Works Order Processing Help and User Guide


Table of Contents

1. Works Order List

2. Works Orders

2.1. Create Works Order

2.2. Create New Empty Works Order

2.3. Process Works Order

2.4. Generate Works Orders from Sales Orders

2.5. Generate Works Orders for Non-Built Items

2.6. Generate Works Orders for Kits

2.7. Copy Works Order

2.8. Complete Works Order

3. Templates

3.1. New Template

3.2. Amend Template

3.3. Copy Template

4. Estimates

4.1. New Estimate

4.2. Amend Estimate

4.3. Copy Estimate

5. Processing

5.1. Back Flush

5.2. Bulk Issue

5.3. Expediting

5.4. Pick Components

5.5. Work List

5.6. Sub Contract Management

5.7. Timesheet Entry

5.8. Process Operations

6. Enquiries

6.1. View Works Order

6.2. Build Time

6.3. Unconfirmed Lines

6.4. Traceable Item Enquiry

7. Reports

7.1. General

7.2. Picking Lists

7.3. Financial

7.4. Sales Orders

7.5. Route Documents

7.6. Traceable Items

8. Maintenance

8.1. Areas

8.2. Manufacturing Attributes

8.3. Employees

8.4. Teams

8.5. Work Patterns

8.6. Rates

8.7. Auto Print Maintenance

8.8. Bank Holidays

9. Labels

9.1. Finished Item Label

9.2. Print Labels

10. Utilities

10.1. Add Outstanding BOM Lines

10.2. Create Works Order to Disassemble

10.3. Import Works Order Lines

10.4. Enable Module

10.5. Sub Contract PO Import

10.6. Unconfirmed Cost Journals

10.7. Stock Item Settings Import

10.8. Import Areas

11. Settings

11.1. Options Tab

11.2. Stock and Warehouse Tab

11.3. Job Costing Tab

11.4. Calculations Tab

11.5. Sales Order Work Flow Options Tab

11.6. Default User Settings Tab

11.7. Estimate Costs Tab

11.8. Attachments Tab

11.9. Stock Control Settings

11.10. Purchase Order Processing Settings

11.11. WOP/MRP settings on Stock Item

12. Nominal Postings

12.1. Unconfirmed Costs

13. Job Costing Integration

14. Costs

15. Changes to Sage 200 screens

16. Release Notes

17. New Features & Important Information

17.1. Sicon v19.1

17.2. Sicon v19

17.3. Sicon v18


Product overview

Help and User Guide maintained for Works Order Processing version v191.0.0 and upward


Works Order Processing is designed specifically for Sage 200, integrating with BOM and Stock Control.  It provides enhanced functionality to the Sage 200 BOM module and is an ideal addition for clients in manufacturing who need a simplified stock allocation and issuing process with the ability to be amended.


1. Works Order List

Only available for Sage 200 2015 and later versions, this displays the Works Order List views in the Work area.

The functionality here works in the same way as other list views in Sage200, so filters can be created and saved, columns can be added/removed, you can search for works orders in the list, you can use the action icons above the list to access the Amend Works Order screen, send the list to an Excel spreadsheet etc.

The columns appearing by default are:

  • WO Number
  • WO Name
  • Quantity
  • Warehouse
  • Generated Date
  • Start Date
  • Due Date
  • Area
  • Sales Order(s)
  • Status
  • WO BOM Version
  • Active BOM Version

2. Works Orders

This section is used to create, amend and process works orders.  The user has the ability to create a works order using a BOM as a template, or start from a blank works order and add the components and finished items. The user can also copy existing works orders or generate works orders from sales orders. Works orders can also be quickly generated for kits if the Kitting module is being used. If the option is enabled that means works orders need to be completed manually once finished, then that screen is also in this section.


2.1. Create Works Order

Create New Works Order from a Sage BOM

The new works order screen is used to create a new works order based on a Sage BOM as a template.

Sicon Works Order Processing Help and User Guide - Create Works Order

To create a works order, do the following:

  • Select a BOM from the drop down list
  • Select warehouses for the finished product(s) and the components
  • Enter the quantity to be made
  • If job costing integration is enabled, select a job from the Job drop down
  • Click the Create button in the bottom left corner

The works order will now be populated with details from the BOM.  Components, labour, machine, subcontractor and comment lines will be loaded.  An Average total cost for the works order will be shown in the header section.

Selecting a warehouse for works order component lines

The warehouse used for component lines on works orders when they are created are either taken from the default component warehouse entered on a works order, or can be overridden by setting default warehouses against that component stock item code.

Step 1: Check default warehouse settings on stock item

In the Settings screen on the Stock and Warehouse tab, there is a setting that specifies whether to check the default warehouse on the stock item:

If this is selected, the default component warehouse set on the stock item is used (this is found on the WOP/MRP area of the Sicon tab on the stock item record).

If the component works order line is to represent a sub assembly, then there is a setting on the Stock and Warehouse tab to check if the default component warehouse or the default finished item warehouse should be used:

Based on this setting, the default finished item warehouse may be used instead of the default component warehouse.  The reason for this is that the works order finished items may be built into a finished items warehouse, and therefore the component line representing the sub assembly should pick up the stock from the finished items warehouse, not the component warehouse.

Step 2: Use a manually set warehouse if there is one.

A manually set warehouse may be provided. For example:

When creating a works order manually, then the default warehouses are set on the works order screen before creating the works order. These are initially set from the default user settings or the global defaults setup in settings (further details in Step 3), but can be overridden if desired:

Step 3: Global settings are checked.  Global warehouse defaults are the last check to obtain a warehouse:

NB: If the warehouse found from the above steps does not exist against the stock item for the works order line, then the warehouse is not set. When the works order is opened, the user will have to set the warehouses on works order lines that have not been set.

Sub-Assemblies Created when Works Order Created

Sub-assembly Works Orders will be automatically created if the Create separate works order for each sub assembly option is ticked on the Options tab within the Settings screen.

When a works order is created (either manually or from a sales order line) and you have the setting enabled to Always ask before creating sub assembly, then a box will appear for each sub-assembly displaying any free stock and asking if you want to use this free stock or create a sub-assembly works order. Alternatively, if there are any existing works orders or purchase orders for this sub-assembly for the relevant warehouse, then you have the option of selecting to use some on that purchase order. You will only be presented with options that are not already fully preallocated to something else.

You can combine quantities from all of the four options – create subassembly, from stock, use existing sub assembly or use existing purchase order. The Total required is displayed in the bottom left hand corner of this window, and the total selected from the four sources is displayed in the bottom right hand corner.

If you do not have this option ticked, then the system will always generate a sub-assembly works order.

Once the works order is created, component lines that link to a sub assembly will be shown in blue.

A works order sub assembly will have a / in the works order number and the numeric value.  For example; PM/SINK/PACK is a sub assembly of CA\ARIZONA SINK UNIT, and CA\ARIZONA SINK UNIT is a sub assembly of BS/ARIZONA/BOM. So CA\ARIZONA SINK UNIT is the first subassembly of WO00000111, so is numbered WO00000111/1. PM/SINK PACK is the first subassembly of that works order, so is numbered WO00000111/1/1.


2.2. Create New Empty Works Order

The Create new empty works order screen is used to create a new works order with no components, finished items or operations.  All details of the works order will be entered manually.

The name of the works order must be entered, followed by the default warehouse for components and finished items.  The quantity of how many items are to be made should also be entered.

Once the Create button is selected, the empty works order is created and displayed; ready to have the various elements added to it. It’s possible to have a works order with no finished items at all, to reflect what components have been issued as part of some other process (i.e. research and development).


2.3. Process Works Order

The Process Works Order screen is used to search for and process works orders.  From here you can amend the works order, change the dates of the works order, delete the works order or bulk allocate or issue stock to the selected works orders.

By default, the search criteria at the top of the screen will default to the Due Dates being 1 month before today, and 1 month after today. This can be changed using the setting Months to display in process screen (each way from today) within the Options tab of WOP Settings.

If there are subassemblies linked to a works order, a plus symbol will be displayed to the left of the works order number and clicking on this will expand the structure to show the next level of subassemblies. Because of this functionality, the normal option of right clicking in a list in Sage200 in order to send the information to Excel is not available in this screen. To counter this, we have added a button at the bottom for Send to Excel which displays the list of works orders in a format where you can right click and send to excel.

The list of works orders can be filtered by using the Search criteria at the top of the screen.  The status dropdown defaults to All Current works orders, but can be changed to display completed works orders in addition to searching for a single status.

A works order can be edited by selecting the works order and then clicking the Edit button.

The other buttons available at the bottom of the screen are: –

Link to Sales Order: Creates a pre-allocation connection between the works order and a sales order line. This will make a button available when viewing or editing the works order that will open the view sales order screen. The works order will also be viewable from within the sales order, as it will be displayed on the Works Order tab that is available there. Finally, the finished item will be pre-allocated to the sales order line so that when it is booked into stock, it will allocate to the sales order line.

Print: This opens up a dropdown where you can select from the six displayed reports (Works Order Detail, Works Order Detail with Subassemblies, Picking List, Picking List with Subassemblies, Expediting and Print Labels) for the selected works orders.

Batch Print: Once you have selected the relevant works orders via ticking the box to the left of their works order numbers, you can then choose to print one or more reports for all of them. A screen will appear that offers you the choice of the reports available via the Print button, but you can also select the Route Card report.

Allocate/Unallocate/Issue/Book: These buttons enable you to process these stock transactions on the components for the selected works orders. This may be preferable to opening each works order and carry out these processes in there if you wish to process lots of works orders in a quicker fashion.

Send to Excel: Because the main window has some functionality within it to allow for works orders to be expanded to show the structure of the subassemblies within their parent works orders, then it’s not possible to right click in this window and send it to Excel in the way that you can throughout Sage 200. So this button has been added to display the current list of works orders in this screen in a format that enables you to right click in this new window and choose to export the information to Excel.

Delete: This will delete the selected works orders. It is not possible to delete a works order that has components that have been allocated or issued, so the works order would need to be amended first in order to reverse these transactions.

On Hold: This button can be used to either put a works order on hold, or to take it off hold. Works orders that are on hold cannot be processed until they are taken off hold, and their demand is also ignored by Material Planning.

The tick box to the left of the works order number can be used in conjunction with the Print, Batch Print, Allocate, Unallocate, Issue, Book, Delete and On Hold buttons, in order to use these for multiple works orders in one click.

The works order name, start and due dates, and area can also be edited in the list itself.

Other columns displayed in this screen are:

Generated Date: To record when the works order was created

SO Line Promised Date: If the works order is pre-allocated to a sales order line, then the promised date of that line will be displayed here.

Overtime: A checkbox that simply allows planners to see if they have decided that overtime is needed for this works order.

Printed: A checkbox that can be manually set to indicate that all necessary paperwork has been generated for this works order.

Finished Item Qty: Showing how many of the finished product this works order will produce.

Finished Item Completed Qty: Showing how many have been booked in up to this point.

Finished Item Remaining Qty: Showing the difference between the two previous columns.

Works Order Screen Details

The works order screen is divided into a number of sections:

  • Header section: Contains details about the works order
  • Finished products section: Lists the finished products as well as transactions for each finished item
  • Tabs sections: Tabs are provided to display operations, components, non-stock items, labour, machine, sub contract, comments, history, finished products, attachments and preallocations
  • Buttons in footer section: The buttons in this section remain available, regardless of which tab you click into

Header Details

The header section is made up of the following fields:

Field Description
Bill of material / Works Order The name of the works order
Version The BOM version number the works order was originally based on
Quantity The works order quantity to make. If you revise this after creating the works order, then you will be prompted if you wish to update component quantities on the works order to reflect the new works order quantity. Note that this will only update component lines that are not already issued.
Number The unique works order number
Start date The start date of the works order. If you amend this on a works order with operations, you will be presented with a prompt asking if you wish to also update the operations with the new start date.
Status The status of the works order, that updates automatically as it is processed. The statuses are New, Part Allocated, Allocated, Part Issued, Issued, Part Booked and Completed.
Sales order The sales order number that the works order is linked to, if applicable.
Due date The due date of the works order. If you amend this on a works order with operations, you will be presented with a prompt asking if you wish to also update the operations with the new due date.
Estimate days req. This is the estimated days required based on the labour and machine items on the works order. This is dependent on whether labour and machine items affect date calculations setup in works order processing settings
Days available This is the number of working days available depending on the start date and due date
Default warehouse for finished products The default warehouse to use for finished items
Default warehouse for components The default warehouse to use for components
Area The area the works order is currently in. Areas are setup against the stock item as a routing on the WOP/MRP tab on the stock item in Stock Control and the Areas menu option in the Maintenance menu in Works Order Processing. A default routing can be set in that screen and is used if no routing is setup on the stock item.
Comment Any comment relating to the works order, this field is limited to 4000 characters.
Total cost for WO The total cost for all items on the works order. This cost can be an:

Estimate There are some issued items
Average There are no issued items
Actual All items have been issued

When double clicking on this field, a breakdown of the cost is given. A further break down of the components is given if the components value is double clicked.

Total issued cost This is the value of all issued components. It can also include labour, machine, non-stock items and subcontract costs once finished items are booked in. This is dependent on settings.
Job/analysis If Sicon job costing integration is enabled, a job can be selected here. This can only be changed when the status of the works order is New. Job costing cost transactions are then posted to the job when the works order is booked in.

Additional Information tab

This tab displays any information that may have been recorded on the sales order.

Production Comments A text field (limited to 4,000 characters)
Sales order text Will display any text entered on the Works Order tab on the linked Sales Order. Note that this field is not editable here
Sales order line text Will display any text entered on the Sales order line via the WO Comments button. Note that this field is not editable here
Scheduled A checkbox that can be used to tag works orders as being scheduled
Stock cover percent A field used in conjunction with job costing. See the later section in this guide for more information
Attributes If Manufacturing Attributes have been defined , then they will be displayed here. The Update Other Lines button would update the Manufacturing Attributes against the components if any changes have been made here. The Add to Operations button would add the colour to the operations for the benefit of having them appear in the Team Scheduler in Capacity Planning in that colour.

Works Order Summary tab

This tab is made up of two parts – a Sale Summary and a Cost Summary. The sale summary can be used to allow you to enter a desired margin against each element of your works order, and a suggested sales price can then be applied to the linked sales order line. The cost summary gives you a breakdown of the costs incurred on the works order.

Sale Summary

The Sale Summary tab displays the component stock cost price (from any relevant information on the stock item supplier record, i.e. list price or last order price) and selling price (from Price Book). You can manually amend the unit cost price, the margin percentage and the unit selling price in order to arrive at a new total suggested selling price for that component. Alternatively, you can use the Discount % or Increase % fields to decrease or increase the selling price by that percentage. You can do this per component, and use the Update Sales Order button in the bottom right hand corner to amend the selling price on any linked sales order line.

If the sales order is in a foreign currency, then additional columns are displayed in both that currency and base currency.

Note that any changes to unit cost prices here are just for the purposes of this screen, they will not affect stock issue costs as the works order is processed, as these will be done with the usual Sage stock costing rules.

Also note that although this tab also appears on sub-assembly works orders, changes to it will not automatically update any costs on parent works orders, so it is intended that this tab is generally only edited on the top level works order.

Other tabs display any Non-Stock, Labour, Machine or Sub Contract entries, allowing you to set selling prices against those. When you click the Update Sales Order button, it will combine the selling prices from all of the elements across these tabs to give you a combined sales price.

Cost Summary

This tab shows cost information split by the types of costs on that works order (i.e. Materials, Labour etc.). You can use the Margin %, Margin and Total Selling Price fields to recalculate the others if desired.

A budget figure is displayed which reflects the original estimated costs of the works order when created (or reset to a later point via the Reset Budgets button). You can drill into the budget costs and actual costs via the appropriate buttons.

Footer Section Buttons

The following buttons reside in this section of the screen

Create

This button is only available when creating a new works order

Dates

Clicking this button displays the Assembly Dates window. In here, you can amend the Start and Due dates. The Days Available figure is the difference between the Start Date and Due Date.  The Estimate Req. Days is calculated based on your operations on the works order.

Delete

This button deletes the works order (only if no components have been allocated or issued). This button can be disabled via an option in WOP Settings.

Print

This button displays a list of pre-determined reports that can then be printed for the current works order. Alternatively, if you click the Browse option then the WOP folder will be displayed within the Sage\reporting\default\reports folder on the Sage server, enabling you to choose from one of the reports in here.

Create POs/WAP Reqs

This button enables you to generate purchase orders for any components that need ordering for this works order. Alternatively, if you are using the Sicon WAP module to authorise requisitions before they become purchase orders, then it can create requisitions in WAP instead.

Clicking on this button gives you the following two choices

Clicking on Create Purchase Orders will open the following window displaying outstanding quantities required against all components.

The Supplier column will display the preferred supplier for this stock item, but a different supplier can be selected from the drop down if desired. The quantity to order will default to the quantity required on the works order, but this can be changed, as can the cost price. When you are ready, check the box on the left hand side of the required components, and then click Create Selected Purchase Orders. These purchase orders will be created with the relevant quantities preallocated to the works order line.

If you had clicked Create WAP Requisitions instead, then the same window would have appeared but with a Create Selected WAP Requisitions button at the bottom. There is a setting called Only allow WAP requisitions to be generated for works orders near the bottom of the page of the Options tab within Works Order Processing Settings that will force this process to only generate WAP requisitions.

Update from BOM

This button can be used to update any components on the works order to reflect any amendments that have been made to the bill of material after the works order was created. New components will be added, quantities will be amended and if settings have been enabled then components can be removed from the works order. The version of the bill of material is displayed at the top of the works order screen for reference so that you can see what version the information was taken from.

Refresh

This button refreshes any columns that need updating based on changes made to the works order.

Create BOM

This allows you to create a BOM for a finished item that doesn’t already have a BOM. So you will have created an empty works order and then manually added a non-BOM stock item as the finished item, or alternatively clicked the button without a finished item at which point you will be presented with the Enter New Stock Item screen to create a new finished product stock code. Either the newly created stock code, or an existing non-BOM item will then be changed to being a Built Item to reflect that the BOM exists.

Close

This button exits the works order screen.

Finished Products

The Finished Products box displays the items that will be booked into stock from the works order. Generally, there is only one stock code displayed in this box (the stock code from the bill of material), but there could be more added to reflect by-products if applicable.

There is also a list of booking transactions that are filtered for each finished item. Booking transactions record when finished items are booked into stock, and at what cost:

The finished products window is used to amend the finished item.  The stock item can be changed if no stock has been booked in.  Also, the quantity to book in and the location to book stock into can be amended, as well as the Book in date and time.  If the finished item is a traceable item, the batch or serial number will have to be entered, but can default to the works order number if configured to in the settings.

If some of the finished products need to be scrapped, then this can be reflected using the Quantity to scrap field. There is a field available to record the Scrap reason. Entries in these two fields are then reflected on the Scrap Log tab. The quantity that is expected to be booked in to complete the works order will be reduced by the scrapped quantity, and the cost of the actual quantity booked in will include all costs of the scrapped quantity.

It is possible to add additional finished items, but this requires the Finished Products tab to be enabled in order to ensure that the costs are split correctly, which is within settings and detailed in the Finished Products Tab section of this user guide.

Operations Tab

This section lists any operations that have been created from the BOM (including any subcontract operations). Operations are created within the Sage Manufacturing System Manager module, and can then be added to bills of material. Note that within the Operations defined there, you can assign multiple resources to them. When the operations are then created on the works order, there will be one operation per resource. So in the screenshot above, the BOM has four operations on it, but each operation is using two resources (one Machine and one Labour). This will translate into eight operations on the works order, so that we can track the progress independently and also the resource utilization for capacity planning purposes.

The columns displayed in this area are: –

  • Sequence No. – A numerical sequence for the Works Order operations, the order of which will match the order of the sequence number of the original operations on the BOM. You can use the Move Up and Move Down buttons at the bottom of the screen to change the sequence by highlighting an operation and then moving it.
  • Operation ID – A unique identifier for each operation on this works order. The numerical element is derived from the sequence number on the BOM. For example, on the BOM we have an operation with sequence number 12, with labour and machine resources. The machine resource has been set as occurring within the Setup phase, while the labour resource has been set as occurring within the Runtime phase. This then leads to operation ID numbers of ‘OP 012.1 – Setup’ and ‘OP 012.2 – Runtime’. The phase is significant, as when rescheduling the operation via the Capacity Planning screen in Material Planning, then the Setup operations need to happen prior to the Runtime operations of a particular operation.
  • Resource Type – This identifies whether the resource being used for the operation is either a Machine or Labour type resource.
  • Name – The Name of the operation is taken from the Reference field of the operation on the BOM. So works order operations that are for multiple resources on the same operation on the BOM will all share the same value in this field.
  • Description – The Description of the operation is taken from the Description field of the operation on the BOM. So works order operations that are for multiple resources on the same operation on the BOM will all share the same value in this field.
  • Completed Qty – You can update this field to indicate how many of the finished product quantity have now had this operation finished.
  • Total Qty – This field is set to match the finished item quantity on the works order.
  • Start Date – The start date and time of the operation. The delay fields on the Details tab of the Operation Record against the BOM will be applied to the start and end time of the operation on the works order. Time entered as a Delay will be applied from the end of the previous operation in the sequence. There is also a new field added to the Operation Record screen within Sage 200 to enable you to record Delay days. This can be used instead of the normal Delay fields. It just means in terms of calendar days, so if an operation finishes at 4pm with a single day delay on the next operation, then the next operation can start at 9am the following day.
  • End Date – The scheduled end date and time of the operation.
  • Status – The status of the operation. This currently only displays ‘Live’, but in future versions this will be amendable.

It is possible to manually add new operations in this screen via the Add Operation button at the bottom. When you click this button you will be presented with a list of all of the defined operations setup in Manufacturing System Manager for you to select from, which will then be split into multiple operations on the works order if they have multiple resources defined against them. See the Sage documentation if you require any details on how to create operations in that module.

Operations can be edited via the Edit Operation button. This will open up the following screen:

In this screen you can change the start date of the operation, which will then automatically update the due date and time of the operation, based on the calculation of how much time is required for this operation (i.e. time against resource on Operation on BOM multiplied by finished item quantity, unless it has been tagged as being fixed length). You can also edit the description of the operation, and the comment field. Note that this is a shared screen with our Job Costing module, so other fields displayed here (including the Stock Items tab) are only relevant to Job Costing, and not used by Works Order Processing.

You can also use the Comments button at the bottom of the Operations screen to edit the comment field on the operation, or use the Delete button to delete an operation.

Materials Tab

 The components section is found on the materials tab.  This section lists the components required to build the finished item(s), and is the default tab when you open the works order screen. Subassembly items are displayed in blue if there is a link to a subassembly works order, or green if no link exists. Items appearing in orange have been defined as being bulk issue items, meaning that they will not actually be issued to the works order. See the section regarding the WOP/MRP area settings on the stock item for more details.

Add Component

To add a component, click the Add button and the following screen will appear:

Select a stock item code.  Enter the quantity required and the warehouse from where the stock is going to be used from.  If the stock code has multiple units of measure defined against it, then you can enter the quantity in the desired unit of measure and select the unit of measure. The component line on the works order will then convert the quantity back to the stock unit of measure quantity, and all subsequent transactions for this component will be in the base stock quantity. The screen will display the expected cost of this item in the Future buy price field, and will display some text explaining how it has arrived at this cost (i.e. taking the price from a current purchase order, as in the screenshot above). You can enter text into any of the Comment, Line Text and Instructions fields, and a checkbox is available to indicate whether any entered comments will appear on any generated Subcontractor purchase orders. The line text field is the description that appears when viewing the component on the Materials tab.

If you have Attributes enabled in the Works Order Processing Settings screen, then you will see an Attributes tab where you can edit the attributes for this component (with the option of clicking a button to update all other component and finished product lines to have the same attributes)

Then click Save.

If the component item is a BOM, then the user will be asked whether they would like to add a sub assembly for this line.

If Yes is selected, a sub assembly with all the components will be created and linked to the component line added.  The number of the works order for the sub assembly will be the parent’s works order number followed by a /#, where # is the sub assembly number.

If No is selected, the stock item will be added as a component, but there won’t be a subassembly works order created for it. This would be suitable if the item was held in stock so was available for allocation without further production needed for it.

Edit Component

All lines that have not been fully issued can be edited. If the quantity required is reduced to the issued quantity on the line, then the line will automatically be marked as ‘Issued’ and therefore cannot be further edited. You can also change the warehouse that a component will be taken from in this screen.

Remove Component

To remove a component, select the line to remove and then select the Remove button.  The following message will appear:

Select Yes and the component line will be removed. Only lines that have not been allocated or issued can be removed.

Allocating a Component Line

To allocate a component line, select the component line to allocate and then select the Allocate button.  When the line is allocated, the quantity in the allocated column will increase by the amount allocated. All lines can be allocated at once if no line is selected and the Allocate button is selected. This will allocate every line possible in the component list, and provide a warning at the end of the process for those lines where allocation was not possible.

If the Amend Alloc. button is available (activated via the Enable amend allocations option within WOP Settings) , then this button enables you to reduce an existing allocation, without having to unallocate all of it.

A component line can be part allocated by select the line and then selecting the Part Allocate button.  The Part Allocate screen will appear and the user can enter the amount to allocate. The normal allocation routine will only allocate a line if it can allocate the full quantity, so this part allocate button would need to be used if you wished to part allocate.

A bin location can be selected, provided that the Component Line Allocations section of the Works Order Settings has been set to Select bin during allocation. This will allow the user to select a bin during the allocation process by changing the Bin location dropdown.

If the stock item on the component line is a traceable item, and you have the setting within Stock Control to select batch and serial numbers when allocating stock, then the Works Order Allocation screen will appear during allocation to enable you to confirm the relevant batch/serial numbers for the allocation. If you have the radio button within the Component Lines Allocations section of the Works Order Settings set to Auto allocate across multiple bins, then the allocation of batch/serial numbers will happen automatically, so this window will not appear.

Select the batch/serial number to allocate against by double clicking on the line.  The quantity to allocate can be changed in the allocation box.  Next select the Apply button and the total allocated quantity will increase.  Once the whole line is allocated (the allocated quantity matches the required quantity), the OK button can be selected and the allocation will commence.

If the component has a preallocation outstanding against it, then the following warning message would be displayed if you attempted to manually allocate it. Clicking OK will allow you to continue, and that preallocation will be deleted. If you don’t ever want this to happen, then you can enable a setting called Do not ask to allocate preallocated lines and to remove the preallocations in WOP Settings, which will prevent preallocated lines from being allocated by other means.

Once a component has been allocated, if that stock is then moved in Sage (such as via the Sage Transfer Stock option), then the line on the works order will be updated to reflect the new warehouse/bin that the stock has been transferred to.

See the section in the Options tab of Works Orders Settings for settings that give choices as to how allocations work and select the location and bin.

Issuing a Component Line

Normally only lines that have been allocated can be issued, but you can enable the setting called Allocate on issue in WOP Settings.  With this setting enabled, you can issue component lines without needing to have allocated them first.

To issue a component line, select the line and then select the Issue button.  All allocated lines can be issued simultaneously if no line is selected and the Issue button is selected.  This will issue every allocated line possible in the component list.

If the Allow part issue of components lines setting is enabled within the Component Line Issues section in Works Order Settings then the Issue Allocations screen will appear, where the user can select the quantity to issue based on the amount allocated (note that this screen appears for each component line during the issue process). If this setting is not enabled, then the allocated quantity will be automatically issued.

Once the user selects the Issue Allocations button, the component line will issue.  If all allocated amounts have been issued and there is no outstanding quantity on the line, the allocated quantity column will be marked as Issued.

If the component line is a traceable item, then the Sage Batch/Serial Detail screen will appear during the issue process.  Here the user can select the quantity to issue, as well at which batch or serial number to use. This assumes that you have not already had to select the batch/serial number during allocation (if you have the setting in Stock Control set to select numbers when allocating stock).

Sub-Assemblies

Component lines can link to sub-assembly works orders.  Line representing a sub assembly are shown in blue.

To view the sub-assemblies, right click the component line and then select Show Works Order for Sub Assembly. If a component is a built item, but not linked to a sub-assembly works order, then it will appear in green.

Components that appear in orange have been set as being bulk issue items. This is a setting found in the WOP/MRP area of the Sicon tab on the Stock Item, intended to identify components that you don’t want to be included on any picking lists and that get issued from stock outside of Works Order Processing (i.e. via an Internal Issue in Stock Control). These are items that do not get issued to the works order (so the cost of them will not be in your finished item costs), but are included as components in order to drive demand in Material Planning. When you allocate and issue the components en masse, any components that are bulk issue items will not be allocated or issued.  If you decide that you do want to allocate/issue these to the works order, then you can still do so by clicking on the specific component line before using the Allocate or Issue button. When you then book the finished items in, you will receive the following prompt:

If you click Yes to continue, then the finished items will be booked in, and the quantity against the bulk issue component(s) will be set to zero.

An alternative method of processing for bulk issue items is also available in the WOP Settings. With the setting enabled called ‘Issue bulk items at book’, then instead of having their quantities set to zero on booking the finished products the bulk issue items are then issued to the works order. This means that their cost would now be included in the cost of the finished items. This would also mean that their stock level is updated at this time, so the separate Internal Issue transaction in Stock Control would not be necessary.

Right Click Menu on Component List

The following menu appears when the user right clicks on the component list.

Find Opens a Sage find window for searching for components
Export The Sage function to export either selected or all component rows to Excel
Print The Sage function to print the component rows
View Stock Item Balances A link to the Sage View Stock Item Balances screen for the selected component
View Stock Item Details A link to the Sage View Stock Item Details screen for the selected component
View Stock Item History A link to the Sage View Stock Item History screen for the selected component
View Stock Item Movements A link to the Sicon Future Stock Movements screen, as documented in the Material Planning help and user guide.
Allocate Allocates stock to the selected component lines
Part Allocate Part allocates stock to the selected component lines
Un-Allocate Removes allocations on the selected component lines
Bins Where there is an allocation on the selected component line, hover over the right pointing arrow to see warehouse and bin details for the allocation
Allocated to Batches If the selected component line is a traceable stock item, and is allocated, then hover over the right pointing arrow to see the batches that are allocated (if they have been selected at that stage)
Show Free Stock & On-Order The default view that is displayed in the Components window, with the Free Stock and On Order columns to the right of the Issued column
Show Units of Measure Changes the Components window to display the Unit of measure for each component, to the right of the issued column
Show Component Costs (Issued) Changes the Components window to display the Issued Cost figure for lines that have been issued, to the right of the issued column
Show Purchase Orders Changes the Components window to display Purchase Order details where the relevant component line has an outstanding pre-allocation against it
Show Unit Selling Price Changes the Components window to display a selling price for the line based on the Standard price band, to the right of the issued column
Show Warehouses Changes the Components window to display the warehouse for each component line, to the right of the issued column
Show Line Numbers Changes the Components window to display a Line No. column against each component.
Show Scrap Info Changes the Components window to display any scrap percentages that were set on the BOM. These will be included in the quantities of the components.
Alternate Items If the selected component line is a stock item that has any alternative items defined within its stock record, then hover over the right pointing arrow to see these alternative stock items
Show Works Order for Sub-Assembly If the selected component line is a sub-assembly with a linked works order, then clicking on this will open a second works order window with this sub-assembly being displayed.
Works Order Links If the selected line is a sub-assembly, then a window opens to confirm which works order it is pre-allocated from, and allows you to move the pre-allocation to a different works order if desired.
Link to Purchase Order Create a pre-allocation between an existing purchase order and the selected component line. If the setting is enabled within the Options tab of Works Order Processing settings, then this list of purchase orders will include completed ones.
Convert to Sales Order Line If the user would like to sell a component from a works order as a separate item, and the works order is linked to a sales order, then clicking this button will cause the component to be removed from the works order and added to the sales order as a new line item. This would then be despatched and invoiced as any other item on the sales order.

 Linking to existing works orders to create sub-assemblies

It is possible to link an existing works order component to a finished item on a different works order that has already been created.  This can be linked on any component line in the works order.

To link a component line to an existing works order, right click the component line and then select the Works Order Links option at the bottom.

The Link Line To Works Order screen will appear and will allow the user to select an existing works order to link to.  A works order can be selected from the drop down or the Show All button can be selected to show all works orders. Once a works order is selected, the Link to Selected Works Order button should be selected to create the link. Once the link is established, it can be viewed from the Preallocations tab on the works order. Assuming you have just linked a subassembly item to another works order making it, you should see the colour of it change from green to blue.

An existing link can also be removed via the same screen.  If a link exists, then the Remove Link button at the top of the screen to allow the user to remove the link.

NB: Works orders that are linked using this method will not have the same works order numbering structure as mentioned above.  This is because works order numbers are not overwritten when links are created between existing works orders.

Picking Components

To allow picking of works order lines, the ShowPickedColumn setting has to be set to Yes. This is done within the All Settings button within Works Order Settings.

A column will appear in the list of components specifying whether a line has been picked or not.  A Pick button will also appear below the list of components to allow the user to pick the line selected.

Non-Stock Items Tab

Here non-stock items can be added to the works order for the purpose of potentially adding to the cost of the finished item(s).  Non-stock items can be added, edited and removed on this tab.  When added or editing a non-stock item, instructions, description, quantity, unit price and supplier can be entered and amended.

The value of the non-stock item can be added to the total cost of the works order if the Add non stock items to cost of works order option is selected on the Calculations tab in Works Order Settings.  A nominal code will also have to be selected and will be used when booking in the finished item.  For more on nominal posting in works order processing, please visit the section of this Help and User Guide.

Labour Tab

The labour tab is used to display and add labour costs to a works order.  The top list will provide estimated totals for each labour item which are either read from the operations, or can be manually added.  When adding labour items, you can either select entries from the Labour Register (defined within the Sage Manufacturing System Manager menu), or you can add labour resource groups (defined in the same area).

An estimated labour time for an operation has to be entered before actual labour time can be entered.  The bottom list displays actual time entries for each labour operation selected in the top list. These times can either be added here, via the Timesheet Entry screen within the Processing menu folder, via timesheets in the Sicon WAP application or via entries in the Sicon Shop Floor Data Capture application. Entries only appear in the Actual Transactions window if you click on the relevant Labour item in the top window.

When adding or editing an estimated labour entry, the cost item, description, unit cost and estimate quantity in hours, minutes and seconds are entered. The drop down of cost items is read from the defined labour records in the Sage Manufacturing System Manager/Labour Register menu folder.

When entering an actual labour entry in this tab, select the labour item from the top list and then select the bottom Add button to access the timesheet screen for the relevant employee. You can choose the employee, choose the relevant week (either by start date or week number) and then enter the number of hours against the relevant days for that operation. There will be a line added to the timesheet to reflect the operation that has been selected on the works order.

How the costs of labour items contribute to the finished item(s) depend upon settings on the Calculations tab in Works Order Settings.

Machines Tab

Machine items work in much the same way as labour items, except that all items are filtered for machine items instead of labour items. So the machine records are defined in the Sage 200 Manufacturing System Manager/Machine Register menu folder. If you wanted to report on actual time spent on each machine, then you would need to create the machine as an employee record, and then record the time entries against this employee.

Sub Contract Tab

This tab allows you to record subcontractor operations against the works order. You can tag which stock items are needed by the subcontractor (either components or the finished item), create the purchase order and then reflect which parts have been sent or received to them.

Sub Contract operations will be read from the bill of materials, or can be manually added via this tab. Dependent upon settings on the Calculations tab in the Works Order Settings, the cost of these can be added to the cost of the finished item(s) on the works order.

Use the Add button to create a new SubContract entry, or the Edit or Remove buttons to update existing entries. You can enter an order reference and a description of the work that the subcontractor will be performing on this operation.

You can then use the Add button in the middle of the Sub Contract screen to start selecting stock items on the works order that the subcontractor will be working with. These can either be components on the works order, or the finished item itself.

When you click the Add button, you are presented with the following screen to select the relevant parts (Components and Finished Item). You can tick the relevant items to select the full line quantity, or enter manual quantities and then click Save.

There is also a setting that enables you to indicate if you wish to override the usual subcontractor nominal code specified on the Calculations tab of Works Order Settings. If you check this box, then it will take the nominal account specified against the purchase ledger account that has been specified instead. Whichever nominal code has been specified, this account will be credited with the value of the subcontract costs when the finished item is booked in. If the finished item is booked in via multiple bookings, then this subcontract cost will be split across these bookings.

Once you have added subcontractor lines, you can then allocate those items to this subcontractor order. Note that this is not an actual stock allocation in Sage 200, and is not related to whether the components have been allocated to the works order itself, you are merely updating this subcontractor order to reflect that these parts are going to be used on this order.

You can also generate the purchase order at this point via the Generate Purchase Order button. This is dependent on the items being allocated, so could not be done prior to that step. The generated purchase order will reflect the items selected on the Subcontractor order, but will create them as free text lines, with a description that reflects the stock item code, name, weight (as set on the stock item) and the works order number. You can then amend the purchase order to update the costs.

To Despatch or Receive from this screen, you need to click on the relevant stock item line, at which point the bottom window will then show the relevant purchase order for that one selected line. The Despatch or Receive buttons will then just work for that selected line. If you wish to despatch or receive multiple items, you may prefer to use the Subcontract Management screen via the Processing menu within the menu structure.

As with allocations, either of these buttons will not generate a stock history transaction or change any balances, they are merely updating this subcontractor order to reflect whether the stock has been sent to or received back from the subcontractor.

When you receive the items back from the subcontractor, the system will display the regular POP Confirm Goods Received window to confirm the receipt, but remember that the lines on the purchase order are free text lines, so what you are doing is reflecting the receipt of these – not updating stock.

Note that once the purchase order is generated from these items, any changes made to this screen will not update the existing purchase order automatically. Cost prices shown on the main SubContract tab are drawn from the purchase order, so if the invoice received differs in value, the purchase order lines should be updated with the correct costs before posting the invoice.

Comments Tab

The comments tab is used to add comments to a works order. There are separate Comment, Line Text and Instructions fields, and each of these can then be used within Sage reports. The Line Text field is the text that appears against the component item when looking at the Materials tab in the main works order window.

When adding a comment line, ensure that the radio button at the top is on the Comment choice as this screen is also shared for adding components to the works order.

History Tab

The history tab will show certain changes to the works order for historical purposes.  These changes could include labour items been added, works order status changes or nominal posting entries.

Finished Products Tab

The finished products tab is used to add more than one finished item to a works order.  This tab will list the finished items and allow the user to add the cost of each finished item.  The Enable finished items tab setting (in WOP Settings – Options tab) needs to be set in order to use the Finished Products tab.  This is a global setting and will be applied to all works orders.

More than one finished item can now be added to the works order using the Amend Works Order screen as the Add button in the Finished Products section will now be enabled, even after adding one finished item.

When adding extra finished items, the following message may appear:

This warning means that the quantity of the finished items is more than the quantity originally entered for the works order.  Simply click Yes to add the extra finished item. Note that this does not change the quantity on the works order header, or of any of the components.

When amending the works order, the Finished Products tab will also now be visible.  On this tab, a list of the finished items for the works order is listed.

On each line, the portion of the total cost can be entered.  The percent of the total cost is shown next to the cost amount entered.  It is advisable to have all components issued before entering the costs for each line, as the total issued cost of the works order may change if there are some outstanding components. The initial ratio of costs is determined based on the average buying price of that stock item as tracked by Sage.

Once all the costs for each line have been entered, the finished items can be booked in.  If the total costs entered against the finished items on the finished products tab does not match the total cost of the works order, then no finished items will be allowed to be booked in and a message will appear when trying to book in a finished item.

Once a finished item is booked in, the finished item will be marked as booked and a booking transaction line will appear for that particular finished item line.

Attachments Tab

This tab works in a similar way to other Attachments tabs throughout Sage 200 in enabling you to attach documents to the works order. This is done via the Add button, which will then display a browse window for you to find the file in the relevant folder. The file attached is then copied into the Sage attachments folder for your company, as setup in Sage System Administration.

Once a document is attached, it can then be opened either via the Open button, or deleted via the Delete button. The Icons button replaces the list style displayed on this tab with icons reflecting the attached document types, can the default view can be returned to via the Details button that then appears.

Preallocations Tab

This tab will display any Preallocations that exist, either for components on this works order, or for any finished items. Typically, any sub-assemblies that are linked to a parent works order will have that parent work order(s) displayed here. So in the screenshot below, PM/SINK/PACK is a subassembly item that it being built on works order WO00000157/1/1, while the finished item on this works order (CA\ARIZONA SINK UNIT) is preallocated to works order WO00000157 where it will be a component. These preallocations will result in the items being allocated automatically to the relevant works orders when the items are built.

You can also have preallocations for component lines that link them to incoming purchase orders. So when these purchase orders were goods received in the normal manner, the user will be prompted if they want to instantly allocate those items to this works order.

New preallocations can be created from this tab via the New button (with the relevant component or finished item highlighted), or existing preallocations can be edited via the Amend button or deleted via the Delete button.

In the first dropdown, you can select from Purchase Order Line or Works Order. Then the document no. drop down would display any relevant outstanding purchase/works orders for the desired stock item. The Required quantity is displayed, and you can choose how many to preallocate via the Quantity to preallocate field. It is possible to create preallocations from the same works order component to multiple purchase/works orders.

When amending a preallocation, the same window is displayed, but you can change the quantity to preallocate if desired.

Scrap Log Tab

This tab will display any finished product quantity that was indicated as having been scrapped during the booking in step. A notional cost is displayed to reflect the value of the items that were scrapped, but this won’t have generated any nominal postings as the cost of the items that were booked in will include all of the costs on the works order.


2.4. Generate Works Orders from Sales Orders

This screen can be used to create works orders for live sales order lines. The sales order line must also have an outstanding quantity to allocate – so if an order line is not appearing then it could be down to it already being allocated.

When searching for sales order lines, promised date, sales order numbers and warehouse can be used as filters.  The Find button will look for outstanding sales order lines (i.e. unallocated).

A list of items will appear.  Once a line is selected and a default warehouse for components is selected, the works orders can be created by selecting the Create Selected Works Orders button. The Qty To Make field can be updated first, if you would like to create a works order with a different quantity to that required by the sales order line. The Economical Batch Size is read from the stock item, but can be overridden in the column displayed.

The works order number used for the generated works orders will match the sales order document number and sales order line.  For example; 5178-001, where the first part of the number is the sales order document number and the second part is the sales order line.

The generated works orders will also be preallocated to the sales order lines.

Some reasons why a sales order line did not appear in the list could be one of the following:

  • The item on the sales order line is not a BOM item
  • The item on the sales order line is fully allocated
  • The sales order is complete
  • A works order already exists for the sales order line
  • The BOM is not active or is on hold

2.5. Generate Works Orders for Non-Built Items

This screen allows you to generate a works order for a sales order line that is not a BOM item (if it was then you would use the Generate Works Orders from Sales Orders screen above). This would be used where you just want to a works order to track subcontract costs that relate to a non BOM item on the sales order, or if you want to manually issue component codes against an item that is either a free text line or a non BOM item.

You can search for the relevant sales order using the drop down at the top of the window. This will then display the lines on the sales order, enabling you to select the relevant one that you wish the works order to be linked to.

You have the option of adding a stock code as the finished item on the works order using the Finished Item fields at the bottom. This isn’t required, as you can create a works order without a finished item if desired.

Click the Create Works Order button when ready.


2.6. Generate Works Orders for Kits

In a similar fashion to Generate Works Orders from Sales Orders, this screen can be used to generate works orders that are required as components on kits. Although it is unusual for a site to be using both works orders and kits, it is possible – in the screenshot below we are using the example where the head of a watch is a built item (with a defined BOM), but is then combined on a kit with other items like the strap, buckle etc. to make the finished watch that is then sold on a sales order.

You can filter this screen to search for specific kit references, or built item kit component codes. Then tick the relevant lines and click the Create Works Order button to generate the works order(s), where the finished item will be preallocated to the relevant kit.


2.7. Copy Works Order

This option is used to copy an existing works order.  The works order to copy is selected and the number of copies to make. You can specify the Due date of the created works order(s) and also whether sub-assembly works orders should also be copied.

Once the Create Copies button is selected, the works order is copied the specified number of times and the resultant works orders are shown.


2.8. Complete Works Order

The Complete Works Order screen can be used in two scenarios:

Scenario 1: To complete a works order that does not have a finished item; all components will have to be issued resulting in the status of the works order being issued.

Scenario 2: To complete all works orders where you have the setting enabled to allow booking in without issuing all components. This may be because you are using unconfirmed costs.

Scenario 1

In this scenario, the works order has no finished item and the components have been issued, thus giving the works order a status of Issued.

To complete the works order, select Complete Works Order. You can search for the works order by using the W/O number search filter.

Tick the works order(s) to complete and then select the Complete button at the bottom.  A message will appear asking if you are sure you want to complete the works order.

This will now complete this works order.  The works order status will be set to Complete.

Scenario 2

If the setting is enabled to Allow booking in stock before issuing all components (on the Options tab in Works Order Settings) then when you finish a works order by booking in the final item, you will see this message:

If you continue with the booking, then the works order will remain on a status of Booked, so will need completing via the Complete Works Order screen. Note that you will have to do this on all works orders with this setting enabled.

If you also have the setting of Use unconfirmed costs enabled then the finished items will be booked in with unconfirmed costs; then while the works order remains on a status of Booked then you can continue to update any labour entries on the works order, and have Sage update any unconfirmed costs against your components as purchase invoices are recorded against the purchase orders. When you then complete the works order, the cost of the finished items is then confirmed using the component and labour costs at this time. Once a works order has been completed, then you cannot update the costs on the works order and have them impact on the costs of the finished items further.

In the Complete Works Order screen, you would use the filters at the top to search for your works order, and then tick the works order and click the Complete button.

When you do this, you will be presented with a prompt to confirm that you want to complete this works order. This will then change the status of the works order to Completed.


3. Templates

Works Order templates can be used in environments without Bill of Materials, so that templates can be designed and re-used on subsequent works orders.


3.1. New Template

Creating a New Template

The new template screen is used to create a new works order template.  Components can be added to the template to form a starting point to works orders generated from the template.

Once the Create button is selected, the new empty template is shown. You can add all elements to this template in the same way that you can when creating/amending a works order. If you have automatic template numbering turned off in the settings, then you will be prompted for a template number. The formatting applied to this number is also controlled within the settings.

To generate a works order from the template, first amend or view the template via the Amend Template menu option. After clicking Search, select the relevant template and click Edit. You can then use the Create Works Order button at the bottom of the Amend Template screen to generate the new works order.


3.2. Amend Template

You can use this screen to change templates already created. If you wish to search by template reference number, you can use the WO number field to enter that reference number.


3.3. Copy Template

This screen can be used to create a new template copying all details from an existing way, in a similar manner to the Copy Works Order screen.


4. Estimates


4.1. New Estimate

Creating a New Estimate from within Works Order Processing

The New Estimate screen is used to create a new estimate.  An estimate is used to calculate an estimated cost of a works order.  An estimate can be converted into a works order using the Create Works Order button when amending the estimate. An estimate can also be linked to a line on a Sage Sales Order Processing Quotation, and then when the Quotation is converted into a Sales Order, the estimate will be converted into a works order.

When creating an estimate, the name of the estimate is entered, as well as the default warehouse for finished products and components.  The quantity to estimate on is also entered.  A BOM can be selected as a template, and therefore will pre-populate the estimate with the components and operations on the BOM.

Once the Create button is selected, the new estimate will be shown.

Creating a New Estimate from Sales Order Processing

From within a line on a SOP Quotation, you can use the Create Estimate button at the bottom of the screen to create an estimate that is then linked to this Quotation line.

If you have already created an estimate and would like to link it to a Quotation line, then highlight the quotation line while on the Quotation Details tab of the quote header, and use the Link to Existing Estimate button at the bottom of the screen to link them.

If you use the Copy Quotation button as part of the Enter New Quotation screen, then this will also copy any estimates that were on the original quotation as new estimates linked to the new quotation.

When you are working with an Estimate that is linked to a Quotation line, then you can use the Works Order Sale Summary tab within the Works Order Summary tab to manipulate expected costs and desired margins to arrive at a suggested quote price, and can then use the Update Quotation button to update the quote line with this selling price. See the section on the Sale Summary tab earlier in this guide for further details.

In order for an estimate to be converted to a works order when a quotation is converted to a sales order, you will need to ensure that you have the Convert estimates to works orders when converting linked quotes to sales orders setting enabled on the Sales Order Workflow Options tab of WOP Settings.

When converting quotations to sales orders, after you have progressed through the Conversion Summary, Sales Order Confirmation and had the Sales Order number confirmed, you will be presented with the following window which enables you to select which estimates you would like to convert to sales orders. Note that this is the only opportunity to convert these estimates if you want them to have the right format works order number (i.e. one containing the sales order). The estimates could still be converted manually later and then manually linked to the relevant sales order lines, but their works order number will not match those that have been converted.


4.2. Amend Estimate

This screen allows you to make changes to an estimate in the same way as you could amend a works order. You can convert an estimate into a works order by clicking the Edit button, and then click the Create Works Order button at the bottom when editing the desired estimate.


4.3. Copy Estimate

This screen will copy an existing estimate, in the same way as the Copy Works Order screen.


5. Processing


5.1. Back Flush

Completing Works Orders using the Back Flush Utility

The back flash utility is used to complete works orders quickly.  The screen leads you through the five steps, and it’s possible to back flush multiple works orders at the same time.

The first step is to select the works order to process from the drop down menu and then select which works orders you want to back flush. If you click the Search button without selecting a works order or populating any of the other filter fields, then all current works order will be displayed, ready for you to select which ones you want to back flush.

After selecting the desired works orders and clicking the Next button, component lines will be validated to see if there is enough available stock.  From here, we can Amend the Works Order, Set Missing Warehouses for components that don’t exist in the warehouse where the works order is expecting them to be, or Add Stock for items that don’t have enough stock. Although it might seem strange to allow access to Add Stock from here, the idea behind back flushing is that these works orders have been built, so they either had enough stock or the components on the works order are incorrect. If you have items where the works order is expecting them to be fulfilled from a warehouse.

On the next screen, component lines are allocated and issued. You will need to confirm batch/serial details for any traceable components.

Following allocation and issuing, the finished item(s) are booked into stock.

The last screen completes the back flush process.


5.2. Bulk Issue

This screen allows you to search with a component stock code, and review all outstanding works orders that require this item.

From this screen, you can either Allocate the stock to the selected works orders, or Allocate and Issue it. Once you tick a line, you can change the quantity in the Quantity to Process column if you wish to only part allocate a component.

You can use the Add button to add the selected stock code to any current works order and immediately then allocate it (or allocate and issue it) using that button. Note that the item is only added to the works order when you click either the Allocate and Issue or Allocate button.


5.3. Expediting

Expediting Works Orders

The expediting function is used to examine outstanding component lines on a works order.  Incoming purchase order lines can be viewed for each potentially problem component line.  The expediting report can be filtered by date or by works order number and can include allocated and issued works order lines.

Component lines with potential problems are shown in red, whilst lines in orange can be fulfilled by purchase orders that will arrive before the works order start date. Lines in green will have enough free stock at the time it is required.  Please note that the term Free Stock here refers to the stock levels at the point when the stock is required for the works order, not current free stock levels.  For example; there may not be current free stock, but future purchase orders coming in may increase future free stock quantities. Please note that the date range you specify in the criteria in this screen is important, as purchase orders that fall outside of this date range will not be reflected in whether a line is orange or not. If a purchase order is due to arrive outside of the date range and you don’t have enough free stock, then the line will be coloured red instead if orange. This is because there could also be other works orders outside of the date range, so it isn’t possible to assume that the purchase order will be available for the works orders within the date range.

By default, allocated and issued component lines are not displayed in this screen, but this can be changed via checking the checkbox near the top of the screen.

When a component line is selected in the top list, the bottom list is populated with corresponding purchase order lines.  The user can view these purchase orders and can therefore chase the supplier for stock.

Using the buttons in this screen give access to the View Stock Item Balances screen, the Supplier Enquiry screen for the preferred supplier and the Future Stock Movements screen for the selected component line.

A print out of the entire component line list, with the respective purchase order lines, can be obtained by using the Print All button.


5.4. Pick Components

Selecting Components to Pick

This option can be used if picking component lines is required.  Once a works order is selected, a list of allocated component lines to pick is displayed.

To pick the component select, select the Pick button.  At this point, the selected components will disappear from this list, as they have now been picked. If you have the Picked column activated on the works order, that component line will now show as being picked.


5.5. Work List

Entering Actual Times and Moving Areas

The work list screen is used to show a list of works order in the area selected.  Areas can be setup from the Areas menu option and the routes are setup against the stock item, or a default route is used.  This screen was initially designed for an environment where you may not want the supervisor of that area to have full access to Amend Works Orders, but they need to be able to progress works orders in their area.

The area against a works order can also be set on the Process Works Order screen in the Area column.

On the Work List screen, the works order can be moved into another area and actual times for labour and machine items can be entered against the works order.

The works order can be moved to the next area by selecting the Next Area drop down in the grid.  Once an area has been chosen, selecting the Move select works order to next area button will move the works order to the selected area.


5.6. Sub Contract Management

This screen allows quick management of subcontractor orders that have been setup within the subcontract tabs of works orders. From within this screen, you can perform the same functions are you could within that tab for existing subcontractor orders (i.e. allocate or unallocate them, despatch, receive etc.). By using the relevant tab on this screen, you can search for these orders either via the supplier account, or by the purchase orders themselves. This can be particularly useful if you have the scenario where a single subcontractor purchase order could apply to multiple works orders.

You would start by searching for the relevant subcontractor account using the boxes in the top left hand corner. By default, only purchase orders not marked as fully received will be displayed, but this can be overridden using the tick box at the top of the window.

When you highlight an entry in the top window, then the bottom window will display any purchase orders that have been raised for that works order and item combination. If they were raised together, it is possible that the same purchase order could apply to multiple entries in the top window.

Using the buttons beneath the top window, you can do the following actions: –

Select All – Ticks all of the entries displayed in the top window

Unselect All – Unticks any ticked entries displayed in the top window

 

Edit – Displays the Sub Contract window for that works order, see the Sub Contract tab section within the Process Work Order section of this guide.

Allocate – Marks the ticked items as being allocated to the subcontractor operation. This is not a Sage stock allocation, so this does not affect stock balances, it’s just for the purpose of managing this subcontract operation.

Unallocate – Resets the allocated quantity of the ticked items back to zero.

Generate Purchase Order – Displays the Sub Contract Line Purchase Order Generation screen for the ticked items to enable you to create a new purchase order for this item. This will move the Allocated Qty figure into the On PO Qty column.

Add to Existing Purchase Order – Displays a Select Purchase Order window that enables you to search for an existing purchase order to add this item, instead of creating a new one.

Amend Works Order – Displays the works order selected if you wish to make any amendments to it.

Using the buttons beneath the bottom window, you can do the following actions:

Amend Purchase Order – Amend the highlighted purchase order

Despatch – Tag the PO quantity as having been despatched. This is not a Sage stock despatch, so does not affect stock balances, it’s just for the purpose of managing this subcontract purchase order.

Receive – Tag the PO quantity as having been received. This is not a Sage stock receipt, so does not affect stock balances, it’s just for the purpose of managing this subcontract purchase order.

Alternatively, you can manage the subcontract operations from the starting point of the purchase orders via the Purchase Orders tab.

The buttons on this tab work in a similar fashion to the Sub Contracts tab, but there are a couple of extra buttons on this screen: –

Un-Despatch – Resets the Despatched Qty back to zero for the selected lines

Export to CSV – Creates the subcontractor despatch information in an EDI format if you need to send it to your subcontractor.


5.7. Timesheet Entry

This screen allows you to record employee times spent on different operations, which will then record as actual labour on the relevant works orders.

You select the employee from the drop down at the top of the window. The employees are setup within the Employees screen in the Maintenance menu.

Then select the week to record the timesheet for, either by the Start date or the week number. Use the Add Line button to add a new entry into the main window.

The first column lets you select what type of entry you are recording. As the timesheet screen is a common Sicon screen used by various modules, you will need to choose Works Order if you are recording time against an operation on a works order. You can use the Holiday or Absence options if you are looking to record time in which the employee is not available (which can be done in advance). This would then reduce the capacity of the relevant team for Capacity Planning in MRP. Any time booked in advance against any rate will have the same effect.

After selecting the type, you can then select the works order in the Code column, followed by the operation in the Item column. Then you can select the Rate, which will affect the cost of the transaction when it posts to the works order.

The Quantity field is optional, and can be used to reflect the quantity of the operation that was worked on in the time that is being logged. This can be useful for tracking the progress of an operation, as quantities recorded here will then display as a percentage on the operation. i.e. If the operation was to work on a quantity of 5, and you indicate a quantity of 3 on the timesheet, then the operation will be updated to indicate that it is 60% completed.

Against each day you then record the time in hours (or fractions thereof); these are then totaled near the end of the row. The final field is a Notes field if you want to record any comments against the timesheet entry.


5.8. Process Operations

This screen enables you to quickly update operations as being completed. This will update the Status of the operation to Completed, set the Completed Quantity to the total operation quantity and set their % Completed to 100. Only works orders with operations on them are presented as options in the Document no. field.

You can search for operations either via the works order number (in the Document no. field using the include completed checkbox to include works orders where all the operations are already completed in the list), or via the Operation Start date, and then click the Search button to display the matching operations. Use the tick box to the left of the operations to indicate which ones you would like to update, and then click the Complete button to update them as completed. You can also access the Maintain Operation screen via the Edit button.


6. Enquiries

The enquiries section is used to view works orders.


6.1. View Works Order

his screen is used to view works orders without the ability to amend them.  The search filters and other buttons work in a similar fashion to the Process Works Orders screen.

Select the desired works order and click the View button to open it.


6.2. Build Time

This screen enables you to specify one or more BOMs, and it will then calculate the next date at which the BOMs and quantities specified could be built.

Add the desired BOMs and quantities at the top of the screen, and then click the Calculate button. This will the calculate the next build date displayed at the bottom of the screen, which will let you know when you can start the works orders for these items. Note that this is only considering component stock availability, it is not reflecting either production lead time or any operation times on the BOMs.


6.3. Unconfirmed Lines

This screen works in conjunction with the setting to Use unconfirmed costs found within the Options tab in WOP Settings. It is used to track if you have issued any components to a works order that have unconfirmed costs. This happens within Sage when you have your Purchase Order Processing settings configured to perform the cost price update against a stock item when the invoice is recorded, and you then issue stock to works orders before the invoice has been received.

This screen will display all of the works order lines that are in this situation either displayed by works order number or by stock item using the relevant tab. The idea is that you would not complete a works order until all of the costs on it have been confirmed, to ensure that your finished items have been costed correctly. This can happen after the finished product is booked in, or even used, as Sage will update the relevant nominal postings after the event.


6.4. Traceable Item Enquiry

This screen enables you to view the eventual destination of all usage of a stock item for a particular batch/serial number. If the item was used in a traceable finished item on either a kit or a works order, then you will be able to expand that step to see where that traceable item was used. So you can use this screen to trace the final destination of everything that the batch/serial fed into.

You search via entering the stock code or name in the fields at the top of the screen and then clicking Search. You also have the option of searching for a specific batch/serial number using the Identification no. field, once you have selected the stock item first. You can then click on the plus symbol to the left of the batch/serial number that you are interested in and all of its destinations will be displayed.


7. Reports


7.1. General

Works Order

Works Order (per page)

Works Order (with Bar Code)

Works Order (Components Only)

Works Order (Exploded)

Works Order Stock Issues

Works Order Hours

Works Order Labour Analysis

Allocated Not Issued

Unallocated Component Lines

Expediting Report


7.2. Picking Lists

Picking List Report

Picking List Report (No Page Breaks)

Picking List with Subassemblies (Full)

SOP Works Order Picking List

SOP Exploded Works Order Picking List


7.3. Financial

Works Order (Detail)

Works Order (Detail) Export

Costed Works Order

Work In Progress (Detail)

Work In Progress (Summary)

Works Order Finished Items

Works Order Estimate

Exploded Works Order Costs (Detail)

Exploded Works Order Costs (Summary)


7.4. Sales Orders

Sales Orders Linked to Works Orders

Sales Order Works Order Listing


7.5. Route Documents

Works Order Route Card

Single Works Orders Route Card

Batch Works Order Route Card

Job Card


7.6. Traceable Items

Traceable Items Enquiry (Allocated Items)

Traceable Items Enquiry (Issued Items)

Works Order Detail With Traceable Items


8. Maintenance


8.1. Areas

Setting Up An Area

System areas, that can be used to track at what point in the process a works order is at, are setup using the Areas menu option.  The area code and description can be specified. The Delete button at the bottom can be used to delete areas that are no longer needed.

Beneath these is the Default Route, which is applied to each works order, unless an override route is specified on a stock item. You can add areas to this by clicking beneath the last area in the route, or use the Remove button to delete entries.

Creating Routes for a Stock Item

Routing from one area to the next can be setup against the stock item.  On the WOP/MRP area within the Sicon tab when amending a stock item, a routing list is displayed at the bottom of the screen.  An area is setup in the route by selecting an area in the drop down when clicking in the list.

These areas can then be used on works orders based on the finished item of the works order and is set when amending a works order.


8.2. Manufacturing Attributes

With this screen, you can enable or disable from a list of pre-defined attributes. These can then be selected on a works order via the Additional Information tab, and from there they can be copied into the components (on the Attributes tab) and the colour can be copied to operations on that works order.

Length, Width, Surface area and Weight are all held as numerical values, while Colour and Gloss Level are selection fields with hardcoded options to select from. Finish is also a selection field, and the options available can be defined in this screen via the square button containing the three dots to the right of the Finishes button. The Finishes button itself exists to view the options that have been defined, and you can also enter notes against the finish and a token number of days that this finish will require (this information can then be overridden on each works order when it is selected).


8.3. Employees

The Employees maintenance function is used to create a register of all Employees against which you wish to record labour costs and monitor their availability and capacity.

Details Tab

Employee number: This is for reporting, and is not used by the Payroll Extract function. When importing employees, each record needs a unique number for this field, and is used for duplicate checking.

Payroll reference: This is where you should identify the employee’s Payroll reference number, and is used by the Payroll Extract function to identify the employee to Sage Payroll.

Team: Employees are linked to a team (as defined in Teams) which will link through to Material Planning for Capacity Planning. Multiple employees can be added to a team. When you select the team, you are prompted to copy through any of the work pattern, default job header, and any cost/charge/pay rates from the team onto this employee record.

Team Leader:  Each team can have a single team leader. Employees enabled as Team Leaders are able to create transactions on timesheets submitted through the Sicon WAP module on behalf of the other employees in the same team.

Sage user: This field is only applicable when used in conjunction with the Sicon Service module, and allows you to associate an employee with a Sage login, which is relevant when assigning cases to Sage users. Please see the Service documentation for further information.

Start Date: This field can be used to record the start date of the employee’s employment.

Leaver: If the employee no longer works for the company, then they can be marked as leavers instead of deleting them. This will exclude the employee from the selection list in other screens.

Charge Work Pattern: If the employee’s charge rate should be picked up from a charge rate work pattern, then it can be selected here. Charge work patterns are defined within the Maintain Work Patterns screen.

Job Manager: If ticked the employee will be available for selection a Job Manager when creating/amending a job in Sicon Job Costing.

Cost Work Pattern: If the employee’s cost rate should be picked up from a cost rate work pattern, then it can be selected here. Cost work patterns are defined within the Work Patterns screen.

Shop Floor User: Whether this employee is a user within the Sicon Shop Floor Data Capture application.

Subcontractor: This check box identifies the employee as a subcontractor, which is relevant if using the Self Bill Invoices functionality in Sicon Job Costing. Once this is selected, you can then select the relevant purchase ledger account in the additional fields that appear.

Dormant: Tick this box if this subcontractor is no longer being used. (Only appears with Subcontractor ticked)

PIN: Used by the Sicon Shop Floor Data Capture application to allow access for this employee.

Contract Expiry: This date can be used for reporting and also used in conjunction with the Sicon WAP Timesheet module to advise and/or prevent timesheets being submitted when the contract is due to or has expired. (Only appears with Subcontractor ticked)

Code/Short name/Postcode: Used to select which purchase ledger account is relevant for this Subcontractor, and required for Self Billing in Sicon Job Costing. (Only appears with Subcontractor ticked)

Next self bill no:  Allows you to set the next reference number to be used for this sub-contractor when using the Self Bill Invoices screen in Sicon Job Costing. (Only appears with Subcontractor ticked)

Contact Details Tab

This tab can be used to store the contact information of the employees. If using the Sicon Service module, then the email address stored here will be used to notify employees of scheduled appointments etc.

Cost/Charge/Pay Rates/Self Billing Hourly Rates (Subcontractors only)/Other/Qualifications/Linked Plant tabs

These tabs are not relevant to the Sicon Manufacturing module, as all costs are taken from either the labour or operation entry in Sage Manufacturing System Manager. They still exist on the employee record when opened in Manufacturing as this is a shared screen between different Sicon modules.

Memo Tab

This tab stores memos entered against this employee. Memos entered are date and time stamped, and the user is also recorded. If there are memos recorded against the employee, then the number of them will appear within the tab heading (eg. Memo (1)).

Attachments Tab

As elsewhere in Sage, you can add document attachments via this tab onto the job, either individually or an entire folder at a time. Alternatively, you can add a shortcut to an existing folder on your network.

History Tab

This tab will display an audit trail of changes made to this employee. These history records are also date and time stamped, and record the relevant user name.


8.4. Teams

This screen enables you to maintain the teams, which are then selectable against each Employee record in the Maintain Employees screen.

You can specify a charge work pattern and a cost work pattern (maintained on the Work Patterns screen). These are then used when you are creating new employee records; once you have selected the team on the new employee record, it will then prompt you if you want to populate the same fields on that employee with the values defined on the team. In a similar fashion, the fields on the other tabs also work like a template.

Note that changing any of these fields will not update existing employee records. The only tab that is relevant for the Manufacturing module is the Details tab.


8.5. Work Patterns

This enables you to define work patterns, which allow you to specify either times or number of hours that an employee works before entries would be assigned to a different job costing rate.

You need to define work patterns against teams in order for Capacity Planning to know how many hours on which days those teams work.

Work Patterns are defined as either being applicable for costs, or charge out rates, but not for both. Charge work patterns are not relevant for the Manufacturing module, so the only one that is required is the cost work pattern.

You can define as many work patterns as required. You can’t delete work patterns that are currently in use against employees or teams.

Against each work pattern, you can select whether it is a Cost Rate type, or a Charge Rate type.

Entries in this screen are entered either via Hours, or Time. This can be chosen via the radio button to the right of the Rate Type drop down. You can also select the appropriate Job Costing Rate description, as defined in the Rates screen.


8.6. Rates

The Rate Descriptions entered here will be available when entering timesheets for you to reflect whether an employee was working as part of their normal hours, or working in overtime etc.

The Rate Type is a drop down field where you can select either Hours, Absence or Holiday (among other options now used by Manufacturing). Any that are set as a type of Holiday or Absence can then be selected in the Timesheet Entry screen in advance to reflect an employee not being available at that time, in order to reduce the capacity of the relevant team accordingly.


8.7. Auto Print Maintenance

This screen lets you select which reports you would like to generate immediately when creating a works order.

You can select as many of the seven report options as desired, and then these will print every time you generate a works order.


8.8. Bank Holidays

This screen enables you to maintain bank holidays for the purposes of updating Capacity Planning to reflect when bank holidays occur. You can use the Set UK defaults button to populate the holidays for the default UK country groups. You can then use the Edit button if you wish to amend any of them, or add new ones. You can add a new country group via the Add button, and choose the relevant Sage country code and start adding their bank holidays.

Currently, all bank holidays are applied to all teams, so you may want to ensure that you only set the bank holidays up for the countries where your production actually happens.


9. Labels


9.1. Finished Item Label

This menu option runs the Works Order Finished Item Label report, which has available criteria of Finished Item Stock Code, Works Order Number and Booked In Date. This generates a single label for a works order or one per serial number for traceable finished items, displaying the works order number and stock code as barcodes. This label layout can be amended in the Sage Report Designer if desired.


9.2. Print Labels

This screen enables you to print multiple labels for a specified finished stock item or works order, and then specify how many copies you would like to print.

In order for this screen to work, you would need to have indicated against the finished stock item which label it should be using, via the Label template field within the WOP/MRP tab of the Sicon tab of the stock item.


10. Utilities

This section has screens to add BOM lines to a works order, disassemble works orders, import works order lines, update stock items, import Subcontract purchase orders, create a journal for unconfirmed costs and lastly to import stock item settings or areas.

The settings for works order processing are also contained in this menu, but are documented in the next section.


10.1. Add Outstanding BOM Lines

This screen allows you to update current works orders en masse to reflect additional components that have been added to the BOM. Enter the finished item (BOM) stock code, and then you will see a list of all current works orders that could be updated with these new components.

Select the desired works orders and use the Update button to add the new components to them.

Any changes to existing component quantities will also be updated, and if you have the setting enabled to allow items to be deleted when updating from BOM, then these components will be removed from the works order. If you have the setting enabled to ask before deleting, then you will see the following message:

If the component that has been deleted from the BOM has either been allocated or issued to the selected works order, then you will receive this message to confirm that the component cannot be removed from the works order. If the component quantity has been reduced on the BOM, then the component quantity will be reduced on the works order, which can lead to situations where you have either allocated or issued a higher quantity than the works order component quantity should be. In these situations, it is expected that you would either un-issue or un-allocate the relevant component line on the works order, and then allocate and issue it again with the revised quantity.

If the selected works orders have any sub-assemblies, then you would be prompted if you wish to also update those sub-assemblies if there were changes to their BOMs that would affect them.


10.2. Create Works Order to Disassemble

A completed works can be created for disassembly.  The completed works order will have all components marked as issued and all finished items set as booked in.

Before creating a works order to disassemble, the stock items, default warehouses and the quantity to disassemble needs to be selected.

Once the Create button is selected, a completed works order is shown.  The process of disassembly involves unbooking the finished item, followed by un-issuing the component lines.

When you click the Un-Book button underneath the finished item on the new works order, you may see the following warning message:

This message means that the anticipated total component cost of the works order varies from the current average cost price of the finished item in stock control. As the unbooking process will take one of these out of stock, then we need to post a corrective journal for this difference. This journal will credit the finished product stock nominal code, and debit the work in progress nominal code against the internal area specified for the Internal area to use when booking in within WOP Settings.

After unbooking the finished item, you will see the following message:

You need to close the works order at this point so that it can refresh the works order status correctly, otherwise the component Un-Issue button will not become available. This disassembly works order can now be found in the Process Works Order screen or Works Order list, with a status of Issued.

The components will be returned to stock at either the last buy price for the item, or the current average cost price for that item if the last buy price is zero. If you click the View button at the bottom of the screen, when the selected component line opens, it will show you where the component cost has come from.

Once all of the components have been un-issued, the status of the works order will reset to New, and at this point the works order can be deleted.


10.3. Import Works Order Lines

Creating New Works Orders via the Import

The import facility is used to import works orders into works order processing.  This can either be used to create new works orders from the import (this will require a manual works order number to be assigned in the import file), or to add new components or labour or machine operations to existing works orders.

When the Import Works Order Lines menu option is selected, an open dialog window is displayed asking for the location of the import file. Click the File button to open a window to browse and select the relevant file. This file needs to be in csv format.

The Template button will open an example file in Excel, with examples of the columns populated and clarification as to what type of values are expected.

Once the import file is selected, the lines in the file are validated.

Following successful validation, the Import button becomes available to import the lines into works order processing.

Finally, a message is displayed stating whether the import was successful or not. At this point, the csv file used for the import will be renamed to being a .bak file to avoid accidental reimporting.


10.4. Enable Module

This screen is used to enter module enable string to allow use of the system for Works Order Processing and any other Sicon modules that you have installed. These are not Sage company specific, so you only need to enter these into one of your Sage companies if you have multiple ones.

When a new module enable string is provided enter (paste) into the Job Costing Enable String field, then click Apply to apply the string.


10.5. Sub Contract PO Import

This screen provides an import routine for Sub Contract purchase orders.

You can use the Example Import File button to generate two Excel files to assist in this process. The first is an example import file in with some example data in the rows, while the second provides clarifications on which columns are compulsory and the types of data that are valid within them.


10.6. Unconfirmed Cost Journals

If you are using the setting to Use unconfirmed costs then this screen can be used to generate a self-reversing journal for the current unconfirmed costs to ensure you get the costs into the accounting period that you want them to appear in, without having to complete the works order first. This screen will display all of the unconfirmed costs, and prompt you to enter a Journal date, and a Reversal date. Typically, you could use the last day of a month as the journal date, and then reverse it on the first day of the following month (or account period if not using calendar months for your accounting periods). This reversing journal will post to the relevant stock nominal codes for the components, and the nominal code specified against your internal area set as the Internal area to use for components within Works Order Processing settings.


10.7. Stock Item Settings Import

This screen enables you to import some of the information that makes up the WOP/MRP section of the Sicon tab on a stock item record. The import file needs to be in csv format.

Information that can be imported via this screen is:

Default Supplier Lead Time

Economical Batch Size

Split By Economical Batch Size

Supplier Usual Order Quantity

Supplier Minimum Order Quantity

You can use the Example Import File button to generate two Excel files to assist in this process. The first is an example import file in with some example data in the rows, while the second provides clarifications on which columns are compulsory and the types of data that are valid within them.

Use the Find button to browse and select your csv file, and then the Check File button to validate the file. Once it has passed validation, then the Import button will become available and is then used to perform the import.

This routine will not add new suppliers to a stock item, any combination of supplier and stock item will need to be valid beforehand.


10.8. Import Areas

This screen enables you to import areas against stock items from a csv file, if you want to use routes against the items other than the default route defined within the Areas screen. This import will overwrite any routing previously entered for the stock codes contained in your import file. The areas don’t need to exist in the Sage database already, new ones will be created by this routine.

You can use the Example Import File button to generate two Excel files to assist in this process. The first is an example import file in with some example data in the rows, while the second provides clarifications on which columns are compulsory and the types of data that are valid within them.

Use the Find button to browse and select your csv file, and then the Check File button to validate the file. Once it has passed validation, then the Import button will become available and is then used to perform the import.


11. Settings

This screen is used to alter various settings for Works Order Processing.

The All Settings button gives access to numerous minor settings that are not documented in this help and user guide. Please contact Sicon if you require further information on any of these.


11.1. Options Tab

Auto Generate and Number Formats

These settings control general formatting options.

Auto generate works order number Automatically generate a sequential works order number for each new manually created works order. Works Orders generated from Sales Orders will instead have a works order number that reflects their sales order number and line number.
Reset Next WO Number When using the option above, manually enter the number that you would like to be used in the sequence for the next and subsequent works orders.
Works order document number format A string used to format the works order number. Only works in conjunction with automatic numbering, or when manually entered numbers are purely numeric. To allow free format entry of works order numbers, set this setting to blank.
Estimate number format As with preceding setting, but relating to estimates.
Print labels when boking in finished item Used for setting a label report to print when booking in finished items.
Auto generate template number Automatically generate a sequential template number for each template.
Template document number format Formatting for template numbers, see works order document number format above.
Run a report when booking in finished item You can browse to a report that you would like to be printed each time you book in finished items.
Price Format The number of decimal places to display for all price/cost values in the create/edit works order screens (defaults to “0.00”)
Quantity Format The number of decimal places to display for all quantities in the create/edit works order screens (defaults to “0.0000”)

Expand BOM and Sub Assembly Settings

These settings are used during the creation of a works order. The first two settings are important settings to check as have a significant impact on how sub-assemblies are processed.

Expand Boms when creating works order to include sub assembly components If Yes, then explode sub assembly components into the current works order (although see option below).
Create separate works order for each sub assembly Sub assembly components will be exploded into a separate sub assembly works order
Always ask before creating sub assembly Will prompt the user during sub assembly works order creation as to whether they want to use any available stock (either from stock or being made on another works order, or due to arrive on an existing purchase order) as an alternative to creating a new sub assembly works order. If this is not ticked, then sub assembly works orders will always be created (unless works order is being generated via Material Planning). This setting can be overridden for individual stock items via the same setting on the WOP/MRP area of the Sicon tab on the stock item.
Allocate sub assembly item from free stock if available Subassembly stock items will be taken from stock if stock is available. This setting will override the previous ‘Always Ask’ setting, but could itself be overridden if the stock item has an option set in the same setting on the WOP/MRP area of the Sicon tab on the stock item.
Show creation screen if no free stock but purchase order available This setting is intended to be used in situations where the ‘Always Ask’ setting is disabled, which would result in a subassembly works order always being created. But with this setting enabled, then the ask window will appear if there is stock available on an incoming purchase order so that the user can select if they would like to use that stock, instead of making some on a new sub-assembly. If the previous setting is enabled, then it will first try and use the free stock, then display the ask window to confirm if you would like to take the rest from the purchase order.
Use consolidation to group like components together when creating works orders This will group multiple lines for the same component code into a single line.

General Usage and Functionality

These setting refer to general usage when processing works orders.

Auto allocate stock on linked sales order line when booking in finished item
Allow booking in stock before issuing all components (manual works order completion)
Use unconfirmed costs
Never ask to continue with booking if not completing (just book)
Check customer credit limit when allocating or issuing component lines
Show all purchase orders (no matter the status) when linking to a component
Delete lines when updating from BOM
Ask before deleting line
Default finished item batch number to Works Order number (where ‘Automatic number generation is set to ‘Do not auto generate’)
Finished item variance warning %
Enable Manufacturing Attributes

 

 

 

Disable Update from BOM
Ask if a linked sales order line promised date should be changed when the works order due date is changed.
Issue bulk issue items at book
Reduce the line quantity to the amount issued when booking in the finished item
Remove unused lines when booking
Zero unneeded line when booking
Enable finished items tab
Months to display in process screens (each way from today)
Component Issue Date

Component Line Allocations and Issues

These settings refer to how component lines are allocated and issued.

Show allocations screen to split allocations across multiple warehouses This will display an allocation screen when component lines are allocated. This screen allows the user to select a location and quantity when allocating for each selected component, with the warehouse defaulted to the warehouse on the component line. It also allows the user to split the allocation across multiple warehouse locations, with different quantities by clicking the split selected allocation with another warehouse button. If this setting is selected, then all of the remaining settings in this section are greyed out.
Allow over allocation Selecting this option will also enable the previous setting. Then, when allocating in the window that appears, you can enter a larger quantity than is on the line to overallocate it. This will then allow you to issue more than the line quantity.
Use FIFO allocation This option only applies if you have the Show allocations screen to split allocations across multiple warehouses option selected.

With this option selected, then the allocation will be done to whichever bin has the oldest stock in it. Note that it will attempt to do the entire allocation to this bin.

If you print picking lists and have this setting selected, then if you have not allocated yet, the picking lists will display whichever bin has the oldest stock within it.

Auto allocate to a bin Once the warehouse is set on the component line, then this option will automatically allocate the whole allocation quantity to one bin during allocation. If there is insufficient free stock available in any single bin in that warehouse, then it will display the message advising that no bin has sufficient stock to carry out the allocation.
Auto allocate across multiple bins Once the warehouse is set on the component line, then this option will automatically allocate the whole allocation quantity to available bins in this warehouse during allocation. Therefore, the allocation could be split across multiple bins. Without using bin priority, it will allocate to the bins in alphabetical order.
Split allocation using bin priority With this selected, then the bins will be selected based on having the lowest allocation priority value. This setting is only relevant when the previous setting is selected, but does also apply to the next setting.
Auto allocate across multiple warehouses This option will automatically split the allocation across multiple warehouses of available stock if it needs to. Therefore, the user will have no control over which warehouses and bins are used during allocation, any free stock location will be used (it uses whichever bin locations it finds first, unless you have enabled setting regarding bin allocation priority). Therefore, the allocation could be split across multiple warehouses and bins, and will not necessarily be allocated to the warehouse on the component line.
Select bin during allocation This option will pop up a screen allowing the user to select which bin to use from the warehouse set on the component line. If no bin in the component line warehouse has sufficient stock, then it will display the message advising that no bin has sufficient stock to carry out the allocation.
Use this specific bin This option will only allocate to the bin entered within this setting, and will display the message advising that no bin has sufficient stock to carry out the allocation if there is not enough free stock there. If this bin does not exist on the component stock item, then a different message will be displayed explaining that the stock item cannot be found in this warehouse and bin combination.
Select customer stock allocations during allocation Within Sage stock control, you can use the Allocations\Customer Allocation screen to allocate stock to a customer. With this setting enabled, if the works order is linked to a sales order and there are any outstanding customer allocations for the sales order customer for the relevant component, then a screen will be displayed prompting if you wish to use this allocation for the works order.
Do not ask to allocate preallocated lines and to remove the preallocations When a line is preallocated, if you try and allocate it then you will receive a message advising that if you continue with the allocation, then the preallocation will be deleted. However, if you have this setting enabled, then the line will be ignored by the allocation routine, meaning that the preallocation is not deleted and the line remains unallocated.
Allow part issue of component lines If this is enabled, then a screen will be shown when issuing component lines allowing the user to part issue the allocated quantity on a component line. Note that this screen pops up separately for each component line being issued. Without this setting enabled, it will always issue the allocated quantity (which might not be the full component line quantity).
Show traceable issue adjustment screen If this setting is enabled, then a new screen pops up when issuing traceable components giving you an alternative option for choosing which batch/serial numbers you are issuing.
Allow part un-issue of component lines If this setting is enabled, then when you un-issue a component line, a screen pops up allowing you to enter how many you wish to un-issue. Otherwise, the full issued quantity will be un-issued.
Allocate on issue Enabling this setting bypasses the requirement to allocate a line before issuing it.
Enable amend allocations This activates the Amend Allocations button on the works order, which can be used to reduce allocations.
Issue after preallocation received With this setting enabled, then once any preallocation has been received (i.e. from a purchase order receipt, or a works order being booked), then the component that the preallocation was linked to will be automatically issued.
When unissuing Radio buttons here give the choice of whether to unissued the component back to the bin it originally came from, prompt the user to select a bin to return it to or have a specific bin specified, which will be created if it doesn’t exist on that stock item.

Button Settings

These settings give you options to hide certain buttons.

Delete button on Amend Works Orders Enabling this setting will add a Delete button to the bottom of the Amend Works Order screen that lists all of the filtered works orders.
Delete button on a Works Order Enabling this setting will add a Delete button to the bottom of the Works Order screen when you are amending it.
Show options when adding components Enabling this setting will then display options when adding components to a works order, as to whether you want to add the new components to the top or the bottom of the component list, or inserted at a specific point by highlighting the component line that you want to insert this new component above when adding it (highlight before clicking the button). Without enabling this setting, all new components will be added to the bottom of the component list.
Only allow WAP requisitions to be generated for works orders This setting only applies when generating purchase orders from within a works order. Instead of generating the purchase order at this point, it would instead generate a WAP requisition.

11.2. Stock and Warehouse Tab

Internal Area Settings

These are the internal areas to be used when issuing components and booking in finished items. You will not be able to process a works order without specifying these.

When issuing a component, the stock nominal (Balance Sheet) on the stock item is credited and the nominal on the internal area is debited (WiP nominal).

When booking in finished items using the finished item internal area nominal code, the stock nominal (Balance Sheet) on the stock item is debited and the nominal on the finished item internal area is credited (WiP nominal). Ordinarily, both of these internal area settings would be set to use the same internal area so that the same WiP nominal account is debited and credited while processing a works order, but you could set them to use different internal areas if desired.

When booking in finished items and NOT using the finished item internal area nominal code, the stock nominal (Balance Sheet) on the stock item is debited and the issues nominal on the stock item is credited. It is strongly suggested that you have this setting ticked, to ensure your WiP nominal account is credited when you are booking in finished items.

The value of these journals will include component costs and labour and machine, non-stock item costs and subcontract costs.

For further information, please see the Nominal Postings section of the Works Order Processing Help and User Guide

Component Issue when using Production Issues Internal Area

If this setting is turned on, then this internal area is used instead of the components internal area if there are no finished items on the works order.  In this example, the internal area called Production Issues is used and is setup as below:

In this case, when issuing a component, the stock nominal (Balance Sheet) on the stock item is credited and the nominal on the Production Issues Internal Area is debited (probably Profit and Loss and in the region of cost of sales).

Default Warehouses

These settings allow for warehouse defaults and how to select which warehouse a component should be in.

Default component warehouse The default component warehouse when creating works orders.
Default finished item warehouse The default finished item warehouse when creating works orders.
Enable Supplier Stock Code selection within stock control amend details This setting adds an additional Supplier stock code search box to the top of the Sage Amend Stock Item Details screen.
Use by date on finished item is to use earliest component use by date If the finished item is a traceable item that uses use by dates, then the works order will populate this date with the earliest use by date on any traceable components.
Hide Sage Manufacturing tab on stock items This setting will hide the Sage Manufacturing tab on a stock item, as none of the settings used on this tab are relevant to the Sicon Works Orders.
Use default warehouses from stock item if they exist The settings for component and finished item warehouse exist on each stock item, and if this is checked then these will overwrite the defaults above.
When creating component lines that are sub assemblies If a component on a works order is a subassembly, should it use the default component warehouse from the main finished item, or should it use its own finished item warehouse?

Quarantine Warehouse

Warehouses can be set as quarantine warehouses.  These warehouses will be excluded from works order allocations and from material planning.


11.3. Job Costing Tab

The following settings exist for Sicon Job Costing integration with Works Order Processing.

Enable job costing integration Enables Sicon Job Costing integration with Works Order Processing. Works Orders can then be linked to jobs, where their total cost will show as a single transaction in the Stock box of the job enquiry screen.
Default job number If you wanted to link all works orders to the same job, then you can select that job number here.
Default job headers These settings enable you to choose a job header from Job Costing to be used when posting separate transactions for each separate cost of stock, non-stock, labour and machine costs from the works order. In the case of stock, there is a checkbox as to whether it should use the job header set on the stock item if it exists.
Use job header nominal when issuing With this setting enabled, the component stock item will be checked to see if it has an Issues job header specified. The job number will then be checked to see if a job header nominal override has been specified for this job header on this job, and if so, the stock will use that nominal code instead of the usual one specified by the internal area that Works Order Processing would normally use.

11.4. Calculations Tab

Date Calculations

These settings are used in the calculation of the start date and due date and the duration between these two dates on a works order when the works order is created.

Include labour in works order date calculation This will include labour estimate times into the date calculations when creating a works order.
Include machine in works order date calculation This will include machine estimate times into the date calculations when creating a works order.
Number of hours in a day This is the default number of hours in a day that is used in the date calculations.
Start Time If work patterns have been specified as a number of hours as opposed to a start and finish time, then the time specified here will be used as the start time for all such work patterns.
Add an extra day when creating sub assemblies If enabled, when generating sub assembly works orders, they will be scheduled with a due date of 1 day prior to their parent works order.

Nominal codes for variances and works order costs

These settings enable you to specify how to handle Standard cost variances on finished items and where to post other costs from the works order.

Finished Item Standard Cost Variance If the finished item uses Standard costing, then it must be booked into stock at that standard cost price. If there is a variance between this price and the total cost of the works order, then the variance will be posted to the nominal code specified here.
Do not include scrap percentage in works order quantity If a scrap percentage has been set on the components on the bill of material, then checking this box will cause the works orders to ignore the scrap percentage when setting the component quantity on the works order. Material planning will still register the scrap percentage, so will ensure that you have sufficient stock to include the scrap percentage. But by checking this box, you are not including the scrap in what is issued to the works order, and hence the cost of the finished product.
Add miscellaneous stock items to cost of works order This setting is used to specify whether to add the cost of miscellaneous stock items to the cost of a works order. This is not enabled by default. If this is enabled, then a nominal posting will happen when the stock issue happens to move the value to the WiP nominal account, from the nominal account specified as the stock nominal account on the stock item. As this is a miscellaneous stock item, you may not want this set to your balance sheet stock account.
Add sub contract items to cost of works order These settings are used to specify whether to add sub contract items to the cost of a works order.  A nominal code has to be selected to record the cost of the sub contract item when booking in a finished item.
Add non stock items to cost of works order These settings are used to specify whether to add non stock items to the cost of a works order.  A nominal code has to be selected to record the cost of the non-stock items when booking in a finished item.
Add labour cost items to cost of works order This will add the cost of labour items to the total cost of the works order and therefore on the finished item. The nominal postings for the labour will only happen when the finished product is booked in (or the works order is completed if using Unconfirmed costs).
Add machine costs items to cost of works order This will add the cost of machine items to the total cost of the works order and therefore on the finished item. The nominal postings for the labour will only happen when the finished product is booked in (or the works order is completed if using Unconfirmed costs).
Use register rates instead of operation rates If this is selected, then the cost of operations will be taken from the operation register instead of from the operation on the bill of material. This then makes updating the costs subsequently a bit easier, as you know that if you change them on the operation register then this cost will be used on all works orders going forward.
Allow entry of time for labour and machine after the works order is complete Allows the user to add cost item times to the works order after the works order is complete. The cost of these extra times will NOT be reflected on the cost of the works order and the finished items.
Use Actual or Estimate for quantity when calculating cost of cost items Specifies whether to use estimate or actual times when calculating costs for a works order.
If no actual times entered, use estimate times When enabled, if actual times haven’t been entered against a cost item, then the estimate is used instead. This option is only available if you have selected actual in the previous setting.
Allow booking in finished items before all actuals for labour and machines are entered If you check this option, then you can book in the finished item without having recorded actual times against all of the operations. This option is only available if you have selected actual in the Use Actual or Estimate setting, and you have not enabled the previous setting.

11.5. Sales Order Work Flow Options Tab

Settings

Prompt to update works order number to match sales order number when saving sales orders If a works order is pre-allocated to a sales order line, when you save the sales order a check will be performed with this setting enabled to determine if the works order number matches the sales order number and line number. If it doesn’t, then the user will be prompted if they want to renumber the works order to match this format.
Use sales order line requested date instead of promised date Ordinarily the date on a sales order line that is linked to the due date on a works order is the Promised Delivery Date. With this setting enabled, it will use the Requested Delivery Date instead.

Converting Quotes to Sales Orders

Convert estimates to works orders when converting linked quotes to sales orders When enabled, when you convert a SOP Quotation (with estimates linked to it) to a Sales Order using the regular Convert Quotation to Sales Order screen, the estimates will be converted into works orders linked to the new sales order.
Bundle converted works orders and sales order lines to one job When enabled, converted sales order lines and works orders will all be linked to the same job.

Auto Create Defaults When Saving Sales Order

This option activates the sales order work flow when sales orders are saved/closed.  To enable this option, select the tick box below and choose the appropriate option with the radio buttons. Once enabled, when users save a sales order an additional window will be displayed prompting them to create whichever options have been selected in these settings.

The user can select which lines they want to create works orders/jobs for, and use the appropriate buttons to do so. When saving the sales order in future, they will see ticks against the relevant sales order lines, unless they have previously selected the Close (don’t ask again) button for this sales order.

Activate work flow options Enables the workflow screen when saving sales orders.
Create works order for sales order Prompts to create a single empty works order for the entire sales order.
Create works order and job for sales order Prompts to create a single empty works order and a single job in Job Costing for the entire sales order.
Create works order (and job) for each sales order line Prompts to create a works order and a job in Job Costing (see subsequent settings) for each sales order line.
Create job for each sub assembly If you would like the any sub assembly works orders to be linked to their own jobs in Job Costing.
Free text lines
Standard item lines Set whether the prompt for stock item lines will be just for a works order, or for a works order and a job in Job Costing.

Create Works Order for Sales Order

If this option is enabled, the user will be asked whether they would like to create a works order for a sales order when closing the sales order.  This will create an empty works order and link the works order to the sales order.

NB: This option works best when auto numbering for sales order processing is turned off, as the process will then match the works order number and sales order number together.

The following steps are followed if this option is on:

When saving/closing the new sales order, the user will be asked whether they would like to create a works order for the sales order or not.

If Yes is selected, a screen will appear asking for the works order / sales order number, as well as the works order name and default warehouse.

Next the sales order confirmation screen will appear asking for the customer order no if there is one.

After this, the works order is created and linked to the sales order; the works order number should match the sales order number.  If the user views or amends the sales order, the works order will now appear in the list of works orders for the sales order on the Works Orders tab.

If the user Edits or Views the works order, the sales order number will appear in the header sections as well as a View Sales Order button in the bottom right corner.

Create Works Order and Job for Sales Order

If this option is enabled, the user will be asked whether they would like to create a works order and job for a sales order when closing the sales order.  This option is only available if Job Costing Integration is enabled.  This will create an empty works order and job and link the works order to the sales order.  The works order will also be linked to the new job.

The following steps are followed if this option is on:

When saving/closing the new sales order, the user will be asked whether they would like to create a works order and job for the sales order or no.

If Yes is selected, a screen will appear confirming the works order / sales order number, as well as prompting for the works order name and default warehouse.  In addition, some extra Job Costing fields are available that will be recorded on the job.

Create Works Order (and Job) for Each Sales Order Line

These options will allow the user to create works orders and jobs (depending if job costing integration is enabled) for each sales order line on a sales order.

The following screen appears when the user closes/saves a sales order in Sage:

This screen displays the status for each line on the sales order whether a works order (and job) has been created.  Click the Create Works Order and Jobs to create works orders (and jobs) for the outstanding lines.

If the sales order line is a built stock item line that is not fully allocated, then the stock item on the line will be added as a finished item on the works order, the works order will be populated with the components and cost items from the BOM.

If the sales order line is a free text line, then the new works order will be empty.

If jobs are created as well, then the works orders will be linked to the job.


11.6. Default User Settings Tab

This tab allows you to control which users will not be able to amend works orders. Just tick the relevant users who you want to apply this to.


11.7. Estimate Costs Tab

When creating works orders, an estimated cost is calculated.  This cost is used on component lines on works orders.

This option should be selected if the average buying price should be used first when there is available stock, otherwise the estimated cost will be taken from another source (i.e. Last purchase order price)

For details on how the cost of component lines is estimated or how the unit price on suggested purchase orders is calculated, please refer to the Costs section of the Works Order Processing Help and User Guide.


11.8. Attachments Tab

This tab confirms the company attachments folder location, where attachments in works orders are stored.


11.9. Stock Control Settings

These are settings in Sage Stock Control that will affect the functionality of works order processing.

Works Order Processing will detect whether you are selecting batch/serial numbers at time of allocation, or time of despatch (which will translate to time of issue for components).

Works order processing will be aware of the integrate stock management with nominal ledger setting.  If this is turned off, no nominal entries will be posted to the nominal ledger; this includes labour and machine nominal entries, non-stock item entries, issue entries and booking in entries.


11.10. Purchase Order Processing Settings

If you are planning on using Unconfirmed Costs, then the Sage setting relating to when stock cost prices are updated becomes relevant, as if prices are updated when Goods are received (i.e. when booked in from a works order), then they won’t be considered as unconfirmed costs.


11.11. WOP/MRP settings on Stock Item

Within the Sicon tab on the stock item is a WOP/MRP area that can be selected by clicking on it within the vertical bar to the left. The settings on this screen that relate to works orders are as follows:

Default production lead time (Days) A value entered in here will act as a buffer between the start date and due date of a works order where this stock code is the finished item.
Make/Buy These settings are only used if this stock item is being used as the finished item on a Template. This would be of benefit for Material Planning to decide whether the item will be built or ordered from a supplier.
Economical batch size If you enter a value in here, then when creating a works order for this item, you will receive a prompt giving you the choice as to whether you want to make the quantity suggested by this setting.
Split by economical batch size If a works order would be for multiple quantities of the economical batch size and this option is enabled, then when the prompt appears it will give you the choice of whether to generate multiple works orders, each for the economical batch size.
Do not round up last works order to economical batch size In conjunction with the previous setting, the last works order generated would not be rounded up to the economical batch size if this setting was enabled.
Bulk issue item This will mark the item as a bulk issue item and it will be processed accordingly. See the bulk issue items section within the Process Works Order screen for further details.
When adding this item to a Works Order If this item is a subassembly, then you can specify an override to the system defaults set on the Options tab of WOP settings, as to whether this item should either create a sub assembly, take from stock or always ask.
Add extra quantity setting activated This setting is designed to cope with stock items where you always want to make extra for testing purposes. So if a works order is created for a quantity of 10, enough components will be consumed to make 12 for example. The finished quantity on the works order will still be the normal amount, so the quantity that will be consumed by testing will never be booked into stock. But the cost of the finished items will include the costs of making them and the items consumed by testing. The quantity to add as the extra quantity is the same quantity for all stock codes with this setting enabled, and is set via the All Settings button in Works Order Processing settings, and the relevant setting to set the number is called AddExtraQuantityWhenBuildAmount.
Default warehouse when component This setting would override the system default on the Stock and Warehouse tab in Works Order Processing settings for this stock item code.
Default warehouse when finished item This setting would override the system default on the Stock and Warehouse tab in Works Order Processing settings for this stock item code.
On adding line to works order round quantity up to When this stock item is a component on the works order, this setting controls how many decimal places the quantity will be rounded to.

Further down the page you can select a default label report template that you would like printed whenever you book in any finished items for this stock code (this will override any report selected in the Options tab of Works Order Processing Settings). You can also specify a Routing for this stock item, which will override the default routing specified in the Areas screen for this stock item.


12. Nominal Postings

Introduction

This document serves as a reminder of which nominal postings and which nominal accounts are involved in certain processing within works order processing.  These examples are using the ACS/TOASTER for a component.

The works order internal area is setup as follows:

The Plumber was used as the labour item and is setup as follows:

The following diagram shows a summary of nominal movements for a general setup.

NB: Some settings in works order processing will alter which nominals to use, these are mentioned below.

Dates on Nominal Entries

All dates on nominal entries are based on which date the stock transactions are using. See the setting regarding Component Issue date on the Options tab in Works Order Processing settings.

Component Issue

In Settings, the internal area to use to components has to be set.  This internal area is used when issuing components.

When issuing a component, the stock nominal (Balance Sheet) on the stock item is credited and the Nominal on the internal area is debited (WIP nominal).

Component Issue when using Production Issues Internal Area

If this setting is turned on, then this internal area is used instead of the components internal area if there are no finished items on the works order.  In this example, the internal area called Production Mat Issue is used and is setup as below.

In this case, when issuing a component, the stock nominal (Balance Sheet) on the stock item is credited and the nominal on the Production Issues Internal Area is debited (probably Profit and Loss and in the region of cost of sales).

Un Issue

An Unissue transaction uses the same technique as an Add Stock, so that the correct cost price can be added.  When unissuing, the stock nominal (Balance Sheet) on the stock item is debited and the nominal on the internal area used is credited.

Book In

The internal area to use when booking in finished items has to be setup in Works Order Processing Settings.  You can then select whether to use this internal area nominal code when booking in finished items.

When using Finished Item Internal Area Nominal

When booking in finished items using the finished item internal area nominal code, the stock nominal (Balance Sheet) on the stock item is debited (13101 in this example) and the nominal on the finished item internal area is credited (WIP nominal).  The value of this journal will include component costs and labour, and machine costs.

A journal for each labour and machine item will also be created.  In this case, 1 hours’ worth of labour at a cost of 10 pounds was on the works order.  Therefore, the nominal on the finished item internal area will have a positive value (debit WIP nominal) while the nominal on the cost item (plumber) will have a negative value (credit):

When NOT using Finished Item Internal Area Nominal

When booking in finished items and NOT using the finished item internal area nominal code, the stock nominal (Balance Sheet) on the stock item is debited and the issues nominal on the stock item is credited (44100 SAL COM in this example).  The value of this journal will include component costs and labour, and machine costs.

A journal for each labour and machine item will also be created.  In this case, 1 hours’ worth of labour at a cost of 10 pounds was on the works order.  Therefore, the issues nominal on the stock item will have a positive value (debit) while the nominal on the cost item (plumber) will have a negative value (credit).

Labour/Machine

The nominal journals to represent the cost items are only generated if the cost of the labour and machine items is added to the works order.  This is setup in Settings:

Therefore, the nominal postings for booking in when labour and machine is excluded on cost of works order will only include the cost of the issued components.

Non Stock Items

Non-stock items can also be added to the cost of a works order.  This is done by selecting the option button Add non stock items to the cost of works order.  A nominal code for the non-stock items has to be selected.

When the finished item is booked in, a journal entry for the non-stock item is represented by a positive value on the nominal of the finished item internal area (debit WIP nominal)* and a negative value on the non-stock item nominal set above (credit).

*This depends on the whether the internal area nominal code is used when booking in finished items.

Values on Nominal’s for Multiple Book Ins

The values on each of the previously mentioned nominal postings are equally divided according to the quantity booked into stock.  Therefore, if a finished item is partially booked in, then the values on the nominal postings will reflect this.

Un-Book a Finished Item of an existing Works Order

When doing an un-book of a finished item that is booked in, the nominal code used is based on the Use internal area nominal code when book in setting.  Therefore, the journal posting is the reverse of when booking in the finished item.

NB: The value of the journal is determined by Sage based on the costing method used and therefore may not be the same value as when the item was booked in.

Nominal entries for labour and machine items will be reversed:

Nominal entries for non-stock items will also be reversed.


12.1. Unconfirmed Costs

When using Unconfirmed Costs, some of the nominal postings on the works order happen at a different time to what has been outlined earlier in this section.

When components are issued, the nominal postings happen immediately as explained previously. If a component has an unconfirmed cost, then a nominal posting will happen for the value that the works order is estimating that the component will cost. So this will debit the nominal account on the internal area specified in WOP Settings, and credit the component stock nominal account. Works Order Processing will know that this was issued as an unconfirmed cost, so the line will register in the Unconfirmed Lines enquiry screen, and also be available in the Unconfirmed Cost Journals screen.

When the finished item is booked in, no nominal postings will happen at all, as these only happen when the works order is completed – via the Complete Works Order screen. At this point, the works order will have a status of Booked, and Sage will register that the finished item has been booked into stock with an unconfirmed cost. The booking transaction on the works order screen will reflect the estimated cost at this time.

When the purchase invoice is matched against the purchase order for the components that are unconfirmed, then any difference between this cost and the cost that was posted previously will be added to the previous posting – on the same URN. So if the works order issued the component with an expected cost of £100, but then the purchase invoice updates the cost to £300, then the extra £200 will be added to the original nominal posting for the issue of that component (i.e. an extra debit to the nominal code on the internal area, and an extra credit to component stock). Confirming the cost of the component will also update the total cost displayed on the works order itself, but not update the booking transaction cost yet.

You will only be able to complete the works order (via the Complete Works Order screen) once all component costs have been confirmed. You will also be able to keep updating other costs on the works order up until the works order is completed, such as subcontractor costs, labour and machinery costs etc. Once the works order is completed, then all of the nominal postings will happen that would otherwise have happened when the finished item is booked in. So the credit of your nominal code set on the internal area (i.e. your Work In Progress code) will happen at this point, and the finished item stock nominal account will be debited at this point with the total cost. All other postings relating to labour, machinery or subcontractor costs will also happen now (usually a debit of your nominal code on the internal area and a credit to the relevant nominal account for that cost item). The booking transaction on the works order is also updated with the final cost also.

So, in summary:

  • You get component stock being issued to WiP as normal, with unconfirmed lines being costed at the predicted cost
  • Booking the finished item in does no postings
  • When the component costs are confirmed (via Invoice), then an adjustment is immediately posted to the same URN as the component issue, and the costs on the works order are updated
  • Completing the works order posts any labour/machine/subcontractor into WiP, and then the total cost comes out of WiP and goes into finished stock

13. Job Costing Integration

Works Order Processing can integrate with the Sicon Job Costing module, providing job costing is installed.  The integration has to be enabled via the Settings screen on the Job Costing Tab.

For details on Settings for this tab, please refer to the Settings Help section on the .

Once job costing integration is enabled, a job dropdown selection is available on the Amend Works Order screen to link the works order to a job.

The entire works order will appear as a single transaction on the job, within the Stock window in the Job Costing Enquiry screen. The estimated cost will start out as a Committed cost on the job, and when the works order is completed, then this will be updated as an Actual cost on the job, reflecting the final cost of the works order.

Also on the Job Costing Enquiry screen, a Works Orders tab is available to view the linked works orders to the selected job.


14. Costs

Estimate and Future Buying Prices

When a new works order is created, each component line is given a future buy price (estimated cost).  This value is calculated using the following algorithm and the value is always in the base currency.

The first decision step is based upon the setting below on the Estimate Costs tab within the settings screen in works order processing.

If the setting is off and the step therefore ignored, then the process of obtaining a cost value will simply move to the Is there a preferred supplier step.

View Costs on a Works Order

On a works order, the header field called Total cost for WO provides the estimate, average or actual cost of the works order.  By double clicking on this field, a summary screen will provide a break down of how this cost is calculated.

By double clicking further on the Cost of components field, a further break down of the components is provided, with details of how each cost has been derived.

The future buying price can also be viewed when editing a component line and can also be changed by the user when editing the component line.


15. Changes to Sage 200 screens

Receiving Purchase Orders

When receiving purchase orders in the regular POP Confirm Goods Received screen with Works Order Processing installed, there is an extra button at the bottom of the screen

If you click this button when receiving a stock item, it will then display a list of works orders that are waiting for this item, in order for you to be able to immediately allocate the stock you are receiving to these works orders.

View Stock Balances

With Works Order Processing installed, two extra columns have been added to the View Stock Item Balances screen.

Both of these columns can be drilled into, and will show :-

Quantity on WO : A list of works orders where this stock code is the finished product

Allocated on WO : A list of works orders where this stock code is an allocated component

The works orders can be viewed through these lists using the Show Details button.

Sales Orders

A Works Order tab has been added to sales orders which lists all works orders linked to lines on the sales order. This tab provides at a glance information relating to this sales order by displaying the status, area (if applicable) and due date of the works order.

From this tab, all of these works orders can be edited. A works order text field can be amended which will copy this text into the Sales order text field found on the Additional Information tab of any works orders created from this sales order.

There is also an Edit Works Order button on the sales order line itself, once the link exists.

Next to the Despatch Note button on the sales order line is a WO Comments button, which enables you to enter some comments that will be copied onto the Sales order line text field, found within the Additional Information tab of the works order.

When copying a sales order, via the Copy Order button in the Enter New Order screen, any works orders linked to the sales order that you are copying will also be copied onto the new order. After you save the new sales order, you will receive the following prompt asking if you would like the newly created works orders to have their numbers changed to reflect the new sales order number (generated at time of saving).

Sales Quotations

Sales Quotations link to Estimates, in the same way that Sales Orders link to Works Orders. When you copy a quotation (in the same way as copying a sales order above), then any linked estimates will also be copied onto the new quotation. When converting quotations to sales orders, any linked estimates can be converted into works orders. See the Estimates section previously in this guide for further information.


16. Release Notes

The release notes page shows which release of the system includes new features or issues resolved.

With the release of the Sicon v19, our version numbering has changed slightly. Previously our add-on versions were numbered in the format 201x.18.0.1.  From Sicon v19, our modules will be numbered in the format 201x.190.0.1  This is because we have three Sicon releases planned per year and we will use the second group of digits to reflect these as xx1 and xx2. We use the third set of digits to reflect whether it is a release or a pre-release build and the fourth set then give the build number.

New features detailed in the Release Notes relating to Pre-Release versions will not be detailed in the current Help and User Guide until the end of development phase.

Manufacturing Manager Release Notes

17. New Features & Important Information





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