| 1. Number System |
| 1.1. Prerequisties for Number System |
Complete the attached worksheet and "Mark as Completed RoadMap Section B Item 1-a" before continuing the setup.
User MUST have full rights to the "System Setup" in System Security. Users with “Supervisor Rights” will automatically have access. |
| 1.2. Introduction for Number System |
The Number System setup gives the user the option to use auto or manual numbering per module.
If "Auto" numbering is chosen, the user will need to enter the starting number in the space provided on the right side of the form (starting number.) If no starting number is entered, the system will automatically start assigning numbers with number one. ManEx will automatically assign the next available sequential number (with no revision) when adding a new record in a selected module, user may at this time enter a revision if applicable. Once the "Next" number is selected, the counter moves to the succeeding number, if the abandon changes button is depress that number will be considered as used and will be skipped even though the record was never saved.
If "Manual" mode is chosen, the user will need to maintain a manual numbering sequence log and manually enter the number when adding a new record in a selected module. It is not necessary to fill in the starting number field when using manual mode. In the manual mode, the user may combine alpha and numeric characters up to the length of the field.
If the user wishes to begin with manual assignment of tracking numbers, it is recommended that they begin with an alpha character imbedded in the numbers. When the user decides to change to automatic number assignment, there will be no possibility of duplicate numbers, because all of the auto-numbering systems use numbers only. It may be appropriate for the user to enter the last number used in a manual system as the starting number for auto-numbering in the ManEx setup. |
| 1.3. Fields & Definitions for Number System |
The following numbering systems are established in this setup: 
If the user wishes to start the number sequence for a number type at a number other than the one shown, the user types in the new starting number. The user must NOT enter a number below a number already existing.
If "Auto" numbering is chosen, the user will need to enter the starting number in the space provided on the right side of the form (starting number.) If no starting number is entered, the system will automatically start assigning numbers with number one. ManEx will automatically assign the next available sequential number (with no revision) when adding a new record in a selected module, user may at this time enter a revision if applicable. Once the "Next" number is selected, the counter moves to the succeeding number, if the abandon changes button is depress that number will be considered as used and will be skipped even though the record was never saved. If "Manual" mode is chosen, the user will need to maintain a manual numbering sequence log and manually enter the number when adding a new record in a selected module. It is not necessary to fill in the starting number field when using manual mode. In the manual mode, the user may combine alpha and numeric characters up to the length of the field.
If the user wishes to begin with manual assignment of tracking numbers, it is recommended that they begin with an alpha character imbedded in the numbers. When the user decides to change to automatic number assignment, there will be no possibility of duplicate numbers, because all of the auto-numbering systems use numbers only. It may be appropriate for the user to enter the last number used in a manual system as the starting number for auto-numbering in the ManEx setup. Customer ID Numbers
As the user adds customers to the database, it is useful to have a customer code assigned to each customer. In many systems, the user is required to remember the customer code in order to process information concerning the customer. In such a system, mnemonic code is usually assigned so the user can remember the customer code. In ManEx, the customer code may be used to find a customer, but every screen requiring a customer identification code will display at least the customer’s full name to choose from, and often the code also. The ManEx user does not need to customize the customer codes, but can let ManEx automatically apply a new number for each new customer. Inventory Part Number As discussed in the Materials Setup section, ManEx provides users with the ability to automatically assign part numbers to new items being added to the inventory item master. Utilization of this numbering system relieves the user of the chore of having to maintain a separate logbook of assigned numbers. The user has the option of assigning a prefix to the number based on part type information established in the materials setup section. In most instances, the user may easily find an inventory item without having to remember the number, because ManEx provides several ways to locate a part – by customer, by class and type, by description, by where used, etc. Sales Quote Numbers If the user is in the quotation module, the creation of a new quotation will require a control number before saving the quotation. The user may have ManEx assign these numbers, releasing the user from having to maintain a separate log, or the user may assign numbers at the time of the quote generation. Sales Order Numbers When a sales order is created, there must be a control number assigned before the order is saved. The user may have ManEx assign these numbers, releasing the user from having to maintain a separate log, or the user may assign numbers each time a new sales order is entered. Work Order Number When a work order is created, there must be a control number assigned before the order is saved. The user may have ManEx assign these numbers, releasing the user from having to maintain a separate log, or the user may assign numbers each time a new work order is entered. Also, if the user elects to have ManEx automatically create work orders from sales orders, the numbering system for work orders MUST be automatic. Packing List Numbers When the shipping department is ready to make a shipment, they must create a packing list to go with the shipment, and to record in ManEx the details of the shipment. These too, must have a control number assigned at the time the packing list is created. The user may do this manually, or the user may have ManEx assign these numbers, releasing the user from having to maintain a separate log. Invoice Numbers Invoices are created after the shipment has been completed and delivered to a carrier or customer. When the user assigned to printing invoices is ready to do so, the invoices must have a control number assigned to them. The user may do this manually, or the user may have ManEx assign these numbers, releasing the user from having to maintain a separate log. Credit Memo Numbers Credit memos are created in accounting or via an RMA Receiver, and also require control numbers. The user may do this manually, or the user may have ManEx assign these numbers, releasing the user from having to maintain a separate log. Order Configuration Part Number Order configuration is set up in the ManEx Sales section’s Order Configuration module. The numbering selection for Order Configuration can be either automatic or manual.If automatic, the user is spared from maintaining a manual log. Supplier ID Numbers As the user adds suppliers to the database, it is useful to have a supplier code assigned to each supplier. In many systems, the user is required to remember the supplier or vendor code in order to process information concerning the vendor. In such a system, mnemonic code is usually assigned so the user can remember the vendor code. In ManEx, the supplier code may be used to find a vendor, but every screen requiring a supplier identification code will display at least the supplier’s full name to choose from, and often the code also. So the ManEx user does not need to customize the supplier codes, but can let ManEx automatically apply a new number for each new supplier. Purchase Order Numbers Tracking numbers are vital to purchase orders, as they are the legal binding of the user to the supplier for the delivery and payment of goods. These numbers may be assigned manually, as many users do. However, the reasons for assigning them manually is usually associated with the ability to group purchasing actions by buyer or commodity. In ManEx, the user may use a wide variety of selections to view procurement information. The user may view the orders by buyer code, by class code, by part types, by require actions, and more. Because of the ease of extracting data about the purchase orders, it is recommended that the user utilize the auto-numbering system to track order numbers. The auto-numbering obviates the need for separate log books for each buyer, and trying to find the book when the buyer is not available. PO Receiver Number Each time a shipment is received against a purchase order, it is assigned a tracking number to identify the specific receipt against the order, and to reconcile the accounts payable. The user may do this manually, or the user may have ManEx assign these numbers, releasing the user from having to maintain a separate log. Discrepant Material Return Numbers Discrepant Material Return Numbers track shipments when items previously purchased are returned to the supplier. The user may do this manually, or the user may have ManEx assign these numbers, releasing the user from having to maintain a separate log. Discrepant Material Return Packing List Numbers When the shipping department is ready to make a shipment, they must create a packing list to go with the shipment, and to record in ManEx the details of the shipment. These too, must have a control number assigned at the time the packing list is created. The user may do this manually, or the user may have ManEx assign these numbers, releasing the user from having to maintain a separate log.
Debit Memo Numbers Debit memos against a Supplier’s invoice are created in accounting or via a DMR return shipment, and also require control numbers. The user may do this manually, or the user may have ManEx assign these numbers, releasing the user from having to maintain a separate log. Corrective Action Request Numbers If the user is using the CAR module, whenever the user issues a corrective action request, the ManEx program requires the assignment of a tracking number in order to report on the progress and resolution of the findings. The user may do this manually, or the user may have ManEx assign these numbers, releasing the user from having to maintain a separate log. Calibration Numbers Calibration numbers are used to assign control numbers to specific equipment and tooling. If the user is using the Calibration and Maintenance module, these control numbers are provided to identify equipment and tooling that need regular maintenance or calibration. In a manual mode, the user may choose to use asset numbers (if available). Otherwise, ManEx can automatically assign numbers to each piece of equipment or tooling as it is entered into the ManEx database. (The user may wish to use these numbers as asset numbers for their equipment). ECO Numbers If the user has the Engineering Change Order module, whenever the user ADDs and Saves a new ECO, the ManEx program requires the assignment of a tracking and control number. The user may do this manually, or the user may have ManEx assign these numbers, releasing the user from having to maintain a separate log. Project Numbers If the user has a system which tracks project numbers, when the user sets up a NEW Project, there is a requirement of a new unique number.The user may do this manually, or the user may have ManEx assign these numbers, releasing the user from having to maintain a separate log. |
| 1.4. How To ..... for Number System |
| 1.4.1. Setup the Number System | ||
The following screen will appear;
To modify this screen, the user must click on the Edit button and supply the password. That action will enable the screen, and the user then chooses which option to apply by clicking on the radial indicating either "Auto" or "Manual" selection of the number type.
If the user wishes to start the number sequence for a number type at a number other than the one shown, the user types in the new starting number. The user must NOT enter a number below a number already existing. If "Auto" numbering is chosen, the user will need to enter the starting number in the space provided on the right side of the form (starting number.) If no starting number is entered, the system will automatically start assigning numbers with number one. ManEx will automatically assign the next available sequential number (with no revision) when adding a new record in a selected module, user may at this time enter a revision if applicable. Once the "Next" number is selected, the counter moves to the succeeding number, if the abandon changes button is depress that number will be considered as used and will be skipped even though the record was never saved. If "Manual" mode is chosen, the user will need to maintain a manual numbering sequence log and manually enter the number when adding a new record in a selected module. It is not necessary to fill in the starting number field when using manual mode. In the manual mode, the user may combine alpha and numeric characters up to the length of the field.
If the user wishes to begin with manual assignment of tracking numbers, it is recommended that they begin with an alpha character imbedded in the numbers. When the user decides to change to automatic number assignment, there will be no possibility of duplicate numbers, because all of the auto-numbering systems use numbers only. It may be appropriate for the user to enter the last number used in a manual system as the starting number for auto-numbering in the ManEx setup. "Mark as Completed RoadMap Section B Item 1-a"
Where Used: All activities that issue control numbers. |
