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.

Microsoft 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.

Data anonymization refers to the process of encrypting data (or removing personally identifiable information from data sets) so that it remains anonymous and privacy is protected.

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.

Within SYSPRO, banks represent your company's bank accounts. They record financial transactions such as deposits received and payments made and enable Accounts Payable, Accounts Receivable and Cash Book to integrate to General Ledger.

A local currency bank can process both foreign and local currency transactions, while a foreign currency bank can only process transactions in the currency of the bank. Foreign currency transactions are converted to local currency before being posted to General Ledger. Any variance (arising from adjustments made to the exchange rate of foreign currency transactions) is posted to an exchange rate variance account defined against each bank.

You maintain banks using the Banks program.

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.

A - Lot for lot

The order quantity is the shortage quantity.

All sub jobs are automatically created as lot for lot.

You would typically select this batching rule when implementing MRP (Requirements Planning) in SYSPRO for the first time. The rule simply generates planned supply (jobs, purchase order requisitions and purchase orders) for the actual net shortage in demand for each period.

Once you have familiarized yourself with SYSPRO's Requirements Planning module, you can implement the other batching rules as required.

B - Multiples of EBQ

To calculate the order quantity, the shortage quantity is rounded up to the next multiple of the economic batch quantity.

For example:

If the Economic batch quantity is 10 and the shortage is 32, then the order quantity will be 40.

C - Fixed time period

When a shortage is encountered, the order quantity is calculated by adding all the shortages in the fixed time period ahead.

For example:

If the shortage is 32 today and 14 tomorrow, and the fixed time period is 1 day (1 future working day) then the order quantity will be 46 (32 + 14).

D - Order to maximum if shortage

When a shortage is encountered, the order quantity is calculated to increase the stock holding up to the maximum defined against the warehouse.

For example:

If the shortage is 32 and the maximum quantity is 100, then the order quantity will be 132 (32 + 100). This is because the shortage of 32 must be filled, plus 100 are required to bring the stock holding up to its maximum of 100.

E - Order to max if less than min

As soon as the result field (during netting-off) falls below the minimum quantity, an order quantity is calculated to order enough to increase the quantity available up to the maximum quantity.

For example:

If the minimum quantity is 50 and the maximum quantity is 200 and the result field is 12, then the order quantity will be 188 (200 - 12).

When you select this option, the MPS Review and MRP Master Production Schedule programs use the minimum and maximum quantities defined against the warehouse to calculate the suggestions made. Safety stock is not taken into account.

F - Multiples of pan

This rule is identical to rule B, except that the pan quantity is used instead of the economic batch quantity.

To calculate the order quantity, the shortage quantity is rounded up to the next multiple of the pan size.

For example:

If the Pan size is 10 and the shortage is 32, then the order quantity will be 40.

G - Multiple EBQ lots

If a shortage occurs, then multiple orders should be created to satisfy the shortage, each the size of the Economic batch quantity.

For example:

If the Economic batch quantity is 10 and the shortage is 32, then 4 orders (each having an order quantity of 10) are suggested.

H - Multiple pan lots

This rule is identical to rule G, except that the pan quantity is used instead of the economic batch quantity.

If a shortage occurs, then multiple orders should be created to satisfy the shortage, each the size of the Pan.

For example:

If the Pan size is 10 and the shortage is 32, then 4 orders (each having an order quantity of 10) are suggested.

I - Minimum of EBQ

If a shortage occurs, the order quantity is the quantity required to meet the shortage, unless this is less than the Economic batch quantity (in which case the EBQ is used).

For example:

If the Economic batch quantity is 10 and the shortage is 8, then the order quantity is 10 (the 8 required to meet the shortage is less than the EBQ, so the EBQ is used). However, if the shortage is 32 and the Economic batch quantity is 10 then the order quantity is 32.

J - Minimum of pan

This rule is identical to rule I, except that the pan quantity is used instead of the Economic batch quantity.

If a shortage occurs, the order quantity is the quantity required to meet the shortage, unless this is less than the Pan size (in which case the Pan size is used).

For example:

If the Pan size is 10 and the shortage is 8, then the order quantity is 10 (the 8 required to meet the shortage is less than the Pan size, so the Pan size is used). However, if the shortage is 32 and the Pan size is 10 then the order quantity is 32.

K - Multiples of EBQ (fixed time)

This rule is a combination of rules B and C.

The order quantity is calculated by adding all the shortages in the fixed time period ahead.

Once this total shortage quantity has been calculated, then this is rounded up to the next multiple of the Economic batch quantity.

L - Multiples of pan (fixed time)

This rule is a combination of rules F and C.

This rule is identical to rule K, except that the pan quantity is used instead of the economic batch quantity.

The order quantity is calculated by adding all the shortages in the fixed time period ahead.

Once this total shortage quantity has been calculated, then this is rounded up to the next multiple of the Pan size.

M - Multiple EBQ lots (fixed time)

This rule is a combination of rules G and C.

The order quantity is calculated by adding all the shortages in the fixed time period ahead.

Once this total shortage quantity has been calculated, then multiple orders that are each the size of the Economic batch quantity, are suggested.

N - Multiple pan lots (fixed time)

This rule is a combination of rules H and C.

This rule is identical to rule M, except that the pan quantity is used instead of the Economic batch quantity.

The order quantity is calculated by adding all the shortages in the fixed time period ahead.

Once this total shortage quantity has been calculated, then multiple orders (each the size of the pan) are suggested.

O - Min of EBQ, thereafter multiples of pan

If a shortage occurs, the order quantity is at least the Economic batch quantity. However, if the EBQ is insufficient to satisfy the shortage, then the remaining shortage is rounded up to the next multiple of the pan quantity.

For example:

If the Economic batch quantity is 10 and the pan quantity is 5, a shortage of 3 would cause an order quantity of 10 (the shortage is less than the EBQ). A shortage of 23 would cause an order quantity of 25.

P - Suppress MRP ordering

Demand generated for this item will not result in any suggested purchase orders, unless you have indicated that batching rules must be overridden. This is indicated against the Override batching rules with rule A setup option (Setup Options > Preferences > Manufacturing > Requirements Planning).

This is the default batching rule for an item defined as a By-product and cannot be changed.

In addition, when you set the Stock code status to Clear, the batching rule for that stock code is automatically set to P - Suppress MRP ordering. This cannot be changed until the Stock code status is changed to either Normal or Temporary.

Q - Apply warehouse order policy

This indicates that would like to define the batching rules against the individual warehouses in which the item is stocked, using the Warehouse Maintenance for Stock Code program (Program List > Inventory > Setup).

This enables you to define different batching rules for each warehouse in which the item is stocked.

A conversation post within the SYSPRO Harmony platform.

This is typically a container or shelf in a warehouse that lets you keep track of stored inventory items.

Each bin is assigned a type to indicate its basic flow of activities. This helps define the way in which it is used and to prevent incorrect use (e.g. dispatching inventory from a WIP bin, or consuming products that have not yet been receipted).

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.

A Binary Large Object (BLOB) is a collection of binary data stored as a single entity in a database management system.

Blobs are typically images, audio or other multimedia objects, though sometimes binary executable code is stored as a blob.

Azure Blob Storage provides SYSPRO with an intermediate storage area for the uploading of data into your SQL Managed Instance.

A bot (short for robot) is an automated program that runs over the Internet.

Some bots run automatically, while others only execute commands when they receive input. The SYSPRO Bot is the latter, as you need to sign in and enter a commonly-used phase to start the conversation.

The SYSPRO Bot provides functionality over the SYSPRO ERP ecosystem. For the SYSPRO Bot to service user requests effectively, skills are used and are required to define specific pieces and areas of functionality.

In certain instances the SYSPRO Bot responds to the user using predefined templates to provide the information in a certain format.

These templates are called cards and are part of the Microsoft Bot framework.

Users can communicate with the SYSPRO Bot via different client applications - also called channels (e.g. Skype, Webchat, Facebook).

This is the field required by a Bot skill to perform its task or action. This can vary from 1 to many fields, depending on the task/action required by the Bot skill.

These are the fields required to uniquely identify SYSPRO data entities and concepts. They are used by the SYSPRO Bot infrastructure to service user requests/interactions effectively.

Key fields utilize the defined search configuration to verify the validity of a phrase.

This refers to the mechanism provided by the SYSPRO Bot framework to search for and find relevant information within the context of the current skill and conversation.

Bot searches assist in the selection of Bot key fields and will loop until a valid entry is entered, or until the conversation ends.

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.

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 Branch Maintenance program.

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 Branch Maintenance 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.

Work in Progress

Branches are linked to jobs.

You can define the general ledger integration at branch or job classification level. Depending on the GL integration level defined, the ledger codes set up against the branch or against the job classification are used.

GL integration by WIP branch facilitates reporting and analysis of work in progress transactions by branch. A default branch can be defined against the route, an operator, a bill of material and a job.

You maintain branches using the WIP Branch Maintenance 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.

Cards are pre-built discrete functional components. A card is a self-contained HTML5 page whose data is derived typically (but not exclusively) from a business object.

• A card may run as a separate entity in its own window or can be embedded in a view.
• A card may require a key value such as a customer or stock code key to execute.
• A card that doesn't require a key value, is known as an Insight card and display information such as bank balances or sales order commitments.
• SYSPRO Avanti ships with a set of pre-built cards, but it is relatively easy to construct new cards for any additional required functionality.
• Use the Visual Designer program to add a card to any view.

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.

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

Component Object Model, or COM, is a Microsoft standard used for applications to communicate with one another.

The company currency is the local or base currency that is used in the country and by the SYSPRO company.

All financial transactions in the SYSPRO company are written to the General Ledger in the company currency.

A compatibility level sets certain database behaviors to be compatible with the specified version of SQL Server. Performance issues may arise if your compatibility level is set to an older version of SQL.

This is typically a SYSPRO administrator who receives and evaluates customer complaints and assigns a severity level in order to calculate the due date of resolving a complaint.

The complaint owner assigns a complaint to a complaint user for resolution. The complaint owner can also resolve and close a complaint, if requested to do so by the complaint user.

This is typically a SYSPRO operator who investigates and is responsible for resolving and closing a complaint.

A concession number is typically required for traceable stock items and usually indicates the customer's acceptance of an item that deviates from the original specification, but which is still fit for purpose.

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

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.

This typically refers to using standardized containers for the storage and transport of materials within a manufacturing facility and between suppliers and manufacturers.

Benefits include:

• Reduced product damage
• Reduced waste (by using reusable containers)
• Less handling
• Improved inventory accuracy (by simplifying counting processes)

A contract defines the folders which Document Flow Manager must monitor, the type of document to look for, what to do with the document once it's located, which business object to call, and what to do with the response from the business object (e.g. transform the document using XSLT before and/or after processing by the business object).

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 Currency Maintenance 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.

This is where a consumer expresses dissatisfaction with a supplier's goods or service, typically as a result of defective products or poor service. While this can be viewed as negative sentiment, it also affords a supplier an opportunity to improve their business processes by re-evaluating their quality and service delivery.

This is the currency captured against the customer (i.e. the customer's local currency).

International customers located in a foreign country will use a foreign currency. These foreign currencies are converted using the currency exchange rate as at the date and time of the transaction.

This refers to an inventory auditing procedure whereby a small subset of inventory items (or specific locations) are designated to be counted on a specified cycle.

The information derived from the cycle count can be used to determine the accuracy of stock levels within the entire warehouse (e.g. if discrepancies are found between actual and system stock levels, similar variances may be expected in other areas of the warehouse).

A data-source is a reusable link to an SQL Server instance hosting the database and consists of the address of the server, login credentials, and other options specific to the server in question.

The actual dataset that used in the machine learning project, is specified in the SQL query within a project.

The data-source can be setup once, and then reused by any user to quickly train a model based on data on that specific SQL Server.

Date entry fields within SYSPRO were traditionally defined as 9(6) which allowed for a day, month and year of two digits to be entered. All these dates assume that a date with a year greater than 50 is 19xx and any date with a year less than 50 is 20xx.

This is true for all versions of SYSPRO.

In addition, all the date routines that work with 6-digit dates make the same assumption.

More recent programs can use 8 digit dates in Display and Entry Forms and these are always stored as CCYYMMDD internally, and when passed to any of the standard date routines that work with 8-digit dates.

Programs in SYSPRO can conform to either the old style 6 digit dates or the new style 8 digit dates.

This means that when a date greater than 31 December 2049 (e.g. 01/01/2050) is entered in any program with a 6-digit date format, the system will store the date to 01/01/1950. This is true even if the program itself initially allowed the date of 01/01/2050 to be entered on the screen.

For example: in Sales Order Entry, you can enter the order date as 30/05/2088 and successfully process the order. However, when you maintain the order, the system will have changed the order date to 30/05/1988.

Distributed Component Object Model, or DCOM, is a set of components that assist in the communication between a client and server.

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.

A destination bin is configured as a dispatch bin (typically located in the dispatch area) and is required when you create a pick.

Once a pick is completed, a bin transfer is created (i.e. from the bin allocated against the stock code on the sales order to the destination bin entered).

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 following:

• 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.
• 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.

European community

The endpoint is a device or node that is connected to the local area network or wide area network and accepts communications back and forth across the network.

Engineering Change Control in SYSPRO helps you better manage engineering changes to your products and/or associated data. This is achieved through user-defined workflow, steps and processes, and can augment or replace the paper trail that usually accompanies any changes to product design data.

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 Geographic Area Maintenance program.

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

SYSPRO's GIT system provides a mechanism to control 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 GIT system is typically used in organizations that manage multiple warehouses and transfer stock regularly between these warehouses.

Goods received note refers to the mechanism whereby you capture accrual values for items received into stock, but which has not yet been invoiced.

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.

A hotfix is the minimum software required to provide a solution for a specific problem experienced by one or more customers. These can also include any relevant dependencies.

SYSPRO provides hotfixes as a way of deploying software updates during the release of SYSPRO 8.

Types of hotfixes available include:

• Mandatory Hotfix

• Optional/Customer-specific Hotfix

• Consolidated Hotfix

• Diagnostic Hotfix

• Restricted Hotfix

• Withdrawn Hotfix

Hotfixes are available from the SYSPRO Installer application.

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.

SQL Server fragmentation occurs when data is sorted in a non-contiguous way. Index fragmentation is an expected and unavoidable characteristic of any OLTP environment.

Fragmentation is defined as any condition which causes more than the optimal amount of disk I/O to be performed in accessing a table, or causes the disk I/O's that are performed to take longer than optimal.

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.

A group of jobs, processed together as a percentage of the material and labor used.

This is a scheduling system for lean and just-in-time manufacturing (i.e. it is used to deliver the required components to the production area just-in-time.

In a Kanban environment, a replenishment bin is only released to production when a trigger or card is received from production. In addition, the bin must be refilled with a fixed quantity of components immediately upon receipt of the empty bin from production.

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 variances arising during picking. The quantity that is short is moved to the lost and found warehouse at the time the pick line or entire pick is completed and set to C - Picked.

The lost and found warehouse is only enabled if a warehouse is defined at the Lost and found warehouse setup option and Process to lost and found warehouse is selected at the Accounting for shortages option (Warehouse Maintenance) .

Managed instance is a new resource type in SQL database that streamlines the migration of SQL Server workloads and combines the best of SQL Server with all the benefits of a fully-managed database service.

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

Microsoft Azure is a cloud computing service created by Microsoft to build, test, deploy, and manage applications and services through Microsoft-managed data centers.

It caters for:

• Software as a service (SaaS)

• Platform as a service (PaaS)

• Infrastructure as a service (IaaS)

In addition, Microsoft Azure supports different programming languages, tools and frameworks (including Microsoft-specific and third-party software and systems).

A Microsoft Office 365 tenant is a regional location that provides cloud services dedicated to an organization (e.g. Exchange Online, SharePoint Online, Teams, etc). It falls within the overall O365 Data Center and can be seen as an organization's sandbox environment, housing all its digital assets (e.g. users, domains, subscriptions and data).

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.

A machine learning model is a reusable block of code that can make predictions on new, or unseen data. The model is a binary object that cannot be directly inspected.

The SYSPRO Artificial Intelligence module takes care of loading models. To make a prediction, you have to provide the same number & type of columns on which the model was trained. The model will then produce a prediction.

For example: You may have trained the project to predict a value y1, based on the input values of a1, b1, c1. If you provide new values of a2, b2, c2, the model will output a new value of y2, based on those new input values.

A mock recall is an exercise that involves imitating all procedures for an actual product recall. In SYSPRO, this tests the traceability of products and verifies that the recall process is effective and can be carried out within the required time limit.

Products involved in a mock recall aren't actually put on hold (i.e. transactions such as invoicing and generating delivery notes can still be processed against them).

Mock product recall data is stored for compliance reasons and traceability audits.

This is a Manufacturing Execution System (MES) that helps reduce loss by improving delivery, lowering production costs and optimizing the use of resources by providing the complete process of scheduling, planning, publishing, collecting, analyzing and improving resource usage.

Multi-Factor Authentication (MFA) is the process of identifying a user by validating two or more methods of authentication from independent credential categories.

This authentication method ensures that a user is only granted access after successfully presenting two or more pieces of evidence to an authentication mechanism.

The three most commonly used authentication factors are:

• Knowledge: something only the user knows (e.g. a user name and password, a PIN or answers to security questions).

• Possession: something the user has (e.g. a smart-phone, Time-based One-time Password (TOTP) or smart card).

• Inherence (or biometrics): something unique that proves the user's identity (e.g. a fingerprint, iris scan or voice recognition).

The principle of Multi-Factor Authentication is that there is no perfect authentication factor. Any one factor that is implemented will have its strengths and weaknesses. For this reason, the concept of Multi-Factor Authentication is that a second or third factor compensates for the weakness of the other factors and vice-versa.

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 Nationality Maintenance program.

This is the integration interface that provides a link between ERP systems and a dedicated nesting software.

Nesting refers to the process of efficiently manufacturing shaped and non-symmetrical parts from flat raw material.

The components in a nested-based process are positioned in a pattern that will best use the materials and minimize waste.

External generic or machine-specific software that performs the optimization of the nest against the raw materials.

The result of an ability to view and select combinations of worksorders that can be batched together. The nest or project nest is the aggregrate single view of the batch.

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).

SYSPRO Open Database Connectivity (ODBC) allows for the easy exchange of data between disparate systems.

ODBC enables third-party programs to access SYSPRO data on a read and/or write basis, which in turn extends the system functionality to other productivity tools.

Although this may not be an issue for a SQL database, it is an invaluable tool for a C-ISAM database.

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.

An organizational unit (OU) is a subdivision within Microsoft Active Directory (AD) into which you can place the following objects:

• Users
• Groups (e.g. Security groups)
• Computers
• Other organizational units

You can create organizational units to mirror your organization's functional or business structure, and each domain can implement its own organizational unit hierarchy.

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.

In Accounts Payable, the payment currency is the currency used to pay the supplier.

In Accounts Receivable, the payment currency is the currency the customer uses to pay the company.

This currency may differ from the customer/supplier currency and company currency, in which case it is converted using the currency exchange rate as at the date and time of the transaction.

You use the Payment Cycle Maintenance program to create and maintain payment runs for processing payments to your suppliers.

You can create and run multiple payment runs simultaneously. Each payment run is assigned a unique payment run number and is created for a single bank, currency and payment type. You can therefore never have a single payment run containing payments from different banks, different currencies or different payment types.

Peering is the arrangement of traffic exchange between Internet service providers.

In the context of SYSPRO SQL Managed Instances, peering is the direct interconnection between the Microsoft network and another network for the purpose of exchanging traffic between the networks.

This is the process of finding and extracting products from a warehouse bin to fulfill customer orders.

This is a report that details the items required for picking and where to locate them.

A picking slip can only be printed once a pick has been created. Thereafter, you can print the pick at any time until it is complete.

This is a bin transfer movement type that applies when you complete a pick. The quantity picked is transferred from the sales order bin to the destination bin.

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.

Portal users are users who have access to the SYSPRO Supply Chain Portal.

They differ from regular SYSPRO operators and are configured and licensed separately based on a named-user license model.

When your system is licensed for a number of Portal Seats, an administrator can use the Portal User Management program to create and maintain portal users.

When creating a portal user, you assign an email address as the unique identifier against which the portal user will access the portal.

This is a warehouse picking sequence where the picker walks down one isle and up the next, picking items along the way. The postman walk picking sequence is depicted in the image below:

A machine learning prediction requires a trained model and an active project.

When performing a prediction, the SYSPRO Artificial Intelligence module uses a new set of input data to forecast or foresee a possible scenario or outcome. This can be considered a more advanced form of a what-if analysis.

Rather than relying on simple linear relationships, like a pro-rata calculation, a machine learning prediction can predict non-linear, or multi-dimensional relationships.

A term used for a systematic selection of a supplier through pre-determined criteria.

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.

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 Class Maintenance program.

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

_FRT

Automatically assigned when processing freight charge lines in the Sales Order Entry and AR Invoice Posting programs.

_FIN

Assigned when you run the AR Finance Charge Calculation program. The program creates a finance charge invoice record which appears on the customer's statement.

_OTH

Used when processing miscellaneous charge and non-stocked merchandise lines within the Sales Order Entry and AR Invoice Posting programs, unless you have assigned different product classes for these entries.

_RND

Assigned to system-generated transactions where discounts are applied that result in rounding errors.

_TAX

Used when processing sales tax transactions. This is automatically created providing the tax options are defined (Setup Options > Tax > Company Tax Options) before the product class is defined.

_GST

Used when processing sales tax transactions (Canada only). This is automatically created providing the tax options are defined (Setup Options > Tax > Company Tax Options) before the product class is defined.

_DSC

Assigned when applying discounts within the Product Configurator module.

_LAB

Assigned when processing labor charges in the Product Configurator module.

_DEP

Assigned when processing payments from counter sales deposits.

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.

This occurs when there are safety concerns over an item (or manufacturing defect in a product) that may be harmful to the consumer. This results in one or more products having to be withdrawn from the market.

SYSPRO's Lot Traceability system is used to identify all items and transactions involved in the recall. Items are placed into quarantine for inspection.

Contaminated or sub-standard stock items are scrapped, while unspoiled or undamaged items are released from quarantine.

A machine learning project consists of a data-source, a SQL statement, and machine learning training options.

The project tells the SYSPRO Artificial Intelligence module what data must be used for training, and provides various options to control the training process. The SYSPRO Artificial Intelligence module uses the SQL statement to query the data-source. It then learns the patterns in the data to produce a model.

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.

During a product recall, stock items which are spoiled, hazardous or of inferior quality are isolated and placed into quarantine. This can be done at serial, lot, bin or stock code level.

A quarantined stock item can't be invoiced, distributed, delivered or allocated to a job or any stock movement. Once inspection of the item is complete, it can be released back into stock (if it's usable) or scrapped.

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.

SQL Server backup and restore operations occur within the context of the recovery model of the database. Recovery models are designed to control transaction log maintenance.

A recovery model is a database property that controls how transactions are logged, whether the transaction log requires (and allows) backing up, and what kinds of restore operations are available.

Three recovery models exist:

• Simple
• Full
• Bulk-logged

Typically, a database uses the full recovery model or simple recovery model. You can switch a database to another recovery model at any time.

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).

A sales order may be set aside to create a pick at a later stage. These sales orders have not yet allocated stock.

You use the Pick Review program to select these sales orders (at a later stage) to create a pick.

A document sent from the customer to the supplier indicating which invoices the customer is paying.

A part or quantity that is left over after the greater part has been used, removed or destroyed.

Remnants are receipted back into stock for future use.

Request for quote refers to the query that is presented to obtain pricing and delivery information as well as terms and conditions from potential suppliers. The business requirement is defined beforehand and the potential suppliers are provided with the complete specifications, required quantities and delivery schedule.

The RFQ has a closing date that can only be changed until it is submitted for bidding.

When the need for goods or services is identified from either sales, production or another area of the business, a purchase requisition for the goods is created.

The person who creates a new requisition is regarded as the originator of the requisition. Although the initial requisition information does not have to be correct (the originator might not be aware of stock codes, order quantity contracts, etc) it must, however, be corrected by subsequent users before the requisition can be confirmed.

When a requisition is approved, the requisition user who approved the requisition can change it. However, once the approved requisition is routed, it can no longer be changed. It has to be routed back to the approver to either change it or to un-approve it so that the required changes can be made.

Once the requisition is approved and all other pre-purchase activities (such as supplier sourcing and price negotiation) are complete, a purchase order for the goods is placed with the relevant supplier.

Representation State Transfer (REST) provides a structured and accessible way of accessing a service. It does not consume as much bandwidth as Simple Object Access Protocol (SOAP) and is more suitable for use over the Internet.

It uses a simple URL (instead of XML) to obtain information in a form that's easy to parse within the language you need for your application.

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.

Rules consist of conditions and actions.

A condition is evaluated and (if true) the SYSPRO Rules Engine initiates the defined actions.

Actions are executed when the conditions of a rule are met.

Conditions act as triggers that initiate a specific action according to how they have been configured.

They let you fine-tune a rule with the records to be excluded and when certain actions must be performed (i.e. they act as a set of conditional expressions that must be met before any rule actions are performed).

A rule target indicates the database table to which a rule applies, as well as the operation on that table (e.g. All, Insert, Update or Delete).

Targets can be set as company-specific or system-wide.

Variables are used to define or manipulate any values required in the conditions or actions of a rule. The different property packets of a variable include the following:

Sales orders are used to record the sale or transfer of goods and services to both internal and external customers.

It forms a temporary legal contract between your company and the customer, as well a providing an audit trail of goods sold or transferred.

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 Salesperson Maintenance 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.

See Supply Chain Transfer

Items and entities that are capable of being secured in one way or another.

Security groups provide an efficient way to assign access to resources on your network. They enable the following:

• Assign user rights to security groups in Microsoft Active Directory (AD).

• Assign permissions to security groups for resources.

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.

This denotes a scenario where the original quantity for a sales order cannot be satisfied with the actual quantity found in the bin, resulting in an outstanding quantity for the sales order line.

If you decide to complete this pick while there is outstanding quantity, the outstanding quantity is placed on back order.

Simple Object Access Protocol (SOAP) is a method of calling a service if you are using managed code. It has a strong support for data types. It requires writing or using a provided server program (to serve data) and a client program (to request data).

It is an XML-based messaging protocol that allows programs which are running on different operating systems to communicate using Hypertext Transfer Protocol (HTTP) or Simple Mail Transfer Protocol (SMTP). It defines a standard set of rules for structuring messages that can be used for simple one-way messaging.

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. It helps a company stay competitive by ensuring that purchasing agreements and policies are upheld when creating requisitions and purchase orders.

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 (i.e. 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 in the PorSupStkInfo table.

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 also takes into account the lead-time defined in the PorSupStkInfo table.

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.

The suppliers defined per warehouse are recorded in the InvWarehouse table.

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.

Related setup options

Set 'ready to print' after maintenance

Enable this option for the status of an order that has been maintained but not printed to revert to 1 - Ready to print. This ignores the Reprint completed lines preference in the Purchase Order Format program and means you won't be able to reprint a purchase order with completed lines.

Don't enable this option if you want the order status to remain 4 - Printed after having been initially printed online. Any printing done during order maintenance is seen as a reprint and your selection at the Reprint completed lines option is taken into account.

Allow maintenance of completed orders

Enable this option for completed orders to remain in a status of 4 until the number of days to retain completed purchase orders is exceeded. At that point the orders are purged (i.e. they are not moved to a status of 9).

You won't be able to maintain orders that were in a status 9 - Complete prior to switching on this option. Although you will be able to cancel a completed line, you won't be able to change a completed line.

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.

A deliberate policy-driven approach undertaken by an organization to consider multiple factors for supplier selection based on longer-term initiatives.

This applies when the EC VAT system is in use (Setup Options > Tax > Company Tax Options ).

A number of Tariff codes require the declaration of a supplementary unit, for example the number of pieces, litres or cubic metres.

Generally, a supplementary unit is required when it is a more appropriate measure of particular goods than the net mass and allows a greater degree of comparison and analysis.

Supplementary units are assigned to Inventory items using the Stock Code Maintenance program.

When adding a sales order line for an item that requires supplementary units, the supplementary unit code is passed to the order line from the stock code. A factor can then be added for calculating the supplementary unit quantity. When invoicing, the supplementary unit information is saved and made available for printing on the EC Sales reports, such as the Supplementary Declaration for Dispatches report.

When receipting a purchase order, the supplementary unit information is requested, saved and made available for printing on the EC Declaration of Arrivals report.

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

This is the currency captured against the supplier (i.e. the supplier's local currency).

International suppliers located in a foreign country will use a foreign currency. These foreign currencies are converted using the currency exchange rate as at the date and time of the transaction.

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.

Sales orders can be placed into suspense automatically by the system, or manually by an operator.

Sales orders are often placed into suspense due to customers defaulting on invoice payments, having exceeded their credit limit or being placed on hold.

The synchronous method calls the service and waits for a response before allowing execution to continue.

The asynchronous method can initially call a service method and then continue executing other tasks while the service processes the method. When the method completes, a call back event on the client is fired and the client application can then proceed with processing the output result.

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

This is sometimes also referred to as the receiving warehouse.

This applies when the EC VAT system is in use (Setup Options > Tax > Company Tax Options

The tariff code identifies the goods that are the subject of a dispatch or an arrival and is the basis for most of the statistical information used by government departments, the European Commission, United Nation's agencies and businesses themselves.

The tariff code is an important data field on the Supplementary Declarations reports.

Tariff codes are used in the Landed Cost Tracking system to determine the duty rate applicable to an imported item. LCT Tariff codes require the Nationality and Country status to be defined against the supplier (Suppliers ).

Tariff codes are also used when receipting purchase orders for both stocked and non-stocked items.

The tariff code is mandatory on sales orders that are for an EC Member State customer (excluding local transactions). When adding a sales order line for a stocked item, the tariff code defined against the stock item is used. When adding a line for a non-stocked item, the tariff code must be entered.

Tariff codes are assigned to inventory items using the Stock Code Maintenance program .

Transmission Control Protocol, or TCP, is one of the core protocols used to enable communication between computers on a network.

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.

The Time-based One-Time Password algorithm (TOTP) is an extension of the HMAC-based One-Time Password algorithm (HOTP) which generates a unique one-time password based on the current time.

It has been adopted as Internet Engineering Task Force standard RFC 6238, is the cornerstone of Initiative For Open Authentication (OATH), and is used in a number of two-factor authentication systems.

The one-time password must validate over a range of times between the authenticator and the authenticated because of latency (both network and human) and unsynchronized clocks.

Both the authenticator and the authenticatee compute the TOTP value, then the authenticator checks if the TOTP value supplied by the authenticated matches the locally-generated TOTP value.

Some authenticators allow values that should have been generated before or after the current time in order to account for slight clock skews, network latency and user delays.

Traceability refers to the ability of an organization to verify the history, location, or application of an item based on documented identification records.

Traceability is required in certain industries for a number of reasons:

• Stock control

• Asset control

• Order tracking

• Food Recall (e.g. being able to trace and account for every unsafe food item suspected of contamination; ranging from items still in the warehouse to those dispatched to customers).

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.

Training a model involves examining patterns in the data using various machine learning algorithms.

The data can be thought of as containing 1 or more input columns (x), and 1 output column (y). Training is the process of learning how x maps to y.

Symbolically, if we say f(x) = y, then f is some function that can map x to y. In mathematics, we are usually given f and x, and asked to calculate y. In supervised machine learning, we give the computer x and y, and ask it to learn f.

This is the training endpoint address to the SYSPRO Artificial Intelligence service (e.g. http://localhost:30238/SYSPROMLE/rest) that is used to train projects to generate a model that can be used to perform predictions.

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.

(also known as Data Encryption at Rest)

Transparent Data Encryption (TDE) encrypts Microsoft SQL Server, Azure SQL Database, and Azure Synapse Analytics (SQL DW) data files.

Data Encryption at Rest describes the technique of configuring Microsoft SQL Server so that the physical database files stored on the Windows file system are encrypted.

This ensures that, in the event of a network or other security breach, information remains secure even if someone is able to access the physical database data or log files (or a backup of these files).

(also known as Data Encryption in Motion)

This is a cryptographic protocol designed to provide communications security over a computer network.

Data Encryption in Motion describes the technique of configuring SYSPRO and Microsoft SQL Server so that all communication between the two is encrypted. Data encryption can therefore be enabled from the client, instead of only controlling encryption within the Microsoft SQL Server instance.

The following data is encrypted when using this type of configuration:

• Initial connection information
• SQL statements issued
• Actual data passed to and from Microsoft SQL Server

Data Encryption in Motion ensures that eavesdroppers and hackers can't see what's transmitted - particularly useful for private and sensitive information, but also for all information sent between SYSPRO and Microsoft SQL Server.

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.

An unknown process is one where a Windows SYSPRO process on the server is found with no corresponding entry in SYSPRO's user file (i.e. the PID is no longer associated with the current user).

Terminating an unknown process typically does no harm (i.e. although the process is running on the server, the user is not actually using SYSPRO).

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

You maintain warehouses using the Warehouse Maintenance program.

Default for transactions

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

Default for components

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.

Default for allocations

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.

Numbering

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

Integration

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.

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.

Windows Communication Foundation (WCF) is a technology that forms part of the Microsoft .NET Framework. It provides a set of APIs (Application Programming Interface) for building connected, service-oriented applications. It was designed using SOA (Service-Oriented Architecture) principles to support distributed computing where services have remote consumers.

A web service is any piece of software that makes itself available over the internet and uses a standardized XML messaging system. XML is used to encode all communications to a web service (e.g. a client invokes a web service by sending an XML message, then waits for a corresponding XML response).

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.

Workspaces are customizable dashboards in SYSPRO Avanti that supply user roles with everything they need to perform their tasks efficiently and effectively.

They are essentially web views for roles and can contain anything that can be designed in the Visual Designer (e.g. Business Insights, Program Tiles, Charts, Flow Graphs, Cards, Grids, Forms, and any customized panes associated with the role itself).

A workspace is a way of grouping tasks or processes together in a way that is meaningful or relevant for an individuals role (i.e. similar to a Favorites menu, except that it is defined at a role level).

Multiple workspaces can be created for each role (e.g. daily, weekly and monthly tasks).

There are two types of workspaces in SYSPRO Avanti:

• Standard template workspaces

  These are shipped with the core SYSPRO product and located in the \Base\Samples folder:

  • Inventory Manager
  • Debtor Controller
  • Inventory Controller
  • Operations Manager

  • Sales Manager

    The role designer can use these templates as a base when designing workspaces for various roles.

• Custom workspaces

  These are created, designed and deployed by the role designer or system administrator.

  When creating custom workspaces, they can either use the templates as base or creating them from scratch.

This is a warehouse picking sequence where the picker walks in a zig-zag pattern, picking from a bin in one aisle and then moving diagonally across to the next bin in the opposite isle, and so on. The Z-pick sequence is depicted in the image below.