EMT Workbench is easy-to-use Excel based tool, designed for QAD Business Users to boost operating efficiency with inter-company material transfers, because of user-controlled real-time data synchronization between systems, immediate order status visibility across the board, eliminating double entry and preventing user errors.

Similar to traditional QAD EMT functionality, EMT Workbench can accommodate transshipment or direct shipment transactions. However, unlike traditional QAD EMT process, EMT Workbench combines backend process automation with dashboard like user interface, making EMT processing much more efficient, reliable and robust. Watch the video and request free trial. We may offer live demo session with Q&A for your team.

It is a very typical situation when companies have a central entity where they receive customer orders and multiple production and/or distribution entities that fulfill those orders. Customer sales orders entered into a central entity should be replicated into secondary entities to trigger their demand and initiate production and sale process. These orders also should to be kept in sync if any changes will be made later.

Often secondary entities have either their own domains in QAD or separate QAD databases, use different QAD versions, can have different currencies and/or located in multiple countries.

To address this process QAD has functionality called Enterprise Material Transfer (EMT).

In a nutshell, when a sales order is created in the central entity (Primary Business Unit), it automatically generates purchase order and an electronic message for a distribution or manufacturing entity (Secondary Business Unit). This electronic message gets transferred and imported as a sales order into the secondary business unit (SBU). SBU manufactures the product and ships it either directly to customer or to the primary business unit (PBU). Shipment generates another message that gets imported into PBU and updates statues of EMT PO and SO there. Changes to EMT sales order between then moment it is created and shipped generate a set of messages that get exchanged between PBU and SBU and keep order in sync. Message export, transfer and import happens in batch mode using QAD EDI E-commerce module.

The idea behind EMT and its realization in QAD is great! It is targeted to eliminate manual double entry of sales orders, ensure data accuracy and transparency and, as a result, save company efforts and increase its efficiency.

However, technical implementation of QAD EMT solution has certain drawbacks that cause companies not to use this functionality. Here are some of them:

• EDI E-Commerce setup and maintenance. To be able to use standard QAD messaging logic EDI transformation maps need to be setup in E-commerce module. This requires IT expertise that is costly and might not be available on a short notice. Also company might not have EDI E-commerce as part of its QAD package and might be required to buy a separate license for it.
• Data exchange. If PBU and SBU databases are located on different servers company will need to have an engine to transfer files between servers either using its own resources or a third party. In either case it involves additional cost and potential communication problems.
• Error handling. Since EMT messaging processing happens in batch mode, error handling becomes painful. If EMT message import or export fails time and effort required to troubleshoot and fix the problem might be much greater than if orders were keyed in/updated manually.
• Low level of reliance.Because there are so many individual steps involved into EMT message communication, there is a big chance that something goes wrong and the whole processing will fail.
• Constant need in process support by IT. Any issues with data transformation or exchange can be resolved only by IT. In most of the cases users cannot identify without IT help the root cause of the issue. Often, IT help might not be available on demand, especially if EMT and EDI setup has been done by a third party as a one-time contract.

So, what QAD users do? In the best case scenario they replicate EMT process manually by doing double entry of sales orders. In the worst case scenario some of the orders exist only in PBU, some only in SBU some are duplicated and accounting process becomes a real challenge, not to mention lack of data transparency.

What is the alternative and how EMT can be done better?

We have an alternative solution for QAD EMT process that is based on our Excel Loader technology.  It:

• Eliminates the need in QAD EDI E-commerce module. Transformation of sales order into purchase order, sales order shipment into PO receipts and changes to SO into changes to PO integrated into our EMT loader.
• Includes data exchange engine. Our Excel loader technology eliminates a need in a separate engine to transfer data between different QAD servers.
• Improves error handling process. Simplified data exchanges process eliminates many of the errors that could be, otherwise, resolved only by IT. We also validate data before attempting to transfer them and during the load and return detailed and relevant error messages that could be easily interpreted by users.
• Removes reliance on IT in process support. Once underlying services are started on QAD servers by IT, our EMT loader is fully in the hand of the end users and does not require any IT involvement.
• Ensures data accuracy.
• Provides real-time statuses on EMT orders.
• Has a simple interface and is SOX compliant.

Our EMT Workbench allows users to create EMT sales order from Excel directly in PBU database/domain, export it into SBU, receive from SBU shipment information once order is shipped there and all this on a click of a button. It utilized to the full extent standard EMT functionality in QAD and gives user an easy and transparent way to work with it.

Below is a schema of EMT Workbench interaction with PBU and SBU QAD domains/databases

Data validation in EMT Workbench happens before attempting to create SO/PO. If, for example, order has been created in PBU and user attempts to export it in SBU, but item is not defined in SBU yet it will be highlighted in red in the workbench spreadsheet and error message displayed on it. User will know immediately what to do and what data to correct.

EMT Workbench has a built in EMT Tracking report where user can review transmission and shipment statuses for all open EMT sales orders.

Now you can automate the entire process of generation and distributing supplier schedules with the use of LBOX software.

This article takes you through the steps required to automate this process all by yourself, without hiring QAD consultants, without large investments. In fact you can download and try LBOX for free for a couple of months. Note: it is assumed you possess some limited technical skills.

You will not only save on labor effort but also decrease the use of paper, printer toner, etc. So, you have nothing to lose except for your lack of productivity.

The new automated process will run in batch mode (or manually if you want to) generating and emailing Supplier Schedules in the form of PDF attachments. The program sends also a copy of outbound emails to appropriate buyer, as well as to an “administrator” email address, if set, and saves PDF copies of the schedules to company’s file server. So all outbound schedules remain handy, within your reach, whenever you need them, but in electronic form of PDF or email messages in your MS Outlook.

Note that other processes such as Customer Statement print, Sales Order Confirmation, etc, can be enabled in similar manner. Enabling auto-invoicing in QAD with LBOX.

Step 1. Install LBOX as per installation instruction outlined here. Follow the instruction and make sure LBOX is capable of creating PDF files from QAD reports or print forms.

Step 2. Make sure LBOX email feature is working properly. This section explains what to do.

Step 3. To implement Auto-Schedules for Suppliers, you need to understand the process first.

Most likely, not all your suppliers would like getting schedules via email; however as you start offering this service, more and more will sign up.

A) Supplier email address will be stored in vd__chr04 field of vd_mstr (vendor master) table in QAD; this can be a comma delimited email address list, if more than one person needs to be notified. If vd__chr04 value is blank, it means that the supplier does not want to receive Schedules via email, but prefers them to be sent via snail mail or FAX.

You can create a simple maintenance program and place it to QAD menu to maintain the list. Our program source is here. Feel free to modify to meet your needs.

To set-up supplier’s buyer’s email address, use 36.2.13 Generalized Codes Maintenance, like this:

Field Name: SschedEmail
Value: [buyer code]
Comments: [email address, can be comma delimited list]

To set-up an “administrator” email address, use 36.2.13 Generalized Codes Maintenance, like this:

Field Name: SschedEmail
Value: ToAdministrator
Comments: [email address, can be comma delimited list]

B) QAD menu 5.5.3.8 Schedule Print program needs to be modified. You will have 2 versions of this program, one is your original 5.5.3.8 Schedule Print and the second is the Auto-Schedule Print. Let’s assume, the second one will be installed into 5.5.3.28 menu. We will explain later what changes should be made to this program.

For now, we just outline the new process.

5.3.3.28 should always be run first, before the original 5.3.3.8. This way all Auto-Schedule suppliers will be printed first and marked as processed. 5.3.3.28 can be run in batch mode or interactively from QAD menu. Select LBOX PDF output, suitable for schedule form. See below how to do that.

Regular 5.3.3.8 program should be run after that. All the remaining suppliers will get the schedules the same way you send them today. This step remains intact.

C) Now, let’s review the changes to be made to your original 5.3.3.8, i.e. how to create 5.3.3.28 from 5.3.38. Below we are providing a sample source code we have developed for one of our clients. The program source is here.

We modified rsrp05.p program and its sub-programs of QAD 2010 SE and added some modifications there. See markers throughout the code /*MC01*/

In the nut shell, the purpose of the modification was to break the single print program output stream into a few smaller ones, where each stream is schedules for a single supplier.

The new printing program inserts one extra line to each output stream, with embedded email instruction to LBOX, vEmailTo, vEmailSubj, vEmailName, vEmailBody. Also, it inserts a command for LBOX to save the PDF file generated as Schedule-.pdf

LBOX receives output streams sequentially and emails them one by one per instruction. Suppliers receive personalized emails with schedules as PDF attachment.

D) Creating PDF Schedule form. Read this section to understand the process.

Text stream from QAD is merged with static PDF template. Use $LBOX2ws\LBOXSvr\32prn\pdf\company.doc and edit it in MS Word as a starting point. Alternatively, draw your own template in MS Word. Then convert it to PDF and place it to $LBOX2ws\LBOXSvr\32prn\pdf\. Make sure the resulting PDF template is light in size, recommended size is 20-40 Kbytes. Do not exceed 70-100 Kbytes. Do not use heavy graphics in there. Otherwise, email attachments will become large and since emails are sent sequentially, Auto-Schedules process will take longer time taking up your email server’s resources too.

This section explains how to adjust PDF page parameters.

E) Auditing outbound emails. There is a log file $LBOX2ws\emOutbound.log, which you can browse to see if emails have been sent successfully or rejected.

Similarly, Customer Statements can be automated or Payment Remittances, etc.

Contact us if any questions. Good luck and enjoy LBOX!

Go Back to LBOX Manual Page.

Work Order What-if Workbench allows you to simulate production run scenarios in convenient Excel spreadsheet with instant Component Availability Checks and Capacity checks.

Use existing QAD Firmed, Planned, Released and/or other orders in your simulations, or simply enter your own orders to the spreadsheet. Change order sequence, or place some on hold or change dates/quantities. Work Order What-if Workbench will instantly check component availability throughout the entire BOM’s for your scenario, giving you clear report of component shortages.

Request free trial.

Features

• Ability to perform What-if scenarios in the spreadsheet by adding non existent in QAD Simulated Work Orders, placing existing Work Orders on hold, changing orders details on the spreadsheet only (not in QAD), changing order priorities. Perform immediate component availability check according to order priorities in the scenario.
• Generate Detailed Shortage Report throughout the entire BOM, with supplier, buyer ID’s and other info required for immediate PO creation.
• Ability to identify sub assembly shortages and massively create/release Work Orders for them.
• Massively convert SIM Work Orders and selected Planned orders into Firm Orders in QAD, when you like the scenario.
• Massively Release Work Orders to the floor, printing batch of WO tickets.
• Convenient drill downs for decision support.
• Customizable design to fit your needs.

Optimizing Production Capacity – describes how QAD users can optimize usage of their production resources with Excel Loaders. Whether you use discrete work orders or advance repetitive schedule in QAD, offered Excel Loaders will enable your production planners to simulate production load scenarios before creating/updating WO’s or schedule in QAD. Thus, you will be able to plan production more accurately, use resources wisely, lower the cost and get higher returns.

More Information about Excel Loaders

For more details please contact us.

Replenishment Workbench processes QAD MRP data suggesting what materials you need and when. The functionality allows you to download the volume MRP messages to convenient, easy to understand Excel spreadsheet for further analysis. Then, the program reads the records that you approve on the spreadsheet and massively produce and update material Purchase Orders (or Supplier Schedules). Then, Replenishment Workbench sends emails to suppliers automatically with the copies of purchase orders. All complexities are hidden behind the convenient Excel interface, but still you as a user have the full control and visibility.

Replenishment Workbench is equipped with drill down capabilities to various QAD reports and inquiries, so you as a user are well informed when deciding which MRP messages you should act upon. The drill downs include supplier master details, open orders, PO receipts, MRP recommended quantity to order, item usage over a few last months, etc. Traditionally, users have to run a few reports and then go through multiple maintenance screens creating or updating purchase orders in QAD. Replenishment Workbench eliminates the need for all these steps.

Replenishment Workbench is a powerful application for buyers, material planners to manage delivery performance from suppliers and to customers. Because of quick installation, user adoption, ease of use and the value it provides Replenishment Workbench is in good demand. Everyone who requested the trial ended up purchasing the software and using it daily.

The image on the right shows sample email, generated by Replenishment WB program. The email notifies the supplier about changes in the existing PO. When new PO is created the email upper content informs the supplier that this is new PO. The program prints PO information directly to email message body in proportional font (similar to QAD reports). As you can see, there is no logo, fancy graphics, legal prints, etc. This is done on purpose such simplistic way, to ensure reliability of email processing and delivery. Also, no need opening/printing email attachments, i.e. saving some additional time for buyers and suppliers. It counts when dealing with large volume of purchases.

If your MRP data is not reliable enough – most likely you need to revise Item Master 1.4.1 and Item – Site 1.4.17 datasets in QAD. We do have such Excel Loaders available, which will help you greatly to review and update your Items parameters quickly.

Learn more about Excel Loaders for QAD.

Implementing Inter-site Product Replenishment with Excel Loaders.

For more details please contact us.

Especially during these economic times, many QAD users are working to lower the inventory level to maximize so-called operating capital. However, you can’t lower it too much, taking risk to miss a part when you need it badly. You need a tool to justify the reduction of the inventory.

Building a usage table for analyzing the inventory level trend would be particularly helpful here. By looking at the monthly usage numbers, you’ll be able to better understand what is the next usage will likely be.

However, QAD does not have a good summary Inventory Item Usage report available for end users. The purpose of this article is  to share the principle how this can be implemented easily, and also provide you with a free source code.

The first thing first. The detailed Item usage can be pulled from 3.21.14 Transactions by Item Report. In order to get the monthly Item usage, you need to run the report many times. The proposed progress program xxptusmt.p (the source code can be downloaded here), is designed to run overnight in batch mode and update a summary table with the usage numbers. It can be run in 2 modes: Accumulate or Recalculate which basically means differential update or complete recalculate from the beginning of times. Use “Accumulate” for nightly processing.

xxptusmt xx.01                     .0 Main Menu                       08/05/11
┌──────────────────────────────────────────────────────────────────────────────┐
│Accumulate/Recalculate: Accumulate                                            │
│                                                             Output: page     │
│                                                           Batch ID:          │
└──────────────────────────────────────────────────────────────────────────────┘

Now, regarding technical details.
The program does not require any custom database or external storage. It utilizes usrw_wkfl table in QAD, which resides in QAD database, and  specifically  designed for multiple purposes. Feel free to modify it, if necessary. This article explains how to setup and run QAD batch processing.

The second program is the Inventory Item Usage Report itself. Feel free to modify it, or use the report’s logic to add to your existing reports.

xxptusrp xx.01                     .0 Main Menu                       08/05/11
┌──────────────────────────────────────────────────────────────────────────────┐
│           Item Number:                        To:                            │
│                  Site:                        To:                            │
│                  Year: 2005                                 Output: 32prn    │
│                                                           Batch ID:          │
└──────────────────────────────────────────────────────────────────────────────┘

Hoping you find this information useful. Leave us a note or contact us if you need additional information.

We also offer more sophisticated commercial solutions, for managing and lowering inventory levels, without jeopardizing order procurement. Contact us for more information.

Do you have an excellent idea of how processes can be automated/simplified in your company? If you had a magic wand, that could solve a single most challenging problem in your company, transforming the way you do things and making your life easier. What would it be? Please share. Looking forward to hearing from you.

PO automation is being released. Managing materials is one of the most challenging tasks. There many low value repetitive steps in the process and so errors can be easily made. We offer PO automation tool, which will give you the power to quickly manage PO’s massively from the spreadsheet. Combining and utilizing QAD’s MRP messages you can manage the process in bulk: creating PO’s / updating PO’s / deleting PO’s / communicating the changes to suppliers. All complexities are hidden beyond the Excel interface, but still you have the full control and visibility.

Here is the brief description. Use Sales Quote module to maintain the contracts. We add a new function, “activation”, to the quote maintenance program. When the contract is signed by the customer, the user will launch the activation function, which expires the existing 1.10.1.1 pricing for the combinations of Customer/Items and creates the new pricing there. Once activated, the new pricing is automatically pulled into new Sales Orders.

One other thing: the user interface of QAD sales quote maintenance could be perceived cumbersome by field personnel, not easy to work with. We offer a web user interface for managing the sales contracts. The proposed web UI is designed for anyone, who does or does not have the experience with QAD. No training required. Another benefit of web UI is that you can enable it for people to work remotely online, while traveling, from their PC’s or mobile devices.

Let us know if you are interested in exploring any of these topics.