the Submit button.
Any letters of credit that no longer have open orders or invoices placed against them and are past their Valid To
Date are closed.
AR Invoice Entry
Use Accounts Receivable Entry to bill customers for products and services a company sells. Revenue and the
corresponding AR values for shipped products do not update the general ledger (GL) until an invoice is created
and posted.
Before you can create or generate AR invoices, you need to set up entry groups, sometimes called batches. Entry
groups define the default transaction dates and apply dates for all invoices created within the group.
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When you finish defining your group, you can then enter invoices within the group. You can create several types
of AR invoices:
• Miscellaneous Invoice – A regular invoice that may or may not be linked to a sales order. Unless you use
Advanced or Deposit Billing, you usually select this invoice type for manually created invoices. A miscellaneous
invoice can also be created for tax purposes only or be designated as a recurring source invoice to use as a
template for other recurring invoices.
• Shipment – Invoices generated by the Get Shipments program. These invoices are linked to a customer’s
packing slips.
• Advanced Billing – Also called Progress payments, these records are customer payments you request when
you have not sent out a shipment. You choose whether the billing amounts credit sales or deferred revenue
accounts.
• Deposit Billing – A customer down payment or prepayment. You receive deposit billings as prepayments
against a sales order.
• Credit Memo – A transaction that reduces, or credits, a customer’s receivable balance. Credit memos do not
have to be linked to a sales order.
• Advanced Billing Credit Memo – A credit memo created to reduce an Advanced Billing invoice.
• Deposit Billing Credit Memo – A credit memo created to reduce a Deposit Billing invoice.
When you finish entering each invoice’s header, you then finish the invoices by adding detail lines, miscellaneous
charges, commission information, and other details. You complete the invoicing process by posting the entry
group to the General Ledger. These invoices are then committed to the financial records for the fiscal period.
AR Invoice Entry – Groups

You begin the AR Invoice Entry process by creating an entry group. You can then create or generate invoices
that are processed through this entry group.
To create a new entry group:
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2. In the Group field, enter the identifier for the entry group. Entry groups can use any combination of letters
or numbers.
Some users enter specific numbers to easily find invoices

during an audit, while others use the employee name or
a date to organize the groups. After you post the group,
you may reuse this identifier.
3. Define the Invoice Date for the group. This value is the default date that is used for all invoices within this
entry group.
4. Define the Apply Date for the group. This value is the date when you post journals created from the
transaction.
5. The Base Total field displays the total amount due from invoices contained within this group in the company’s
main, or base, currency.
6. Once invoices are created for the group, they will display in the Invoices grid.
You are now ready to add invoices to your new entry group.
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AR Invoice Entry – Header

You create invoices by first selecting the invoice type from the New menu. You then enter the invoice’s main
information on the Header sheet. Here’s how:
1. Click the Down Arrow next to the New button; select New Miscellaneous Invoice (or whatever invoice
type you need).
2. Invoice numbers are auto-assigned by the application. The Invoice field displays the next available invoice
number, and the following field displays the invoice type.
Depending upon the invoice type, you enter different

values on the Header sheet. This example creates a
Miscellaneous invoice.
3. Select the Document Type from the drop-down list to identify the document type for the invoice transaction.
The default comes from Customer Maintenance.
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4. AR Invoices may be set up to automatically print using the Business Process Management (BPM) Designer.
Once defined, the Auto-Print Ready field flags the invoice for automatic printing or print preview. To learn
how to create and activate BPM events, read the Epicor ICE Tools User Guide or application help.
If you want to manually assign a legal number to this

invoice, click the Actions menu and select Legal Numbers
> Assign Legal Number. Legal numbers can also be
generated at the time the external document is printed.
A legal number specifies a unique identifier for the
transaction.
5. When the Ready To Calculate check box is selected, sales taxes are calculated against the AR invoice when
it is saved. This check box can be automatically selected by default through the Company Configuration
program.
6. If this invoice is for payment on a sales order, enter or search for and select the Sales Order.
Continue on to the AR Invoice Entry - Header (Continued) topic to complete the remainder of the Header fields.
AR Invoice Entry – Header (Continued)
1. Notice the Fiscal Year, Period, Shipment Date, Invoice Date, and Apply Date values. These dates are
determined by the defaults and linking set up in the Invoice Dates Set Up section of Company Configuration.
If you need, you can change the Invoice Date and Shipment Date values.
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2. To prevent this invoice from being posted, select the Hold Invoice check box. This indicates the invoice
cannot be posted until you clear this check box.
3. From the Sold To field, enter or select the customer who purchased the goods or services. If you want to
use this location as the address on the invoice, select the Print Sold To Address check box. If this check
box is clear, the customer’s Bill To location is used on the invoice’s address.
4. The Bill To section displays the billing address for the selected customer.
5. The Line Amounts field displays the subtotal of the line amounts from this invoice. This amount is the total
from the current invoice’s detail lines.
6. The Less Adv. Billed field displays the amount, if any, that this customer has paid through advanced billings.
7. The Tax field displays the total amount of sales tax owed on this invoice.
8. The Less Prepaid Deposits and Less Cash Deposits fields display deposit amounts subtracted from the
Invoice Total amount.
9. The Rounding field displays the rounding value for the invoice.
10. The Total field displays the amount this customer owes on the invoice. This amount is calculated by adding
together the line amounts and the tax, and then subtracting the advanced billing and deposit amounts.
11. The PO field displays the customer’s purchase order linked to this invoice. The PO from the sales order is
shown, but you can change this value.
12. The Terms field defines the conditions under which this customer pays on the invoice. The value selected
on the customer record displays, but you can select a different terms record from the drop-down list.
13. The Payment Method field defines the type of payment method used by this customer. For example,
payment methods can be Check or Electronic and Payment Instruments payment methods typically are
Generated or Received types.
14. To designate this invoice as a recurring source invoice, select the Recurring check box and select a Cycle
Code to define how recurring invoices will be generated and their billing cycles.
You can update some of the fields brought in from the cycle code in the Header > Recurring sheet.
AR Invoice Entry – Line

AR invoice lines detail the specific part, quantity, and price for each item sold to the customer. Use the Line >
Detail sheet to both create and edit invoice lines for the current invoice.
To add a new detail line:
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2. The Line > Detail sheet displays. The sales order selected on the header appears in the Sales Order field.
3. If this line is created for a sales order, enter or search for and select the SO Line/Rel identifier to define the
sales order line and release that is associated with it.
4. Information from this detail line displays. The middle section of this sheet displays the Part/Rev, Description,
Group, Customer Part, and PO information. If you need, you can change these values.
5. The Quantity field displays the number of items this customer is purchasing. If you need, you can change
this value.
6. The Unit Price field displays the price per unit at which you sell this part.
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7. The Price Per field displays the part quantity that is used to multiply against the unit price. Available options:
Each, 100, 1000.
8. The Discount % field indicates the discount rate multiplied against the detail line; the Discount Amount
field indicates the amount that is subtracted from this line’s Total.
9. The Extended Price field displays the total extended gross price for the line. This amount is calculated by
multiplying the Quantity against the Unit Price.
10. The Less Discount field displays the Discount Amount calculated for this line. This amount is subtracted
from the line Total.
11. The Miscellaneous field displays the total amount of miscellaneous charges placed against this invoice line.
This amount is added to the line Total.
To learn how to add miscellaneous charges to a detail

line, read the AR Invoice Entry – Miscellaneous Charges
12. The Less Advance Billed field displays the total advanced billing amount that is reducing this invoice line
Total.
13. The Tax field displays the total sales tax amount that is levied against this invoice line.
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14. The Total field displays the final line amount charged to this customer. This value is calculated by adding
the Extended Price, Miscellaneous, and Tax amounts, and then subtracting the Less Discount and Less
Advance Billed amounts.
You can quickly review and edit an invoice’s primary

information on the Summary sheet. This sheet displays
both invoice header and detail line information. You can
then use this sheet to edit some items on the invoice.
15. If a tax liability has been identified for the invoice line, select a Tax Liability option from the drop-down
list.
16. If the line is explicitly exempt from taxes, enter a reason for the exemption within the Tax Exempt field.
This prevents AR Invoice Entry from calculating taxes against the line.
17. If the salespeople selected on the Commission sheet receive commission from this detail line, select the
Commissionable check box.
AR Invoice Entry – Miscellaneous Charge
Use the Miscellaneous Charge sheet to create or edit miscellaneous charges added to the detail line’s total
amount. Miscellaneous charges are always linked to specific detail lines. Miscellaneous charges are created
through Miscellaneous Charge Maintenance. To learn about this program, review its topics within application
help.
To add a miscellaneous charge to an invoice:
1. Click the Down Arrow next to the New button; select New Line Misc Charge.
2. The Line > Misc Charge sheet displays. Click the Charge field and select a charge from the drop-down
list.
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3. In the Amount field, enter the charge amount. Some miscellaneous charges have a default amount, but if
you need, you can change this value.
The miscellaneous charge is now added to the total price of the line. You can view this additional price on the
Miscellaneous field within the Line > Detail sheet.
AR Invoice Entry – Credit Memo
You create credit memos through AR Invoice Entry.

A credit memo is a transaction that reduces, or credits, the balance that a customer owes your company. A credit
memo can be an amount you apply to the customer’s overall balance; you can also apply a credit against a specific
sales order detail line.
To do this:
1. Click the Down Arrow next to the New button; select New Credit Memo.
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2. The Header > Detail sheet displays. Notice the Credit Memo graphic displays.
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3. To link a sales order to the credit memo, enter or find and select the Sales Order.
4. If you wish to link this credit memo to a specific invoice, enter or find and select the Ref. Invoice.
5. The Fiscal Year, Period, Shipment Date, Invoice Date, and Apply Date values display, determined by
the defaults and linking set up in the Invoice Dates Set Up section of Company Configuration. If you need,
you can change the Invoice Date and Shipment Date values.
6. In the Sold To area, enter or find and select the Sold To Customer you need.
7. If you need, you can select different payment terms from the Terms drop-down list.
8. To finish the credit memo, you must add at least one detail line to it. Click the Down Arrow next to the
New button, and select New Line. Follow the steps in the AR Invoice Entry – Line section to add a detail
line.
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9. After you finish entering the line information, click Save on the Standard toolbar.
AR Invoice Entry – Adjust Sales Accounts on Miscellaneous Invoice Lines
The sales of products or services often need to be placed within different sales accounts. AR Invoice Entry contains
the functionality to override the default sales account within each AR invoice miscellaneous line. If it is necessary
to record the sale of the goods or services within a different account, select the sales account you require.
To update the default sales account on a miscellaneous AR invoice line:
1. Select the Group > Detail sheet.
2. From the Invoices grid, select the invoice for which you want to adjust the account.
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3. Select the Line > Detail sheet.
4. At the bottom of the sheet, the GL Account fields populate with the default book and sales account.
5. Change the account in the Account field as necessary.
AR Invoice Entry – Get Shipments
The Get Shipments program is a key feature within AR Invoice Entry. You use this program to create invoices
directly from packing slips. When you run this program, one or multiple invoices are created for each customer
that has packing slips selected as shipped. You select this check box within Customer Shipment Entry.
You define how Get Shipments generates invoices within Customer Maintenance. If the Consolidated Invoice or
Combine Packing Slip check box is selected on the customer record, a single invoice may be created that contains
multiple packing slips. If these check boxes are clear, however, one invoice is created for each packing slip. If you
select the Consolidate Shipment Lines check box on the customer record, shipment lines for the same part, the
same order, and the same packing slip will be consolidated into one invoice line.
The application also uses the customer’s Billing Frequency settings to decide whether to generate an invoice
during each Get Shipments session.
To generate invoices, these packing slips must also have a

Shipment Date either equal or before the entry group’s Invoice
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Date. To learn more about entering packing slips, review the

Shipping and Receiving chapter.
To run this program:
1. Click the Actions menu, highlight the Get submenu, and select Shipments.
2. The Get Shipments window displays.
3. Notice you can filter the packing slips so they are only pulled from the Current Site or All Sites.
4. To only pull packing slips for a specific customer, click the Customers button, and then find and select the
customer you want.
5. To review the packing slips, click the Manual Selection button.
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6. The Packing Slip Browse window displays.
7. Select the packing slips you wish to invoice. You are now ready to generate the invoices.
8. Click OK.
9. Select Yes to the confirmation message that displays.
The invoices are created within the group. The Shipment type is displayed on all invoices generated through this
process. The packing slip information is placed in corresponding areas within the new invoices. Header information
is placed on the invoice header; all packing slip detail lines become detail lines on the new AR invoices.
If you have enabled the Consolidate Shipment Lines feature

in Customer Maintenance, all the packing slip detail lines
become a record on the sub-table, and result in a single
consolidated line in the AR invoice.
Within Customer Shipment Entry, these packing slips also have

their Invoiced check boxes selected. You can no longer make
changes to these packing slips. If you delete the invoice,
however, its corresponding packing slip is reset to Not Invoiced
and then you can make changes to it.
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AR Invoice Entry – Get Recurring Invoices

Use commands in AR Invoice Entry to re-create invoices automatically based on specific parameters. If you have
invoices for the same products or services which occur on a specific schedule, you can create new invoices based
on a recurring source invoice. This functionality is only used for Miscellaneous Invoices.
To designate an invoice as a recurring source invoice, select the Recurring check box and select a Cycle Code
in AR Invoice Entry to define how recurring invoices will be generated and their billing cycles.
You can also use the Generate Recurring Invoices process to generate AR recurring invoices from a recurring
source invoice. Using this process is helpful if you have a high volume of recurring invoices.
1. From the Actions menu, select Get > Recurring Invoices.
2. The Get Recurring Invoices window displays.
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3. You can filter for which Cycle Codes and Customers you want to generate invoices.
4. Click Manual Selection to select from a list of all recurring source invoices available.
5. The Invoice Browse window displays with a list of invoices.
6. Select the invoices you want from the Invoices grid.
7. Click OK.
8. Click Yes in the confirmation window to the message that displays.
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New invoices are created from the selected recurring source invoices. Each new invoice is a copy of the recurring
source invoice, including comments, charges, commissions, GL accounts, and other information.
If necessary, you can change the data that pulls from the recurring source invoice into the recurring invoice.
If the Copy Latest Invoice option is selected on the recurring source invoice, the details will be copied from
the latest posted recurring invoice for that recurring series of the recurring source invoice.
AR Invoice Entry – Cancel Invoices

Use commands in AR Invoice Entry to cancel invoices that contain errors. When you cancel an invoice, the
application creates a credit memo that reverses the invoice’s lines and taxes.
To cancel an invoice:
1. Click the Actions menu and select Create Cancellation Invoice.
2. The Create Cancellation Invoice window displays.
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3. Enter or find and select the Legal Number to specify the invoice to cancel. The legal number is the unique
number assigned to identify this transaction. If legal numbers are not implemented, the application selects
the invoice number entered in this field.
4. Use the Invoice Date field to specify a date for the new credit memo.
5. In the Document Type field, use the drop-down list to select the document type for the credit memo.
6. Click OK.
7. Click Yes to the confirmation message.
AR Invoice Entry – Correction Invoices
To correct an invoice or credit memo, create a correction invoice:
1. Click the Actions menu and select Create Correction Invoice.
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2. The Create Correction Invoice window displays.
3. Enter or find and select the Legal Number to specify the invoice for correction. The legal number is the
unique number assigned to identify this transaction. If legal numbers are not implemented, the application
selects the invoice number entered in this field.
4. If necessary, use the Invoice Date field to set the date on the correction invoice.
5. In the Document Type field, use the drop-down list to select the correction invoice document type (for
example, Accounts Receivable Invoice, or Credit Memo).
6. Click OK.
AR Invoice Entry – Copy Invoices
To copy an invoice or credit memo:
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1. Click the Actions menu and select Copy Invoice Lines.
2. The Copy Invoice Lines window displays.
3. Enter or find and select the Legal Number to select the invoice that contains the error.
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4. Select the Reverse Sign check box to create the selected item or items as an adjusting entry.
5. Select the lines included in the adjustment from the Invoice Lines grid.
6. Click OK.
The application adds the lines to the selected invoice. Taxes on the line are recalculated based on effective rates.
AR Invoice Entry – Get Deposit Payments
You can convert a deposit payment entered in Cash Receipts Entry to deposit invoices. A deposit invoice is created
based on the payment and is completely paid at the time of creation. When you enter a deposit invoice manually,
the invoice must be linked to a sales order. A deposit payment you convert to a deposit invoice does not have
to be linked to a sales order.
To convert a deposit payment to a deposit invoice:
1. Click the Actions menu, highlight the Get submenu and select Deposit Payment.
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2. The Get Deposit Payments window displays.
3. Click Manual Selection.
4. The Deposit Payments Browse window displays.
5. Select a check number from the Deposit Payments grid.
6. Click OK.
7. Select Yes to the Are you sure? message.
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The invoice now displays in the Invoices grid.
AR Invoice Entry – Print a Selected Invoice
To print a hard copy of the selected invoice by using a command on the Actions menu:
1. Navigate to the Group > Detail sheet.
2. Select an invoice you wish to print from the Invoices grid.
3. Click the Actions menu, highlight the Invoice submenu, and select Print Invoice.
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4. The Print Invoice window displays. Notice the selected invoice’s number appears in the title bar.
5. Select the Assign Legal Number check box to generate a legal number for the printed document.
6. Optionally, you can change the printing options. Options include Transactions, Document Types, and
Print Status.
7. Click Print. The selected invoice is sent to your printer.
AR Invoice Entry – Print Multiple Invoices
To print all invoices currently in a group, use a command on the Actions menu:
1. Click the Actions menu, highlight the Group submenu, and select Print Invoices.
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2. The Print Group window displays. Notice the selected group’s number appears in the title bar.
3. To generate a legal number for the printed document, select the Assign Legal Number check box.
4. If necessary you can change your printing options. Options include Transactions, Document Types, Print
Status, Range Filters, and Invoice Status.
5. Click Print. The group’s invoices are all sent to your printer.
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AR Invoice Entry – Post Invoices
To complete the AR Invoice Entry process, you post the group’s invoices to the AR Accounts within your General
Ledger. When an entry group is posted, the transactions update each customer’s accounts receivable information.
After you post the invoices, you can no longer delete them. A limited number of fields can be updated via Posted
Invoice Update. If you post an invoice in error, you can enter an offsetting transaction.
To post an invoice group:
1. Click the Actions menu, highlight the Group submenu, and select Post.
A message may display indicating the Ready To Calculate

field should be enabled. For more information, review
this topic within application help.
2. The AR Invoice Post Process window displays.
3. Click the Submit button on the toolbar. If the application could not post any invoices, an error message
displays.
4. You can view the errors on the Posting Log sheet. To display this sheet, click the Group tab and the Posting
Log tab. Correct the posting errors on the invoices. After you correct the errors, post the group again.
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AR Adjustments
Use AR Write Off and Adjustment to adjust an amount against an open invoice or credit memo. The amounts
you enter through this program increase or decrease the invoice balance. They also create General Ledger entries.
Menu Path: Financial Management > Accounts Receivable > General Operations > Write Off and Adjustment
1. Enter the invoice number directly, or click the Invoice button to find and select it.
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2. The invoice’s information, such as Legal Number, Customer, Invoice Date, Amount and Rate, display
in these fields.
3. If necessary, select the Copy Rate check box for the invoice adjustment to use the original invoice exchange
rate. This provides the ability to write off an invoice with a zero gain/loss adjustment.
4. The Date field displays the date on which the adjustment transaction occurs.
5. In the Adjustment field, enter the amount by which you change the invoice amount. This amount can be
either a positive or a negative value, but the adjusted amount cannot exceed the original invoice total.
6. After you enter the Adjustment value, the New Balance field displays what the updated amount is on the
invoice or credit memo.
7. The Fiscal Year and Period fields display the period that contains this date.
8. In the GL Account fields select the general ledger book and account number to be debited with the
adjustment amount.
9. Use the Description field to enter a brief explanation for the adjustment.
10. If you need to enter a longer explanation for the adjustment, use the Comment field.
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11. Select the Taxable Adjustment check box if you want to apply a prorated taxable adjustment to all taxes.
13. The AR Invoice Adjustment Process window displays.
14. Click the Submit icon.
The invoice or credit memo amount is now changed to reflect the positive or negative adjustment.
Process Finance/Late Charges
Use Process Finance/Late Charges to calculate finance charges against overdue invoices. You can set up this
process to run on a regular, recurring schedule or whenever you need.
To learn more about the finance/late charges process, review

the Finance Charges Business Flow topic within application
help. Review the Process Finance/Late Charges topic in the
application help for an explanation of error messages when
running this process.
To set up and run this process:

Menu Path: Financial Management > Accounts Receivable > General Operations > Process Finance/Late Charges
1. From the As of Date field, select the date from which invoices are evaluated to be overdue during the
Finance Charge process. The default is the current date.
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2. Enter an identifier in the Group ID field. This will be the invoice group that contains the finance charge
invoices the process creates. You can later view the Group ID within AR Invoice Entry.
3. You can filter the process by Finance/Late Charges codes by using the Filter tab.
4. When you finish, select the Process icon.
Balance Update
Use the Balance Update process to update Accounts Receivable (AR) balances when they are not set for automatic
updates. Run this process before running the AR Reconciliation Report to have accurate balances on your report
if you have not set automatic updates.
Menu Path: Financial Management > Accounts Receivable > General Operations > Balance Update
To set up and run this process:
1. The current Fiscal Year and Fiscal Period display. Make any changes you want for your report.
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2. Select a Process Option. The options are:

• Net Change - Updates balances from movements that are not automatically updated or are the same
or later than the start of the fiscal period and year specified (the default)
• Regenerate - Regenerates and rebuilds all AR balances
3. Click the Submit icon.
Void Pre Numbered Forms
A folio is a set of preprinted documents or checks that use numbers defined in Legal Number Maintenance. If
necessary, you can use the Pre Printed Forms program to void specific numbers applied to the documents or
checks. Voiding the folio allows the continued use of the sequence that contains the number.
Menu Path: Financial Management > Accounts Receivable > General Operations > Void Pre Numbered Forms
To void numbers in pre-printed folios:
1. Enter or search for the Legal Number that identifies the sequence that contains the spoiled numbers.
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2. You can select Prefix and Site identifiers to select the correct sequence.
3. Use the From Legal Number and To Legal Number fields to specify the numbers included in the void.
4. Enter a Reason to describe why you are voiding the folio.
5. Click Void and click OK to any confirmation message that displays.
Payment Instruments
Payment instruments are financial transaction methods used in different localities. Examples of payment instruments
include Promissory Notes and Post-Dated Checks. You run the Payment Instrument functionality to track each
instrument, from initial generation or receipt to clearance or settlement.
Payment Instrument Type Maintenance
Use Payment Instrument Type Maintenance to define payment instrument types and some available default
behavior. Examples of common types are promissory notes and future dated checks. Payment Instrument Type
Maintenance has group panes for both Accounts Receivable and Accounts Payable. The applicable pane is enabled
based on your selection in the Use In field on the Detail sheet.
Menu Path: Financial Management > Accounts Receivable > Setup > Payment Instrument Type
To create a payment instrument type:
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2. Enter the payment instrument Type.
3. Enter the payment instrument Description.
4. In the Use In field, select AR for this example.
5. This enables the Accounts Receivable pane.
6. If AP is selected, the Accounts Payable pane is enabled instead.
Refer to the Accounts Payable chapter for additional

information on Payment Instrument Payables.
7. In the Initiation field, select an appropriate initiation option.
8. Select the Customer Bank Required check box if customer bank details are required.
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9. In the Company Bank ID field, select a bank account.
10. In the First GL Update Stage field, select the stage that updates the GL.
11. Click Save.
Payment Instrument Status Maintenance
Use Payment Instrument Status Maintenance to define the statuses available for each of the payment instrument
predefined stages.
Menu Path: Financial Management > Accounts Receivable > Setup > Payment Instrument Status
To enter a payment instrument status code:
2. Enter the Status identifier.
3. Enter the status Description.
4. In the Use In field, select AR.
5. In the Stage field, select an option depending on which stage the payment instrument is in.
6. Click Save.
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8. Select the GL Control > Detail sheet.
9. Find and select an applicable payment instrument Type.
10. Find and select an applicable Control.
11. Click Save.
Payment Instrument Batch Generation
Use Payment Instrument Batch Generation to generate a batch of payment instruments, or a single payment
instrument. You can create a payment instrument for each customer/invoice due date combination within an
entry group. You can also print and post the batch of payment instruments generated.
Batch Payment Instrument
Menu Path: Financial Management > Accounts Receivable > General Operations > Payment Instrument Batch
Generation
To create a batch of payment instruments:
1. Click the Group button to find and select the entry group from which you want to create payment
instruments.
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2. Click the Actions menu and select Batch Generate Payment Instruments.
3. The Batch Generate Payment Instruments window displays.
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4. Select the invoice Cut Off Date.
5. Select the PI Status.
6. If the batch is for a specific payment method, select the Filter sheet.
7. Click the Payment Method button to select a payment method.
8. Click OK.
9. Click the Actions menu and select Post.
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Single Payment Instrument
Menu Path: Financial Management > Accounts Receivable > General Operations > Payment Instrument Batch
Generation
To create a single payment instrument:
1. Click the Group button to find and select the entry group from which you want to create payment
instruments.
2. Click the Actions menu and select Generate Single Payment Instrument.
3. The Single Generate Payment Instruments window displays.
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4. Click the Customer button to select a customer.
5. The open invoices not associated with other payment instruments display in the Invoices grid.
6. Select the PI Status and PI Type.
7. Select one or more invoices from the Invoices grid.
8. Click OK.
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Payment Instrument Receivables Entry
You can use Payment Instrument Receivables Entry to track repayment of instruments used to pay customer
invoices. Use this program to track and control credit control for promissory notes, post-dated checks, and other
future-dated payment instruments. Receivable instruments result in the deposit of funds allocated to AR invoices.
Menu Path: Financial Management > Accounts Receivable > General Operations > Payment Instrument
Payment Instruments - Group
To create a payment instrument group:
2. In the Group field, enter the identifier for the payment instrument group.
3. Use the PI Status drop-down list to specify the appropriate AR payment instrument status to apply to the
group.
4. If necessary, change the Transaction Date field to set the transaction date for payment instruments that
belong to the group.
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Payment Instruments - Header
Use the Header sheet to define a payment instrument. Fields on the sheet define the customer, bank accounts,
and currency for the transaction.
To create an instrument:
1. Click the Down Arrow next to the New button; select New Payment Instrument.
2. In the Type field, select one of the instrument types created in Payment Instrument Type Maintenance.
3. Enter the Payment Instrument ID and Description to identify the payment instrument.
4. Use the Transaction Date field to change the transaction date for the instrument.
5. Use the Issue Date field to change the issue date for the instrument.
6. Enter the Amount paid on the payment instrument.
7. Enter or find and select the customer’s identifier in the Cust ID field.
8. Change the instrument’s due date, if needed. The application uses the entry in the Due Date field and the
terms associated with the selected customer to determine the payment schedule.
9. Use the Currency field to change the currency applied to instrument amounts. This field is only enabled if
the company bank account is not defined. Otherwise, the bank account currency displays.
10. Select a different Bank Account in the Company’s Bank Info area if needed. This entry determines the
account to which payments are deposited.
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11. Enter or find and select a Bank in the Customer’s Bank Info area if needed. By default, the field displays
the bank associated with the selected supplier. This entry determines the account from which payments are
withdrawn.
12. You can use the Info sheet to supply a customer or company address specific to the instrument. Default
information in this sheet originates in Customer Maintenance and Company Maintenance.
Payment Instruments – Bank Fees
Use the Bank Fee sheet to enter bank fees that apply to the instrument.
To enter bank fees:
1. Click the Down Arrow next to the New button; select New Bank Fee.
2. Enter the Bank Fee that applies to the instrument.
3. Enter the Bank Fee Amount in the currency of the payment instrument.
4. In the GL Account fields, enter the appropriate GL Book and Account information.
Payment Instruments – Invoice Selection
Use the Invoice Selection sheet to select the invoices to which the instrument amount is allocated. You can
allocate the amount of the instrument to one or more invoices. You can also use the Allocate and Detail sheets
to adjust and review invoice information.
To do this:
1. Select the invoices in the Invoices grid to which the payment applies.
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2. You can select all the invoices by clicking the Select All button.
3. The Unapplied Amount field displays the payment instrument amount that has not been distributed. This
field recalculates automatically.
4. The Amount Selected field displays the total amount on the selected invoices.
5. After selecting the invoices, click Apply, which applies the instrument amount to all the selected invoices.
6. Click the Allocate tab to view the selected invoices. You can use this sheet to delete selected invoices or
make amount adjustments.
7. Select an invoice from the Invoices grid for which you want to make additional adjustments.
8. If needed, enter a new amount in the Transaction Amount field of an invoice.
9. Click the Detail tab. You can use this sheet to view additional invoice information.
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10. If needed, enter a new amount in the Amount to A/R field to adjust the invoice.
Payment Instruments Status Change
Use Payment Instruments Status Change to change the status of a payment instrument. Movement between
statuses may require a general ledger (GL) journal entry to move the balance if either of the associated stages
has a Posted status and the old and new posting codes are different. As a result, the document type may need
to change and a legal number may need to be created for the change of status.
Details of the reversals are as follows:
• Portfolio to Apply to Bank - Add bank information and payment method.
• Apply to Bank to Portfolio - If the company bank is not defined for the payment instrument type, then
additionally clear the bank number.
• Portfolio to Unapproved - Ensure any selected options against the invoice showing portfolio items are
reverted.
• Portfolio to Cancelled - Ensure all invoice references are also reversed.
The following status changes must be made through other processes:
• Unapproved to Portfolio - Enter all AR allocations using the entry process.
• Portfolio to Apply to Bank - Add bank information and option for batch reference.
• Any status going to Settled - Use Bank Reconciliation.
Menu Path: Financial Management > Accounts Receivable > General Operations > Payment Instrument Status
Change
To change a payment instrument status:
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2. Enter an identifier in the Group ID field.
3. Select a Transaction Date.
4. Select a new Status you want to assign.
If you select an Apply to Bank status, you must also make

selections the Bank Account and Payment Method
drop-down lists.
5. Click the Actions menu and click Select Payment Instruments.
6. The Select Payment Instruments window displays.
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7. Make sure the correct Payment Instrument Type is selected.
8. Select the appropriate parameters and filters (Customer Groups, Currency Groups, and Payment
Instrument Status) so the correct payment instruments will display.
9. Click OK.
10. The payment instruments associated with the entry group display in the Payment Instruments grid.
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11. If necessary, select any payment instrument record in the grid and click the Payment Instrument sheet to
view the details.
12. Select the Allocation sheet to select the invoices you want allocated towards the payment instruments in
your entry group.
13. Click the Actions menu and select Post Group. The group posts.
Cash Receipt Entry
You enter customer payments, customer credits, and miscellaneous cash amounts through Cash Receipt Entry.
This process is similar to the AR Invoice Entry process. You create entry groups, enter cash receipts, and post
these transactions to your General Ledger.
You can enter these cash receipt transaction types:
• Invoice Payments - These transactions are entered with basic check information. They include detail lines
that describe how the check is used against the customer's outstanding invoices. These transactions debit the
Cash account and credit the Accounts Receivable account.
• Deposit Payments - These transactions track down payments made against specific sales orders (allocated)
or not linked to a sales order (unallocated). They debit the Cash account and credit the account number you
enter, which is normally a Prepayments liability account.
• Miscellaneous Payments - These transactions track miscellaneous cash received from sources other than
customers; they do not change customer AR balances. They debit the Cash account and credit the account
number you select.
• Debit Notes - Enter these transactions when a customer requires a payment or invoice deduction. These
transactions create open receivable amounts. Debit notes can be applied as unallocated amounts on a payment.
They can also be linked directly to an invoice, reducing the invoice's total amount due.
You can also create Unapplied Receipts. By selecting the On Account check box, these transactions are
automatically created when you enter a customer payment that is not applied to a specific open invoice or credit
memo.
You can use Apply Credit Memos to assign this amount to

another invoice. You can also use AR Write Off and
Adjustment to adjust the balance. For more information, refer
to the Apply Credit Memo and AR Write Off and Adjustment
topics in the Application Help.
When cash receipts post, they update invoice balances, create GL entries, and update Bank Reconciliation deposit
information.
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Cash Receipt Entry - Groups
You begin the Cash Receipt Entry process by creating entry groups. You can then enter the cash receipts that
are processed through this entry group. Entry groups are also called batches.
Menu Path: Financial Management > Accounts Receivable > General Operations > Cash Receipt Entry
or numbers.
Some people use specific numbers to make it easy to find

cash receipts during an audit. Others use the employee
name or a date to organize the groups. After you post
the group, you can then reuse this identifier.
3. Now select the Bank Account you need from the drop-down list. The cash receipts for the group are
deposited within this bank account.
4. The Transaction Apply Date defines the date placed on the cash receipts within the group. The current
date displays by default; if you need, select a different date.
Cash Receipt Entry – Invoice Payments
Typically, you use Cash Receipt Entry to enter customer payments made against specific invoices. You do this by
entering payment information and then selecting the invoices against which this payment is made.
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To do this:
1. Click the Down Arrow next to the New button; select New Invoice Payment.
2. In the Check field, enter the number that identifies the check. You can enter the number from the check
or any other reference number.
3. In the Receipt Amount field, enter the amount of the payment.
4. In the Receipt Currency fields enter the currency of the payment.
5. Use the Settlement Currency field to enter the currency of the invoice. The company must be configured
to use currency settlements in order for you to use this field.
6. In the Customer ID field, enter or search for and select the customer who is making the invoice payment.
If the customer’s remittance advice details have given you a number for a paid invoice, enter this number.
7. The Unapplied field displays the current amount not yet applied against an open invoice. You select which
invoices are paid or partially paid through this payment on the Invoice Selection sheet.
8. If you want the program to create a new unapplied entry against the customer for any remaining unapplied
amount, select the On Account check box. If this check box is clear, you cannot enter other payments until
you have allocated the entire Unapplied Amount.
Cash Receipt Entry – Header Currency
Use the Header Currency sheet when a settlement requires overrides to exchange rates or amounts. You can
override default rates when the bank account currency differs from either the settlement currency, the receipt
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currency, or both currencies. Using the currency settlement feature, you can settle an invoice in one currency
paid in a second currency with the payment deposited in a third currency.
To define currency settlement exchange rates and amounts:
1. Use the Settlement Currency field to select a currency for the invoice settlement.
2. Use the Settlement Exchange Rate field (USD -> CAD in this example) to override the default exchange
rate between the bank currency and the settlement currency.
3. The Settlement Amount field displays the value of the payment using the target, or settlement currency.
This value is calculated using the currency selected on the invoice, the rate type, and the active exchange
rate. You can change the amount if you changed the settlement currency in this sheet and the settlement
currency differs from the bank account and the receipt currencies.
4. The Bank Amount field is used to change the amount deposited to the account. You can change the
amount when the amount of the receipt differs from the bank amount. Differences result when the currency
of the receipt differs from the currency of the bank account.
5. The Bank Receipt Exchange Rate field overrides the bank base rate. You can change the rate when the
currency of the receipt differs from the bank account currency. The rate group selected on the A/R Receipt
> Header sheet and the entry date for the receipt determine the bank base rate.
Cash Receipt Entry – Invoice Selection
Use the Invoice Selection sheet to select the open invoices against which this customer’s payment is applied.
When you select a customer on the A/R Receipt > Header sheet, the customer’s open invoices display on this
sheet when the Auto Retrieve option in the Actions menu is enabled.
You can apply this payment against one or multiple invoices.
To do this:
1. Click the Invoice Selection tab.
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2. The customer’s open invoices display within the Invoices grid.
3. If the Auto Retrieve option in the Actions menu is not enabled, click the Retrieve button to retrieve the
customer's open invoices.
4. You can also enter or search for an invoice from the Invoice Number or Legal Number fields.
5. In the Invoices grid, select one or multiple invoices by selecting the Selected check box for each invoice.
6. The steps of this procedure reflect the manual method of invoice selection. For automatic alternatives, you
can use the Automatic Selection button to automatically select the open invoices for a customer until the
receipt amount is allocated, starting with the oldest invoice first.
7. Another method of invoice selection is to use the Select and Apply button to perform automatic allocation
of the payment amount, where the system selects the invoices for allocation using the existing sorting order
and allocation is performed until the Unapplied field value is equal to zero.
8. Enter a payment amount to be allocated against each selected invoice in the Allocated amount field in
the grid.
9. Any applicable discount resulting from the invoice's discount terms displays in the Discount field in the grid
for each invoice. If you do not want a discount applied, you can enter zero or also adjust the amount.
For invoices that include miscellaneous charges, the

discount amount applied to the invoice is based on the
Include in Discount defined for the miscellaneous
charge. If the Include in Discount check box is selected
for a miscellaneous charge, the discount amount is
calculated using the total invoice amount, including the
miscellaneous charge. If the Include in Discount check
box is clear for a miscellaneous charge, the discount is
calculated using the invoice line amount and does not
include the miscellaneous charge.
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10. If the payment date is beyond discount periods of the terms that apply to the selected invoice, you can force
application of the nearest period's payment discount by clicking Force Discount.
11. If you want to undo your selections, click the Clear All button.
12. Click Apply to confirm that all invoices are applied to the check. The application applies payment amounts
to the selected invoices and moves the invoices to the Allocate sheet.
13. The Unapplied field displays the current amount of the payment not yet placed against an invoice.
Cash Receipt Entry – Allocate
Use the Allocate sheet to modify the amounts paid on the invoices previously selected on the Invoice Selection
sheet. You can also use this sheet to link a payment to a new or existing AR invoice.
For invoices that reflect discounts, a company setting determines how the allocation applies the credit. The
allocation process can charge the credit back to the defined discount accounts or to the selected invoices.
To use these features:
1. Click the Allocate tab.
2. The Check and Settlement Amount values from the A/R Receipt > Header sheet display. If you need,
you can modify these values.
you have allocated the entire unapplied amount.
4. The Unapplied amount field displays the current payment amount that has not yet been placed against an
invoice.
5. The invoices you selected on the Invoice Selection sheet display within the Invoices grid.
6. If you wish to update the payment placed against this invoice, enter a new amount within the Cust Amount
column.
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7. To allocate amounts to a new or existing invoice, add a detail line to this sheet. To do this, click the Down
Arrow next to the New button; select New Line.
8. A new line displays on the Invoices grid.
9. Enter the invoice number in the Invoice column.
10. Alternately, you can right-click the Invoice column to display its Open With context menu.
11. Select Invoice Search program to find and select the invoice you want to make the payment against.
Cash Receipt Entry – Unallocated Deposit Payments
You can use Cash Receipts Entry to enter customer deposits, or prepayments. You can create deposit payments
as allocated deposits (linked to sales orders), or as unallocated deposits (not linked to sales orders). You can then
convert deposit payments to deposit invoices. Deposit payments you convert to deposit invoices do not have to
be linked to sales orders. Allocated deposits are processed and closed if the full amount has been allocated once
you process a shipment invoice for the linked sales order.
To enter an unallocated deposit payment:
Unallocated deposits can only be created if the Company

Configuration setting for Invoice Deposit Tax treatment is set
to Reverse tax by invoice match.
1. Click the Down Arrow next to the New button; select New Deposit Payment.
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2. The Deposit sheet displays.
3. In the Check field, enter the number that identifies the check.
4. Enter the value of the deposit payment in the Amount field.
5. In the Cust ID field, enter or find and select a customer.
6. Enter the Account number that is credited with this deposit amount.
7. Click Save.
Cash Receipt Entry – Allocated Deposit Payments
To enter an allocated deposit payment:
1. Click the Down Arrow next to the New button; select New Deposit Payment.
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2. The Deposit sheet displays.
3. In the Sales Order field, enter or find and select the sales order.
4. In the Check field, enter the number that identifies the check.
5. Enter the value of the deposit payment in the Amount field.
6. When you select the sales order, the Cust ID, Customer Name, Bill To Name, and Sold To Name default
from the order.
7. The Credit GL Account field displays the general ledger book and account number credited with this deposit
amount. A required field, the default is first the customer's GL Control, then the Prepayments account
defined within the Company Configuration program. If you need, however, you can change this account.
To learn more about the Company Configuration

program, review this program’s topics within application
help or review the Company Configuration chapter in the
8. The Order Value field displays the total amount that needs to be paid on this sales order.
Cash Receipt Entry – Miscellaneous Payments
You can also enter miscellaneous payments through Cash Receipt Entry. These transactions track miscellaneous
cash received from sources other than customers.
You can also enter sales taxes levied against the miscellaneous payment. Both functions are available on the
Miscellaneous sheet.
To enter miscellaneous payments:
1. Click the Down Arrow next to the New button; select New Misc Payment.
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2. The Miscellaneous sheet displays.
3. In the Check field, enter a number that identifies the miscellaneous payment.
4. In the Amount field, enter the amount you received.
5. The Tax Liability field displays the sales tax locality for your company. If you need, select a different liability
from the drop-down list.
6. The Credit GL Account field displays the general ledger book and account number credited with this
miscellaneous payment amount. You can select the book and account number from the drop-down list.
Cash Receipt Entry – Miscellaneous Tax
You are now ready to enter a miscellaneous tax against this miscellaneous payment. To do this:
1. Click the Down Arrow next to the New button; select New Miscellaneous Tax.
2. A new line displays within the Miscellaneous Payment Tax List grid.
3. Click in the Tax ID field, and select a sales tax from the drop-down list.
4. Select the Manual check box if this is a manually entered tax.
5. The percentage used to tax this payment displays within the Percent field.
6. The Taxable Amt field displays the amount you need to tax.
7. The Tax Amt field displays the amount subtracted from this miscellaneous payment.
8. The total tax displays within the Tax field.
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9. The Amount Less Tax displays the amount you have received from this miscellaneous payment after the
sales tax is subtracted from the payment.
10. Repeat these steps to add the sales taxes you need. When you finish, click Save.
Cash Receipt Entry – Post Receipts
To complete the Cash Receipt Entry process, you post the group’s receipts to the AR accounts within your General
Ledger. When an entry group is posted, all of the transactions update your cash receipts information.
When you finish entering cash receipts, you can select the Group sheet to verify you have correctly entered the
cash receipts. You can also view the grand total of the receipts that you record within this group.
To post a cash receipts group:
2. The Cash Receipt Post Process window displays.
3. Click the Submit button.
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4. If any errors occur, they display on the Posting Log sheet. To display this sheet, click the Group tab and
the Posting Log tab. When you correct the errors, post the group again.
After you post the cash receipts, you can no longer edit
or delete them. If you post a receipt in error, you must
enter a Reverse Cash Receipt transaction. To learn more
about the Reverse Cash Receipt program, refer to this
program's topics within application help.
Cash Receipt Tracker
Use the Cash Receipt Tracker to retrieve and view details of multiple cash receipts. The tracker layout is similar
to the Cash Receipt Entry Program, with the A/R Receipt, Deposit, Misc, and Credit Card sheets.
In addition, if you elect to open multiple cash receipts, the Summary sheet displays the basic details of each
receipt in a grid format. The GL Transactions sheet provides details of the GL journals associated with the selected
cash receipt.
Cash Receipt Tracker - View Multiple Receipts
Use the Cash Receipt Search to retrieve the required cash receipts. You can search by various criteria, and the
Search Results grid also provides various details, including Customer ID, Customer Name, Type, Currency, and
Bank Account, to help you select the required record(s).
Menu Path: Financial Management > Accounts Receivable > General Operations > Cash Receipt Tracker
To view multiple cash receipts in the tracker:
1. On the A/R Receipt > Header sheet, click the Check button.
You can also click the Search button (binoculars) on the Standard toolbar.
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2. The Cash Receipt Search window displays.
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3. You can search by various criteria, including Customer, Check/Ref, Invoice, Transaction Type, From/To
Date, and Bank Account.
The Transaction Type can be Deposit, Miscellaneous,

or Pay Invoice.
4. Once you have selected filter criteria, click Search.
5. The grid displays the Search Results.
6. Hold CTRL to select the receipts you want to open in the tracker, or click Select All, then click OK.
7. The Summary sheet displays basic details of all the retrieved cash receipts.
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8. Select a receipt in the Receipt Header grid.
9. On the A/R Receipt > Header tab, you can view details of the selected receipt.
10. A blue label displays the receipt type - Invoice Payment, Misc Payment, or Deposit Payment.
The sheets under the A/R Receipt tab, and the Deposit and Misc sheets, are similar to the Cash Receipt Entry
program, but read-only.
11. Use the GL Transactions sheet to view details of the GL journals associated with the selected receipt.
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12. Click Retrieve to display details in the GL Journal Detail grid.
Reverse Cash Receipt
Use Reverse Cash Receipt to create a receipt that contains a reversing entry. This negative receipt updates the
balances of allocated invoices. A reversal allows the application of new cash receipts to invoices for which the
original receipt applied. It also reverses journals in books affected by posting of the original receipt.
This process does not apply to miscellaneous cash receipts or deposits applied to an invoice.
Menu Path: Financial Management > Accounts Receivable > General Operations > Reverse Cash Receipt
To reverse a cash receipt:
1. Click the Binoculars button to open the Cash Receipt Search window. Select the receipt you need. You
can use customer, check number, and bank account as search criteria.
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2. The details from the selected cash receipt display in the program.
3. Select a reversal date in the Reverse Date field.
4. The reversal process determines whether unapplied cash exists for the receipt. If so, the Unapplied graphic
appears beside the Unapplied field.
5. Click Reverse.
AR Reconciliation Tracker
Use the AR Reconciliation Tracker to assist in the reconciliation between your Accounts Receivable sub-ledger
and General Ledger to reduce month-end processing time.
You can select the criteria to retrieve and display transactions and calculated totals for specific periods you want
to reconcile, to avoid sorting through all transactions in your database. Retrieved records can be copied to
Microsoft® Excel®.
AR Reconciliation Tracker - Drill Down

You can right-click on the GL Movements or Subledger Movements calculated fields and select Drill Down
to drill down into either GL movement or AR subledger movement transactions. The transactions from the time
period specified then display in the GL Movements or Subledger Movements sheets so they can be reviewed.
From the Movement Variance calculated field, you can right-click and select Drill Down so you can drill down
into the transactions that cause a difference between the GL and subledger. The transactions from the time
period specified display in the Differences sheet so they can be reviewed in detail.
Difference reasons include:
• Amount - Posted amount different between GL and subledger
• Backdated Settlement - Settlement (or reversal) in a period prior to initial document posting
• Fiscal Period - Fiscal period difference between GL and subledger
• Missing GL - No GL transaction linked to the movement (for example, open load invoice)
• Missing Subledger - No subledger transaction linked to the GL movement (for example, manual journal)
Menu Path: Financial Management > Accounts Receivable > General Operations > AR Reconciliation Tracker
To drill down and review records:
1. Select the Book to be viewed in the tracker.
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2. Verify that the Fiscal Year, Start Period, and End Period reflect the current month and year.
3. Leave the GL Account field blank to display totals for all GL accounts. You can enter an account in this field
to display totals for a single account.
4. From the Totals pane, click the Retrieve button.
5. Opening, closing, and GL movement balances display in the Totals pane.
6. To view GL movement records, right-click in the GL Movement field and select Drill Down.
7. Records are retrieved and display in the GL Movements grid.
8. To view subledger movement records, right-click in the Subledger Movement field and select Drill Down.
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9. Records are retrieved and display in the Subledger Movements grid.
10. To view records with differences, right-click in the Movement Variance field and select Drill Down.
11. Records with differences display in the Differences grid.
AR Reconciliation Tracker - Retrieve All Records

To retrieve and view all records:
1. Verify correct Book displays and that the Fiscal Year, Start Period, and End Period reflect the current
month and year.
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2. Click the All Records sheet.
3. Click the Retrieve button.
4. All records for the specified time period display in the All Records grid.
Reports
This section describes some key reports you use to view information about Accounts Receivable. You can run
these reports whenever you need. You can also set up each report to generate and print through a recurring,
automatic schedule. Review the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for
information on how you link a report to a recurring schedule.
Aged Receivables Report
The AR Aged Receivables Report displays each customer’s open invoices – sorting them into aging columns. You
can create whatever aging format you need, and then select the format you want on this report.
To learn more about creating aging formats, review the Aging

Report Format Maintenance topic within application help.
Menu Path: Financial Management > Accounts Receivable > Reports > Aged Receivables
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1. In the Select By area, indicate how you want this report to select the invoices. Available options:
• Apply Date – Invoices display based on their apply dates.
• Invoice Date – Invoices display based on their invoice dates - either on or before the Aged As Of date.
2. In the Age By area, define the date from which the aging is based:
• Due Date – Compares the payment Due Date with the Aged As Of date to determine into which aging
column the invoice is placed. This value is the default.
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• Invoice Date – Compares the Invoice Date with the Aged As Of date to determine into which aging
column the invoice is placed.
3. The Aged As Of date displays the date used to calculate the aging. The current date displays by default,
but if you need, you can change this date. When you generate this report, its aging columns calculate in
increments based on both the selected aging method and this date.
4. If you need, select the Summary Only check box. When selected, only the totals per customer display on
the report.
5. If you want to run the report for a different reporting currency, select a Target Currency from the drop-down
list.
6. Select the Print Legal Numbers check box to print legal numbers on the report. Legal numbers are used
for internal and external identification of documents in many countries. This check box is disabled by default.
7. Notice the Filter Summary section. You can filter the records displayed on the report by GL Controls and
Customers. To do this, click the Filter tab and select the GL controls and customers you want to use.
8. You can display the invoices by Sold To location or Bill To location. If you select the Sold To option, the
invoices are shown using the customer location that purchased the shipment. If you select the Bill To location,
the invoices are shown using the customer location paying for the shipment. You can also use the GL Control
and Customer filters to limit the locations displayed on the report.
9. The Aging field defines the aging method used for this report. The method selected within Company
Configuration displays by default, but if you need, you can select a different method.
To learn more about the Company Configuration

program, review this program’s topics within application
help. You can also review the Company Configuration
chapter in the Epicor ERP Implementation User Guide.
Sales Gross Margin Report
The Sales Gross Margin Report prints Cost of Sales (COS) on invoices created during a selected date range. COS
is the cost of producing the products you sell.
Only amounts from Shipment invoices calculate and display

on this report. You create these invoices through the Get
Shipments program. To learn about this function, review the
AR Invoice Entry - Get Shipments section found earlier in this
chapter.
Menu Path: Financial Management > Accounts Receivable > Reports > Sales Gross Margin
1. In the From field, enter the first date on which this report starts.
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2. In the To field, enter the last date used on this report. All invoice lines created on this date back to the From
date displays on this report.
3. Use the options in the Sort By section to define how this report is organized. Available options include:
• Customer Group – Invoices are sorted first by Customer Group, then by Customer, and lastly by Part.
This option is the default.
• Product Group – Invoices are sorted first by Product Group, then by Part, and lastly by Customer.
4. The Use options define how order based pricing and discounts are calculated for the prices. The Use methods
are:
• List Price – This method displays each item’s price before any order based pricing or discounts are
subtracted from the price.
• Unit Price – This method displays each item’s price after order based pricing is subtracted from the list
price. This price, however, does not include any discounts that can be subtracted from the price.
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• Net Price – This method displays each item’s price after both order based pricing and discounts are
subtracted from the original price.
To learn more about how the application handles prices,

review the Pricing and Discounting section within the
Sales Order Processing chapter.
5. If you want, select the Summary Only check box. This option causes the report to only display total amounts.
If this check box is clear, all the invoice details display.
6. If you want to run the report for a different reporting currency, select a Target Currency from the drop-down
list.
7. Notice the Filter Summary section. You can filter the records by Customer Groups, Product Groups,
Customers, and Parts. To do this, click the Filters tab to select the records you want to use on the report.
8. You can display cost information by Sold To location or Bill To location. If you select the Sold To option,
the costs are shown using the customer location that received the shipment. If you select the Bill To location,
the costs are shown using the customer location paying for the shipment. You can also use this report’s
filters to limit the locations that display on the report.
AR Reconciliation Report
The AR Reconciliation Report prints a single report to assist in reconciling Accounts Receivable (AR) balances with
the General Ledger (GL). The AR Reconciliation Report shows any differences between amounts and transactions
that post to the GL and the AR sub-ledger. The report includes opening balances and displays movements for
both the sub-ledger and GL.
To learn more about creating a reconciliation report, review

the AR Reconciliation Report topic within application help.
Menu Path: Financial Management > Accounts Receivable > Reports > AR Reconciliation
To set up and print this report:
1. Select the Book you want for your report from the drop-down list.
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2. Enter the Fiscal Year you want for your report.
3. If necessary, change the Starting Period and Ending Period of the Fiscal Year for your report. The default
is the prior period.
4. If necessary, change the References option to indicate the type of reference numbers you want displayed
in the report. The options are:
• Legal Number (the default)
• Document
5. Select a Group By option for how you want your report sorted and displayed. The options are:
• GL Account (the default)
• Document
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6. Select the Only Transactions with Difference check box if you want to specify that only transaction lines
with differences display in the movements section of the report.
7. Select the Summary Only check box, to create a report without the transaction details.
8. Select the Include Opening Balances and Include Closing Balances check boxes to display opening and
closing balances in your report.
9. Notice the Filter Summary section. You can filter the records by GL Account. To do this, click the Filters
tab to select the records you want to use on the report.
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Epicor ERP Application User Guide Suppliers and Accounts Payable | Chapter 22
Chapter 22: Suppliers and Accounts Payable
The Accounts Payable functionality uses billing parameters defined on supplier records and AP invoices to calculate
how much your company owes suppliers.
You set up billing information through two maintenance programs – Purchase Terms Maintenance and Supplier
Maintenance. Use Purchase Terms Maintenance to define the various pay agreements you have with your suppliers.
Supplier Maintenance defines the billing parameters specific to each supplier, like sales tax, payment terms, AP accounts,
and other details.
In the European Union, Value Added Tax (VAT) is assessed on the amount, or value, added to goods and services. Use
Tax Type Maintenance to specify tax types and rate codes to support sales and purchases. Use Tax Liability Maintenance
to enter the locality that will receive a tax amount from an invoice and Product Tax Category Maintenance to classify
different products and services based on taxes.
AP Invoice Entry is the program where you record the amounts you owe suppliers, and the dates on which these
amounts are due. Use this program to create invoices that have a variety of detail lines - Receipt Line, Miscellaneous
Line, Advanced Billing Line, and so on. You then use AP Payment Entry to pay these invoices. You can either pay
suppliers through a check or an electronic payment. When you post these payments to your General Ledger, you
complete the payment cycle.
Additional payment functionality is also available. You can create logged AP invoices you save within an expense
account for accrual purposes. These invoices stay in this account until approved and paid. You can also track payment
instruments you need to apply to supplier invoices at a later date. Use this functionality to track and credit control
promissory notes, post dated checks, and other future-dated payment instruments. Two key reports can help you
review your payments. The AP Aged Payables Report displays open AP invoices by sorting them into aging columns.
The Received Not Invoiced Report displays shipments sent to you, but you currently have not yet created invoices for
these shipments.
When you fully leverage this set of financial tools, you accurately calculate the expenses for the materials and services
used by your company.
Setup
This section describes the primary records you need to create for the Accounts Payable module. These programs
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Chapter 22 | Suppliers and Accounts Payable Epicor ERP Application User Guide
Purchasing Terms
Purchasing Terms Maintenance defines terms that govern the frequency, number of payments, and discounts
that apply to supplier invoices. The supplier’s terms apply to payments the company sends to the supplier.
Optionally, you can calculate the best discount for a specific term or adjust a payment schedule.
Menu Path: Financial Management > Accounts Payable > Setup > Purchasing Terms
To create terms applied to AP invoices:
2. In the Code field, enter the unique identifier for the term.
3. Enter a Description for the payment term. This description is printed on AP invoices and other external
documents.
4. Enter the Number of Payments that can be made against an invoice during a payment cycle. If this number
is more than one, any invoice assigned these terms is paid through multiple payments.
Multiple payments appear in the Payment Schedule sheet.
5. Click the Terms Type drop-down list to select the billing schedule associated with the term. Schedule
options include Days, Day of Month, and End of X Month(s) plus Y day(s).
6. If the purchasing term requires a letter of credit, select the Require Letter of Credit check box.
If you create a purchase order or AP invoice using a term that requires a letter of credit, you have to select
a letter of credit on the order or invoice.
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7. If you want these terms to be the default on new supplier records, select the System Default check box.
8. What you select in the Terms Type field determines which fields are available in the Due area. Based on
the terms type, the following fields are available:
• Number of Days - This value defines a schedule based on periodic payments. The application adds the
number of days entered in this field to the invoice date to obtain the due date.
• Due on Day and Minimum Days - These values define a schedule based on monthly payments. The
application uses the Minimum Days value to move a billing to the next month when the invoice date
occurs close to the Due on Day value and the Day value identifies the day of the month for which the
payment is due.
• Number of Months and Due on Day - These values define a schedule based on payments after the
specified Number of Months plus the specified number of days (Due on Day). When a payment passes
this date threshold, the application considers it as late.
9. Click the Discount Type drop-down list to select the discount schedule associated with the term. Discounts
can be applied based on a number of days, a day of the month, or both (End of X Month(s) plus Y day(s)).
10. Select the Apply Discount When Paid in Full check box to only calculate discounts against invoices that
are fully paid.
11. Use the Discounts sheet to define discount terms.
To add a discount term, select New Discount from the

New menu and enter the details in the Discount >
Details sheet.
12. If the purchasing term more than one payment defined, use the Payment Schedule sheet to adjust payment
schedules.
To add a payment to the schedule, select New Payment

Schedule from the New menu. The new payment displays
in the Payment Schedule grid.
Recurring Cycle Maintenance
Use Recurring Cycle Maintenance to set up recurring cycles that define how recurring invoices will be generated
and their billing cycles. You can create a recurring cycle and attach it to a recurring source invoice. A recurring
source invoice is an invoice that is also used as a template from which recurring invoices will be generated.
Menu Path: Financial Management > Accounts Receivable > Setup > Recurring Cycle
To create a recurring cycle:
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2. Enter a unique identifier in the Cycle Code field.
3. Enter a Description of the cycle code.
4. In the Module field select a module in the Epicor application for which the recurring cycle will be available.
Options include:
• AP
• AR
• Both
5. Use the Interval field to indicate the length of time to use with the Modifier.
6. Use the Modifier field to indicate how often the Interval will be applied to create recurring invoices. Options
include:
• Days
• Weeks
• Months
7. In the Billing Day field, specify the day of the week or month on which the recurring invoices will be
generated.
This value is populated dynamically based on the Modifier field.
8. In the Duration field, specify how many times the recurring invoice will be created.
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This value includes the recurring source invoice. Once the duration is reached for a recurring invoice, the
Inactive option will be set on the recurring source invoice.
If the Maximum Value check box is selected, the

Duration field is disabled and a Maximum Value entry will
be required on the recurring source invoice.
9. Click Save.
Supplier Maintenance defines payment terms, sales tax, and other supplier-related settings.
You can also use Supplier Maintenance to enable EFT processing for AP payments to the supplier. This involves
specifying bank account and payment method information for each bank to which you send EFT payments for
the supplier.
Menu Path: Financial Management > Accounts Payable > Setup > Supplier
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Supplier Maintenance - Language, Tax and General Information
You enter the language, tax, billing and credit information for each supplier on the Supplier > Detail sheet. To
enter supplier name, language and tax information:
2. In the Supplier field, enter a unique identifier for the supplier.
3. In the Name field, enter the supplier’s name. This value helps users select the correct supplier when they
enter a transaction.
4. Click the Currency drop-down list to select the default currency for the supplier. This currency defines the
amounts calculated on purchase orders, invoices, and other transactions linked to this supplier.
5. Click the Language drop-down to select the language used by the supplier. This value determines the
language used on reports and documents sent to the supplier.
6. In the Tax Liability field, enter your company’s tax liability when trading with this supplier. The final taxes
and rates used in a transaction are calculated by combining the tax liability and the supplier’s tax exemptions.
7. The Tax Authority field specifies the geographical area associated with the supplier.
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8. In the Tax ID field, enter the supplier's tax identifier. This number either prints on the supplier’s 1099 forms
in the United States or is used for the VAT number in Europe.
9. Select the Hold Payments check box to stop payments to this supplier. This supplier is no longer available
during check processing in Payment Entry.
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Enter General Supplier Information
To enter general information for the supplier:
1. Optionally, in the Supplier Information section, use the Acct Ref field to enter the reference number for
the company’s account with the supplier.
2. In the Country Entry field, enter the Intrastat code for the area or city used as the entry point for goods
shipped from this supplier. You can also leave this field blank to use the value for Border Crossing defined
in the Country record.
3. Enter the production calendar used by the supplier in the Calendar field. The selected calendar indicates
the work schedule for the supplier’s company.
4. In the Supplier Due Date Horizon field, define the number of days from the purchase order (PO) release
due date that the Scheduling engine considers incoming purchase order releases for this supplier to be late.
Available to Promise (ATP) and Capable to Promise (CTP) also use this setting to determine if incoming PO
releases for the supplier should be considered in their calculations as a potential sources of supply.
5. If necessary, use the Group field to link the supplier to a group code. Groups divide your supplier base
through any criteria you need; you can then sort suppliers by group on various reports. You create groups
through Supplier Group Maintenance.
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6. The Terms field specifies the payment terms used by the supplier. The term you define indicates the default
payment schedule and discount terms applied to this supplier’s invoices. Refer to the Purchasing Terms
section earlier in this chapter for additional information about these records.
7. Select the Ship Via method (for example, FedEx or Company Truck) this supplier uses to ship purchased
materials to your receiving location. This becomes the default Ship Via for all purchase orders created for
this supplier; you can override it for individual purchase orders.
8. Click the FOB drop-down list to select the free on board location for this supplier. This location indicates
the point at which title of the shipped goods changes from the supplier to your company.
9. In the Minimum Order Value field, enter the lowest total quantity amount allowed on purchase orders
placed with this supplier. Enter a value in this field to prevent purchase orders with small amounts from
being created for this supplier.
10. Click the Payment Method drop-down list to select the default method for remitting payment to this
supplier. For more information about payments, review the Payment Entry sections found later in this chapter.
11. Select the Labels check box to indicate you print shipping labels for this supplier.
12. Select the Payment Reporting check box to indicate that this supplier is required to report payments to a
tax collection agency. This designates the supplier as a reportable supplier when running the Supplier
Payment Report.
13. When you select the One Invoice per Check option, this supplier only allows one invoice to be paid with
each check. Used during Payment Entry, this option prevents you from selecting multiple invoices on a check.
Supplier Maintenance - RoHS, GL Control and Tax Exemptions
To enter RoHS, GL control and tax exemption information for the supplier:
1. Use the Supplier > RoHS sheet to associate RoHS substance and restriction types with the supplier.
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3. Use the GL Controls > Detail sheet to select controls that define the accounts to which this supplier’s
transactions post.
4. Click the Down Arrow next to the New button; select New Tax Exempt.
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5. Use the Tax Exemptions > Detail sheet to define supplier-granted tax exemptions. This sheet determines
exempt tax categories and tax rates and the periods when the exemptions apply.
For more information on RoHS, GL Controls, and Tax

Exemptions, review the Epicor ERP Implementation Guide.
Supplier Maintenance - Bank/Remit To
Use the Bank/Remit To > Detail sheet to define the bank accounts or remit to details to which supplier payments
are deposited. You can also select the method used to remit payments to the account. You must define at least
one account in order to use payment instruments for each supplier bank.
To add a bank (or remit to) to a supplier record:
1. Click the Down Arrow next to the New button; select New Bank/Remit To.
The Bank/Remit To > Detail sheet displays.
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2. In the Bank/Remit To ID field, enter the unique identifier for the bank or remit to.
3. In the Bank/Remit To Name field, enter the full name for the bank or remit to.
4. Click the Payment Method drop-down list to select the default payment method used to remit deposits
to this account. You can select a payment method that differs from the one selected on the Detail sheet.
However, to process EFT transactions for this supplier, select a method that uses an electronic bank interface.
5. Select the Primary Bank/Remit To check box if this is the primary bank or remit to for this supplier. When
selected, this check box indicates that this is the default for payments sent to this supplier. If you need, you
can override this default account on specific payments.
One bank/remit to record must be the Primary Bank/Remit To record. The first bank/remit to record you
create for a supplier is automatically marked as the Primary Bank/Remit To. If you create additional bank/remit
to records, you can make any one of them the Primary Bank/Remit To.
You cannot delete the Primary Bank/Remit To record if

no other bank/remit to records exist for the supplier. If
other bank/remit to records do exist, and you attempt to
delete the primary bank/remit to, the system will first
prompt you to select a different primary bank/remit to,
before deletion is permitted.
6. In the Bank Account and Bank Identifier fields, enter details of the bank account.
Bank details are not required for non-electronic payment

methods.
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7. If required, select the Bank/Branch associated with the bank account.
8. If required, enter the international bank account number in the IBAN Account Code field.
9. Use the fields in the Pay To Information section to enter the information to be printed on remittance
records.
10. Enter the bank address in the Supplier's Bank Address section.
Amortization Maintenance
Use Amortization Maintenance to set up amortization parameters for deferred expenses accounting. You create
a deferred expense amortization code and then add the amortization GL control to the new amortization code.
Menu Path: Financial Management > Accounts Payable > Setup > Amortization Code
Create a Deferred Expense Amortization Code

Menu Path: Financial Management > Accounts Payable > Setup > Amortization Code
To create a deferred expense amortization code:
1. Click the Down Arrow next to the New button; select New Amortization Code.
2. Enter a Code identifier.
3. Add a Description for the code.
4. In the Scope drop-down list, verify that AP is selected.
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This is the default value. The Active check box selects automatically when you add a new amortization
code.
5. Select the appropriate Fiscal Calendar.
6. In the Duration field, enter the number of fiscal periods over which the schedule is amortized.
7. Click the Calculation Method drop-down list to define how revenue is recognized. Available options:
• Equal Amounts - the same amount is recognized during each period.
• Last Period - deferred expense is recognized only in the last period.
• Actual Days - the deferred expense amount is based on the number of days within a period.
8. Click Save.
Add a Deferred Expense GL Control

To add a deferred expense GL control:
1. Click the Down Arrow next to the New button; select New Amortization Code GL Control.
The application navigates to the GL Control > Detail sheet.
2. Click the Type button, find and select the Amortization type.
3. Click the Control button, find and select a GL control that you wish to use for deferred expenses.
4. Click Save.
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Legal Number Maintenance
Use Legal Number Maintenance to set up legal numbers for deferred expenses. You create a legal number
and assign the Deferred Expenses document type to this number.
Menu Path: Financial Management > Accounts Payable > Setup > Legal Number
Create a Legal Number for Deferred Expenses

To set up legal numbers that will be assigned to deferred expenses:
1. Click the Down Arrow next to the New button; select New Legal Number.
2. Enter a Legal Number identifier.
3. Enter a legal number Description.
4. Click the Number Type drop-down list and select Deferred Expenses.
5. In the Generation Type drop-down list, verify that Automatic is selected.
6. In the Prefix Type group of fields, define parameters of legal number prefix.
7. Click the Type drop-down list and select User Defined.
8. In the Default Prefix field, enter a default prefix that you wish to use in legal numbers for deferred expenses.
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9. Click Save.
Add a Default Sequence

To add a default sequence to the legal number type:
1. Click the Down Arrow next to the New button; select New Default Sequence. The new sequence is
added to the Default Sequences grid.
2. In the Transaction Year column, enter a financial year for transactions.
3. In the Period column, enter the first period in this financial year.
4. In the Start Sequence column, enter the start sequence for this financial year. Once you click Save, this
value is displayed in the Sequence field.
Assign a Document Type
To assign a document type to a legal number:
1. Navigate to the Document Type sheet.
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2. In the Available Document Type field, select Deferred Expenses.
3. Click the Left Arrow to assign this document type to the legal number.
When you click this arrow, the document type is assigned and displays in the Assigned Document Type
field.
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Operations
This section details the operations available in the Accounts Payable module. Each operation is described as a
Logged AP Invoices
Logged invoices are a category of AP invoices you create to both record and post to a suspense account. These
invoices remain in this account until you approve and pay them. You create these invoices within Logged AP
Invoice Entry. You later validate these invoices within Logged AP Invoice Approve and Void Entry; you also cancel
a logged AP invoice within this program.
Logged AP Invoice Entry
Use Logged AP Invoice Entry to record and post invoices to a suspense account. You can also use the program
to process debit memos.
When you log an invoice, you can:
• Post the invoice to a supplier account, using the receipt date.
• Post the net amount of the invoice to a logged invoice suspense account.
• Recover applicable taxes for the month the invoice is received.
The Invoice Logging section on the Company Configuration >

Finance > Accounts Payable sheet controls how the application
processes logged invoices.
Menu Path: Financial Management > Accounts Payable > General Operations > Logged Invoice Entry
Logged AP Invoice Entry - Group
You begin the logging process by creating entry groups; groups are used to batch logged invoices. The group
provides the default Apply Date placed on each invoice created within the group; it can be changed on individual
invoices.
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or numbers.
3. Click the Apply Date drop-down list to define the default fiscal period to which group invoice transactions
post. The company’s default fiscal calendar determines the values available in the Fiscal Year and Period
fields.
Logged AP Invoice Entry - Header
Use the Header sheet to create an invoice that belongs to the group. To create an invoice:
1. Click the Down Arrow next to the New button; select New Logged Invoice.
2. The Header > Header sheet displays for data entry.
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3. Click the Ref PO button to find and select the purchase order you want to associate with the invoice. When
you link a purchase order to an invoice, it helps identify the supplier associated with the PO.
4. For an invoice not linked to a purchase order, enter the supplier’s identifier in the Supplier field. After you
enter this value, the program displays both the supplier’s name and address linked to this record.
5. Use the Invoice field to identify the invoice you want to log.
6. Click the Invoice Date drop-down list to define the entry date for the invoice.
7. Click the Apply Date drop-down list to define the fiscal period in which the invoice posts. The company’s
default fiscal calendar determines the values available in the Fiscal Year and Period fields.
8. In the Description field, enter the invoice information. This information helps other users identify the invoice
while they process it.
9. In the Amount field, enter the total value of the invoice.
10. If you need, change the Terms field to reset the Due Date for the invoice. The terms defined on the selected
supplier record display in this field by default. The application uses both the Terms and Invoice Date to
calculate the calendar value to display in the Due Date field. For more information, review the previous
Purchasing Terms section.
11. The Legal Number provides a unique identifier for transactions. These identifiers have controls to prevent
gaps in sequence and provide an additional tracking method. Legal numbers are always shown on external
documents such as packing slips and AP invoices..
You define how legal numbers are generated in External

Company Maintenance.
12. If you need, select the Currency and Rate Type you want to use with this logged invoice. The amount
values on this invoice automatically update to display using the new currency. The Rate Type determines
the conversion rule used to calculate the values from the source (original) currency to the new (target)
currency.
13. Select the supplier Bank/Remit To ID. The primary bank/remit to is automatically selected, if the supplier
record has one set up. You can select an alternative, if the supplier has multiple bank/remit to records.
You set up Bank/Remit To records in Supplier Maintenance.
Logged AP Invoice Entry – Tax
Use the Tax sheet to define tax information for a logged invoice.
To define a tax line for an invoice:
1. Select the Header > Tax sheet.
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2. Select a Tax Liability for this invoice. The tax liability is the region or locality that will receive a tax amount
from this invoice.
3. Click the Tax Point drop-down list to define the date for the tax calculation on the current invoice.
4. Click the Tax Rate Date drop-down list to define the date to determine the effective tax rate. The rate
defined for this date is then calculated against the current logged invoice.
5. To add a new invoice tax, or adjust an existing one, click the Down Arrow next to the New button; select
New Logged Invoice Tax.
6. In the invoice tax line, specify the applicable tax type in the Tax ID field and the applicable rate in the Rate
Code field.
7. If necessary, select the Manual check box. You can now directly enter the tax information by using the
Percent, Tax Amount, and Taxable Amt fields. The tax amount is calculated using these amounts.
Logged AP Invoice Entry – Post Invoices
To finish the Logged AP Invoice Entry process, you must post the logged invoices. Based on the Account Option
setting defined for the company in the Company Configuration > Finance > Accounts Payable sheet, logged
invoices for the group post to a specified General Ledger account; the group and invoice no longer display in the
Group and Header sheets, and in the Logged AP Invoices tree view.
To post an entry group:
1. From the Actions menu, select Group > Post.
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2. The assigned group displays in the Group field in the Logged AP Invoice Post Process dialog box.
3. Click Submit to post the group. The application displays an error message if the group contains invalid
entries.
If posting errors occur, select the Group > Posting Log

sheet to review an error log. Use this log to locate the
errors. You can re-post the group after correcting them.
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Approve or Void a Logged AP Invoice
When you are ready to validate your logged AP invoices, you must launch the approval program. You can then
approve as many logged AP invoices as you need.
You can skip this step if the Auto Approve Logged Invoice
check box is selected for the associated company in the
Company Configuration > Finance > Accounts Payable sheet.
Menu Path: Financial Management > Accounts Payable > General Operations > Logged Invoice Approve and
Void Entry
Approve a Logged AP Invoice
To approve a logged AP invoice:
1. Click the Invoice button to find and select the invoice number you want to approve. You can also enter
the invoice number directly.
2. The invoice header details, such as Invoice Date and Apply Date display. Review the information.
3. Select the Approved check box.
4. The Approved By and Date fields populate with your user name and today’s date.
6. The Approved icon displays.
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Void a Logged AP Invoice
You can also use Logged Invoice Approve and Void Entry as needed to void a logged AP invoice you previously
posted.
To void a logged AP invoice:
1. Click the Invoice button to find and select the invoice number you want to approve. You can also enter
the invoice number directly.
2. Enter the Reason why you need to void the logged AP invoice.
3. Click the Void button. To the confirmation message, click OK.
4. The Logged AP Invoice Void Post Process window displays.
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5. Click Submit.
The selected logged AP invoice is now void.
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Letters of Credit
Letters of Credit are a standard way to provide credit in some countries, and these items are also used in
international trade to cover credit risks. You agree with a bank that the bank will be held liable to pay for specific
goods up to a certain value using some condition - usually a confirmed receipt such as a bill of lading. The supplier
is then assured they will be paid, as the supplier places the AP invoice amounts against the bank. The letter
becomes its own independent line of credit between your organization and the bank.
Create Letters of Credit
You enter the details about a letter of credit within Letter of Credit Entry.
Menu Path: Financial Management > Accounts Payable > General Operations > Letter of Credit Entry
To enter a letter of credit to a supplier:
2. In the LC Reference field, enter the number for the letter of credit.
3. Next, enter a Description for the letter of credit. This text displays on various reports and trackers.
4. Click the Supplier button to find and select the supplier with whom you have set up a letter of credit.
5. Click the Bank drop-down list to select the bank with whom you established this letter of credit. You defined
these accounts within Bank Account Maintenance; for more information on this program, review application
help.
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6. Select the Ship Complete check box to indicate the goods or services received through this letter of credit
must be shipped complete. This value displays for your information on other records.
7. In the Value field, enter the amount of credit available with this letter.
8. The Currency, Lock, Exchange Rate, and Bank Value fields indicate the amount of credit available using
the currency exchange rate at the selected bank. These values only display for your information.
9. The Terms fields displays the AP payment terms selected for this specific letter of credit.
10. The Issue Date, Valid From Date, and Valid To Date fields define the time period during which this letter
of credit is active. If you need, you can change these date values.
11. If you must stop placing transactions against this letter of credit, select the Inactive check box. Indicate why
the letter of credit is closed from the Inactive Reason drop-down list.
12. You use the Additional Data sheet to enter optional receiving information like Free On Board, Place of
Loading, and so on.
13. When you finish click Save.
AP Invoice Entry
AP Invoice Entry records payments to your suppliers. The invoices you enter here update open purchase orders,
shipping receipts, and General Ledger accounts.
All invoices are created and posted through entry groups. After you define an entry group, you can use this
program to create both invoices and debit memos. An invoice tracks payments made against a linked receipt,
purchase order, or other AP financial transaction. A debit memo reduces the payable balance of the corresponding
supplier.
Invoices can have one or more detail lines, and each line can have a different type. Available line types:
• Receipt Line – Use this type for lines linked to receipts. These receipts are created through the
Shipping/Receiving module.
• Miscellaneous Line – Use this type for miscellaneous expenses or as a recurring source invoice to use as a
template for other recurring invoices; this line type is not linked to purchase orders or job records.
• Job Miscellaneous Line– Use this type to record miscellaneous charges for materials used on specific jobs.
• Advanced Billing Line – Use this type when you make an advance payment against a purchase order line
before you receive a shipment from the supplier.
• Unreceived Billing Line – Use this type when you make a payment against a shipment that is sent out, but
is not yet received by your company.
• Asset Line - Use this line type to specify relevant information after the purchase of an asset.
Menu Path: Financial Management > Accounts Payable > General Operations > Invoice Entry
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AP Invoice Entry - Group

You begin the AP Invoice Entry process by creating entry groups. You then add invoices for processing through
this entry group. These groups define the default fiscal year and period used on each invoice. Entry groups are
sometimes referred to as batches.
or numbers.
3. Click the Apply Date drop-down list to define the default fiscal period to which group transactions post.
The company’s default fiscal calendar determines the values that display in the Fiscal Year and Period fields.
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AP Invoice Entry - Header
You use the Header sheet to enter the main information on each invoice.
To create a new invoice:
2. The Header > Detail sheet displays. In the Ref PO field, enter any purchase order number you want to
associate with this invoice. This association identifies the supplier linked to the PO.
3. For a miscellaneous line invoice not linked to a purchase order or job record, enter the supplier’s identifier
in the Supplier field. The program automatically displays the supplier name and address linked to this
identifier.
4. In the Invoice field, enter the invoice number.
5. Click the Invoice Date drop-down list to select the entry date for the invoice.
6. The Apply Date field determines the fiscal period in which the invoice posts. The company’s default fiscal
calendar determines the values that display in the Fiscal Year and Period fields.
7. Use the Description field to enter invoice information. This information helps other users identify the invoice
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8. Enter the total value of the invoice in the Amount field.
9. If you need, change the Terms field to reset the Due Date for the invoice. The terms defined on the selected
supplier record display in this field by default. The application uses both the Terms and Invoice Date to
calculate the calendar value to display in the Due Date field. For more information, review the previous
Purchasing Terms topic.
10. Use the Payment Method field to select the default method for remitting payment to this supplier. For
more information about payments, review the Payment Entry topics found later in this chapter.
11. To designate this invoice as a recurring source invoice, select the Recurring check box and select a Cycle
Code to define how recurring invoices will be generated and their billing cycles. For more information about
cycle codes, refer to the previous Recurring Cycle Maintenance topic.
You can update some of the fields brought in from the

cycle code in the Header > Recurring sheet.
12. Select the Hold Invoice check box to block posting of the invoice. Select this check box when the invoice
is disputed or when you need supervisor approval.
13. Select the Hold Payments check box to block payment for this invoice. When you activate this option, you
cannot select this invoice within Payment Entry.
14. If you need, select the Currency and Rate Type you want to use with this invoice. The amount values on
this invoice automatically update to display using the new currency. The Rate Type determines the conversion
rule used to calculate the values from the source (original) currency to the new (target) currency.
15. Select the supplier Bank/Remit To ID. The primary bank/remit to is automatically selected, if the supplier
record has one set up. You can select an alternative, if the supplier has multiple bank/remit to records.
You can set up bank/remit to records in Supplier Maintenance.
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AP Invoice Entry – Detail - Receipt Line
After the invoice header information is complete, add detail lines to it. These detail lines can be different line
types – depending on the reason for the payment. This example shows you how to enter a Receipt Line type.
To add a detail line to an invoice:
1. Click the Down Arrow next to the New button; select New Receipt Line.
2. The AP Invoice Add Receipt Billing Lines window displays. All the purchase orders with uninvoiced receipts
display within the Available Uninvoiced Receipts grid. Highlight the purchase order you need or click the
PO button to find and select a different purchase order.
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3. The purchase order’s receipt lines that have not been invoiced display in the Uninvoiced Receipt Lines
grid.
Refer to the AP Invoice Entry Application Help (Lines > Detail > Add Receipt Billing Lines) for more information.
4. Either select the SelectLine check box of the receipt line you want to invoice, or click the Select All button
to highlight all the receipt lines.
5. If you click the Select All button, note that the AllSelected check box is selected in the Available Uninvoiced
Receipts grid, indicating that all the lines for the current receipt are selected for invoicing.
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6. The detail lines move down to the Selected Receipts grid. You can select the DeselectLine check box next
to a specific receipt line if necessary.
7. To generate the detail lines, click the Create Lines button.
8. The Lines > Detail sheet displays. All of the information on this sheet is pulled in from the selected PO
detail line. The Receipt Information section displays information from the packing slip detail line that
generated the receipt.
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9. The PO Information section displays details from the purchase order used as the source for this payment
transaction.
10. The Line Type field displays the type of the invoice line. This example displays Receipt of Goods, which
indicates this line is a Receipt Line type.
11. The Part and Description fields display the part for which your company is being billed.
12. If necessary, click the Tax Category drop-down list to select a category that applies to this part. Tax categories
divide taxes into groups that apply to different products. When you create an AP invoice for a receipt line,
an unreceived line, or an advanced billing line, Tax Category defaults from the purchase order's Line > Detail
record.
13. In the Tax Exempt field, enter a code if the line is tax-exempt. Leave this field blank if tax applies to the
line. When you create an AP invoice for a receipt line, an unreceived line, or an advanced billing line, Tax
Exempt defaults from the purchase order's Releases > Detail record.
14. If necessary, use the Supplier Qty field to change the number of parts you want to bill through this line.
By default, the field displays the number received on the PO line. Use the Unit Cost and the Cost Per fields
to recalculate charges for the line if you want to change the default values that display from the PO line.
15. Optionally, enter a line discount in the Ref Disc Amt (Reference Discount Amount) field. Use this field to
enter any additional information you need about the discount; this value does not change any calculations.
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16. The Final Invoice check box displays as clear during partial invoicing, leaving the possibility open for additional
invoices against a receipt line. When partial invoicing is not set, the Final Invoice check box is automatically
selected.
17. The Ext Amount (Extended Amount) field displays the line charge with discounts before any miscellaneous
charges and other expenses are applied against this amount.
18. The Total field displays the line charge. The application adds the Extended Amount and the Miscellaneous
Charges together and subtracts any advance payments made against the line. This value is displays the Less
Adv. Pay (Less Advanced Pay) field.
To learn how to add miscellaneous charges, review the

AP Invoice Entry - Miscellaneous Charges section found
later in this chapter.
AP Invoice Entry – Detail - Miscellaneous Line
This example shows you how to enter a Miscellaneous Line type. Typically, miscellaneous line invoices are created
to account for miscellaneous expenses that are not linked to any purchase order or job records. You can also
define a miscellaneous line invoice as a recurring source invoice to use as a template for other recurring invoices.
The Recurring check box must be selected and a Cycle Code

set on the Header sheet for an invoice with a miscellaneous
line to be designated as a recurring source invoice.
1. Click the Down Arrow next to the New button; select New Misc Line.
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2. The Lines > Detail sheet displays.
3. If necessary, click the Purchase Point button to find and select a specific purchase point for this miscellaneous
line.
4. Make an entry in the Description field in the Invoice Information pane.
5. Enter a quantity into the Supplier Qty field.
6. Enter the unit cost into Unit Cost field.
7. The Ext Amount (Extended Amount) field displays the extended line charge with discounts before any
miscellaneous charges and other expenses are applied against this amount.
8. If necessary, use the Misc Charges sheet to modify the line charge amount (if any) defined on the
Miscellaneous Charges sheet.
9. The Total field displays the line charge. The application adds the Extended Amount and the Miscellaneous
Charges together.
To learn how to add miscellaneous charges, review the

AP Invoice Entry - Miscellaneous Charges topic found later
in this chapter.
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AP Invoice Entry – Recurring Invoices
You can also use the Generate Recurring Invoices process to generate AP recurring invoices from a recurring
source invoice. Using this process is helpful if you have a high volume of recurring invoices.
1. From the Actions menu, select Get > Recurring Invoices.
2. The Get Recurring Invoices window displays. Here you can filter for which suppliers and from which cycles
you want to generate invoices.
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3. Click Manual Selection to select from a list of all recurring source invoices available.
4. The Source Recurring Invoices Browse window displays.
5. Select the source recurring invoices you wish to use for generation of recurring invoices.
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6. Click OK.
New invoices are created from the selected recurring source invoices. Each new invoice is a copy of the recurring
source invoice, including comments, charges, commissions, GL accounts, and other information.
If necessary, you can change the data that pulls from the recurring source invoice into the recurring invoice.
If the Copy Latest Invoice option is selected on the recurring source invoice, the details will be copied from
the latest posted recurring invoice for that recurring series of the recurring source invoice.
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AP Invoice Entry – Assets
You can use invoice entry to record the purchase of an asset. To do this, you enter an asset line. The application
considers an asset a purchased item and not a part record.
To enter an asset line:
1. Click the Down Arrow next to the New button; select New Asset Line.
2. In the Description field in the Invoice Information pane, specify the asset you need to define.
3. Select a Tax Category. Tax categories divide taxes into groups that apply to different products and items.
Be sure to choose a tax category that applies to this asset.
4. In the Supplier Qty field, enter the quantity of the asset.
5. Specify the Unit Cost. This value defines how much each unit of the asset is worth.
For more information about assets, review the Asset

Management chapter.
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AP Invoice Entry – Miscellaneous Charges
Use the Lines > Miscellaneous Charges sheet to add miscellaneous charges to an invoice line. You can select and
edit charges specifically for this invoice line; you can also pull in miscellaneous charges from a purchase order
line and then apply them to the current invoice line.
To add miscellaneous charges to a line:
1. Click the Down Arrow next to the New button; select New Line Charge.
2. A new row displays on the Line Miscellaneous Charges grid.
3. In the Misc Charge field, select the type of charge defined by the row. Typically, charges apply expedite
fees and freight charges.
You create miscellaneous charges within Purchasing

Miscellaneous Charge/Credit Maintenance. For more
information, review this program’s topics within
application help.
4. If you need, enter or change the charge amount in the Charge Amount field. The field displays the amount
for the selected charge if an amount is defined.
5. The Line PO Charges grid displays miscellaneous charges linked to the purchase order detail line.
6. You can select charges in the list and click Add PO Misc Charge to Invoice Line to move it to the Line
Miscellaneous Charges grid.
7. Continue to add the miscellaneous charges you need. When you finish, click Save on the Standard toolbar.
The miscellaneous charges are added to the total cost of the detail line.
You can also add miscellaneous charges at the header level of the invoice by selecting New Header Charge from
the New menu. You add header miscellaneous charges using the same process as described above.
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AP Invoice Entry – Tax
The Tax sheet applies invoicing, withholding taxes and self-assessment taxes related to the invoice. Through
withholding, the company keeps a portion of the invoiced amount in order to pay the supplier’s tax liability.
Through self assessment (sometimes called reversed charge), the company calculates the taxes owed on relevant
transactions and reports the tax to the tax authorities.
Line-level taxes in AP Invoice Entry are totaled and displayed on the invoice header. You can change tax totals
at the header level.
To apply tax manually to an invoice header:
1. Click the Down Arrow next to the New button; select New Header Tax Code.
2. The Header > Tax sheet displays.
3. If you need, change the Tax Liability field. The default Tax Liability is pulled from the supplier record. When
you create an AP invoice for a receipt line, an unreceived line, or an advanced billing line, the Tax Liability
defaults from the purchase order's Header > Tax record. Tax liability determines whether the application
calculates taxes per document or per line. If you select a Tax Inclusive tax liability, you are able to adjust the
taxes applied to an invoice line on the Lines > Tax > Detail sheet.
4. Enter the date the tax is reported in the Tax Point field.
5. In the Tax Rate Date field, enter the date used to determine the effective tax rate. The rate defined for this
date is then calculated against the current invoice.
6. In the invoice tax line, specify the applicable tax type in the Tax Type field and the applicable rate in the
Rate Code field. The application calculates the tax amounts based on the selected Rate Code and Rate
Date.
7. If you need, select the Manual Tax Calculation check box. You can now directly enter the tax information
by using the Percent, Taxable Amount and Tax Amount fields. The tax amount is calculated using these
amounts.
Taxes that are marked as Manual Tax Calculation are

excluded from further updates by automatic recalculations.
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AP Invoice Entry – Debit Memo
A debit memo reduces the payable balance on a specific AP invoice. To create a debit memo:
1. Click the Down Arrow next to the New button; select New Debit Memo.
2. Navigate to the Header > Detail sheet. Notice the Debit Memo icon displays on this sheet.
3. By default, the last supplier for whom you entered an invoice displays. If you need, change the supplier in
the Supplier field.
4. Use the Invoice field to identify the debit memo.
5. Click the Invoice Date drop-down list to define the entry date for the invoice.
6. The Apply Date field determines the fiscal period to which this debit memo posts. The company’s default
fiscal calendar determines the values displayed in the Fiscal Year and Period fields.
7. Use the Ref Invoice to apply the debit memo against a specific invoice.
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8. Enter the total value of the debit memo in the Amount field.
9. Click the Payment Method drop-down list to select the method used by the supplier to reimburse the
debit memo amount.
10. Select the Hold Invoice check box to prevent this debit memo from posting. Select this check box when
the invoice is disputed or when you need supervisor approval.
11. Select the Hold Payments check box to indicate that payments cannot be made against the invoice
referenced by this debit memo. Because of this, the invoice cannot be selected within Payment Entry.
12. If you need, select the Currency and Rate Type you want to use with this debit memo. The amount values
in this debit memo automatically update to display using the new currency. The Rate Type determines the
conversion rule used to calculate the values from the source (original) currency to the new (target) currency.
If a legal number applies to the debit memo, the application asks you to enter it. Enter this number and click OK.
You can also add detail lines to this debit memo; these lines can be Miscellaneous, Job Miscellaneous, and
Advanced Billing line types. To learn how to do this, review the previous AP Invoice Entry – Detail Lines section.
AP Invoice Entry – Print Debit Memo

To print a single debit memo or a group of debit memos:
1. From the Actions menu, select Group > Print Debit Memo to print a group of debit memos or Invoice
> Print Debit Memo to print a single debit memo.
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2. The Print Group or Print Debit Memo window displays. Select the report settings you need.
AP Invoice Entry – Tax Connect

®
You can automatically generate use tax amounts through the Avalara (Tax Connect) functionality. These taxes
are automatically captured whenever taxes are calculated through Avalara. For example, you can set up Avalara
to capture use tax amounts (a consumption tax levied in the United States) on transactions. For information on
setting up taxes, review the Global Tax Engine chapter in the Epicor ERP Implementation Guide.
This section describes how you activate the Tax Connect functionality on a specific AP invoice.
To enter an invoice with use tax calculation:
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2. Select a Supplier for the item requiring the use tax. You can also select the Ref PO to create an invoice
linked to a purchase order. If you use Avalara, be sure to select a Tax Liability enabled for use with Tax
Connect and Accounts Payable. This activates Avalara; the application will now calculate applicable use
taxes against your invoice amounts.
3. In the Invoice field, enter the invoice identifier.
4. Click the Invoice Date drop-down list to define the entry date for the invoice. By default, the current system
date displays in this field.
5. Enter the invoice Amount.
6. Select a Payment Method. A payment method indicates whether the supplier is paid manually through a
check or electronically through a file.
7. Select the Ready to Calculate check box to indicate you want to calculate taxes after you save the invoice.
9. You are now ready to define the use tax needed on this invoice. Click the Down Arrow next to the
New button. Select New Misc Line to create a general invoice line.
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10. To create a line for an invoice linked to a receipt, select New Receipt Line.
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12. Select a Part for the line.
13. Select a Tax Category. Tax categories divide taxes into groups that apply to different products and items.
Tax categories are required for the automatic tax calculations to run. Be sure to choose a tax category that
applies to the current part. If you run Avalara, be sure to select a tax category enabled for use tax calculations;
if you do not, use taxes will not be generated against the invoice line.
14. Enter the Supplier Quantity.
15. Enter the Unit Cost for the item; the use tax is calculated based on this item’s cost per unit.
Enable Tax Connect, Calculate and View Invoice Use Tax
You are now ready to define the use tax needed on this invoice. To enable Tax Connect, then calculate and view
use tax for the invoice:
1. From the Actions menu, select Tax Connect > Tax Connect Enabled.
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2. The status bar displays the Tax Connect On status.
3. From the Actions menu, select Invoice > Calculate Tax. The use tax amounts are calculated against the
item defined on the detail line.
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4. From the Actions menu, select Tax Connect > View Tax Connect Results.
5. The Tax Connect Results window displays.
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6. The calculated use tax amount displays in the Total Tax field.
AP Invoice Entry – Print Group Edit List
You can print a Group Edit List to ensure the invoices within the active group are correct before you post them.
Here’s how:
1. From the Actions menu, select Group > Print Group Edit List.
2. The Invoice Entry - Group Edit List window displays. Select the report settings you need.
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AP Invoice Entry – Post Invoices
To finish the AP Invoice Entry process, you must post the invoices to the AP accounts within the General Ledger.
When an entry group is posted, transactions update the AP information for each supplier referenced within the
group.
Once you post the invoices, you can no longer edit or delete
them. You can place a posted invoice on hold. If you post an
invoice in error, you can enter offsetting transactions. You can
also use Invoice Adjustment to write it off, or create and apply
debit memo to close the invoice. If you need to adjust the
amount of the invoices, you can create a correction invoice.
To post an entry group:
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2. The application alerts you if the invoices contain variances. Click Yes to open the AP Invoice Post Process
dialog box.
Invoices with variances are not posted; you must correct

them to remove variance before they will post.
3. Click Submit to post the group. The application displays an error message if the group contains invalid
entries.
If posting errors occur, select the Group > Posting Log

sheet to review an error log. Use this log to locate the
errors. You can re-post the group after correcting them.
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Adjustments
Use AP Adjustment Entry to change amounts for any open invoice or debit memo. You can increase or decrease
the invoice balance on the selected invoice or debit memo. When you adjust an AP invoice, you must also select
the book and GL account to which you want the adjustment to post. You can add as many adjustments as you
need against each invoice.
Before you adjust an invoice, consider the following:
• You cannot increase an invoice balance above its original invoice amount. If an additional amount is necessary,
you can use a correction invoice to make up for the difference.
• If you adjust an invoice balance down to $0.00, that invoice closes. Once an invoice is closed, you can no
longer adjust it.
• Use discretion when you adjust an invoice amount. The original invoice could be linked to a purchase order,
which could make reconciliation difficult due to fluctuating invoice totals.
Menu Path: Financial Management > Accounts Payable > General Operations > Adjustment
To adjust an open AP invoice or debit memo:
1. Click the Supplier button to find and select the supplier on the invoice you need to adjust.
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2. Now click the Invoice button.
3. The AP Invoice Adjustment - Invoice Selection window displays.
4. Select the invoice you need to adjust.
5. Click OK.
6. You return to the AP Adjustment Entry window.
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7. Enter the amount of the Adjustment you need.
8. Select the Apply Date on which you are making the adjustment.
9. The Fiscal Year and Period for the selected Apply Date display for your reference.
10. Click the first GL Account drop-down list to select the book against which you are placing this adjustment.
11. Click the second GL Account drop-down list to define the specific account against which this adjustment
will be placed.
12. Enter a Description for the adjustment.
13. Optionally, enter any additional Comments you want to record with the adjustment.
14. Select the Taxable Adjustment check box to apply a prorated taxable adjustment to all taxes, as part of
your adjustment.
15. Select the Copy Rate check box as needed to use the original invoice exchange rate. This provides the ability
to write off an invoice with a zero gain/loss adjustment.
17. The adjustment is recorded to the database and the window clears. If you want to review the adjustments
you have made against the same invoice, load the invoice back into this window using the Supplier and
Invoice fields.
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18. The adjustment displays within the Transactions Applied To This Invoice grid.
Posted Invoice Update
The Posted Invoice Update program gives you limited control over posted invoices. You can use this program
to place a posted invoice or its payments on hold, add a memo, link a 1099 code, and on most invoices, you can
also change the Due Date.
You can also use Posted Invoice Update to modify certain recurring settings on a posted AP invoice, remove the
recurring invoice settings, or make its status inactive.
You cannot edit a posted invoice. If you post an invoice in error, you must enter an offsetting transaction. Read
the AP Invoice Entry topics for more information.
Menu Path: Financial Management > Accounts Payable > General Operations > Posted Invoice Update
Posted Invoice Update - Summary

Use the Summary sheet to search and select the invoice, and update certain fields, for example the Due Date.
To update a posted invoice:
1. Click the Invoice button to search and select the invoice you want to update.
The invoice summary details display.
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2. You can change the Hold Payments setting, to enable or disable payment of the invoice.
3. The Due Date field is available to change the invoice due date.
4. When you make updates, they are listed on the Work List.
5. When you have made updates, click Save.
Posted Invoice Update - Header

Use the Header sheets to view details of the selected invoice, and update certain fields, for example Bank/Remit
To and Payment Method.
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2. If required, you can select a different Payment Method.
3. You can search and select a Letter of Credit to apply against the invoice.
4. The Recurring check box and Cycle Code drop-down list enable you to apply the invoice to a recurring
invoice cycle.
Use the Recurring sheet to update additional details relating to a recurring cycle.
5. If the supplier has more than one Bank/Remit To ID, you can select an alternative in the drop-down list.
6. Click Save to confirm your updates.
For posting purposes, you can also select an alternative

GL control on the GL Control sheet.
Deferred Expenses
Deferred expenses are expenses apportioned over one or more fiscal periods. You can apportion these costs into
the periods where these will be recognized using a single AP entry process. Epicor ERP will then create the journal
entries to ensure that the portion of the costs is posted into the correct period.
AP Invoice Entry - Group

To create a new entry group for an AP invoice with deferred expenses:
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1. Click the Down Arrow next to the New button; select New Group.
or numbers.
3. Click the Apply Date drop-down list to define the default fiscal period to which group transactions post.
The company’s default fiscal calendar determines the values that display in the Fiscal Year and Period fields.
AP Invoice Entry - Header

To create a new invoice:
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The Header > Detail sheet displays.
2. In the Supplier field, enter a supplier identifier. The supplier name and address linked to this identifier are
displayed.
3. In the Invoice field, enter the invoice number.
4. Click the Invoice Date drop-down list to select the entry date for the invoice.
5. The Apply Date field determines the fiscal period in which the invoice posts. The company’s default fiscal
6. Use the Description field to enter invoice information. This information helps other users identify the invoice
7. Enter the total value of the invoice in the Amount field.
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AP Invoice Entry – Detail – Miscellaneous Line with Deferred Expense
This example shows you how to enter a miscellaneous line invoice with deferred expense for this line.
1. Click the Down Arrow next to the New button; select New Misc Line.
3. Make an entry in the Description field in the Invoice Information pane.
4. Enter a quantity into the Supplier Qty field.
5. Enter the unit cost into Unit Cost field.
6. In the Deferred Expense pane, select the Defer check box.
7. In the Amortization Code drop-down list, select an amortization schedule for this line.
8. Click the Down Arrow in the Start Date field to select a start date for the amortization schedule.
9. Click the Down Arrow in the End Date field to select an end date for the amortization schedule.
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AP Invoice Entry – Lines – Amortization
This example shows you how to create an amortization schedule for the miscellaneous line.
1. Navigate to the Lines > Amortization sheet.
2. The Deferred Expense pane displays the parameters of the amortization schedule that you selected.
3. Click the Create button.
4. The default account number and description is loaded automatically to the Deferred Expense GL Account
fields.
5. An amortization schedule for the invoice is created. You can review it in the Expense Amortization
Schedule grid.
AP Invoice Entry - Review and Post Invoices with Deferred Expenses
To be able to recognize deferred expenses, you need to post the corresponding AP invoice.
To review and post an entry group:
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1. From the Actions menu, select Group > Print Group Edit List.
2. The Invoice Entry - Group Edit List window displays. Click the Print Preview button to review the edit
list. Note the GL Account Recap and review the distribution of debits and credits.
You can print and preview the edit list only once and after
you click Submit, the buttons are disabled. If you want
to reprint the edit list, you should re-open the pre-printed
form.
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3. Close the preview window and the Invoice Entry - Group Edit List window.
The AP Invoice Post Process dialog box displays.
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5. Click Submit to post the group.
Deferred Expense Recognition
A deferred expense is an asset that represents a prepayment of future expenses that have not yet been incurred.
This is an expense that your company has actually paid, but not recognized as an expense for the period when
payment is made. You initially record payment as an asset that will be recognized as an expense in a future period
after the goods or services for the payment are received.
Menu Path: Financial Management > Accounts Payable > General Operations > Deferred Expense Recognition
Assign a Legal Number to Deferred Expense
To assign a legal number to a deferred expense amortization line:

1. In the As of Date field, select the first date of the next month.
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2. Click the Document Type drop-down list to select Deferred Expenses.
3. Click the Scope drop-down list and select AP.
4. From the Actions menu, select Get Amortization.
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5. From the Actions menu, select Legal Numbers > Assign Legal Numbers.
6. The Amortization List grid shows the amortization line that falls within the selected time period.
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7. The legal number you assigned is displayed in the Legal Number field.
If you exit the Deferred Expense Recognition program

now, this legal number stays assigned and will display the
next time you get this amortization line. If you want to
void the legal number, from the Actions menu, select
Legal Numbers > Void Legal Number.
Recognize Deferred Expenses

To recognize a deferred expense:
1. From the Actions menu, select Edit List.
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2. The Deferred Expense Recognition - Edit List window displays.
3. Click Print on the Standard toolbar and close the Deferred Expense Recognition - Edit List.
4. Within the Deferred Expense Recognition, click the Submit button.
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Payment Instruments
Payment instruments are cashless methods of payment used to satisfy amounts due on AP invoices. You often
enter payment instruments in connection with a promissory note received with an accounts payable (AP) invoice.
You use payment instruments to withdraw funds needed to pay the debt incurred by the AP invoice. The application
contains a workflow you use to enter payment instruments, change their status, and write off the payment
instruments as needed.
Payment Instrument Payable Entry
Use Payment Instrument Payable Entry to track instruments you need to apply to supplier invoices at a later date.
You can track and update the credit amounts on promissory notes, post-dated checks, and other future-dated
payment instruments.
You typically enter a payment instrument when a promissory note is received with an AP invoice. Payment
Instruments are used to withdraw funds needed to pay the debt.
You can use this program to:
• Track resulting movements and value changes for audit and credit control.
• Void instruments. Voiding an instrument re-opens the invoices against which it was originally applied.
• Change how payments are used. For example, the company pays one invoice covered by a note in cash. In
this case, you can allocate note payments to other payables.
• Reflect the tax results for payment instruments. This can include generating the journals needed to pay taxes
due on a final settlement or cash movement.
Menu Path: Financial Management > Accounts Payable > General Operations > Payment Instrument
Payment Instrument Payable Entry - Group
You begin the payment instrument process by creating entry groups. Entry groups batch instruments together
for processing. The sheet lists the instruments assigned to the group and displays their cumulative amount.
To create a group:
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2. In the Group field, enter the identifier for the payment instrument group.
3. The Bank Account field specifies the default bank account for the company. If you need, change the
account.
4. The Currency field displays the currency of the bank account. You can select another currency for the group.
The amounts update to reflect the new, or target, currency.
5. Click the Prom. Note Date drop-down list to define the default transaction date for the group.
6. Select the Rate Type used when the instrument contains a currency different from the currency on the
bank account. The rate type defines the conversion rules applied to update amounts from the original
(source) currency to the new (target) currency.
Payment Instrument Payable Entry - Header
Use the Header sheet to define a payment instrument. Fields on this sheet define the supplier, bank accounts,
and currency for the transaction.
To create an instrument:
1. Click the Down Arrow next to the New button; select New Payment Instrument.
2. The Payment Instrument Payable > Header sheet displays.
3. Select the Manual check box if you want to directly enter the payment instrument identifier. If you do not
select this check box, the ID is automatically generated by the application.
4. Use the Payment Instrument ID and Description fields to identify the instrument.
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5. If you need, change the Transaction Date. The application uses this date and the terms from the supplier
record to determine the payment schedule.
6. Enter the supplier’s identifier in the Supplier field.
7. Click the Type drop-down list to select a payment instrument. The type value indicates what kind of payment
instrument it is; for example, promissory notes and future-dated checks are both payment instrument types.
8. Select a Status.
9. Optionally, select the supplier Bank/Remit To ID. The primary bank/remit to is automatically selected, if
the supplier record has one set up. You can select an alternative, if the supplier has multiple bank/remit to
records.
10. If necessary, use the Currency field to change the currency applied against the instrument amounts. You
can adjust bank amounts and the rate type when the currency of the instrument differs from the currency
on the supplier’s bank account.
12. If necessary, use the Info sheet to enter a supplier or company address specific to the instrument. The default
information is pulled from either Supplier Maintenance or Company Maintenance.
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Payment Instrument Payable Entry – Bank Fees

Use the Bank Fee sheet to enter bank charges that apply to the instrument. Here is how:
2. Use the Bank Fee field to identify the bank fee you need to place against the instrument.
3. Enter the Bank Fee Amount using the currency selected for the instrument.
Payment Instrument Payable Entry – Invoice Detail
Use the Invoice Detail sheet to select the invoices for which you want to allocate the instrument amount. The
Invoices list displays all open invoices for the supplier selected in the Header sheet. You can allocate the amount
of the instrument to one or multiple invoices.
To do this:
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2. Click the Invoice drop-down list to select an invoice to which the payment applies. The currency of the
payment must match the currency on the invoice.
4. You can also use the Payment Instrument Payable > Allocate sheet to delete invoices selected on this
sheet. You can then adjust the amounts allocated to each remaining invoice.
Payment Instrument Payable Entry – Select Invoices
You can also select invoices automatically using the Actions menu. To do this:
1. From the Actions menu, select Selected Invoices.
2. The Select Invoices window displays.
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3. Select the Due Date required for payment on these invoices.
4. If you need, select the Include Invoice without Payment Method check box. This indicates any invoices
that do not have a payment method are still selected to be paid through the current payment instrument.
5. Optionally, use the Filter sheet to restrict the search by payment method or supplier group.
6. Click OK.
7. The Invoice Payment Selection window displays.
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8. Select one or multiple invoices you want to apply against this payment instrument.
9. Click OK.
10. The invoices you selected display in the Invoices grid on the Payment Instrument Payable > Allocate sheet.
You can now use the current payment instrument against the amounts on the selected invoices.
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Payment Instrument Payable Entry – Post Invoices
After you enter payment instruments and define the invoices against which the payment instrument will be used,
you are ready to post these transactions to the general ledger.
To post invoices:
1. From the Actions menu, select Post Group.
2. The AP PI Payment Post Process window displays.
The payments generated through the current payment instrument are saved to the general ledger.
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Payment Instrument Statuses
As a payment instrument (PI) moves through your business flow, it goes through a number of stages that indicate
its progress, and each stage can contain multiple levels, or statuses, required for your financial processes. For
example, in the AR Portfolio stage, you can have a Portfolio Signed status and Portfolio Posted status.
As the payment instrument moves through the flow, you change its status, modifying any dates and legal numbers
as you need.
Create Payment Instrument Statuses
You define the statuses required for your workflow within Payment Instrument Status Maintenance.
Menu Path: Financial Management > Accounts Payable > Setup > Payment Instrument Status
To create a new status:
2. In the Status field, enter a unique identifier for the status level.
3. Enter a Description for the status level. This text displays on the Status drop-down list in other programs,
so be sure to enter a value that clearly indicates the purpose for the status.
4. Click the Use In drop-down list to define whether this status is used for either AP or AR. For this example,
you select AP.
5. The Stage drop-down list now displays the various pre-defined stages available for accounts payable.
Available AP stages:
• Portfolio - Used when a signed document has been received (Signed status), or an AP invoice has been
reduced by the allocation from the Payment Instrument (Posted status).
• Settled - Used when the cash is defined as paid.
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• Cancelled - Used when a Payment Instrument is returned or canceled and all accounting movements
are reversed.
6. Optionally, enter the Electronic Bank Code this status uses. Enter this value using the electronic remittance
format required for the bank code used for your payment instruments.
7. Use the GL Control sheet to link the GL control type and GL controls you need to associate with this payment
instrument status.
Create Payment Instrument Types
You next create payment instruments types. You can assign statuses to each type in order to define default
behavior when each status is selected.
Menu Path: Financial Management > Accounts Payable > Setup > Payment Instrument Type
To create a new payment instrument type:
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2. Enter the identifier for the Type. On certain reports, trackers, and other programs, you may only see this
value.
3. Next, enter a Description for the payment instrument type. This value displays on various drop-down lists.
4. Click the Initiation drop-down list to define how this payment instrument is initiated. You have two options
- Generation (initial payment instrument is created) or Received (initial payment instrument is a received
document).
5. Because this type is for accounts payable, you have some default behavior you can define within the Accounts
Payable section.
6. Select the Supplier Bank Required check box to indicate bank details need to be included on all payment
instruments that use this type.
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7. Click the First GL Update Stage drop-down list to indicate whether the general ledger is updated through
a bank statement or a portfolio.
8. Click the Initial drop-down list to define the default status for all starting payment instruments that use
this type.
9. Click the Reconciled drop-down list to define the default status for all reconciled payment instruments that
use this type.
10. If this type initiates through the Generation mode, the Generation Options section is active.
11. Click the Type drop-down list to define whether payment instruments are generated through a check or
another option.
12. Select the Default check box to indicate this generation type is selected automatically on payment instruments
that use this type.
Change Payment Instrument Status
Use AP Payment Instrument Status Change to change the status of a selected payment instrument. When you
select an individual payment instrument, all of its details display within this program, including its associated
invoices. Although you cannot change most of these fields, you can modify the Due Date and the Description
fields on the Header sheet.
You may also need to enter a general ledger (GL) journal entry to move the payment instrument balance if one
of its associated stages has a Posted status and the old and new posting codes are different. Because of this, you
may also be required to create a new legal number for the status change.
Menu Path: Financial Management > Accounts Payable > General Operations > PI Status Change
To change the status on a payment instrument:
1. Click the ID button to find and select the payment instrument you need.
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2. Optionally, edit the Description of the payment instrument to help identify its current status.
3. You can also change the Due Date for this payment instrument.
4. To change the status, from the Actions menu, select Status Change.
5. The Status Change window displays.
6. Click the PI Status drop-down list and select the status you need.
7. Click OK to close the Status Change window.
8. You can also change the payment instrument type by clicking the PI Type drop-down list and selecting the
new type.
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9. If the status change also requires a new legal number, from the Actions menu, select Legal Number >
Assign Legal Number.
10. If you need, you can also stop using an existing legal number by selecting Void Legal Number.
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Payment Instrument Write Off
To complete the payment instrument functionality, the Accounts Payable module contains the AP Payment
Instrument Write Off program. You use this program to indicate a selected payment instrument is settled and
all of its associate instruments are fully paid. The payment instrument is then considered written off by the
application, and is recorded in this state within the general ledger.
Menu Path: Financial Management > Accounts Payable > General Operations > PI Write Off
1. Click the ID button to find and select the payment instrument you want to write off.
2. Click the PI Status drop-down list to select the status you want to associate with this payment instrument.
In this example, the AP Settled status displays.
3. Click the first GL Account drop-down list to select the book to which you will record this payment instrument
write off.
4. Click the second GL Account drop-down list to select the specific account to which you will record the
write off.
5. If you need, enter an additional Comment you want to associate with the current payment instrument.
The payment instrument is now considered written off by the application.
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Payment Entry
Use AP Payment Entry to pay AP invoices through check or electronic payments. After you enter the payments
and process the checks, you then record these transactions in your General Ledger. This is done by posting the
payments using the Actions menu. You can make payments against invoices created to pay suppliers. You can
also pay miscellaneous expenses that do not have an invoice, enter manual checks for extra expenses, process
debit memos, and make payments to one-time suppliers.
You start the process by creating a group for the payments. You can then create payment records that satisfy
both invoices and miscellaneous payments. After you enter the payments and process the checks, you can post
the payments.
Menu Path: Financial Management > Accounts Payable > General Operations > Payment Entry
Payment Entry – Group
You begin the Payment Entry process by creating a payment group; each group is used for batch processing of
payments. When Payment Entry launches, the Group sheet displays by default.
To create a new payment group:
2. In the Group field, enter a unique identifier for the group. Entry groups can use any combination of letters
or numbers.
3. In the Bank Account field, select the bank account from which these payments are withdrawn. You can
change the account before a payment run or define a different account for a manual payment.
If entering an Electronic File Transfer (EFT) payment, select

the bank account with the EFT payment method.
4. The Default Currency field displays the currency used for the selected bank account. Depending on the
payment method, you can or cannot change the currency used for the group.
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5. Click the Payment Method drop-down list to select the method used as the output format for the payment
run. If you select the manual payment method, you can then directly enter checks.
6. Use the Payment Date field to define the date on which the payments are run through this group. This
value determines the active exchange rate used to convert bank account amounts to other currencies.
7. If you need, click the Rate Type drop-down list to select the currency rate type that applies to these group
payments. Rate types define the conversion rules used to update amounts from the original (source) currency
to a new (target) currency.
8. Click the Select Group Payments button to select payments. This field is only activated when the Auto
Retrieve Payments Actions Menu option is not set.
Payment Entry – New Payments
You use the Header sheet to create payments for specific invoices, miscellaneous payments, electronic payments,
and manual checks.
1. Click the Down Arrow next to the New button; select New Payment.
2. The Payment > Header sheet displays. Enter the supplier’s identifier in the Supplier field. The program
automatically displays the supplier name and address, as well as other information linked to the supplier.
3. If the group uses a manual payment method, the Manual check box is automatically selected and some of
the fields in the Manual Payment pane are enabled.
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4. Select the Enter Payment Total check box to enable you to enter a check amount in the Payment Total
field. The Enter Payment Total check box is enabled when the Manual check box is selected and when the
bank currency is different from the company’s base currency. If the Enter Payment Total check box is clear,
the Payment Total field displays a total amount that cannot be changed.
5. For manual payments, enter the check number in the Payment field and the check date in the Date field.
The check date can be changed as needed on manual payments.
6. For manual payments, select the bank account in the Bank field.
7. A selected Electronic Payment check box indicate this payment uses EFT. This check box is automatically
selected when the payment method is set up for EFT payments. For more information on setting up electronic
payments, review topics in application help.
8. Select the Force Discount check box to indicate the application calculates the payment using the best
possible discount terms offered by the supplier. When the check box is clear, the application calculates the
discount based on the effective discount rate defined by the supplier’s purchasing terms.
9. If you need, use the Exchange Rate field to change the default exchange rate you defined on the Group
sheet. This field is available when the bank currency is different from your company’s base currency.
Payment Entry – Bank/Remit To

Use the Bank/Remit To sheet to select bank account or remit to address for the current payment. The bank/remit
to is taken from the AP invoice, but you can select an alternative if the supplier has multiple bank/remit to records.
To select a bank/remit to:
1. In the Bank/Remit To field, select the required supplier bank account or remit to record. The bank/remit
to defaults in from the invoice, if specified.
If entering an Electronic File Transfer (EFT) payment, select

the bank account with the payment method.
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Payment Entry – Invoice Payments
You use the Invoice sheet to enter and edit payments made against a specific invoice. You apply these payments
against open invoices created for the supplier you selected on the Header sheet.
To do this:
2. Navigate to the Payment > Invoice Detail > Detail sheet.
3. In the Invoice field, enter the number of the invoices against which the payment applies.
4. The Invoice Date, Invoice Value, Balance, Terms, and Discount Date fields automatically display
information from the selected invoice.
5. In the Description field, enter information about the payment. If this payment is made by check, this text
prints on the check stub.
6. Enter the Gross Value of the payment, excluding discounts, in the currency of the supplier’s invoice.
7. If you need, change the amount in the Discount field. The application uses the discount terms defined on
the supplier record to calculate the amount. You can, however, change this value. To learn how to create
these terms, review the Purchasing Terms section earlier in this chapter.
8. The program subtracts the discount amount from the gross amount to calculate the amount in the Net
Payment field. The company pays this amount.
9. The New Balance field displays the difference between the amount of the supplier’s invoice and the Net
Payment.
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Payment Entry – Select Invoices
Use Select Invoices to generate payments for all invoices due on a specific date. To use this function, you need
to enter a payment record. This process is described within the Payment Entry – New Payments section earlier in
this chapter.
To select multiple invoices for payment:
1. From the Actions menu, select Select Invoices.
2. The Select Invoices window displays. In the Due Date field, enter the date used to select the invoices. The
function returns all invoices due on or before this date. By default, the field displays the group’s Payment
Date.
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3. Select Consider Discount Dates to limit the results to invoices with discount dates on or after the specified
due date.
4. Select Exclude Invoices with Zero Discount to exclude invoices with zero discount amounts or with an
AP invoice Discount Date earlier than the Payment Date.
5. Select Include Invoice without Payment Method to limit the results to include invoices without a payment
method in the results.
6. If you need, use the Filter sheet to change entries in the Supplier Groups and Payment Methods fields.
7. Click OK.
8. The Invoice Payment Selection window displays. All invoices that match your selection criteria display on
the grid. Select invoices by clicking the Selected check box in the corresponding invoice lines. To select all
the invoices, click the Select All button.
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9. The Candidates field displays the total value of the invoices that match your selection criteria.
10. The Selected field displays the total value of the invoices currently selected on the grid.
11. The Remaining field displays the balance that remains to be paid on the invoices that are not selected.
12. Note the Bank/Remit To ID and Name display. A separate payment will be created for each different
bank/remit to.
13. To select all the invoices, click the Select All button.
14. Once you have made your selections, click OK.
15. The invoices display in the Payments grid on the Payment > Header sheet. If you need, highlight the
payment and click the Invoices tab; you can then make changes to the invoice payment as needed.
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Payment Entry – Miscellaneous Payments
Use the Misc Detail sheet to define miscellaneous expenses, which typically record un-invoiced payments for
products or services used in the company’s operation. You can also use the sheet to enter taxes that apply to
the expense.
To enter a miscellaneous payment:
2. Select the Payment > Misc Detail sheet. In the Payment Amount field, enter the expense amount.
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3. Use the Description field to enter additional information used for processing the invoice. The description
displays on the check stub when a check is used to pay the expense.
4. Use the Expense Account fields to select the book and account to which the entry posts.
5. Optionally, use the Tax Liability field to change the taxing liability linked to the supplier for the current
payment.
Payment Entry – Bank Fees
Use the Bank Fee sheet to enter bank charges that apply to the payment. Here is how:
2. Use the Bank Fee field to identify the bank fee you need to place against the instrument.
3. Enter the Bank Fee Amount using the currency selected for the payment.
4. From the Actions menu, select New Bank Fee Tax If you need to add tax amounts for the bank fee.
5. Use the fields in the Bank Fee Tax Detail section to add bank fee tax amounts as needed.
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Payment Entry – Payment Tax
To add a tax to the payment:
1. Click the Down Arrow next to the New button; select New Tax.
2. A new line displays within the Payment Sales Tax list.
3. Select a Tax ID from the drop-down list. The program calculates the tax amounts based on the payment
amount and the tax percentage defined for the selected ID.
4. If you need, select the Manual check box. You can now directly enter the tax information by using the
Percent, Fixed Tax Amount, and Taxable Amt fields. The tax amount is calculated using these amounts.
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Payment Entry – Processing Pre-Payments
You can enter pre-payments in AP Payment Entry. Typically you generate pre-payments for a contract agreement
when AP invoices are not available.
To enter a pre-payment:
2. Navigate to the Payment > Misc Detail sheet.
3. Enter the Payment Amount for the pre-payment.
4. Enter the Expense Account. This value defines the account recording the pre-payment amount.
5. Select the Pre-Payment check box. This indicates the amount is a pre-payment being sent to the supplier.
6. Continue entering more pre-payments as you need. When you finish, click Save on the Standard toolbar.
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Payment Entry – Processing Payments
When you finish entering your payments, you are ready to process them. You do this through Process Payment.
You launch this program from the Actions menu. Use this action to print checks or create electronic payments
files for all payments within the current group. For Electronic File Transfer payments, this process creates an
electronic bank export payment file.
The Payment Type selected for the group determines the settings and defaults in this program. You can use this
program to both print checks and create electronic payment files for group payment entries.
To do this:
1. From the Actions menu, select Process Payments.
2. The Process Payments window displays.
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3. The Payment Date field defines the date applied to payments in the run. The company’s default fiscal
4. The Forms field indicates whether the print run uses the Check form, the Remittance form, or Both forms.
The payment method determines the available options.
5. If you need, use the Bank Account field to change the bank account from which the payments are
withdrawn. By default, the field displays the account defined for the payment group.
6. If necessary, select the Override Payment check box and enter the first payment number in the run in the
Payment number currently loaded field. Each check or EFT (electronic file) in the run is given a sequential
number that begins with this value.
7. When the group includes EFTs (electronic files), use the Bank Export File field to specify the file used to
send electronic payments. The default file originates from the payment method.

The Print option assigns payment numbers, generates electronic file, and prints remittance advice. You also
have the option of clicking Generate Only to assign payment numbers and generate an electronic file
without printing. Or, you can click Preview to view once the Print or Generate Only processing is complete.
Payment Entry – Post Payments
The Post command on the Actions menu completes the payment group process. Run this command after you
have processed the payments and verified that all checks printed correctly.
To post a payment group:
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2. The AP Payment Post Process window displays.
3. Click the Submit button on the Standard toolbar to post the payments contained within the current group
to the general ledger.
When the payment run contains checks, the application prompts you to verify that all checks printed correctly.
If posting errors occur, select the Group > Posting Log sheet to review an error log. You can re-post the group
after correcting the errors. If you post a receipt in error, run Void Payment Entry to correct the error.
Apply Debit Memo/Prepayment
Use the Apply Debit Memo/Prepayment program to record, or apply, debit memos against the total amount due
on selected AP invoices. The amount you apply is then subtracted from the total amount due on each AP invoice
you define through this program.
Prepayments are payments you make to a supplier in advance of receiving goods or services; you enter prepayments
within AP Payment Entry. You can then select the prepayment within Apply Debit Memo/Prepayment to add the
amount you are applying against the prepayment as a debit memo on the invoice. After you create a debit memo
against a prepayment, you can then add other invoices to the debit memo and enter additional amounts to apply.
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When you enter all of the amount values you want on the debit memo, you then apply them against the selected
invoices.
Menu Path: Financial Management > Accounts Payable > General Operations > Apply Debit Memo / Prepayment
To update and apply debit memos:
1. Click the Down Arrow next to the New button; select New Debit Memo/Correction Invoice.
2. Now find the prepayment you need for the current debit memo. Click the Invoice button to find and select
an invoice against which a prepayment was entered.
3. To limit the prepayment records to a specific supplier, click the Supplier button to select a record. You can
then click the Invoice button to find prepayments made against invoices linked to the selected supplier.
4. Enter the total amount of the debit memo in the Amount to Apply field.
5. Click the Transaction Apply Date drop-down list to select the date on which the demo memo will be
placed against the selected invoices.
7. Optionally, you can add additional invoices to this debit memo. To do this, click the Down Arrow next to
the New button, the select New Invoice.
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8. Navigate to the Detail sheet.
9. Click the Invoice button to find and select an invoice you need.
10. Click the Apply Date drop-down list to select the date on which you want this debit memo applied against
the selected invoice/invoice line.
11. Enter the Debit Amount you want to apply.
13. To apply the debit memo against the selected invoices, from the Actions menu, select Debit
Memo/Correction Invoice. The total amount due on the selected invoices is reduced by the amounts you
entered against each invoice.
Void Payment Entry
Use Void Payment Entry to cancel posted payments. When you run this process, you create a reversing journal
and reopen the supplier invoice against which the payment was applied.
Menu Path: Financial Management > Accounts Payable > General Operations > Void Payment Entry
To void a payment:
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1. Click the Payment Number button to open the Void Payment Search window, where you can search and
select the payment you want to void.
By default, the search window displays the most recent payments first, but you can sort by Payment Number,
Legal Number, Bank Account, or Reference.
2. The Supplier, Name, and Address fields display details of the supplier for the listed payment.
3. Click the Apply Date drop-down list to select the date on which you are canceling the payment. Review
other information related to the payment to make sure you have selected the correct entry.
4. Click the Void button to complete the process. To the confirmation message, click Yes.
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Use Tax Calculation
Run the Use Tax Calculation process to send posted invoices that may need use taxes to Avalara. You only run
this process if you conduct business in a locality, such as the United States, that requires use taxes. This process
catches any additional use taxes required after an AP invoice was posted to your general ledger. Because use
taxes do not affect invoice totals, they often need to be recorded separately within your general ledger data.
You can select posted invoices by date range, supplier, and specific invoice/invoice line.
Menu Path: Financial Management > Accounts Payable > General Operations > Use Tax Calculation
To run the Use Tax Calculation process:
1. If you need to select posted invoices linked to a specific supplier, click the Supplier button to find and select
a record.
2. To select invoices posted during a specific time period, use the From and To data fields to select the dates
you need. All invoices posted on and between these dates are selected by the Use Tax Calculation process.
The dates for the current fiscal period display by default.
3. Select the Tax Category code for which you are reporting use taxes, or leave the field blank for all tax
category codes. These codes classify different products and services based on taxes, and are equivalent
®
AvaTax Tax codes.
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4. You can limit the process to a specific invoice or a range of invoices. You can also limit the process to a
specific invoice line or a range of invoice lines on a selected invoice. To do this, click the Filter tab and select
the invoices you need.
5. After you finish your invoice selections, a summary of your choices displays within the Filter Summary area.
6. The use tax calculations are recorded within a log file. The default filename and directory path display within
the Log File Name field. If you need to change these options, click the Log File Name button to find and
select the directory path and file you need.
7. To calculate use taxes on the selected records, click the Submit button.
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Reports
This section describes some key reports you use to view information about Accounts Payable. You can run these
schedule. Review the Automatic Schedules section in the Epicor ERP Implementation Guide for information on
how you link a report to a recurring schedule.
Logged Invoice Suspense Balance Report
The Logged Invoice Suspense Balance Report is used for reconciliation of the logged invoice suspense account.
It shows the balance of the logged invoice suspense account and lists the logged invoices charged to it. This
report can either be generated by fiscal period or by a specific cut off date and be sorted by supplier or invoice.
Menu Path: Financial Management > Accounts Payable > Reports > Logged Invoice Suspense Balance
1. In the Select By field, select which method to use for selection of logged invoices for the report. The methods
are:
• Cutoff Date - Invoices are selected based on the date selected in the Cutoff Date field.
• Fiscal Year - Invoices are selected based on the fiscal year and period you define.
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2. If you selected Cutoff Date in the Select By field, specify the Cutoff Date. Logged invoices with invoice
dates prior to this date print on the report.
3. If you selected Fiscal Year in the Select By field, specify the Fiscal Year and Fiscal Period. Logged invoices
in the specified fiscal year and period print on the report.
4. Select the Currency used to generate the amounts displayed on the report. The base currency for the current
company appears by default, but you can select another currency available for the company.
5. Clear the Summary check box to print a detailed list of logged invoices charged to the suspense account.
Select the check box to print summarized logged invoice information.
6. Use the sheets under the Filter tab to select specific GL accounts and suppliers to include on the report.
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Received Not Invoiced Report
The Received but not Invoiced report lists the purchase orders for which no invoice is available. You can also use
the Received Not Invoiced Report to review the receipts which are invoiced partially. Additional details are added
to the report to differentiate partial invoices, such as Received Qty and Invoice number.
Menu Path: Financial Management > Accounts Payable > Reports > Received Not Invoiced
1. Use the Receipt Date From field and the To field to define the date range for the report. Receipts that
arrived during the specified range display on the report.
2. Use the Sort By field to select how you would like the report organized. The options are By Supplier ID, By
Supplier Name (default), or By PO.
AP Invoice Balance Report
The AP Invoice Balance Report lists AP invoice balance information for open, closed, or all invoices for one or
multiple suppliers. You can optionally select debit memos, pre-payment invoices and GL account information for
inclusion on the report. You can also filter AP invoice information using various criteria including supplier, supplier
group, GL control and GL accounts.
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Menu Path: Financial Management > Accounts Payable > Reports > AP Invoice Balance
1. From the Range By drop-down list, select whether the report displays invoices based on:
• Fiscal Period - Displays logged invoices for the specified fiscal year and period.
• Apply Date - Displays invoices with apply dates within the specified begin and end date ranges.
• Open Invoices at End Date - Displays invoices with invoice dates on or before the specified end date.
• Invoice Date - Displays invoices with invoice dates within the specified begin and end date ranges.
2. In the Begin Date field:

• If you selected Apply Date, enter the beginning apply date. Invoices with apply dates on or after this field
display on the report.
• If you selected Invoice Date, enter the beginning invoice date. Invoices with invoice dates or after this
field display on the report.
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3. In the End Date field:

• If you selected Apply Date, enter the ending apply date. Invoices with apply dates on or before this field
display on the report.
• If you selected Invoice Date, enter the beginning invoice date. Invoices with invoice dates on or before
this field display on the report.
• If you selected Open Invoices at End Date, enter the beginning invoice date. Open invoices with invoice
dates on or before this field display on the report.
4. In the PI Option field, select a payment instrument option for the report:
• Open Balance Only - Include open balance payment instruments only.
• Exclude Outstanding PI - Exclude outstanding payment instruments from the report.
• List Separately - List payment instruments separately.
• Display PI Only - Display payment instruments only on the report.
5. In the Book field, select the GL book used for the report.
6. If you selected Fiscal Year, specify the Fiscal Year, Begin Period and End Period. Invoices in the specified
fiscal year and period range print on the report.
7. Select Include Debit Memos to include debit memo transactions in the report.
8. Select Pre-Payments Only if you want to include only pre-payment transactions in the report.
9. Select Include GL Account Information to include GL account information on the report.
10. Clear the Summary Data Only check box to print a detailed list of open invoices. Select the check box to
print summarized open invoice information.
11. In the Sort By field, select the sort criteria for the report in the Available field, and then click the right
arrow button to move the selected sort criteria to the Selected field.
12. Use the sheets under the Filter tab to select specific suppliers, supplier groups, GL controls and GL accounts
to include on the report.
Payment Proposal Report
The Payment Proposal Report lists all AP invoices that need to be paid up to a specified due date. This report
displays amounts in the base currency selected for the current company, and sorted by due date on each AP
invoice. The Payment Proposal Report can also display invoices with available discounts and which are not yet
due.
One line prints for each invoice due on or before the selected Due Date. The current total due on the invoice
displays on this line. If the invoice is not in the base currency, and extra line displays below the invoice line, to
display the amount in the invoice currency.The report is sorted by the Due Date value on each AP invoice.
You can select to review unpaid invoices with available discounts whose discount dates are on or before the
specified discount horizon date.
At the end of the report, the Report Totals section displays the total payment amount for each currency, followed
by the total payment amount of all invoices, displayed in the company's base currency.
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Menu Path: Financial Management > Accounts Payable > Reports > Payment Proposal
1. Specify the Due Date for which the proposed payments are selected. Any unpaid invoices due on or before
this date display on this report. The current date displays by default, but if you need, you can select a different
date from the drop-down calendar.
2. Select the Consider Discount Dates check box if the report should calculate discounts on all invoices
selected for the report.
The Payment Date and Discount Horizon fields enable.
3. If you selected the Consider Discount Dates check box, enter the date of the proposed payment in the
Payment Date field. For all discounts where the discount settlement date is before or on the payment date,
the full value of the discount displays in the report. The default value of this field is today's date.
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4. If you selected the Consider Discount Dates check box, enter the end date for the discount horizon in the
Discount Horizon field. All invoices where the settlement discount due date is prior to or on the selected
discount horizon date appear in the report. The default value of the Discount Horizon date is based on the
entered Due Date.
If the discount horizon date is different than the due date,

Discount Horizon: xx/xx/xx (where xx/xx/xx is the
discount horizon date) displays in the report heading.
If the report is selected based on the discount horizon

date, the discount date displays in the Due Date column
and an asterisk (*) prints next to the Due Date.
5. If you selected the Consider Discount Dates check box, use the Exclude Invoices with Zero Discount
check box to indicate if invoices with zero discount amounts, or with an AP invoice Discount Date earlier
than the Payment Date, should be excluded from the report.
6. Select the Include Invoices On Hold check box invoices placed on payment hold that are due on or before
the specified due date should be included on the report.
7. If you want to group items on the report by their payment currency, select the Group by Payment Currency
check box
8. Use the sheets under the Filter tab to select specific supplier groups and payment methods to include on
the report.
Aged Payables Report
The AP Aged Payables Report displays each supplier’s open invoices. These invoices display in order by the number
of days in which they are past due. You can create the aging format and then select the format you want on
this report.
To learn more about creating aging formats, review the Aging

Report Format Maintenance topic within application help.
Menu Path: Financial Management > Accounts Payable > Reports > Aged Payables
1. In the Select By area, select whether the report displays invoices based on:
• Apply Date - Displays invoices with apply dates on or before the Aged As Of date.
• Invoice Date - Displays invoices with invoice dates on or before the Aged As Of date.
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2. In the Age By area, select whether the report ages the invoices based on:
• Due Date - Compares the invoice’s Due Date to the Aged As Of Date to determine into which aging
• Invoice Date - Compares the Invoice Date with the Aged As Of Date to determine into which aging
3. In the Aged As Of field, enter the date used to calculate aging for the report. When you generate this
report, its aging columns are calculated in increments based on both the selected aging method and this
date.
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4. Select Include Logged Invoice to include logged invoices in the report. Logged invoices are recorded and
posted to a suspense account and are not posted to your financial records until approved and paid. For
more information, review the Logged Invoice Entry section earlier in this chapter.
5. Select Include Payment Instrument to include payment instruments in the report. Payment instruments
refer to a diverse range of payment methods like promissory notes and future-dated checks. For more
information on payment instruments, review the Payment Instrument Payable Entry section earlier in this
chapter.
6. Select Include Pre-Payments to include pre-payment transactions in the report. For more information on
pre-payments, review the Payment Entry – Processing Pre-Payments section earlier in this chapter.
7. Select Pre-Payments Only if you want to include only pre-payment transactions in the report.
8. Select Summary Only to generate a report that only displays totals.
9. Optionally, change the currency of the report in the Target Currency field. The amounts on this report
update to display values using the current exchange rate for the new (target) currency.
10. Fields in the Filter Summary section limit the invoices included on the report. Use the Filter sheet to restrict
this report to only display transactions created for specific GL Controls and Suppliers.
11. The Aging field defines the aging method used for this report. The method selected within Company
Configuration displays by default, but you can select a different method.
For more information on Company Configuration, review

the Epicor ERP Implementation Guide.
Use Tax Report
Even though the Avalara service offers a set of reporting options you can leverage to track the amount of use
tax you are assessed, a corresponding Use Tax Report is also available in the application. You only run this report
if you conduct business in a locality, such as the United States, that requires use taxes. Leverage this report to
compare and reconcile against the Avalara information generated on the AvaTax site.
This report is similar to the Sales Tax Report found in the Accounts Receivable module.
Menu Path: Financial Management > Accounts Payable > Reports > Use Tax
1. Use the From and To fields to define the date range for the report. Any transactions that occur on or
between these days display on the report.
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2. Optionally, click the Target Currency drop-down list and change the currency of the report.
3. Select Summary Only if you want to only print header information for all the transactions included on the
report.
4. Use the Filter sheet to restrict this report by specific tax types or tax liabilities. These settings display in the
Filter Summary section of the Selection sheet.
VAT Tax Report
Use the VAT Tax Report to set up reports and electronic files for value-added taxes (VAT) and other taxes. VAT
is calculated for transactions within the European Union, as well as other countries. This report automatically
displays all the VAT amounts levied during a fiscal period that you select, for specified customers, suppliers, tax
liability codes, tax type codes, report category codes and tax jurisdiction codes.
The application updates VAT report tables with transactions created through invoice and bank movement
processes. Because of this, it may be necessary to review the report output and then make needed adjustments.
Use this as an opportunity to correct timing issues. This can also help you account for transactions not tracked
by the invoice and bank movement routines - like partially irrecoverable expense payments or self supplied material
quantities.
The first VAT report you run includes sales tax information from all previous periods for the current year. This
makes sure that all invoices are reported to tax authorities.
Menu Path: Financial Management > Accounts Payable > Reports > VAT Tax
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Tax Report – Detail
Use the Detail sheet to create a new report and to select various report options.
1. Click the Report ID button to find and select a report identifier. If you are creating a new VAT report, enter
the identifier in this field. To edit an existing VAT report, click the Report ID button to find and select it.
2. In the Description field, enter a description for the report. This text is printed on the report.
3. In the Report Title field, enter a title that will print at the top of the VAT report.
4. Click the Fiscal Calendar button to search for and select an existing fiscal calendar record that applies to
the tax report.
5. Click the From drop-down list to select the date on which the report will start. All sales taxes levied on this
date forward to the To date will be included on the report.
If you have selected a Fiscal Calendar, this date becomes

the first date of the selected fiscal period and this field is
disabled. If you do not select a Fiscal Calendar, you can
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enter this date directly, or click the Down Arrow to select

a date from the calendar.
6. Click the To drop-down list to define the date on which this report will end. All sales taxes levied on this
date back to the From date will be included on the report. The report uses the To date to determine what
invoices will be included in the VAT calculations. The tax lines must have Invoice Dates that are less than or
equal to the To Date. The tax lines must also have Invoice Dates that occur after the To Date on the previous
report.
7. In the Report Date field, enter the date on which this VAT report was created. The Enter Date for the report
must be less than or equal to the Report Date.
8. Select the Accounts Payable and/or Accounts Receivable check boxes to indicate the transactions from
the corresponding module are included in the report.
9. Use the sheets under the Filter tab to select a specific range of records to display on your report.
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Tax Report – Print Form
Use the Print Form command from the Actions menu to print the current report in its form version.
To print the form:
1. From the Actions menu, select Print Form.
2. Click the Target Currency drop-down list and select the code of the currency used for the report.
3. Select the Report Style, the Schedule, and the Archive Period for the report.
4. Click Print Preview to preview the report.
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Tax Report – Print Edit List
The Print Edit List command lets you print out the current tax report in an edit list format. Use this report to
review the details for tax amounts calculated by the report.
To generate the report:
1. From the Actions menu, select Print Edit List.
2. Click the Target Currency drop-down list to select the code of the currency used for the report.
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3. Select the Print Tax Account Summary check box to add GL analysis to your report.
4. Select the Backdated Items option for the print edit list.
• Backdated Items Are Included - Include backdated tax transactions on the report.
• Backdated Items Are Excluded - Exclude backdated tax transactions from the report.
• Only Backdated Items Are Included - Include only backdated tax transactions on the report.
5. Select the Report Style, the Schedule, and the Archive Period for the report. Enter the User Description.
Select the Print Report Parameters check box to print the report selection criteria in an appendix to the
report.
6. Click Print Preview to preview the report.
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Tax Report - Post Report
Use the Post Report command to close the current report once you are ready to finalize the VAT amounts. A
report is automatically closed after it is posted and no longer can be updated. The report can, however, be viewed
and printed.
When the VAT report is posted, the user is prompted to enter the Report Date. The posting process writes the
Report ID, the Report Date, and the Post Date into the tax line. This is for auditing purposes. Even when the tax
report is deleted, the tax lines keep this audit trail.
To post the report:
1. From the Actions menu, select Post Report.
2. Click the Report Date drop-down list to select the appropriate date you want to use for the report.
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3. Select the Update Tax Box Summary (TaxRptDtl) check box to update the TaxRptDtl table, used for the
Tax Box Summary report.
4. Select a Schedule option to post the VAT report. The default is Now.
5. Click Submit.
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Tax Report – Electronic Report Maintenance
Use the Electronic Report Interface selection as needed to export reports for electronic transmission It uses
electronic interface records defined in Electronic Interface Maintenance to format tax box or tax detail reports.
To set up and run this selection:
1. In the Electronic Interface field, select the interface that supplies formatting for the exported file. Exported
files use formatting defined in Electronic Interface Maintenance.
2. Select Export File to search for the file that should store the exported information.
3. Select the Backdated Items option for the electronic interface export.
• Backdated Items Are Included - Include backdated tax transactions on the report.
• Backdated Items Are Excluded - Exclude backdated tax transactions from the report.
• Only Backdated Items Are Included - Include only backdated tax transactions on the report.
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4. In the Actions menu, select Generate Export File. The interface uses properties defined for the interface
to export the report file.
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Tax Report – VAT Tax Journal Report
Use the VAT Tax Journal Report to create a report displaying tax amounts analyzed by both VAT codes and chart
of accounts. This report supplements the standard VAT Tax Report and is used to audit the accuracy of the
standard VAT Report. It is specific to countries that require additional tax reporting. You can also filter VAT tax
journal information using various criteria including supplier, supplier group, GL control and GL accounts.
1. Select Accounts Payable to include AP invoices on the report.
2. Select Accounts Receivable to include AR invoices on the report.
3. Select the Summary Only check box to print only summarized VAT tax totals on the report. Clear the check
box to print VAT detail information.
4. Use the sheets under the Filter tab to select specific suppliers, supplier groups, GL controls and GL accounts
to include on the report.
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Supplier Payment Report
The Supplier Payment Report provides a list of payments to suppliers who are required to report payments to a
tax collection agency. This report presents the required information for a designated year or time period that can
be presented to the tax collection agency. The supplier must be designated as a reportable supplier in Supplier
Maintenance by selecting the Payment Reporting check box.
Menu Path: Financial Management > Accounts Payable > Reports > Supplier Payment
1. Choose a selection method for your report. The options are By Calendar Year or By Date Range. Your
selection determines which fields are enabled in the Report Options pane.
2. Enter the Calendar Year if you selected By Calendar Year as your report selection method.
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3. Enter dates in the Start and End fields if you selected the By Date Range report selection method.
4. Enter an amount in the Minimum Amount field. This is the lowest total amount allowed for a payment to
be included in the report.
5. Select the Print Report Parameters check box if you want to print the report parameters in an appendix
at the end of the report. You can later use these parameters to re-create the contents of the report.
6. Use the sheet under the Filter tab to select specific suppliers to include in the report.
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Supplier Statements Report
Use the Supplier Statements Report to review invoice transactions and balances up to a specific cut-off date
for a supplier. You can then send the Statement of Account to suppliers for confirmation and agreement.
You can filter the report by Supplier or Supplier Group.
Menu Path: Financial Management > Accounts Payable > Reports > Supplier Statement
To run the Supplier Statement Report:
1. Select the Invoice Date Cut-Off for the report.

The default value is the end of the previous fiscal period.
2. In the Message field, you can enter free text, which will display at the end of the report.
3. Use the sheets under the Filter tab to filter the report by specific suppliers or supplier groups.
4. The Filter Summary section indicates if you have set Supplier or Supplier Group filters.
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5. Once you have made the required settings, click Print on the Standard toolbar.
You could also click Print Preview to view the report in electronic form.
6. In the report, each supplier displays on a new page.
7. The text entered in the Message field displays at the end.
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Tax Reconciliation Report
The Tax Reconciliation Report verifies and matches the figures in your tax reports against the source documents
and general ledger (GL) postings. This includes any tax movements from AR and AP transactions, taxable bank
adjustments and fees, and GL journals with tax entries.
Menu Path: Financial Management > Accounts Payable > Reports > Tax Reconciliation
1. Select the book you want for your report from the Book drop-down list.
2. Select a Fiscal Year for your report, if you want to change from the current fiscal year that displays.
3. Select a Starting Period and Ending Period for your report, if you want to change from the current periods
that display.
4. The Start and End dates of the selected periods display.
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5. Select the Only Transactions with Difference check box if you want to specify that only transaction lines
with differences display in the sub-ledger journals section of the report.
6. In the Report Style field, leave the default Standard - SSRS report style to print a standard report or select
the Extended - SSRS report style to print a report with tax details such as tax liability, tax type, tax code,
and percentage.
7. Select the Print Report Parameters check box if you want to print the report parameters in an appendix
at the end of the report. You can later use these parameters to re-create the contents of the report.
8. Use the sheets under the Filter tab to select specific GL accounts and tax types to include in the report.
A/P Expense Distribution Report
The A/P Expense Distribution report displays GL purchase journal transactions including transactions posted
to deferred expense accounts. This report is helpful when you reconcile expense distribution.
Menu Path: Financial Management > Accounts Payable > Reports > Expense Distribution
To set up and run the A/P Expense Distribution report:
1. Select the By Fiscal Period or By Date Range radio button to define how report records are grouped.
2. In the Book drop-down list, select the book for your report.
3. Select the Start and End date for your report.
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The start and end dates must include the period during which a deferred expense was recognized.
4. The Fiscal Year and Period of the selected dates display.
5. Select the Include Deferred Expenses check box.
Deferred Expense Forecast Report
The Deferred Expense Amortization Forecast report displays a forecast of deferred expense recognition for
AP invoice miscellaneous lines.
Menu Path: Financial Management > Accounts Payable > Reports > Deferred Expense Forecast
1. In the As of Date drop-down list, select the report date.
2. Click the Report Periods drop-down list to select a fiscal calendar for the report.
3. Select the Display Details check box to view the details in the report.
4. Use the sheets under the Filter tab to select specific suppliers and amortization codes to include in the
report.
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Deferred Expense Reconciliation Report
The Deferred Expense Reconciliation Report displays discrepancies between deferred expenses that should
be posted at a specified date and the actual date when the expense is recognized. The report is based on full GL
accounts. The report retrieves transactions found and matched in the GL and AP sub-ledgers, with or without
the difference in deferred expense accounts, transactions posted in sub-ledgers, but not found in GL, and
transactions posted to deferred expense accounts in GL, but not found in sub-ledgers.
Menu Path: Financial Management > Accounts Payable > Reports > Deferred Expense Reconciliation
1. Select the book you want for your report from the Book drop-down list.
2. Select the Start and End dates for the report.
3. Click the Report Mode drop-down list to select in what mode you want the report to display.
4. Use the sheets under the Filter tab to select specific deferred expense accounts and amortization codes to
include in the report.
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Epicor ERP Application User Guide Cash Management | Chapter 23
Chapter 23: Cash Management
The Cash Management module contains functionality for creating and managing both bank and cash accounts. These
records affect how payments generate and how cash receipts are received.
Cash Management includes setup programs used to define bank accounts and bank fees associated with cash receipts,
cash payments, bank statements, and bank adjustments. Bank Branch Code Maintenance defines codes used to group
bank accounts. Bank Account Maintenance identifies bank accounts and defines their routing information, payment
methods, and posting accounts. Finally, Bank Fee Maintenance defines the tax and accounting results of bank fees.
You also use Cash Management programs to manage bank accounts and the company’s general ledger cash accounts.
Bank Adjustment Entry adjusts bank account amounts and enters bank fees. Bank Funds Transfer transfers amounts
between bank accounts. Bank Statement Processing reconciles a bank balance with cash balances in the company’s
books.
To help you manage these accounts, generate the reports in this module so you can review the information you need.
The Payment Proposal report displays the AP invoices that must be paid up to a selected due date. The Check Register
report displays all the checks created during a selected period. This report includes all regular checks, manual checks,
voided checks, and electronic payments.
With an additional license from Epicor, the Cash Management module includes Petty Cash functionality. Petty cash is
cash on hand that a company may use to:
• Pay wages and salaries in cash
• Pay employee expenses in cash
• Receive cash from customers
• Pay cash to suppliers
By leveraging this functionality, you can create petty cash document forms in compliance with the requirements needed
by many government organizations. Key features are in place to support legal requirements for petty cash for legal
numbering, document forms, and daily balances and reports.
Setup
This section describes the primary records you need to create for the Cash Management module. These programs
Bank Branch Code Maintenance
Use Bank Branch Code Maintenance to define codes used for specific bank branch offices. You can associate
branch codes with accounts in Bank Account Maintenance; these codes group bank accounts together under a
specific branch.
Menu Path: Financial Management > Cash Management > Setup > Bank / Branch Code
To define a branch:
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Chapter 23 | Cash Management Epicor ERP Application User Guide
2. In the Code field, enter a unique identifier for the branch. You can click the Code... button to search for
existing bank branch codes.
3. In the Name field, enter the name of the branch. This name displays within other programs.
4. In the Bank Name field, you can optionally enter the name of the parent bank that owns the bank branch
office.
Bank Account Maintenance
Use Bank Account Maintenance to identify the company’s bank accounts and define their routing information,
payment methods, and posting accounts. You use this program to set up account currencies, the general ledger
accounts affected by transfers and adjustments, and the method used to post balances. You can associate an
account with either a supplier or a customer, as well as with payments, checks, and invoices. The Balance sheet
displays account balances by fiscal period for accounts currently in use.
Menu Path: Financial Management > Cash Management > Setup > Bank Account
Bank Account Maintenance - Detail

Use the Detail sheet to identify the account, supply routing information, and set defaults that affect posting of
account transactions.
To define an account:
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2. In the Account field, enter a unique identifier for the account. You can click the Account... button to search
for existing bank accounts.
3. In the adjacent field, enter the description of the account. This description helps you select the correct
account during transaction entry.
4. In the Bank Name field, enter the full name of the bank.
5. In the Bank Identifier field, enter the identifier provided to the bank by a regulatory body. This values help
you select the account in application programs. For example, you can enter the identifier assigned to a U.S.
financial institution by the American Bankers Association (ABA).
6. If you need, in the Bank/Branch field, enter the branch where the account is located.
7. Optionally, enter the international identifier for the bank in the IBAN Account Code field. The IBAN standard
is designed to facilitate payment routing within the European Union (EU) and among banks in other non-EU
countries.
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8. If the account is used for checking, in the Checking Account field, enter the number of the checking
account.
9. Click the Currency drop-down list to define the currency of the account.
10. Use the Closed check box to indicate this bank account can no longer be used. If an account is closed, it is
not available for selection when you make payments.
11. If the account is limited to deposits resulting from debit notes, select the Debit Notes Only check box.
Debit notes are used to recoup undercharges, additional service charges, and other deductions applied to
a customer’s payment or invoice.
12. Select the Use Bank Average for Payment check box to use the bank average value as the rate for
payments from this account. Bank accounts that are set up with this option are excluded by default from
revaluation selection when running the Currency Revaluation Process.
13. Select the Revalue Reconciled Balances check box to base currency gain/loss calculation in the revaluation
process/report on reconciled balances. If this check box is clear (default), the calculation is based on ongoing
balances.
14. Use the Routing Information section to define the bank code used to process direct deposits and other
automated transfers.
• In the Routing field, enter the Federal Reserve Routing Symbol.
• In the ID field, enter the ABA Institution Identifier.
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• In the Check Digit field, enter the Check Digit.
15. In the Entry Class Code field, enter the Standard Entry Class (SEC) code that identifies the nature of entries
connected with the account. For example, you might enter WEB (Web Initiated-Entry) for an account used
for transactions from a credit card authorization service. Contact your bank for the appropriate value. Other
options include Prearranged Payments and Deposits for consumer items (PPD), Cash concentration and
disbursements for non-consumer items (CCD), and Reversal items (REV).
16. In the Service Class Code field, enter the Automated Clearing House (ACH) number that designates the
type of entries processed through the account. For example, you enter 200 if the account is used for both
debits and credits.
17. Select the Consolidate Invoice Print check box to indicate that multiple invoices can be applied against
the same check remittance when using the specified bank account. If you select this check box, the
Preprinted Check Numbers check box and Invoices on Check Stub field are enabled. Select the Preprinted
Check Numbers check box to print the number of invoices indicated in the Invoices On Check Stub field on
each check stub, and to generate a new check number for each check stub printed.
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Bank Account Maintenance - GL Controls

Use the GL Control sheet to select controls that define the GL accounts affected by the bank account’s activities.
For more information on GL Controls, review the General

Ledger chapter in the Epicor ERP Implementation Guide.
Bank Account Maintenance – Payment Methods
Use the Payment Methods sheet to associate payment methods used for account deposits and withdrawals. You
can designate AR and AP payment methods for the account. The designated module determines which methods
can apply when the account is selected in AP and AR entry programs. For more information on payment methods,
review topics in application help.
If you want, you can define multiple AR and AP payment methods, including an Electronic Interface payment
method for Electronic Funds Transfer (EFT) processing. When multiple methods are defined, users can select the
method used when they enter transactions.
The following instructions describe how to associate an AP payment method with the account. These instructions
generally apply to defining an AR payment method as well.
To associate an AP payment method with an account:
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1. Click the Down Arrow next to the New button; select New AP Payment Method.
2. From the Payment Method drop-down list, select a payment method associated with the account.
3. If multiple methods are defined, select the Is Default check box to designate the default payment method
for this account in AP entry programs.
Bank Account Maintenance - Bank Reconciliation
Use the Bank Reconciliation sheet to define bank reconciliation settings for AR, AP, and other transactions.
You can also enable automatic reconciliation via automated recognition and matching of transactions.
The fields on this sheet are grouped into four panes: Modules, Automatic Reconciliation, Automated
Recognition AR, and Automated Recognition AP.
Modules
Use the Modules pane to enable use of pending accounts for AR, AP, or other transactions until the bank
statement is reconciled:
1. Navigate to the Bank Reconciliation sheet.
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2. Select Reconciled AR Balance to delay the posting of deposits and receipts to the cash account, using a
pending account, until the bank statement is reconciled in Bank Statement Processing.
3. Select Reconciled AP Balance to delay the posting of withdrawals on the cash account, using a pending
account, until the bank statement is reconciled in Bank Statement Processing.
4. Select Reconciled Other Balances to delay the posting of other transactions (such as fees, adjustments,
and transfers), by using pending accounts until the bank statement is reconciled in Bank Statement Processing.
Automatic Reconciliation
Use the Automatic Reconciliation pane to make settings that relate to automatic matching and reconciliation.
1. In the Electronic Interface field, specify a default electronic interface for importing bank statements for
this bank account.
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2. In the Parsing Parameters field, specify the Parsing Parameter ID used in automatic bank reconciliation.
3. If the Retrieve unmatched transactions automatically check box is selected, after importing a bank
statement the application automatically displays all transactions that potentially can be matched to a selected
statement line. You can view these transactions on the Unmatched Transactions sheet in Bank Statement
Processing.
If this check box is cleared, you can retrieve the unmatched transactions only manually clicking Retrieve...
on the Unmatched Transactions sheet in Bank Statement Processing.
4. The Number of periods to Retrieve before Opening Date field specifies the number of periods before
the opening date which will be retrieved during bank reconciliation. The default value is 0, meaning that
the number of periods is unlimited.
5. When you select the Filter unmatched transactions by statement line type check box, the filter settings
for retrieving unmatched transactions you specify in Bank Statement Processing, are enabled by default for
the bank account. When working with the statement, you can disable or enable them on the Retrieve
Options window in Bank Statement Processing.
6. Select the Auto-match Statement Details check box to enable the application to automatically analyze
the information from bank statement lines and match it to existing transactions in Bank Statement
Processing.
7. The Recognize unknown transactions check box determines the application behavior when transactions
do not contain information about reference number, partner name, or partner bank account.
If the check box is selected, the application considers

BankAdj (Bank Adjustment) as a default line type along
with the line type selected, considering the amount sign
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in the statement line. This parameter is useful if the bank

statement is imported in CSV format, which often does
not include reference number and partner (but only
transaction date and amount).
If the check box is clear, the application considers
BankAdj only as a default line type and searches for
transactions filtered by this default document type,
transaction date, amount and currency.
8. Select the Auto create Invoice Cash Receipts checkbox to enable the automatic creation of invoice cash
receipts. This option is applicable to the statement lines with recognized customer, status Not matched or
Partially matched and existing invoice references on the Statement Lines - Detail sheet in the Bank Statement
Processing program. The application searches for the posted invoices where customer, currency, amount
and date information is the same as on the statement line. If such invoice is found, the application generates
an invoice cash receipt, automatically allocates this invoice to the cash receipt and matches the cash receipt
to the line.
9. Select the Auto create Cash Receipts based on Customer Balance check box to enable the automatic
creation of cash receipts based on customer balance. This option is applicable to the statement lines with
recognized customer, status Not matched or Partially matched and blank invoice references. The program
creates a cash receipt with the amount equal to the unallocated amount and attempts to apply the found
invoices to the cash receipt until the unallocated amount becomes zero.
This check box is available only if you enabled the Auto

create Invoice Cash Receipts check box.
10. Select the Apply All check box to change the application logic when it creates cash receipts based on
customer balance.
The application searches for the posted invoices and attempts to apply them one by one until unallocated
amount becomes zero. In case there are no more invoices to apply, unapplied amount remains.
This check box is available only if you selected the Auto

create Cash Receipts based on Customer Balance
check box.
11. Select the Auto create On Account Cash Receipts check box to determine the application logic when it
cannot find invoices where customer, amount and date information is the same as on the statement line.
This option is applicable to the statement lines with recognized customer, status Not matched or Partially
matched and blank invoice references on the Statement Lines - Detail sheet in the Bank Statement Processing
program. If you select this check box, the application generates an on account cash receipt and matches
the cash receipt to the line. determines the application logic when it cannot find invoices where customer,
amount and date information is the same as on the statement line.
This check box is available only if you enabled the Auto

create Invoice Cash Receipts check box.
12. Select the Auto create Bank Transfers - same currency check box to enable the automatic creation of
same currency bank transfer transactions during automatic bank reconciliation.
If this check box is selected, and the same currency is set for another bank, the application creates a same
currency bank transfer transaction.
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13. Select the Auto create Bank Transfers - cross currency check box to enable the automatic creation of
cross currency bank transfer transactions during automatic bank reconciliation.
If this check box is selected, and a different currency is set for another bank, the application creates a cross
currency bank transfer transaction.
14. Select the Auto create Bank Adjustments check box to enable the automatic creation of bank adjustment
transactions during automatic bank reconciliation.
If the application identifies the imported statement line as a bank adjustment, it analyses whether the bank
fee code exists, and creates a bank adjustment document.
15. Select the Auto reverse check box to enable the automatic creation of reverse cash receipts and voided
AP payment transactions during automatic bank reconciliation.
The application will search for documents with the following parameters:
• Posted on the bank account where the statement was imported.
• Reconciled.
• Non-reversed.
• The same currency as on the statement line.
16. If you select the Payroll Checking Account check box, the application sets lines with negative amount to
the PRPay type during statement import. Use this option if most checks on the selected bank account are
payroll checks.
The application behavior during auto-matching differs for

APPay and PRPay line types:
• APPay - the application attempts to match both AP
payments and payroll cheques to this line
• PRPay - the application attempts to match only payroll
cheques to this line
17. Use the Tolerance field to determine maximum allowed percent difference between amounts of the
unallocated statement line amount and all matched documents. The application compares the amounts and
considers the line reconciled based on this value. If you enter 9999.99 in this field, tolerance will not be
applied.
Automated Recognition AR & AP
Use the Automated Recognition AR and Automated Recognition AP panes to specify which parameters are
taken into consideration during automated recognition of AR and AP transactions that the application finds -
reference number, customer/supplier, transaction date.
This section describes the Automated Recognition AR fields, but the same principle applies for AP, just with
Supplier instead of Customer.
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1. Select the Reference Number check box to apply reference number verification during automatic
reconciliation of AR transactions.
2. Select the Customer check box to apply customer verification during automatic reconciliation of AR
transactions.
3. Select the Transaction Date check box to apply date verification during automatic reconciliation of AR
transactions.
Bank Fee Maintenance
Use Bank Fee Maintenance to define the tax and accounting effects of bank fees. Bank Fee Maintenance can
also be used to record an interest percentage that your company earns. Banks assess fees for overdrafts, processing
foreign currency cash receipts, and other reasons.
You use this program to associate a tax rate with a taxable fee and determine the general ledger accounts to
which fee amounts post. Users can use fee codes with cash receipts or payment entries, or with bank adjustments
when reconciling a bank’s statement.
Menu Path: Financial Management > Cash Management > Setup > Bank Fee
Use the Detail sheet to identify the fee and associate a rate with taxable fees.
To define a bank fee:
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2. In the Bank Fee field, enter a unique identifier for the fee.
3. In the Description field, enter a description that helps you select this fee during transaction entry.
4. If taxes apply to the fee, click the Tax Code drop-down list to select the tax type that applies to the fee.
You can apply Invoicing and Self-assessment tax types to bank fees.
5. If a tax code is selected, click the Rate Code drop-down list to select the effective rate used to calculate
tax. You can override the rate in entry programs where fees apply.
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7. Use the Description sheet to enter translations for the fee description.
8. Use the sheets under the GL Control tab to select GL controls that determine the accounts affected when
the fee is applied.

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Legal Numbers
Use the following programs to set up the legal numbers you require for cash transactions.
Document Type Maintenance
Use Document Type Maintenance to define a document type that will link a system transaction to a unique legal
number. Examples of document types include AP Invoices, Promissory Notes, Petty Cash transactions, and
Withholding Taxes.
Menu Path: Financial Management > Cash Management > Setup > Transaction Document Type
Refer to the Legal Numbers chapter in the Epicor ERP Implementation Guide for instructions on creating document
types.
Legal Number Maintenance
Use Legal Number Maintenance to configure legal number sequences and associate the sequences with document
types. This association allows the use of the numbers with internal transactions and external documents.
Refer to the Legal Numbers chapter in the Epicor ERP Implementation Guide for instructions on creating legal
numbers.
Electronic Interfaces
Use the following programs to set up the electronic file transfers you need for cash transactions.
Electronic Interface Maintenance
Use Electronic Interface Maintenance to define the electronic interfaces used in both EFT and soft-format reports.
For EFT, the interface’s .cs (C#) program formats the data to match the bank format while the interface properties
define the fields used to send the data. For soft format reports, the .cs plug-in file and its properties provide the
formatting needed to generate a report file.
Menu Path: Financial Management > Accounts Payable > Setup > Electronic Interface
Refer to the Electronic Interfaces chapter in the Epicor ERP Implementation Guide for instructions on creating
electronic interfaces for EFT processing.
Pay Method
Use Pay Method Maintenance to set up an electronic interface to receive payments. You can then associate this
payment method with customers in Customer Maintenance or suppliers in Supplier Maintenance for EFT processing.
Menu Path: Financial Management > Accounts Receivable > Setup > Payment Method
Refer to the Electronic Interfaces chapter in the Epicor ERP Implementation Guide for instructions on how to
create a new payment method.
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Petty Cash Operation Type
Use Petty Cash Operation Type Maintenance to define the various petty cash operations your company uses (for
example, payments to suppliers or receipts from customers). These operation types are based on the petty cash
operation classes (cash issue or receipt) defined in the Epicor application.
This program is only available with an additional license from

Epicor.
Menu Path: Financial Management > Cash Management > Setup > Petty Cash Operation Type
Use the Detail sheet to define petty cash operation type properties and to link petty cash operations to
system-defined petty cash operation classes.
2. In the Operation field, enter a unique identifier for the operation type and a description in the adjacent
field.
Click the button the search and select existing operation types.
3. Click the Direction drop-down list to select either Cash Issue or Cash Receipt.
4. Enter a Reason text for the transaction. This field is required.
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5. From the Recipient/Payer Type field, select the appropriate recipient or payer type.
6. Click the Operation Class drop-down list to select the operation class to be linked to the operation type.
The available options depend on the selections made in the Direction and Recipient/Payer Type fields above.
7. If you have selected Customer or Supplier in the Recipient/Payer Type field, you can select a Default
Role Code from the drop-down list (for example, AR Manager).
8. Select the Payroll Balance check box to indicate this operation type must balance payroll accounts. If you
select Wages and Salaries for the Operation class, this check box is automatically selected.
9. If you need to enter a custom exchange rate during Petty Cash Entry, select the Override Exchange Rate
Date check box.
11. Use the sheets under the GL Controls tab to select controls that determine the accounts affected by the
operation type.

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Petty Cash Desk Maintenance
Use Petty Cash Desk Maintenance to enter and update petty cash desk properties and defaults. You can also set
up authorized users and operations.
This program is available if you have the additional Petty Cash

module license.
The petty cash desk is the main facility for petty cash operations. Use this program to maintain daily balances,
provide cash day open and close procedures, and define cash limits.
Menu Path: Financial Management > Cash Management > Setup > Petty Cash Desk
Petty Cash Desk Maintenance – Detail

Use the Detail sheet to define a new petty cash desk. To add a petty cash desk record:
2. In the Cash Desk field, enter a unique identifier for the cash desk.
You can click the button to search for existing records.
3. Enter a Name for the petty cash desk.
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4. Click the Day Close Mode drop-down list to select either the Soft or Strict option. With the Soft option,
more than one cash day can be active at one time. With the Strict option, only one cash day can be active.
5. Enter the Cashier name.
6. If required, enter the Entrusted Cashier name. This person is then responsible for handling cash desk
entries.
7. When you enter an Entrusted Cashier, use the Entrusted From and Entrusted To date fields to select the
time period during which this person is responsible for cash desk transactions.
8. The Allow Negative Balance check box is selected by default. This parameter only affects the petty cash
entry routine.
It is not possible to close a petty cash day with a negative

balance.
9. If you want to set a cash limit for the petty cash desk, enter an amount in the Cash Limit Total field. If you
enter zero, the cash limit for the petty cash desk is not checked.
10. The Except Payroll value defines an exception to the cash limit total, reserved for employee salaries and
social payments. This is required in some countries.
11. If the cash desk has an initial balance, enter the total in the appropriate Initial Balance or Initial Payroll
Balance field. These balances apply from the In Operation From date.
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13. Use the Authorized Users sheets to add users to the list of people who can access the petty cash desk.
The user who creates a petty cask desk is automatically added to this list.
14. Use the GL Controls sheets to select controls that determine the accounts affected by the petty cash desk.

Petty Cash Desk Maintenance – Available Operations
Use the Available Operations sheet to define the operation types available for a specific petty cash desk. To
activate a petty cash desk, you must specify at least one operation.
To associate an operation type with a petty cash desk:
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1. Click the Down Arrow next to the New button; select New Available Operation.
2. Click the Operation Type drop-down list to select the operation type you want linked to the petty cash
desk.
4. You can now activate the petty cash desk. Navigate to the Detail sheet.
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5. Clear the Inactive check box.
6. Click Save.
Review the previous section for details on how to create petty cash operation types.
Operations
This section describes the operations available in the Cash Management module. Each operation is described as
Bank Adjustment Entry
Use Bank Adjustment Entry to adjust bank account amounts and to enter bank fees. You can use Print Group
Edit List on the Actions menu to review entries prior to posting. Use Post on the Actions menu to post transactions
in the selected adjustment group.
Menu Path: Financial Management > Cash Management > General Operations > Bank Adjustment Entry
Bank Adjustment Entry – Summary
Use the Summary sheet to define a group used to post adjustments and to select the bank account to which the
adjustment applies.
To create an adjustment group:
2. In the Group ID field, enter the identifier for the entry group. Entry group names can use a combination of
letters or numbers.
You can click the button to search for existing entry groups.
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3. Click the Trans Apply Date drop-down list to select the default date for adjustments in the group.
4. The Trans Apply Date entry and the company’s default fiscal calendar determine the entries displayed in the
Fiscal Year and Fiscal Period fields.
5. Click the Bank drop-down list to select the bank where the account is located. The sheet displays the bank
currency and the account number.
Red Storno transactions are only used in certain countries.

For information on how to enable or disable red storno,
refer to the Company Configuration chapter in the Epicor
Bank Adjustment Entry – Adjustment
Use the Adjustment sheet to either create entries for an adjustment group or enter lines on a bank reconciliation
statement. You can use this sheet to enter adjustments and bank fees.
To create an adjustment:
1. Click the Down Arrow next to the New button; select New Adjustment.
2. Navigate to the Adjustment sheet.
3. If you need, change the default in the Transaction Apply Date field. The period to which an adjustment
applies is determined by this date and the book selected on the Adjustment sheet.
4. In the Reference field, enter additional information about this adjustment.
5. In the Amount field, enter the adjustment amount. A positive amount represents a deposit and a bank
balance increase. A negative amount represents a cash withdrawal and a bank balance decrease.
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6. If required, click the Bank Fee button to search and select the fee that applies to the adjustment.
7. Click Save.
The G/L Account field populates with the default GL account for this transaction.
8. To change the GL account, use the G/L Account fields to select the book and the account to which the
adjustment posts, then click Save. The fiscal calendar for the selected book determines the apply date for
the transaction and the COA for the book determines the available accounts.
9. If you have changed the GL account, you can click the Get Default button to revert to the default account,
then click Save.
10. To apply tax to the transaction, click the Down Arrow next to the New button; select New Tax.
11. Select the applicable Tax ID (Tax Type) and Rate Code.
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12. To adjust amounts, select the Manual check box and use the Percent, Fixed Tax, Taxable Amt, and Tax
Amt fields to adjust the calculated amounts.
14. The amount fields update to reflect the tax impact.

You can now post the adjustment.
16. The Bank Adjustment Post Process window displays.
17. Click Submit, then close the window.
The bank adjustment is posted.
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Bank Funds Transfer
Use Bank Funds Transfer to move amounts between bank accounts. This program supports currency conversions
when the two accounts use different currencies.
Refer to the Currency sheet in Company Configuration to determine the setting you want for bank funds transfers
when the accounts use different currencies. You define this setting on the Currency Exchange Difference
drop-down list. Available options:
• Always use the default rates
• Use explicit transfer amount, or use default rates
• Use explicit transfer amount, or use source amount
The transfer creates journals that post to accounts determined by the GL controls assigned to the bank accounts.
The journals typically debit and credit cash and transfer (clearing) accounts for the bank accounts involved in the
transfer.
Refer to the Bank Funds Transfer topic in the application help

for examples of the Currency Exchange Difference options.
Menu Path: Financial Management > Cash Management > General Operations > Bank Funds Transfer
To transfer funds:
2. Click the Apply Date drop-down field to change the date on which the transfer occurs. This value and the
company’s default fiscal calendar determine the values displayed in the Fiscal Year and Period fields.
3. In the Transfer From section, click the Bank drop-down list to select the bank from which the funds are
withdrawn. The balance details for the account update.
4. In the Amount field, enter the amount to transfer, in the currency of the account.
5. The New Balance field updates to display what the bank balance will be after the transfer.
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6. In the Transfer To section, click the Bank drop-down list to select which bank receives the funds deposit.
7. If two accounts use different currencies, you can use the Rate Type field to select which currency rate type
the exchange rate comes from.
8. Optionally, you can use the Amount field in the Transfer To section to further adjust the converted amount.
9. If you need, enter an alternative text in the Reference field. The application creates a default reference that
uses the short names of the two accounts.
10. When you finish, click Transfer.
11. The Bank Funds Transfer Process window displays.
12. Click Submit.
The bank transfer is posted.
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Cash Receipts Entry
Use Cash Receipts Entry to enter and post cash receipts. These receipts are transactions you enter for customer
payments, customer credits, or miscellaneous cash amounts.
You process cash receipts through groups. Payments are grouped to post in a batch mode and update the General
Ledger (GL). Unlike an invoice entry group, a cash receipts entry group always defines the date of all payments
in the group, the fiscal period to which it posts, and the receiving bank account.
If you would like to use EFT processing and/or legal numbers

for cash receipts, review the Legal Numbers and Electronic
Interfaces chapters in the Epicor ERP Implementation Guide.
You can create the following cash receipt transaction types. Refer to the Customers and Accounts Receivable
chapter in this guide for instructions on creating deposit payments and miscellaneous payments in Cash Receipts
Entry.
• Invoice Payments – Enter these transactions with basic check information. They include detail lines that
describe how the check is used against the customer’s outstanding invoices. These transactions debit the
Cash account and credit the Accounts Receivable account.
• Deposit Payments – These transactions track down payments made against specific sales orders (allocated)
or not linked to a sales order (unallocated). They debit the Cash account and credit the account number you
enter, which is normally a Prepayments liability account.
• Miscellaneous Payments – These transactions track miscellaneous cash received from sources other than
customers. They debit the Cash account and credit the account number you select.
• Debit Notes – Enter these transactions when a customer requires a payment or invoice deduction. These
transactions create open payable amounts. Debit notes can be applied as unallocated amounts on a payment.
They can also be linked directly to an invoice, reducing the invoice’s total amount due.
You can also create Unapplied Receipts. By selecting the On Account check box, these transactions are automatically
created when you enter a customer payment that is not applied to a specific open invoice or credit memo.
You can use Apply Credit Memo to apply the credit memo
amount to another invoice. You can also use AR Write Off
and Adjustment to adjust the balance of the invoice. For more
information, refer to the Apply Credit Memo and AR Write Off
and Adjustment topics in the application help.
When cash receipts post, they update invoice balances, create GL entries, and update Bank Reconciliation deposit
information.
Enter Receipts
This section describes how you enter cash receipts in Cash Receipts Entry.
Menu Path: Financial Management > Cash Management > General Operations > Cash Receipt Entry
Groups
You begin the Cash Receipts Entry process by creating an entry group. You can then enter and post cash receipts
and invoice payments that are processed through this entry group.
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2. In the Group field, enter an identifier for the entry group.

You can also click the button to search for existing entry groups that have not yet been posted.
3. In the Bank Account field select the bank account you want for your transaction. The cash receipts for the
group are deposited within this bank account.
If a receipt is received through an electronic payment,

select a bank account set up for EFT processing. When
you select a payment method linked to an electronic
interface, the Electronic Interface options activate on the
Actions menu.
4. Click the Payment Method drop-down list to select the payment method for your invoice payments.
You can set the default in Bank Account Maintenance.
5. The Transaction Apply Date defines the date placed on the cash receipts within the group. The current
date displays by default; if you need, select a different date.
6. Click Save.
You are now ready to add an invoice payment or cash receipt to your entry group.
Invoice Payments
Typically, you use Cash Receipt Entry to enter customer payments made against specific invoices. Enter payment
information, then select the invoices against which this payment is made.
To enter an invoice payment:
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2. The A/R Receipt > Header sheet displays.
3. In the Check field, enter the number that identifies the check. You can enter the number from the check
or any other reference number.
4. Use the Receipt Amount field to enter the amount of the payment.
5. Select the Receipt Currency from the drop-down list.
6. Use the Settlement Currency field to define the currency of the invoice. This updates the Settlement
Amount field, which you can also adjust. To use these fields, the company must be configured to use
currency settlements.
7. Click the Customer ID button to find and select the customer who made the invoice payment. You can
also enter the Customer ID directly.
8. The Unapplied field displays the current amount not yet applied against an open invoice. You select which
invoices are paid or partially paid through this payment on the Invoice Selection sheet.
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Select Invoices
Use the Invoice Selection sheet to select the open invoices against which this customer’s payment is applied.
When you select a customer on the A/R Receipt > Header sheet, the customer’s open invoices display on this
sheet.
If you have selected a Bank Account and Payment Method set

up for EFT processing, refer to the Cash Receipt Entry >
Electronic Interface > Select Invoices procedure below for
invoice selection.
To apply the cash receipt against one or more invoices:
1. Navigate to the Invoice Selection sheet.
2. The customer’s open invoices display in the Invoices grid. You can select one or multiple invoices.
3. The Amount to Apply field displays the total amount that is to be paid on the selected invoices.
4. Click the On Account check box to create a new unapplied entry against the customer for any remaining
unapplied amount. If this check box is not selected and the payment has an unapplied amount, you must
allocate this amount before you can access other functionality.
5. The Unapplied field displays the current amount on the payment not yet placed against an invoice.
6. Click the Automatic Selection button to have the system automatically select invoices for the customer
within the Invoices grid until the receipt amount is all allocated. This updates the Allocated amount,
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Discount and Cash Applied amounts in the grid. This operation only selects invoices; it does not apply
them (see below).
7. If you want to apply payments against all the displayed invoices, click the Select and Apply button. The
system automatically allocates a payment amount equal to the invoice amount, considering any applicable
cash discount. The system picks the invoices for allocation starting with credit memos and then the next
oldest invoice. The allocation is performed until the Unapplied field value is equal to zero.
8. If you want to undo your selections, click the Clear All button.
9. You can still force application of the nearest period's payment discount if the payment date is beyond
discount periods of the terms that apply to the selected invoice. To do so, click the Force Discount button.
The application calculates the payment discount amount and displays it in the Discount column of the grid.
10. You can manually update the Discount value field if necessary. If you do not want to apply any discount
to the invoice, enter zero in this field.
11. Click the Apply button to move the selected invoices to the Allocate sheet. The total payment is applied
to the selected invoices. Discount amounts that apply are subtracted from the amounts.
Allocate
Use the Allocate sheet to modify the amounts paid on the invoices previously selected on the Invoice Selection
sheet. You can also use this sheet to link a payment to a new or existing AR invoice.
For invoices that reflect discounts, a company setting determines how the allocation applies the credit. The
allocation process can charge the credit back to the defined discount accounts or to the selected invoices.
To use these features:
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1. When you click Apply on the Invoice Selection sheet, the Allocate sheet displays with the invoices you
applied.
2. The Check number from the A/R Receipt > Header sheet displays. If you need, you can modify this value.
3. The invoices you selected on the Invoice Selection sheet display within the Invoices grid.
4. If you want to alter the payment placed against this invoice, enter a new amount in the Cust. Amount
field.
5. If you applied this payment with discounts, these discount amounts display within the Discount column. If
you need, enter a new amount.
6. The Unapplied amount field displays the current payment amount that has not yet been placed against an
invoice.
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8. To allocate amounts to another existing invoice, add a line to this sheet. Click the Down Arrow next to
the New button; select New Line.
9. In the new line, enter the invoice number, or right-click the Invoice field to display its context menu and
select the Invoice Search program to find and select the invoice you want to make the payment against.
Debit Notes
Debit Notes are records you enter when a deduction is required on a customer’s payment or invoice. After you
enter the debit note, you can then apply its amount. This applied amount is either added as an unallocated
amount on the payment or subtracted from a selected invoice’s balance.
To enter an invoice payment:
1. Click the Down Arrow next to the New button ; select New Invoice Payment.
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If your entry group uses a bank account that has the Debit
Notes Only option selected, New Invoice Payment is the
only option.
2. In the Check field, enter a number.
3. Enter the value of the debit note in the Receipt Amount field.
4. Click the Customer ID button to find and select the customer. You can also enter the Customer ID directly.
5. To put the amount on the customer’s current account, select the On Account check box.
6. Click Save.
Enter Debit Note

To enter a debit note:
1. Click the Down Arrow next to the New button; select New Debit Note.
2. Enter a Debit Note Reference.
3. In the Debit Note Value field, enter the amount of the debit note.
4. Click the Debit Note Due Date drop-down list and select a date.
5. Click the Apply button.
6. Click Save.
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Cash Receipts Entry - Other Payment Types
You can receive other payment types for cash receipts. This section describes how you receive these payment
types.
Bank Fees
Use the Bank Fee sheet to enter bank fees and taxes for deposited checks. You can only enter one bank fee per
cash receipt, but you can enter multiple taxes against each receipt.
Deposit Payments
You can use Cash Receipts Entry to enter customer deposits, or prepayments. You can create deposit payments
as allocated deposits (linked to sales orders), or as unallocated deposits (not linked to sales orders). You can then
convert deposit payments to deposit invoices. Deposit payments you convert to deposit invoices do not have to
be linked to sales orders. Allocated deposits are processed and closed automatically once you process a shipment
invoice for the linked sales order. Refer to the Customers and Accounts Receivable chapter for instructions on
creating deposit payments in Cash Receipt Entry.
Miscellaneous Payments
You can also enter miscellaneous payments through Cash Receipt Entry. These transactions track miscellaneous
cash received from sources other than customers. You can also enter sales taxes that are levied against the
miscellaneous payment. Both functions are available on the Miscellaneous sheet. Refer to the Customers and
Accounts Receivable chapter for instructions on creating miscellaneous payments in Cash Receipt Entry.
Credit Card
Use the Cash Receipts > Credit Card sheet to review the credit card information displayed on cash receipts. Click
the Credit Card Entry button to enter or update the credit card information.
Cash Receipt Entry - Electronic Interface
The following sections describe how you enter receipts you receive electronically into Cash Receipts Entry
Electronic Interface - Select Invoices

Use the Electronic Interface > Select Invoices option to create a list of invoices against which you make an electronic
payment. This option is only enabled when you select a payment method set up for EFT processing. You can
filter customers and payment methods to create your selection list.
1. From the Actions menu, select Electronic Interface > Select Invoices.
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2. The Select Invoices window displays.
3. Click the Due Date drop-down list to select a due date.
4. Click OK.
5. The Invoice Payment Selection window displays.
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6. Select the invoices you want and click OK.
Process Receipts
Use the Electronic Interface > Process Receipts option to process customer payments for a selected group of
invoices. When you select a payment method that uses EFT processing, this option is enabled. An electronic bank
export receipt file is created for all customers set up for EFT payments within the group.
1. From the Actions menu, select Electronic Interface > Process Receipts.
2. The Process AR Receipts window displays.
3. Enter the Bank Account setup for EFT processing.
4. Click the Bank Transfer File button and enter a path and name for the file (for example,
C:\tmp\arpayment.txt).
5. Click Print.
Mass Delete
Use the Electronic Interface > Mass Delete option to delete a selected group of payments. When you select a
payment method that uses EFT processing, this option is enabled.
After payments have been posted, you can no longer delete

them. If you post a payment in error, you can use Reverse Cash
Receipt to reverse the transaction, or enter an offsetting
transaction.
1. From the Actions menu, select Electronic Interface > Mass Delete.
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The invoices are deleted from the Payment grid on the Group > Detail sheet.
Post Receipts
To complete the Cash Receipt Entry process, you post the group’s receipts to the AR accounts within the general
ledger. When an entry group is posted, the transactions update your cash receipts information.
When you finish entering cash receipts, you can select the Group sheet to verify you have correctly entered the
cash receipts. You can also view the total amount of the receipts you entered within this group.
To post a cash receipts group:
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2. The Cash Receipt Post Process window displays.
3. Click Submit.
4. If any errors occur, they display on the Group > Posting Log sheet. The group must be open to view the
posting log details. When you correct any errors, you can post the group again.
After you successfully post cash receipts, you can no

longer edit or delete them. Use Reverse Cash Receipt to
reverse the transaction if you post a receipt in error.
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AP Payment Entry
Use AP Payment Entry to pay AP invoices through check or electronic payment. Typically a payment is made
against an invoice created to pay a supplier. Additionally, you can pay miscellaneous expenses that do not have
an invoice, enter manual checks written for extra expenses, process debit memos, and make payments to one-time
suppliers. Use AP Payment Entry to generate a bank export file that can be processed in the AP bank File Import
Workbench.
Use the Process Payments option from the Actions menu to either print checks or create EFT payment files for
all payments within the current group. The options available depend on the Payment Method selected on the
Group sheet of AP Payment Entry. If the payment method is for EFT payments, you can select the Bank Export
File used to receive the payment information.
This section focuses on creating EFT payments. Refer to the Suppliers and Accounts Payable chapter for more
detailed information on AP Payment Entry.
Menu Path: Financial Management > Cash Management > General Operations > Payment Entry
Payment Entry – Group

You begin the Payment Entry process by creating a payment group; each group is used for batch processing of
payments. When Payment Entry launches, the Group sheet displays by default.
To create a new payment group:
2. In the Group field, enter a unique identifier for the group. Entry groups can use a combination of letters or
numbers.
3. Click the Bank Account drop-down list to select the bank account from which these payments are made.
You can change the account before a payment run, or define a different account for a manual payment.
If entering an EFT payment, select a bank account set up

for electronic payment.
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4. The Default Currency field displays the currency used for the selected bank account. Depending on the
payment method, you can or cannot change the currency used for the group.
When entering an EFT payment, select a payment method

set up with an electronic interface payment method.
5. Click the Payment Method drop-down list to select the method used as the output format for the payment.
6. Click the Payment Date drop-down list to select the date on which the payments are run through this
group. This value determines the active exchange rate used to convert bank account amounts to other
currencies.
7. If you need, click the Rate Type drop-down list to select the currency rate type that applies to these group
payments. Rate types define the conversion rules used to update amounts from the original (source) currency
to another (target) currency.
Payment Entry – Select Invoices

Use the Select Invoices option to generate payments for all invoices due on a specific date.
To select multiple invoices for payment:
1. From the Actions menu, select Select Invoices.
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The Select Invoices window displays.
2. On the Selection sheet, Click the Due Date drop-down list to define the date used to select the invoices.
The function returns all invoices due on or before this date. By default, this field displays the group Payment
Date.
3. Select the Consider Discount Dates check box to include invoices with discount dates on or before the
specified Discount Horizon date.
4. In the Discount Horizon field, select the discount horizon date used to select the invoices. The function
returns all invoices with a discount date on or before this date.
If the Consider Discount Dates check box is clear, this field is not used.
5. Select the Exclude Invoices with Zero Discount check box to exclude invoices that do not have discounts.
6. Select the Include Invoice without Payment Method check box to include invoices without a payment
method in the results.
7. Select the Include Invoice with Letter of Credit check box to include invoices linked to letters of credit.
8. If you need, use the Filter sheet to add filtering. Available options: Supplier Groups, Payment Methods,
Invoice Currencies, and Suppliers.
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9. Click OK.
The Invoice Payment Selection window displays. All invoices that match your selection criteria display on
the grid.
10.
11. In the grid, highlight the invoices you want to include.
12. The Candidates field displays the total value of the invoices that match your selection criteria.
13. The Selected field displays the total value of the invoices currently selected on the grid.
14. The Remaining field displays the balance of the invoices that are not selected.
15. To select all the invoices, click the Select All button.
16. To remove your selections, click the Deselect All button.
17. Once you have selected the required invoices, click OK.
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18. The invoices display in the Payments grid on the Payment > Header > Invoice List sheet.
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19. If you highlight an invoice payment and navigate to the Invoice Detail > Detail tab, you can view information
about the selectd invoice.
20. You can also make changes to the invoice payment if required.
Payment Entry – New Payments
Instead of selecting mulitple invoices through the Select Invoices command, you can also use the Payment >
Header sheet to create payments for specific invoices, miscellaneous payments, EFT payments, and manual checks.
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1. Click the Down Arrow next to the New button; select New Payment.
2. The Payment > Header sheet displays.
3. Enter the Supplier, or click the button to search and select the supplier name. The program automatically
displays the supplier name and address.
4. When entering an EFT payment, select a supplier set up with an electronic interface payment method. The
Electronic Payment check box is then automatically selected. For more information on setting up EFT
payments, review topics in the application help.
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5. If the payment method is manual, the Manual check box is automatically selected instead, and you must
also enter a payment number in the Payment field.
For other payment methods, the Manual check box is

clear.
6. Select the Force Discount check box to indicate the application calculates the payment using the best
possible discount terms offered by the supplier. When the check box is clear, the application calculates the
discount based on the effective discount rate defined by the supplier’s purchasing terms.
7. When you enter manual payments and the payment currency is different from the bank currency, the Enter
Payment Total check box is enabled. Select this check box to enter the amounts in the different currencies.
8. Selecting the Enter Payment Total check box activates the Payment Total and Bank Total fields. Enter the
amounts you need in the different currencies.
9. You can also override the Bank Total value by changing the Rate Mode option from System to User
Defined.
10. If you need, use the Exchange Rate field to override the payment currency to base currency exchange rate,
which defaults in according to the Rate Type and Payment Date defined on the Group sheet. This field is
available when the payment currency is different from your company’s base currency.
Payment Entry – Invoice Payments

You use the Invoice sheet to enter and edit payments made against a specific invoice. You apply these payments
against open invoices created for the supplier you selected on the Header sheet.
To do this:
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2. A new invoice line displays in the Payments grid on the Invoice List sheet.
3. Navigate to the Payment > Invoice Detail > Detail sheet. This is the easiest place to select the invoice for
payment.
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4. In the Invoice field, enter the number of invoice against which the payment applies, or click the button to
search for the required invoice.
5. The Invoice Date, Invoice Value, Balance, Terms, Discount Date, Due Date, and Legal Number (if
applicable) fields automatically display information from the selected invoice.
6. In the Description field, you can enter information about the payment. If this payment is made by check,
this text prints on the check stub.
7. You can update the Gross Value of the payment, excluding discounts, in the currency of the supplier’s
invoice.
8. If you need, change the amount in the Discount field. The application uses the discount terms defined on
the supplier record to calculate the amount. You can, however, change this value. To learn how to create
these terms, review the Purchasing Terms section in this guide.
9. The program subtracts the discount amount from the gross amount to calculate the amount in the Net
Payment field. The company pays this amount.
10. The Gain/Loss field displays the gain or loss amount for payments of foreign currency invoices.
11. If required, you can use the Payment > Invoice Detail > Tax sheet to add taxes.
For more detail on adding taxes to a payment, review the

Suppliers and Accounts Payable chapter.
Payment Entry – Bank Fee
Use the Bank Fee sheet to add a bank fee to a payment.

To do this:
2. The Payment > Bank Fee sheet displays.
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3. Click the Bank Fee button to find and select the code for the bank fee you want to add to your payment.
Refer to the Bank Fee Maintenance topic earlier in this

chapter for more information on creating a bank fee.
4. In the Bank Fee Amount field, enter the amount of the bank fee.
6. The default account populates the Book and Account fields, based on the GL Control for the bank fee.
You can change these details if required.
7. If you have changed the GL account, click Get Default to revert back to the default account.
Payment Entry – Process Payments
When you finish entering your payments, you are ready to process them. You do this through the Process Payment
program, which you launch from the Actions menu. Use this action to print checks or create EFT payment files
for all payments within the current group. For EFT processing, the action creates an electronic bank export
payment file for all suppliers set up for EFT payments within the group.
The Payment Type selected for the group determines the settings and defaults in this program. You can use this
program to both print checks and create EFT payment files for group payment entries.
To do this:
1. From the Actions menu, select Process Payments.
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2. The Process Payments window displays.
3. The Payment Date field defines the date applied to payments in the run.
4. The company’s default fiscal calendar determines the values that display in the Fiscal Year and Period fields.
5. The Forms field indicates whether the print run uses the Check form, the Remittance form, or Both forms.
The payment method determines the available options.
6. If you need, click the Bank Account drop-down list to change the bank account from which the payments
are withdrawn. By default, this field displays the account defined for the payment entry group.
7. If necessary, select the Override Payment check box and enter the first payment number in the run in the
Payment number currently loaded field. Each check or EFT payment in the run is given a sequential
number that begins with this value.
8. If the group includes EFT files, click the Bank Export File button to select the file used to send EFT payments.
The default file originates from the payment method.
AP Payment Entry – Print Group Edit List

You can print the Group Edit List to ensure the payments within the active group are correct before you post
them.
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To do this:
1. From the Actions menu, select Print Group Edit List.
2. The Payment Entry Group - Edit List Report window displays.
3. If you need, navigate to the Filter sheet and select a book to filter your report.
4. If necessary, select the report settings you need.
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Payment Entry – Post Payments

The Post option on the Actions menu completes the payment group process. Run this option after you have
processed the payments and verified all checks printed correctly.
To post a payment group:
2. The AP Payment Post Process window displays.
3. Click the Submit button on the Standard toolbar to post the payments in the current group.
If the payment run contains checks, the application prompts you to verify all checks printed correctly. If posting
errors occur, select the Group > Posting Log sheet to review the error log. You can re-post the group after
correcting the errors. If you post a receipt in error, run Void Payment Entry to correct the error.
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Petty Cash Entry
Use Petty Cash Entry to enter, update, and post petty cash transactions. You can also create cash issue and receipt
documents against sales and purchase invoices. A legal number must be assigned to cash issue or cash receipt
document before it can be posted.

module license.
Menu Path: Financial Management > Cash Management > General Operations > Petty Cash Entry
Petty Cash Document
Use the Petty Cash Document sheet to create a cash receipt or cash issue document and to define payment
information.
To create a petty cash document:
1. Select a petty cash desk from the Petty Cash Desk field.
2. Click the Down Arrow next to the New button; select either New Cash Receipt Document or New
Cash Issue Document.
3. Select the Operation Type.
4. The sheet displays for the Cash Recipient/Payer type associated with the operation type (for example,
Customer) under the Payment Info tab.
5. Click the Search button to find and select the recipient or complete the enabled fields.
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6. If you need, enter a different date in the Exchange Rate Date field.
This field is only active if the Override Exchange Rate check

box was selected on the Petty Cash Operation Type.
7. To save as an authorized document, clear the Draft check box.

This check box is only available if Allow Drafts is selected on the Available Operations sheet in Petty Cash
Desk Maintenance.
8. Click the Down Arrow next to the New button; select the appropriate option for your transaction (for
example, New AR Deposit Receipt).
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9. The appropriate window displays, depending on the transaction type (for example, the Deposit Payment
window).
10. Make entries in the fields that open for entry, in this example Sales Order and Amount.
11. When you finish, click Save on the Standard toolbar
12. The Book and Account fields display the default GL account, taken from the GL Control of the petty cash
operation type. You can change this account if necessary; save any changes you make.
The cash receipt or cash issue document is now authorized.
Assign Legal Number

Use the Assign Legal Number option to assign a legal number to a new cash receipt or cash issue document prior
to posting.
Legal numbers generate through a sequence you define. For

more information, review the Legal Numbers chapter in the
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1. From the Actions menu, select Assign Legal Numbers.
2. If legal numbers are set up to generate automatically, the assigned Legal Number now displays.
You are now ready to print the document.
To learn more about automatic and manual legal number

generation, review the Legal Numbers chapter in the
Epicor ERP Implementation Guide, or review the
application help.
Post Statement
Posting the statement completes the petty cash transaction cycle. This option is available once a receipt or issue
document has been authorized, a legal number assigned, and the report printed.
Posting the statement creates journals for transactions and blocks any further changes to transactions in this
program. If you make a mistake, you need to create an offsetting entry to correct the error.
To post a statement:
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1. From the Actions menu, select Print Document.
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2. The Petty Cash Report window displays.

When you have printed the report, you can close the Petty Cash Report window.
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4. Once the report is Authorized, has a Legal Number assigned, and has been Printed, you can post the
statement.
5. From the Actions menu, select Post Statement.
6. The Petty Cash Post Process screen displays.
7. Click Submit.
After you post the transactions, you can no longer edit

or delete them. If you post a transaction in error, you must
enter an offsetting transaction.
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Close Cash Day
Use Close Cash Day to close the cash day. This finalizes daily cash operations and freezes balances for the day.
Closing a cash day also enables you to create and print the final day reports.

module license.
Menu Path: Financial Management > Cash Management > General Operations > Close Cash Day
To close a cash day:
1. Select a Petty Cash Desk from the drop-down list.
2. Select the closing date from the Close Cash Day(s) Up to drop-down list.
3. Click the Purge Drafts Created Before drop-down list to select a date to purge any draft documents.
4. From the Actions menu, select Post Day Batch
5. The Petty Cash Post Process window displays.
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6. To post and close the cash day, click Submit.
Bank Statement Processing
Bank Statement Processing allows you to create a new bank statement either via import of electronic statement
files from the bank into the Epicor application or via manual entry of new bank statements and statement lines,
review the information, search for Epicor transactions available for matching or create new transactions. It is
possible to perform bank reconciliation in automatic (using reconciliation algorithm) and manual (matching the
transactions to statement lines) modes.
The main functions of Bank Statement Processing include the following:
• Import of an electronic bank statement or manual creation of a new statement.
• Automatic matching of statement lines to unmatched transactions. Line status icons help you to quickly review
the results of automatic matching.
• Manual matching of statement lines to unmatched transactions.
• Quick ("one-click") manual matching of existing transactions to the statement lines.
• Automatic creation of new transactions.
• Manual creation of new transactions.
• Posting new transactions to a current bank account and general ledger (GL) accounts specified in the GL
controls that are attached to the bank account.
Bank Statement Processing is a powerful functionality which enables you to take full advantage of Epicor potential
during reconciliation.
Menu Path
Navigate to this program from the Main Menu:
Financial Management > Accounts Payable > General Operations > Bank Statement Processing
Financial Management > Accounts Receivable > General Operations > Bank Statement Processing
Financial Management > Cash Management > General Operations > Bank Statement Processing
Bank Statement Processing - Statement Header
Use the Statement Header sheet to import or create a bank reconciliation statement. You must select a bank
account before working with statements.
To import a bank reconciliation statement:
1. Click Bank ID... and select a bank account ID to use for the reconciliation.
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2. Review the bank account information.
3. Select the Actions menu.
4. Select the Import Statement command.
5. In the Import Statement window click Import File... to select a statement.
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6. Click Import.
7. The Apply Date field indicates the date for which the statement applies. The current date displays by default;
if you need, select a different date.
8. Review the Statement and its Description information.
9. Select the Document Type for the statement, if necessary. Normally you need to select the document type
to assign legal numbers to the statements.
10. There are three bank balance fields for you information:
• Ongoing balance - Displays the ongoing balance.
• Reconciled Balance - Displays the reconciled balance.
• Non Reconciled - Displays the non-reconciled (pending) balance.
If the statement Closing Date matches the period end date, the balance is displayed per statement closing
date. Otherwise, the current (latest available) balance displays.
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11. In the Opening Date and Closing Date fields, enter the period included in the statement and the bank
balances on the two dates. The balances help you track how entries in the program affect the line total and
variance.
Bank Statement Processing - Statement Workbench
Use the Statement Workbench sheet to review Epicor transactions and imported bank statements and to match
transactions to the lines during reconciliation. This sheet combines information from the Unmatched Transactions
and Statement Lines sheets. It displays all fields and grids available on these sheets. Statement Workbench
helps you to view all imported statement lines, matched and unmatched transactions on one screen, thus making
the reconciliation process more effective.
To review the details of the transaction and the statement line:
1. Review the statuses of the lines.
2. Select the line to which the application automatically matched the transaction.
3. Review the details of this statement line.
4. Review the details of the transaction which the application matched to the statement line.
5. The Quick Search Number field allows you to quickly search for an unmatched transaction by its document
number.
Bank Statement Processing - Quick Matching
Use the Quick Matching sheet to match existing transactions to statement lines in quick matching mode. You
can view both statement lines and transactions on one sheet in separate panes, select a statement line, search
for the transactions which you can match to the line and select transactions for matching.
To quickly match transactions to the line:
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1. Select an unmatched statement line.
2. From the Actions menu, select Set Transactions Type Filter to set up filters for retrieving unmatched
transactions.
3. In the Filter Options window specify the statement line type.
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4. Specify filter settings and click OK.
5. Click Retrieve... on the Quick Matching sheet. The Retrieve Options window displays.
6. Review the From Date and To Date values. By default the To Date value is equal to the statement's closing
date.
7. Select the Filter by Partner check box if you want to sort the transactions by partner.
8. Click Retrieve.
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9. Select the transactions with the total amount equal to the line amount.
The application matches selected transactions to the line and removes them along with the line from the
Quick Matching sheet.
Bank Statement Processing - Statement Lines
Use the Statement Lines sheet to review the statement lines and matched transactions details.
To review the statement line details:
1. Select the line whose details you need to review along with the details of transactions matched to the
selected line.
2. Review the Running Balance for the statement.
3. Review the current Variance.
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4. Review the transactions matched to this line.
5. The Un-match and Un-match All buttons enable you to unmatch a transaction or transactions from the
selected line.
6. On the Statement Lines - Detail sheet you can review details of the selected statement line.
7. The Statement Line Type field indicates the type of the line.
8. Review the amount details.
9. Review the line details.
10. On the Statement Lines - Raw Data sheet you can review the information about the statement line if
MT940 or Camt.053 electronic interfaces were used.
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11. In case the MT940 interface was used, review the information from the specific tags of the statement.
Bank Statement Processing - Unmatched Transactions
Use the Unmatched Transactions sheet to review the unmatched Epicor transactions and match them to a
bank statement line.
To match a transaction to the statement line:
1. Select a statement line.
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2. Select a transaction which you want to match to the line.
3. The Select Range button enables you to specify a range of unmatched documents to which you can apply
the Match command.
4. Click Match.
The application matches the transaction to the statement line.
Bank Statement Processing - Create a New Statement
The Bank Statement Processing functionality allows you to manually create a statement instead of importing an
existing one from the bank.
To create a new statement:
2. Specify the statement description.
3. Click the Down Arrow next to the New button; select New Statement Line.
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4. Select the Statement Lines sheet.
5. In the new line specify its type and bank amount.
6. Right-click in the Partner Name field and select the Open With - Customer Search command. Then select
a customer and click OK.
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7. The application adds the partner to the Partner Name field of the statement line.
8. Click Save.
Bank Statement Processing - Generate New Cash Movements
Use the Actions - Generate New Cash Movements command to automatically generate new documents for
the lines with Partially matched or Not matched statuses.
To automatically generate a new document for the statement line automatically:
Before performing these steps make sure you have selected the Auto create Invoice Cash Receipts, Auto
create On Account Cash Receipts and Auto create Cash Receipts based on Customer Balance check boxes
on the Bank Reconciliation sheet in Bank Account Maintenance.
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1. Select the Statement Lines sheet.
2. Select the statement line.
3. In the Actions menu click the Generate New Cash Movements command.
4. In the confirmation window click OK.
5. The application uses the information about the line's type and date for creating a new document.
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6. The line status is now Matched.
7. Review the new document details in the Matched Documents pane.
8. Click Save.
Bank Statement Processing - Post Statement
Posting the statement is available when variance is equal to zero and you have matched transactions to all lines
of the bank statement.
To post a statement:
1. Verify that the variance amount is equal to zero.
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2. Verify that the statement is not yet posted. You can post it now.
3. From the Actions menu, select Post Statement. Then submit your statement.
4. The statement is now posted.
Bank Statement Processing - Quick Search
Using cross-references you can perform a quick search of partners during reconciliation. Cross-references help
you to define which partner IDs used in the lines of imported bank statements correspond to the partner names
registered in Epicor. This functionality makes reconciliation easier since the application uses these pre-defined
pairs (partner names - partner IDs) to suggest a correct partner name for a statement line. It also enables you to
search for a partner ID to be specified in the line.
To use quick search:
1. Import a statement and select a line.
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2. Review the list of unmatched transactions to find transactions which can be matched to this line based on
its type and amount.
3. Right-click in the Partner Name field and select the Quick Searches - Customer Xref Quick Search
command.
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4. In the Search Xref field enter the cross-reference with the partner ID which the application extracted from
the line and search for appropriate partner names.
5. The application displays the list of partners whose cross-references start from this sequence of letters. Review
the search results and select a partner to be added to the statement line. Then click OK.
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6. The selected partner name is now added to the statement line.
Bank Statement Processing - Batches
You can match batches that include payments or cash receipts to statement lines. If required, you can remove
or add payments or cash receipts.
To adjust a batch and match it to the line:
1. Import a statement and on the Quick Matching sheet review cash receipt batches which can be matched
to the selected line.
2. Right-click the batch line and select the Expand Batch command to review cash receipts included in the
batch.
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3. All cash receipts in the batch have the same batch reference number.
4. From the Actions menu, select the Batch Maintenance command.
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5. In the Cash Receipt Batch Maintenance program window click the Down Arrow next to the New button;
select New Receipt.
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6. Select a receipt and click Ok.
7. Review the batch status.
8. Click Save.
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9. In Bank Statement Processing a new receipt appears in the batch which you want to match.
10. The unallocated amount is now equal to the line amount and you can match the line.
11. Match the batch to the line and select the Statement Lines sheet.
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12. The line status is now Matched.
13. The matched batch is displayed in the Matched Documents pane.
Reports
This section describes some key reports you use to view information about Cash Management. You can run these
Check Register
Use the Check Register to display all the checks created during a selected period. This report includes all regular
checks, manual checks, voided checks, and EFT payments.
Main Menu Path: Financial Management > Cash Management > Reports > Check Register
1. Select the Begin Date and End Date for your report.
For details on using the Dynamic check box, review the Dynamic Date Options topic in the Application
Help.
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2. Use the sheets under the Filter tab to filter the report by specific bank accounts.
Payment Proposal Report
Use the Payment Proposal report to display the AP invoices that need to be paid up to a selected due date. This
report displays its amounts in the base currency selected for the current company. One line prints for each invoice
due on or before the selected due date. The report is sorted by the due date value on each AP invoice. The
Payment Proposal Report can also display invoices with available discounts and which are not yet due.
Menu Path: Financial Management > Cash Management > Reports > Payment Proposal Report
1. Select the payment Due Date for your report.
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2. Select the Consider Discount Dates check box if the report should calculate discounts on all invoices
selected for the report.
The Payment Date and Discount Horizon fields enable.
3. If you selected the Consider Discount Dates check box, enter the date of the proposed payment in the
Payment Date field. For all discounts where the discount settlement date is before or on the payment date,
the full value of the discount displays in the report. The default value of this field is today's date.
4. If you selected the Consider Discount Dates check box, enter the end date for the discount horizon in the
Discount Horizon field. All invoices where the settlement discount due date is prior to or on the selected
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discount horizon date appear in the report. The default value of the Discount Horizon date is based on the
entered Due Date.
If the discount horizon date is different than the due date,

Discount Horizon: xx/xx/xx (where xx/xx/xx is the
discount horizon date) displays in the report heading.
If the report is selected based on the discount horizon

date, the discount date displays in the Due Date column
and an asterisk (*) prints next to the Due Date.
5. If you selected the Consider Discount Dates check box, use the Exclude Invoices with Zero Discount
check box to indicate if invoices with zero discount amounts, or with an AP invoice Discount Date earlier
than the Payment Date, should be excluded from the report.
6. Select the Include Invoices On Hold check box invoices placed on payment hold that are due on or before
the specified due date should be included on the report.
7. If you want to group items on the report by their payment currency, select the Group by Payment Currency
check box
8. Use the sheets under the Filter tab to select specific supplier groups and payment methods to include on
the report.
Print Petty Cash Documents
Use the Print Petty Cash Documents feature to print the details of petty cash documents. Some localities legally
require you print a petty cash document as a record of a transaction.
Menu Path: Financial Management > Cash Management > Reports > Print Petty Cash Documents
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1. Select a petty cash desk from the Petty Cash Desk field.
2. In the Cash Day field, select the apply date. The current date defaults.
3. If you want to select a specific document to print, click the Document Search button to find and select a
petty cash document.
4. To print a legal number on the document, select the Assign Legal Number check box.
5. Use the sheets under the Filter tab to select specific employees, customers, suppliers, banks, and petty cash
desks to display on your report.
6. When you finish making any other report selections, click Print on the Standard toolbar.
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Print Petty Cash Day Book
Use the Print Petty Cash Day Book feature to print a list of all operations within a specified cash day.
Both the Print Petty Cash Documents and the Print Petty Cash
Day Book features are available if you have the additional Petty
Cash module license.
Menu Path: Financial Management > Cash Management > Reports > Print Petty Cash Day Book
1. Select a Petty Cash Desk.
2. Use the From Cash Date and To Cash Date fields to select the date range for the report. Any transactions
that occur on or between these days display on the report.
3. When you finish making any other report selections, click Print on the Standard toolbar.
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Epicor ERP Application User Guide Advanced Allocations | Chapter 24
Chapter 24: Advanced Allocations
The Advanced Allocations functionality distributes specific amounts posted to the general ledger across various receiving,
or target, accounts. Through this feature set, you define a series of allocations that first pulls amounts from financial
source data and then spreads these allocated amounts across multiple target accounts. You can set up as simple or as
complex an allocation structure as you need.
You set up allocation criteria through Allocation Codes. An allocation code contains a set of parameters for source
data (either from accounts or transactions) and then allocation ratios and other parameters that define how amounts
will automatically divide across multiple target accounts. Allocations can be divided from a fixed total source amount
or from a calculated amount generated through a formula. You can also specify target accounts in external companies
available through the multi-company process.
To process allocations, you create allocation batches; each batch processes the allocations you define through the
codes. Within each batch, the allocation codes can be further organized into different levels, or tiers. Any tiers processed
after the first tier use the journal details generated through all the previous tiers. Each tier processes one level of
allocations, followed by the next level of allocations, and so on until all tiers have generated allocation amounts to the
journals set up to receive them at each tier level.
You can run the allocation process whenever you need. You can also set it up to run on an automatically recurring
schedule. By specifically defining the calculating and processing of allocations, you save time and ensure allocations
are consistently dispersed across your selected target accounts.
Setup
This section describes the primary records you need to create for general ledger allocations processing. These
programs are contained within the Setup folder of the General Ledger module. Only the primary records are
you define through this administration program. For more information, review application help for the General
Ledger module; the Configuration topic details the options you define within Company Configuration. You can
also review the Company Configuration chapter in the Epicor ERP Implementation Guide.
Allocation Code Maintenance
Use Allocation Code Maintenance to enter allocation codes and define settings for each code. Each allocation
code can only be used within a specific general ledger book. You indicate whether each allocation code disperses
amounts through a fixed value or a formula you create. Each allocation code can also be assigned to a tier level
that indicates at what point in the process its allocation routine will run. To track the transactions generated by
each allocation code, you assign specific stamps that appear next to the allocation transaction on various reports
and trackers.
Menu Path: Financial Management > General Ledger > Setup > Allocation Code
Primary Allocation Code Setup

To add an allocation code and define its general features:
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Chapter 24 | Advanced Allocations Epicor ERP Application User Guide
2. Select the Detail sheet.
3. Enter the Allocation Code identifier.
4. Enter a Description. Enter a concise explanation that helps you quickly understand the allocation code
purpose.
5. Select an Allocation Type. Available options:

• Transactional - The source data originates from general ledger transactions.
• Balance-Based - The source data originates from account balances.
6. Next, select a Book for which this allocation code will disperse amounts. By design, allocations are restricted
to disperse amounts within a single book. When multiple allocation codes are processed through an allocation
batch, these codes all must share the same book.
7. If you need, select the Offset GL Account. This account stores the amount values used before the allocations
are generated; you use this account to record the total amounts you allocated during the process and to
offset the original balances without zeroing out the accounts. When you select an offset account, its
Description value displays as well.
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8. Select the Ratio Setup Option. These options define how the allocation amounts are divided across accounts.
Available options:
• Fixed Value - Defines a set value for each allocation amount. The total amount is divided evenly using
this starting fixed value.
• Formula - Calculates the allocation amounts using a formula you create. When the allocation process
runs, it calculates the allocation amounts using the expressions you define through the formula.
9. Enter the Percentage To Allocate value for this code. This value indicates how much of the source amounts
are available to allocate through this code. The default is 100 percent, indicating all source amounts will be
spread across multiple target accounts. In this example, 65 displays, indicating that 65 percent of the source
amounts will be distributed through this allocation code.
10. Select the Use Allocation Units check box to indicate whether allocation units or percentages are used to
calculate amounts through this allocation code. If you select this check box, you then assign units to each
target account that receives amounts from the sources. For example, your Percentage to Allocate is 100%,
and you will distribute amounts between three target accounts. Each target account has 50 allocation units,
which indicates each account receives 33.33% of the total source amount.
11. Enter a number in the Tier field. This value defines the level, or tier, for this allocation code. When this
allocation code is processed, all codes assigned to Tier 1 allocate their amounts first. Then the generated
allocations are further distributed through the codes assigned as Tier 2, and the process continues through
all the tiers you define on the allocation codes. The journal details generated at each earlier tier level are
available on subsequent tier levels.
12. Enter the Target Allocation Stamp. This value is placed on transaction details within the receiving, or
target, accounts for the allocation. You can then track which accounts received allocation amounts through
this code.
13. Define the Source Allocation Stamp for this code. This value is placed on transactions within the original,
or source, accounts from which the allocation amounts are pulled. This makes sure the allocation amounts
are not allocated again by mistake.
14. Use the fields in the Stamped Transactions area to identify which higher tier allocation results you want
to use for this allocation. Leverage this functionality when the allocation code is a level 2 or higher tier. You
can decide not to use the previous stamp by selecting the Exclude check box. You can also use all of the
previous stamps by clicking the Include All check box or select a specific stamp from the Allocation
Stamp drop-down list.
15. Continue adding the codes you need. When you finish, click Save on the Standard toolbar.
Source Account Setup

You next define the source accounts from which you want to allocate amounts. You can allocate amounts from
four sources - Categories, Journal Codes, GL Account Masks, and Account Segment Ranges. During this example,
you will set up an allocation from a GL account mask.
Use these types in tandem to filter the sources from which the amounts are pulled. When you select multiple
categories, for example, the application pulls amounts from all of the categories you select on this sheet. If you
use both a category and a GL account, however, only those sources that share both the category and the GL
account are used as sources during the allocation process.
Technically, these items either have an “AND” or an “OR”

relationship. When you select multiple sources from the same
type (for example, journal codes), the application views these
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items as sharing an “OR” relationship - all sources that use

Category A or Category B are used. When you select multiple
sources from different types (journal codes and categories),
the application views these items as sharing an “AND”
relationship - all sources that use Journal Code 237 and
Category A are used.
To enter source data criteria:
1. Click the Down Arrow next to the New button.
2. Notice you can select difference sources from this drop-down list - New Source Account Category, New
Source Journal Code, New Source GL Accounts/Masks, and New Source Segment Range. For this example,
you select New Source GL Accounts/Masks.
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3. The Source Data > GL Accounts/Masks sheet displays.
4. Select the GL Account or mask you wish to use. Financial transactions for this allocation code originate
from this source account.
5. If your source amounts will be pulled from account categories, you define these items on the Account
Categories sheet.
6. If you indicated you will pull source amounts from journal codes, you select these codes on the Journal
Code sheet. This functionality only works with Transaction based allocations.
7. If you will pull amounts from a range of account segment values, you define these segments on the Ranges
sheet.
8. Continue to add the account masks, account segment ranges, journal codes, and categories as you need.
When you finish, click Save on the Standard toolbar.
Target Account Setup
Each allocation code must have a list of receiving, or target, accounts. These target accounts receive the dispersed
source amounts using the ratios defined on the allocation code.
To add a target account:
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1. Click the Down Arrow next to the New button; select New Target Account.
2. The Target Accounts > Details sheet displays.
3. Enter the Target Account or target account mask directly, or search and select the target account.
4. After you select the account, the Account Description displays, explaining the purpose of the account.
You cannot change this value. If you entered a GL account mask, this field is blank.
5. The Ratio Setup Option indicates whether this allocation code disburses amounts using a Fixed Value or
a Formula. You defined this value when you first set up the allocation code; in this example, Fixed Value
displays.
6. If you selected the Use Allocation Units check box on the Detail sheet, the Allocation Units field is available.
Use this field to enter how many units of the source amounts will be assigned to the current target account.
For example, your Percentage to Allocate is 100%, and you will distribute amounts between three target
accounts. You enter 50 allocation units in the Allocation Units field on each target account, which indicates
each target account receives 33.33% of the total source amount.
7. The Units field displays the total number of allocation units currently assigned through this allocation code.
As you enter more units on other target accounts, this total number increases.
8. If you do not use allocation units, the Percentage Value field is available. Use this field to define the total
allocation amount this target account will receive. In this example, you enter 30 in this field, which indicates
this target account receives 30% of the 65% amount distributed from the source amounts. You will have
35% left from the allocation percentage to distribute to other target accounts.
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9. The Percentage field displays the total Percentage To Allocate value you entered on the Detail sheet. This
value indicates how much of the source amounts are available to allocate to the target accounts you define
on this sheet. In this example, 65% percent displays in this field.
10. Select the Multi-Company check box to allocate to a GL account in an external company connected via
the multi-company functionality.
The Multi-Company license is required to make use of

this feature.
11. If you selected the Multi-Company check box, select the required External Company from the drop-down
list.
12. Enter the External G/L Account, or click the button to search and select the account.
13. Once you select an external company, the Target Account automatically populates with the default local
account.
14. Click the Override check box if you want to enter an alternative local account in the Target Account field.
15. Continue to add the target accounts that will receive allocation amounts through this allocation code. When
you finish, click Save.
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Formula Parameters
Allocation codes can also distribute amounts through one or multiple formulas you define. Each formula you
enter must contain the arithmetic operators and operands needed to complete the expression. The available
operands are fixed values, balances of specific GL accounts, non-financial data, and summary balances generated
across several GL accounts. Select the operators and define the operands you need to create the formula you
will run through this allocation code.
To distribute amounts using a formula ratio:
1. Create a new Allocation Code as described previously.
2. Click the Ratio Setup Option drop-down list and select Formula.
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3. After you finish entering all the other options you need, click the Down Arrow next to the New button;
select New Formula Parameters.
4. The Formula Parameters > Detail sheet displays.
5. Enter the unique Name and concise Description you need for this formula parameter.
6. From the Type drop-down list, indicate what kind of parameter will be used with this formula. The value
you select here determines what sheets are available under the Formula Parameters > Settings tab and
the New menu. Available options:
• Account Balance - The formula uses the total account balance to calculate the allocation ratios.
• Summarized Balances - The formula totals a series of items to calculate the allocation ratios.
• Non-financial Data - The formula pulls in values from Look-Up tables and fields in order to generate
the amounts it needs to disperse between the target accounts.
• Business Activity Queries (BAQ) - A BAQ is a query tool that pulls in specific data views you define.
When you select this type, you must select the BAQ that will be used to pull in this information.
You create and modify BAQs through the Business Activity

Query Designer. For more information on how to leverage
this tool, review the Business Activity Queries chapter in
the Epicor ICE Tools User Guide.
7. If you select the Account Balance type, the GL Account field activates. Use this field to find and select the
GL account whose balance is used for the receiving target accounts.
8. If you select the Account Balance type, you can optionally select the Use Target Account check box to
indicate the balance received by the target accounts will be used to disburse amounts calculated through
this formula.
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9. Likewise, if you select the Account Balance type, select an option from the Use as Parameter
Value drop-down list to indicate what item will be used as the parameter to gather data for the allocation
formula. Available options:
• Account Balance - This parameter holds the total amount available in the account.
• Debit Turnover - This parameter holds the debit amount that will be distributed through this allocation
code.
• Credit Turnover - This parameter holds the credit amount that will be distributed through this allocation
code.
10. If you select the BAQ type, click the BAQ button to find and select the business activity query from which
you will pull in financial data.
Set Parameters and Formula
1. Your selection from the Type drop-down list also affects what items are available on the New drop-down
menu. For example, if you select the Summarized Balances type, a number of summarized options are
available for you to select (for example, New Summarised Range). These summarize options match the
data you can use for source amounts - account categories, journal codes, GL accounts/masks, and ranges
of segment values.
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2. Depending on the summarized option you select, the Account Categories, Journal Code, GL
Accounts/Masks, or Ranges sheets become active. For the following example, the Ranges sheet displays.
3. If you select the Non-Financial Data type, when you access the New drop-down menu, the New
Non-Financial Data option is available.
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4. Select the table from the Lookup Table drop-down list that holds the non-financial data you need.
5. Now select the specific field that holds this data within the Use Target Field drop-down list.
6. Click the Get Source Records button to pull in all of the records linked to the selected table and field.
7. The Source Fields grid displays the non-financial data for your allocation formula.
8. When you finish setting up your formula parameters, navigate to the Target Accounts > Details sheet.
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9. The Formula Criteria field is active. Use this field to enter the criteria expression you need to run against
the parameters you have defined. You can enter these values directly.
10. You can also right-click this field to display a context menu; use this context menu to select the values and
operators you need.
11. To verify the formula will compile when it runs, click the Check Syntax button. A message box displays
indicating the allocation code formula is correct.
12. Continue to add the allocation formulas you need. When you finish, click Save on the Standard toolbar.
Allocation Batch Entry
Use Allocation Batch Entry to define the groups, or batches, of allocations you want to run sequentially. Each
batch defined in allocation Batch Entry must also have a unique code. You then manually add allocation codes
to each batch. A batch can contain as many allocation codes as you need, but these codes must all be in the
same general ledger book. After you create the batches, you set up a schedule to define the fiscal year during
which these allocations run.
Menu Path: Financial Management > General Ledger > Setup > Allocation Batch
Create an Allocation Batch
To create an allocation batch:
2. Enter the Batch ID.
3. Enter a Description for the batch. Be sure to enter a concise explanation that will help you identify the
purpose of the batch.
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4. Select a general ledger Book to which this allocation batch posts when this process runs.
5. Select a Journal to which this allocation batch will post.
6. You can also define whether an allocation automatically reverses and then indicate the dates during which
the reversal occurs. To do this, click the Reverse check box.
Add Allocation Codes

After you enter an allocation batch, you need to add codes for this batch.
To add allocation codes:
1. Click the Down Arrow next to the New button; select New Allocation Code.
2. Select an Allocation Code. You create allocation codes within Allocation Code Maintenance.
3. Continue to add the allocation codes you want to include with this batch. When you finish, click Save on
Define the Schedule

Once you create a batch and assign allocation codes to that batch, you need to generate an allocation run
schedule.
To define a schedule:
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1. From the Actions menu, select Generate Schedule.
2. The Generate Schedule window displays.
3. In the Fiscal Year field, verify the current calendar year displays.
4. Click the Generate button. A message displays and tells you how many schedules were created. Click OK to
close this message.
Operations
This section details the operations you can run to process general ledger allocations. Each operation is described
Generate GL Allocations
After allocation codes are grouped into batches, use the Generate GL Allocations program to process the allocation
amounts, and, when you are ready, post them to the general ledger. Typically you set up this process and then
create the Allocation Edit List. Use this list to verify the allocations are distributed into the expected accounts
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using the amount ratios defined on each allocation code. If you are satisfied with the results, you can then post
these transactions to the general ledger.
You can also run this program in a simulation mode. In this mode, you calculate and save allocation transactions
without affecting the general ledger. Use this mode when you are first setting up your GL allocations and want
to see the calculated results before you actually run and post allocations. Simulated results are saved separately
from the general ledger; you display these results within the Allocation History Tracker for evaluation. You can
then verify and make adjustments to your allocations before you process the results against your actual data.
Menu Path: Financial Management > General Ledger > General Operations > Generate Allocations
To generate and post allocations:
1. Specify the general ledger Book to which this allocation run will post.
2. Enter the Apply Date.
3. By default, the program selects the Fiscal Year and Period that contains the Apply Date.
4. If you wish to run allocations for the entire year so far, select the Year-To-Date Allocation check box. The
Start Date field automatically displays January 1st for the current year, and the allocations from the beginning
of the year to the current fiscal period will generate.
5. If you do not select the Year-To-Date Allocation check box, both the Start Date and the End Date fields
display the first and last days of the current fiscal period. If you need, you can change these dates.
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6. Navigate to the Allocation Batches sheet. The scheduled allocation batches display in the grid.
7. To find and select additional batches you wish to run, click the Search Allocation Batches button.
8. The batches selected on this sheet generate their allocations when this process is run. If you wish to remove
a scheduled batch, highlight it on the grid.
9. Click Delete on the Standard Toolbar.
10. You can also indicate you wish to reverse the results of a selected allocation batch. To do this, select the
Reverse check box. When you run the Generate Allocations process, the allocations are reversed from your
general ledger (they remain in your records, however, for reference). Use this functionality to undo the
general ledger results of a specific allocation batch.
11. When you have selected the batches you wish to run, click the Generate Allocations tab.
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12. On the Generate Allocations sheet, the Allocation Batch field displays the Selected status, indicating that
multiple batches will be processed.
13. You are now ready to review the allocations. Click the Actions menu and select Edit List.
14. The Process GL Allocations - Edit List program displays.
15. You can print or preview this report. To display the report on your screen, click the Print Preview button.
Review the allocation results in the preview. If you are not happy with the results, close the Print Preview
window, make changes to the allocation codes and batches, and then run the Generate Allocation process
again.
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16. When you are ready to post the allocations to the general ledger, click the Submit button on the
Standard toolbar. Your GL allocations post to the general ledger.
You can also set up this process to run on a regular,

automatic schedule. To learn how to do this, review the
Automatic Data Processing chapter in the Epicor ERP
Simulated GL Allocations
You can also run the Generate GL Allocations program in simulation mode. When you use this option, the
allocation results distribute to the target accounts, but these results are not placed in the general ledger. Instead
they display within the Allocation History Tracker, where you can review the transactions. These transactions are
also stored in a separate data table for reporting purposes.
Use this mode when you are first setting up allocation codes and you want to verify the allocations are set up
correctly. You may need to use this feature multiple times to ensure allocation amounts are correctly dispersed
across the correct target accounts.
To simulate the allocation results:
1. Select the Book you need from the drop-down list.
2. Either enter or select an Apply Date.
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3. Select the Simulation check box. This check box indicates the allocated transactions will not be saved to
the general ledger; instead, they are placed within a separate table within the database.
4. Modify the Start Date and End Date values as you need.
5. Click the Allocation Batches tab to select the batches you wish to include in the simulation.
The next section describes the tracker available to view details of simulated or posted allocations.
Allocation History Tracker
The Allocation History Tracker stores all allocation transaction information and provides references to the source
data. The tracker also stores information about the allocation process runs with dates and user IDs. If you need,
you can reverse allocation runs within this tracker.
Menu Path: Financial Management > General Ledger > General Operations > Allocation History Tracker
Display Allocation History

To review allocation transactions:
1. Select the parameters you need to filter the transactions that display on the tracker.
2. Click Retrieve.
3. Based on the criteria you defined, one or more batch codes display in the Allocation Runs grid. Select a
batch code you wish to review.
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4. Navigate to the Allocation Details > GL Details sheet.
5. Click Retrieve.
6. The GL Details grid displays all transactions resulting from your allocation run. Review the transactions to
verify they dispersed into the correct accounts using the allocation ratios you set up.
Reverse Allocation History

To reverse an allocation run:
1. From the Actions menu, select Reverse Allocation Run.
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2. The Reverse GL Allocations window displays.
3. Enter the Reverse Date. All allocations run on this date are reversed from the general ledger.
You can also reverse the results of a specific batch within the
Generate Allocations program. Review the previous section for
more information.
The allocations are reversed from your general ledger. The original entries remain for your reference, and display
on various trackers or reports. You can return to Allocation Code Maintenance and Allocation Batch Entry to
modify the allocations as you need. You can then run the Generate Allocations program again to create the
allocation transactions.
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Epicor ERP Application User Guide Consolidation and the General Ledger | Chapter 25
Chapter 25: Consolidation and the General Ledger
The General Ledger module is the central financial data capture point that defines the structure of the business from
an accounting, organizational, and time based viewpoint. Programs in the General Ledger module set up the application’s
posting processes and manage the accounting cycle. The Multi-Site module contains consolidation programs to merge
the financial results of subsidiary companies into one consolidated book within the parent company.
This chapter focuses on the General Ledger and consolidation Multi-Site operation programs of Epicor ERP. Details on
setting up your General Ledger module and your consolidation process can be found in the General Ledger chapter in
You use many General Ledger programs to perform routine tasks. For example, you use Journal Entry to manually enter
journals you later post to the general ledger. The Review Journal previews journal results, displays journal errors and
contains tools for correcting these errors. The GL Currency Revaluation Process revalues currency segments in a chart
of accounts to the values you need in a different currency. You can use GL Transaction Matching to match debit and
credit movement against a GL account.
As described in the General Ledger chapter of the Epicor ERP Implementation Guide, you can create multiple books to
record your organization’s financial transactions. You can create a standard, or main book, to record the financial
activity of the company. You can also create local statutory and consolidation books; these books regulate the transfer
of consolidation journals between two standard books. You use consolidation-related programs to set up and manage
the consolidation process. You use Consolidate to Parent Entry to run a consolidation. Other programs are also available
to help you set up and manage the consolidation process.
Lastly, General Ledger provides tools for financial reporting. Various balancing methods are available, like daily, periodic,
summary, trial, carry-forward, and currency balances. The General Ledger Report displays financial information based
on journal details using period and summary balances. The Journal Listing Report lists journal entry details. The
Consolidation Report program generates a report where you can review consolidation journals prior to posting them.
By leveraging the functionality available within the General Ledger module, you can ensure your financial data is
accurate and up-to-date.
Setup
Details on the primary records you need to create to set up your General Ledger module and consolidation
processing can be found in the General Ledger chapter in the Epicor ERP Implementation Guide.
you define through this administration program. For more information, review application help for the General
Ledger module; the Configuration topic details the options you define within Company Configuration. You can
also review the Company Configuration chapter in the Epicor ERP Implementation Guide.
Settings in Amortization Maintenance define the duration of amortization, frequency of amortization periods,
and the recognition amount for each period.
Amortization Maintenance - Details
On the Detail sheet you enter the amortization code and specify multiple amortization parameters for this code.
Menu Path: Financial Management > General Ledger > Setup > Amortization Code
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Chapter 25 | Consolidation and the General Ledger Epicor ERP Application User Guide
2. Enter a unique identifier in the Code field.
3. In the Description field, enter the code description.
4. In the Scope field, select a module for which the amortization code will be available.
5. Verify that the Active check box is selected.
6. In the Fiscal Calendar field, select the calendar.
7. In the Duration field, define the duration of amortization.
8. In the Calculation Method field, specify the method.
Amortization Maintenance - GL Control
On the GL Control sheet, you must specify a GL control for this code.
1. From the New menu, select New Amortization Code GL Control.
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2. Click the Type button and select the control type.
3. Click the Control button and select a GL control to be used for deferred expenses.
Operations
This section details operations available in the General Ledger and Multi-Site modules. Each operation is described
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Journal Entry
Use Journal Entry to create, reverse, and post manual journal entries and allocation templates. Journal entry
involves the definition and maintenance of journal groups, journals, and journal lines.
You also manage allocations, print journals, and post journals through options on the Actions menu.
Menu Path: Financial Management > General Ledger > General Operations > Journal Entry
Journal Entry - Group Detail
The Group sheet defines most of the settings applied to its journals. When you specify an entry mode, you
determine the context used to enter the group journals. The context determines the group’s fiscal calendar,
posting period, currency, and COA.
To create a group:
2. Use the Group ID field, enter a unique identifier for the group. This value displays on several reports and
programs. Use specific numbers to make it easy to find journal entries during an audit; for example
XXDDMMYYnn where XX are your initials, DDMMYY indicate the date, and nn indicates the number of the
group on that day.
3. Use the Single-Book and Multi-Book options to select the entry mode for journals in the group:
• Single-Book - Select this option to enter journals for a specific book. The fiscal calendar, currency, and
chart of account values all default from the selected book.
• Multi-Book - Select this option to enter journals for multiple books. These journals use company options
as the default values for journal entries in the group. The company’s fiscal calendar, currency, and Master
COA provide default values for journal entries.
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4. Click the Period Type drop-down list to designate whether the single book or multi-book journals post to
an ordinary or a closing period. This option is available in both single-book and multi-book mode journals.
If multiple books have different calendars, the posting

process automatically determines which period should be
used for each book using the specified Apply Date, Closing
Period, and validation rules defined for each GL book.
5. In the Apply Date field, enter the default apply date for journals in the group. If this journal is a multi-book
entry, the company’s default fiscal calendar determines the values that display in the Fiscal Year and Period
fields. If this journal is a single book entry, the book’s default fiscal calendar determines the Fiscal Year and
Period.
6. Click the Rate Type drop-down list to select the default rate type applied against journals in the group.
Rate types define the conversion rules used for multiple currencies. You can apply a different rate type to
individual journals. When necessary, the application uses the rate type to convert an amount from the
original, or source, currency to the target currency. The rate type you select is used either to convert amounts
for currency accounts on the journal details, or to convert amounts from a company currency to a book
currency in multi-book transactions.
7. In the Journal field, enter the default journal code for journals in this group. You can use journal codes as
a parameter for reports and trackers.
Journal Entry - Journal Header

Most settings applied to journal headers originate from the journal group to which the journal belongs. Journal
headers define the apply date, journal code, and rate type for a journal and its lines. Additionally, you can use
the header to reverse a journal.
To define journals for the group:
1. Click the Down Arrow next to the New button; select New Journal.
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2. The application creates a number to identify the journal and a legal number (if legal numbering is configured
for manual journals). Use the Description field to identify the journal. This description displays within this
program, GL reports, and the Chart Tracker.
3. Click the Apply Date drop-down list to select the date on which you want to apply these journal details.
This value defines the default date value for this journal. You can enter dates within the fiscal period to
which the journal posts.
4. If the GL journal should be on hold, select the Hold Journal check box. When a journal is on hold, it cannot
be posted. It remains in Group unposted. All other journals in the group that are not on hold are posted.
When you select the Hold Journal check box, a highlighted indicator displays that the journal is on hold
5. If you need, select the Corr. Accounting check box. You can specify the credited and debited account for
each line in a journal entry with correspondence accounting. This functionality is for countries that require
each individual line of a journal to have matching debit and credit entries.
6. Use the Red Storno option to create a reversing journal. Reversing journals require an apply date for the
reversal in the adjacent field. Reverse transactions post debit amounts equal to credit amounts on the original
journal, and credit amounts equal to debit amounts on the original journal. Red Storno transactions contain
negative amounts. These transactions are a financial standard used in Russia and other countries; this
standard is sometimes referred to as negative posting.
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Journal Entry - Journal Detail

Journal details define the accounts to which debit and credit amounts post. In addition, you can post a line to
another company’s COA for multi-company accounts. The journal posts to the Master COA of the subsidiary
company.
To define journal details:
1. Click the Down Arrow next to the New button; Select New Journal Line.
2. The application creates a Line number to identify the detail.
3. In the G/L Account field, enter a unique account identifier. The journal group determines the COA to which
its journals post. This field designates the account to which the detail amount posts. The application validates
the account value you enter.
4. Enter a Description to identify the journal detail. The Description value from the journal header displays by
default, but if you need, you can change this value. This description text displays in the GL reports, the
Journal Tracker, and the Chart Tracker.
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5. Use either the Debit field or the Credit field to enter the amount posted to the selected account. Each
detail has either a debit or credit.
Multi-currency journal details can only be posted on

currency accounts. If a selected account is a currency
account, you can enter an amount in a foreign currency.
This amount is then converted to the book currency using
the rate type specified for the journal. You can override
the exchange rate by adjusting the calculated amount.
6. If required, click the Auto Balance button to create a balancing detail based on an entered credit or debit
amount. Company options require you to enter balanced journals unless specifically overwritten.
7. If you need, post the detail to the COA of a receiving company, designated by the settings in the
Multi-Company pane.
Journal Entry - Journal Amortization
When you receive payments, you may need to apportion them over fiscal periods and put them on a special
deferred GL account. Afterwards the application recognizes these amounts and posts them into the correct
period. On the Journal Amortization sheet, you can maintain create and maintain amortization schedules for
the GL journal line. In some cases instead of creating a schedule it is more convenient to add an amortization
schedule line or lines.
Journal Amortization - Create an Amortization Schedule
1. Navigate to the Journal > Header > Detail sheet.
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2. In the G/L Account... field, enter the source account number.
3. In the Debit field, enter the debit amount for the first line.
4. Click the Auto Balance button.
5. In the G/L Account... field, enter the target account number.
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6. In the Credit field, enter the credit amount for the second line.
7. Click Save.
8. Navigate to the Journal > Header > Amortization sheet.
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9. In the Deferred Expense group of fields, select the Deferred Expense check box.
10. From the Amortization Code drop-down list, select a deferred expenses amortization code.
11. In the Deferred Expense GL Account fields, enter a deferred expense GL account. The deferred expense
GL account should be populated with a default GL account provided in GL control linked to the selected
amortization code. You can manually set a deferred expense GL account to another account or click the
Get Default button to populate the field with the default deferred expense account details back again. The
application creates an amortization schedule based on the selected code.
12. Click the Create button.

The application creates an expense amortization schedule based on the parameters you specified.
13. Review the schedule details in the Expense Amortization Schedule grid.
14. Click the Delete button to delete the schedule.
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Journal Amortization - Create a New Amortization Line
1. From the New menu, select New Amortization Schedule Line.
2. Specify the line details in the Expense Amortization Schedule grid.

Use these steps to create as many schedule lines as you need.
3. Click Save.
Journal Entry - Journal Reference
The Journal - Reference sheet allows entering references to customers, suppliers, bank and invoice, or bank
transaction number for GL journal lines.
Journal Entry - Group Detail
You begin creation of a GL journal by creating an entry group.

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2. In the Group ID field, enter a unique identifier for the group.
Journal Entry - Journal Header

To define a journal for a group:
1. Click the Down Arrow next to the New button; select New Journal.
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2. Use the Description field to identify the journal. This description displays within this program, GL reports,
and the Chart Tracker.
3. In the Tax Handling field, select a record.

Before selecting Taxable Journal Line, ensure that the Tax Entry Mode in GL Journal option is set to
Taxable Journal Lines on the General Ledger sheet in Company Configuration.
Journal Entry - Enter Journal Lines
To enter journal lines:
1. Click the Down Arrow next to the New button; select New Journal Line.
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2. In the G/L Account field, enter a unique account identifier.
3. Use the Debit field to enter a debit amount for this account.
5. Use the Reference sheet to enter reference information for the first journal line.
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6. In the Type field, select a reference type.
7. Click the Reference Holder button to search for and select a reference holder. Depending on the Type
you selected, the Customer Search window (for AR), the Supplier Search window (for AP), or Bank
Account Search window (for BT) opens. Select a record and click OK.
8. If you selected AR or AP type, click the Reference button. Depending on the type you selected, the Legal
Number Search window (for AR) or Accounts Payable Invoice Search window (for AP) opens. Select
an invoice number and click OK. Alternatively, you can enter an invoice number in the Reference field
manually. If you selected the BT type, the Reference button is unavailable. You enter a bank slip number
in the Reference field manually.
10. To enter the second journal line, click the Down Arrow next to the New button; select New Journal Line.
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11. In the G/L Account field, enter a unique account identifier.
12. Use the Credit field to enter a credit amount for this account.
14. Use the Reference sheet to enter reference information for the second journal line.
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15. In the Line drop-down list, select a line number from which you want to transfer reference data.
16. Click the Copy button. Reference data from Line 1 is copied to Line 2. Alternatively, you can enter data as
described in steps 6 to 8.
Journal Entry - Enter a Taxable Line

To enter a taxable line:
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2. Click the Auto Balance button to create a balancing detail based on an entered credit or debit amount.
3. Select the Tax Line check box.
4. In the Tax Liability drop-down list, select an applicable tax liability.
5. In the Tax Type drop-down list, select a tax type. If one tax type exists for the selected tax liability, this field
populates automatically with this tax type.
6. In the Tax Rate drop-down list, select a tax rate. If one tax rate exists for the selected tax type, this field
populates automatically with this tax rate.
7. In the Report Module drop-down list, select a report module.
8. In the Taxable Line drop-down list, select a journal line to which this tax line will apply.
9. Click the Auto-complete button.
10. Review Journal Totals. Ensure that the Balance field displays 0, meaning that the journal transactions are
balanced.
12. Use the Reference sheet to enter reference information for the taxable journal line.
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13. In the Line drop-down list, select a line number from which you want to transfer reference data.
14. Click the Copy button. Reference data from the selected line is copied to Line 3. Alternatively, you can enter
data as described in steps 6 to 8 in the Journal Entry - Enter Journal Lines topic.
Journal Entry – Review and Posting Options

Before you post group journals, verify the GL accounts and transactions amounts are correct. You should display
or print out an edit list to review what you are about to post. When you are satisfied with the results on the edit
list, post the journal group. After you post the journal entries, you can no longer edit or delete them. If you post
an entry in error, you must either enter an offsetting transaction or use an automatic transaction reversal routine.
A Company Configuration setting usually requires you to enter balanced journals. If this method is required, the
application displays a warning message when you attempt to post an unbalanced journal.
To verify journal entries and post a journal group:
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1. From the Actions menu, select Print Edit List. You can either print a hard copy of this report or display it
through a preview window. Use this list to review and verify the journals you wish to post.
2. When you are satisfied with the journal entries, select Post. To the confirmation message, click Yes.
3. You can also select the Post Asynchronous option. Use this process when you need to post a large entry
or group of journal entries. The asynchronous process can post large quantities of data easier than the
standard posting routine.
4. If any errors occur during posting, select the Group > Posting Log sheet.
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5. Any errors display on the Posting Log sheet. When you correct the errors, post the journal group again.
General Ledger Import
Use the General Ledger Import process to import data from other applications into the Epicor application. Once
you submit the General Ledger (GL) Import process, the changes update the application. You can review the
imported data before it posts to the GL, or post the imported data immediately upon being imported.
The imported file must be a comma delimited file (CSV) and

follow the format of the GL Import File Template when
importing a general ledger file from another application. Refer
to the General Ledger Import application help for the template
and examples.
Menu Path: Financial Management > General Ledger > General Operations > General Ledger Import
To import data from another application:
1. In the Group ID field, enter the identifier for the group to be imported and press Tab.
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2. Select the date you want for the Apply Date.
3. Select a Journal from the drop down menu.
4. Click the Import Filename button to find and select the file to be imported.
5. In the Invalid Lines Handling Option field, select one of the following two options to use if there are
invalid lines found in the import file.
• Skip Invalid Lines (default)
• Cancel Import
6. Select the Post check box to immediately post the imported data; otherwise, clear the check box to review
the data before posting.
If the Post check box is clear (not selected), you can use
the Print Edit List option from the Action menu to review
the data. When ready, you can later use the Post option
on the Actions menu to record the data within GL Journal
Entry.
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7. Click Submit to run this process and update the database.
GL Transaction Matching
Use GL Transaction Matching to match debit and credit movements against a GL account. Once you complete
matching, you can produce a listing of GL transaction movements that remain unmatched by selecting the
Unmatched option when running the General Ledger Account Summary Report.
You can only match those GL transactions that contain natural accounts or account segments for which the
Enable Transaction Matching check box has been selected in COA Category Maintenance, or Account Segment
Values.
Menu Path: Financial Management > General Ledger > General Operations > GL Transaction Matching
To perform GL transaction matching:
1. Click the Binoculars button.
2. The Non Matched GL Transaction Search window displays.
3. You can search using several options, including Book, Segment, Apply Date, and Book Amount. You
can only load and match journal transactions from one book. The application filters transactions with natural
segments that do not have matching enabled.
4. Click the Search button to select unmatched GLJrnDtl records.
5. The records display in the GL Transaction List grid.
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6. Use the Select check boxes to select individual rows to be matched.
7. Click Select All to select all displayed rows for matching.
The rows are matched. The application then assigns a

Match Code and a Match Date and then removes them
from the grid. You can review the matching code and
date in the Chart Tracker.
8. The Balance field displays the running unmatched balance total for all selected rows.
9. After selecting rows for matching, click Match to assign a match code and match date to the selected rows.
The Match button is available if the Balance is zero. This

occurs when the debit and credit amounts for the selected
rows are zero.
The Epicor application flags the rows as matched, assigns a match code and match date, and then removes them
from the display grid. You can view this matching code and date in the Chart Tracker.
GL Transaction Matching – Remove Match Code

To remove the match code from a previously matched row:
1. From the Actions menu, select Remove Match Code.
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2. The Matched GL Transactions Search window displays.
3. You can enter a Book, a Match Code, and a Match Date to search.
4. Click Search.
5. All GLJrnDtl records containing the selected book/match code/match date display in the Match Code column
of the GL Transaction List.
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6. Select the records from which you want to remove the match code by using the Select check boxes.
7. Click the Select All button to select all records displayed.
8. Click the Remove Match button; the match codes are removed from the records.
Review Journal
Use Review Journal to adjust, re-validate, cancel, and confirm accounting transactions. You can also view source
lines for any summarized lines. Typically, review journals are used to review posting errors and to preview the
results from your custom posting rules.
Generally, you use entry programs to correct errors in company transactions, and use this program to change
transactions originating from outside company (multi-company) databases. You can use commands from the
Action menu to revalidate and post edited journals.
If you need to “debug” your custom posting rules, use the

Posting Engine Log. This file records how your custom posting
rules interact with your Epicor application. For details on using
this log file, review the Posting Engine Technical Reference
Guide within application help.
Menu Path: Financial Management > General Ledger > General Operations > Review Journal
To adjust a review journal:
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1. Click the Journal Entry button to find and select the journal to review.
2. The Tree View lists the book or books to which the selected journal was posted along with its transaction
number. The journal entries display by book. Additionally, book-level validation settings determine errors
and warnings. If a transaction fails to post in one book, the transaction will also fail to post in other books.
The Review Journal displays all books and transactions affected by the error.
3. Select the Transactions > Error Log sheet to review posting errors.
4. Review the entries in the Error Log sheet to determine the changes needed to correct the invalid journal.
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5. When you select a journal number in the Tree View, the Transactions > Detail sheet displays information
from the journal header.
6. To review journal details, select the Transaction Line you want to view in the Tree View.
7. When you select the line, the Transactions > Lines > Detail sheet displays.
8. If you need, use the GL Account field to correct a line posted to an invalid account.
9. Optionally, you can also edit the Description for the journal line.
Verify Balances
Use Verify Balance Records to rebuild balances when they become inaccurate or you have made changes to the
balance setup. Select the Update Balances check box to update and audit balance records. In addition, a Rebuild
Balances Required message displays in Chart of Accounts Structure Maintenance, notifying users to run the Verify
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Balance Records process. The Update Required check box is automatically selected in Verify Balance Records any
time a segment with any Balance Control type selected on it is added, deleted, or updated in Chart of Accounts
Structure Maintenance.
Menu Path: Financial Management > General Ledger > General Operations > Verify Balances
To run the Verify Balance Records process:
1. Select a Book.
2. To update and audit balance records by creating a report, select the Update Balances check box.
3. Select the check boxes of the balances to verify. Available options: Period Balances, Standard Trial
Balances, and Daily Balances.
4. Select the Starting Period and End Period of the balances you want to update and/or audit.
5. Select the Starting Date and Ending Date of the balances you want to update and/or audit.
6. Click the Log Filename button to find and select a directory and file name for the log file.
7. Click Process.
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Update Business Entity Segment Values
Use the Update Business Entity Segment Values process to manually update dynamic segment values based on
reference-type and user-defined business entities created in Chart of Accounts Structure Maintenance.
If you need information on setting up accounts, refer to the

General Ledger chapter of the Epicor ERP Implementation
Guide.
Menu Path: Financial Management > General Ledger > General Operations > Update Business Entity Segment
Values
To update the segment values of an updated GL COA:
1. Click the COA Code drop-down list to select the chart of accounts that has been updated.
2. Click Submit.
Rebuild Display GL Account
Use the Rebuild Display GL Account process to update the display order throughout the Epicor application of GL
chart of account (COA) segments after you change the segment order in a COA. Each GL account can have up
to 20 definable COA segments and they can display in any order.
Menu Path: Financial Management > General Ledger > General Operations > Rebuild Display GL Account
To update the display order throughout the Epicor application of an updated GL COA:
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1. Click the COA Code drop-down list to select the chart of accounts that has been updated.
2. Click Submit.
Automatic Transaction Reversal
Use Automatic Transaction Reversal to cancel posted journals. You can reverse a journal through either the
Reverse Transaction method or the Reverse as Red Storno method. When you reverse a journal using Red Storno,
you reduce tax consequences in jurisdictions that levy tax amounts based on the negative amounts within general
ledger accounts. Journal Entry users can also select journals and indicate they use Red Storno posting. Any future
transactions in these journals post using the Red Storno method.
Menu Path: Financial Management > General Ledger > General Operations > Automatic Transaction Reversal
To cancel posted journals:
1. Click the Source Journal Number button to find and select the journal to reverse.
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2. If the journal posts to multiple books, in the Tree View, select the books to which the journal posted. You
can reverse a journal posted to one book without reversing the same journal posted to other books.
3. Use the Reverse Transaction and Reverse As Red Storno check boxes to select the method used to
reverse the journal. Reverse transactions post debit amounts equal to credit amounts on the original journal
and credit amounts equal to debit amounts on the original journal. Red Storno transactions contain reversing,
negative amounts. Red Storno is sometimes referred to as negative posting.
4. In the Tree View, select a line.
5. Click on the Transaction Details > Details sheet to display the details.
6. In the Reversing Line Description field, describe the reason for the reversal. The description displays in
this program, GL reports, and the Chart Tracker.
7. From the Actions menu, select Reverse.
Void Pre Numbered Forms
Use Pre Printed Forms to void damaged or spoiled pre-numbered folios. If you selected the Use Pre Numbered
Formats option in Legal Number Maintenance during configuration of a number sequence, a set of numbers
generates that are later applied to documents or checks in a folio.
Use Pre Printed Forms to void specific numbers applied to the documents or checks. You can then continue to
use the sequence that contains the number. Refer to the Legal Numbers chapter of the Epicor ERP Implementation
Guide for information on setting up legal numbers.
Menu Path: Financial Management > General Ledger > General Operations > Void Pre Numbered Forms
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To void a legal number folio:
1. Click the Legal Number button to find and select the legal number that contains the folios you want to
void. Only legal numbers created with the Use Pre Numbered Format option display in the search results.
2. Designate the numbers to void by completing the From Legal Number and To Legal Number fields.
3. In the Reason field, enter an explanation for the void.
4. Click the Void button to void the numbers. A Void Confirmation window displays showing the number of
legal numbers to be voided.
Close Period Entry
Use Close Period Entry to close ordinary and closing periods for financial books. If you close the last closing period
in the fiscal year, a warning displays stating this will close all periods in the year.
At the beginning of the next fiscal year, all opening balances from the previous fiscal year update automatically,
carrying the last values recorded during the previous year. All income and expense accounts revert to a zero value
for their opening balances. You can configure an income statement account to keep the balances in a separate
field for informational purposes. For example, you do this to track expenses for a project lasting more than one
fiscal year.
Menu Path: Financial Management > General Ledger > General Operations > Close Fiscal Period/Year
To close a fiscal period:
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1. Click the Book drop-down list to select a book associated with the fiscal calendar that contains the period.
When you select a book, the current year’s periods display in the Fiscal Periods list.
2. Optionally, click the Fiscal Year/Suffix button to find and select a different year.
3. The fiscal periods display in the Fiscal Periods list.
4. In the Fiscal Periods list, select the Closed check box for the period or periods to close.
A warning displays if preceding periods are open or if you

are closing the last period in the year. Click Yes to
continue the process.
GL transactions for closed periods stay in your database after you close them. You can then enter any changes
you need on these transactions. To restrict this functionality, you can use Earliest Apply Date Entry to prevent
users from entering transactions earlier than a specific date. To prevent any transaction entry within a specific
fiscal period, use the Close Period option within this same General Ledger program. When you are ready to
completely remove transactions from the database, use the Purge General Ledger History program.
Transfer Opening Balances to Next Year
As part of your year end procedures, you can manually transfer opening balances to the next year by running
the Transfer Opening Balances to Next Year process after you close the last fiscal period to update the future
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year. You can schedule the Transfer Balances process. After you transfer balances the first time, they update with
each posted transaction and can be re-transferred any time. You can then transfer balances to the next year
before the current year end and create early drafts of next year's opening balance. Then, you can transfer the
final balances after all the previous year adjustments are complete.
Your GL book can be configured to update future years automatically. You activate this feature in Book
Maintenance by selecting the Auto update future balances option from the Future Opening Balances drop-down
list. The balances automatically update and transfer to the new year.
Menu Path: Financial Management > General Ledger > General Operations > Transfer Opening Balances to
Next Year
1. Click the Transfer drop-down list in the Books pane to select the type of book balance transfer you want.
Available options: Individual, By Fiscal Calendar, or All Books.
2. Make the appropriate entries in the enabled fields in the Books and Years panes. The enabled fields vary
depending upon your Transfer field selection in the Books pane.
3. Click the Schedule drop-down list to select when you want this process to run.
4. Click the Log Filename button to find and select the directory and filename you want for your log filename.
5. Click Process to schedule the process.
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GL Currency Revaluation Process
Use GL Currency Revaluation to calculate and apply adjustments to any accounts that are marked as currency
accounts. These accounts contain a natural account segment configured to use currency conversion features,
such as rate types. A natural account can be configured to maintain balances in one or more foreign currencies.
Menu Path: Financial Management > Currency Management > General Operations > G/L Currency Revaluation
Use the Selection sheet to select the GL book, fiscal period, and dates used in the process. You can revalue
amounts through a reverse journal and post actuals to an accrual account instead of the base account.
1. Click the G/L Book drop-down list to select a book associated with the chart that contains the accounts.
2. Optionally, use the Fiscal Year and Fiscal Period fields to change the defaults. These fields display the
current period for the fiscal calendar associated with the selected book.
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3. If you need, change the value in the Exchange Rate Date field. The exchange rate date applies the rates
effective on the date to transactions entered on or before the date.
4. If you need, change the value in the Apply Date field. The apply date determines the date on which the
revalued amounts are recorded within the general ledger.
5. Click the Journal drop-down list to select a journal code. This code groups together journals created by the
process. Use this value to locate journals in various reports and trackers.
6. In the Transaction Text field, enter a comment that displays for users tracking the process.
7. Optionally, select the Reverse check box to automatically reverse journals created by this process. If you
create reversing journals, specify the reverse date and indicate whether the process posts the reversal to an
accrual account.
For information on configuring a currency account and

setting up multiple currencies, review the Multi-Currencies
chapter in the Epicor ERP Implementation Guide.
8. Use the Filter sheet to limit the process to specified Currencies and Accounts.
9. Click Submit to run the process.
Consolidation
Consolidation is a legal process through which you merge the financial results of subsidiary companies into one
consolidated book within the parent company. The process rolls up financial results between source and target
books, typically books from a child, or subsidiary company, to a parent company or an external application. You
run this process at the end of each fiscal period or on a continuous basis and then complete the consolidation
results at the end of each fiscal year.
When consolidation is complete, you can either preview the results in an intermediate (consolidation) book in
the source company or review the final results in the parent company. If you use periodic consolidation, you can
preview the results in an intermediate book; you then later transfer the approved results to the parent company.
Through the consolidation process, you can re-calculate the financial results posted in one currency to another
currency. You can also report these results using a different fiscal calendar and chart of accounts selected on the
parent company book.
Details on setting up the consolidation process can be found

in the General Ledger chapter in the Epicor ERP Implementation
Guide.
You can set up the consolidation process to handle the multi-company structure you need. Consolidations can
be a one-to-one relationship between a source subsidiary book in one company to a parent target book in another
company. You can set up a consolidation routine that consolidates transactions from multiple child companies
into one target parent company. You can also consolidate multiple child, or subsidiary books, into multiple parent
books in different companies. You might do this, for example, when the parent company is also an operational
company and needs to consolidate its results with other entities.
The financial data from the source book is transformed into the account structures defined in the intermediate
book. The chart of accounts structure matches the structure in the target book, so this data can now move from
the intermediate book into the target book within the target company. The intermediate book transforms the
transactions into the currency, fiscal calendar, and accounting structures needed within the target book. You
use the intermediate book to verify the consolidation results before they are posted to the target book.
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The consolidation sequence:
1. The general ledger transactions post to the source book. These transactions use the posting process defined
for the source book.
2. The consolidation process begins transferring balances into the format needed for the intermediate
(consolidation) book. If the intermediate book uses a different currency, the process first converts the amounts
using the exchange rate calculated by the selected consolidated rate type and the consolidation type.
Consolidation Rate Type Maintenance defines the method used to calculate the consolidation rates.
Consolidation Type Maintenance defines the method used to calculate consolidation amounts using the
consolidation rates.
3. The balances are then transformed into the account structure required for the intermediate book.
4. The balances are calculated and adjustment transactions are created within the intermediate book.
5. Using the Multi-Company Direct Server Process (for companies that reside on the same server) or the
Multi-Company Server Process (for companies that reside on different servers), the GL transactions transfer
from the intermediate book in the source company to the target book within the parent target company.
The parent target book is updated with the transactions.

Periodic Consolidation Delta
The Periodic Consolidation Delta functionality enables you to consolidate results from a fiscal period, and then
restate those results after adjustments have been made, by posting the net change (delta) for each account. This
allows for timely initial consolidations, then corrections to final balance, without the need for manual adjustments
or complete reversal and restatements. Also, you can apply consolidation amendments to previous periods, via
Retrospective Adjustment.
To use the delta functionality, the consolidation definition must be set to Periodic consolidation type, and to
Delta generation mode.
For more information on consolidation, refer to the Multi-Site

Technical Reference Guide within application help.
Consolidate to Parent Entry
Use Consolidate to Parent Entry to post and transfer consolidation journals from a source book’s COA to an
intermediate book in the same company, and then to the target book. This program specifies the consolidation
period and the consolidation definition used to run the process. You only use this program when you are running
a periodic consolidation within the source company.
The consolidation process creates journals for source COA segments that maintain balances. You use consolidation
journals to validate entries and adjust journals to account for inter-company loans, ownership of common stock,
inter-company sales, and other elimination entries. You use the posting process to convert the results into the
currency amounts and account structures required for the intermediate book. If the Immediate Transaction check
box is selected on the consolidation definition, these results are automatically transferred to the target book as
well. If this option is not selected, you also have to run the Transfer Intermediate process, to post the results to
the target book. You use the Actions menu to select the processes to post the consolidation and to transfer from
the intermediate book to the target book.
In Consolidate to Parent Entry, there are two options on the New menu:
• New Consolidation - select this option to create consolidation in a period following previously consolidated
periods.
• New Retro Adjustment - select this option when you want to generate Delta consolidation for previous
periods that were already consolidated.
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When you run a periodic consolidation in Consolidate to Parent Entry, the Generation Mode of the consolidation
definition displays in the Target Options pane: Delta Mode (green label) or Override Mode (gray label).
Additional options and fields are also available on the Source Control > Detail sheet, only when the generation
mode is Delta:
• You can select a fiscal year / period that has already been consolidated, to perform Retrospective Adjustment
of previous periods.
• The Adjust From Period field displays. Enter a fiscal period (for the selected fiscal year), or click the button
to search and select a fiscal period. This value must be less than or equal to the current fiscal period.
Consolidation will run for all periods from the Adjust From Period value through to the selected Fiscal Period
value.
• Different labels display, according to the adjustment mode, for example, Retrospective Adjustment, Last
Period Delta Adjustment. For more details, review the Adjustment Mode topic in the Application Help for
Consolidate to Parent Entry.
For consolidations with the Delta generation mode enabled:

If you have already run consolidation for a period, you can use
the same Consolidation ID to re-run the same consolidation
(for example, if you have entered additional journals in the
period), but only if you have not consolidated a subsequent
period with the same consolidation definition. You cannot
have more than one active consolidation ID for a particular
consolidation definition. To select an existing consolidation ID
in Consolidate to Parent Entry, click the Search button
(binoculars).
If you reload an existing consolidation, and its fiscal period end
date is after the last calculation date for consolidation rates, a
message displays: Some consolidation rates were calculated
before the end of the fiscal period. Would you like to
recalculate all the rates, or only rates calculated by the
system and not modified by user? Similarly, if you create a
Retrospective Adjustment, and the previous rates are retrieved,
the warning message will display if the calculation date for any
rates is before the corresponding period end date.
You can select from three options:
• No - Retain the existing rates. (This is the default option.
You can still review and adjust rates later, using the existing
means.)
• All - Recalculate all the rates, including rates which were
manually adjusted.
• System Calc. - Recalculate the rates, except rates which
were manually adjusted.
Menu Path: Financial Management > Multi-Site > General Operations > Consolidate to Parent
Consolidate to Parent Entry - Detail

To run a new consolidation (to consolidate a fiscal period for the first time):
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1. From the New menu, select New Consolidation.
2. The application creates a value in the Consolidation ID field.
3. The indicator displays the current status of this consolidation ID. This can be:
• Open - The default status of a new consolidation, until you post it to the intermediate book.
• Posted to Intermediate - Displays once you have run the Post process.
• Consolidated and Posted - Displays once you have run the Transfer Intermediate process.
4. Enter a Description for the consolidation. This concise explanation indicates the purpose of the record to
other users.
5. Click the Cons. Def. ID button to search and select the consolidation definition you will use.
6. The fields in the Target Options and Target Details panes are determined by the consolidation definition.
You only use the Output File Name field when the consolidation creates consolidation journals for a different,
external ERP system or interface (Remote Parent).
7. The Consolidation Source Control List displays details of each source in the consolidation definition,
including the current status of the consolidation.
You can set up multiple sources in a consolidation definition.
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Consolidate to Parent Entry – Source Control

Use the Source Control sheet to set the fiscal period to consolidate, and other default values used in the
consolidation process. These default values are pulled from the consolidation definition. Consolidation source
settings apply to the book you are consolidating.
To define source settings:
1. Navigate to the Source Control > Detail sheet.
Details of the source book display.
2. In the Fiscal Year/Suffix field, the fiscal year defaults in. You can change the year if required.
3. The Fiscal Period field displays the first available period that has not yet been reconciled. You can change
this value if required.
4. The Closing Periods field defines the maximum number of closing periods included in the consolidation.
Use of the number 0 effectively blocks the generation of consolidation journals from the closing periods in
the source book. If the specified number exceeds the number of closing periods defined for the fiscal year
in the fiscal calendar, all closing periods of the source book can be consolidated.
5. If you need, change the Exclude Open Periods option to either include or filter open periods in this
consolidation. If you select this check box, you limit the consolidation to closed periods.
6. Optionally, select the Bypassed check box. This indicates you do not want to receive a warning message
if you post subsequent periods before processing the selected period. If you do not select this check box, a
warning message displays when you begin to post subsequent periods.
7. If you need, change the value in the Exchange Rate Diff Account field. This field specifies the GL account
where exchange rate differences are posted.
8. The label displays the kind of consolidation that will be performed, for example, First Consolidation,
Retrospective Adjustment, Last Period Delta Adjustment. This is based on:
• Whether you created a New Consolidation or a Retro Adjustment
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• Whether the selected period(s) have already been consolidated
9. Click Retrieve All to get exchange rates for the consolidation.

For more details on retrieving rates, see the Source Rates section below.
Consolidate to Parent Entry – Source Rates

Use the Source Rates sheets to retrieve and update exchange rates. Consolidation exchange rates apply to the
calculated consolidation balances.
To retrieve source rates:
1. Navigate to the Source Control > Source Rates > List sheet.
2. Click Retrieve All.
3. The calculated rates display in the Consolidation Source Rates List grid.
You can view the same grid on the Source Control >
Detail sheet.
4. If you need, use the Exchange Rate field to change the exchange rate used to convert between the currency
of the source book and the currency of the target book. If the source and target books use the same currency,
the rate is set to 1.00 by default. You cannot enter a zero (0) value.
You can change the exchange rate for the current

consolidation after posting. For example, if you posted
the consolidation with the wrong exchange rate, you can
then run the consolidation again, to post the delta
(change) transactions. For further details, see the
Consolidation Delta later in this chapter.
5. If you manually update an exchange rate, the User Modified check box is selected once you click Save.
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6. To revert manually-updated rates back to the defaults, first click the Selected check box for the rate.
7. Then click Get Selected Rates Defaults.

The manually-updated rate will now change back to the default rate.
8. The Source Control > Source Rates > Detail sheet displays details of a single selected consolidation rate
type.
9. When you have retrieved or updated the exchange rates, click Save on the Standard toolbar.
Consolidate to Parent Entry – Post

After you enter consolidation parameters, you can post consolidation results to intermediate books and target
books.
To post review journals from the source book to the intermediate book:
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2. The Consolidation Post Process window displays.
3. If you want to save logs of the consolidation post process, select the Enable check box, then enter a file
name in the Log File Name field, with the extension .log. You cannot enter a folder path.
When you have posted the consolidation, you can see

the folder path (relative to the Company storage log file)
in System Monitor, under Consolidation to Parent
Post Process. This can help you to retrieve the log file via
the Server File Download function.
For further information on the Server File Download
function, refer to the Application Help.
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4. Click Submit to run the process. If this definition is selected for immediate transfer, the data transfers to
the intermediate book, then posts automatically to the target book. However, if this consolidation definition
does not automatically transfer data to the target book (the Immediate Transaction check box on the
consolidation definition is clear), you can review the financial results before you transfer them to the target
book.
After posting, you can run the Transfer Intermediate

process from the Actions menu. This completes the
consolidation process. Typically, you would validate the
journal in the intermediate book before final transfer to
the target book.
5. When you refresh the Consolidate to Parent Entry window, the green Posted to Interm. Book label displays.
6. To view the consolidation report, select Print Report from the Actions menu.
7. The Consolidation Report window displays.
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This program is also available from the Main Menu.
8. When you print or preview the report, the Posted details will only display after you have run the Transfer
Intermediate process.
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Here, the Posted details are empty, because you have only posted to the intermediate book.
9. To complete the consolidation process, in Consolidate to Parent Entry, select Transfer Intermediate from
the Actions menu.
10. The Consolidation Transfer Intermediate Process window displays.
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11. Click Submit.
12. When you refresh the Consolidate to Parent Entry window, the yellow Consolidated and Posted label
displays.
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13. If you run the Consolidation Report again, the Posted details now display.
Periodic Consolidation Delta
The Periodic Consolidation Delta functionality enables financial controllers to consolidate results from a fiscal
period, and then restate those results after adjustments have been made, by posting the net change (delta) for
each account. This allows for timely initial consolidations, then corrections to final balance, without the need for
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manual adjustments or complete reversal and restatements. Also, you can apply consolidation amendments to
previous periods, via Retrospective Adjustment.
To use the Delta consolidation and Retrospective Adjustment features, your consolidation definition must be set
to the Delta generation mode. When you create new consolidation definitions, this setting is selected by default.
If you have already run consolidation for a period, you can open the same Consolidation ID and re-run the same
consolidation to post the delta (for example, if you have entered additional journals in the period, or updated
exchange rates), but only if you have not consolidated a subsequent period with the same consolidation definition.
You cannot have more than one active consolidation ID for a particular consolidation definition.
You also have the option to create a new Retrospective Adjustment. This enables you to select a past period,
and restate the consolidation results for multiple periods that were already consolidated.
New Retro Adjustment

To run a retrospective adjustment consolidation (to consolidate fiscal period(s) that have already been consolidated):
1. In Consolidate to Parent Entry, from the New menu, select New Retro Adjustment.
2. In the Cons. Def. ID field, enter or search for the required consolidation definition.
If an in-process consolidation ID already exists for the

selected consolidation definition, you cannot create a new
consolidation for that definition. You have to post the
existing consolidation ID first.
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3. Navigate to the Source Control > Detail sheet.
4. This is a retrospective adjustment, so the Adjust From Period field is enabled.
5. The blue Last Period Delta Adjustment label displays, because the Adjust From Period field displays the
last period consolidated.
6. If you enter an earlier starting period in the Adjust From Period, the yellow Retrospective Adjustment
label displays instead.
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7. Click Retrieve All to load the exchange rates that were used the last time the period(s) were consolidated.
8. The system retrieves exchange rates for each period covered by the retrospective adjustment.
9. To get the latest, up-to-date exchange rates, first click the Selected check box for each rate you want to
get.
10. Then click Get Selected Rates Defaults.
11. If you reload an existing consolidation, and its fiscal period end date is after the last calculation date for
consolidation rates, a message displays: If you create a new retrospective adjustment, and the previous rates
are retrieved, a warning message will display if the calculation date for any rates is before the corresponding
period end date: Some consolidation rates were calculated before the end of the fiscal period.
Would you like to recalculate all the rates, or only rates calculated by the system and not modified
by user?
You can select from three options:
• No - Retain the existing rates. (This is the default option. You can still review and adjust rates later, using
the existing means.)
• All - Recalculate all the rates, including rates which were manually adjusted.
• System Calc. - Recalculate the rates, except rates which were manually adjusted.
Import Consolidation From Subsidiary
Use this optional program if you need to import balances from a source book which exists in a different Epicor
database, ERP system, or Sonic interface. Unlike a consolidation which occurs between multiple companies within
the same database, you need to import an external file that contains the consolidation data.
You run this program when your organization is set up with a multi-site environment that uses the Sonic application
to send and receive data.
The import transfers subsidiary account balances to a consolidated parent book for use in legal and tax reporting.
Typically, the journals transfer balances from a source book owned by a subsidiary to a consolidated book owned
by its parent.
Menu Path: Financial Management > Multi-Site > General Operations > Import Consolidation From Subsidiary
To create a consolidation file import:
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2. The application creates an identifier for the consolidation in the Import ID field.
3. Enter a Description for the import record. The description identifies the record to users of this program.
4. Click the Book ID drop-down list to select the book to which the consolidation results will post. Consolidation
definitions specify a target COA used to create journals when the consolidation process creates an output
file. Select a target book that uses the same COA used in the imported file.
5. In the Fiscal Year and Period fields, enter the the period to which the imported journals post. The fiscal
calendar for the selected book determines available fiscal years and periods.
6. In the Group ID field, enter a journal group ID. The application uses this identifier in batch processing of
imported journals.
7. Optionally, specify the journal code you want in the Journal field. Journal codes applied during posting can
be used to group journals on reports and trackers.
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8. If you need, change the date in the Apply Date field. The selected group ID determines the default. Posting
errors might occur if journals apply to a closed period.
9. In the Import File Name field, enter the path and name of the import file.
10. In the Journal Header Description field, enter the description that includes the purpose of the journal.
This value displays within various GL reports, the Journal Tracker, and the Chart Tracker.
11. Click Import to run the process.
Consolidated Year End Process
You must run the Consolidated Year End Process after you have fully consolidated a fiscal year and before you
can proceed with consolidating periods in the next year. Only run this process after you have posted the last fiscal
period in Consolidate to Parent Entry. This process posts the consolidation balances for a fiscal year and then
creates opening consolidation balances for the next fiscal year.
This process is available if you need to consolidate financial

results for a fiscal year. If you consolidate a period into the next
fiscal year, you generate the same results.
Menu Path: Financial Management > Multi-Site > General Operations > Consolidated Year End
To post consolidation balances for a fiscal year:
1. Click the Source Book ID drop-down list to select a book from which consolidation journals originate.
2. In the Fiscal Year field, enter the year to close.
3. Click Submit to run the process.
Reports
This section describes some key reports you use to review information about the General Ledger. You can run
these reports whenever you need. You can also set up each report to generate and print through a recurring,
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automatic schedule. Review the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for
information on how you link a report to a recurring schedule.
General Ledger Report
The General Ledger Report lists financial information for a range of accounts and/or periods that you select. You
can print both a summary and a detailed version of this report.
Menu Path: Financial Management > General Ledger > Reports > General Ledger
1. If you need, change the fiscal year that displays in the Fiscal Year field. By default, the field displays the
current year in the fiscal calendar for the selected book.
2. In the Starting Fiscal Period and Ending Fiscal Period fields, enter the period included in the report.
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3. If you want this report to display all the transaction details within each account, select the Print Details
check box. If you clear this check box, each selected account only displays its Opening Balance, Total Debits,
Total Credits, and Ending Balance values.
4. If you want the report to display statistical data, select the Print Statistical Data check box.
5. Click the Book drop-down list to select the book that contains the report information.
6. Use the Natural Account Range fields to define the first and last accounts in a natural account range to
appear in the report.
7. Use the options in the Grouping pane to define how the report groups details. Available options:
• Detail Account – Organizes accounts based on detail balances.
• Summary Account – Organizes accounts based on summary balances.
• Full Account – Organizes accounts based on journal details.
8. If you want, click the Filter sheet to filter the report to only display results for specific books and/or account
segments.
General Ledger Account Summary Report
The General Ledger Account Summary Report displays financial information for a range of accounts and/or periods
you select. Summary, detail, and full versions of the report are available. You can also specify whether matched
or unmatched transactions are included in the report results.
Menu Path: Financial Management > General Ledger > Reports > General Ledger Account Summary
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1. Select the appropriate Report Options from the Selection sheet of the report program.
2. Click the Grouping drop-down list to indicate how you want the report organized. Available options: Detail
Account, Summary Account, Full Account.
3. Click the Matched Transactions drop-down list to select how you want transactions to display on the
report. Available options: All,Matched Only, Unmatched Only, and Open.
You match transactions in the GL Transaction Matching

program. For more information, review the previous
section in this chapter.
4. Select the Print Match Code check box if you want assigned match codes listed next to the matched records
in the report.
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5. Optionally, click the Filter sheet and filter your report by Book, Segment, Natural Account, or Excluded
Natural Account.
6. When you finish, click Print.
Journal Listing Report
Use the Journal Listing Report to review a list of detailed journal entries. You can select the specific journals you
want to display on the report. You can also limit this report to display either a selected fiscal period or a date
range.
Menu Path: Financial Management > General Ledger > Reports > Journal Listing
1. In the Selection Method pane, indicate the time frame included in the report. Available options: By Fiscal
Period or By Date Range.
2. Click the Book drop-down list to select the book that contains the report information.
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3. If you selected By Fiscal Period, use the Fiscal Year and Period fields to enter the fiscal year and period for
the report.
4. If you selected By Date Range, use the Start and End fields to enter the start date and the end date for the
report.
5. If you want the report to display statistical data, select the Show Statistical Data check box.
6. Use the Filter sheet to limit the report to specified Journals and External Company(ies).
7. Select the Show External Company Details check box to add information about the external companies
you are including on the report.
8. Select the Multi-Company Journals Only check box to only display journals that include multi-company
data.
Consolidation Report
Use the Consolidation Report program to generate a report to review consolidation journals prior to posting
them. The report includes information about journal accounts, balances and movements in the source book and
the target book. With this information, you can determine whether to adjust consolidation journals prior to
posting them.
You can run this report from the Actions menu in Consolidate to Parent Entry after you generate journals in
the Intermediate book. You can generate intermediate journals and re-run reports as often as necessary. You
can also use Consolidate to Parent Entry to post the journals. You can also access this report from the Standard
menu, for example to view historic consolidations.
If you are not satisfied with the amounts that will be generated through this consolidation, you can go back and
edit the records you need - and then re-run the generation. You can also use the Delta generation mode and
Retrospective Adjustments to make amendments to journals after they are generated and posted.
Menu Path: Financial Management > Multi-Site > Reports > Consolidation Report
1. Click the Consolidation ID button and search for and select the consolidation for which you want to run
the report.
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2. The Company, Book and COA associated with the consolidation display in the Target Details pane.
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Chapter 26 | Expense Management Epicor ERP Application User Guide
Chapter 26: Expense Management
Use Expense Management to enter and manage expenses incurred by employees. You can use Expense Management
programs to enter, approve, and correct expense transactions, and to set defaults used in the expense approval process.
You can also define payment methods and determine whether they are reimbursable.
Employees, managers, and department supervisors typically use Expense Management to enter and manage their own
expense entries and the expense entries of other employees. When configured, an optional approval process can require
the approval of expense entries by authorized approvers.
Typically, employees enter their incurred expenses and then submit their expenses for approval. Authorized approvers
then review, correct, approve, or reject the expense transactions. Accounts payable (AP) invoices are generated so
employees are reimbursed for expenses they incur. Employees can assign an optional claim reference number to a
group of expenses during expense entry and then retrieve those expenses for easy reconciliation with AP invoices.
Employee Maintenance, Site Configuration Control, and Pay Method Maintenance are some of the programs you use
to set up the expense entry and approval processes.
Setup
This section describes the primary records you need to create for the Expense Management module. These
programs are contained within the Setup folder for this module. Only the primary records are described here.
workflow.
Site Configuration
Use the Site Configuration Control program to determine whether expense transactions require approval. You
also define the approval logic, or method, used to approve indirect expenses. Indirect expenses are not associated
with a specific project. You can set the approval method to approve transactions automatically, or to approve
transactions according to a setting in Employee Maintenance.
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Epicor ERP Application User Guide Expense Management | Chapter 26
1. Click the Site button to find and select the Site you need.
2. The Name of the selected Site displays for your information.
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3. Navigate to the Modules > Time and Expense > Expense sheet.
4. Select the Restrict Entry check box to restrict all employees from entering expenses for other employees.
When selected, you designate users who can enter expenses for a specific employee in Employee Maintenance.
Clear the check box to allow any user to enter expenses for any employee.
5. If you selected the Restrict Entry check box, you can select the Supervisor Allowed Entry check box to
allow designated supervisors to enter, modify, and delete expense transactions for the employees they
supervise. Employee supervisors are designated in Employee Maintenance.
6. Select the Submit on Save check box to automatically submit new expense entries when you click Save.
To override this Site setting, you can select or clear this check box in Time and Expense Entry.
7. Select the Approval Required check box to indicate all expense entries submitted by employees must be
approved.
8. The Create Default Approval Workflows button allows a user to decide a workflow approval the Epicor
application will create. The options include:
• Multi Level Approval
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• PM and Supervisor Approval
Example Assign the Multi Level Approval workflow

to an employee in order to require more than one
approval for their expense entry.
9. Use the Rights section to define whether approvers can delete or change expense transactions submitted
for approval by employees.
10. Use the Logic section to define the approval method for indirect expense transactions submitted by
employees. If the method is Automatic, expenses are automatically approved when submitted. If the method
is Employee, then the transactions are approved as defined in Employee Maintenance. You define the
project expense approvals method on the project.
11. Use the Expense Defaults section to define a default Expense Workflow Group used to approve expenses
if an expense workflow group is not defined in Employee Maintenance.
Employees
Use Employee Maintenance to define whether employees can enter expenses and then assign suppliers to them;
these expenses are then used for creating account payable invoices for reimbursement. If you set options in the
Site Configuration Control program to define approvals according to settings in Employee Maintenance, you
must also define whether an expense for a specific employee is approved automatically or by a specific workflow
group. You also assign a mandatory supervisor which may be used during the approval process, and you can
restrict who can enter expenses for another employee in this program.
For details about other setup requirements in Employee

Maintenance, review the chapter on Time Management and
the Personnel chapter in the Epicor ERP Implementation Guide.
Menu Path: Service Management > Expense Management > Setup > Employee
To set up an approval workflow for a specific employee:
1. On the Detail sheet, click the ID button to find and select the employee record you need. The selected
employee record displays on the sheet.
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2. You can also click the Person/Contact button to find and select the individual you want to define as an
employee.
If you have an individual who needs to be defined in

multiple records, such as a shop employee who is also a
buyer, you can define this person in Person/Contact
Maintenance first and then link this person record to the
other records throughout the application. To learn more
about this functionality, review the Personnel chapter in
3. Click the Supervisor button to find and select a supervisor for this employee. If Approval Required is
selected in Site Configuration Control, then each employee must have a designated supervisor. When you
use a manual approval process and you have not selected a workflow group in either Employee Maintenance
or Site Configuration Control, the supervisor is the approver.
4. Navigate to the Approvals > Expense > Detail sheet.
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5. Select the Enter Expenses check box to allow the employee to enter expenses in the application. Employees
cannot enter expenses in Time and Expense Entry if this check box is clear.
6. Click the Supplier button to find and select a supplier ID for this employee. The supplier ID is used to create
AP invoices for the employee when entering expenses for reimbursement.
If the employee does not have a supplier ID, you can

create one manually or, if configured in Company
Configuration, the application adds a supplier ID
automatically when you save the employee record.
7. Define the approval workflow for expense transactions submitted by this employee. Select the Auto Approve
Expenses check box to automatically approve expense transactions.
8. Optionally, select a workflow group in the Expense Group field to designate a workflow group to approve
expense transactions.
9. You can view the workflow group you selected. To do this, click the Approval Tasks tab.
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10. Expand the workflow group tree to review the different tasks defined for the workflow group.
Restrict Entry
If you selected the Restrict Entry check box in Site Configuration Control, you must also define who can enter
expenses for specific employees in Employee Maintenance. Designated users can enter expenses for employees
in Expense Entry.
To restrict an entry:
1. Navigate to the Production Info sheet.
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2. In the User Name field, select the user who can enter expenses for the employee.
The designated user can now enter expenses for the employee in Expense Entry.
Payment Method
Use Pay Method Maintenance to define the methods used to pay expenses. Employees associate a payment
method with individual expense transactions when entering expenses in Expense Entry. Payment methods indicate
the method by which the expense was paid, such as cash or credit card. Payment methods also determine whether
an employee receives reimbursement for an expense, and whether an AP invoice is created for the employee
entering the expense.
Menu Path: Service Management > Expense Management > Setup > Payment Method
To enter a new payment method:
2. Enter the name of the Payment Method.
3. Verify the Scope field is set to AP.
4. Define whether an expense associated with this payment method is reimbursable to employees. Select the
Reimbursable check box to indicate employees receive reimbursement for an expense associated with this
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method, or clear the check box to indicate the expense is company-paid and resources do not receive a
reimbursement.
5. Clear the Inactive check box to indicate the payment method is available for employees during expense
entry.
Miscellaneous Charge/Credit
Use the Miscellaneous Charge/Credit program to define expense details.

Menu Path: Service Management > Expense Management > Setup > Miscellaneous Charge/Credit
1. Click the down arrow next to the New button on the Standard toolbar and select New Charge.
2. Enter a unique code for the Charge ID.
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3. Enter a description for the miscellaneous charge
4. If the miscellaneous charge is for employee expenses, select the Expense check box.
5. From the Type drop-down menu, indicate if the miscellaneous charge is a flat amount or a percentage.
6. The Inactive check box indicates the charge as inactive. The miscellaneous in unavailable to select within
the application.
Defaults as Active.
7. Click Save.
8. Navigate to the Expense Type Detail sheet.
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9. Select the Unit Based check box to indicate the miscellaneous charge is unit based.
10. Select the Chargeable check box if miscellaneous expense is able to be charged.
11. From the Tax Liability drop-down menu, specify if a tax liability is associated with the expense.
12. From the Pay Method drop-down menu, specify the payment method associated with the expense.
13. Select the Project check box to indicate if the expense can be selected for entry of project expenses.
14. Select the Indirect check box to indicate if the expense can be selected for entry of indirect (non-project)
expenses.
15. Select the Required check box to indicate if a comment is required for the expense.
16. In the Comment Instructions box, enter the required comments necessary for the expense.
17. Click Save and exit Miscellaneous Charge/Credit Maintenance.
Quick Entry Codes
Use Quick Entry Maintenance to define frequently used expense entries and associate them with a Quick Entry
code. You use Quick Entry Codes when entering expenses. When adding expenses in Expense Entry, you select
an expense quick entry code to populate the expense record with the defaults you define through this setup
program. You can create a set of expense quick entry codes for each employee record. Users can then choose
from the available expense quick entry codes linked to their employee record.
Using expense quick entry codes helps you add expense transactions faster and more efficiently. For example, a
quick entry code is useful when users are working on a project and entering expense records for the same task
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every day of the week. Your employees can select the expense quick entry codes they need, saving time and
ensuring accurate data entry.
Main Menu Path: Service Management > Expense Management > General Operations > Quick Entry
Code
Menu Path: Service Management > Expense Management > General Operations > Quick Entry Code
To enter a new quick entry code:
1. On the Detail sheet, click the Employee ID button to find and select the employee record. The selected
employee record displays in the sheet.
2. Navigate to the Expense > Detail sheet.
3. Click the Down Arrow next to the New button.
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4. Select New Expense Quick Entry.
5. In the Quick Entry field, enter a unique identifier for the quick entry code.
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6. If the expense is not associated with a specific project or production job, select the Indirect Expense check
box. If you select this check box, the Project and WBS Phase fields are not available.
7. If the expense is associated with a specific project, click the Project button to find and select the project
identifier you need.
8. Click the WBS Phase button or use the drop-down list to select the Work Breakdown Structure Phase you
need to associate with this expense quick code.
9. Enter an optional Expense Type as needed. Default values associated with the selected expense type default
into the remaining fields. Edit these values as you need.
10. Optionally, enter a Payment Method. If a payment method is selected, the Reimbursable check box
indicates whether the employee can be paid back for this expense.
11. Select a Tax Liability method. The value associated with the selected Expense Type displays by default.
12. Select the optional Tax Included check box if the expense amount includes tax.
13. Optionally, select an Expense Currency. This value indicates the currency you will use to record expenses
through this expense quick entry code within your general ledger.
You can create currency records for all the currencies

through which your company conducts business. To learn
how to enter and maintain multiple currencies, review
the Multi-Currencies chapter in the Epicor ERP
14. If the expense will be submitted using a different currency, select this option from the Claim
Currency drop-down list.
16. The quick entry code displays in the Tree View. Notice that all of the time quick entry codes and expense
quick entry codes or the selected employee display on this Tree View.
Operations
This section details the operations available within the Expense Management module. Each operation is described
as a workflow (or sequence) to help guide you through the process from start to finish. These programs are
primarily found within the General Operations folder for this module. If a unique setup record is required to run
the operation, this record is also described in this section.
Expense Entry
Use Expense Entry to enter employee expenses and submit them for approval. You can enter expenses for
internal transactions such as general supplies or training, or for transactions associated with a project. After
expense transactions are entered, you can view, modify, recall, and copy them. You can also monitor the status
of entered transactions and enter comments for approvers.
The sheets in Expense Entry provide different ways for entering expenses. The sections that follow demonstrate
some of the ways you can enter expenses.
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Menu Path: Service Management > Expense Management > General Operations > Time and Expense Entry
Expense Entry Detail
Use the Expense > Detail sheet to enter a single expense transaction and submit it for approval.
To enter a new expense transaction:
the employee for whom you are entering an expense.
2. Navigate to the Expense > Detail sheet.
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3. Click the Down Arrow next to the New button; select New Expense.
4. The current date displays in the Expense Date field by default; if you need, select a different date.
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5. If you want to group multiple expenses and reconcile them with an AP invoice, enter an optional Claim
Reference number.
6. Select the Indirect check box to indicate the expense is internal, non-project related. Clear the check box
to indicate the expense is project-related. When the expense is project related, you can enter the Project
and WBS Phase for which the expense was incurred.
7. In the Expense Type field, select the type of expense you incurred. Values defined for the selected Expense
Type may populate the remaining fields. For example, an expense type determines if an expense is unit-based,
chargeable, or requires a comment, and may default a payment method and tax liability.
8. Select a Payment Method to apply to the expense. The Reimbursable check box is selected by default if
the payment method associated with the expense is reimbursable.
9. The Expense Currency and Claim Currency for the expense display in the fields. If you are reimbursed in
a different currency, change the claim currency.
10. Select the Tax Liability for the expense.
11. Enter the Expense Amount. Select the Tax Include check box if the expense amount includes tax, or clear
the check box if the amount does not include tax.
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12. Enter an Expense Comment if an instruction appears in the Expense Comment Instruction field. Optional
Expense Comment Instructions are associated with the Expense Type, and they define required information
for the expense entry.
13. Navigate to the Expense > Comment > Detail sheet to enter new comments or review existing records. The
comment types are:
• SUB - Submit
• APP - Approve
• REJ - Reject
• INV - Invoice
You can directly enter the Submit and Approve type

comments. The Reject and Approve comments are
available to view after an approver either rejects or
approves an expense with comment.
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15. The application calculates the tax for the expense and the Claim Total Amount displays.
16. Select the Submit on Save check box to automatically submit new expense entries when you click Save.
Selecting or clearing this check box in Time and Expense Entry overrides the default value selected for
the Site.
17. The status of the expense is Entered until you submit it for approval.
18. The AP Invoice ID and AP Invoice Status fields populate when an AP Invoice is created for a reimbursable
expense.
Expense Entry List
Use the Expense > List sheet to quickly enter and submit multiple expense entries; each row is an expense
entry. Fields in this sheet display in a grid format for easy entry. Tab through the fields to enter values.
To enter multiple expenses in the Expense > List sheet:
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1. Navigate to the Expense > List sheet.
2. In the Calendar, select the date you incurred the expense.
3. Click the Down Arrow next to the New button; select New Expense.
4. A new row displays in the Employee Expenses grid.
5. Enter a Claim Reference number (optional), the Project ID associated with the expense, the Expense
Type, and the Payment Method.
6. Tab to the Expense Amount field and enter the expense amount with tax included.
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7. Select the Tax Include check box to indicate the tax is included in the expense amount.
8. Use the scroll bar to review the remaining fields.
9. When you finish, click Save on the Standard toolbar. Repeat these steps to enter more expenses.
10. Select all the expense rows.
11. Click the Submit button to submit the expenses.
Calendar View Expense Entry
The Calendar sheets display your expense entries for review by day, week, or month. You can also use the
Calendar to enter expenses.
1. Navigate to the Calendar sheet.
2. Select a date in the Calendar section.
3. You can view the Day, Week, or Month for the selected date. Click the Month tab.
4. The Month of the selected date displays with the date highlighted. Right-click and select New Expense.
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5. The Expense > Detail sheet displays.
6. Enter the Expense Type, Payment Method, and Expense Amount. Depending on the configuration of
your application, default values may populate the remaining fields. You can change these values as needed.
Selection Calendar
You can use the expense entry selection Calendar to review and manage your expense entries and the expense
entries of your employees. The selection Calendar determines the expense transactions that display in the expense
entry tree, indicates the status of the transactions, and loads transactions into the expense entry sheets for review.
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1. On the Employee sheet, enter your Employee ID. By default, the current date is selected in the Calendar.
2. Review the selection Calendar. If a number has a color, it indicates a transaction is entered on this date:
• Yellow - Expense transaction
• Green - Time transaction
• Blue - Both a Time and Expense transaction
• Red - Rejected transaction
3. Select a date in the selection Calendar to review expense transaction details. You can click and drag to
select and view multiple dates.
4. In the Tree View, expand the My Expenses node to see the transactions. Icons indicate the status of a
transaction. In this example, the transaction entered on 01/11/2010 has a Submitted status for approval as
indicated by the icon with the blue S. Other transaction statuses include Entered, Partially Approved, and
Approved.
5. In the tree, select a date.
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6. The transaction details for that day display on the Expense > Detail sheet.
7. Click the List tab to view a list of each expense entry. Each entry for the dates selected in the Calendar
displays in a separate row. Use the scroll bars to review the details.
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8. Click the Calendar tabs to view entries in the calendar. You can select Day, Week, or Month. In this
example, the entries display in the weekly calendar. Move your mouse over an entry to view details.
9. Click the Approvals tab to see who is assigned to approve the transaction.
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10. Click the Tax tab to view details of the tax amounts included in an expense transaction.
Expense Group
Use Expense Group Maintenance to attach a document to expenses grouped by a claim reference number. You
can attach a document that includes a list of scanned receipts associated with the same claim reference number.
The AP invoice includes a link to the expense group where other users, such as AP clerks, can review the receipts
document before issuing the AP invoice.
This program uses the Enterprise Content Management

functionality. This toolset defines types of files you can attach
to records and the third-party applications that can display
these files. For more information about this functionality, refer
to the Enterprise Content Management chapter in the Epicor
ERP Implementation Guide and the application help.
Menu Path: Service Management > Expense Management > General Operations > Expense Group
To attach a document to an expense group:
1. On the Detail sheet, click the Employee button to find and select your employee ID number.
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2. Click the Expense Group button to find and select the claim reference number for the group of expenses.
3. Click the Attachments button on the Standard toolbar.
4. The Attachments sheet displays.
6. The Attachment Management window displays.
7. Select the kind of document you wish to attach from the Doc Type drop-down list.
8. Click the Browse button to find and select the file you wish to attach.
9. Enter the Title of the document you will link to the expense group.
10. Click OK.
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11. The document is now attached to the expense group. It displays within the Attachments grid.
12. You can remove the document by selecting it on the grid and clicking the Delete button.
13. To display the file within its associated third-party application, select the file and click the View button.
Expense Entry Search – Claim Reference
Use the Expense Entry > Search sheet to search for a group of expense transactions by a user-defined claim
reference number or an accounts payable invoice number. The search retrieves the expenses that match your
criteria in a read-only format. You can use the search results to reconcile submitted expenses with an invoice you
have received from your accounts payable department.
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the employee for whom you are entering an expense.
2. Navigate to the Expense > Search sheet.
3. Click the Expense Search button.
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4. In the Employee Expense Search window, enter the claim reference number you assigned to your group
of expenses. The expenses associated with the claim reference number display in the Search Results grid.
5. To select all the expenses in the claim, click Select All and then click OK.
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6. On the Expense > Search sheet, scroll to the Total Claim Amount field, right-click, and select Show
Summaries.
7. Right-click the Sigma symbol, select the Sum check box, and click OK.
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8. The Total Claim Amount displays. Compare this amount with the total on your invoice. If the totals match,
all expenses in the claim have been approved and processed.
9. If the totals do not match, you can scroll to the Invoice field and verify that each expense in the claim has
an invoice number. If an invoice number is missing, the expense may not have been processed.
Approval Workflow
Configure the application to define an approval workflow for expense transactions entered by employees and
submitted for approval in Expense Entry. You can define expense approval workflows for both indirect expenses
and project expenses.
You define approval workflows for indirect expenses through Site Configuration Control. Once you set an option
to require approvals for expense transactions, you then define the approval method as Automatic or Employee.
If you define an approval method as Employee, additional setup is required in several programs, including Employee
Maintenance.
Supervisor approval is the default approval workflow for the application when approvals are required. To use
this approval workflow, you select the Approval Required check box in Site Configuration Control.
When a workflow uses Employee as the approval logic method and you want to designate a group of employees
as approvers, you must also set up an expense workflow group for approving expense transactions. A workflow
group contains the tasks, task sets and group members assigned to an approver role. Once you create an expense
workflow group, you can associate it with a specific employee in Employee Maintenance, or you can set it as the
default expense workflow group in Site Configuration Control to apply it to all employees.
An approval workflow for project expenses is similar to a

workflow for indirect expenses, except that you have the
additional option to use a workflow defined on a project or a
project Work Breakdown Structure (WBS) phase. Also, the
approval logic, or method, used for project expenses is set on
the project instead of in the Site Configuration Control
program.
A graphical representation of the approvals workflow for indirect expenses is found within the chapter concerning
Time Management - Approval Workflow section.
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To help define an expense approval workflow, includes pre-defined approval workflow groups are available to
use as templates to define an expense workflow. These pre-defined workflow groups include the roles, task type,
and task sets. Available workflow groups:
• Project Manager & Supervisor Approval
• Multiple Level Approval
If you use the Multiple Level Approval workflow group as your template, assign group members to the approval
roles in Workflow Group Maintenance. If you use the workflow groups Supervisor Approval, Project Manager
Approval, or Project Manager & Supervisor Approval as your template, you do not assign group members to the
approval roles in Workflow Group Maintenance because the application uses the supervisor of the employee
and/or the project manager of the project as approvers.
Before you can use the pre-defined workflow groups, you must first set up your Site to require approval for
expense transactions by selecting the Approval Required check box in the Site Configuration Control > Expense
sheet.
You can define expense approval workflows using a pre-defined

workflow group template or manually defining your own
workflow group. This chapter describes how to create a
workflow using a pre-defined workflow group template. The
process for creating approval workflows without using a
pre-defined workflow group template is discussed in the Time
Management chapter.
Tasks
An approval task is a combination of a task and a corresponding approval role. Different roles are used in the
different workflow groups. The following example shows the approval roles in the pre-defined approval workflow
groups.
Roles
Each approval task requires an approver role code.

Menu Path: Service Management > Expense Management > Setup > Role Code
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1. Notice the selected role includes a Role code identifier and a Description.
2. The selected check box in the Time and Expense Options section identifies the role as the Time and
Expense Approval role. The Time and Expense Approval role is used for the First Approval role and the
Second Approval role.
If you select more than one approver role option, tasks

will be created for all individuals matching those role
criteria.
Tasks
The following example shows the approval tasks in the pre-defined approval workflow groups. Different tasks
are used in the different workflow groups.
Menu Path: Service Management > Expense Management > Setup > Task
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1. Notice the required role code of First Approval is assigned to the corresponding First Approval task.
2. The required Task Type is Time & Expense Approval.
3. Select the Mandatory check box to indicate the task is required.
4. Select the Any Approver check box to assign multiple approvers to the role, but you only want to require
one of them to approve a transaction. Clear the check box to require all users in the role to approve a
transaction.
Task Sets
A task set is a group of organized tasks and milestones. An expense approval task set includes all the approval
tasks required to approve an expense transaction.
Menu Path: Service Management > Expense Management > Setup > Task Set
The example here shows the pre-defined task sets used by the four pre-defined approval workflow groups.
1. Click the Down Arrow next to the New button; select New Task Set..
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2. Enter a task Set ID and a Description for the task set.
3. Click the Workflow Type drop-down list and select Time & Expense.
5. Add milestones for each approval task included in the task set. To do this, add a new milestone for each
task in sequential order, such as First Approval and Second Approval.
6. Select the First Milestone check box for the milestone that begins the series.
7. Click Save after adding each new milestone.
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8. On the second milestone, clear the First Milestone check box .
9. Associate each milestone with the next milestone. To do this, select the First Approval Task milestone.
10. Click the Down Arrow next to the New button; select New Next Milestone .
12. Click the Next Milestone drop-down list and select the Second Approval Task.
13. Click Save.
14. When you finish, the task set structure is defined in the Task Sets tree.
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Workflow Group
An expense approval workflow group consists of an approval task set and the group members assigned to the
approver roles. You assign group members to the roles in Workflow Group Maintenance.
You can copy a pre-defined workflow group, re-name it, and

edit it as needed to quickly create other workflow groups.
The next example applies only to the pre-defined Multiple Level Approval workflow group. If you use one of the
other pre-defined groups, you do not need to assign group members because the application uses the employee
supervisor and/or the project manager. After you assign group members to the pre-defined approval workflow
group, you associate the workflow group with a specific employee in Employee Maintenance or you apply the
workflow group to all employees by setting it as the default in Site Configuration Control. You can also associate
the workflow group with a specific project or WBS phase in Project Entry.
Menu Path: Service Management > Expense Management > Setup > Workflow Group
To assign group members to the pre-defined Multiple Level Approval workflow group:
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2. In the Workflow Type field, select Time & Expense.
3. Click the Workflow Group button to find and select the Multiple Level Approval workflow group.
4. The Description and Default Task Set fields are populated with the required values.
6. The Group Member > Detail sheet displays.
7. In the Member field, select the employee you want to add to the workflow group.
8. In the Role field, select the approval role you want to assign to the group member from the approval task
set.
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10. To continue to add members to the workflow group, repeat steps 5-9 but a select different Member and
Role from the drop-down menu.
Workflow Setup Example – Indirect Expenses
The following example defines an approval workflow for indirect expenses. This workflow uses Employee as the
approval method for expense transactions, and it applies a specific expense workflow group to a specific employee.
1. Click the Site button to find and select the Site you need.
2. The Name of the selected Site displays for your information.
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3. Navigate to the Modules > Time and Expense > Expense sheet.
4. Select the Approval Required check box to require approval of all expense entries submitted by employees.
5. Select the method for approving indirect expense transactions in the Indirect Approval Logic field. Select
Employee to approve expense transactions as defined in Employee Maintenance.
6. If desired, select an optional default Expense Workflow Group.
Menu Path: Service Management > Expense Management > Setup > Employee
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1. On the Detail sheet, click the ID button to find and select the employee record you need.
2. Clear the Auto Approve Expenses check box.
3. In the Workflow Group field, select the expense approval workflow group Multiple Level Approval.
Indirect expense transactions submitted for approval by this employee are sent to the employees who belong to
the Multiple Level Approval workflow group for approval.
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Link Workflows to a Project
Through Project Entry a user is able to define an approval process for expense transactions entered by employees
on a project WBS phase.
Menu Path: Service Management > Expense Management > General Operations > Project Entry
The example below displays how to link one of the predefined workflows to a project.
1. Click the Project button and select the project to assign the workflow.
2. Navigate to the WBS > Approvals > Expenses > Detail sheet.
3. In the Approvals Method drop-down list, select Project.
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4. Click the Workflow Group button, search for and select the Workflow Group to assign.
5. The Approval Task Set and Description fields automatically populate.
6. Navigate to the Approval Tasks sheet to review the workflow.
7. Click Save and exit Project Entry.
Expense Approval
Use the Time and Expense Approval program to review, approve, or reject expense transactions submitted by
employees. Depending on the configuration of your company, authorized approvers can modify submitted
transactions, or delete existing transactions during the approval process. Approvers can enter optional comments
for review by the submitters of the transactions.
Menu Path: Service Management > Expense Management > General Operations > Time and Expense Approval
To approve expense transactions:
2. All expense transactions submitted by employees for your approval display on the Expense > List sheet;
each expense transaction displays on a separate row.
3. Use the Expense > Comments sheet to review any comments entered by the submitter.
4. Select the row you want to approve; or, click the Select All button to select all rows for approval.
5. To approve the transaction(s) without entering comments, click the Approve button.
6. To enter comments for the submitter, click the Approve With Comment button.
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7. Use the Search button on the Standard toolbar to search for transactions.
This buttons allows an approver to search for time transactions that were already approved or rejected. This
is useful if the a time transaction was approved or reject erroneously.
Once the transaction is approved, it no longer displays in the grid.
Reject Expense Transactions
To reject expense transactions:
2. Expense transactions submitted by employees for your approval display on the Expense > List sheet; each
expense transaction displays on a separate row.
3. Select the row you want to reject.
4. Navigate to the Approvals sheet to review a list of approvers who have approved this transaction and a
list of pending approvers to approve this transaction.
5. To reject the transaction without entering a comment, click the Reject button.
6. To reject the transaction and enter an optional comment, click the Reject With Comment button.
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7. The Approve/Reject Comment window displays.
8. Enter your comment and click OK.
The transaction is rejected and no longer displays in the window.
Generate AP Invoices for Expenses
Use the Generate AP Invoices for Expenses program to generate AP invoices for reimbursable and company-paid
expenses. After generating invoices, users such as AP clerks can open the invoices in Accounts Payable Invoice
Entry. Once the invoices for reimbursable expenses are posted, they are available for issuing expense payments
to the employees who incurred the expenses. You can also set up the Generate AP Invoices for Expenses program
to run through an automatic recurring schedule.
Menu Path: Service Management > Expense Management > General Operations > Generate AP Invoices for
Expenses
To run the Get Employee Expenses process:
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1. On the Selection sheet, click the Inv Group button to find and select the invoice group for which you are
generating invoices. If the group you entered does not exist, the process will create a new group.
2. Leave the From Date and To Date fields clear to generate invoices for all approved expenses. You can enter
a date range in these fields to generate invoices for expenses incurred on or between these dates.
3. Click the Filter tab if you want to limit the generated invoices to specific employees.
4. When you finish, click the Generate Only button on the Standard toolbar.
The application processes the approved expenses and generates AP invoices. When the process is complete, you
can open the invoices in Accounts Payable Invoice Entry.
Reports
This section describes a key report you use to track employee expense transactions. You can run this report
whenever you need. You can also set up the report to generate and print through a regular schedule. Review
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Employee Expense Report
Use the Employee Expense Report to generate and print a report for project and indirect expenses. You can use
this report to track expenses or to attach to receipts and other expense documentation to submit to the Accounts
Payable department for expense reimbursement. This report can be executed for you and any employees that
report to you.
The Expense Management module includes an Employee Expense Report to help you manage your employees’
expenses and your own.
Menu Path: Service Management > Expense Management > Reports > Employee Expense
1. In the Report Options area, specify the time frame to include in the report.
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2. If desired, enter the Claim Reference Number or AP Invoice Number associated with the expenses.
3. Select the Expense Statuses you wish to include in the report.
4. Use the Filter sheet to find and select the ID of the employee whose expenses you want to review. You can
select one or more employees.
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Epicor ERP Application User Guide Deferred Revenue Accounting | Chapter 27
Chapter 27: Deferred Revenue Accounting
Use the Deferred Revenue Accounting module to recognize deferred revenue based on user-defined amortization
codes. Deferred revenue stems from the accounting concept of revenue recognition, under which revenues are
recognized only when the earnings process is complete.
If funds are received and no goods or services were provided, the process is incomplete and revenue cannot be
recognized. In this case, a deferred revenue liability is recorded. Specifically, the deferred revenue account is credited
and cash, or other assets, are debited.
The application’s deferred revenue functionality is flexible and allows you to update posted deferred revenue invoices,
simultaneously place multiple amortization periods on hold, and easily and accurately recognize revenue for your
company. Deferred revenue can be enabled for a customer, product group, service contract, and Accounts Receivable
invoice line.
Reports in the module offer various views of revenue recognition and amortization details. The DRA Forecast Report
displays a forecast of revenue that will be recognized in future amortization periods. The DRA Reconciliation Report
provides the data to review discrepancies between revenue that should be posted on a specified date and the actual
date when revenue is recognized. The report details are sorted by GL account.
Setup
This section describes the setup programs within the Deferred Revenue Accounting module. These programs are
contained within the Setup folder for this module. You can also review the Company Configuration chapter of
the Epicor ERP Implementation Guide for more information.
Deferred Revenue Accounting
Use the Deferred Revenue Accounting functionality to determine how and when you recognize deferred revenue.
This section contains an overview of the main setup options.
Fiscal Calendar Maintenance
Use Fiscal Calendar Maintenance to create and edit fiscal calendars. You can use a fiscal calendar to structure
amortization recognition dates. For example, to recognize revenue on a weekly basis, you can set up a fiscal
calendar with weeks as periods. Revenue will then be recognized at the end of every week.
Note that the fiscal calendar defined for revenue amortization and selected for the Revenue Amortization Code
does not have to be the same fiscal calendar used for the GL books. However, a fiscal calendar defined for revenue
amortization can be used only to generate amortization periods based on amortization dates. Once the amortization
periods are generated, the posting engine defines which periods are affected in the GL books.
Create a Fiscal Calendar
Menu Path: Financial Management > Deferred Revenue Accounting > Setup > Fiscal Calendar
To create a fiscal calendar:
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Chapter 27 | Deferred Revenue Accounting Epicor ERP Application User Guide
2. Enter a Calendar identifier for this record. This identifier displays within other programs and reports.
3. Enter a Description for the fiscal calendar. Use this text to help explain the purpose of the fiscal calendar.
4. Click the Down Arrow next to the New button; select New Fiscal Year.
5. The current year displays in the Fiscal Year field and the current date displays in the Start Date field for
the first fiscal year of the fiscal calendar.
6. If you want to add a suffix to differentiate the fiscal year, for example, by a quarter, enter a Year Suffix.
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7. Select the End Date of the fiscal year. There is no default value for this field.
8. Enter the Number of Periods you want to allocate for the fiscal year. The default value is the number of
periods on the previous fiscal year. If a previous fiscal year does not exist, the default value is 0, but you
must select a number of 1 or greater.
10. From the Actions menu, select Generate Periods.
11. The Generate Periods window displays.
12. The Year and Start Date fields are filled in with the information you entered when you created the fiscal
year.
13. If necessary, complete the End Date and Period Duration fields. The default value of Period Duration is
1.
14. Click Generate.
Fiscal periods are used to structure amortization and

revenue recognition dates.
15. Verify that the message displays the correct number of fiscal periods created and click OK.
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Use Amortization Maintenance to define the amortization duration, amortization period frequency, and
recognition amount for each period.
Available amortization calculation methods:
• Equal Amounts – Use the equal amount calculation method to calculate the same amount for each
amortization period.
• Last Period – Use the last period calculation method to recognize 100% of the revenue amount in the last
amortization period.
• Actual Days – Use the actual days calculation method to recognize revenue based on the number of days
in the period and not on a fixed percentage basis. The revenue distribution depends on the invoice date and
the number of periods in the amortization schedule.
Review application help for the equation used to calculate the

Actual Days method.
Once an amortization code is created, the code can be used to enable default amortization details assigned to
a specific product group, customer, or service contract code. For example, you enable deferred revenue billing
for Dalton Manufacturing. When you create an invoice for this customer, the Defer check box is selected
automatically and the amortization code linked to the customer record displays.
Create a Revenue Amortization Code
Menu Path: Financial Management > Deferred Revenue Accounting > Setup > Amortization Code
To create a revenue amortization code:
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1. Click the Down Arrow next to the New button; select New Amortization Code.
2. Enter a Code identifier.
3. Add a Description for the code.
4. In the Scope drop-down list, select AR.

The Active check box selects automatically when you add a new amortization code.
5. Select the appropriate Fiscal Calendar.
6. In the Duration field, enter the number of fiscal periods over which the schedule is amortized.
7. Select the Use Contract Expire Date check box if you want the amortization period duration to use the
contract expire date for the calculation.
8. Click the Calculation Method drop-down list to define how revenue is recognized. Available options:
• Equal Amounts - the same amount is recognized during each period.
• Last Period- revenue is recognized only in the last period.
• Actual Days - the revenue amount is based upon the number of days within a period.
9. Click Save.
Customer Maintenance
Use Customer Maintenance to set up invoicing defaults for a customer.

Menu Path: Financial Management > Deferred Revenue Accounting > Setup > Customer
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Enable DRA Billing
To enable deferred revenue billing for a customer, do the following:

Menu Path: Financial Management > Deferred Revenue Accounting > Setup > Customer
1. Click the Customer field and select the customer for who you want deferred revenue billing set up.
2. Customer details display in the Customer Address and Territory panes.
3. Navigate to the Billing > Detail sheet.
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4. Select the Deferred Revenue check box.
5. Select a schedule from the RA Schedule drop-down menu that is now enabled.
6. Click Save.
Operations
This section details the operations you can use within the Deferred Revenue Accounting module. Operation steps
are described as a workflow to help guide you through the process from start to finish. These programs are
primarily found within the General Operations folder for this module.
AR Invoice Entry
Use AR Invoice Entry to enter and post a deferred revenue invoice line.
Create a Group
To create a group:
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2. Enter a Group identifier.
3. Select the Invoice Date and Apply Date.
4. Click Save.
5. Click the Down Arrow next to the New button; select New Miscellaneous Invoice.
You can apply deferred revenue to all invoices in AR

Invoice Entry. For the purpose of this guide, the deferred
revenue is applied to a miscellaneous invoice.
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6. Select the appropriate Sold To Customer.
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8. Enter a Part/Rev and a Description for the deferred revenue line.
9. Enter a Quantity and Unit Price.
10. Select the Defer check box.
11. Select the RA Code for the invoice line. This code is used to schedule amortization dates and revenue
recognition.
Depending on the product group, customer, or service

contract selected for the invoice, the revenue amortization
(RA) code may default. The default RA code is set up in
Product Group Maintenance, Customer Maintenance,
and Service Contract Code Maintenance respectively.
Note you can modify the default deferred revenue
settings at the invoice line level.
12. If required, in the End Date field, enter a date to override the default end date for the amortization schedule.
If the invoice line is for a service contract and the Use

Contract Expire Date check box is selected in Revenue
Amortization Maintenance, the End Date field populates
with the Expire Date field from the service contract.
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13. Click the Get Defaults button to pull in the default GL account.
15. The Generate Amortization Schedule window displays.
16. Click Yes to create a schedule.
Generate and Review Amortization Schedule
Do the following to generate an amortization schedule and review using the AR Invoice Action menu:
1. You can also generate a revenue amortization schedule from the Actions menu by selecting Line > Revenue
Amortization > Generate Revenue Amortization Schedule.
2. Navigate to the Line > Amortization sheet.
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3. Review the generated amortization schedule for the invoice line that displays in the Revenue Amortization
Schedule grid.
4. You can update revenue amortizations “on the fly,” for example, by updating the Percent and Amount
fields.
5. Use the Actions > Line > Revenue Amortization > Restore Amortization Schedule command to restore
the schedule back to the original from the revenue amortization code. The original schedule displays on the
Revenue Amortization Schedule grid.
If there is a rounding difference, the difference is

recognized in the last amortization period. The
application’s logic always calculates the percentage first
and then multiplies the percentage by the revenue
amount.
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6. You can also use Partially Defer option for the line. Tick Partially Defer check box.Deferred% field
enables. Enter required amount and regenerate amortization schedule to see the result.
8. The AR Invoice Post Process window displays.
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9. Click Submit.
Revenue Recognition
Use Revenue Recognition to recognize revenue for selected amortization periods.

From the Actions menu, select Get Amortizations to populate the Amortizations grid with available invoices.
When the process is submitted, the appropriate GL journals are created and revenue moves from the deferred
revenue account to the corresponding sales account.
Recognize Revenue
Menu Path: Financial Management > Deferred Revenue Accounting > General Operations > Revenue Recognition
To recognize revenue:
1. On the Detail sheet, in the As of Date field, select the appropriate date.
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2. Navigate to the Filter sheets to filter revenue recognition by Customer, AR Invoice, or Service Contract.
3. On the Detail sheet, from the Actions menu, select Get Amortization.
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4. Available records display in the Amortizations grid.
5. From the Actions menu, select Edit List.
6. The Deferred Revenue Recognition - Edit List window displays.
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7. Click Print Preview. Review the edit list, then close it and exit the Deferred Revenue Recognition - Edit List
window.
8. Click Submit.
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9. The records clear from the Amortizations grid.
AR Invoice Tracker
Use the AR Invoice Tracker to view revenue amortization schedules and the status of revenue amortization periods.
Amortization periods can be unposted, posted, or on hold. If applicable, a hold Reason and Hold Text display.
View Revenue Amortization Information
Menu Path: Financial Management > Deferred Revenue Accounting > General Operations > Invoice Tracker
To view revenue amortization information:
1. In the Invoice field, enter or search for and select the correct invoice.
1626 10.1.600
3. In the Recognized field, view the amount of recognized revenue for the invoice line.
4. Use the Revenue Amortization Schedule grid to view the status and details of amortization periods.
Posted Invoice Update
Use Posted Invoice Update to review and modify revenue amortization schedules for posted invoices. You can
edit amortization dates and percentages for posted invoices. You can also apply deferred revenue accounting to
posted invoices which are not currently set to defer revenue.
Update a Posted Invoice
Menu Path: Financial Management > Deferred Revenue Accounting > General Operations > Posted Invoice
Update
1. In the Invoice field, enter or search for and select the correct invoice.
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1628 10.1.600
3. In the Revenue Amortization Schedule grid, you can change the Amort Date, Percent or the Amount
for the periods, if required. In order to change a scheduled amortization date, the new date must fall within
the same period.
4. You can also partially defer previously deferred revenue. Select the Partially Defer check box and enter
percent in the Deferred% field.
5. Select the Hold check box to place a period on hold. If a period is on hold, it is not recognized until the
Hold status is removed.
6. In the Reason field, select a reason code for the period on hold.
If an amortization period has been recognized, no changes

can be made to the date or percentage. However, you
can update dates and percentages for remaining,
unrecognized periods in the amortization schedule.
7. Use the Reclassification tab fields to define Reclass Code, Reason and enter Comments for the
reclassification if necessary.
8. When you have made all required changes, click Save.
Apply Deferred Revenue to a Posted Invoice
1. If you want to defer revenue for a posted invoice which is not currently set to use deferred revenue, navigate
to the Line > Detail sheet.
10.1.600 1629
2. Select the Defer check box.
3. Select the RA Code for the invoice line.
5. The Generate Amortization Schedule window displays.
6. Click Yes to the message that displays to generate a schedule.
1630 10.1.600
7. From the Actions menu, select Revenue Amortization > Post to Deferred Revenue.
8. The Posted Invoice Update Posting window displays.
9. Click Submit. This action clears the Sales account, and charges the Deferred Revenue account.
Hold / Unhold Amortization Periods
Use Hold / Unhold Amortization Periods to place a number of amortization periods on hold. Revenue is not
recognized for periods that are on hold. Enter a hold reason and necessary text that relates to the hold.
Place Amortization Periods on Hold
Menu Path: Financial Management > Deferred Revenue Accounting > General Operations > Hold/Unhold
Amortization Periods
To place amortization periods on hold:
1. Select the appropriate Apply Date.The current date displays as default.
10.1.600 1631
2. Select a Hold Reason and enter the description in the Hold Text field. If you disable the Hold check box
for a period, the Hold Reason field automatically clears.
The reason codes available to place revenue amortization

periods on hold are created in Reason Code Maintenance.
To create a hold reason, select Deferred Revenue as the
Reason Type in Reason Code Maintenance.
3. If necessary, use the Filter sheet to narrow hold processing results.
4. On the Selection sheet, select a Get Amortization Option. Available options:

• All Records
• All Records On Hold
• All Records Not On Hold
5. From the Actions menu, select Get Amortizations.
6. In the Amortization Periods grid, select the Selected check box for the invoice amortization periods you
want to place on hold.
1632 10.1.600
7. Click Submit. The records clears from the Amortizations grid.
8. If necessary, navigate to the AR Invoice Tracker’s Line > Amortization sheet.
10.1.600 1633
9. Verify the amortization periods were put on Hold.
Reports
This section describes some key reports you can use to review deferred revenue transactions. You can run these
reports whenever you need. You can also set up each report to generate and print through a recurring automatic
on how to link a report to a recurring schedule.
DRA Forecast Report
Use the DRA Forecast Report to review a forecast of the revenue to be recognized in future periods. The report
is grouped by invoice. You can view the line number, total revenue of the invoice, and amount remaining to be
recognized for the invoice.
Four columns, or buckets, display for each report (for example, 06/30/2016, 07/31/2016, 08/31/2016, and
09/30/2016). You can view the amount to be recognized for each of the four columns and the Period Total which
reflects the total deferred revenue to be recognized in the period. You can view the grand total of deferred
revenue for the report date range and the total amount to be recognized in each date column.
Print a Forecast Report
Menu Path: Financial Management > Deferred Revenue Accounting > Reports > DRA Forecast
To print a forecast report:
1634 10.1.600
1. Select the As of Date for the report. This field defines the date of the report.
2. Select the Report Periods for the report.
3. Select a Hold Period Option for this report. Available options:

• Exclude On Hold
• Include On Hold
• Only On Hold
If necessary, use the Filter sheet to narrow the report

processing results by Customer or RA Code. You can then
select your Filter Summary options in the Selection sheet.
4. The Print Report Parameters check box is selected by default and indicates that the report parameters
and options will be printed at the end of the report. If you do not want to print report parameters, clear
this check box.
5. Select the Schedule to run the report. Select the Recurring check box to run the report on a repeated
basis. This check box is only available if a schedule other than Now is selected.
6. Select the Archive Period for which you would like to keep the report in the System Monitor for possible
reprinting. The default is 0 days and this report is deleted from the System Monitor shortly after it has been
printed.
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7. Select a User Description explaining a specific run of the report. This description displays in the System
Monitor. This field is useful if you need to distinguish between scheduled runs of the same program. For
example, John's Monday Production Program.
8. Click Print to print the report.
DRA Reconciliation Report
Use the DRA Reconciliation Report to review discrepancies between revenue that should be posted at a specified
date and the actual date when the revenue is recognized. The account details are sorted by general ledger
account.
Four columns, or buckets, display on each report. You can view the amount to be recognized for each of the
four columns and a Period Total which reflects the total deferred revenue to be recognized in the period.
Print a Reconciliation Report
Menu Path: Financial Management > Deferred Revenue Accounting > Reports > DRA Reconciliation
To print a reconciliation report:
1. Select the Book for which the report will print.
1636 10.1.600
2. Select the As of Date. This field defines the date of the report.
3. Select the Report Periods for the report.
4. Select the Display Details check box if you want customer and invoice details on the report.
5. Select a Hold Period Option for this report. Available options:

• Exclude On Hold
• Include On Hold
• Only On Hold
If necessary, use the Filter sheet to narrow the report

processing results by Customer or RA Code. You can then
select your Filter Summary options in the Selection sheet.
6. The Print Report Parameters check box is selected by default and indicates that the report parameters
and options will be printed at the end of the report. If you do not want to print report parameters, clear
this check box.
7. Select the Schedule to run the report. Select the Recurring check box to run the report on a repeated basis.
This check box is only available if a schedule other than Now is selected.
8. Select the Archive Period for which you would like to keep the report in the System Monitor for possible
reprinting. The default is 0 days and this report is deleted from the System Monitor shortly after it has been
printed.
9. Select a User Description explaining a specific run of the report. This description displays in the System
Monitor. This field is useful if you need to distinguish between scheduled runs of the same program. For
example, John's Monday Production Program.
10. Click Print to print the report.
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Epicor ERP Application User Guide Index
Index
A ap expense distribution report 1384
ap invoice balance report 1362
abc code hierarchy 961 ap invoice entry 1119, 1279
abc codes 972 ap invoice entry - group 1280
actions – create service call job 519 ap invoice entry - group, deferred expenses 1311
actions menu (demand contracts) 204 ap invoice entry - header 1281
actions menu (demand entry) 211 ap invoice entry - header, deferred expenses 1312
add a job operation 477 ap invoice entry - lines - amortization schedule, deferred expenses
add a line with manufacturing details 182 1315
add a price break 773 ap invoice entry - post invoices, deferred expenses 1315
add a price list 771 ap invoice entry – assets 1292
add a quote 406 ap invoice entry – debit memo 1295
add a revision (inspection plan) 847 ap invoice entry – detail line 1283, 1287
add a revision (specification) 843 ap invoice entry – get recurring invoices 1289
add a sales order, job, and purchase order 408 ap invoice entry – miscellaneous charges 1293
add a service operation 521 ap invoice entry – miscellaneous line, deferred expenses 1314
add a subcontract part 776 ap invoice entry – post invoices 1304
add a supplier part 773 ap invoice entry – print debit memo 1296
add a supplier part restriction 775 ap invoice entry – print group edit list 1303
add allocation codes 1490 ap invoice entry – tax 1294
add billing information 175 ap invoice entry – tax connect 1297, 1300
add co-parts 186 ap payment entry 1427
add contacts 177 ap payment entry – print group edit list 1438
add inspection plan and specification to part revision 860 AP Posted Invoice Update - Header 1310
add material 524 AP Posted Invoice Update - Summary 1309
add members 585 application help 93
add milestones 583 apply debit memo/prepayment 1353
add one time contact 187 apply deferred revenue to a posted invoice 1629
add part revision 226 approval 574
add production activity detail 648 approval workflow 370, 1591
add production detail 644 approve a logged ap invoice 1275
add production information 651 approve or void a logged ap invoice 1275
add rma inspection plan and specification to part revision 861 approve specification revision 845
add ship to information 176 approve the design 854
add skip lot control to suppliers 862 approve the inspection plan revision 855
adjust global scheduling order 722 approved supplier maintenance 934
adjustments 1306 ar adjustments 1207
advanced shipment notifications (edi 856) 219 ar invoice entry 1179, 1615
aged payables report 1365 ar invoice entry - groups 1180
aged receivables report 1246 ar invoice entry - header 1182
allocate inventory 297 ar invoice entry - line 1184
allocation batch entry 1489 ar invoice entry – adjust sales accounts on miscellaneous invoice
allocation code maintenance 1477 lines 1191
allocation history tracker 1496 ar invoice entry – cancel or adjust invoices 1197
allocation templates 291 ar invoice entry – credit memo 1188
alternate methods 552 ar invoice entry – get deposit payments 1201
alternate methods, check in 577 ar invoice entry – get recurring invoices 1195
alternate parts 554 ar invoice entry – get shipments 1192
amortization 1499 ar invoice entry – miscellaneous charge 1187
amortization maintenance 1265, 1612 ar invoice entry – post invoices 1206
amortization maintenance - add a gl control 1266 ar invoice entry – print a selected invoice 1203
amortization maintenance - create amortization code 1265 ar invoice entry – print multiple invoices 1204
amortization, enter amortization code 1499 ar invoice entry (generate service call) 530
amortization, GL control 1500 ar invoice entry (service contracts) 513
annotate course topics 107 ar invoice tracker 1626
annotate help topics 96 ar invoices – get project billing invoices 453
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Index Epicor ERP Application User Guide
ar reconciliation report 1250 C

ar reconciliation tracker 1243
ar reconciliation tracker - drill down 1243 calculate abc codes 973
ar reconciliation tracker - retrieve all records 1245 calculate global scheduling order process 720
asset addition entry 1123 calendar exceptions 541
asset annual schedule report 1145 calendar view expense entry 1580
asset class maintenance 1100 calendar view time entry 345
asset depreciation calculation 1127 Capture COS/WIP Activity 991
asset depreciation forecast report 1142 carrier codes 1006
asset depreciation report 1140 case management 148
asset disposal entry 1129 case management, case entry 153
asset group maintenance 1102 case management, case entry, call log 163
asset impairment entry 1131 case management, case entry, close case 169
asset labels report 1142 case management, case entry, job 160
asset maintenance 1111 case management, case entry, new case 153
asset maintenance - register 1112 case management, case entry, related information 155
asset maintenance – export 1115 case management, case entry, reopen case 170
asset maintenance – import 1114 case management, case entry, resolution 168
asset mass changes 1116 case management, case entry, rma 156
asset overview report 1144 case management, case entry, sales order 158
asset posting process 1135 case management, case entry, tasks, complete 165
asset register maintenance 1099 case management, case entry, topic 167
assign and update eco workflow 586 case management, knowledge base inquiry 171
assign inspection attributes 844 case management, topic 150
auto job firm process 639 case management, topic, add parent topic 150
auto job release process 640 case management, topic, add sub-topic 151
automatic transaction reversal 1530 case management, workflow group 149
case management, workflow group, member, add 149
case management, workflow stage 148
B cash receipt entry 1227
balance update process 1210 cash receipt entry - electronic interface 1422
bank account maintenance 1388 cash receipt entry - groups 1228, 1414
bank account maintenance – detail 1388 cash receipt entry - post receipts 1425
bank account maintenance – payment methods 1392 cash receipt entry – allocate 1232, 1418
bank adjustment entry 1408 cash receipt entry – allocated deposit payments 1234
bank adjustment entry – adjustment 1409 cash receipt entry – debit notes 1420
bank adjustment entry – summary 1408 cash receipt entry – deposit payments 1233
bank branch code maintenance 1387 cash receipt entry – electronic interface - select invoices 1422
bank fee maintenance 1398 cash receipt entry – header currency 1229
bank funds transfer 1412 cash receipt entry – invoice payments 1228, 1415
bank statement processing 1449 cash receipt entry – invoice selection 1230
bank statement processing, batches 1466 cash receipt entry – miscellaneous payments 1235
bank statement processing, create new statement 1458 cash receipt entry – post receipts 1237
bank statement processing, generate new cash movements 1460 cash receipt entry – select invoices 1417
bank statement processing, post statement 1462 cash receipts entry 1414
bank statement processing, quick matching 1452 cash receipts entry - other payment types 1422
bank statement processing, quick search 1463 change payment instrument status 1335
bank statement processing, statement header 1449 check in alternate methods 577
bank statement processing, statement lines 1455 check in and approve part revision 864
bank statement processing, statement workbench 1452 check in part revision 232
bank statement processing, unmatched transactions 1457 check in part revisions 577
base part records 547 check out parts 561
bill of lading 1084 check out the part revision 858
billing 412 check register 1471
build order from history 289 checklist tasks 404
build project analysis 427 classic menu 41
burden code actual percentage 390 close asset period/year 1137
burden codes 386 close billing schedule process 433
burden sets 387 close cash day 1448
buyer 758 close period entry 1532
buyer workbench 830 closing letters of credit 1178
co-part methods 572
1640 10.1.600
co-parts 571, 610 crm operations, salesperson pipeline 144

combine shipments 1033 crm setup 110
common sub-menu options 211 crm setup, customer 111
complete contract header information (service contract entry) crm setup, customer, contacts 113
504 crm setup, customer, industry classes 115
component parts 312 crm setup, customer, ship to 112
configuration session 273 crm setup, marketing activity 116
configurator designer 239 crm setup, marketing advertisement 116
configurator entry 234 crm setup, marketing campaign 118
configurator listing 277 crm setup, marketing campaign, events 119
configurator rules 261 crm setup, marketing list 120
configure the inspection plan 847 crm setup, marketing publication 117
consolidate to parent entry 1537 crm setup, sales region 125
consolidate to parent entry - detail 1538 crm setup, sales territory 132
consolidate to parent entry – post 1542 crm setup, sales territory, boundaries 132
consolidate to parent entry – source control 1540 crm setup, sales territory, salesperson, reassign 134
consolidate to parent entry – source rates 1541 crm setup, sales territory, salespersons 133
consolidated purchase orders 796 crm setup, sales territory, territory, realign 134
consolidated year end process 1553 crm setup, salesperson quota 135
consolidation 1536 crm setup, task 127
consolidation report 1558 crm setup, task set 129
contacts 770 crm setup, task set, create 129
context menus 67 crm setup, task set, milestones 130
contract billing - fixed fee 415 crm setup, task set, next milestone 131
contract billing – progress payments 420 crm setup, task type 126
contract billing – taxes 422 crm setup, work force (sales team) 123
contract billing – time & material and cost plus 418 crm setup, workforce, authorized user 125
contract details 413 crm setup, workforce, person 123
contract purchase orders 800 crm, case management 148
contracts 413 cumulative quantities variance report 224
copy existing methods 563 currency toolbar 54
copy projects 422 customer display 68
corrective action 897 customer maintenance 812
corrective action - detail 897 customer maintenance – alternate bill to 1166
cost plus invoice review 450 customer maintenance – banks detail 1169
costing workbench 590 customer maintenance – bill to 1161
costing workbench report 597 customer maintenance – billing detail 1158
count cycle maintenance 982 customer maintenance – credit detail 1163
count cycle maintenance actions 983 customer maintenance – document types 1167
count discrepancy reason code entry 986 customer maintenance – national account 1161
count tag entry 985 customer maintenance – national account credit 1165
country of origin 925 customer maintenance – price lists 1162
create a course revision 899 customer periodicity 194
create a fiscal calendar 1609 customer relationship management (crm) 110
create a group 1615 customer reminders 1172
create a new course 899 customer shipment entry 511, 1059
create a new eco group 560 customer shipment with sscc generation 1029
create a revenue amortization code 1612 customers 173, 195, 1157, 1613
create a sales order from a quote 190 cycle and physical counting 961
create an allocation batch 1489 cycle count part selection update 979
create configurator record 234 cycle count schedule maintenance 976
create configured part 225 cycle count tracker 987
create letters of credit 1176, 1278
create new cycle 977
create new cycle count schedule 976
D
create new revisions/alternate methods 574 daily time entry 342
create payment instrument statuses 1332 deferred expense forecast report 1385
create payment instrument types 1333 deferred expense recognition 1321
crm 110 deferred expense recognition - assign a legal number 1318
crm operations 137, 138, 140, 142 deferred expense reconciliation report 1386
crm operations, contact tracker 146 deferred expenses 1311
crm operations, customer tracker 147 deferred revenue accounting 1609
10.1.600 1641
define a part method 229 embedded courses 102

define approvals for project wbs phases 402 employee 497
define configurator events 254 employee course request 903
define customer edi documents 197 employee expense report 1607
define document rules 269 employee maintenance 376, 1600
define input field actions 247 employee training course maintenance 904
define input field properties 243 employee training course report 909
define input fields 239 employees 330, 392, 1563
define input page actions 252 engineer and release the maintenance job 479
define input page properties 250 engineer and release the service job 526
define next milestones 583 engineer the job 613
define part creation logic 237 engineering components 625
define price breaks 780 engineering workbench 229, 559
define project approvals 399 enhanced menu 80
define revenue recognition for wbs phases 401 enter material markup percentages for role codes 396
define rule actions 266 enter receipts 1414
define rule conditions 265 entry sheets 59
define rule sets 261 epicor everywhere framework 79
define schedule 1490 epicor mobile access 83
define smart string creation logic 270 epicor smart client 89
define the site 548 epicor university resources 90
demand contracts 199 epicor web access 79
demand entry 207 equipment 461
demand header sub-menu 212 equipment list report 487
demand line sub-menu 212 equipment location 458
demand links 606 equipment status 458
demand mass review 214 equipment type 456
demand net change report 223 ewa, web forms 81
demand processing parameters 195 execute a process set 76
demand reconciliation 216 executive dashboards 76
demand review report 221 expense approval 1603
demand schedule sub-menu 213 expense entry 1573
demand side cross references 930 expense entry detail 1574
demand side use case 932 expense entry list 1578
demand summary 610 expense entry search – claim reference 1587
depreciation method – user formula 1109 expense group 1585
depreciation method maintenance 1107 export sales history 694
detail 461 export to microsoft project 435
display allocation history 1496 express check out 578
display other revisions/alternate methods 573 external company setup 813
display-only trackers 68
dmr processing 892
dmr processing - accept 893
F
dmr processing - header 892 feature summary 90
dmr processing - reject 894 field help 98
dmr processing – debit/credit 895 finance/late charges 1152
document rules 268 finish the sales kit record 318
document type maintenance 1401 finite scheduling 716
document types 1025 fiscal calendar maintenance 1609
dra forecast report 1634 fixed fee invoice review 451
dra reconciliation report 1636 fonts 51
drop shipments 1073 forecast entry 693
duplicate an existing course 901 formula parameters 1484
fulfillment workbench 293
E
eco workflow 579
G
edit the part method 616, 618 general ledger account summary report 1555
electronic interface - mass delete 1424 general ledger controls 405
electronic interface - process receipts 1424 general ledger import 1520
electronic interface maintenance 1401 general ledger report 1554
electronic interfaces 1401 generate ap invoices for expenses 1605
1642 10.1.600
generate gl allocations 1492 job entry 603

generate production activity 645 job manager 633
generate purchase order suggestions 802 job manager - demand links 637
get opportunity/quote 299 job manager - inventory 633
gl currency revaluation process 1535 job manager - supply 635
gl transaction matching 1522 job manager - supply links 637
gl transaction matching – remove match code 1523 job manager – demand 634
global alert maintenance 839 job production quantity total 613
global scheduling 723 job receipt to inventory 953
global scheduling process 720 job scheduling board 728
grids 60 job scheduling board – actions menu 737
job scheduling board – context menu 729
job scheduling board – detail 735
H job scheduling board – move job 733
handheld customer shipment entry 1064 job scheduling board – schedule 729
hold / unhold amortization periods 1631 job scheduling board – toggle buttons 731
job scheduling board – user preferences 732
job tracker 638
I job traveler 665
job types 602
import consolidation from subsidiary 1551 journal amortization, create amortization schedule 1506
import edi demand process 205 journal amortization, create new amortization line 1510
import external forecast 696 journal entry 1502
import from microsoft project 444 journal entry - group detail 1502
In Transit Stock report 998 journal entry - journal detail 1505
inbound edi transactions 204 journal entry - journal header 1503
indirect labor 334 journal entry – review and posting options 1518
infinite scheduling 716 journal entry, journal amortization 1506
initialize last cycle count date 975 journal entry, journal reference 1510
initialize physical inventory 982 journal entry, taxable journal 1510
inspection attributes 841 journal listing report 1557
inspection pending 907
inspection plan 846
inspection processing 873 L
inspection processing entry - materials 876
inspection processing entry – first articles 884 lean manufacturing process 648
inspection processing entry – po receipts 882 lean metrics 640
inspection processing entry – rmas 884 legal number maintenance 1267, 1401
inspection results 887 legal number maintenance - add a default sequence 1268
inspector maintenance 836 legal number maintenance - assign a document type 1268
inter-company purchase order processing 815 legal number maintenance - create a legal number 1267
inter-company purchase orders 809 legal numbers 1026, 1401
inter-company setup 810 letters of credit 1176, 1278
interface navigation 34 lifecycle statuses 937
internal cross references 928 line - detail (service call center) 517
internal employee training 899 line - detail (service contract entry) 504
internal part cross references 928 line details (demand contracts) 202
internal side use case 930 line details (demand entry) 208
inventory wip reconciliation report 672 link configurator to part record 258
Inventory/WIP Reconciliation Report 1002 link sales order line to wbs phase 446
invoice a service contract 508 link workflow 1602
invoice a service contract call 530 list sheets 60
invoice notifications (edi 810) 220 load cost details 592
issue assemblies 946 log on 34
issue job material 945 logged ap invoice entry 1270
issue material from inventory 480, 943 logged ap invoice entry - group 1270
issue miscellaneous materials 947 logged ap invoice entry - header 1271
logged ap invoice entry – post invoices 1273
logged ap invoice entry – tax 1272
J logged ap invoices 1270
logged invoice suspense balance report 1359
job assemblies 623 lot attributes 918
job complete/close 664 lot generation parameters 920
10.1.600 1643
lot tracking 918 N

national account relationship 1155
M national accounts 1153
maintenance job completion 483 navigation toolbar 54
maintenance job entry 475 new cost group 590
maintenance job report 490 new job method component 624
maintenance operations 469 new materials 570
maintenance plan processor 485 new operations 567
maintenance planning 464 new purchase orders 783
maintenance request report 488 new records 61
make to job 609 nonconformance 866
make to order 608 nonconformance - material 866
make to stock 607 nonconformance - rma 871
managed replenishment 955 nonconformance – po receipts 869
manual replenishment 954 nonconformance analysis 906
manufacturers 936
manufacturers and lifecycle statuses 936 O
manufacturing (supplier) company - process the sales order 825
manufacturing (supplier) company – generate sales order from open dmr status report 909
icpos 820 open rma report 1097
manufacturing (supplier) company – invoice items sold to sales operation text 472
(customer) company 827 operations 178, 199, 234, 280, 341, 397, 473, 500, 558, 602,
manufacturing (supplier) company – modify inter-company 688, 717, 777, 866, 941, 1015, 1087, 1119, 1172, 1270, 1408,
purchase orders 821 1491, 1502, 1573, 1615
manufacturing execution system (mes) 649 operations (setup) 543
manufacturing lead time calculation 600 opportunity/quote entry 178
manufacturing mrp 681, 682, 685 opportunity/quote status dashboard 74
markup codes 395 order fulfillment/allocation processing 291
mass issue material 943 order job wizard 301
master pack out 1048 order lines - detail sheet 285
master pack shipment entry 1048 order releases 286
master production schedule entry 698 outbound edi documents 218
matching 201 overload informer 755
material transaction detail 994 overload informer – actual 756
measured works 417 overload informer – what if 757
mes - package control sheet 657
mes – material sheet 655
mes – primary functions 652
P
mes – production sheet 654 packaging codes 1009
mes – shipping/receiving sheet 657 parent parts 314
mes – supervisor sheet 658 parent parts – sales parameters 316
mes employees 649 part – site records 964
mes time entry 352 part – warehouse records 962
meter reading 484 part class 678, 926
milestones 410 part cross references 928
miscellaneous charge/credit 1568 part cross references and approved supplier sourcing in action
miscellaneous shipment 1043 932
mobile - detail (service contract entry) 506 part cycle count status report 995
modern shell menu 35 part inventory details 911
modify a routing 565 part maintenance 225, 681, 760, 858
modify bill of materials (bom) 568 part price history report 833
modify costs and rates 594 part revision 551
module navigation 48 part revision check in 576
move replenishments 957 part revisions, check in 577
mrp information 680 parts 911
mrp recalculation needed 706 pay method 1401
multi resource scheduling board 746 payment entry 1339
multi resource scheduling board - schedule 747 payment entry – bank 1341
multiple units of measure 916 payment entry – bank fee 1436
payment entry – bank fees 1348
payment entry – group 1339, 1427
1644 10.1.600
payment entry – invoice payments 1343, 1434 production activity day maintenance 640
payment entry – miscellaneous payments 1347 production activity maintenance 646
payment entry – new payments 1340, 1432 production activity plan maintenance 643
payment entry – post payments 1352, 1440 production activity schedule maintenance 644
payment entry – process payments 1437 production activity tracker 649
payment entry – processing payments 1351 production activity week maintenance 642
payment entry – processing pre-payments 1350 production detail report 667
payment entry – select invoices 1344, 1428 program interface 50
payment instrument batch generation 1215 project costs 425
payment instrument payable entry 1324 project entry 397
payment instrument payable entry - group 1324 project entry - tree view 424
payment instrument payable entry - header 1325 project invoice preparation 449
payment instrument payable entry – bank fees 1327 project role – jobs 447
payment instrument payable entry – invoice detail 1327 project role – quotes 448
payment instrument receivables entry 1220 project schedule 426
payment instrument status maintenance 1214 project tracker 455
payment instrument statuses 1332 purchase mrp 685
payment instrument type maintenance 1212 purchase order - miscellaneous charges 791
payment instrument write off 1338 purchase order - releases 789
payment instruments 1212, 1324 purchase order acknowledgments (edi 855) 218
payment instruments - group 1220 purchase order entry 782
payment instruments - header 1221 purchase order suggestions 802
payment instruments – bank fees 1222 purchase orders - lines 783, 786
payment instruments – invoice selection 1222 purchase orders – inspection plans 787
payment instruments status change 1224 purchase points 767, 768
payment method 1567 purchase terms 810
payment proposal report 1363, 1472 purchasing terms 1254
payment terms 1147
petty cash desk maintenance 1404
petty cash desk maintenance – available operations 1406
Q
petty cash desk maintenance – detail 1404 qualified manufacturers 938
petty cash entry 1441 quick entry codes 338, 1570
petty cash entry – legal number 1443
petty cash entry – petty cash document 1441
petty cash entry – post statement 1444 R
petty cash operation type 1402
phantom pack out 1058 reason code maintenance 837
place amortization periods on hold 1631 rebuild display gl account 1529
plan as assembly 688 receive an rma 1091
planning workbench 630 receive material into inventory 949
planning workbench – create job 632 receive materials 1067
populate supplier performance 77 receive materials directly to a job 1068
post new costs to records 599 receive materials from a combined shipment 1071
posted invoice update 1627 receive transfer order 1081
price groups 306 received not invoiced report 1361
price lists 308 recognize revenue 1622
pricing and discounting 306 recurring cycle maintenance 1150, 1255
primary allocation code setup 1477 regenerate configurations 276
primary details (demand contracts) 199 reject expense transactions 1604
primary details (demand entry) 207 reject time transactions 379
primary job details 604 relationship class 1153
print a forecast report 1634 release documentation 90
print a quote 189 release the job 628
print a reconciliation report 1636 reminder group maintenance 1172
print petty cash day book 1476 reminder letter generation 1173
print petty cash documents 1474 renew contracts 507
print rma 1090 renewal code 495
print the job pick list 941 replenishment workbench 954
priority dispatch report 751 reports 221, 277, 381, 487, 533, 665, 712, 749, 833, 906, 992,
process finance/late charges 1209 1097, 1140, 1246, 1359, 1471, 1554, 1607, 1634
process mrp 700 request a credit for returned material 1092
process multi level pegging 707 request entry 473
request for quote, create 777
10.1.600 1645
request queue 475 schedule the job 626

resource 539 schedule the maintenance job 480
resource groups 537 scheduled shipments report 1015
resource scheduling board 739 schedules 209
resource scheduling board - schedule 740 scheduling concepts 715
resource scheduling board – details 744 scheduling features 717
resource scheduling board – load leveling 742 scheduling horizons 716
resource scheduling board – move job 741 scheduling parameters 724
resources/resource groups 459 scheduling resources 621
restrict entry 332, 1566 scheduling times 715
restricted substances 555 searches 64
restrictions 555 select the part 779
retrospective adjustment consolidation 1549 select the suppliers 780
return material 949 selection calendar 358, 1581
return material authorization (rma) processing 1087 selection criteria 411
return miscellaneous material 950 serial matching 958
revenue recognition 429, 1622 serial number format 914
reverse allocation history 1497 serial number tools 958
reverse cash receipt 1242 serial number tracker 959
review journal 1525 serial shipment container codes 1024
review new purchase orders 807 service call center 515
review purchase order suggestions 803 service call status report 534
rfq entry 777, 932 service call type 496
rfq, create 777 service contract analysis 534
rma disposition 1094 service contract code 492
rma line 1089 service contract entry 500
rma summary 1088 service contract status 533
rohs job compliance process 629 service job entry 520
rohs part compliance 558 service technician dispatch 536
role codes 335, 391 setup 173, 193, 225, 328, 385, 456, 492, 537, 602, 675, 758,
roles 1592 836, 911, 1006, 1087, 1099, 1147, 1253, 1387, 1477, 1499,
rollup cost and rate values 595 1560, 1609
rough cut scheduling 717 sheets 56
ship items to customers 1015
ship parts to a customer 1019
S ship subcontract items from a job 1039
sales (customer) company - enter sales order 815 ship via 1007
sales (customer) company - receive completed items from shop load report 749
manufacturing (supplier) company 827 simulated gl allocations 1495
sales (customer) company – accept purchase order suggestions Site configuration 328, 1560
824 Site configuration control 1599
sales (customer) company – create purchase order from purchase Site configuration control, workflow setup 375
order suggestions 818 Site maintenance 676, 724
sales (customer) company – generate purchase order suggestions sites (counts) 969
816 sites (parts) 921
sales company – manufacturing company scenario 809 skip lot control code 856
sales gross margin report 1248 source account setup 1479
sales kitting 312 specification 843
sales order acknowledgment 304 spread code maintenance 1104
sales order detail lines 284 stage ship confirm (master pack out) 1053
sales order entry 280, 508 stage ship confirm (phantom pack out) 1063
sales order entry – sales kits 323 standard pack out 1045
sales order entry – sales order acknowledgement 326 standard toolbar 51
sales order pick list report 1017 status bar 55
sales order tracker 70 status dashboards 74
salesperson workbench 137 stock status report 992
salesperson workbench, call log 142 styling and themes 44
salesperson workbench, opportunity/quote entry 140 submit for approval 793
salesperson workbench, quote 138 substances 557
save resource load 726 supplier maintenance 764, 1257
schedule impact report 752 supplier maintenance – banks 1263
schedule of works 416
1646 10.1.600
supplier maintenance – language, tax and general information transfer order entry 1077
1258 transfer order shipment entry 1078
supplier maintenance – rohs, gl control and tax exemptions 1260, transfer orders 1077
1261 tree view 55
supplier maintenance (inter-company setup) 811
supplier payment report 1379
supplier price history report 835
U
supplier price lists 771 update a posted invoice 1627
supplier response and / or supplier price list 933 update and complete tasks 587
supplier responses 781 update attendance and results 905
supplier shipment classes 1012 update business entity segment values 1529
supply side cross references 932 update recycle thresholds 699
use menu application 39
T use tax calculation 1357
use tax report 1367
target account setup 1481 use the quote worksheet 188
task sets 371, 582, 1594 user guides 108
tasks 370, 580
tasks (approval workflow) 1592
tasks (pre-defined approval workflow) 1593
V
tax reconciliation report 1383 vat tax report 1368
tax report - post 1374 verify balances 1528
tax report – detail 1369 verify existing configurations 275
tax report – electronic report maintenance 1376 view mrp manufacturing suggestions 710
tax report – print edit list 1372 view mrp purchasing suggestions 711
tax report – print form 1371 view revenue amortization information 1626
tax report – vat tax journal report 1378 view time phased inquiry 708
technical reference guides 100 void a logged ap invoice 1276
technicians 518 void legal numbers 1211
test the inputs 852 void payment entry 1355
the main menu 41 void spoiled folios 1531
time and expense entry - details 528
time and material invoice review 452
time approval 377 W
time booking exception 382
time entry 341, 481, 527, 660 warehouses 966
time entry - details 661 wbs phase costs 402
time phased material requirements report 712, 996 wbs phases 400
time report 381 weekly time entry 345
time type 333 work in process report 669
time types 385 work station maintenance 1014
topics 467 workflow group 373, 585, 1597
trackers 68 workflow setup example – indirect expenses 1599
training course maintenance 899 workflow setup example – indirect time 375
training course schedule maintenance 902 workflow stage 580
transfer opening balances to next year 1534
10.1.600 1647
1648 10.1.600
Additional information is available at the Education and
Documentation areas of the EPICweb Customer Portal. To access
this site, you need a Site ID and an EPICweb account. To create an
account, go to http://support.epicor.com.

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Epicor ERP Application User Guide

Chapter 1: The Epicor Environment...............................................................34

Epicor Mobile Access..............................................................................................................................83

Chapter 2: Customer Relationship Management........................................110

Add a Call Log...............................................................................................................................142

Chapter 3: Opportunities and Quotes..........................................................173

Chapter 4: Demand Management................................................................193

Demand Processing Parameters.....................................................................................................195

Define Input Field Properties..........................................................................................................243

Chapter 6: Sales Order Processing................................................................280

Chapter 7: Time Management......................................................................328

Chapter 8: Project Management...................................................................385

Enter Material Markup Percentages for Role Codes........................................................................396

Chapter 9: Maintenance Management........................................................456

Chapter 10: Field Service...............................................................................492

Invoice a Service Contract.....................................................................................................................508

Chapter 11: Engineering...............................................................................537

Modify Bill of Materials (BOM).......................................................................................................568

Chapter 12: Job Management......................................................................602

Edit the Part Method.....................................................................................................................618

Chapter 13: Material Requirements Planning.............................................675

Chapter 14: Scheduling.................................................................................715

Chapter 15: Purchasing.................................................................................758

Select the Suppliers.......................................................................................................................780

Chapter 16: Quality Assurance.....................................................................836

Global Alert Maintenance.....................................................................................................................839

Create a Course Revision........................................................................................................899

Chapter 17: Inventory Management............................................................911

Job Receipt to Inventory........................................................................................................................953

Chapter 18: Shipping and Receiving..........................................................1006

Work Station Maintenance.................................................................................................................1014

Chapter 19: Customer Returns....................................................................1087

Chapter 20: Asset Management.................................................................1099

Chapter 21: Customers and Accounts Receivable.....................................1147

Customer Maintenance – Price Lists.............................................................................................1162

Payment Instruments Status Change............................................................................................1224

Chapter 22: Suppliers and Accounts Payable............................................1253

Logged AP Invoice Entry – Tax..............................................................................................1272

Create Payment Instrument Types.........................................................................................1333

Chapter 23: Cash Management..................................................................1387

Bank Account Maintenance - GL Controls....................................................................................1392

Petty Cash Entry.................................................................................................................................1441

Chapter 24: Advanced Allocations.............................................................1477

Chapter 25: Consolidation and the General Ledger..................................1499

Amortization Maintenance - Details.............................................................................................1499

Chapter 26: Expense Management............................................................1560

Chapter 27: Deferred Revenue Accounting...............................................1609

About Epicor Software Corporation

Epicor Worldwide Headquarters

Chapter 1: The Epicor Environment

1. Click the Epicor icon on your desktop.

2. The Log in window displays.

3. Enter your User name.

5. Click the right button to access the Epicor ERP 10 application.

Modern Shell Style

You can rearrange Tiles within the Home Page by using

6. The embedded search capability includes:

The Help, Settings and Menu tiles are standard tiles

Use Menu Application

The Main Menu

Note: To clear history, from the Options menu, select

You can also add shortcuts that launch external

Styling and Themes