Handling of products can be defined as the process where you define and maintain the product range of a company.

This process may result in

  • Product range created.

  • Product range modified.

A product range is the total number product categories and product variants a company has to offer. Sometimes, based on different scenarios, the management needs to assess the product range. it may be necessary to categorize the product range differently, new product may launch or existing products needs to be re-classified or removed from the product range.

The factors deciding these are mostly connected to the needs of the market, but is also connected to the overall strategy the company wants to implement. The product range needs to mirror the company's market position in addition to being competitive.

Tasks relevant for this process

  • Maintain products - The product range is maintained through new registration and modification of products.

  • Maintain manufacturer - The product range is maintained through new registration and modification of product structures.

  • Categorization of the product range - The product range of the company is categorized and structured by own need.

  • Maintain the pricing of products - The product range can be set with both purchase and sales price, which needs maintenance in case of changes.

  • Other follow up and analysis of the product range - Reports and other tools can give the company an overview over the product range and changes within given periods.

Product Management

Parts, kits, services are defined as articles. All articles are unique in principle, which requires detailed information to be defined on each article. Any product range needs to have its information maintained and updated.

The management process may result in

  • A new article is registered.

  • The article is updated.

  • The article is discontinued.

If a new article is to be registered key information such as description, producer, type, article structure, price and similar information need to be accessible for the company. To keep this information true and updated it needs maintenance.

For example, if you need to change certain parts in an article structure, adjust prices on goods or labeling articles as discontinued, this information will need to be updated.

Tasks involved in this process

  • Register a new article - Creating new articles if there are goods entering the product range.

  • Pricing articles - Setting, or changing, price, researching market prices to set a competitive price.

  • Updating part lists - Some articles may contain several parts, which needs to be maintained.

  • Document control - Quality assurance of drawings, pictures and description of the article.

  • Deleting articles - Removing articles from the product range if discontinued.

Settings for Product - Part management

Setting name

Description

Allow update of Blocking field

Give access to run bulk update of the Blocking field of products in the ARTUPD application.

Allow update of Class field

Give access to run bulk update of the Class field of products in the ARTUPD application.

Allow update of EUTaric field

Give access to run bulk update of the EUTaric field of products in the ARTUPD application.

Allow update of Flags field

Give access to run bulk update of the Flags field of products in the ARTUPD application.

Allow update of Gr1 field

Give access to run bulk update of the Gr1 field of products in the ARTUPD application.

Allow update of Gr2 field

Give access to run bulk update of the Gr2 field of products in the ARTUPD application.

Allow update of Include in LCM part list field

Give access to run bulk update of the Include in LCM part list field of products in the ARTUPD application.

Allow update of Manufacturer field

Give access to run bulk update of the Manufacturer field of products in the ARTUPD application.

Allow update of MinGM field

Give access to run bulk update of the MinGM field of products in the ARTUPD application.

Allow update of Origin field

Give access to run bulk update of the Origin field of products in the ARTUPD application.

Allow update of Pack field

Give access to run bulk update of the Pack field of products in the ARTUPD application.

Allow update of PackQty field

Give access to run bulk update of the PackQty field of products in the ARTUPD application.

Allow update of Require serial number to receive field

Give access to run bulk update of the Require serial number to receive field of products in the ARTUPD application.

Allow update of Require serial number to ship field

Give access to run bulk update of the Require serial number to ship field of products in the ARTUPD application.

Allow update of Status field

Give access to run bulk update of the Status field of products in the ARTUPD application.

Allow update of StdLeadTime field

Give access to run bulk update of the StdLeadTime field of products in the ARTUPD application.

Allow update of SubQty field

Give access to run bulk update of the SubQty field of products in the ARTUPD application.

Allow update of Taric field

Give access to run bulk update of the Taric field of products in the ARTUPD application.

Allow update of Url field

Give access to run bulk update of the Url field of products in the ARTUPD application.

Allow update of Warranty field

Give access to run bulk update of the Warranty field of products in the ARTUPD application.

Allow update of Weight field

Give access to run bulk update of the Weight field of products in the ARTUPD application.

Bulk update products

Activate application ARTUPD for running bulk updates on products.

Copy Account to new Product

If this setting in "ON" - When using copy Product functionality on a Product, - Account numbers will be copied to the new Product

Copy Customs Tariff Code to new Product

If this setting in "ON" - When using copy Product functionality on a Product, - Customer Tariff Codes will be copied to the new Product

Copy Equivalents to new Product

If this setting in "ON" - When using copy Product functionality on a Product, - Equivalents will be copied to the new Product

Copy Product Structure to new Product

If this setting in "ON" - When using copy Product functionality on a Product, - Product Structure will be copied to the new Product

Copy Purchase Prices to new Product

If this setting in "ON" - When using copy Product functionality on a Product, - Purchase Prices will be copied to the new Product. Be aware that you are not able to delete Purchase Prices from ART. The prices will be deactivated in Status 9 according to Expiration Date (VALIDTO)

Copy Sales Prices to new Product

If this setting in "ON" - When using copy Product functionality on a Product, - Sales Prices will be copied to the new Product

Product (ART) Menu Default Filter

Value in this setting is a filter that will be used as default in Product (ART) Menu. It's only possible to have one filter, - e.g. ST<9 (Status less than 9) or FREE>0 (AvailableStockQuantity greater than 0)

Production Cost Currency

Value in this setting is a Currency. To be used if you have a Sales company (DB) in one country and a Production company (DB) in another country, - with common Product (ART) master. The setting in the Sales company must be updated with the currency from the Production Company to get the correct cost information for the Sales company.  NOTE: Only used by Tritec

Require Manufacturer on Products

If this setting is "ON" - Manufacturer (MFR) is required when creating new Product (ART).

Article (ART)

An Article (ART) is a product which is available for sale or purchase. The ART application contains information about all products handled by RamBase, including some special articles i.e. to record travel expenses. Special articles are separated from ordinary articles by means of classification.

To open the Article (ART) application, find Product in the RamBase menu and then Product management. Click Products to enter the ART application.

Creating a new article

  1. To open the Article (ART) application, find Product in the RamBase menu and then Product management. Click Products to enter the ART application.

  2. Click the Create ART icon located in the lower left corner.

  3. In the Create Article popup:

    1. Enter part name

    2. Enter a description in the Text field. (Optional).

    3. Select manufacturer (Mfr).

    4. Define Class.

    5. Add the remaining, mandatory purchase/production data.

    6. Click the Submit button.

  4. All this information may be edited after. After submitting the new article, a new window opens for optional data to be added.In the upper right hand corner, you will see that the article has been assigned a unique article id, and that the status code is set to 1.

  5. In the Main Data folder, make sure the Class field, and Purchase lead time (PurchaseLeadTime) field contain correct information.

  6. If the article is classified as a Kit, remember to select the correct production line in the Production line (ProdLine) field in the Misc folder.

  7. (Optional) In the Purchase folder, enter price information and select whether a supplier is preferred or not for the article.

  8. Press F12 to open the action menu and choose the option Set to St:4 (Ordinary Article).

Manufacturer Part Number (MPN)

Manufacturer Part Number (MPN) is a unique identifier for a certain product. It differs from a serial number, which identifies the product model, as it also identifies the manufacturer behind the product. This is useful in situations where the same product is produced by multiple manufacturers, but the properties of the product differ between the manufacturers.

It is possible to choose which manufacturer you want to order the product from in the following RamBase documents: Purchase quote request (SRQ), Purchase quote (SQU), Purchase order (SPO), Purchase order response (SOA) and Goods reception (SSA).

Field descriptions
  • ManufacturersProductId (NO): Manufacturer product identifier.

  • ProductId (IT): Product identifier. This points to the product the MPN should be connected to.

  • Status (ST): Status of manufacturer product

  • Name (MFRPART): Manufacturers name of the product. Also known as Manufacturer Part Number (MPN).

  • ManufacturerId (MFRNO): Manufacturer identifier.

  • Ispreferred (ISPREFERRED): Manufacturer products can be set as preferred. This is only for information. You may have several preferred MPNs for the same product.

  • PackageQuantity (PACKQTY): Total quantity of the product within a package.

  • BundleQuantity (SUBQTY): Quantity of the product within each bundle. E.g. if the total package quantity is 100, they might be stored within the package in bundles of 10. Bundle quantity should then be set to 10.

  • BundleWrapping (PACK): Type of wrapping used for each bundle inside the package. E.g. tray, tube, reel.

  • LastTimeBuyDate (LASTTIMEBUYDAYTE): The last time buy (LTB) date is the last date on which the manufacturer will accept orders for this product.

  • InternalNote (NOTE): Internal note/comment about manufacturers product.

Setting up a Manufacturer Part Number (MPN) for a product

The manufacturer number (MPN) is set directly on the product. Open an existing product in the ART archive.

  1. When in the product view, press F12 and choose the option View and maintain the manufacturers product.

  2. This will send you to the MPN application. The product ID is displayed in the Product field in the form ART/#XXXXXX.

  3. Click the button at the bottom called Create new manufacturers product.

  4. Select the manufacturer and create a name for the MPN. Click OK when finished.

NOTE: The first MPN you make for a product will automatically be set as the default. Uncheck this box if you do not want this to be default. You can see which MPN is default for a product by checking the Misc-folder in the product document (ART).

Selecting another MPN on transaction documents

When adding a new product to a transaction document, the deafult MPN will be chosen. If you want to choose another, use the drop-down menu in the Manufactuers product name field and choose your preferred MPN.

Other processes influenced by MPN

Purchase Order (SPO) - The Package quantity and Bundle quantity of the MPN will be used when checking if the quantity of a purchase order is according to how the manufacturer pack their goods. This only applies for purchase order lines where MPN is set.

The Purchase application (PUR) - If the default MPN of a product has Package quantity and/or Bundle quantity entered, this information will be available in PUR, together with the suppliers minimum order quantity.

Follow up on article

After an article has been created, there are several different tasks you may perform. The article is presumably in ST:1, which means it is not ready for production, sale or purchase, and any searches will not be possible unless you set the radio button to New Articles.

Minimum Stock

To add a minimum stock, open the Local Stock folder and highlight the item line showing the stock. Press ENTER to open the popup where you can add the minimum stock in the MinStock field. You can also add the quantity for reorder here in the Reorderqty field. Minimum stock is calculated by RamBase in the Purchase program week by week. RamBase checks for production and sales orders on the article in question with the minimum stock, and calculates the quantity to purchase, and when to purchase based on this information to keep the minimum quantity of the article in stock. Lead time will also be a factor in this calculation, as it states the time the supplier needs to deliver, which will affect the quantity in the future. The Purchase group field allows you to set up a purchase group for this product.

Register a new article

To register a new article, press F12, or right click, to bring up the action menu and choose the option Set to ST:4 (Ordinary Article). This is the usual method and will enable the article to be ready for production, sale and purchase. It will also be searchable.

Deactivate an article

To deactivate an article, press F12, or right click, and choose the option Set to ST:9 (Discontinued). An article in ST:9 will not be available for production, sale or purchase. A discontinued article in ST:9 will not be available in searches, unless you set the radio button to Discontinued or All.

Change descriptions, values and settings

Assuming you have the correct admissions, you may change descriptions, values and settings for all articles. Any changes will not go into effect until a new document is created. Any existing documents will not be affected.

Add a set sales price

You may enter a set sales price to be used every time an article is entered into a sales document. This sales price may be adjusted, either permanently or just for the current document. To add a sales price, press the Create ARTSALESPRICE icon in the Main Data folder to open the popup. Enter the required information and press Submit to register. You may add several sales prices for different periods.

Block article

You may block any article from quotes, sales, invoice, offers and so on. This may be due to the article is temporary discontinued, or not desirable for any reason. The block is controlled using the drop down menu in the Blocking field.

Article transactions

If you want to view all transactions related to an article, you may use the Customer Items tab. This links to all customer documents related, and you may sort the result using the drop down menu. From here you may trace any sale or quote related to this article. The tab Supplier Items is also available for the same purpose, based on supplier documents.

Connect file to document

You may upload and connect documents to articles in RamBase, such as notes, drawings, specifications or any other files. If you are in the document, you may drag and drop the file directly on the File button. Or you may use the action menu and the option Notes and Attachments.

It is also possible to connect images to an article by using the icon Upload Image.

Automatic check/creation
  • RequireSnoNoToShip - If this is set to YES, Shipping Advises (SRT, CSA and STW) will require serial number before they can be shipped.

  • RequireSnoToReceive - If this is set to YES, Goods Reception (SSA) will require serial number before it can be registered as stock.

  • IncludeInLcmPartlist (PWO) - If this is set to YES, this article will automatically be included in part list of LCM if it's a part of a structure of a Production Work Order (PWO)

  • AutocreateSnoForLCM - If this is set to YES, serial number will automatically be created for LCM according to specific COM settings.

  • AutocreateSnooForSPO - If this is set to YES, serial number will automatically be created for Purchase Order (SPO) according to special COM settings.

Make a copy of an existing part

In certain situations it is easier to create a copy of a part and make changes on it, than creating a new part. This is especially useful in situations where only small changes need to be made on existing parts.

  1. To open the Article (ART) application, find Product in the RamBase menu and then Product management. Click Products to enter the ART application.

  2. Locate the desired part, highlight it and press ENTER.

     

  3. Press F12 to open the action menu and choose the option Make Copy of Part.

     

  4. Enter a new Part name to distinguish it from the original. You may also change the description in the Text field if desired. Click Copy Part when you are finished.

  5. You will now have a complete copy of the original article, except for terms such as sales price, drawings and other files.

Define class on a new article

Defining the class of an Article (ART) is mandatory when a new ART is to be registered. The class will to a great extent define the use of the ART. The following classes are considered standard in RamBase:

  • P - Parts - Parts used for sales or in a production. Parts have UNIT= PCS / STK. Included in the stock value.

  • M - Material - ART used as raw material for a production. ART with class M have UNIT= length or weight (for example m, mm, kg, g etc.). Included in the stock value.

  • C - Consumption parts - Parts used for consumption, for example nuts and bolts. ART with class C are also included in the stock value.

  • KA - Kit assembly - A complete product including parts, operations, and possibly sub kits (ART with class K). Kit assemblies may be kept in stock along with ordinary parts which means that they are included in the stock value.

  • K - Kit - Class K is often used for ARTs that is a sub kit which will be included in a kit assembly (an ART with class KA). A kit is a product which is composed of one or more single parts, and possibly other sub kits. Kits may be kept in stock along with ordinary parts which means that they are included in the stock value.

  • KS - Kit structure - An ART with class KS is a phantom structure which lists a combination of parts that are frequently used in the production or packaging. This kind of ART does not exist as a physical entity in stock, but when the phantom structure is copied to a Production Work Order (PWO) the parts within the KS will be picked and treated individually, as single parts. An ART with class KS does not contain any operations and shall never have stock quantity and therefor not any stock value.

  • KM - Service - Note! Class KM is a special class only to be used for the Service module.An ART with class KM is a service kit that lists operations and parts which may be used when performing the service. It is included in the stock value.

  • WT - Measuring tool - Note! Class WT is a special class only to be used if the MET module is used.ARTs with class WT hold information about the measuring tools used by manufacturing companies. ARTs with class WT are non-tradeable and is not included in the stock value.

  • WX - External work - An ART with class WX can not be registered manually, it will be generated by the system when you are creating an operation with class EXTERNAL.

  • XF - Freight - Freight as an ART will be used when ordering transportation for external work. An ART with class XF can be added to an external operation, and will automatically be included in the structure of the kits where the operation is used. Not included in the stock value.

  • X - Expenses - ARTs with class X are used for expenses for supplies like pens, paper, staplers etc., and for fixed costs like rent, power etc. These expenses have to be ordered based on a requisition. Not included in the stock value.

  • V - Value added service - ARTs with class V are used for both purchase and sale of man-hours and services, and these ARTs can be added to a Order Request. Not included in the stock value.

  • Z - Zero - Consumables like manuals, warranty descriptions, software, packaging etc. You do not need to have ARTs with class Z in stock. ARTs with class Z can be used in product structures and will then show on the pick list as "parts" to be picked. Not included in the stock value.

The defined class may be changed after the ART is created, but it is recommended to create a new ART in those matters, especially if the ART is changed to/from a class K.

Define flags on an article

Flags may be defined on Articles (ART) to categorize them.

Flags may be set on ARTs using the drop down menu in the SHORTFORM DATA box called Flags.

The options are:

  • Approved

  • Internet

Block an article

An Article (ART) may be blocked for use in several situations, but the blockment will not have any retroactive effect on existing documents. It is possible to block an ART in the following cases:

  • Picking - Not possible to pick the ART in a Production Work Order (PWO).

  • Invoice - Not possible to generate an invoice for the ART.

  • Order - Not possible to add the ART on a Sales Order (COA).

  • Production - Not possible to add the ART on a PWO.

  • Purchase - Not possible to add the ART on a Purchase Order (SPO).

  • Quote - Not possible to add the ART on a Sales Quote (CQU) or Sales Quote Request (CRQ).

  • Relink (Optimization) - ART can be discarded from the systems optimization job running and allocating goods.

Add a block on an article
  1. Open the Article (ART) application, find Product in the RamBase menu and then Product management. Click Products to enter the ART application.

  2. Highlight the desired article and press ENTER.

  3. Use the drop down menu in the SHORTFORM DATA box to find the desired blocking.

  4. Check, or uncheck, the check-boxes located to the left of the blocking options.

Insert a message on article

It is possible to set a message on Articles (ART) which are displayed in red at the top of the ART.

While in ART, press F12 to open the action menu and choose the option Set Message. Enter the desired message and click OK.

The message is then displayed top left.

To delete this message, press F12 and choose the option Set Message and click the Clear button.

Set handling messages and approvals

It is possible to set messages and approvals on Articles (ART) from the Handling folder on the ART. These messages automatically stops any process flow in order to wait for an approval. The messages are used to support any follow-up of tasks that are outside the normal process flow, such as document control, QA related issues, or various approvals.

Once in the handling folder, click the Create ARTHANDLING button on the lower left.

This opens a popup where you need to choose alternatives from the four drop down menus.

  • Doc - This field requires you to choose between the alternatives CSA, PWO and SSA. Select the document type that you want the message to appear on.

  • Docst - Select a document status in order to define when the message shall appear.

  • Docmsg - Select one of the predefined messages.

  • Docforward - Select Yes or No in the DocForward field. This controls if the document will be stopped for check in a certain status.

After you click the Submit button the message will appear on the item line in the Handling folder.

Additional notes on when the rules take effect
  • If DocSt is set to 1, and DocForward is set to No, the message will appear in the document when the document is forwarded to a new status.

  • If DocSt is set to 2, 3, 4, or 5, the content of DocForward has no effect (if set to Yes).

Define related parts

You can define parts to be related to other parts, either as accessories or equivalents to be used as substitutes. This may be done from the folders Eqv, Cuspart, Accessories and Support.

  • Equivalent articles are parts that in some respects are equivalent to the article which is currently displayed. This is useful in situations such as part change during a production run where you need to fin an equivalent to the part to be changed.

  • Accessory articles are articles that may be used as supplementary components or equipment to the Article (ART) which is currently displayed. They are marked as this to enable fast identification and prints of accessory lists from kit structures. The accessory function is mainly a source of information. The main use of the accessory function is for use in web-based commerce.

Equivalent part

To define an equivalent part on the ART, open the Eqv folder.

  1. Click the cogwheel icon called Add Equivalent Part.

  2. Choose the part from the ART application or search for the part.

  3. The part will now appear in the item line as an equivalent to the ART.

Accessory part

Part can be defined as accessories to the ART in the Accessories folder.

  1. Click the cogwheel icon called Add Part.

  2. Choose the part from the ART application or search for the part.

  3. The part will now appear in the item line as an accessory to the ART.

Customer/Supplier Part

Customers (CUS) or Suppliers (SUP) may have different names of parts than registered in RamBase. You can add the Customer / Supplier name so the part may be identified by both names.

Customer part
  1. Enter the CusPart folder.

  2. Click the Create button in the lower left corner.

  3. Add the part.

Supplier part
  1. Enter the Supplier Info folder.

  2. Click the Create button in the lower left corner.

  3. Add the part in the SupPart field.

Set and manage Taric codes

Taric codes are international export codes which are defined in the Taric (TAR) application in Rambase.

Highlight the desired item line and press ENTER to view details.

This will open a popup where you can see the details concerning the Taric code.

This defined code is then set on Articles (ART) to control the export tariffs.

Using ARTUPD

The ART Update (ARTUPD) application is used to mass update properties for specific articles (parts).

  1. Write ARTUPD in the program field and press ENTER to open the program.

  2. Use the filter field to filter out the articles which are going to be updated. Click the magnifying glass icon called Filter.

  3. You can use the Configure Menu drop down menu to modify the item lines columns.

    • For example: clicking the Class checkbox will add a column in the item lines where you can see which Class the article(s) are sorted under.

  4. This opens a popup where you can add information to narrow the filter.

    • Use the paint brush icon either in the popup or program to clear the filter if necessary.

  5. The results will be displayed in the item fields. All these results will be updated with the properties you add.

  6. The top fields controls the properties you need to update. Change or modify as needed.

    • Entering a value in the SVTRef field will clear the filter and set it to CLASS:KM (Kit Maintenance/Service articles).

  7. When finished, click the Update all X articles button. You will need to confirm your choice.

Note! This update will affect ALL the filtered results, and any errors can/will cause massive problems if not careful.

Article status codes

Status indicates the life cycle state of the Article (ART).

Enter the desired article from the ART menu, or type ART and the article name in the program field and press ENTER.

There are several options:

  • Set to ST:2 (New ART) - The article is prepared, but not ready for further sale/production.

  • Set to ST:3 (New Version) - The article is waiting for approval and is not yet stored as an active article.

  • Set to ST:4 (Ordinary Article) - The article is approved and stored as an active article.

  • Set to ST:5 (To be Revised) - The article is to be revised before further use

  • Set to ST:6 (On Hold) - The article can not be used and is waiting for further actions.

  • Set to ST:7 (Queue for ECN/EOL) - Engineering Change Notice (ECN) and End Of Life (EOL)

  • Set Product to ST:8 (End of life Notification) - The article is at the end of its life cycle.

  • Set to ST:9 (Discontinued) - The article is discontinued and no longer in use.

  • Set to ST:D (Discarded) - The article is discarded.

Accounting rules setup

Standard sales and purchase accounts are set up in RamBase with reference to different VAT handling alternatives. The account setup can be overruled from the Article (ART) register.

  1. Open the article you wish to exempt from the VAT rules.

  2. Open the Finance folder. The item lines in the Account Settings box show if there are any exemptions from the default VAT rules.

  3. To create a new exemption, click the Add Account Record icon in the lower left corner.

  4. This opens a popup where you can enter the details of the exemption. The rule will make exceptions for all the fields which are filled out in this popup.

    • The DefCode field lists different alternatives already defined in VATCodestup (usually 5 rules for sale plus 5 for purchase for each country).

    • The AccNo field controls which account is used.

    • The DepNo field controls which department is used.

    • The PrjNo field controls which project is used.

    • The VatCode field controls which value added tax code is used.

  5. Click OK when you are finished. The rule exceptions will now be seen as an item line.

Add supplier information on articles

It is possible to add Supplier information to articles (ART) in the Supplier Info folder in (ART).  This information can be loaded or manually entered.  

  1. Enter the ART you want to update with supplier info.

  2. Click on the Supplier info folder and click the CREATE ARTSUP button in the lower left corner.

  3. This will open a popup where you can add information regarding the supplier.

    • Sup - Click the SUP icon and choose the supplier from the menu.

    • SupPart - If the supplier’s internal part number differs from yours, you can enter this in the SupPart field, enabling this to be visible on purchase orders when ordering from this supplier.

    • SupStock - Total stock the supplier has available

    • SupBacklog - How much of this given article the supplier has in their backlog.

    • SupConf - Confirmed delivery date of the article from the supplier.

    • SupLtbdate - Supplier Last Time Buy Date: Latest possible date it is possible to place purchase orders for this product before the product becomes obsolete.

    • SupCur - Which currency you want to use (of which the supplier is set up with).

    • SupMinValue - Information on the minimum order value needed to order this product from the given supplier.

    • SupMinQty - The minimum quantity required to order this product from the given supplier.

    • SupLeadTime - The suppliers lead time.

    • SupPreferred - This is to be checked if you want this supplier to appear as the preferred supplier for this article.

  4. Click the Submit button when finished.

Wastage (yield) for parts used in production

Wastage is the amount of raw material wasted during a production operation such as milling or drilling. The material removed during subtractive manufacturing processes as chips or swarf is considered wastage, which can also occur during pick and place operations. Wastage is applied as a percentage during the production process. Specify the wastage as a percentage for a part. When the part is picked for production, the wastage is added to the picking to compensate for the anticipated wastage during the manufacturing process.

  1. To specify the wastage, open the ART application and select the Misc tab.

  2. Enter the wastage as a percentage in the WastagePct field.

Structures management

A product structure can be defined as the content of a product, a combination of components and operations, which is combined to produce goods.

This process may result in

  • Creation of a new product structure.

  • Modification of an existing product structure.

A product structure, or the content of the production, differs from product to product. But the same product may have different product structures. For example: one specific computer monitor consists of a certain type of parts and operations, while other monitors have different parts. Parts in this situation are motherboard, power supply and screen while operations are soldering, assembly and packaging. There are also other types of product structures, i.e. product structures which only contains parts.  A part structure, or a bundle, consist of several parts grouped into one "package". A part structure can be handled as one part on a web-shop or on a quote, but has to be expanded an handled as separate articles when it comes to delivery. It's possible to present and price the structure as a package, but the composition of the structure has to be revealed to the customers.

Taking in consideration the example with the computer monitor, the monitor product may receive updates, where certain parts are changed for the better, while still being the original monitor product. This calls for a modification of the product structure. In product structure there should be a possibility to add new revisions and new versions. The primary logic is that minor changes in a product structure is considered as new versions while larger changes is considered as a new revision. You may create different versions of structures, where the second version is a modified version of the first, without scrapping the first.

Tasks related to this process

  • Creating a new product structure - The finished product and parts need to be structured into a product structure in the ERP system. Cost, time and price is defined.

  • Adding attachments - Attachments, such as drawings, instructions and other version-specific documents are connected to the structure.

  • Approving the product structure - After the product structure is created, it needs to be approved by an approver.

  • Modifying product structure - The finished product may be modified using the original as base.

The Designer

The Designer contains two panes. The structure definition is always displayed in the left pane. The right pane is used to display parts from the ART archive, or operations from the OPR archive. To switch archives, use the two icons in the header.

Operations are added first, to have the structure in which articles and parts are added to be included in the KIT.

To add new parts to the structure, click a part icon, hold, drag and drop it at the appropriate position in the structure definition (on the left).

As soon as the new structure is completed, it needs to be approved.

  1. Click the Kit Details folder.

  2. Carry out the approval process as described in the Approving a structure section.

Create a bundle

  1. When you create a bundle (an article with class=KS), each product included in the kit may be given its own sales price and be linked to a Purchase Quote (SQU).

  2. Enter the Article (ART) menu by typing ART in the program field and press ENTER. Click the Create Art icon in the lower left corner.

  3. Fill in all necessary information as during creation of a normal article.

  4. Choose KS - Parts Structure in the Class dropdown menu.

  5. Click Submit when finished.

  6. Locate the KS Article in the ART menu and click the green KIT icon called Inspect KIT definition.

  7. This will open a new window where you can inspect KIT details. Click the Designer folder to open the KIT designer.

  8. You can now add parts to the bundle using drag & drop.

  9. When you have added the parts necessary, return to the Kit Details folder.

  10. Highlight each of the item lines and press ENTER. This will open the Structure Part Item popup.

  11. Enter sales price in the SalesPrice field for each of the product. The magnifying glass icon called Select Quote in the Sales section will open an application where you may select the Purchase Quote (SQU). All quotes with ItmSt=4 for the actual part will be listed.

  12. Click the Confirm button when finished. You will see the sales price and an Sub kit icon icon indicating that a SQU is linked to the structure item. Click the icon to inspect the SQU.

The KS-Article (bundle) does not have a stock value, as the components (articles) that make up the bundle are all registered to stock already.

Serial Number Template (SNT)

Use the SNT application to specify the numbering scheme of serial numbers for your products. You use various combinations of date formats, free text, sequences you specify, and the values of specific fields in Rambase.

  1. You must enable the Use SNT Archive for Serial Number setting before you use the SNT application.

  2. To open the settings, enter CSV/Serial in the Program field and select the Enter key.

  3. Disable all settings labelled N/A for new customers.

  4. Enable Use SNT Archive for Serial Number.

  5. Enter SNT in the program field and select the Enter key to open the SNT application. You can also select Product>Product management>Serial number templates from the main menu to open the SNT application.

  6. To create a new SNT, click Create new Serial Number Template. Click OK when you are prompted.

  7. Select the Elements tab in the right pane.

  8. You can either search for an element using Search, or create a new element by clicking Create New Serial Number Element.

  9. Enter the Order index for the element in the Order Index field. The Order Index determines the order of display, with the lowest Order Index being the left-most element.

  10. Select the Content Type in the drop down list. There are four content types:

    1. TEXT, select this content type to specify up to 39 characters of the serial number in the Content field.

    2. DATEFORMAT, the content values are:

      • YYYY - the current year represented by 4 characters.

      • YY - the current year represented by 2 characters.

      • WW- the current week number represented by 2 characters.

      • DAY- The number of the current day of the week, represented by a value ranging from 1 to 7.

      • DDD - The current day of the year represented by a number ranging from 1 to 365.

    3. FIELD, which allows you to choose between the values contained in two fields:

      • LCMNO, which contains the LCM id

      • PART, which is the product name.

    4. If you specify the Content Type to be TEXT, DATEFORMAT or FIELD, select Has Sequence Dependence if you want the numbering sequence to restart for every new value of TEXT, DATEFORMAT or FIELD. For example, if you select Has Sequence Dependence in the DATEFORMAT, every change of either the day, week or year restarts the auto-generated numbering in SEQUENCE.

    5. SEQUENCE, a system-generated incremental counter.

    6. Specify the Length, Fill and Start Value. Specify the fill characters in the Fill field. Specify the start value in the Start Value field. For example, if you specify the length as 3, the fill character as 00 and the start value as 1, the SEQUENCE numbering begins at 001.

    7. Select Add New Applied Product in the Applied Products tab if you want to apply your new SNT to specific products. The serial numbers are created when the work order is released for production. Rambase searches for the SNT linked to the products in the work order, and uses any SNT linked to the product to create the serial number. If a linked SNT is not found, an SNT without linked products is used.

    8. Use Product Lookup to look for products to link to the SNT. You can also select a specific revision of a product, if revisions exist. Select Create Another if you want to link more products to the SNT.

    9. The Counter tab shows the current state of the automatic numbering scheme (SEQUENCE) in the SNT.

Special structures

In order to make an offer for a new product, or to modify of an existing product, a cost price must be calculated. The calculation must take into account the costs of each component, as well as the production costs that goes into the making of the product. The simplest way to do this is to build a structure. Since a structure consists of both components and operations, the cost price gets updated as soon as the structure is activated.

Structures need not be built directly from products. In some situations it may be desirable to build a structure without defining a completely new product. For instance, in response to a customer request, it may be wise to create a structure associated with the offer, the CQU. The product can be defined at a later stage, for instance after a customer order has been received. Therefore, structures can be built from CQUs, CPOs, and COAs.

Building a special structure

The special structures will never override the original product structure of the Article (ART), and will always be specific for the document where you made the special structure.

Two methods for creating a special structure
  • Enter the specific document line and pressing F12, or right click, to open the action menu. Choose the option Copy structure from ART. This presumes the structure is not empty. You will see the icon for special structure showing up and the special structure has been made based on the original product structure.

  • Enter the specific document line and pressing F12, or right click, to open the action menu. Choose the option Create Special Structure. This presumes the article base for the structure is not empty, but also different enough that it is impractical to use as a base. You will see the icon for special structure showing up and an empty special structure has been created.

How to use position in KITs

Positioning in kits are used in situations where a product need a detailed grid plan before production, where all the articles that make up the KIT have been positioned on a 2D grid. The positions are entere dinto the different articles in the grid.

To use positioning in a KIT (KITPOS) manually

  1. Enter the KIT you want to add positions to. Hightlight the item line with the article you want to add a position to.

  2. In the lower part of the screen, you will see a field called Pos. Here you can enter the grid coordinated, comma separated (in the form A-1, b-7, etc).

It is also possible to add this information with CSV upload.

End of Life products in structures

An End Of Life product is a product close to being removed from use, for example situations where the original product is not available or a new product is better or cheaper.

When you set a product to status 7, 8 or 9 to signify its End of Life status, all KITs and Production Work Orders (PWO) will have a warning if they contain a product with this status.

Searching for a product in a structure

Sometimes the structure of a KIT can contain a large amount of products and is very hard to navigate.

It is possible to use the search function in the KIT. There are two fields open for search in the KIT document called Pos and Part. The Pos field can be used to search for all products containing a given position and the Part field is for searching a part name.

Modify/create a production structure

A production structure is a KIT structure with modification for a specific production. This is useful in situation where the customer needs a product with certain modification, such as different color or using different parts.

To create a production structure, enter the Production Work Order (PWO) containing the KIT you wish to modify.

  1. Click the green KitId icon to the right in the window.

  2. The view will change to the KITDOC document. Here you can see all the operations and parts in this structure.

  3. Click the Copy Version 1 icon at the top to create a copy. Click OK on the confirmation. Any modifications made to the structure will not affect the article structure other than in this specific instance.

  4. Click the Kit Designer folder at the top to modify the kit.

  5. Use the drag & drop functionality to modify the structure by need. Use the Insert part/Replace part button to either add or replace parts. Use the Switch to Operation icon in the upper right corner to switch to operations if needed.

  6. After you have made your modifications, click the Activate version icon.

  7. Choose if you want to keep the structure on hold, or release it for production.

Create a new version (KIT)

A Product Structure (KIT) may be configured into several versions. Several versions of a structure specification may exist, but only a single version can be valid at any one time. However, every product will keep track of all its versions from the first one to the latest, valid version. The versions may be inspected in the Versions drop down box.

  1. In order to modify a structure, a new version must first be created from a copy of version 1.

  2. Click the Copy version icon and a new version 2 is automatically created in ST:1.

  3. This enables the Designer folder to become visible. In addition, the ValidFrom date is set to today's date, and the VersionPid is set to the current user's PID. Two new icons are added to the toolbar, one to request approval, and one to delete version 2.

Production Calculator (PRODCALC)

The Production Calculator (PRODCALC) is a calculator that can be accessed from a product structure. It shows operation and material costs and is used to calculate prices related to a service order structure. There are several ways of accessing the PRODCALC:

  • At ART with Class = K*

  • At CRQ / CQU / COA item with Class = K* and special structure (Flag = SARKIT)

  • At CSO item 2 (Class = KM)

  • At PWO with special structure (Flag = SARKIT)

Box descriptions
  • Part - This box shows the part number, text (part description) and Qty (sales quantity).

  • Cost Per Piece - Operations costs, material cost and added costs specified and summed per product.

  • Total Cost - Operations costs, material cost and added costs summed for the specified sales quantity.

  • Sales Price Per Piece - Calculated product sales price (per piece) based on salesprices for each line shown in the structure grid.

  • Customer - When accessing the calculator from ART the customer can be selected.  This will enable the action buttons to create CRQ / CQU / COA documents.

The item list

The item list shows the valid structure of the ART (or the special structure for CRQ / CQU / COA / CSO / PWO) with costs, sales price and margin for each line.

  • Cost price per line - The cost price for each line is showing the variable / fixed cost per piece to be produced.  The values are read from the corresponding structure item and divided by the sales quantity when using the calculator for CRQ / CQU / COA / CSO / PWO. Each line shall always present the cost per operation/material based on producing one single product.  Producing > 1 will lead to lower total fixed cost per quantity.

Making a copy of an existing product

An efficient way to make a new product is to make a copy of a product which resembles the new product.

Make a copy
  1. Find a product in the ART archive.

  2. Press F12 to open the action menu and choose the option Make Copy of Part.

  3. Make necessary adjustments to the Destination section in the Copy Part window, before you click the Copy Part button. The new Part number must be unique, so make sure to add a pre- or post-fix to make the part number different from its source.

  4. Make sure to modify the Part number in order to create a unique copy. The result is a new article which may be modified according to the customer's specification.

  5. Click the Kit icon to the right of the Class field in the Shortform Data box to open the Artkit window.

  6. The Kit icon opens the Artkit window, where the structure can be viewed as a list, or as a tree. In addition, there is a Designer folder to modify existing structures, or to create new structure specifications. The Designer folder will only be visible if the User PID is the "owner" of the current version. Furthermore, it will not be possible to update operations and/or material elements in a structure unless the User PID matches the Version made by PID. For structures in status 1, it is possible to transfer the structure ownership to oneself by clicking the Transfer to myself-icon. Otherwise one must create a new version 1 of the structure. In order to modify a structure, a new version must first be created from a copy of version 1.

  7. Click the Copy version icon and a new version 2 is automatically created in ST:1. This enables the Designer folder to become visible. In addition, the ValidFrom date is set to today's date, and the VersionPid is set to the current user's PID. Two new icons are added to the toolbar, one to request approval, and one to delete version 2.

KIT menu

Persons that belong to approval groups must regularly check the KIT Menu to see if there are any structures that are pending approval:

To open the program, write KIT in the program field and press ENTER.

By default, the KIT Menu lists all valid structures, i.e. all structures in st:4. To list all documents which are pending approval, click the Pending approval radio button.

If you belong to one of the approval groups, for example the Production group, click the Pending Production Approval button. This will list all documents that are currently pending approval by the production group.

To access any of the pending documents in order to give approval, select the document and press ENTER.

When approval has been received from all approval groups, the status will go from 2 to 3, and an Activation icon will appear on the header line.

Also note the Open for edit icon. If you need to make further changes to the structure after approvals have been received, click the Open for edit icon to return to status 1.

Activating the new version
  1. Click the Activation icon to open the Activate Version window.

  2. Select "YES" if you want to update the production plan.*

  3. Click the Activate button.

* You only need to update the production plan if there are any ongoing productions which will be affected by the new changes.

The new, activated structure is set to status 4. Also notice the new icons to recalculate cost and to create a new version if further updates are required.

Product/part revision

Products/parts gets a new revision number because of changes in materials/parts within the structure. These changes can be:

  • Adding/deleting material/parts.

  • Replacing a material/part with new material/part.

  • Changing quantity at one or more materials/parts.

  • A purchased part is revised.

To be able to do such changes, a new version of the structure must be made, but several structure versions may have the same product revision number and drawing. The revision handling is different for parts and structures.

Common for all these changes are that such change can lead to a new product drawing, and changing the revision of a part could therefore lead to upload of new drawing. Product structures may be changed (new version) for adding/deleting/changing operations. This does not lead to a new product revision or drawing. The new version will inherit these values/references from the previous version.

The Revision and Drawing fields are located to the left in the Article (ART) window.

A part (Class = M/P) does not have any structure and the revision control for these will therefore only be handled manually. The user (responsible for the part) can both change the Revision contents and upload a new drawing, but there will be no automatic update of Revision because of a new drawing or vice versa.

There is an inspect icon for revision setting behind the Revision field at ART. Clicking on this gives a popup where earlier revisions and attached drawings will be shown. New revision can be set (not counting articles with structures) and new drawing can be uploaded in the popup.

Inspect revisions
  1. Click the Inspect Revisions icon next to the Revision field.This opens a popup where details regarding the revision changes can be inspected.

  2. Click the New Revision icon to open the popup where the new revision can be registered.

    1. Enter the revision name in the Revision field and click the Update Revision icon. If any image or drawing were related to the previous version, this will be inherited to the new version. This can be replaced with updated files using the Upload Drawing link. The Subject field will inherit the subject from the file upload when the file was originally uploaded.

    2. The Version description box enables you to enter a Version name and a change note if needed. If needed, click the Delete Revision button at the top to delete the revision.

    3. Click the Register button at the bottom to register a new version.

Note: If tou have created a new revision of a product, it will be updated automatically on the PWO, but will only show a warning on the COA.

Revision handling

There are situations where customers will require a certain revision of a product. This is possible to choose using the Part box in customer/supplier documents where articles are added.

  1. Enter the desired part in the Part field.

  2. Choose the part from the popup.

  3. The system will find the active revision (ST:4) and set this as the part.

  4. If there are several revisions to choose from, you will see the Revision field becoming a drop down menu. Choose the desired revision from this menu.

    • If there is a mismatch between revisions, you will receive a warning.

  5. To create a special structure for this order, press F12 to open the Action menu and choose the option Copy Version from ART and select the version/revision needed.

    • This option is also available in the Production Work Order (PWO) with ST:1-ST:4.

  6. The special structure will be added and you can see the yellow icon next to the Revision field.

The structure on the order will now be the version/revision sent to production.

Part version history

Products can be revised/get new versions to fit new configurations or to reflect changes in their production build. To keep a track of these changes, it is possible to look at the version history of a product and its sub assemblies.

All products (ART) has a button called Version History located in the top right corner. Click this to open the Version History application.

Here you can see the overview over the different versions of the product. You can use the fields in the Filter box to narrow the search. The dropdown box shows the different versions of the product and can be selected to narrow the search.

Entering any of the item lines showing the previous, and current, versions will open a Changes in Version popup where all the changes for the version in question are listed. The criteria for a version to be listed here is that the user has written a change note for the version.

Information listed in the item lines:

  • ST - The current status of the product.

  • ART - The RamBase reference of the product.

  • Part - The actual product name.

  • Version - The current version of the product.

  • Revision - The current revision of the product.

  • Version name - The name of the version (if used).

  • Approved Date - The date of the version approval.

  • Approved By - The approver of the version.

  • Valid from - The date the version is valid from.

  • Valid to - The date the version is valid to.

  • Change note - The change note describing the changes of the product.

  • Change Verification - This column will contain a link to the related MSR document when a change in version has been approved.

The Send Report button will generate a printed report when selected. The report contains all the changes and versions of the product.

To get a complete comparison between the different versions, use the Print icon and download a CSV file from the versions and compare them.

Building a new structure

Building a new structure
  1. To build a product structure from scratch you must first enter the article the structure will be based on, and then press the icon indicating this article has a structure associated. This icon is only available for articles in CLASS K.

  2. Pressing the icon will open an empty product structure. If all criteria for creating a structure are fulfilled (the structure is open for editing, the user has the correct admissions and the user is the owner of the document) you will be able to access the Designer from this popup. If you do not see this option due to you not being the owner of the document, you may use the Transport Document to Myself icon.

  3. In the designer you may start to drag and drop the operations needed, before doing the same with the parts. The sequence may be changed after. Going back to the Kit Details view enables you to see the structure made in the Designer, and can enter estimated cost on the parts and time use on operations.

Building a structure based on a previous version

You have to options when you want to build a new structure based on a previous version. If you copy an existing structure, the product structure will follow, which you may change as you wish.

You may also copy the product structure from a part from a customer document.

  1. Choose any part from a request, quote or order. This will create a special structure.

  2. Highlight the item line desired and press F12, or right click, to bring up the action menu. Choose the option Copy structure from ART, provided of course the structure has content. The structure you are copying from and to are not changed permanently, but only for the document in question. A product structure in edit mode, or awaiting approval, will always be in ST:1.

  3. To send a version of the product structure for approval, press F12, or right click, to bring up the action menu and choose the option Request Approval. A product structure awaiting approval will always be in ST:2.

  4. To approve a product structure you may press the general approval icon to approve the version. You will need admissions to be approver in Rambase. An approved product structure will always be in ST:3.

  5. To activate the product structure you may click the Activate Version icon, given you have the correct admission. Activating the product structure enables production.

To inspect a product structure you may press the KIT icon next to the article you wish to inspect. This may be done through any customer document, using the article archive or the KIT archive. The product structure may be viewed as list, tree or in Designer.

To create a new permanent version of the product structure, based on the previous version, you may press the icon Copy Version found in the list view in the product structure, assuming you have the correct admissions. All adjustments in the product structure is done using Designer, which means the next steps will be the same as creating a new product structure.

PDM Integration

Product Data Mangement (PDM) integration is a method for uploading product structures to RamBase from CAD programs, along with corresponding drawings.

  • The CAD program must first be setup to export the Bill of Materials (BOM) file with the correct attributes so it can be imported in RamBase. The name of the BOM in the CAD program should be the same as the drawing (if any) which accompanies the BOM. Supported file types for drawings are .pdf and .dwfx.

    • If the BOM contains sub-structures, we recommend that these sub-structures are loaded in seperate files to avoid any faults.

    • The file name is in the form XXXXXX_XX.XXX where the two digits after the underscore is pointing to the correct revision of the file/drawing.

  • The XML/CSV-file is then uploaded and sent to the RamBase FTP server.

  • When the upload is performed, a product (ART) is created. You can inspect the accompanying drawings by clicking on the Drawing icon.

  • The operations for the product must be added. The only default operation added is picking, unless it is a new version of an existing structure, in which the parts have operations attached.

Categorization

Categorization is the process of grouping similar products together.

This process may result in

  • Easier to find products.

  • Easier to present products.

By grouping and categorizing products you can strengthen the traceability of the products in question. Some companies have very large product range while others have less, but the value within categorizing the products carefully is the same. You choose a set of product sharing a certain set of properties and use this to group them. It may be beneficial for a company operating with final products to categorize their goods by which final products they will be a part of, or which resources they are compatible with. Another example may be a company which sells their products through a webshop, and wants to present their products in a web shop solution, or desired menu filtrations. Products may be grouped by freetext, or more in depth using hierarchical builders.

Tasks relevant for this process

  • Defining the structure and common factor(s) for the group sorting - The layout of the group sorting and categorization needs to be set up.

  • Grouping products by given structure - The products are classified by given structure.

  • Maintain the structure and the common factor(s) the products are grouped by - Any modifications to how the products are grouped needs to be set up correctly and implemented.

Settings for Product - Categorization

Calculate NetExplosiveWeight By Shipment

If this setting is 'ON' - Netexplosiveweight is shown in Product (ART), and the sum of Netexplosiveweight of the products in a Shipping Advice (CSA) is calculated when it is printed

Default Product Classification Group

Value in this setting is by default set to '10', but it can be changed. If value is e.g. '12' in the setting - A check on Product Classification (WGR) with Group that has TreeLevel (CODE)=12 will be done. When classification on Product (ART) is done, this Group from Product Classification will be the option you find in the dropdown in TreeLevel (CODE1) field on Product. NOTE: The first Group that is created in the Product Classification will get TreeLevel=10 (same as default value in this setting)

Simple classification

It is possible to set values on Articles (ART) to easily filter them.

This is performed in the Misc folder in ART.

The two fields called GR1 and GR2 are free text fields where any value may be added for traceability.

When using the filter option in the ART menu, you have the option of choosing which fields to include in the search and the terms you will be searching for. This classification may also be used to get reports.

Production classification

It is possible to classify KITs to which production line (ProdLine) and production group (ProdGroup) they belong to.

This classification is performed using the ProdLine and ProdGroup fields in the Misc folder in articles with Class K.

The ProdLine field has a set of predefined values you can choose from a dropdown menu. These alternatives indicates which Production line the article belongs to.

The ProdGroup field works in much the same manner, but indicates which Production Group the article is to be classified under.

Using the product group builder

The WGR Builder allows super users to create and arrange categories in a hierarchical classification system. The information can also be loaded from a file into the system.

The top level category, Group, is a predefined category in the ART classification system. The levels below the top level are numbered from one to five. Level 1 is where the main category should be defined. Each category at level 1 may be partitioned into one or more sub categories at level 2, and so on. It is the company's responsibility to define the categories at each level.

To create a new category in a level, use the Create new icons.

Note! The two folders, Web Admin and Catalog production, are reserved for special purpose applications such as web shops and the production of printed product catalogues. In the Catalogue Production folder, you set the SortPrio for auctions for each unique category.

The product group builder code

Groups are represented by unique, two-digits codes, and categories by unique four-digits codes. As one navigates from one level to the next, the code gets expanded to represent the path through the hierarchy from the group and down to the currently selected category.

This code may be used to filter desired results from several filters in RamBase using the Code field in the filter popup. The filter will be more specific based on the number of digits you use in the filter as two digits gives you the group, categories four and so on.

This code may be viewed and edited in the Misc folder in the specific article (ART) under the Classification area.

Price management

Price management is the process of setting the right sales- and purchase price on your product portfolio.

This process may result in

  • Flat sales price set on product.

  • Flat purchase price set on product.

  • Sales price based on quantity set on product.

  • Purchase price based on quantity set on product.

Flat sales price, which means a price that does not change based on quantity sold, is usually changed after a given period. This period will normally be X amount of months or years. An example may be sale of mobile phones for consumers, where bulk discount would not be applicable. Flat purchase price similar, just on the other end.

Sales and purchase price based on quantity of the same product, or per batch, is more used in the corporate world, where the involved parties purchase in larger quantum.

Tasks relevant for this process

  • Standard sales price is registered - Standard sales price is registered as flat or bulk price.

  • Standard purchase price is registered - Standard purchase price is defined as flat or bulk price, and the supplier(s) may be registered as preferred.

  • Create customer specific sales price - Customer specific sales price is registered.

  • Create supplier specific purchase price - Supplier specific purchase price is registered and the supplier may be registered as preferred.

  • Modify prices - Prices may be adjusted, either manually or by importing files.

Settings for Product - Price management

Setting name

Description

Production Cost Currency

Value in this setting is a Currency. To be used if you have a Sales company (DB) in one country and a Production company (DB) in another country, - with common Product (ART) master. The setting in the Sales company must be updated with the currency from the Production Company to get the correct cost information for the Sales company.  NOTE: Only used by Tritec

Set sales price

It is possible to set the sales price on an Article (ART) in three different ways, depending if you need to set the price for just one article, for several (up to six) or if you want to import sales price from external files.

Write ART in the program field and press ENTER. Highlight the ART you want to set the sales price on and press ENTER.

Sales prices can be set up for order quantity steps or for a specific customer group.

Set single price
  1. Click the CREATE ARTSALESPRICE icon in the bottom left corner. This will open a popup details must be set.

  2. The details required:

    • SalesCur - The currency the sales price is given in.

    • SalesQty - An eventual sales quantity the price is valid for.

    • SalesPrice - The sales price.

    • SalesGm - If no sales price is given, it will be calculated based on SalesGm.

    • SalesFrom - The start validity date of the price.

    • PriceGroupAgr - The Price Group Agreement refers to a group of customers which this price is valid for.

      1. You must either select customer group from the drop down menu in the PriceGroupAgr field, or set a quantity in the SalesQty field. If sales price is filled, this will be a fixed price. If SalesGm is filled, the price will not be fixed, but will be recalculated based on standard cost (from purchase price or production cost and changes in exchange rates). NOTE: A price group agreement can not occur several times within the same time interval. It is not allowed to set up several sales prices for the same PriceGroupAgr within the same time interval.

  3. Click the Submit button when you are finished.

Set minimum sales price

Enter the Product (ART) to set up a minimum sales price in a given currency.

  1. Click on the Main Data tab.

  2. Set the minimum sales price in the MinSalesPrice field in the COST & GM area.

  3. Select currency in the dropdown field.

Manage purchase price on articles

It is possible to manage all aspects of the purchase price of parts on the Article (ART) using the Purchase folder.

Write ART in the program field and press ENTER. Highlight the desired Article and press ENTER.

The Purchase folder contains parameters and information about purchases. Information consists of purchase parameters like the possibility to automate purchases on min. stock, standard lead/delivery time, cost info if purchasing costs are object of fixed purchase fees, and article dimensions which can be used to optimize the shipment of the article.

Set purchase price
  1. Enter the article (ART) you want to update/create the price on.

  2. Click the Create ARTPURCHASE button on the bottom of the screen to open the Part Purchase Price popup.

  3. This popup gives you an overview over all the details regarding the pricing on this ART.

  4. Choose the supplier in the PurchSup field using the yellow arrow.

  5. Set the purchase quantity in the PurchQty field.

    • Note: To keep the purchprice updated, add an item line with the quantity = 1. This is necessary if the ART is a part of a kit, and you need to calculate the full cost.

  6. Set the purchase price in the PurchPrice field. The currency can be updated in the PurchCur if needed.

  7. You can set the prices for different time periods if needed. This is useful in situations where there is a sale or similar. If you use the PurchTo field (the end date of the time period), the price will go to ST:9 when this date ends.

  8. The PurchSt field controls the status of the price, from preferred to obsolete. Status descriptions:

    • Unregistered = ST:1

    • Valid = ST:4

    • Preferred = ST:8

    • Obsolete = ST:9

  9. The PurchCol field shows the price type. Choosing the alternative Std (standard) will make the price available for order handling.

  10. The Purchunit field controls the type of unit the article is delivered in.

  11. The conversion field to the right in the popup is used if there is a discrepancy concerning the unit purchased and the unit sent to stock (feet to cm, kg to lb, etc.).

  12. The "best" price for a single quantity order will be reflected in the Cost Info box in the Purchase folder.

  13. Click OK at the bottom to register this price. The price will now be visible as an item line on the ART.

To find the supplier with the best price, you can find this in the Purchase program (PUR) where the radio buttons Suppliers with Valid PurchPrice and Preferred Suppliers Only filters the preferred suppliers with the prices they offer the article for. The preferred suppliers shown will be both the ones with the best price, and the ones that has manually been set as the preferred supplier in the Supplier (SUP) archive.

Convert units and convert factor for purchase

Some of the materials that are used in manufacturing processes can have the purchase price given in another unit than the material stock keeping unit.

The stock keeping unit, the purchase unit and the consumption / sales unit must always be the same for a product/material/part. If the consumption for a material is measured in ‘mm’, then the purchases and goods receptions for this material must also be in ‘mm’.

The purchase price for e.g. steel material is often given by the supplier based on the material weight (unit ‘kg’) as a price per kg., but when using this material in manufacturing processes the needed quantity must be given in e.g. ‘mm’. This is typical for raw material for machining processes like milling.

The unit must then for such material be ‘mm’, the purchase price set in ‘kg’ and the PO to the supplier must present the needed quantity both in ‘mm’

and ‘kg’.

This is achieved by doing the following at the actual material/article:

  1. Enter the Article (ART) you want to update the unit type in relation to price on.

  2. Enter the Purchase folder and add purchase price by the + icon.

  3. Set the following fields:

    • PurchSup  (select supplier)

    • PurchQty = 1 (keep default value)

    • PurchCur = currency to purchase in

    • PurcSt = VALID (keep default value)

    • PurchCol = STD (keep default value)

    • PurchUnit = the article unit (keep default value)

    • Convert Unit = select unit that the price is given in, e.g. kg

    • Convert Factor = set the value for: how many Convert Unit is the PurchQty, e.g. how many kg’s is 1 mm of the material.

    • Convert Price = price per Convert Unit, e.g. price per kg.

    • PurchFrom = Purchase valid from date.

  4. The PurchPrice per PurchQty is then calculated, e.g what is the price per mm material.

When this material is added to a SPO or SQU, the item will have quantity and price per Unit (e.g. mm) and the Note field will get information about how many Convert Units (e.g.) that is ordered and to what price.

Another example may be to purchase goods by weight (kilogram) units and uses in length (millimetre) units. The example is a company that buys bolts in kg and uses it as mm.

One example for buying ‘bolts’ in kg and use as mm.

  1. Enter the Article (ART) you want to update the unit type in relation to price on.

  2. Enter the Purchase folder of the ART (which has unit = mm) and enter the weight of 1mm product, which in this case is 0,636425 in the Weight field.

  3. Click the Create ARTPURCHASE button to open the popup Part Purchase Price.

  4. Select the supplier, currency and the validity date of the offer. Choose KG in the Convert unit dropdown menu. Then enter the purchase price of 1 kg product, which in this example is 95 NOK.

  5. Enter the Convert Factor, which in this example is the weight of 1mm of bolt which is 0,636425.

  6. Enter the Convert Price, which is the kg price of the unit from the supplier. In this example it is 95.

  7. Click OK when finished. The price will be visible in the Price column in the item lines in the Purchase folder. In this case, the price of 1mm bolt is 6,04 NOK.

    • Note: This price is only valid for the specific supplier you have entered the information on.

When a converted article is added to a SPO or SQU, the item will have the conversion details visible in the Note field.

Create a special price quote

Ship and Debit refers to the process where a certain amount of goods can be sold to a lower price, for instance as a special offer. Using a special price on a ship and debit clause requires an agreement with the vendor stated on a quote document. The vendor will cover the difference between the original price and the special price on the ship and debit quote.

  1. Write SQU in the program field and press ENTER.

  2. Click the Create Ship & Debit SQU icon.

  3. Enter a start and end date for the offer, in the ValidFrom and ValidTo fields.

A quote created on ship end debit terms often regards a time limited offer. The validation dates delimits the time accessible for quoting and ordering. A ship and debit quote can also be delimited to a single customer or to a group of customers.

The S&D value in the PriceCol field at item level is inherited from the S&D clause in the DelTerm field at document level. Therefore it is the DelTerm field which is important and mandatory.

Management of sales prices and price agreements

The price management system is used to set up your system in a way that you can suggest which sales prices to be used e.g. when creating a sales order for a customer.

Concepts and terms:

  • Price list (PLI) - The system offers you to create several price lists. You can set a price on a product and connect it to a price list. If you don’t connect the price to a price list, it will be considered to be connected to a standard pricelist.

  • Standard sales price - A price of the product which is not connected to a specific price list. You should think of such a price as if it was connected to a virtual price list named Standard.

  • Product sales price - The sales price the system suggests you should use for a single product, before any other agreements that may adjust the price is subtracted/added. The price is derived from the product based on the customer account, pricelist the customer use, the quantity to be sold etc.

  • Item price agreement (IPA) - This is an agreement you can setup using a variety of parameters to manipulate the price coming from the pricelist.  This is used to e.g. let preferred customers get 10% discount for all or some products. Price Rounding Rulesets (PRR) is only used if no rounding rulesets have been used in the IPA calculation.

  • Products group (AGR) - A named product group

  • Customer group (CUG) - Two customers or more are grouped together with a name assigned to the group.

  • Stacking of price agreements - A price agreement which can be combined with others price agreement. Meaning you may adjust the price in several steps.

  • Price formula (FOR) - A formula which is used in the item price agreement to adjust the product sales price, usually down, but it can also be a formula used to increase the product sales price.

  • Price rounding ruleset (PRR) - A set of rules used to round the prices.

When you either create a sales quote, a sales order etc. for a customer you must enter a salesprice for the product. You may also want to give the customer a discount for some of the product. You may do all this manually each time by entering the numbers in the respective fields of a customer transaction document,or the system can fill in suggested numbers, based on an agreement. Then you need the different elements of the price management system.

Pricing products
Price list (PLI)

PLI is a new object that holds the name and description of a pricelist, which means you can have several price lists on a single product. For example, you may want standard prices to be in NOK, but you also have a pricelist in EUR. A price list can be activated or deactivated in the PLI application.

Maintaining product sales prices for a single product

This function is performed on the Article (ART).

When entering a product sales price, you can choose among the price lists you have created. There is also an existing virtual pricelist named Standard which may be chosen. In the CUS app you can choose to connect your customer to a specific price list. If you do not add anything it will be connected to the Standard price list. You may have volume based prices, if you buy 10 pieces the product sale price can be set lower than the price for one unit.

In the CUS app you can choose if your customer should always, for example, get at least a volume buy price for 10 pieces.

When entering product sales prices, you decide if the price should be fixed, or it should vary depending on the purchase price, what is called fix GM. Gross Margin (GM) is the difference between revenue and cost of goods, divided by revenue, expressed as a percentage.

Calculating the suggested product sales price

The following criteria decides which price to pick:

  • The effective date - The prices must have an effective date less or equal to current date.

  • The quantity of the sales price - It will pick the price with the highest quantity which is less or equal to the quantity to be sold.

  • The pricelist of the sales price - Providing that there is, for the quantity to be sold,  a sales price which is connected to the pricelist you are asking for a price for, else it will look for standard prices matching the quantity to be sold. If there by any chance should not exist any sales prices meeting the given criteria, the system will give a price based on the standard purchase price using GM. The GM will be taken from a setting, which will be covered later. If the setting is not activated, the Gross Margin will be 25% as a default.

Product sales prices and currency

If the currency of the object (Sales order (COA), Sales quote (CQU) etc.) you request a product sales price to has a different currency than the sales price which is selected from the product, based on criteria explained above, the system will convert the sales price to the currency of the object using current rate from the system.

Preparing item price agreements

After the product has been updated with sales prices, the system will offer you sales prices to use in different applications. You may not need the system to suggest any discount for some products or customers, in that case you don’t need to prepare any price agreements and can proceed to price rounding.

Item price agreements are used to adjust the product sales prices, normally to reduce the product sales price by giving a discount. As the name indicate it operates on single lines. An item price agreement must have status set equal to 4 to be valid.

An item price agreement contains several parameters you may use to manipulate the product sales price:

  • Effective at and Expire at - The period the price agreement is valid.

  • Minimum quantity - The minimum quantity to buy to make the price agreement valid.

  • Applies to - Tells if the price agreement applies to all customers, a customer group, or a single customer.

If it applies to a group or a customer, the ID of the group or customer must be filled in.

  • Applies for - Tells if the price agreement applies for all products, a product group, or a single product.

If it applies to a group or a product the, ID of the group or product must be filled in.

  • Price formula - The formula with associated parameters to be used for manipulating the price.

  • Extract discount from price / Include discount in gross price - Depending on which radio button is chosen, any discount that applies for the price agreement will be presented as discount on the customer transaction document (sales order, sales quote etc.), or the gross price will be adjusted instead.

  • Stacking - To allow the price agreements to be combined with other price agreements, check this box. You then must tell in which order the price should be adjusted, in case you have several stacked price agreements.Note: To be used with care.

  • Price rounding rule set - If you want a special rounding for the price agreement, you set this up here. Note that the system can also be set up to do a final rounding of the price when the price is fully calculated, that will be the most common usage of rounding, this will be covered later.

Customer group (CUG)

You use this for grouping customer together in a group, for later being used in the Item price agreement to manipulate the product sales price for the customers belonging to this group.

A customer group must be activated, status set equal to 4.  You can deactivate it, add, or remove customers.

In the CUS app you have a menu option Show customer groups, and you will get a list over the CUGs the customer is linked to. If the customer is not linked to any CUG, the list will be empty.

Product group (AGR)

You use this for grouping products together in a group, for later being used in the Item price agreement to manipulate the product sales price for the products belonging to this group. It is also used in relation to mass update of prices.

A product group must be activated, status set equal to 4.  You can deactivate it, add, or remove products.

Formula definition (FOR)

This is used for building the formulas to be used in the Item price agreement to manipulate the product sales prices. This object contains the logic behind the formula.

The figure above is the definition of calculating a discount in percentage of the product sales price.  

It contains a title and a multilingual description. The formula itself, and the parameter that is needed in the formula, parameters which you will have to fill in when using this formula in an Item price agreement.

The system will provide the most common formulas, but you can also build your own sophisticated formulas. You can test the formulas by hitting the Formula tester tab.

A formula must be activated before you can use it in Item price agreement.

Price rounding ruleset (PRR)

This is used to round prices. Here you name and describe a rule set for rounding prices, and you apply rules to it.

The figure above shows a ruleset where prices are rounded in this fashion:

Prices in NOK

Prices from 0.00 to 9.999999 are rounded to two decimals.

Prices from 10.00 to 49.99999 are rounded to nearest half Norwegian krone.

Prices from 50.00 and upwards are rounded to nearest Norwegian krone.

Prices in USD

Prices from 0.00 to 9.999999 are rounded to three decimals.

Prices from 10.00 to 49.99999 are rounded to nearest quarter US dollar.

Prices from 50.00 and upwards are rounded to nearest US dollar.

The rounding types the system offers are:

  • Round - Rounds a price up or down to a given number of digits. If the rounding parameter equals 0, the price is rounded to the nearest integer. If the parameter is larger than 0, the price is rounded to the specified number of decimal places to the right of the decimal point. If the parameter is less than 0, the price is rounded to the left of the decimal point (i.e. to the nearest 10, 100, etc.).

  • Round up - Like round, but will always round up. If the rounding parameter equals 0, the price is rounded up to the nearest integer. If the parameter is larger than 0, the price is rounded up to the specified number of decimal places to the right of the decimal point. If the parameter is less than 0, the price is rounded up to the left of the decimal point (i.e. to the nearest 10, 100, etc.).

  • Round down - Like round, but will always round down. If the rounding parameter equals 0, the price is rounded down to the nearest integer. If the parameter is larger than 0, the price is rounded down to the specified number of decimal places to the right of the decimal point. If the parameter is less than 0, the price is rounded down to the left of the decimal point (i.e. to the nearest 10, 100, etc.).

  • Round to multiple - Rounds a price to a given multiple. The rounding occurs when the remainder left from dividing price by multiple is greater than or equal to half the value of multiple. For example: to rounding to the nearest quarter, put 0.25 as the parameter. A price of 12.33 would then be rounded to 12.25.

Bringing it all together

Now that concepts and terms have been more detailed described we will explore how the Item price agreements kick in. We have earlier explained how a product sales price is selected, calculated, and suggested by the system.

What happens after the system get hands on the suggested product sales price?

Now we know the customer id, the product id, the product sales price, and the quantity to be bought.

  1. Finding the valid Item price agreements.

    • Status must be equal to 4.

    • Current date must be within Effective at and Expire at.

    • Quantity must be less or equal to Minimum quantity.

    • If Applies to is filled, the customer id must match or belong to the group.

    • If Applies for is filled, the product id must match or belong to the group.

  2. Selecting among the valid price agreements found.

    • The system will now have from zero to several hundreds of Item price agreements that is found matching the criteria listed in point 1.

    • It will then calculate a new sales price for each of these Item price agreements which cannot be combined with others, and finally selecting the ones that calculates the lowest price.

    • We have now manipulated product sales price, if any non-combinable/non-stacked Item price agreements found, else we still have the originally product sales price.

  3. Continue manipulating the sales price if stackable Item price agreements exists.

    • From the search in point 1 we may have stackable/combinable Item price agreements.

    • It will manipulate the sales price for each stackable Item price agreement, starting with the one with the lowest stacking priority.

    • If two stacked Item price agreements are valid, one for 5 % discount, and one for 10% discount, depending on the order the price is calculated, the result will be different. You use the stacking priority to control that.

  4. Rounding the sales price

    • At this stage you may have the originally product sales price, or a manipulated one if any Item price agreements kicked in. In both cases the price may be rounded, if the system is setup to do a rounding of sales prices. A setting controls this, we will cover this topic later. The default Price Rounding Ruleset (PRR) is only applied if no rounding rulesets have been used in the IPA calculation

Working with sales prices and agreements

We have visited a lot of screens and topics, it’s a lot to remember. Don’t worry, all of it, except pricing on a single part level can be managed from one App: Sales Price Management (SPM).

From here you will see and reach all your Item price agreements, your Product groups, and customer groups.

Selecting the different tabs, you will see your Price lists, Price formulas, Price Rounding Ruleset.

There is a tab for doing bulk update, where you, for example, can update all sales prices for all products, or a product group for a selected pricelist by increasing the price with 10%, and you can also decide how you want the prices to be rounded after this update.

Bulk update
Price settings for company

There is a tab for settings, this is where you select the default GM to use if no price exists for a product. If this setting is not filled with a default GM, the system will use 25%.

Here you can also set which Price rounding ruleset that should apply when doing the final rounding of the suggested sales price before it’s presented for the user.

Item Price Agreement (IPA)

An Item Price Agreement (IPA) is an application in RamBase where the user can create a price agreement for a specific item which can be presented to the buyer. If a Customer (CUS) is tied to several Item Price Agreement (IPA) / Customer Groups (CUG), the CUS will always get the most favorable deal.

  • Item Price Agreement - This area shows the details of the IPA, with title, description and when it is effective from and to.

  • Restrictions - The price agreement may be restricted to specific customers or customer groups in addition to restrictions regarding the product(s).

  • Stacking - This is a checkbox where you decide if several agreements are to be used simultaneously.

  • Pricing - This area controls the price component of the price agreement. The price formula controls how the percentage will be calculated and the price rounding ruleset controls how the price will be rounded. The percentage is set in the Percent field.

Creating a new Item Price Agreement
  1. Click the Create new item price agreement button.

  2. Create a title and click OK.

  3. Enter the necessary information and click the Activate button at the top.

Price Rounding Ruleset (PRR)

Price Rounding Ruleset (PRR) is an application where you can make rules concerning the rounding of currency.

Creating a new price rounding ruleset and rule
  1. Click the Create new price rounding ruleset.

  2. Enter a name for the ruleset and click OK.

  3. Enter a description in the description box, if necessary.

  4. Click the Create new price rounding rule button at the bottom.

  5. Choose which currency the rounding rule will apply to.

  6. Choose which rounding type you want to apply. The choices are:

    1. Round - Rounds a price up or down to a given number of digits. If the rounding parameter equals 0, the price is rounded to the nearest integer. If the parameter is larger than 0, the price is rounded to the specified number of decimal places to the right of the decimal point. If the parameter is less than 0, the price is rounded to the left of the decimal point (i.e. to the nearest 10, 100, etc.).

    2. Round up - Like round, but will always round up. If the rounding parameter equals 0, the price is rounded up to the nearest integer. If the parameter is larger than 0, the price is rounded up to the specified number of decimal places to the right of the decimal point. If the parameter is less than 0, the price is rounded up to the left of the decimal point (i.e. to the nearest 10, 100, etc.).

    3. Round down - Like round, but will always round down. If the rounding parameter equals 0, the price is rounded down to the nearest integer. If the parameter is larger than 0, the price is rounded down to the specified number of decimal places to the right of the decimal point. If the parameter is less than 0, the price is rounded down to the left of the decimal point (i.e. to the nearest 10, 100, etc.).

    4. Round to multiple - Rounds a price to a given multiple. The rounding occurs when the remainder left from dividing price by multiple is greater than or equal to half the value of multiple. For example: to rounding to the nearest quarter, put 0.25 as the parameter. A price of 12.33 would then be rounded to 12.25.

  7. Choose rounding parameters.        

  8. Set the minimum price.

  9. Click OK and then click Activate at the top of the screen to set the PRR to ST:4.

Product Group (AGR)

The Product Group (AGR) application is used to group products together. This group can be used in situations such as being used in the Item price agreement to manipulate the product sales price for the products belonging to this group, or used in relation to mass update of prices.

Creating a new Product Group
  1. Click the Create new product group button.

  2. Create a title and click OK.

  3. Enter a description, if necessary, and click the Add product button to add products to the group.

  4. Click the Activate button at the top when finished to set the group to ST:4.

Customer Group (CUG)

A Customer Group (CUG) is a grouping of customers registered in the Customer (CUS) archive.

How to create a Customer Group
  1. Type CUG in the program field, or find Customer Group under Sales - Customer Management in the RamBase menu.

  2. Click the Create new customer group button at the bottom of the screen.

  3. Enter a descriptive name for the customer group and click OK.

  4. Click the Add customer button to add customers to the group.

  5. Click the Activate button at the top to set the CUG to ST:4. It is now active and ready for use.

Note: It is possible to import customers to the group using the Import Customers button at the top. This will open a popup where you choose which format you want to use and then you will be able to load the customer files.

How to use a Customer Group

A customer group is used in situations where several customers need to be processed similarly.

Uses in RamBase:

  • When a Purchase Quote (SQU) is exclusive to a group of customers. This function is found in the Resale folder in the SQU item.

  • A Item Price Agreement (IPA) can be restricted to be used by a single customer, all customers or customer groups.