e mac overview

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Private and Confidential | YGL E-Manufacturing Overview 1

YGL E-Manufacturing OverviewVersion: 1

Contributor: Swathi Hara

Table of Contents

Introduction .................................................................................................................................................. 3

Finance Manager .......................................................................................................................................... 3

Accounts Receivable ................................................................................................................................. 3

Customer ............................................................................................................................................... 4

Payment Received ................................................................................................................................. 5

Credit Note ............................................................................................................................................ 6

Customer Sales ...................................................................................................................................... 7

Customer Balance ................................................................................................................................. 8

Report ................................................................................................................................................... 9

Account Payable ...................................................................................................................................... 10

Vendor ................................................................................................................................................. 10

Payment Made .................................................................................................................................... 12

Debit Note ........................................................................................................................................... 12

Vendor Purchase ................................................................................................................................. 13

Vendor Balance ................................................................................................................................... 14

Report ................................................................................................................................................. 15

General Ledger ........................................................................................................................................ 16

Chart of Account ................................................................................................................................. 16

Account Maintenance ..................................................................................................................... 16

Account Segment ............................................................................................................................ 17

Segment Codes ............................................................................................................................... 18

Account Structures .......................................................................................................................... 18

Type of Account .............................................................................................................................. 19

General Journal Entry .......................................................................................................................... 20

Budget ................................................................................................................................................. 21


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Posting Transactions ........................................................................................................................... 22

Posting Transaction Inquiry ................................................................................................................ 23

Bank ........................................................................................................................................................ 24

Bank Reconciliation ................................................................................................................................. 25

Purchase Manager ...................................................................................................................................... 27

Purchase Requisition ............................................................................................................................... 28

Purchase Order ....................................................................................................................................... 29

Receive Entry .......................................................................................................................................... 30

Invoicing .................................................................................................................................................. 31

Return Outward ...................................................................................................................................... 32

Reports .................................................................................................................................................... 33

Sales Manager ............................................................................................................................................. 34

Quotation Management ......................................................................................................................... 35

Contract Management ............................................................................................................................ 36

Sales Order .............................................................................................................................................. 37

Pro forma Invoicing ................................................................................................................................. 38

Picking List ............................................................................................................................................... 39

Delivery Order ......................................................................................................................................... 40

Sales Invoicing ......................................................................................................................................... 41

Return Inward ......................................................................................................................................... 42

Reports .................................................................................................................................................... 43

Material Manager ....................................................................................................................................... 44

Part Master ............................................................................................................................................. 45

Bill of Material ......................................................................................................................................... 47

Price Book ............................................................................................................................................... 49

Inventory Adjustment ............................................................................................................................. 50

Inventory Write Off ................................................................................................................................. 51

Inventory Receipt .................................................................................................................................... 52

Inventory Shipment ................................................................................................................................ 52

Warehouse Transfer Request - Inventory Transfer ................................................................................ 52

Inventory Count ...................................................................................................................................... 54


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Inventory Inquiry..................................................................................................................................... 54

Reports .................................................................................................................................................... 54

Production Manager ................................................................................................................................... 54

Work Centre ............................................................................................................................................ 55

Manufacturing Order .............................................................................................................................. 56

Shop Operation ....................................................................................................................................... 59

Job Costing .............................................................................................................................................. 59

Quality Assurance, Quality Inspector ...................................................................................................... 60

Reports .................................................................................................................................................... 61

IntroductionToday midsize companies compete with largest companies in market. They face the same Financial

Management, Supply Chain Management and Operational Performance challenges but with fewer

resources.

YGL E-Mac provides our customer with flexible, affordable, user friendly and industry specific ERP

systems which are easy to Buy, Install and Maintain.

YGLs E-Mac ERP application provides:

1. Financial Manager.2. Purchase Manager.3. Sales Manager.4. Material Manager.5. Production Manager.

Finance Manager

The E-Macs Finance Manager covers modules like Accounts Receivable, Accounts Payable, and General

Ledger - Chart of Account etc.

Let us have a brief overview on the E-Mac Finance Manager.

Accounts Receivable

Account Receivable also known as debtors, is the money owned by its clients and shown on its balance

sheet as an asset. It is one of a series ofaccounting transactions dealing with the billing of

a customer for goods and services that the customer has ordered. This module contains the Records,

Reports and Entries of the receiving end of a transaction.
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Customer

A clear and straight forward detailed entry of the Customer to be used in a transaction can be done

using New Customer. The customer list can be viewed and edited using View and Edit Customer.

Example of a Customer created in E-Mac is shown below.

As seen in the screen shot; the ID is auto populated with the serial running number but is editable. The

details of the customer should be entered in its respective fields.

The General tab contains fields of the customer billing address, group, telephone number, Fax No., Email

Address and the customers website. A new Group can be created using Maintain - Group.

The Contact tab contains the fields to enter the contact details of the POCs (Point of Contact) of the

customer.


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Shipping Address tab provides space to enter addresses to ship the ordered goods in case the shipping

address is different from billing address.

The Financial tab contains the Sales, Payment and Pricing details customized to the particular customer.

A new Sales rep can be added using Maintain - Sales Rep, a new Ship via can be added using Maintain -Ship via, a new Payment term can be added using Maintain - Payment Term.

Payment Received

After the SO is delivered the invoice is sent to the customer. The received goods are verified and the

invoice is posted with the payment. This payment is recorded in the Payment Received. The Customer

details, Bank involved in the payment, Reference No. and the currency exchange rate in case of foreign

currency is to be provided.

To create a new payment receive record New Payment Receive is used, to view the saved payment

receive the View and Edit Payment Receive is used. Example of the payment received record in E-Mac

is shown below.


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Customer Sales

The graphical representation of the sales with respect to a particular customer can be generated,

viewed and exported using Customer Sales. Different types of graphs can be generated using chart

wizard. Example of Customer Sales chart in E-Mac is shown below.


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Customer Balance

The graphical representation of the credit balance with respect to a particular customer can be

generated, viewed and exported using Customer Balance. Different types of graphs can be generated

using chart wizard. Example of Customer Balance chart in E-Mac is shown below.


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Report

All the reports corresponding to customer and other receivable transactions can be viewed, saved and

printed from their respective forms by clicking on Print Preview. In order to have the detailed reports of

the transactions a separate module of Reports can be used.

Under each Report tab provide the ranges which cover the required transactions and click on Print

Preview to view the report.


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Account Payable

Accounts payable is money owed by a business to its suppliers and shown on its Balance Sheet as a

liability. It is a form ofcredit that Vendors offer to their customers by allowing them to pay for

a product or service after it has already been received.

Vendor

A clear and straight forward detailed entry of the Vendor to be used in a transaction can be done using

New Vendor. The vendor list can be viewed and edited using View and Edit Vendor. Example of a

Vendor created in E-Mac is shown below.
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Payment Made

After the PO is received with the invoice from the vendor, the received goods are verified and the

invoice is posted with the payment. This payment is recorded in the Payment Made. The Vendor details,

Bank involved in the payment, Reference No. and the currency exchange rate in case of foreign currency

is to be provided.

To create a new payment made record New Payment Made is used, to view the saved payment made

the View and Edit Payment Made is used. Example of the payment made record in E-Mac is shown

below.

Debit Note

In case the Vendor supplies wrong, defective or excessive goods, they need to be returned / intimated

to the vendor. The outward return of the goods is recorded using the Purchase Manager - Return

Outward and invoices are created using Purchase Manager - Invoice. Debit note is used to create the

record for these received goods so as to make adjustments with the next assignment of goods or with


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the payment. The E-Mac debit note can be created with reference to Invoice, Return Outward No. or

directly with the Part details.

To create new debit memo use New CN/DN Entry, to view the list of saved debit memos use View

and Edit CN/DN Entry. Example of the Debit Memo in E-Mac is shown below.

Vendor Purchase

The graphical representation of the purchases with respect to a particular vendor can be generated,

viewed and exported using Vendor Purchase. Different types of graphs can be generated using chart

wizard. Example of Vendor Purchase chart in E-Mac is shown below.


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Vendor Balance

The graphical representation of the debit balance with respect to a particular vendor can be generated,

viewed and exported using Vendor Balance. Different types of graphs can be generated using chart

wizard. Example of Vendor Balance chart in E-Mac is shown below.


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General Ledger

A company's main accounting records. A general ledger is a complete record of financial transactions

over the life of a company. The ledger holds account information that is needed to prepare financial

statements, and includes accounts for assets, liabilities, owners' equity, revenues and expenses.

A general ledger is used by businesses that employ the double-entry bookkeeping method - where each

financial transaction is posted twice, as both a debit and a credit, and where each account has two

columns. Because a debit in one account is offset by a credit in a different account, the sum of all debits

will be equal to the sum of all credits.

Chart of Account

The chart of accounts is a listing of all the accounts in the general ledger, each account accompanied by

a reference number to identify it. E-Mac provides a maximum length of 20 digits in an account number.

Businesses may have thousands of accounts and require longer account reference numbers. E-Mac

allows assigning the accounts in a logical way and follow specific standards.

Account Maintenance

The list of accounts with its Structure Code, Account ID and Account Category can be created using

Account Maintenance. Example of Chart of Account in E-Mac is shown below.


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Account Segment

The format of the account number can be set to be followed universally under the Account Segment.

The set format in E-Mac is shown below.


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Type of Account

Type of account is used to categorize each type of transactions into credit or debit balance.


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General Journal Entry

A journal entry is a logging of transactions into accounting journal items. The journal entry can consist of

several items, each of which is either a debit or a credit. The total of the debits must equal the total of

the credits or the journal entry is said to be unbalanced.

Data needed in journal entries are: Journal entry number, batch number, amount of money, name, date,

accounting period, and description. A new journal can be created using New Journal Entry and a saved

journal can be viewed using View and Edit Journal Entry. Example of Journal Entry in E-Mac is shown

below.
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Budget

The budget forecasted for the fiscal year can be maintained using Budget. It helps in keeping track of the

expenses and the deviation from the planned expenses. Example for the budget plan 2012 in E-Mac is

shown below.


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Posting Transactions

The saved invoices need to be posted to process payment. This is done using Posting Transactions.

Providing date range and selecting the transactions the required document is posted. E-Mac also

provides a feature to Un Post an incorrectly posted transaction. After posting the documents are

received in the respective Accounts Payable or Accounts Receivable modules to process payments. List

of document searched according to requirements in E-Mac is shown below.


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Bank

The Bank account details to be used in transactions are added and saved under Bank. Example of a bank

list and one of the account details in E-Mac is shown below.


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Purchase Manager

Purchasing Manager Module supports:

Purchase Requisition Purchase Order. Goods Receiving. Inventory Management. Invoice verification.

The Purchase Manager Module communicates with other modules to ensure constant flow ofinformation. Purchasing Manager is integrated with Inventory Control, Production Planning, and

Account Payable. Vendor evaluation process is integrated with this module to enable purchase order to

be raised only to the approved Vendors. The purchase department can also monitor whether the

vendors perform services within the specified time frame and appraise the quality of work carried out.

The basic flow of a Purchase Order:


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Purchase Order Process:

Purchase

Order

P

urchase

Re

quisition

Goods

Receiving

Warehouse

Invoicing

Phase

Start

Enter

Purchase

Requisition

Approved? End

Enter

Purchase

Order

Approved?

Enter

Receive

Entry

QC Pass?

Update Stock

Balance

(BackgroundProcess)

Create

Invoice

Return

Outward

CN/DN

Yes

No

Yes

Yes

No

No

No

Purchase Requisition

Purchase Requisition is a document created by the store manager to notify the purchase department of

the items to be ordered, its quantity and the time frame with in which it is required. Purchase of goods

and services are done only on an approved requisition. Purchase requisition should be created and

approved before commitment to a vendor.

The Purchase Requisition form contains the following details to be entered by its request raiser:

Suggested Vendor. Quantity, Description of the goods or service, Total Amount. Delivery instructions.

A New Purchase Requisition can be created by New Purchase Requisition. The list of saved Purchase

Requisition can be viewed by View and Edit Purchase Requisition. The copy of an existing Purchase

Requisition can be done using Copy Purchase Requisition.

Example of a Purchase Requisition Entry in E-Mac can be seen in the screen shot below.


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Return Outward

In case faulty or wrong goods are received it is returned back to the vendor, this record is created using

a Return Outward form. When goods are returned back to the vendor, the amount we awe them

reduces as we do not need to pay them for the wrong pieces. The returned goods can be recorded by

selecting the receive entry number under the Apply to Invoice tab or can be independently created

under Apply to Purchase tab.

Example for Return Outward Entry in E-Mac is given below.


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ReportsAll the reports corresponding to Purchase Requisition, Purchase Order, Receive Entry, Invoice, and

Return Outward can be viewed, saved and printed from their respective forms by clicking on Print

Preview. In order to have the detailed reports of the transactions made while purchasing a separate

module of Reports can be used.




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Sales Order Process:

Warehouse

SalesManagement

Purch

ase

Management

Delivery

Order

Finance

Management

Phase

Start

Enter

Quotation

Management

Approved? End

Enter

Sales

Ordering

Approved?

Sufficient Stock?Update Stock

Enter

PurchaseOrdering

Approved?

Enter

GoodsReceiving

Enter

Delivery

Ordering

Approved?

Create

Invoice

No

Yes

Yes

Yes

No

Yes

No

Pick Stock

(Background Process)

Yes

No

Quotation Management

To receive a purchase order a Quotation has to be sent to the Customer. A new quotation can be

created using New Quotation; the quotation list can be viewed using View and Edit Quotation; a

new Quotation can be created by copying an existing Quotation using Copy Quotation.

The quotation can be created in the Quotation Entry form by giving details of Customer, Product and

Service, Quantity to be ordered, Price Quoted etc. The Quotation should be approved by the quotation

manager and accepted by the Customer to generate a Sales Order.

Example of the Quotation Entry in E-Mac is shown below.


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Contract Management

Contract Management is a complex and error prone process. This module increases claim accuracy and

speed of payment, decreases error, dispute and time.

E-Mac Contract Management taken in detailed information about the quotation with product, cost,

quantity, delivery methods and time and helps prepare the Contract in an organized manner. A new

contract can be created using New Contract Management and the list of saved contracts can be

opened with View and Edit Contract Management.

Example of Contract Management in E-Mac is shown below.


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Sales Order

Sales Order is a document created to book a delivery of goods or services to a customer. After receiving

a purchase order from the customer the business opens a fresh sales order or with reference to an

approved quotation.

A new SO can be created using New Sales Ordering, the list of saved SO can be opened by View and

Edit Sales Ordering, a new SO can be created by copying an existing SO by Copy Sales Ordering. E-

Mac auto populates the product and its order qty details if SO booked using approved quotation. A newindependent SO can be booked by entering Part No. details, Order qty and Pricing details. Once SO is

approved a delivery order can be booked.

Example of the Sales Order in E-Mac is shown below.


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Pro forma Invoicing

Pro forma Invoicing is a conformation document in which the buyer and seller agree on the Product

Detail and Cost to be shipped to the buyer. It is used to declare the value of the trade.

A new Pro forma Invoice can be created using New Pro forma Invoicing and list of invoices can be

viewed using View and Edit Pro forma invoicing. Using an approved and saved SO the details of the

customer and product are auto populated in the Pro forma Invoicing screen.

Example of Pro forma Invoicing in E-Mac is shown below.


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Picking List

A Picking List is a list of all the components and material required to fill a specific SO. It specifies the

Warehouse locations and also consolidates from more than one order.

A picking list can be created using New Picking List and the saved picking list can be viewed using

View and Edit Picking List. To create a new picking list - Customer is selected, a list of SO of the

selected customer will be listed in the dropdown Select SO, on selecting the required SO all the

product details and its Warehouse location is displayed. Shipping items in this list will make changes inthe Warehouse inventory count.

Example of the Picking List in E-Mac is shown below.


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Material Manager

Material Manager Module supports:


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If the Part is marked Inactive the Part cannot be used in any transactions. Declaring the part under a

Stock type - Stock, Service, Non Stock, Knitting will help in filtering the parts list. Part type - Raw Material,

Assembly, Outside Processing needs to be declared.

The General tab takes the information on Group, Category, UOM and Stock level. The Parts can be

marked as Sellable or Purchasable, can be subjected to Commission, can be marked for inspected before

receive or sale. Parts can be saved with serial bar code recognition. Sales Price Information can be

entered in detail, this price will auto populated when used in transactions. The values can be declaredusing Maintain - Group, Category, UOM. Beginning balance can be set using the Beginning Balance

button, by default the part balance is 0. To view the Beginning balance of the previously saved parts Part

Beginning balance - View and Edit Part Beginning Balance can be used.

The Warehouse tab takes the storage location information of the parts. Warehouse and Bin location are

entered under this tab. Warehouse can be declared using Maintain - Warehouse.


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Under the UOM tab Unit of Measurement which can be used in transactions of this part can be declared.

During transactions the UOM declared under this tab can be selected from the dropdown. UOM can be

declared using Maintain - UOM.

Sales tab takes Customer details. When Customer is declared for a Part; during transactions of SO thisPart No. detail are auto populated when the Customer is selected.

Purchase tab takes Vendor details. When Vendor is declared for a Part; during transactions of PO this

Part No. detail are auto populated when the Vendor is selected.

Accounting tab takes the accounting category and account set details. Account sets can be declared

using Maintain - Account sets.

Tax tab is used to declare tax class for Sales and Purchase with description. Tax can be declared under

the System Manager - Tax.

Bill of Material

Bill of Material (BOM) is used for setting up production module. A manufactured item consists of

components, which are used to build the product through production operation(s). The main use of

BOM is to define product structure of a manufactured end item.

Routing is another important base of production module, which defines the method of manufacturing.

Method or route to be followed for manufacturing a product is a prerequisite for setting up production

module.

A new BOM can be created using New Bill of Material and saved BOMs can be viewed using View and

Edit Bills of Material. The BOM screen in E-Mac looks as below.


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The Part used in to create a BOM should be of assembly type. When a new BOM is created the Revision

No. is entered as 1 and when changes are made to it in future the revised version can be saved with

revision No. 2 and so on.

Header

The Build Qty is the number of parts which can be assembled with the materials declared in the Material

tab. The Cost Breakdown has the detailed individual costs of the assembly; they are auto populated

when the material and routing are saved.

Revision

Under the revision tab the details of the latest revision are entered; Revision Date, Effective date range,

Author.

Material


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Qty on Hand = 504.

Enter Adjustment Qty = 100.

Balance Qty on Hand becomes = 504+100=604.

Qty on Hand = 700.

Enter Adjustment Qty = -2.

Balance Qty on Hand becomes = 698.

Inventory Write Off

A Qty of a part in the warehouse which are lost, spoilt, scrapped out during manufacturing needs to be

written off to have a record of all the goods. Inventory Write Off keeps a record of the goods which are

scrapped off, the cost cutting due to this deduction and the remaining stock level in the warehouse.

New inventory write off can be done using New Inventory Write Off, saved write offs can be viewed

using View and Edit Inventory Write off. Example of Inventory Write Offin E-Mac is shown below.


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Inventory Receipt

After the goods are received into a warehouse a receipt needs to be created. Inventory Receipt helps

create this receipt.

New inventory receipt can be created using New Inventory Receipt; saved inventory receipt can beviewed using View and Edit Inventory Receipt. Example of the Inventory Receipt in E-Mac is shown

below.

Inventory Shipment

Goods going out of a warehouse for shipping are recorded into an Inventory Shipping report. It contains

details of the Part, Warehouse, the Total Qty taken out for shipping, Unit Cost etc.

New inventory shipment can be created using NewInventory Shipment; saved inventory shipment

records can be viewed using View and Edit Inventory Shipment. Example of the Inventory Shipment in

E-Mac is shown below.

Warehouse Transfer Request - Inventory Transfer

To transfer goods from one warehouse to another a request needs to be raised by the warehouse in

charge, this request is the Warehouse Transfer Request. This request is raised and posted with the part

details which need to be transferred to a new warehouse, an email is sent as a notification to the

receiving warehouse in charge to send back an approval to the request. Once approved an inventory

transfer needs to be done to move the goods from the warehouse 1 to warehouse 2. This can be done

using Inventory Transfer. It contains the part details and the expected arrival date. Once the transfer of


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inventory is done a receive inventory is created using the same inventory transfer form. This to keep

track of what was sent and what was received.

To create a new warehouse transfer request New Warehouse Transfer Request form is used; to view

the saved warehouse transfer requests View and Edit Warehouse Transfer is used. Example of theWarehouse Transfer Request in E-Mac is shown below.

To create a new inventory transfer New Inventory Transfer forms is used; to view the saves inventory

transfer records View and Edit Inventory Transfer is used. Example of the Inventory Transfer - Transfer

in E-Mac is shown below.

Example for the Inventory Transfer - Transit Receipt in E-Mac is shown below.


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Inventory Count

Inventory check is done on a cyclic schedule. Counting the physical goods in warehouses can be done

using the Inventory Count.

Inventory InquiryThe graph of the on hand qty goods can be built using Inventory Inquiry. Using chart wizard different

type of graphs can be created.

Reports

All the reports corresponding to Stock, Inventory transfer, inventory re-order, BOM etc. can be viewed,

saved and printed from their respective forms by clicking on Print Preview. In order to have the detailed

reports a separate module of Reports can be used.



Production ManagerManufacturing orders are created and shop operations are monitored using Production Manager. E-Mac

provides the shop operation for discrete manufacturing. The Part for manufacturing should be of

assembly type and BOM needs to be created using Material Manager - BOM.


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Work Centre

A Work Center is a place where production activities are performed. Resources (like men and/or

machines) are linked to a work centre. Thus, a Work center is a group of resource units used as a

functional planning unit. Work centers can be grouped to use in case of large manufacturing assignment.

A new work centre can be created using New Work Centre, a work centre group can be created using

New Work Centre Group, saved work centers list can be viewed using View and Edit Work Center

and saved work center group list can be viewed using View and Edit Work Centre Group. Example of

Work Centre in E-Mac is shown below.

Header tab saves the Shift, Warehouse details. A new shift can be added using System Manager -

Production Shift. A new warehouse can be added using Material Manager - Maintain - Warehouse.

Inspection required for the products manufactured in this warehouse can be set here using the

checkbox.


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Start

Create BOMCreate

Routing

Create MO

Release MO

Start Shop

Operation

Close Shop

Operation

Complete Job

Costing

Close MO

End


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BOM needs to be created before creating a MO. A new MO can be created using New Manufacturing

Order; saved MO can be viewed using View and Edit Manufacturing Order. Manufacturing Order

allows:

Changing the operations (tasks). Changing sequence of operations (routing) - to alter the structure of the routing. Changing order sequence (dates and scheduling on a work center). Changing the content of the order (reference dates) for re-planning the order. Changing material belonging to the order (estimated materials).

Once the MO is released changes of routing, material etc cannot be made. An Example of the MO in E-

Mac is shown below.

On selecting the Build Part No. and BOM revision Material, Routing tabs are auto populated with the

data saved in BOM. Changes can be made to the MO before releasing it.


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Example of create new Quality Inspector in E-Mac is shown below.

Reports

All the reports corresponding to Manufacturing Orders, Work Centers, and BOM etc. can be viewed,

saved and printed from their respective forms by clicking on Print Preview. In order to have the detailed

reports a separate module of Reports can be used.




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