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How To Guide

Automated Data Collection (ADC)

Setup ............................................................................................................................ 2
ADC Parameters - GESXAP ................................................................................... 2
General Parameters ................................................................................................ 6
Entry Transaction Setup .......................................................................................... 6
User Setup .............................................................................................................. 8
Label/Barcode Printing ............................................................................................ 9
Device Compatibility .............................................................................................. 12
Connection Information / Login ............................................................................. 12
Navigation information........................................................................................... 13
Functional ................................................................................................................... 15
General Information .............................................................................................. 15
Inquiries................................................................................................................. 16
External Processes/Activities ................................................................................ 16
Internal Processes ................................................................................................ 16
Receiving ....................................................................................................................................... 16
Sales Picking .................................................................................................................................. 17
Production Tracking ....................................................................................................................... 18
Cycle Count .................................................................................................................................... 20
Inventory Control ............................................................................................................................ 20
Selection by Identifier ..................................................................................................................... 21
Stock Transactions ................................................................................................ 22
Set Site VXASS ........................................................................................................................... 22
Purchase Receipts VXAPR ......................................................................................................... 22
Sales Picking XASP .................................................................................................................... 22
Cycle Count - VXACC ................................................................................................................... 22
Stock Change VXASC ................................................................................................................ 23
Miscellaneous Receipts VXAMR ................................................................................................ 23
Miscellaneous Receipts VXAMO ................................................................................................ 23
Inter-site Transfers - VXAIT ........................................................................................................... 23
Sub-contractor Transfers VXAST ............................................................................................... 23
Location Reorder VXALR ............................................................................................................ 23
Storage Plan Putaway VXASY ................................................................................................... 23
Production Transactions........................................................................................ 23
Completed Quantity VXAPT ....................................................................................................... 23
Time Tracking VXAOT ................................................................................................................ 23
Material Picking XAMP................................................................................................................ 23
Material Issue XAMT ................................................................................................................... 24
Unexpected Material Issue XAUM .............................................................................................. 24

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ADC

Setup
ADC Parameters - GESXAP
The ADC parameters allow you to define the controls and defaults associated with your ADC Site. Setup
information includes transactions, locations, and labeling information.
Tab Default Transactions

Block Prompt Description


Transactions Warehouse Enter the warehouse/site to control.
PO Receipt Entry Transaction that will be used when performing ADC
PO receipts
Putaway (Loc Chg) Entry transaction used when performing stock changes
associated with the putaway transactions
Picking (Loc Chg) Entry transaction used when performing the stock changes
associated with the sales/production picking transaction(s)
Production Rpt Entry transaction used when performing work order receipts
(manufacturing plan)
Material Issue Entry transaction used for material issue processing
Unexpected Material Work order entry transaction used for recording material not
originally in the material plan
Time Tracking Entry transactions used for recording time activity

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ADC

Block Prompt Description


Locations Receiving Dock Location used by PO receipt when execution of the stock
management rule for Supplier receipt and if product-site
does not does not result in the assignment of a specific
location. This applies to non-QC product.
QC Dock Same as receiving dock but for QC controlled product.
Note: The location also applies to production receipts that
are flagged for QC.
Production Dock Location used by production receipt when execution of the
stock management rule for Produce Goods Receipt and if
product-site does not result in the assignment of a specific
location. This applies to non-QC product.
Sales Staging The sales picking transaction results in a movement of the
allocated stock from the picking location to a physical
staging area. This location represents that staging area.
Production Staging The production picking transaction results in a movement of
the allocated stock from the picking location to a physical
staging area. This location represents that staging area.

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ADC

Tab Controls

Block Prompt Description


Manufacturing Allow Unexpected Parameter associated with the Material Issue function.
Material Setting to yes allows a user to enter a product that does
not appear on the expected material list. A value of no
restricts entry to just the lines found on the
BOM/formulation.l
Allocate Unexpected Parameter associated with the Unexpected Material Issue
Material function. Setting to yes results in an allocation of any
unexpected material added to a work order/batch. A no
value will add the line but does not allocate.
Allow Lot Override Material picking control indicating if you can override the lot
number during the picking process
Sales Picking Short Picking Three valid options:
Not Allowed All picks must be
completely satisfied.

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ADC

Block Prompt Description


Partial User may short pick one or
more lines
No Control User is not managed with
regards to lines and quantities
Note: The No control option is rarely used and not advised
Picking UOM Parameter indicating the UOM used for picking. Valid
options are Stock or Sales.
Block Shipment Control preventing a user from manually validating a
Validation shipment from the X3 window when it is being processed
within ADC.
Warn if not Fully
Picked
Pick by Line Option allowing the picker to select by line number instead of
location sequence. The default value is no. This flag
affects the pick sequence accessed via the next button on
the device. Normally, it is the next location in ascending
order. When active, it will be the next pick according to the
shipment line number.
Stock Change Allow Allocation Parameter controlling the ability to perform location changes
Movement on allocated stock. Allocated stock is only moved when
there is insufficient available/unallocated stock to perform
the transaction. Note: This is typically set = No.

Tab Receiving

Block Prompt Description


Controls Display Receipt # A setting of Yes results in the receipt number being
displayed on the device when the receipt is created.
Product Labels A setting of Yes means enables the prompting for label
printing. A value of No means that label are not printed as
part of the receiving process.
Delay Product Labels Applicable when Product Labels = Yes. When labeling lot

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ADC

Block Prompt Description


managed products and using sequence numbers to assign
the lot/batch numbers, this setting is required. You will
collect the label information, number quantity, etc but will
print after the receipt is created.
PO Worksheet Report to use when printed from ADC device
Labels Product Label Report to use when printing product labels
Number per Page Labels per page

General Parameters
If you intend to issue material that is not allocated to the work order, then the Manufacturing
Parameter CTLALL must be set to either No or Yes without Block.

Entry Transaction Setup

The use of ADC requires that you have entry transactions that are defined with/without certain attributes.
This document highlights those settings. All other settings can be defined as needed. The
implementation phase of ADC is when you determine if additional entry transactions are required or if you
can use/modify the existing transactions.

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ADC

Note: The ADC client is a simplified form of entry. The entry transaction is used to control the X3
backend and does not necessarily control all of the fields on the ADC client.

Transaction Tab Block Field/Value


Stock Change General Movement Type Internal This is used for putaway and
the sales picking transactions
Stock Entry Method Print = No Print
Movement Type Change Packaging = Unchecked
Miscellaneous Receipt General Print Auto Print = unchecked
Stock Detail Print = No Print
Lot All fields unchecked
Miscellaneous Issue General Stock to Issue Automatic Determination = unchecked
Sub-Contractor Stock Movement Type Subcontractor Transfer
Transfer
Stock Entry Mode Print = No Print
Inter-site Transfer General Movement Type Inter-sites
Stock Entry Mode Print = No Print
Receipts Parameter Receipt Note Auto Print = unchecked
Definition
Dimension Lines Method = Hidden for all options
Line 2 Entry Method Method = Hidden for all
Discount/Charge fields
Stock Detail Print = No Print
Lot All fields unchecked
Material Issue Filters/Sort Stock Automatic Determination = unchecked

The sample screen (below) illustrates the fields and location associated with the mandatory settings for
the location change transaction setup. Examples have not been provided for the other transactions. The
table shown previously provides the mapping that can be followed by an X3 super-user or administrator to
complete the setup.

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ADC

User Setup
ADC users are normal X3 users. For ADC users there is an additional step of linking the user to a
specific ADC menu profile. This allows the user to have separate menu profiles for ADC processing and
regular client processing. The ADC menu profiles are defined on the parameter tab of the SUP group
and SES subgroup on the user record (see example below).

The ADC patch includes the VXADC Menu profile, which includes the following ADC menus:
Function Options Description
MENU VXADC Main Menu
XASS Set Site
MENU VXADI Inventory Menu
MENU XADCS Sales Menu
MENU VXADM Manufacturing
MENU XADCP Purchasing Menu

The menu profile can be copied and adjusted according to your needs.

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ADC

Label/Barcode Printing
Since the Crystal Report DLLs cannot be stored on the ADC device, a Print Server must be used when
printing labels from a handheld device. Once the print server is configured, the print device must be
associated with the document. There are two options for making this association.
1) Report Dictionary
2) Print Destination by User

The report dictionary can be used to provide the default print destination for the document. This works
well when the label/document are always printed on the same label printer (ex: receiving dock). If you
have multiple label printers or users that work in certain areas, it may be advantageous to provide an
override by user. This allows two user to produce the same document at different label printers. There
are two documents (XADCITMLBL, XARECWRKSHTADC) that can be printed from the ADC devices.
This setup applies specifically to those documents if they are within your project scope.
The example below illustrates the XADCITMLBL report dictionary that is setup to go to a label printer
HP3PS via the print server.

The example below illustrates a redirect of the default for user ADC. Their labels print on HP6PS.

To print barcodes using Crystal reports the computer that is printing must have the barcode fonts
installed. Contact your X3 support representative if you need these fonts. An industry standard is to use
the code 3 of 9 fonts.
Once you have the fonts, they can be installed by selecting the font files (select only the true type fonts).

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ADC

Access the window control panel and double-click Fonts option.

This opens the Fonts window. Drag the selected font files into the Fonts window. The fonts automatically
install. For the new fonts to be active, the user must log out of Sage ERP X3 and log in again. That will
refresh the Crystal library and provide access to the newly installed fonts.
If a user attempts to print a Crystal report using the bar code fonts and they are not installed, the
document will print the bar coded data elements surrounded by exclamation marks.

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ADC

The document below illustrates the document with the fonts properly installed.

ADC comes with several reports that have bar codes in them to work in conjunction with the ADC
functionality. The documents use the same name as their non-Adc counterparts with the addition of the
suffix ADC. Most of the reports can be used as is for the purpose of ADC. The document that is
typically modified per customer requirements is the product label (ADCITMLBL). The following is a list of
the bar coded reports.

BONTRVADC Job Ticket


BSMADC Material Issue Slip
FICHSUIADC Routing Sheet
RECETTEADC Production Slip
INVBORADC Count Sheet
RECWSHTADC Receiving Worksheet
ADCITMLBL Product Label
STOCK12 - Label

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ADC

Device Compatibility
The ADC solution is not specific to a hardware brand or type. It is capable of working with different
terminal sizes and display characteristics. RF or handheld devices typically support and/are configured
for a screen size of 20 columns and 16 lines. If your devices differ, you may need to adjust the screen
configuration associated with the ADC transaction to match your device capabilities. The screen sample
below shows where this is done.

The current ADC client requires devices with the following capabilities:
VT220 emulation
TCP/IP Communications
TELNET Client
Due to the navigation controls utilized by the client it is also recommended that the device have function
keys F1, F2, F3 and F4. Some devices allow you to program other keys to serve this function but that
usually makes it a multi-key operation, which are not efficient.

Connection Information / Login


The ADC telnet server runs under the X3 web native interface. The standard port 23 is used. For the
handheld devices, the supported VT emulation is VT220.
To connect from a Windows based computer, simply go the run command and type:
telnet ADCSERVERNAME

A connection dialog similar to the one below appears:

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ADC

In this example, DEMOPRM,


DEMOREF, DEV6, etc. are X3
folders that can be accessed.

Using the arrow keys, select the X3 folder to connect to and Press the F1 key.
Note: When you are ready for production/go live, the configuration can be adjusted so that the solution
selection is bypassed. This is a recommended step in the ADC go-live process.
After selecting a folder, a User / Password prompt appears.

Login screen for entry of username


and password

Navigation information
The ADC client navigation is based on the use of function keys F1 F4, arrow keys and the tab key.
Most devices are configurable to modify the default behavior of keys and keystrokes. The screen

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ADC

example illustrates a starting menu on an ADC device. The starting menu is based on a users ADC
menu setup.

Use the arrow keys to highlight a choice. Press F1 to select/process the choice.

There are 4 possible buttons in each


ADC function. Each button left to
right corresponds to the function
keys F1 F4.

Key Action

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ADC

Key Action
F1 Confirms/processes the selection or transaction
F2 Key reserved for transaction specific activity. Ex: In the Directed Picking function,
F2 corresponds to the Next (advance to next record).
F3 Typically a select button that activates a look-up/search action.
F4 Button to exit the transaction
[TAB] Used to advance to next prompt
[SHIFT][TAB] Used to go back to previous prompt
Arrows Used to navigate menus by moving the highlighted selection. May be used in
some functions to move between records/pending actions.
The presence of periods indicates that the field is a prompt.
A blank display indicates that the field is display only.
[CNTL][F] Activate form/record mode display of the data allowing the user to see data that
would require scrolling to the right. Very useful in selection windows and inquiries.
Currently there is no session recapture logic built into the telnet server. If a session goes out of range,
the associated process in X3 will be terminated. The user must reconnect and restart the transaction.

Functional
The implementation of ADC is significant as it typically changes business processes. Transactions that
used to be paper based back office activities can evolve to real-time paper aided transactions. It varies
from ERP implementation in that the end user training is typically very simple. User transactions via ADC
are quickly understood and grasped. It is not advisable to use the device simply as a means of
automating the back office process. That approach has positive results but at a magnitude that is much
lower. To maximize the return and reduce the lost opportunity, it is suggested that the implementation be
aided with some onsite consulting, training and business process adjustment. The following is a basic
summary of the functionality.

General Information

The ADC Transactions are similar to their X3 counterparts. For instance, when performing
an ADC Miscellaneous Receipt, the transaction will create a Miscellaneous Receipt
document that is similar to that which would be created using the X3 function GESSMR.
Do NOT assume that the ADC transaction supports all functionality provided in the standard
transaction function. The idea of ADC is to simplify and expedite transaction processing. This
is sometimes achieved by sacrificing some of the bells and whistles provided by the X3
client.
Several ADC transactions will perform a Stock Change behind the scenes (Stock Change,
Putaway, Replenishment Putaway, Sales Picking).
When prompted for a Product, you can also enter a products UPC.
There are ADC transactions that dont exist in X3. This is because the transactions are
designed to support real-time product movement. This changes the dynamic on when and
how data is captured/recorded.

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Inquiries

The ADC solution comes with several inquiries. These inquiries are designed to provide mobile user with
key information that will allow them to complete their tasks.
PO Inquiry XAPI
a. Selection by PO
b. Selection by Product
c. Review of all lines/Pos (blank selection)
Receiving Inquiry - XARI
d. Display of Open Purchase Orders (pending receipt)
e. Display of Open Inter-site Shipments (pending receipt)
f. Link to initiate ADC receipt from Inquiry Results.
Product-Site VXCAS
g. Display Locations where are Product is Stocked
Locations VXCEM
h. Display Products Stocked in a Location

External Processes/Activities
Effective use of ADC requires activity outside of the transaction processing. These activities are required
to ensure the efficiency of the transactions. Some of these activities are as follows:

Warehouse Labeling When using mobile devices the goal is to scan as much as possible
and to hand key minimal data. Having location identifier that can be scanned is considered a
mandatory step to support ADC.
Product Labeling If you plan to use ADC for receiving, you should initiate a program to get
your suppliers to provide bar coded product identifiers (UPC or your product number). This
may be a medium term project. The ability to print labels at time of receipt is an alternate
solution that can be implemented immediately. (Note: It is understood that all materials and
environments are not conducive to labeling)
Label Stock and Printers Consideration of the environment and key points of use should be
used to determine the type of labels (size, media, etc) and the number of printers that are
required.
ADC Devices The type of device (mobile, stationary, tethered scanner, etc.) are important
considerations when implementing ADC. Hardware providers typically provide excellent
guidance with devices, labels, printers and the associated infrastructure requirements.

Internal Processes
The following section provides an overview of some of the key business processes and where Sage ERP
X3 ADC is used within them.

Receiving

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ADC

The diagram below visually illustrates shows a typical receipt flow and where ADC/RF is used in the
process.

The following steps are typically present in this process.

1. Expected PO Report Used to quickly identify purchase orders upon arrival of goods
2. Initiate Receipt
3. Receiving Worksheet (bar coded) Document used to drive the mobile receiving process
4. Receipt Inquiry utilizing the link to ADC receipt
5. ADC Receiving and Label Printing Receipt of goods and creation of product labels (when
appropriate)
6. Putaway Movement of goods from staging (receipt or QC) to storage location via Stock
Change function

Sales Picking

The diagram below visually illustrates shows a typical receipt flow and where ADC/RF is used in the
process.

Note: This process varies in a pick and pack environment.

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ADC

The following steps are typically present in the ADC delivery portion of this process.

1. Shipment Generation Sales Picking is based on shipments


2. Picking Ticket (bar coded) Picking ticket provided with barcodes allowing the user to scan
important information
3. Sales Picking (ADC) Transaction to confirm pick and move product to staging area
4. Shipping Documents Produce required shipping documents (packing slip, BOL, etc.)
5. Shipment Validation Confirm shipment and relieve stock balances

Production Tracking

The diagram below visually illustrates where ADC/RF can be used in the production tracking
process. The transactions and manner in which this activity is reported varies significantly by
industry. The reporting transactions reference ADC instead of RF as these transactions are typically
(but not always) performed with a stationary ADC device.

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ADC

The following steps represent how ADC might be used in a process manufacturing environment.

1. Work Order Creation/Release


2. Print Shop Packet (including bar-coded Material Issue Slip)
3. Unexpected Material Issue (ADC, optional) Used to record additional material required to
bring product into specification range.
4. Completed Quantity (ADC) Post the finished goods into inventory and back flush materials
and operations
5. Putaway (ADC, optional) Used to move goods from the production staging area to storage
location

The following steps represent how ADC might be used in a discrete manufacturing environment.

1. Work Order Creation/Release


2. Print Shop Packet (including bar-coded Material Issue Slip)
3. Material Picking (ADC, optional) Use material issue slip to move goods from stocking areas
to point of use (production)
4. Material Issue (ADC, optional) Consume critical materials at point of use
5. Time Tracking Recording of operator time at work centers
6. Unexpected Material Issue (ADC, optional) If required due to scrap
7. Completed Quantity (ADC, optional) Post the finished goods into inventory. Step can also
consume non-critical materials (back flush)
8. Putaway (ADC, optional) Used to move goods from the production staging area to storage
location

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ADC

There are many variations to the tracking schemes. The two provided were just to illustrate how the
process steps may differ for performing the same activities.

Cycle Count

The cycle process is another that can vary significantly based on the types of material stored and
managed. The rules for managing the count process are typically defined by the operations
management and accounting teams. The diagram below shows the Sage ERP X3 tools and where
RF/ADC interacts in the process.

The following steps are those considered mandatory in the cycle count process.

1. Stock Count Session Generate the count session and count sheets
2. Print Count Sheet Print bar coded count sheets
3. Count Entry (ADC) Enter count information and update count sheets
4. Review Count Variances
5. Count Validation

Inventory Control

The inventory control processes are associated with several ADC transactions. The transactions
support the various material movement activities that occur within a warehouse. The process flow
below highlights several of those transactions.

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ADC

Selection by Identifier

A new feature, Selection by Identifier, has been incorporated to provide simplified selection of stock
for transaction processing. This feature has been added to create new ADC transactions. The option
allows the user to specify how they want to identify the stock lines (Note: The type of selection that
uniquely identifies product varies by industry and implementation). The transaction can be
configured so that stock lines are selected using the ideal method. This allows the transaction to
occur with less key strokes than was possible in prior versions. New transactions supporting this
feature have been added as follows.

Miscellaneous Issue - VXBMO


Stock Change - VXBSC
Inter-site Transfer - VXBIT
Subcontractor Transfer - VXBST
Material Issue - VXBMT

The selection options that are available for selecting stock lines are as follows:
Product, Lot, Sub-lot
Product, Lot
Lot, Sub-lot
Lot
Product, Serial
Serial
Lot, Location
Location
Lot, Identifier 1
Identifier 1

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ADC

The use of the identifier fields allows you to deploy a license plate like concept for stock line
selection. This feature could be defined with a sequence number at time of receipt to uniquely
assign a plate number using the Sage ERP X3 toolset.

Stock Transactions
This section provides an overview of the features and general function of the ADC transactions. This
document assumes that the reader is familiar with the stock movements and material handling processes
in Sage ERP X3.

Set Site VXASS


Provides the default site/warehouse for ADC inventory movements
Allows quick change of warehouse for mobile user

Purchase Receipts VXAPR


Selection by PO number and product.
Product entered can be the UPC or EAN number.
Integrated Label Printing
Optional Delayed Label Printing
Optional Display of the Receipt Number
Ability to create multi-line receipts
Auto selection of default location based on standard X3 or ADC parameters
Driven from the Receipt Inquiry or via bar coded receiving worksheet

Note: The receiving function can only be used to receive products that are setup as Stock
Managed. Products that are not managed (ex: non-inventory, subcontracted services,
etc.) cannot be processed using this transaction.

Sales Picking XASP


The Sales Picking function is used to record the physical movement of goods from the storage
location to the shipping/staging area in a facility. X3 shipments are based on a detailed allocation of
material to a delivery line. Sales picking allows a user to override the specified lot/sub-lot and
location provided that the selected stock is available for use. The pickers ability to perform short
picks is controllable via a global parameter.

Location, Lot and Sublot Override Feature


Pick Location Confirmation
Product Confirmation
Short Pick Controls
Pick Sequence Flexibility
Resume/restart capabilities
Transfer of goods to staging
Used in conjunction with bar coded picking ticket

Cycle Count - VXACC


Count entry in either STK or PAC unit of Measure
Positive confirmation of zero counts
Ability to add products (line number = 0) to worksheet
Used in conjunction with bar coded count sheet

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ADC

Stock Change VXASC


Flexible transaction used to change locations and status.
Backbone for other transactions (sales picking, putaway, etc.)

Miscellaneous Receipts VXAMR


Provides rapid entry stock adjustments
Typically restricted to supervisors or stock managers
Sometimes used as an alternate to Cycle Counting

Note: Use of this transaction should be discussed during the implementation. It is not typically
made available to all warehouse/floor employees.

Miscellaneous Receipts VXAMO


Provides rapid entry stock adjustments
Typically restricted to supervisors or stock managers
Sometimes used as an alternate to Cycle Counting

Note: Use of this transaction should be discussed during the implementation. It is not typically
made available to all warehouse/floor employees.

Inter-site Transfers - VXAIT


One step transfer between warehouse/sites
Used when the physical movements has no tangible lead-time

Sub-contractor Transfers VXAST


Performs a location change based on supplier and product.
Destination location should be defined as BP location type

Location Reorder VXALR


Picking Step for the Pick Location Replenishment function
Confirms line on the List of Storage (executes line transaction)

Storage Plan Putaway VXASY


Execution step for goods placed in Dock Location during putaway process
Confirms lines on the Putaway Plan

Production Transactions
This section provides an overview of the features and general function of the ADC production
transactions. This document assumes that the reader is familiar with the production stock movements
and production processes in Sage ERP X3.

Completed Quantity VXAPT


Reports finished and semi-finished goods into inventory
Option to back flush component materials

Time Tracking VXAOT


Transaction capable of recording all 3 elements (production, materials, operations)

Material Picking XAMP


ADC only transaction
Used to move goods from storage/pick locations to production floor
Allows picker to move excess material to accommodate packaging (drums, pallet, etc.)

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ADC

Performs a stock change from the picking location to the production staging location
Uses a hierarchy (work center, product-site, ADC parameters) for determining the staging
area

Material Issue XAMT


Used to explicitly declare the materials consumed on a job
Important when stock is managed at lot/sub-lot level
Used when traceability is important

Unexpected Material Issue XAUM


Used to declare additional material to be used on a work order/batch
Material may be allocated when added to a job based on a global parameter

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