SYSPRO Terminology

Accounts provide a mechanism for you to manage potential customers and suppliers. You assign Contacts to these prospective accounts which can later be converted into Customers and Suppliers.

Active Directory (AD) is a directory service developed by Microsoft for Windows domain networks.

It consists of several services that run on Windows Server to manage permissions and access to networked resources.

A policy where the procurement date falls within the start/expiry date specified in that policy.

Activities provide a mechanism to record events against your contacts. These events range from phone calls and emails to meetings and tasks.

An alternate stock code is an item that can be used as a substitute for a similar, but different item.

Within SYSPRO, assigning alternate stock codes enables you to offer the customer a similar item as a substitute when there is a shortage of the required item.

If a shortage of an item occurs at the time of entering detail lines in Sales Order Entry or Quick Sales Order Entry, you can query the stock availability of the alternate stock codes and offer the customer the choice of items with available stock instead.

You query alternate stock code information in the Inventory Query program. In addition, you can print the alternate stock codes on the Purchasing Work Sheet report.

An alternate supplier is a one that can be used instead of the supplier normally used for a specific product or service.

Within SYSPRO, assigning alternate suppliers to stock codes enables you to raise requisitions and purchase orders from alternative sources of supply when your normal supplier is unable to accommodate your requirements.

You query alternate supplier information using the Inventory Query, Purchase Order Entry and Requisition Entry programs.

You can print the first three alternate suppliers on the Purchasing Work Sheet report.

When entering detail purchase order lines, or additional information for requisition lines, you can query and select to assign an alternative supplier.

SYSPRO enables you to record a list of manufacturers whose parts you are prepared to accept when ordering a specific SYSPRO part. You define (per stock item) the specific manufacturers' part numbers that are acceptable. This ensures accurate purchasing, and provides the facility to link a specific supplier to a preferred manufacturer.

When ordering parts, you can show a list of alternatives, based on the approved manufacturers' list. These can be restricted by supplier, if required. Search options are available to enable the SYSPRO equivalent stock code to be located from a manufacturer's part number

An assembly placement refers to an additional sequence or reference for the placement of a component within an assembly.

This free format field is mainly used for importing from CAD (Computer Aided Design) systems, and can also be used in conjunction with the Reference Designator.

The Back order function in SYSPRO enables you to manage customer orders for items for which you have insufficient stock to satisfy the demand.

You can configure each customer to allow the entry of back order quantities when processing sales orders for the customer. You can also select whether to allow partial shipments for the customer, or whether the full order must be shipped.

Module affected	Details
Accounts Receivable	You can configure each customer to allow the entry of back order quantities when processing sales orders for the customer. In addition, you can select whether to allow partial shipments for the customer, or whether the full order must be shipped.
Sales Orders	When processing a sales order for a stocked line where the order quantity exceeds the available stock on hand and stock is not allowed to go negative, the system enters the available stock in the ship quantity field and places the balance in the back order quantity field. When processing a sales order for non-stocked items where the order quantity exceeds the quantity you have entered in the ship quantity field, the system places the balance in the back order quantity field. You can configure the system to automatically display the Insufficient Stock window for the order shortage. This enables you to select an alternate stock item or to process a supply chain transfer for stocked items, or to create a purchase order, requisition or job for either stocked or non-stocked items. Alternatively, you can use the back order review to create purchase orders and requisitions for bought-out items; and jobs for made-in and subcontract items. By creating a purchase order, requisition or job that is linked to a sales order line, you ensure that when goods are received into stock the sales order line is updated automatically. You can configure the system to automatically move any remaining back order quantity to the ship quantity field after printing an invoice or SCT transfer document for a partial shipment. You use the Back Order Release program to manually release order lines that were placed on back order during sales order processing. Hierarchical orders and orders which are in suspense at the time of running the program are automatically excluded. You use the Import Back Order Releases program to release/update a batch of sales order lines by processing back order release information that is imported from an ASCII file. Although quantities are typically moved from the Back order field to the Ship quantity field on a sales order, you can indicate that quantities must move from the Ship quantity field to the Back order field. Several reports are available to assist you in monitoring order backlog. In addition, you can view back order information for sales order lines in the Sales Order Query, Sales Invoice Query, Dispatch Note Query and Customer Query programs.
Bill of Materials	If you select to run the Advanced Trial Kitting (Legacy) report using the sales order selection, then only sales order lines with a back order quantity greater than zero are included.
RMA	If you enable the Fix In-house option for an RMA receipt, then the system automatically creates a back ordered non-stocked sales order for returning the item to the customer once it has been repaired. You can also select to automatically put the order quantity into back order on the sales order you create when processing a cross shipment, or when processing an exchange on an RMA receipt.
Requirements Planning	When you run the Requirements Calculation program and select to include sales orders in requirements, then the demand quantity for each merchandise line is calculated by adding the ship and back order quantities and converting it to the stocking unit of measure.

In SYSPRO, backflushing enables you to receipt a finished product into stock based on the bill of materials of the finished product and optionally to post the relevant labor transactions and deplete inventory of production materials, without having to use Work in Progress jobs.

This is particularly relevant in situations where the benefits derived from creating a job to track the activity on the job floor do not justify the cost of processing all the data normally required for a job. The system uses the manufactured item's bill of materials to determine the material and labor charges to be included.

Although a buying rule is typically applied to bought-out items and a batching rule is typically applied to made-in items, these terms are interchangeable within SYSPRO's Requirements Planning system - they indicate how you want to address quantity shortages encountered for a stock item.

The rule defined against each stock item is used to modify the actual shortage quantity in order to calculate an order quantity.

Batching rules are applied to MPS items when producing the MRP Master Production Schedule (unless you are including Build schedules in the requirements calculation) and to non-MPS items when running the Requirements Calculation program.

Contract

The document governing the essential features of a release master and releases. Contracts are entered using the Contract Maintenance program.

Contract Base Date

The start date of the life of the release master, entered using the Release Maintenance program.

Cumes

This is an abbreviation of Cumulative and has special significance in the Motor Industry. If motor manufacturers require parts to assemble motor vehicles, a release comprises at least:

• The OEM's part number.
• Dates of delivery.
• Quantities in cumulative format to be delivered by the delivery dates.
• A release reference.
• A contract/purchase order number.
• Supplier's reference for the last delivery received by the OEM, its quantity and the cumulative quantity received (up to and including that delivery).

For example: If the release specifies that 10 items are required at the end of week one; and 20 items at the end of week two, then the cume for week two will be 30. Every delivery on the release has a corresponding cume figure.

Day Ranges

The periods during the life of a release where delivery quantities can fluctuate by an agreed percentage or quantity variation. These day ranges are entered in the Contract Maintenance program.

EDI

This is an acronym for Electronic Data Interchange. It forms part of the Business-to-Business Trading module and can be used to import releases.

OEM

Original Equipment Manufacturer. Typically, a company which manufactures parts.

Release

This is an authorization for the manufacture and delivery of items against a pre-negotiated contract. The release also specifies the required delivery dates of the items.

Shipment Days

The number of days taken to deliver the item, or batch of items to the customer.

Standard Release Timing

The frequency of daily, weekly or monthly delivery requests contained in the customer's standard release format.

Within SYSPRO, branches are used for reporting and analysis purposes and as a means of integrating transactions to General Ledger for balancing and control purposes.

Module affected	Details
Accounts Payable	Branches are linked to suppliers. This enables you to classify suppliers by branch (e.g. all local suppliers can be assigned a branch number together with one ledger control account and all foreign currency suppliers can be assigned a different branch number with another ledger control account. Accounts Payable integration to General Ledger is mandatory at branch level. Currency variance integration is mandatory at branch level and optional at currency and bank level. You maintain branches using the AP Branchesprogram.
Accounts Receivable	Branches are linked to customers. All salespersons and product classes must also be associated with an Accounts Receivable branch for sales analysis purposes. Accounts Receivable integration to General Ledger is mandatory at branch level. Sales integration is mandatory at branch level and optional at product class, geographic area, and warehouse level. Payment integration is mandatory at branch level and optional at geographic area and counter sales payment level. Currency variance integration is mandatory at branch level and optional at currency level. The branch enables the selection, subtotaling and sequencing of a number of Sales Analysis reports. You maintain branches using the AR Branches program.
Assets Register	Branches are linked to assets. Costs incurred against an asset are recorded against the branch to which the asset is assigned. The branch is also used to apportion costs when an asset is moved between locations. Asset ledger integration is mandatory at branch level and optional at cost center, and group level. Cost centers are linked to asset branches and can be used as an optional asset ledger interface. You maintain branches using the Asset Branches program.

Business objects are portions of SYSPRO business logic that can be called programmatically from outside of SYSPRO, passed instructions in XML, and return the results in XML (updating the database, if required).

They are COM-based components that allow third party developers to access the rich functionality of the SYSPRO core product. Each third party application typically uses a number of e.net Business Objects that are licensed at functional area level. Functional areas are merely a grouping of Business Objects.

Buyers are individuals in a company responsible for identifying sources of supply and for purchasing products or services from these sources. Within SYSPRO, the buyer code assigned to a stock code indicates the person responsible for purchasing the item.

You typically assign buyers to stock codes when you have more than one person in the company responsible for purchasing products or services.

Buyers can be used as a selection criterion in a number of SYSPRO reports.

You assign buyer codes to bought-out stock items using the Stock Code Maintenance program.

Buying groups enable you to classify a number of contract customers into a common group for use within the Contract Pricing programs.

They can also be defined for Trade Promotions customers.

Buying groups are maintained using the Buying Groups program.

This refers to a set of rules determining how data is compared and sorted.

Besides determining the alphabet, the collation order also determines whether accents, case and other alphabet properties are considered in the sort order. For example: if the collation is case-sensitive, the uppercase letters are sorted before the lowercase letters.

Binary sort order is case-sensitive (i.e. lowercase precedes uppercase) and accent-sensitive. This is the fastest sorting order.

SYSPRO's Contact Management System enables you to store and query information about the people with whom you interact in the business environment. It assists you in tracking communications, appointments, activities, etc., between the touchpoints of an organization.

Contacts provide a mechanism for you to associate customers, suppliers, and accounts to organizations with which you conduct business.

A cost center is the smallest segment of an organization for which costs are collected and formally reported; typically a department.

The criteria for defining a cost center are that the costs are significant and the area of responsibility clearly defined.

A cost center is not necessarily identical to a work center; normally, a cost center encompasses more than one work center, but this may not always be the case.

At least one cost center must be defined in the system because work centers must be attached to cost centers.

This indicates the portion of an item's transaction value that comprises non-merchandise costs (e.g. freight, duty, tax, etc.).

It is used within the Inventory Movementsprogram when processing a receipt, but only if you have indicated that you want to apply a cost multiplier when processing receipts (Setup Options > Preferences > Distribution > Inventory).

The Last cost of the item is calculated as the Receipt cost plus the calculated cost multiplier value when the Include non-merchandise costs option is enabled (Setup Options > Configuration > Distribution > Inventory).

If the Include non-merchandise costs option is not enabled, then the Last cost is the Receipt cost entered at the time of processing the receipt using the Inventory Movements program.

A currency refers to the monetary unit in which a country processes financial transactions. It enables you to conduct business with foreign currency customers or suppliers by converting values to the local currency equivalent.

You maintain currencies using the Currencies program.

Currency exchange rates are used to convert foreign currency transactions (entered in the Accounts Receivable, Accounts Payable, Sales Orders and Purchase Orders modules) to your local currency equivalent. The applicable exchange rate is established by matching the currency code used in the transaction to the code defined in a currency exchange rate table.

Customers provide a mechanism for you to raise sales orders within SYSPRO.

The static information configured against a customer is used to determine applicable tax, discounts, etc., when processing sales transactions.

The documents you receive from a customer (e.g. invoices, credit notes, debit notes, etc.,) are stored against the customer code and enable you to keep track of the company's assets.

You can use the customer as a report selection criterion and for subtotalling and sequencing a number of reports within SYSPRO.

You maintain customers using the Customers program.

Customer classes can be used to classify customers according to your requirements.

Once a customer is assigned a particular classification, you can generate reports and analyze sales history selectively by customer class.

You maintain customer classes using the Customer Classes program.

The delivery address indicates the address to which a supplier must deliver goods.

Because large companies typically have a number of sites, branches or depots, more than one delivery address may be required.

You create alternate delivery addresses using the Alternate Delivery Addresses program.

Each alternate delivery address is referenced by an address code that can be selected during purchase order processing.

Within SYSPRO, a dispatch note is essentially a delivery note for combined sales order lines.

The Dispatch Note system allows you to combine selected sales order lines from individual sales orders before they are shipped. This allows you to produce a single delivery note for these order lines and, subsequently, to produce a single invoice for the dispatch.

This is unlike the Consolidate Orders program, which only allows you to combine sales orders already delivered to a customer for the purpose of producing a single invoice for these orders.

To facilitate consolidation and dispatch in the Dispatch Note system, sales order lines can be reviewed according to :

• the warehouse from which the goods will be shipped,
• the geographic area to which the goods will be shipped,
• the customer to whom the goods will be shipped,
• the stock code to be shipped, or
• the ship date of the order line.

A dunning group is a category into which you can group customers. Dunning letters are issued to all customers in the selected dunning group.

A dunning letter is a notification letter or a payment reminder that is sent to customers when payment is due or overdue.

The dunning status is linked to a dunning group and the invoices within that group. It contains the specifications and format of the dunning letter that will be generated.

An engineering user is one or more operators in an Engineering Change Control environment who have been designated a specific function (e.g. engineering design, marketing, etc.).

Each member of an engineering user is identified by a SYSPRO operator code and the same operator code can belong to more than one engineering user. An engineering user can comprise a single operator or a number of different operators (e.g. a department).

Events relating to engineering change orders are routed to an engineering user. These events require decisions or actions from the operators assigned to the engineering user. Depending on the decisions taken (e.g. accept or reject) the engineering change order moves to a different status in the workflow process.

Estimates are typically used by engineers and designers to estimate the possible cost of an item that the company has not previously manufactured.

The components and operations needed to make the non-stocked item and the structural relationships between the parent and component parts are defined.

Once defined, a quotation can be sent to the customer based on the estimated cost for the order quantity requested by the customer.

Within SYSPRO, a geographic area represents a specific region in which your customer or supplier resides.

You assign customers to geographic areas and configure your system to apply the rate of tax for a stocked order line according to the customer's geographic area.

You use geographic areas to integrate sales and payments to General Ledger.

You use the geographic area as a report selection criterion and for subtotalling and sequencing a number of reports within SYSPRO.

You capture geographic area details using the Browse on Geographic Areas program.

This is a SYSPRO operator code that allows more than one e.net user to logon at the same time.

Against the operator code you configure the number of logons that must be allowed within a 30 minute time period. This effectively becomes the number of concurrent users (i.e. the number of licenses consumed when the operator is licensed to use a functional area).

Guest/anonymous user licensing is available for business objects and Web-based Applications. The idea of the guest/anonymous user is that you do not need one SYSPRO operator for each person that requires the same access to e.net Solutions. For example: if a SYSPRO company wants to provide an application to 300 customers that allows them to capture sales orders remotely and upload them using web services, they may not want to provide a license for each one, particularly since some order daily, some only order monthly and some order infrequently. By establishing how often their customers order they can work out the maximum number that could logon during any 30 minute time period. They could then create an operator to process these orders and set it to be a guest/anonymous user. Against this they can set the number of concurrent users during a 30 minute time period.

Considerations

• If a guest/anonymous user has a concurrent user count of three, then each functional area to which the guest/anonymous user is given access will consume three licenses.

• If a guest/anonymous user logs on to e.net Solutions, logs off and logs back on again within 30 minutes, then two licenses will have been consumed. Because this method could use more licenses than that consumed in a named user environment, we recommend that you only use this licensing method when appropriate.

• Because each of the users that are logging on with a guest/anonymous operator code are using the same operator code, you cannot place restrictions (or set defaults) individually. All users of the operator code will have the same defaults and restrictions. You also cannot tell (using job logging, or journals) exactly which person performed a task, or made a change, as it will all be logged under the same guest/anonymous operator code.

• A guest/anonymous user who successfully logs on to e.net Solutions is allocated a 33 character UserID which is placed in the COMSTATE file, together with its state information. Each time this user uses a business object, a timestamp is updated against the UserID in the COMSTATE file. Unlike a named user, when a guest/anonymous user exits e.net Solutions their UserID and matching state information is not removed from the COMSTATE file, but the timestamp is updated.

  When another attempt is made to logon using the same guest/anonymous user account, a check is made to see how many users of this operator code are already logged on.

  The user is allowed to logon if the number is less than the number of concurrent users allowed for this operator code.

  If the number is the same as the number allowed, then a check is made to establish which existing user of the operator code has the highest period of inactivity. If this period of inactivity is 30 minutes or greater, they are logged out and the new user logged on. If the highest period of inactivity is less than 30 minutes the new user is informed that this guest account has exceeded the maximum number of concurrent users.

• If a guest/anonymous user is already consuming licenses for functional areas and the number of concurrent users against the operator is increased using the Operator Maintenance program, it is possible that this will cause the number of licenses to exceed those available. If this occurs, a message is displayed, indicating that you have apportioned more licenses to business objects than you are licensed to use.

Goods in Transit refers to stock items that are in the process of being transferred between your warehouses.

SYSPRO's Goods in Transit system provides a greater mechanism for management control over stock items in transit by monitoring warehouses transfers (processed using the various Transfer functions within the Inventory Movements program) and Supply Chain Transfers (processed using the Sales Order Entry program).

The Goods in Transit system is typically used in organizations that manage multiple warehouses and transfer stock regularly between these warehouses.

International Commercial Terms are pre-defined terms published by the International Chamber of Commerce (ICC) that are widely used in international commercial transactions.

Incoterms comprise a series of three-letter trade terms related to common contractual sales practices and the rules of each are intended primarily to communicate the ownership of costs and risks associated with the transportation and delivery of goods.

Within SYSPRO, the Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

This is the name given to the method of collecting information and producing statistics on the export and import of goods between countries of the European Union (EU).

Intrastat came into existence in 1993 as the source of trade statistics within the EU and the requirements are similar in all member states.

Invoice terms enable the system to calculate discount amounts as well as discount dates and due dates of supplier and customer documents processed using the AP Invoice Posting, AP Permanent Entries Posting and AR Invoice Terms programs.

You maintain invoice terms for suppliers using the AP Invoice Terms program.

You maintain invoice terms for customers using the AR Invoice Terms program.

This free format field refers to an item's number, description and reference on an assembly drawing. It is mainly used for importing from CAD (Computer Aided Design), EPC (Electronic Parts Catalogue) or EPL (Engineering Parts List) systems, and can also be used in conjunction with the Reference Designator and Assembly Placement fields.

Within SYSPRO a job is equivalent to a works order. Against each job you record what material is required and what operations/instructions must be performed to complete/convert the raw materials into the finished product.

Load planning helps to improve your picking, planning, scheduling and delivery of orders. It also assists in determining when orders can be delivered, as well as improving the actual picking and loading of goods for subsequent delivery. It does not attempt to optimize routes or to monitor the actual delivery process.

When recording activities within the Contact Management System this indicates the where the activity took place.

This is the warehouse optionally configured to store the variances that occur during picking.

A short pick's outstanding quantity is moved to the lost and found warehouse.

The lost and found warehouse is only enabled if the Accounting for shortages option (Warehouse Maintenance) is set to process shortages to a lost and found warehouse.

This warehouse must contain a lost and found bin.

This lets you define your bill of materials in a format relevant to the way in which you manufacture an item (i.e. in the unit of measure that you make the item instead of the stocking unit of measure). Transactions are always calculated in the stocking unit of measure before being converted to the manufacturing unit of measure for display and reporting purposes.

Quantities for lots, bins and serials always remain in the stocking unit of measure and bin allocations are made in the stocking unit of measure.

You can configure a manufacturing unit of measure against the parent item as well as any attached components. Each route can have a separate parent unit of measure with components related to that parent (this lets you define all the combinations you use to manufacture an item).

Once a quantity is captured in the manufacturing unit of measure, it is stored in a manufacturing unit of measure entered quantity field and converted back to the stocking unit of measure according to your Inventory conversion factors. The stocking unit of measure is retained, enabling you report on either the stocking or the manufacturing unit of measure.

• A manufacturing unit of measure cannot be defined for the following part categories:

  • Planning bill

  • Kit part

  • Phantom part

  • Notional part

Milestone operations are used when machines operate in tandem and bookings are made only after a series of operations.

Setting an operation as a milestone enables you to post labor to key operations and update all prior operations with labor postings.

A quantity made, or scrapped, at a milestone operation is assumed to have been made at standard for prior operations up until the previous milestone.

For each prior operation to be updated:

• set-up and startup time is issued only if it has not yet been booked
• operations are marked as complete when the milestone operation is defined as complete
• teardown is only issued when the milestone operation is defined as complete.

Although Subcontract operations are always marked as milestone operations, they are not used as a trigger to post to previous non-milestone operations (unlike the equivalent internal operation marked as a milestones). It is assumed that the operation immediately prior to a subcontract operation would be set as a milestone to allow for some control over materials leaving to be worked on by the subcontractor.

Milestone operations are used when Structure sequencing required is enabled (Setup Options > Preferences > Manufacturing > Bill of Materials). In this case, SYSPRO always assumes that there should be at least one milestone operation in the Bill of Materials and that labor is typically posted to that operation.

Multi-period accounting enables you to finalize, in your current period, transactions that occurred in a previous period. This is in accordance with Generally Accepted Accounting Principles (GAAP) that assumes that business operations are recorded and separated into different periods and that transactions are recorded in the period in which they occur.

A named user is a SYSPRO operator code. The business logic components of e.net Solutions are referred to as business objects. These are subdivided into functional areas (e.g. Requisition System functional area) and it is these functional areas that are licensed for the number of named users that will use them.

Unlike the core SYSPRO product, the different functional areas can be licensed for different numbers of users. For example: you could have 150 users of the Requisition System functional area and 10 users of the Purchase Order Primary Posting functional area.

Against the functional area you specify which named users can use the functional area. This allows the named user to have one concurrent logon to e.net Solutions. If another user attempts to logon to e.net Solutions (using the same operator code) while the initial user is still logged on, the existing user will either be logged off and the new user logged on, or the new user will be prevented from logging on, depending on XML parameters passed during the second logon attempt.

You can prevent the second user from logging on by supplying the following XML entry during the logon process:

<logon><FailWhenAlreadyLoggedIn>Y</FailWhenAlreadyLoggedIn></logon>

Within SYSPRO, the nationality code identifies the country in which your local site is located (configured at the time of setting up the system for the first time).

It influences how transactions are processed when raising sales orders for a customer in an EC Member State (e.g. ensuring that the correct EC information is captured) and affects the display of tax fields (e.g. the fields displayed for the Canadian Tax System differ vastly from the fields displayed for the EC Vat System).

The nationality code also identify the countries in which your suppliers and customers are located, determining the applicable the tariff codes for suppliers (if using Landed Cost Tracking).

A standard list of nationality codes is defined against ISO 3166-1. The IMPNAT.IMP file (located in the \Base\Store folder of your SYSPRO installation) contains a list of these countries, together with their 2 or 3-digit codes.

We recommend you use these codes (except for the reserved nationality codes: CAN, USA, AUS, RSA and UK).

You maintain nationalities using the Nationalities program.

Within SYSPRO, a non-stocked code is allocated to an inventory item that you don't stock in any of your warehouses.

Non-stocked codes are created using the Non-stocked Codes program. They are used in the Quotations module to uniquely identify items that can be used within the Quotations and Estimates programs.

Non-stocked codes created using the Non-stocked Codes program can be converted into stocked codes if the New stock code in non-stocked table setup option is enabled (Setup Options > Preferences > Distribution > Inventory).

An order type assists in classifying sales orders according to the type of sale (e.g. service revenue or product revenue).

You can print the order type on your sales order documents and also use it as a selection criterion for printing a number of Sales Order reports. The order type can also be used within the Sales Analysis module to provide a breakdown of the salesperson, product class and sales history reports.

Organizations provide a mechanism for you to group your customers, suppliers and accounts either separately or in different combinations.

You can assign a structure (or hierarchy) to the organizations in your lists to provide an understanding of the company, groups, divisions, etc. This does not affect any financial processes within SYSPRO.

You maintain organization lists using the Organization Lists program.

A planner is a person who is responsible for ensuring that all the details relating to a specific event (or project) are catered for so that the event takes place on time and without incident. Within SYSPRO, a planner indicates the person in a company responsible for planning the manufacture of made-in stock items.

You would assign planners to stock codes when you have more than one person in the company who is responsible for planning the manufacture of made-in stock items.

Planners can be used as a selection criterion in a number of SYSPRO reports.

You maintain planners using the Planners program.

You assign planner codes to made-in stock items using the Stock Code Maintenance program.

The pricing method determines which price the system uses on a sales order line, and which discounts apply on sales order lines and on the total merchandise value.

The pricing method is defined at company level (Setup Options > Configuration > Distribution > Sales Orders) and against stock items using the Stock Code Maintenance program.

Billing

An invoiced sales order with regard to work already completed for the client. This order is recorded in the client's debtors account. A cost of sales can be assigned to a billing.

Committed

The value of material/subcontract work or labor that has been issued to the job, as well as any outstanding purchase orders placed for the job less any cost of sales.

Head

The top level in a hierarchy. An unlimited number of heads can be assigned against one job/quote.

Imprint

The cross-referencing of a transaction to the head/section to which that transaction refers.

Sales

A sales order created by the contractor for work to be completed on behalf of the client and for the client's account.

Section

The level below the head. Up to four levels of sections can be defined, each section one level lower than the previous. Unlimited sections can be attached to a head or a previous section level.

Uncommitted

The value of material/subcontract work or labor that has been allocated to the job but not yet issued. This excludes any allocations covered by outstanding purchase orders for the job. Once a purchase order has been raised as a result of a job allocation, the value of the purchase order is considered to be a Committed value.

Within SYSPRO, product classes group together merchandise items that you sell (i.e. stocked and non-stocked).

It is used for reporting purposes (Sales Analysis); as a method of defining your integration to General Ledger (if linked to a branch) and caters for multiple account distributions of sales revenue and cost of sales expenses.

You can measure sales performance by product class by assigning targets and budgets to a product class.

You maintain product classes using the Product Classes program.

The following product classes cater for non-merchandise sales and are automatically created by the system whenever an Accounts Receivable branch is added:

Selection criteria

These can be used to decrease the number of Options, Components or Operations that you can choose when creating the configured product.

A selection refers to a group of similar criteria, for example, color, while criteria refer to the choices within a selection, for example: red, blue and green.

Options, Components or Operations can be linked to Selection Criteria. The Components and Operations available for selection are then specific to the criterion you have chosen.

Defining selection criteria is optional.

Options

An Option is a group of similar components or similar operations.

Within the Options you can define components and operations that are automatically or optionally included in the configured product. You can do this by making an Option dependent on a component or selection criteria.

You must define at least one option for a configuration.

Components

These are stocked or non-stocked items which are needed to make the configured item (product).

You can include the same Component multiple times within the same configuration.

A Component can be made dependent on selection criteria and/or on a previous Component in the sequence.

The availability of a particular Component during configuration depends on what Selection Criteria or Components have previously been chosen.

Operations

This relates to work that has to be carried out to manufacture the configured product from the selected components.

An Operation can be made dependent on a Component or on a Selection Criteria.

If a Dependency is defined, then a particular Operation may or may not be available, depending on which Selection Criteria or Components have previously been chosen.

In SYSPRO, a quotation consists of a number of offers that can be presented to a customer for consideration.

Offers can consist of bought-out or made-in stocked and non-stocked items.

When the customer accepts a quotation, the quotation can be confirmed and then converted into a sales order, a job, or a combination of both.

When a non-stocked item must be specially made, a supporting estimate can be created.

Besides using the Quotations module, SYSPRO has a simplified quoting system that can be used within the Sales Orders module.

The Quick Sales Order Entry program is ideally suited to a telesales environment, as it enables the rapid entry of a sales quotation without having to enter all the details associated with the entry of a normal sales order. The quick entry quote can be stored for retrieval at a later stage and converted into a sales order for a specific customer.

A reference designator unambiguously identifies a component in an electrical schematic (circuit diagram) or on a printed circuit board (PCB).

This free format field usually consists of one or two letters followed by a number, and that number is then sometimes followed by a letter indicating that components are grouped or matched with each other.

When recording activities within the Contact Management System, this indicates the category against which the activity must be recorded.

This refers to a number or code within a Revision and is typically used to track minor engineering changes to items that are regulated by the Engineering Change Control system.

Once defined, the release for a stock item can only be changed using the Engineering Change Control module.

Engineering changes are typically tracked at release level when many changes are made to the Bills of Materials for ECC-controlled items before the next major design change or revision. Stock on hand can be held within different release levels within a revision level.

Release numbering can be numeric or alphanumeric (Setup Options > Keys > Manufacturing).

By default, the words Rel and Release are the descriptions assigned to the Release field in SYSPRO, but you can tailor this to suit your own requirements (Setup Options > User Defined Fields > Manufacturing > Bill of Materials).

Return Merchandise Authorization refers to the document that is used to track items that are returned by a customer.

It includes flexible methods for dealing with the return or exchange of merchandise. You issue an RMA once the customer notifies you of the intent to return a product. At this point you can cross-ship a replacement item to the customer.

An RMA is typically required under the following circumstances:

• The incorrect product was sent to the customer and the customer needs to be credited.
• The correct product was sent to the customer, but the product is faulty and needs to be replaced or repaired.
• The customer is unhappy with the product and requires a credit.
• The product is partially faulty and the customer cannot ship it back without jeopardizing day-to-day operations. You need to ship a replacement part and the customer will return the faulty product within a specified time frame, or be billed for the replacement product.

This refers to a number or code that is typically used to track major engineering or design changes to items that are regulated by the Engineering Change Control system.

Once defined, the revision for a stock item can only be changed using the Engineering Change Control module.

Engineering changes are typically tracked at revision level when few changes are made to the Bills of Materials for ECC-ontrolled items before the next major design change. Stock on hand can be held within different revision levels.

Revision numbering can be numeric or alphanumeric (Setup Options > Keys > Manufacturing).

By default, the words Rev and Revision are the descriptions assigned to the Revision field in SYSPRO, but you can tailor this to suit your own requirements (Setup Options > User Defined Fields > Manufacturing > Bill of Materials).

A routing describes the information that is required to manufacture a particular item. It includes details of what operations must be performed in which sequence, what components are required in which quantities, etc.

Within SYSPRO you associate a routing to a parent part when you define a bill of materials. It is within the bill of materials that you configure the various operation and component requirements. By manipulating these requirements and assigning them to different routes you are able to perform extensive what-if costing scenarios.

Within SYSPRO, a salesperson serves as a mandatory link for customers (i.e. a customer must be assigned to a valid salesperson).

You can use salespersons as a selection criterion within various reports, as well as for subtotalling and sequencing purposes.

You can measure salesperson performance against actual sales by assigning monthly budgets to salesperson which can be compared to actual sales made.

You maintain salespersons using the Salespersons program.

This file defines the characteristics of a valid XML document that can be supplied to a business object. SYSPRO supplies the schema's.

This file defines the XML that can be received from a business object and supplied to a report template. SYSPRO supplies the schema's.

Scrap is material that falls outside of specification and which has characteristics that make it impractical to rework. Within SYSPRO, you can associate a description to a code that describes the reason you need to scrap the material.

These are text instructions entered at the time of capturing orders to indicate how the order needs to be sent to the customer. They can be printed on invoices and delivery notes.

Instructions can be configured as Coded or Free form at the Shipping via usage setup option (Setup Options > Preferences > Distribution > Sales Orders).

• If set to Free form then you enter these instructions manually when capturing orders.

  If you have entered text at the Shipping instructions default message setup option (Setup Options > Preferences > Distribution > Sales Orders) then that text is displayed by default at the Ship via field.

  If you have configured free form shipping instructions against a customer, then these are used.

• If set to Coded then you associate your shipping messages with a shipping code (configured using the Shipping Instructions program). At the time of entering shipping instructions for an order, you only need to enter the code linked to the shipping instruction to retrieve the associated text into the order automatically.

  If you have configured coded shipping instructions against a customer, then these are used.

The ship to address indicates the address of a customer to which you deliver goods.

Multiple ship to addresses enables you to have more than one delivery address per customer. This is useful if, for example you need to invoice one customer but deliver the goods to multiple locations.

You create multiple ship to addresses and assign them to customers using the Multiple Ship to Addresses program. Each ship to address is referenced by an address code that can be selected during sales order processing.

The warehouse which is sending or issuing a stock item to another warehouse within the organization. This is sometimes referred to as the sending warehouse.

A sourcing policy determines who is the preferred supplier of a stock item and helps a company stay competitive by ensuring that purchasing agreements and policies are upheld when creating requisitions and purchase orders.

Option	Description
Round-Robin	A list of suppliers is defined in a specific sequence. Each gets a turn at being the preferred supplier (i.e. on a rotational basis). For the first requisition of stock, the first supplier on the list becomes the preferred supplier. For the next requisition, the next supplier is assigned as the preferred supplier, and so on. Once all suppliers on the list have been used, the first supplier on the list is re-assigned. If a preferred supplier is overridden or skipped, they do not miss their place on the list, but are assigned as the preferred supplier for the next requisition of stock.
Multi-Sourcing	A threshold amount is defined as either a value (total procurement amount) or a quantity. Proportional percentages are then defined against multiple suppliers. This means that a percentage of the total spend is allocated to each supplier on the sourcing policy. The system then selects the next preferred supplier once the allocated percentage (amount or quantity) is exhausted. The next preferred supplier can be determined in one of two ways: Sequence The preferred suppliers are selected in the sequence in which they were added to the list (similar to a round-robin policy) provided they have not exceeded their allocated threshold percentage. Once the threshold is reached, they are excluded. Threshold depletion The first supplier in the list is the preferred supplier until their allocated percentage has been depleted. Only then will the next supplier be assigned as the preferred supplier. The Purchase Order Review program suggests requisitions using the first preferred supplier in the sequence, regardless of whether the quantity of the first suggested requisition exceeds the threshold defined against the first preferred supplier in the policy. This is because the policy is not referenced at the time the suggested list is generated. You must close and re-open the program after creating the first purchase order from the suggested requisitions for it to use the next preferred supplier in the sequence. In addition, if you create a purchase order (either manually using Purchase Order Entry program or using the Purchase Order Review program) and the first order exceeds the supplier's threshold amount, then the system creates a purchase order for the quantity entered. It will check the threshold and suggest the next supplier on the policy for the next order created.
Lowest Cost	The preferred supplier is assigned based on the lowest cost defined against the Supplier/Stock Code Cross-reference table (PorSupStkInfo).The cost of all suppliers for that stock code must be calculated to the same unit of measure. In this case, the system uses the stocking UOM.In addition, the lowest cost is converted to local currency to take account of foreign suppliers. Once this is calculated, the supplier with the lowest cost is assigned as the preferred supplier.
Lowest Cost within Due Date	Although similar to the lowest cost policy, this policy takes into account the lead-time defined in the Supplier/Stock Code Cross-reference table (PorSupStkInfo). Based on the stock requisition's due date, the system determines which supplier will be able to supply on the specified due date. Once this is determined, the supplier with the lowest cost is assigned as the preferred supplier.
Supplier by Stock Code	A single supplier is defined for this stock code and will always be assigned as the preferred supplier.
Supplier by Warehouse	A single supplier is defined for this stock code and will always be assigned as the preferred supplier. However, different suppliers may be defined as the preferred supplier for different warehouses.

Once you capture an order, a status code is assigned to indicate its progress within the system.

The status code determines what functions can be performed at that point, particularly during maintenance and printing.

Once an order has passed through a given phase (e.g. after it has been printed) the status changes to the next highest status, until it reaches a status 9 - indicating that the order is complete and that the goods have been received into stock.

Status	Comment
0	Order in process. This happens when you get a record locked message. To reset the status, you need to maintain the order.
1	Order entered and ready for printing. Related setup option: Set 'ready to print' after maintenance
4	Printing is complete. Related setup option: Allow maintenance of completed orders
9	Order complete and receipted. The Purchase Order Purge program moves completed orders from a status 4 to a status 9 - setting the order complete date when all purchase order lines have been receipted. An order that contains only freight lines is set to complete once it has been printed, provided the Print detail freight line option is enabled (Purchase Order Format). Related setup option: Allow maintenance of completed orders
*	Order canceled.

Related setup options

A stock code is a number that uniquely identifies an inventory item that is bought or manufactured and which is typically stored in one or more warehouses.

All activity relating to the forecasting, purchasing, manufacturing, stocking and selling of a stocked item is tracked by means of the stock code.

A stock code can be linked to one or more lot numbers if the item is defined as lot traceable. If there is a warranty, the stock code can be defined as serialized and linked to one or more serial numbers.

If the Bill of Materials module is installed, stocked items may be linked in a parent/component relationship for use in Work In Progress and Sales Orders (Kit sales).

You can use the stock code as a selection criterion when generating reports.

You maintain stock codes using the Stock Code Maintenance program.

Suppliers provide a mechanism for you to raise purchase orders within SYSPRO.

The static information configured against a supplier is used to determine applicable tax, discounts, etc., when processing purchasing transactions.

The documents received from a supplier (e.g. invoices, credit notes, debit notes, etc.,) are stored against the supplier and enable you to keep track of the company's liabilities.

You can use the supplier as a selection criterion when generating reports.

You maintain suppliers using the Suppliers program

In SYSPRO this refers to an order type that is processed using the Sales Order Entry program.

SCT orders enable you to transfer stock between your warehouses at the current inventory cost of the stock (always in your local currency).

Stock is allocated immediately and can then be physically transferred at a later date. This lets you reserve stock to be transferred to another warehouse.

Items to be transferred can be placed on backorder.

You can optionally print an order acknowledgment and delivery note for an SCT order type.

Although only stocked merchandise lines and comment lines can be captured for a SCT order, the transfer cost multiplier assigned to the stock code/warehouse lets you include transport costs at the receiving (target) warehouse.

A transfer reference number is allocated (or entered, if you indicated that goods in transit references must be generated manually) at the time of releasing the SCT to a status 8 - To Transfer.

Although similar to inter-branch transfers, SCTs don't require the capture of customer details.

Within the Requirements Planning system, SCT orders are treated as both a supply and a demand and the system takes into account any items that are part of a warehouse transfer awaiting receipt at the target warehouse.

The warehouse which is receiving a stock item from another warehouse within the organization.

This is sometimes also referred to as the receiving warehouse.

Demand time fence

The time taken to tailor the part to order. It is calculated by adding the number of days entered in the Stock Code MaintenanceDemand time fence and Lead time fields against individual stock items to the current date. The demand time fence is only used if the part is a make to order item.

Manufacturing time fence

The date calculated by adding the dock-to-stock, planning frequency allowance and the manufacturing lead time to the current date. The manufacturing lead time is calculated by the Lead Time Calculation program as the longest manufacturing chain in the product.

Planning time fence

The date calculated by adding the dock-to-stock, planning frequency allowance and the overall lead time to the current date. The overall lead time is calculated by the Lead Time Calculation program as the longest manufacturing and procurement chain in the product.

Planning horizon

The date calculated by adding the Visibility factor to the Planning time fence.

This refers to a stocked item which can be transferred to another warehouse within the organization, to replenish stock in the other warehouse.

A stock item is designated as transfer-supplied using the Warehouse Maintenance for Stock Code program.

Stock items can be transferred by processing a Supply Chain Transfer (SCT) order in the Sales Order Entry program or using the various Transfer functions within the Inventory Movements program.

Trade Promotions refers to the management and control of special deals you offer to your customers. These deals include promotions, special offers and rebates.

The Trade Promotions module is integrated to the Sales Order Module.

Unknown attendees are email addresses that you have recorded in SYSPRO's Contact Management system but which are not linked to any of your contacts.

Within SYSPRO, a warehouse can represent an actual warehouse containing your inventory items (i.e. a physical warehouse) or it can represent a grouping of your inventory according to specific characteristics of the item (i.e. a logical warehouse).

You can define a default warehouse to use for transactions at company level as well as at operator level (this overrides the company default).

At warehouse level you can enter a default warehouse to use for components to indicate the warehouse from which material allocations must be allocated to suggested jobs created from running a requirements calculation.

At job entry level, you can define a default warehouse to use from which material allocations must be made when creating a job and when issuing material to a job.

You can define numbering by warehouse for goods in transit, goods in transit reference numbers, purchase orders and goods received notes.

Inventory integration to General Ledger is mandatory at warehouse level and optional at product class and/or transaction type level.

Sales integration to General Ledger is mandatory at branch level and optional at product class, geographic area and warehouse.

You can use the warehouse as a report selection criterion and for subtotaling and sequencing a number of reports within SYSPRO.

You maintain warehouses using the Warehouse Maintenance program.

The number of days it takes to physically move a stock item from the Source warehouse to the Target warehouse as defined in the Transfer lead time (days) field of the Warehouse Maintenance for Stock Code program. This is used to calculate the expected delivery date.

Non-working days are not taken into account when calculating the expected delivery date when the Use absolute days option is enabled (Setup Options > Preferences > Distribution > Inventory).

When this option is not enabled, non-working days are accounted for when calculating the due date or receipt date for transfer supplied items.

Withholding tax is an advance payment of company tax that is collected by the customer when paying a supplier. It is typically used in countries such as the Philippines, Thailand and Singapore.

For example: Company A sells a computer to Company B for $1000.00. When Company B pays for the computer they deduct withholding tax from the payment and send it to the tax office. The full $1000 is credited against the account, but the payment is split into one portion that is paid to the tax office and the remaining portion that is paid to the supplier.

A work center is a specific production facility comprising one or more people/machines that can be considered as a unit for the purposes of capacity requirements planning and detailed scheduling (e.g. drilling; assembly; quality and inspection).

Although work centers derive their default costing rates, units of measure, run time calculation methods and ledger productive and non-productive codes from the cost center to which they are assigned, these can be overridden at work center level.