Assembly Order Processing

Assembly Order Processing

This module provides a processing flow from Sales Order till Delivery Order that involves item assembly.

Go to Tools > Program Control > Module Setting

Check the check-boxes of Stock Assembly, Sales Order Processing and Assembly Order Processing to enable them.

Create a Sales Order

Go to Sales > Sales Order

Create a new Sales Order with items that involves item assembly.

Sales Order Processing

This is mainly for Sales Department to request for Purchase, Item Assembly and Delivery based on the just created Sales Order.

Go to Sales Order

Click on Search

Check the checkbox of the selected sales order,

Click on Process S/O

The upper section shows the listing of outstanding items; in my case there is no sufficient stock to meet this sales order.

The middle section shows stock status and other info of the highlighted item.

The lower section is meant for further action and to display status of this request:

Purchase Request Processing: to request for new purchase (generate PO) because of insufficient stock of the highlighted item.

Delivery Request Processing: to request for delivery of stock (generate DO) when there are stock available for the highlighted item.

Assembly Order Request Processing: to request for assembly order of the highlighted item (generate assembly order and then item assembly).

As this is an assembled item, click on Assembly Order Request Processing tab,

Highlight the item, click on '+' and change the Request Qty accordingly,

Click on Assembly Request, Yes..

Observe the Assembly Status carefully, it was changed from Not Yet Process to Assembly Order Processing Requested.

At the same time, a notification has been send to the user(s) that accessible to Assembly Order Request Processing.

Click on Close.

Business Flow > Assembly Order Request Processing --- to generate Stock Assembly Order

Business Flow > Assembly Order Processing --- to generate Assembly Request

Business Flow > Assembly Request Processing --- to generate Stock Assembly

Assembly Order Request Processing

This is to process the assembly order request (to generate Assembly Order)

Go to Business Flow > Assembly Order Request Processing

There is 1 item pending for process (Pending Request)

Click on Generate Assembly Order

Click on Save,

New Stock Assembly Order is generated,

Click on Close.

And now there is no more pending Assembly Order Request.

Let's take a look at the effect on Sales Order Processing,

Highlight an item,

Look at the lower portion,

Click on Stock Status With Detail

The status is updated with the row of assembly order transaction (AO).

Assembly Order Processing

This is to process the assembly order and generate Assembly Request.

Go to Business Flow > Assembly Order Processing

Click on Search,

Check the checkbox of selected Assembly Order, then click on Process...

The upper section shows the item requested and its material items (click on the checkbox of Show not enough stock only to see the material items that were not displayed).

The middle section shows the detail info and status of each item.

The lower section (Assembly Request Processing) is to create an Assembly Request.

Click on the '+' sign to add a request, then click on Assembly Request, Yes.

Click on Close.

Assembly Request Processing

This is to process assembly request and generate Stock Assembly.

Go to Business Flow > Assembly Request Processing

Click on Generate Assembly,

Check the checkbox of selected item, click on Save,

Stock Assembly is generated, click on Close.

Now that the item is assembled and there is enough stock to deliver to customer.

Request For Delivery

Now the on hand stock is available, the sales department can request for delivery of stock.

Go to Business Flow > Sales Order Processing

Click on Search

Check the checkbox of the selected sales order,

Click on Process S/O

Click on Auto Generate > Auto Generate Delivery Request Processing

Click on Delivery Request.

Observe the Delivery Status carefully, it was changed from Not Yet Process to Delivery Order Processing Requested.

At the same time, a notification has been send to the user(s) that accessible to Delivery Request Processing.

Delivery Request Processing

This is mainly for Delivery Department to process the request from Sales Department.

Go to Business Flow > Delivery Request Processing

Highlight the related debtor,

You may click on the '+' sign before the creditor code to expand the details.

Before generate Delivery Order, you may click on Pre-Delivery Request Processing to re-examine the detail of delivery request, change the requested quantity, put a requested item on-hold (K.I.V.), or delete a request.

To generate D/O, click on Generate Delivery Order

Click on Save,

New Delivery Order is generated,

Click on Save.

And now there is no more pending delivery request.

The Sales Order is completely transferred to Delivery Order, it is now no longer an outstanding Sales Order. 

Go to menu

Business Flow Menu

Business Flow Menu

This is all about the flow of processing starts from Sales Order and ends with Delivery Order, involving Purchases and Assembly operation.

Illustrated flow of Sales Order Processing > Purchase Request Processing > Delivery Request Processing

Illustrated flow of Sales Order Processing > Assembly Order Request Processing > Assembly Order Processing > Assembly Request Processing > Delivery Request Processing

Sales Order Processing

This menu is available only when Sales Order Processing module is enabled.

This menu is meant to request for purchase or delivery based on sales orders.

Refer to module topic Sales Order Processing.

Purchase Request Processing

This menu is available only when Sales Order Processing module is enabled.

This menu is meant to process request of purchase.

Refer to module topic Sales Order Processing.

Delivery Request Processing

This menu is available only when Sales Order Processing module is enabled.

This menu is meant to process request of delivery.

Refer to module topic Sales Order Processing.

Assembly Order Request Processing

This menu is available only when Assembly Order Processing module is enabled.

This is to process assembly order request (to generate Assembly Order).

Refer to module topic Assembly Order Processing.

Assembly Order Processing

This menu is available only when Assembly Order Processing module is enabled.

This menu is meant to generate Assembly Request.

Refer to module topic Assembly Order Processing.

Assembly Request Processing

This menu is available only when Assembly Order Processing module is enabled.

This menu is meant to process assembly request and generate Stock Assembly.

AutoCount Tips: Posting Account Group

Most of you out there might not be familiar or even know there is a function ‘Posting Account Group’ in our AutoCount Accounting System. So what is this function and what can this function help in your Accounting? Well, pretty much similar to Stock Group Posting, instead of setting particular items into a Stock Group and the posting accounts follows the setting of this Stock Group, Posting Account Group allows you to set particular Debtor or Creditor into Account Group and behave similarly.

Take for example, I have 2 different Account Group – Local Sales and Oversea Sales. So you can actually differentiate your debtors into these 2 group by setting all your local clients into the Local Sales Group and overseas client into your Oversea Sales Group and both group sales will be posted into different GL Sales Accounts. So let’s have a look step by step how does this thing actually works.

Step 1: Create 2 different Account Group, you can look for this function at Top Menu –> General Maintenance –> Posting Account Group. Just click new to create your new account group.

Step 2: Set your respective debtors or creditor into the Account Group that you had selected. In order to Access your Debtor or Creditor, go to Top Menu –> AR –> Debtor Maintenance OR Top Menu –> AP –> Creditor Maintenance. You can create new or edit your existing Debtor or Creditor and to look for this Account Group setting, look for a tab ‘Others’ in your Debtor or Creditor Profile.

Step 3: You can now proceed to create your respective entry (will take Invoice as example for now). You will notice that the account no. at the item detail line will follow the setting that you had set in the account group (depending on your debtor belongs on which group).

This often help those that wants to differentiate their sales or purchases by Debtor or Creditor instead of items which similar to example provided.

Unable to Save a New Payment Voucher

We believe some of you especially new users might have faced this error during save a new payment. Error message: “The value of column DEAccNo in table G/L Detail does not exist in the master file.” prompted upon saving Payment Voucher.

This is due to default Bank Charges Account for the payment method is not defined. When the entry involves bank charges, the system is having problem of to which GL Account the bank charges should be posted.

To solve this poblem, Go to General Maintenance > Payment Method Maintenance > define the bank charges account for this payment method.

How to assign document running number format by users

Do you know that in Auto Count, you can assign different running number formats for different users? Let’s follow the steps as below to assign different running number formats for your users.

Go to Document Numbering Format Maintenance:

1. Click on Manage

2. Choose the Tab Assign Document Number Format to Users

3. Click on the user

4. Select the document numbering format you preferred

5. Click on Save

6. Click on Close
 

Save Invoice error – ‘Invalid account no’

Unable to save new Invoice? an error message ‘Invalid account no’ prompted? Normally, new users are still not familiar with the Auto Count system and they could face this error during bill transactions.

This is due Sales Account is not defined. Thus, you’re unable to save a new invoice as system is uncertain that sales amount should be posting to which account.

To solve the issue, there are 4 places you may assign G/L account codes:

1. Tools > Options > G/L Default Account

2. Stock > Stock Group Maintenance (to be used in Stock Item Maintenance)

3.General Maintenance > Posting Account Group Maintenance (to be used in Debtor Maintenance)

 

4.During bill transaction.

Error message “No default tax document number found” when tried to save a sales document

Error message “No default tax document number found” prompt while trying to save a sales document?

It’s due to you had enabled the “Enable Tax Document Number Management” setting but you didn’t maintain the Tax Document Number Maintenance.

Image below show that you have Enabled Tax Document Number Management in Tools > Options > Goods and Service Tax.

1. If you don’t need this feature to be enabled, you can disable it from Tools > Options > Goods and Service Tax. (just uncheck the checkbox)

2. If you are using this feature, go to GST > Tax Document Number Maintenance; maintain a new Tax Document Number.

Note: This feature is used in other countries where the government controls the tax document numbers.

Couldn’t find debtor when creating invoice?

1. The debtor is inactive

Normally when a debtor is set to “Inactive” for the reason of not allowing further sales to such debtor. To activate it, you may check the checkbox of “Active” in Debtor Maintenance.

2. The debtor code is group company

Go to Debtor Maintenance, observe the checkbox of “Group Company” When an account is defined as Group Company it serves the purpose of Control Account, thus not allowed to be invoiced.

3. The debtor is created under normal account

To select a debtor code under sales document, you need to create it in Debtor Maintenance (AR Menu). If a debtor account is created using Account Maintenance (GL Menu), it will not appear for selection in sales document.

4. The debtor has been filtered out according to the setting of Filtered by Salesman

You might have set a particular allowed to access to his own customers only. That’s why debtors not belonged to this user will not be showed. This feature is available with the module of Filtered by Salesman. The setting is at Tools > Options > apply filter by agent in lookup editor.

Check Parent Account Amount

In AutoCount Accounting, some of you might face before some weird situation where your financial report is not balance. But when you try to view in multi-level, somehow magic happens and your balance sheet is balance. Well, this is most probably there are some parent accounts of yours had some amount stored. In AutoCount Accounting, if your GL accounts is having parent-child relationship (sub account of an account), the parent account by right should not have any amount as this will affect the presentation of financial report to be not accurate.

So how do I know or how can I find out if my account face this situation? Do I find or dig out each of my transaction or GL accounts?

The answer is NO, you do not need to dig into your transactions 1 by 1 to find out this. We have a shortcut way to find out these kind of situation. You may follow the below steps if you want to check on this:

1. Login into your AutoCount Accounting Management Studio.

2. Top menu Tools –> SQL Query. System then will prompt you a warning message, however just click yes for now. A new window will prompt out where the content is blank.

3. Key in the following into the blank new window: Select AccNo, TransDate, Description, RefNo1, RefNo2, SourceType From GLDTL Where AccNo IN (Select ParentAccNo From GLMast). After that click the Execute Button on the top left of the window.

You’re expected to get 2 different kind of results:

If you get blank and nothing appear at the lower part of the content means that your account is good to go, there is no amount in any of your parent accounts.

If you get result at the lower part of the content means that there is some amount hiding in your parent account(s). You may refer to the columns to find out where and which is the affected accounts or transactions.

Acc No – Affected GL accounts

Trans Date – Transaction date

Description – Just description

RefNo1 – Document Number of affected transaction

RefNo2 – Ref 2 (if you key) of affected transaction

Source Type – Source of document type such as OR or PV etc. to narrow down your search

4. If so happen that you had result (which means you had amount in your parent accounts), you may look back into your account book and search for that transaction and change the account number to one of the child account. For the example above, we know that the affected account is 905-0000 which most probably a Payment Voucher by looking at the source type with the document number of PV-000007.

5. After you had changed your account number, you can now get your latest accurate financial report !

Finally, the full source type table as below: