If a business harnesses important physical assets, keeping track of these over time quickly becomes essential.
Whether it’s your own machinery, or a piece of equipment you maintain for a client, attributing costs to these accurately is an key part of your business financial planning – and helps you make smarter decisions about future investment.
SQLWorks supports this process with a dedicated asset register – allowing the user to save a range of information (including make, model, warranty and more) for both in-house and client assets to aid day-to-day business operations. Asset Register can be found in the Stock Ledger, and helps the user build a centralised and definitive list that can be controlled with permissions groups, like any other SQLWorks Ledger.
For in-house assets, SQLWorks users can also link these assets to Purchase Orders – ensuring that asset’s data contains a detailed maintenance history that includes financials.
Helpfully, this also works across multiple Purchase Ledger suppliers, so that maintenance costs (such as repairs or replacement parts) remain accurate even if an asset’s service contract changes hands. This helps a company stay flexible, since accounting and contract periods may be much shorter than machinery lifecycles.
Assets may also be optionally enabled as a special tab in a customer’s Sales Ledger account – ensuring a service engineer can easily access known information about a client’s asset as a part of routine account maintenance. This might include location, serial numbering for identification, or notes on past repair work.
SQLWorks ensures business managers can properly document and maintain a full asset register – itself an asset to a well-informed team.
For expertise and software assistance, please contact our SQLWorks Team today
Managing outbound goods often requires an overarching view of business operations ‘as-a-whole’ – looking across all sales accounts, orders and products. We’ve given users the power to do this via SQLWorks Dispatch Planner.
Dispatch Planner gives order managers and warehouse teams a comprehensive dashboard to maximise visibility and control over orders. Dispatch Planner is accessible within the Stock Ledger, and (by default) loads a comprehensive list of all outstanding customer sales Orders with key information about each order.
Double clicking on an order allows a drill-down to the exact order, meaning shopfloor teams don’t need to access individual customer sales accounts to understand workloads and even check line-level detail.
Simple ‘traffic-light’ statuses indicate whether the required stock quantity is available for each order to be shipped in full. By selecting an order, dispatch managers can also view the same information for each order line of the order – with the same status indication based on free stock availability. Orders will only be considered ready to ship in full once every line on that order is available to ship.
When ready to ship, dispatches can be sent to dispatch and invoiced (and emailed automatically to the customer) in one smooth workflow, removing the outstanding order from the Dispatch Planner list.
High volume companies may lengthen or shorten the time horizon of the viewed orders, or filter by warehouse. Where goods are not ‘Ready to Ship’, SQLWorks will make the user aware of why an order is delayed – for example, showing Purchasing Delays.
For companies that use Delivery/Dispatch Notes prior to invoice, the Dispatch Planner will also allow the generation of new delivery notes from here, list any valid delivery note numbers for each order for cross-referencing, and require the user to select an existing delivery note before invoicing a previous dispatch.
Dispatch Planner shows the real power of SQLWorks: as the ability to cross-reference stock control and ordering globally across the business allows you to manage operations quickly, efficiently, and with confidence.
You can find more detail about how to use Dispatch Planner here
We’ve extended SQLWorks to include more powerful production planning/process routing in Version 10 – allowing Production Managers to masterplan working spaces, types of work, and employee skills to organise manufacturing capacity more effectively.
Workshop Map can be opened via the Products module in the NavBar, and uses three key elements:
These are places where work is done – normally a specific location or tooling area on the factory floor, and remember important data such as available working hours, setup/lag costs and more.
This is a type of manufacturing process – such as assembly, welding, mixing, painting etc, and can be restricted to specific work centres or employees.
This is the employee table used in SQLWorks CRM – listing your company’s available staff.
Each Process Route has a series of numbered steps (carried out in a specific order) called a Work Flow. To organise the Work Flow, the production manager simply chooses the Work Centre, Process, and Employee that is assigned at each step – by dragging and dropping them into the Workflow builder.
Workflow steps each carry associated costs and manufacturing times, allowing the system to build a comprehensive picture of the process route a finished product must follow to be completed in full.
Production managers can save Template Process Routes and assign these to Bills of Material – with the right default process routes being loaded automatically on new Works Orders to save time. Expected completion times are estimated automatically, and progress can be logged as each step of the Workflow is underway
Any Process Routes that are currently in use will be shown in the ‘Active Process Routes’ table, along with the details of the BOMs being produced which follow that process route.
Production Managers can also use this part of SQLWorks to generate reports (either from the perspective of Work Centres, Processes or Employee) to see outstanding and current Works Orders, and to gauge capacity from each.
This helps inform staffing decisions, shift patterns or identify production bottlenecks. Where there is a clash (for example, if a ‘Welding’ process employee has more welding hours due on Works Orders than is available in the calendar), SQLWorks will display ‘CLASH’ in red next to that Bill of Materials.
Overall SQLWorks’ Production Planning gives Production Managers the power to coordinate working spaces/resources, types of work, and personnel for maximum control. Production Routes help structure and streamline the manufacturing process, and organise manufacturing capacity more intelligently.
For expertise and software assistance, please contact our SQLWorks Team today
To compliment SQLWorks manufacturing and kitting, Stock Ledger allows users to create and manage manufacturing works orders to different degrees of detail.
(For an introduction to SQLWorks manufacturing and kitting, click here.)
Works Orders are accessible from the Stock Ledger screen, under the ‘Products’ module, in the main NavBar (1), by clicking the ‘Works Orders’ tab for a chosen stock item.
The two tables on the left-hand side show ‘Active Word Orders’ still being worked upon, and ‘Completed Works Orders’ which have been finished (2.)
To the right the ‘Build Quantity’ (3) Panel shows the parts needed for that stock item, how many are available in the default warehouse to use for this works order, and the maximum finished items that can be built from these parts.
The lower right panels (4) show a summary of the scheduled builds on a selected works order, and the parts required for each of these scheduled builds (in case the Works Orders vary between builds.)
Users can complete a simple works order by right clicking in the ‘Active Works Orders’ and choosing ‘Quick Build.’ This simplified option checks the correct parts out of stock from their default warehouses, completes a Works Order immediately, and checks in the finished item into stock in its default warehouse.
This is useful for simple builds where no extra works order detail is required and the works order doesn’t need to be drafted in advance.
Full Works Order
Users can create a full new works order by right clicking in the ‘Active Works Orders’ and selecting ‘New Works Order’.
This opens a new works order window for the chosen stock item– these can be given header information including a Total Build Quantity. Parts for kitting will be taken from the ‘Take Stock From’ Warehouse code, and (via the designated build bin) the finished item will be checked into the ‘Build Product Where?’ Warehouse code and Bin number.
Each line on the Works Order represents one ‘schedule’ for building a given quantity of the kit – with the quantity of that schedule enterable on the left hand side. A component list is also shown here, to help inform production numbers.
The middle column (‘Cost Groups’) displays advanced Construction Time / Cost Centre additions for this kit if this feature is turned on in SQLWorks.*
The ‘Build Group Column’ is used for the actual building of the works order: typing a quantity into the ‘Take’ field and clicking ‘Take’ removes the required parts from the ‘Take Stock From’ warehouse, and doing the same in the ‘Build’ field and clicking ‘Build’ assembles the new kitted item and moves it to your designated ‘Build Product Where?’ Warehouse and Bin.
You can also cancel quantity’s from the Works Order by typing a quantity into the ‘Cancel Qty’ field.
On the right hand side of each line the ‘Inspection Group’ allows you to enter up to four custom quality testing/inspection checkpoints for each works order schedule, date-stamped for approval.
Works Orders can be saved without being built (to schedule future work), but when the ‘built’ quantity within the works order and any cancelled quantity added together equal the ‘Total Quantity’ required, the works order will automatically be moved to the ‘Completed Works Order’ list.
*Construction Time / Cost Centres
Advanced users can turn on ‘Default Construction Costs (per Hour)’ and ‘Default Construction Times (per Hour)’ which will appear at the top of the Works Order Tab if used.
This allows the user to save details for time taken, and costs expended, as the finished kit is processed through up to a maximum of six stages to complete the Works Order, and can be factored into sales costs accordingly.
SQLWorks calculates a number of different stock quantities for measuring how much stock you have.
These allow you to measure how much of each stock item are at different stages of your stock control process, and can be found displayed in the Stock Ledger for each stock item as follows. Scroll down for more information about each.
‘What I own now’
Actual Stock is the quantity of an item you currently own within your warehouse(s.)
‘What I own which is temporarily unavailable’
Pending Stock is the quantity of an item you currently own which is not to hand – for example Stock you own which is in ‘Transit’ internally, or stock currently waiting in ‘Make’ Bins for manufacturing.*
*The exact nature of Pending stock may vary between individual SQLWorks companies, and may represent stock dispatched but not processed, if this setting is applied – please contact your account manager to clarify.
‘What’s been sold to a specific customer’
Allocated Stock is the quantity of an item you currently own which has been reserved to fulfil a specific customer’s order.
‘What’s really in hand’
Free Stock is your Actual Stock minus any stock currently Pending or Allocated. This count typically represents the amount of stock you own that’s on hand, and does not include anything currently in transit, or already allocated to fulfil specific sales orders.
‘What’s been ordered’
SOP stock is the quantity of a stock item which is wanted by your customers (currently outstanding on your sales orders.) This includes any Allocated stock already reserved to fulfil specific sales orders.
SQLWorks can be configured to exclude Forward Orders from this number.
‘What would I have left’
Available stock is your Actual Stock minus your SOP. This count represents the maximum quantity of a stock item you own which could still be sold if all your sales orders were fulfilled.
‘What’s needed for parts / to be made from parts’
WoP Stock is the quantity of an item currently listed on outstanding works orders – to be made from other stock items, or used to make other stock items.
‘What’s on order’
POP stock is the quantity of an item currently listed on outstanding purchase orders. This is stock you are expecting to be delivered by suppliers.
SQLWorks can be configured to exclude Forward Orders from this number.
‘What I could have’
Potential Stock is all your potential stock added together. This count represents the maximum amount of stock you would have if you fulfilled all outstanding customer orders, received all outstanding purchase orders and build all outstanding works orders.
If you are using SQLWorks MRP, the Potential stock is the quantity that will be compared to your re-order level for each stock item (within your chosen time horizon) to inform whether additional stock needs to be purchased or manufactured.
If you sell consignment stock through the premises of another company, SQLWorks can help you keep track of your consignments.
Stock locations can be managed in a number of ways, but the easiest way to hold your stock at another location is to create a new warehouse to represent this, named after the customer who holds this stock as a consignment.
To add a consignments warehouse, open ‘Products’ from the main nabvbar (1), open your Warehouse Map (2) and click the ‘New’ button on the top left to add a new warehouse to your list of warehouses. Name this warehouse after the consignment location, or the name of the consignment customer.
When creating the new warehouse, remember to check the correct radio button on the right hand side before saving, tagging the new consignment warehouse as ‘consignment wh’ or ‘retail store.’
You can treat this warehouse like any other – moving stock to or from the premises of your seller, raising customer orders and invoices against that company, and performing stock valuations.
If your consignment is large, you can also divide it into multiple ‘Bin’ locations, as you might for one of your own warehouses, and assign stock to the correct bins accordingly.
You can choose to change a customers’ default order type to ‘IWT’ (Inter-warehouse transfer) or CONS (Consignment) under the ‘Print and Orders’ Tab in a customers’ Sales Ledger account.
This function allows you to specify your (actually their) new consignment stock warehouse under “Warehouse to” for stock, to be moved into by default. In the case of IWT and Consignment stock, this order will then be removed to prevent invoicing a consignment stock re-seller or similar for the consignment before sale.
At all times SQLWorks treats consignment stock exactly as what it is: your stock, temporarily stored with someone else.
SQLWorks includes a manufacture and kitting tool able to budget for and build manufactured products using a selection of saved kits.
Manufacturing is accessible to users of the SQLWorks Advanced Stock, and can be found within the Stock Ledger screen under the ‘Products’ module in the main Navbar (1).
Clicking the ‘Kit Details’ Tab opens the kitting information for the selected stock item (2), and users should click the ‘Setup’ button if using these tools for a given stock item for the first time. By default, SQLWorks saves up to 3 alternate builds for each manufactured item (although more are available) with saved descriptions for each build (3).
Each stock item in your SQLWorks stock ledger can be both a ‘parent’ (made from its stock item ‘children’ – its components) or a ‘child’ of another stock item ‘parent’. Right-clicking opens options to ‘add child’ (component part) including values for both the components and associated labour costs.
Saved builds can include many components, sub components, and more levels as needed.
On the right hand side of the panel (4) are fields displaying the ‘Base Component Cost’ (the total value of the component parts as worked out by your saved SQLWorks stock valuation model) the ‘Marked Up Component Cost’ (the total markup value once percentage markups such as labour or assembly costs have been applied to each component for this build) and the ‘Current Kit Cost’ with your assigned sale cost for the finished product.
The kit price will be re-calculated automatically as component parts change, or if you have disabled this feature, by pressing the ‘Re-calculate’ button. Users can update the cost details for a build, allowing for any recent changes to stock ledger components, their value or assembly markup costs. You can also use saved shortcuts in the quick select menu of the Stock Ledger to view ‘Parent Items’ and ‘Child Items’ for easy searching.
SQLWorks manufacturing gives you a toolkit to organize the manufacture of kits from countless components, and to keep track of costs at every stage of the production line.
For the most professional warehousing operations, SQLWorks includes a powerful automated order allocation system.
‘Order Allocation’ can be accessed by users who have the SQLWorks Advanced Stock module under ‘Products’ in the main Navbar .
The top of this window gives you a series of filters for every stock order recorded in SQLWorks , with a series of configurable order allocation stages that your warehouse stock must move through to be dispatched in the panel below.
Typically stock will be progressing through one of six stages:
‘Unallocated’ – Stock that has not yet been processed.
‘Allocated’ – Stock from a specific warehouse reserved for a specific order.
‘Released’ – Stock in a specific bin location or locations, approved for picking.
‘In Pick’ – Stock that has been picked and due to be dispatched to the customer.
‘In Transit’ – Stock that is part of internal stock movements between warehouses
By default all lines that meet your search criteria are displayed on the relevant tabs on the bottom of the window. These display is automatically ‘locked’ to editing, however using the radio buttons users can make the list ‘Selectable’ to turn on or off individual (or groups of) order lines, or ‘Editable’ to change individual allocation qty within a line. Right clicking a selectable or editable line opens helpful options for highlighting mass, order group or inverse line selections.
In the unallocated tab clicking the ‘Auto Set Values’ button on the right will allocate anything SQLWorks can, when you save it will move order lines to the ‘Allocated’ Tab. Since not every allocated stock item within an order is always available for dispatch, SQLWorks releases the order allocation based on the dispatch rules set in the order:
‘Allow Back Orders’ – When picked, any outstanding stock is cancelled unless SQLWorks is told to hold as outstanding items for back ordering.
‘Allow Part Order’ – SQLWorks will allocate order lines as they become available, unless told to wait until the full order can be fulfilled.
‘Allow Split Line’ – Send partial quantities from lines whenever they are available.
You can specify saved defaults for your company’s SQLWorks order allocation, which can be overridden with a rule for specific customer’s sales account, and are then applied to each specific order for the account.
Once released, SQLWorks can auto-generate intelligent picking notes – itemising stock to be picked using optimal warehouse walking route based on the known locations of your warehouse bins. When a pick is complete, warehouse operatives can re-enter stock ‘Fail Quantity’ figures into your order allocation history, along with reporting reasons for why the stock in question could not be picked. The remaining quantity is then automatically moved to invoice, allowing you to dispatch large numbers of orders with ease and efficiency.
An inventory Audit Log also allows you to look back through a complete history of every order line, or you can refer to the ‘Order Processing’ Tab within the Stock Ledger for a graphical summary and past failed order data.
For a more professional stock control solution – contact us about SQLWorks today: 01271 375999
It’s often useful to be able to see what a company has been quoted for, ordered, or has been invoiced for, over a longer period of time.
SQLWorks provides a useful summary of this information under each company’s ‘Stock by Account’ table.
Opening a company’s Sales Ledger Account in SQLWorks and clicking the ‘Stock’ Tab in the main window will display a table that breaks down a company’s stock data by month. Users can choose the financial year to observe, filter by Product, Stock Group or more, and choose to count the number of quotes, orders or invoices.
This is a useful feature for repeat customers, providing a quick and easy summary of activity on a customer’s sales account over the course of 12 months. For a more detailed list of stock or custom items quoted, ordered or invoiced, click the ‘Detail’ tab and specify the date range with which to search that company’s sales account.
Either table can also be exported to Microsoft Excel if needed, so that SQLWorks can always report your sales account activity in the way that is most convenient for you.
Contact our SQLWorks team for more information: 01271 375999
Stock comes in many different forms, so SQLWorks stock ledger can be set to value stock, per item, in four different ways – known as stock costs:
Default Purchase Cost – specify a purchase cost against any stock item in any currency, and when you buy in that currency, SQLWorks will match the costs using the appropriate exchange rate.
Average Cost – this is an average taken across all purchase invoices over the total quantity of stock. Accurate to up to 4 decimal places, this can be recalculated with a right click or set to automatically update via Preferences > Accounts Prefs > Stock. If no stock is available average cost will estimate an average from recent sold stock using your invoices.
Standard Cost – Your custom valuation, not derived from any financial transactions in the system, and used to give a stock item an arbitrary value.
Batch Cost – Used for advanced warehousing, batch cost records the cost of each item from a specific purchased batch, and can vary between batches, allowing for more accurate manufacturing, re-sale and accounting.
On costs/landed costs, accounting for extra stock costs obtained with freight charges, duties and import taxes, can also be recorded specifically or as averages, and users can specify whether to include or exclude on-costs from their stock valuations.
When generating reports in SQLWorks, users can specify the default valuation for your stock from among the stock cost methods, choosing the one most appropriate for your business. By setting a default cost type, this also affects your Sales Ledger, directly affecting profit and associate reports.