- A project is registered on IP1 system with a project ID and book ID.
- All the project management work including estimation for each cost type is done. Paper is setup as a cost type and an estimate for the paper costs is included and uploaded into IP1.
- When the production controller wants to print the book they list the paper needed against the book ID and the system will auto calculate the paper qty for each paper type.
- You can then automatically generate an order in the system. Before generating an order makes sure there is sufficient stock of the paper that is needed for that book. The printer is setup in the system as a warehouse. The different types of paper are listed as paper ISBN’s and the stock (quantity) of each paper ISBN is held under each printer.
- We allow multiple printers with multiple types of paper at each printer (warehouse).
- The customer will order paper from the paper supplier using a normal purchase order in the system. The paper will be received in the warehouse and sent to the printer.
- General paper is stored at the printer and then used from there. This is why we nominate a logical warehouse and call the printer a warehouse in our system.
- When the production controller wants to order paper they will be able to check if there is enough paper stock to print the book before they generate the print order to the printer. This is done by a stock inquiry accessed from the book production module.
- Paper warehouse management can be done from the book production module.
- Generate the paper commitment order. (After checking paper stock and making stock available). If there is no stock available the user can automatically generate stock to be moved from one warehouse to the printer warehouse so stock is available before the print order is generated.
- Generate the print order to the printer. The printer will then do the print job, using the paper types that have been suggested by the production controller. There should be stock available as it has been previously been checked.
- When the invoice is received from the printer the paper value will be generated against the paper cost type. The printer will also detail what paper and qty was actually used to print the book.
- If the print order is cancelled the paper will be automatically credited and returned.
The Paper Control system has the following functionality for issuing paper for printing.
- Multiple warehouses can be stored so paper can be stored at different printers.
- The following processes are automated:
- Check for paper to be available before the PBO is created.
- Show paper inquiry for all paper types
- Allow paper management and movement between warehouses before the paper order is generated.
- Allow the default warehouse to be selected when generating the paper order. An inquiry is now available to show other locations the stock is available for the specific company, where paper is not available in that warehouse.
- Stock adjustments can be created for paper if there is insufficient stock prior to the paper order being generated.
- When a paper order is cancelled the system automatically adjusts the stock.
Contents
Calculate paper quantity
To calculate the paper quantity, the quantities are entered and calculated in the paper requirements screen for book production. The calculation is as follows:
((Print qty X waste percentage + setup) X extent) / (sign X * div)
Generate paper commitment
Once the paper has been issued, a commitment is automatically created for the paper cost type and can be seen within the Commitment Entry/Maintenance screen.
Stock Availability
Within the paper requirements screen a new option Stock has been added. It allows the user to show how much stock is available for each paper type for each warehouse.
Each printer warehouse should be setup as a warehouse on the Distribution system. The printer must be setup as a supplier, and linked to a customer on the Customer Masterfile. The Printer and Customer are linked in TMSBP/SUP-CUST. The printer customer file holds the default warehouse for each printer.
Paper warehouse logic
The management of stock and placing stock transfers for the paper order is as follows:
The paper order generation program uses the order manager rules set up in the TMSDS/OM-XXXX to generate the order transactions.
If there is not enough stock in the default printer warehouse, the system allows the user to generate a stock transfer. The transactions are stamped with a reference to be linked to the paper order. The reference is Project ID/Book ID/print group/ Commitment number
The user is given the option to manage the paper within each warehouse and generate an order or a stock transfer. The paper order can be generated for the selected warehouse.
Once stock is available, the paper order is generated against the correct printer warehouse where the stock is held.
The Paper Management screen allows the user to review the stock and if there is insufficient stock at the Printer’s warehouse perform a stock transfer from wherever there is stock available to the Printer’s warehouse. This is to ensure there is enough stock at the Printer warehouse to proceed with the order.
The stock transfer option generates an adjustment order to transfer stock from one warehouse to another. Once transfers are complete, stock is available at the Printers’ warehouse. When the order option is taken stock must be available for the order to be processed.
If alternate paper stock is to be used, it is necessary to change the paper requirements before proceeding with the paper order or stock transfers that are necessary.
To generate a paper invoice use function Invoice. This will generate an invoice for the paper being issued to the Printer Warehouse.
Once the paper has been issued the following is performed:
DR WIP (Book Production)
DR WIP (General Ledger)
CR Clearing (Variance)
At End of Month the following is performed:
DR Clearing account
CR Inventory
Generate PBO
When creating a PBO a commitment is generated for printing and automatically linked to the Distribution purchase order screen. F6=Add is then used to create the purchase order into Distribution.
The System checks if there is enough paper stock (the reference to the paper order is checked) to generate the PBO. If there is enough stock (the reference to the paper order details this) the PBO is generated and linked to the purchase order in the Distribution system.
Cancellation of the paper order or PBO
If the purchase order in Distribution is linked it cannot be cancelled.
If the PBO commitment is linked it cannot be rejected.
If the print qty on the commitment is changed it forces the system to unlink the commitment from the PBO in Distribution. If the order is cancelled the quantity is changed to 0. The commitment value can be reduced and an automatic credit note is generated against the paper order. This is linked back to the original paper order and effectively cancels any paper issue that was generated for the print order. The link is the reference on the credit note and the same reference on the paper order.
To return stock to the main warehouse use function Paper Return within the Paper Requirements screen.
Maintenance
Paper reports
The following billing and paper requirements reports are available.
- BP billing report 1 – Billing report 1 lists PBO (Printing Binding orders) totals and paper costs for each Project.
- BP billing report 2 – Billing report 2 lists PBO (Printing Binding orders) totals and paper costs for each Project. This report has additional selection & display fields in comparison to BP billing report 1.
- BP billing report 3 – Billing report 3 lists production costs and commission for each project.
- BP paper issue recommend report – this report shows the paper required for a print group, in summary, and then prints a detail of all receipts and F/O, B/O for the specified paper code in the print group.
- BP paper required forecast report – Enables the user to run a forecast report for paper requirements.
