OurSys ERP Newsletter August 24

August 2024 - Newsletter No:15

Tip

Use Task Templates to set SOP and reminders for repetitive tasks.

For example, create a Task Template for Supplier Evaluation, set the SOP and frequency and attach this template to every supplier.

OurSys will remind the user to evaluate that supplier along with the SOP to do it correctly.

Did you know?

You can assess the risk and plan to mitigate risks for every sales order.

The link to Risk Management is available under the shortcut menu link for every order.

This is recommended for high value orders so as to make users aware of the pitfalls and plan to circumvent them in advance.

Understanding Reports

Report Name	Sales Order line and Document wise Status Report
Where to find it	Under Production under the Reports section under Planning sub-section
Who should use this	Planners, Chasers, Purchase managers and Production heads
What frequency to check:	Once a day for planners and as required for others
Filters for the report	Selection of Sales Order and item on the order is mandatory as the report is Sales Order line specific. You can further filter the report by Stage of BOM, Item Category and specific item

Screenshot of the Report

This report has 4 tabs, one each for Job Orders, Purchase Requisitions, Purchase Orders and Stock Allocations

This report can be filtered in various ways as shown below.

This report also has another variant with value in it. It shows the total value of material allotted / issued and the total value under purchase. This gives the exact material cost being incurred for the project / machine.

Information in the report & how to use it:

This report shows all the Job Orders generated for a particular order line in one single place. Similarly it shows Purchase Requisitions, Purchase orders and Allotted material lists.
There are links to see the details of Job Orders, PR, PO. Thus this report serves as a quick panel to see all documents in one place.
For authorised users, this report also shows the material cost incurred till date for the order line.

Notification

We strongly recommend that OurSys ERP has to run on an independent server. In case the same server is used for multiple other software, there is a risk of corruption of one software due to other. But if you still wish to have multiple software on the same server, you will have to appoint a single responsible person at your end to manage the server. We will provide our patches to update the software when required to this person. Momenta will not be responsible for any malfunction of the server.
Our next OurSys upgraded version 24.35 will be released on 10th September 2024
We are launching a new product called "Ziddle" which will generate intelligence from ERP data and guide users to superior performance in their respective roles. Ziddle is shaping up well and it will be available for Beta release later this year.

What's new

Job Order History Report shows Outsourcing entries
Earlier, Outsourcing entries were visible only after receipt of the material. We are now showing it after despatch as well.

Document Management System report enhanced
We have added a filter to view documents based on whether it is expired or active.

Profit & Loss Statement enhanced
We have added the feature to select a period and see a comparative P/L statement for the same period over the last 2 years.

Budget with Cost Centre and Ledger wise report
We have added the functionality to plan budget ledger wise for a particular Cost Centre. This will be very useful for companies using Cost Centres for Projects, Product Categories, Divisions, Branches etc.

Article

An article on 'Importance of Customer Master Data'

This article intends to raise awareness about all the scenarios of outsourcing labour and how OurSys handles it.

Read the full article

Case Study

Distinct Bill of Material for Sales Order line items

Customer Introduction:

This customer is a machine builder making Special Purpose Machines for multinational companies.

Problem / Goal:

Being a SPM manufacturer, the bill of material changes with every order. Even though 60% to 70% items remain the same, the rest keep changing for every order. There are some items where the change is due to variants available for a component in terms of Makes, capacity, colour etc. and sometimes it is a dimensional change. In case a master BOM is created for every permutation and combination, there will be too many master BOMs and their repeat use will be limited to only repeat orders. It was required to find a solution that will not create too many masters and also allow them to create order specific bill of material.

The Solution:

We created the 'Sales Order Bill of Material' feature to solve the issue. Users are able to copy BOMs from masters as well as from previous orders. Users can also create BOM from scratch. We also provided for Variant feature which allows users to replace a component from a list of its variants. We also added the feature of Optional components. In the case of raw material, we allowed to select material that is available in the stock by showing lots of the same grade, shape and similar size.

The Result / Benefits:

This feature has been an instant hit as it provides for many benefits.

Quick BOM creation from master or previous order
Correct component selection from the list of available variants
Utilisation of existing raw material stock instead of ordering fresh material
Provision of checklist of available optional components for the machine
Facility to run the material shortfall calculation program (MRP) based on this SO BOM
Avoiding cluttering of the masters

We have also built further functionality like the Sales Order line wise status report based on this Sales Order level BOM.

Feedback

The intention of this newsletter is to make our customers aware of the features of OurSys and help them to utilise OurSys to the fullest. We would like to have your feedback on how we can further improve this effort.

Please click here to give us your feedback.