User Guide - Shoptech The E2 Shop System

1 How To Use the Enterprise E2 Shop System Contents Overview and Additional Resources .. 1 Configuring The System .. 3 User Groups .. 3 User Codes .. 7 Template 8 User-Defined Maintenance .. 9 Tables .. 11 Bank Codes .. 11 Customers (Core Table) .. 12 Employees (Core Table) .. 14 Parts: Purchased (Core Table) .. 18 Parts: Manufactured (Core Table) .. 25 G/L Accounts (Core Table) .. 38 Pay Periods (Core Table) .. 39 Salesmen (Core Table) .. 40 Vendors (Core Table) .. 41 Work Centers (Core Table) .. 43 Attendance Codes (Base Table) .. 46 Break Codes (Base Table).. 47 Calculator Codes (Base Table) .. 48 Call Result Codes (Base Table) .. 50 Collection Terminals (Base Table) .. 51 Container Codes (Base Table) .. 53 Currency Codes (Base Table) .. 54 Customer Group Codes (Base Table) .. 55 Departments (Base Table) .. 56 Description Codes (Base Table Text Builder Defaults) .. 57 Estimate Codes (Base Table) .. 58 G/L Group Codes (Base Table) .. 59 HotSpots (Base Table).

2 60 Inventory Codes (Base Table) .. 62 How To Use the Enterprise E2 Shop System Location Codes (Base Table) .. 65 Miscellaneous Charge Codes (Base Table) .. 66 Operations (Base Table).. 67 Product Code (Base Table) .. 69 Prompt Codes (Base Table) .. 70 Rate Codes (Base Table) .. 73 Reason Codes (Base Table) .. 75 Service Codes (Base Table) .. 75 Shift Codes (Base Table) .. 78 Shipping Codes (Base Table) .. 79 Tax Codes (Base Table) .. 80 Terms Codes (Base Table) .. 81 Territory Codes (Base Table).. 82 Triggers (Base Table) .. 82 Vendor Types (Base Table) .. 85 Work Codes (Base Table) .. 85 Fiscal Years .. 87 Company Maintenance .. 89 Company Preferences .. 90 Auto-numbers .. 91 Accounting .. 92 Data 98 Forms .. 103 Interfaces .. 104 Inventory .. 120 Miscellaneous .. 125 Order Entry .. 128 Time and Attendance .. 134 Estimating .. 148 Returns .. 149 Quotations .. 150 Customer Request For Quotation .. 151 Vendor Request For Quotation .. 152 Report Customization.

3 154 How To Use the Enterprise E2 Shop System Scheduled Report Maintenance .. 155 Using The System .. 157 Record Management .. 157 Record Searches .. 157 Running Summary Reports .. 163 Forms and Labels .. 167 Creating New Records Overview .. 169 Record Creation Options .. 169 Global Features .. 171 QuickView .. 171 Common Header / Line Item Objects .. 174 Tasks .. 175 Documents .. 176 User Defined Fields .. 178 Audit 178 Quoting .. 180 Quotations .. 180 Customer Request For Quotation (RFQ) .. 192 Orders .. 204 Order Entry .. 204 Job Material Processing (JMP) .. 222 Shipments / Packing Lists .. 225 Customer Returns .. 231 Purchasing .. 234 Purchase Orders .. 234 Outside Service Packing Lists .. 239 Vendor Request For Quotation (RFQ) .. 245 Vendor Cost Analysis (Utility) .. 249 Receiver .. 249 Vendor Returns .. 252 Inventory .. 259 Fill Job Requirements (Utility).. 259 Inventory Adjustments (Utility) .. 260 Inventory Inspections .. 262 How To Use the Enterprise E2 Shop System Material Allocation.

4 262 Stock Job Transfers .. 264 Shop Floor Control .. 266 Time And Attendance Tickets .. 266 Schedule Codes .. 268 Internal Rejections .. 272 Accounts Receivable .. 274 Customer Billing .. 274 Cash Receipt .. 279 Accounts Payable .. 281 Vendor Invoice .. 281 Cash Disbursement .. 284 General Ledger .. 287 Journal Entry .. 287 Fiscal Years .. 290 How To Use the Enterprise E2 Shop System R. Page 1 of 295 Overview and Additional Resources The purpose of this document is to provide information regarding the creation and general use of records within the Enterprise Version of the E2 Shop System and is designed as a reference resource that can be used in conjunction with Shoptech Software s other educational offerings as a means to learn how to best utilize the software based on your circumstances. Configuring the System This section covers the key elements of setting up and configuring E2 by reviewing System related areas (including Company Preferences) and Table Items.

5 Using the System This section covers basic navigation concepts and the key fields that impact the creation and use of daily records within E2 such as Quotes, Customer Orders, and Purchase Orders. Each area will consider the following topics: Overview A synopsis of what the record/utility is used for. Source Record(s) A list of potential Sources that could be used to create the record. Destination Record(s) A list of records that could use the current record as a Source of information, if not creation. Key Values/Points of Consideration A brief overview of required and otherwise significant fields located on the record along with observations about the creation and/or use of the record. Additional Resources Information on the use of the E2 Shop System can also be found in the following resources: The E2 Implementation Guide , designed to assist in the creation of a comprehensive Implementation Plan for customers that are just now setting E2. Recorded content regarding key features of the System .

6 Getting Started With E2 Classes, three-day sessions geared toward new users to provide an overview of the System . online Virtual Classes, designed to cover specific topics that can be attended at your shop. How Do I Documents, located throughout E2 that provide general overviews of specified topics. Onsite Consultations, customized training that takes place in your shop designed to help you decide how to specifically configure the System to fit your needs. Shoptech Education Center To view recorded content and register for classes (both classroom and virtual), follow these steps: 1. Go to 2. Enter your Company s Pin Code and Password. 3. Click Login. How To Use the Enterprise E2 Shop System R. Page 2 of 295 4. Click the Education Center Button. 5. To view recordings, click the E2 Learning Button. 6. To register for Classroom Sessions, click the Classroom Training Button. 7. To register for online Virtual Classes, click the Virtual Training Button.

7 For additional information regarding any of these training options, contact the Shoptech Education Department at 1-800-525-2143 or email For information regarding customized onsite training on the use of the E2 Shop System , contact your Inside Sales representative at 1-800-525-2143 for details and to check the availability of our Consultants. How To Use the Enterprise E2 Shop System R. Page 3 of 295 Configuring The System This portion of the manual covers the System Area and Table Items in order to provide an overview of the key values associated within each one. User Groups Location: System | User Group Maintenance Overview Provides a centralized means of managing security rights and permissions by assigning Users to the appropriate User Group based on their need for access within E2 Create as many User Groups as necessary Users can only belong to one User Group Key Values/Points of Consideration (An asterisk [*] indicates a Required Field): General Tab *User Group Code can be up to 20 alpha-numeric characters The ADMIN Group will be present by default and has access to all areas of the software (based on Modules purchased) Permissions Tab Allow (checked) or Prevent (unchecked) associated Users from performing listed operations Global Sub-tab Functions found throughout the System , many regarding Searches and Reports Key Options: Allow Modifying Key Field Values: Allows Users to edit existing Key Fields throughout the System that otherwise could not be changed.

8 This feature is accessible throughout the System wherever the Pencil and Paper icon is found. Examples include Part Numbers, Customer Codes, Vendor Codes, etc. This is a very powerful setting and can lead to changes throughout the entire System , as it changes the selected value on EVERY RECORD where it is present. Allowed To Apply Software Updates: Allows Users to apply pending updates to E2 when prompted during login Documents Sub-tab Accessibility options regarding attached documents Applicable wherever Documents are available throughout the System User-Defined Fields Sub-tab Accessibility options regarding User-Defined Fields Applicable wherever User-Defined Fields are available throughout the System Availability of User-Defined Fields is also dependent on User-Defined Maintenance settings How To Use the Enterprise E2 Shop System R. Page 4 of 295 NEW User Groups have all Permissions allowed by default with the following exceptions: Allow Access To Executive Overview Allowed To Apply Software Updates Security Tab Determine the level of access for every (purchased) Module within the System for members of the Group Right click on desired (folder) area to gain access to Command Level Security options: Read/Write View Only No Access (Will not be visible to User) Command Level Security settings are inherited from the top down Security settings selected at the E2 Shop System passes down to all folders, sub-folders, and options below it Security settings selected at the Orders (folder) level passes down to all sub-folders and options below it Etc.

9 For each Data Entry Form (Order Entry, Job Material Processing, etc.) Security can also be set at the Field Level Detail Form: Ability to limit access to individual fields in Data Entry Form ( Order Entry Form) Fields in panels (non-grid portions of Form) can have one of the following settings: Required (Green/Allows input by User/Cannot be changed) Read/Write (Green/Allows input by User /Can be changed) Hidden (Red/Cannot be seen by User/Can be changed) View Only (Yellow/Can be viewed by User/Can be changed) Fields that can be changed are edited by (left) clicking on the displayed option Toggle through by clicking again until the desired security setting is reached Changes made to these settings cannot be undone by using Restore function o Each Setting must be set individually Detail level fields can be edited by clicking the Details Icon Fields in grids can be edited by clicking the Options Icon and selecting Edit user group settings Groups Tab.

10 Represents the Groups used to organize like values (Columns) in the Grid o Group Security can be set to: None (No Access Group and related Columns are hidden from User) Read (View Only User can see contents in columns but cannot edit them) Read/Write (Full access to Column contents) o Grid Groups cannot be given higher security than provided as the System default Security can be reduced o These settings apply to the Group as a whole all Columns affected within the Group Columns Tab: Represents individual field (Column) Security settings within the Grid How To Use the Enterprise E2 Shop System R. Page 5 of 295 o If a Column is Required, Security must be Read/Write There is a distinction between System Required and Required. System Required indicates that E2 itself requires input from the field; therefore data entry is mandatory in all circumstances. System Required fields will be marked Required by default. If you (as an Administrator of the System ) want to make a field required that the System does not need, simply mark it Required.