Validation Tables

Check the help for each of the following screens before entering data.

Costing - Cost Center and Department lookups are present on the Equipment and Location screens.  You may wish to use these fields for informational purposes only.  If so, click on the Administration Icon and then the Accounting Button to invoke the Accounting Administration Menu.  Then enter data into:

       Cost Centers

       Departments

Equipment - Click on the Administration Icon and then the Equipment Button to invoke the Equipment Administration Menu.  Enter data into:

       Equipment Types

       Meter Units of Measure

       Gauge Units of Measure

Employee  - Click on the Administration Icon and then the Employees Button to invoke the Employee Administration Menu.  Enter data into:

       Skill Codes.

Inventory Validation Tables - Click on the Administration Icon and then the Inventory Button to invoke the Inventory Administration Menu.  Enter data into:

       Aisles

       Inventory Types

 Maintenance - Click on the Administration Icon and then the Maintenance Button to invoke the Maintenance Administration Menu.  Enter data into:

       Failure Codes

       Job Steps

       Safety Procedures

       Shifts

       Work Order Priority

Entering Data

 

Click on the Inventory Icon. Enter memo data into the Inventory file.

Click on the Suppliers Icon.  Read the help for all screens accessed from the Plant Menu.  Enter data into the Vendors and Manufacturers files.

Click on the Employees Icon.  Enter data into the Employees file.

Click on the Plant Icon.  Read the help for all screens accessed from the Plant Menu.  Enter data as required.

System Initialization

Access via the Administration Icon : Initialization and Utilities : System Initialization.

System Initialization uses a Notebook with six Tabs - System, Inventory, Labor, Maintenance, Costs and Purchasing.  Click on the desired Tab and enter data in accordance with the following instructions:

Registration Information Group Box

Please, enter the information in the Registration Group Box ,especially the Serial number and Date of Purchase.  Options can not be purchased unless you have been assigned a Serial Number.  This will also insure that you get update notices in a timely fashion.

User Information Group Box

Enter the information

Options Group Box

Enable Security - Place a check in this box to turn on the Security Option.

Enable Login - This will automatically be checked when the Security Option is turned on.  Otherwise, it may be checked in order to control access or use the Privacy Options.  Privacy means that a Purchase Requisition, Purchase Order, Work Request or Work Order may only be viewed or edited by the user who created it.

Cause Enter Key to tab to next Field - Windows 95 normally uses the Tab Key to advance the cursor from field to field.  Check this box if you want the Enter Key to act like a Tab Key.

Verify Post for changed Records - The system will automatically post (save) changed records if you exit from a screen without posting.  Check this box if you want to be warned when this occurs.  You will then be given the opportunity to abort the Post.

View Users - Click this Button to view a list of Logged In Users and to log Users out, if desired.  The following data entry panel will appear:

Employee ID -  This Group Box contains a list of Radio Buttons for up to six Users.  You can log out an individual User by clicking on their Radio Button or log out all users by clicking on the Log Out All Radio Button.

Email - Click this Button to set up the processing of incoming Emailed requests for maintenance service.  The following data entry panel will appear:

Email requires a POP3 and SMTP mail server. Set up an User ID and password on the Email server that will be used only for incoming requests for service.  For example - Email Requests and a password of your choice.

The Mapcon Lite Email program can automatically acknowledge the status of the request.  Place a checkmark in the desired acknowledgement.

Acknowledge Receipt - If this checkbox is checked, requesters will receive an Email informing them that their request has been received.

Acknowledge Conversion - If this checkbox is checked, requesters will receive an Email informing them that their request has been converted to a Work Request or a Work Order.

Acknowledge Completion - If this checkbox is checked, requesters will receive an Email informing them that the Work Request or Work Order created from their request has been completed.

Acknowledge Deletion - If this checkbox is checked, requesters will receive an Email informing them that ther request has been rejected (deleted).  This applies only to Email that is deleted by clicking on the Delete Email button.. Email that is deleted because it has been converted to a Work Request or Work Order will not be acknowledged.

User ID - Enter the User ID.

Password - Enter the password.  Note - The password is case sensitive.

Reply To - There is a Send Email function in the Email program.  You probably do not want them to respond to the Email Request address.  Enter a Reply To address.  For example, John@Acmeco.

POP3 - Incoming - Enter the name of the POP3 mail server or its IP address.

Port (POP3) - The default for this Port is 110.  However, some Server Administrators may have changed the POP3 Port Address for security purposes.

SMTP Outgoing - Enter the name of the SMTP mail server or its IP address.

Port (SMTP) - The default for this Port is 25.  However, some Server Administrators may have changed the SMTP Port Address for security purposes.

Note - The POP3 and SMTP addresses are usually the same.

Instruct Users to Email their requests to the Email address that you have established for that purpose. You can then run the EMail program in Mapcon Lite and convert the received requests to Work Requests or Work Orders

SMTP Requires Authentication - This must be set to the same value as the SMTP Requires Authentication switch in the Outlook or Outlook Express Email Account.

Log File - This is normally left unchecked.   Check it only if advised to do so be a Mapcon system support representative.  This is used only for trouble shooting problems.

Database - Select L for Live or T for Training to connect to The Live or Training database.  You must then restart the system for the change to be in effect.

 

Automatic Issue Tickets - A printed Issue Ticket provides a permanent paper record of all Issues. Select "Don't print automatically" and you can still print Issue Tickets by clicking on the Print Issue Tickets Button on the Inventory Menu.  Select "Print when created" and they will be printed when they are created and saved.  Select "Print with Work Orders" and they will be printed as part of the Work Order they are attached to.

Apply Privacy to Issues - Place a check mark in this Check box if you want an Issue to be edited only by the User who created it.

Maintain Issue History - Place a check mark in this box if you wish to maintain a History File containing closed Issues.

Next Issue # is maintained by the system and should only be changed after consulting with a Mapcon Lite support representative.

Inventory Cost Required - Place a check mark in this Check box if Inventory Unit Cost should be required on Inventory and Inventory Seeding screens.

Enable the Advanced Inventory System - Check this box if you have purchased the Advanced Inventory System.  The Advanced Inventory System provides for Inventory Reconciliation, Cycle Counts, Automatic Replenishment and other features.

Issues Group Box

Count Sheets should have new page for each Aisle - Physical Inventory Reconciliation is segregated by Aisles.  Place a check mark in this Check box if each Aisle should have a separate page.

Timecard information is only necessary if you have purchased the Timecards Option.

Enable Timecards - Check this box to enable Timecards.

Maximum Straight Time Pay Rate - Enter the maximum pay rate for non-overtime hours.  This rate will be checked when you enter Employee pay rates or Craft labor rates.  All overtime rates will also be checked, e.g. the double time rate can not be more than two times the Maximum Straight Time Pay Rate.

Maintain Timecard History - Place a check mark in this box if you wish to maintain a History File containing closed Timecards.

Next Timecard # is maintained by the system and should only be changed after consulting with a Mapcon Lite support representative.

BatchTimecards - Place a check mark in this box if you wish to use Batch Timecards.  Batch Timecards and regular Timecards have different formats.  This check box sets the format you wish to use.  Please investigate the operation of each option and decide which option suits you best.  The option should not be changed after you have commenced live operations.  The default is regular Timecards.

Timecard Detail - Place a check mark in this box if you wish to keep a Timecard Detail file.  This file is used in the Cost Section of the Equipment, Employee, Cost Center and Department screens, where detailed labor charges can be displayed.  It is also used for advanced Fiscal Period reporting.

PM Generation Start Date Group Box

PM Generation is done for a period bounded by the PM Generation Start Date and the PM Generation End Date.  These dates are inclusive.  The system will automatically manage these dates once the cycle has begun.  Enter the Start Date of the first PM Work Order Generation.  You will be prompted for the End Date when PM Work Orders are generated.

Privacy Group Box

Note - You must place a check mark in the Require Login Check box on the System Page of the System Initialization Screen for Privacy to work.

Apply Privacy to Work Requests - Place a check mark in this Check box if you want a Work Request to be edited only by the User who created it.

Apply Privacy to Work Orders - Place a check mark in this Check box if you want a Work Order to be edited only by the User who created it.

Apply Privacy to Work Order Closing - Place a check mark in this Check box if you want a Work Order to be closed only by the User who created it.

Apply Privacy to Job Steps - Place a check mark in this Check box if you want a Job Step to be edited only by the User who created it.

Number Control Group Box

Next Work Request # is maintained by the system and should only be changed after consulting with a Mapcon Lite support representative.

Next Work Order # is maintained by the system and should only be changed after consulting with a Mapcon Lite support representative.

Next Job Step # is maintained by the system and should only be changed after consulting with a Mapcon Lite support representative.

Miscellaneous

Print Safety Procedures with Work Orders - Check this Box if you want Safety Procedures to be printed with Work Orders.

Maintain History for Group Box

Work Requests - Place a check mark in this box if you wish to maintain a History File containing closed Work Requests.

Work Orders - Place a check mark if you want to maintain History Records for Work Orders.

Cost information is only necessary if you have purchased the Cost Accounting Option.

Enable the Cost Accounting System - Place a check mark in this Check box.

Fiscal Period Control Group Box

Starting Date of Current Fiscal Year - The Fiscal Year must start on the first day of the month.

You may divide the Fiscal Year into 1, 2, 4, 6, 12 or 13 Fiscal Periods.

Current Fiscal Period - Enter the number of the Current Fiscal Period prior to enabling the Cost Accounting System.  The system will manage this number thereafter. For example, if you use four Fiscal Periods, a calendar Fiscal Year and you wish to start Cost Accounting on July 1st, the Current Fiscal Period should be set to 3.

Service Contract Period - Enter the number of the Current Fiscal Period prior to enabling the Cost Accounting System.  It should be set to the Current Fiscal Period.  The system will manage this number thereafter.

Labor Cost Options Group Box

% Burden to add to Employee Pay Rates - If costs are based on Employee Pay Rates, a percentage burden can automatically be added to the Employee Pay Rate.  This is used to account for tax and other overhead expenses.  Burden is not added to Skill Code Rates.  Skill Code Rates should already include any desired Burden.  Enter the desired Employee Pay Rate Burden here.

Add Burden to Overtime Rates - Check this Box if you want to add Burden to Employee Overtime Rates.  Otherwise, Burden will be added only to the Employee's Straight Time (non-overtime) Rate.

Charge Labor Costs Using Group Box

Labor Costs can be based on Employee Pay Rates plus a Burden or Skill Code Rates.  Select the desired option.

Charge Inventory Costs Using Group Box

Select the Standard Cost or Running Average costing method.

 

Enable the Purchasing System - Place a check mark in this box to enable the Purchasing System.   Requisitions can be printed and mailed to a Vendor if the Purchasing System is not used.  If the Purchasing System is used, multiple Requisitions can be imported into a Purchase Order and then the Purchase Order is printed and mailed to a Vendor.  You can also receive against Requisitions if the Purchasing System is not used.

Receipts Group Box

Next Receipt # is maintained by the system and should only be changed after consulting with a Mapcon Lite support representative.

 History - Place a check mark in this box if you wish to maintain a History File containing closed Receipts.

Apply Privacy - Place a check mark in this Check box if you want a Receipt to be edited only by the User who created it.

Requisitions Group Box

Next Requisition # is maintained by the system and should only be changed after consulting with a Mapcon Lite support representative.

Maintain History - Place a check mark in this box if you wish to maintain a History File containing closed Requisitions.

Maintain Privacy - Place a check mark in this box if you want a Purchase Requisition to be edited only by the User who created it.  You must place a check mark in the Require Login Check box on the System Page of the System Initialization Screen for Privacy to work.

Next Standard Paragraph # is maintained by the system and should only be changed after consulting with a Mapcon Lite support representative.

Purchase Orders Group Box

Next PO # is maintained by the system and should only be changed after consulting with a Mapcon Lite support representative.

Maintain History - Place a check mark in this box if you wish to maintain a History File containing closed Purchase Orders.

Apply Privacy - Place a check mark in this Check box if you want a Purchase Order to be edited only by the User who created it.

Reconciliation Group Box

Next Recon # is maintained by the system and should only be changed after consulting with a Mapcon Lite support representative.

Apply Privacy - Place a check mark in this Check box if you want a Reconciliation to be edited only by the User who created it.

Taxes Group Box

Automatic Tax - Place a check mark in this Check box if you wish to add tax to Purchase Orders automatically.

Allocate Tax to Line Items - Taxes may be allocated to Line Items on the Purchase Order or charged to a Tax Cost Center.  This Check box specifies the default status of a similar Check box on a newly created Purchase Order.  It can then be changed on the Purchase Order.  Place a check mark in this Check box if you wish "Allocate Tax to Line Items" to be the default status on new Purchase Orders.

Sales Tax % - Enter the Sales Tax Rate as a percentage that will be used in all tax calculations.

Miscellaneous

Reconciliation Required - Place a check mark in this box if the Supplier's Invoice must be reconciled prior to closing a Purchase Order.

Check Agent's Dollar Limit - Place a check mark in this Check box if the Purchase Agent's dollar limit should be checked prior to saving a Purchase Order.