Module 1.2 MYOB Setup for WMS

All core information regarding inventory and other stock control is maintained in the MYOB Company file. It is important to create some special WMS entries within the MYOB Company file allowing WMS to function correctly.

Above all else, MAKE SURE THE MYOB ODBC v5 driver is installed.

Prepare the MYOB Company file, verify first.

Note

The WMS relies on many key fields within the MYOB Company file. To avoid data corruption always verify the clients Company file.

Select the Optimisation Tool from the MYOB Premier 9 program group in the Start Menu.

Before you begin

Some preparation can help make WMS setup procedures complete smoothly.

It is most important to discuss with clients specific requirements for Location details and naming conventions, Bin details and naming conventions, also the roles of employees and most importantly their general access requirements to the WMS.

The inventory details should be up-to-date with respect to item naming conventions and details, stock takes per location, and agree on a date from which all Purchases will be RECEIVED and PUTAWAY through the WMS.

Datapel can provide a support note that details important steps and propose some conventions for naming of locations and storage bins.

MYOB Automatic List Refresh Setting

For MS Terminal Services multi-user environments, the “Automatically refresh lists when information is changed” setting must be enabled in MYOB. This will ensure all information changed by WMS will be reflected in MYOB immediately.

From the MYOB main window go to Setup on the main menu and choose preferences. On the System tab click the check box next to “Automatically Refresh Lists when Information Changes”. Then Click OK.

The WMS requires a set of special cards that are used for managing locations, users, and special customer pricing schedules.

Every MYOB Company file must have these cards created before a WMS workspace can be created.

CARD Name | TYPE | ID | USE

*ALL CUSTOMERS | CUSTOMER | *ALLCUSTOMERS | Special Pricing – recognised internally

*ALL LOCATIONS | SUPPLIER | *ALLLOCATIONS | Assemblies – must use L identifier

*NONE | EMPLOYEE | *NONE | Default User – recognised internally

Example: *ALL CUSTOMERS

Example: Customer Alerts.

To force the WMS to alert a Salesperson when they are entering an Order you can place an! (Exclamation Mark) in front of the customer notes field. This is important for customers on credit hold or if the sales manager needs to gather some important information.

Note

The WMS uses many of the DEFAULT customer settings for Shipping Method, Comments, Payment Terms, etc. It is recommended these are correctly setup, particularly payment terms.

These can be overridden from the WMS Sales Order Entry screen if necessary.

The WMS requires a special card that is used for managing items.

Create a new card with the item number “\c” and “comment” in the “Name” field.

Make sure the boxes next to “I Buy This Item” and “I Sell This Item” are checked.

Use any Expense and Income account code as these are not used by WMS.

WMS Locations are created as Supplier Cards in MYOB. They are unique in that use the ‘L’ identifier as shown.

It is recommended the Identifier be annotated as shown.

As Locations are critical to WMS Transfers and WorkOrders it is important to complete the location address or a best fit description (e.g. for mobile locations use vehicle make model). A contact name and phone numbers are also required.

Create your own locations with details.

Note

There are no real limits on the number of locations the WMS will support, practically the system is recommended to work with between 10 – 50 locations.

Note that BINS are not created within MYOB these are managed from the WMS.

Setting up each Sales Employee is useful if you intend to calculate commission on a sale by sale basis. For cases where commission should be calculated but not accrued against an employee it is recommended that a *NONE employee be created.

Note

There are THREE methods of commission calculation supported by the WMS.

* COTS – Commission on Total Sale

* COGP – Commission on Gross Profit

* FIXED – Fixed amount per sale

Using Custom field #3 you can set up and lock the default commission method for the employee as shown. Enter the method, percentage or fixed amount.

The WMS creates a user account for each employee in the Cardfile. By default each user account will be disabled and those users licensed to access the WMS must have their accounts activated.

Access Security is an important aspect of any business system; the WMS can be configured so that “role-based security policies” can be applied to users.

To apply WMS security to users the ROLES must first be created in your MYOB Cardfile as Employees. Create the following employees as COMPANIES.

CARD Name | USE

*WMS-ADMIN | Full Access to all functions and system administrator (Accounts Manager/IT Manager)

*WMS-STOREMGR | Enables advanced inventory and order fulfilment functions

*WMS-SALESMGR | Enables all sales and credit management functions

*WMS-USER | Basic access to view and enter information

The recommended profile settings for each of these users can be obtained direct from Datapel Systems Pty. Ltd. Or can be determined based on specific implementation requirements.

As the WMS connects to the MYOB Companyfile, a login account must also be created. This allows you to track via the MYOB Audit Trail all ODBC initiated transactions. Since this user account is only managing ODBC connectivity all normal user access rights can be disabled.

The screens below demonstrate the creation of this user. These details will be required when creating your WMS Workspace for the first time.

Select Setup from the menu bar, select Preferences. When the Preferences window opens click the Security Tab and then select Password. The User Access window will open, then select New.

This user name should be entered during the WMS setup phase.

Item List setup. It is important that Item numbers are unique and that item names and descriptions are complete. In order to get benefit from the WMS Custom Lists and Custom Fields should be allocated and labelled using the LISTS menu item.

Note

BARCODES must be allocated to an Item Custom Field, the default for the WMS is Custom Field #1.

The WMS provides advanced text searching of the custom fields, while custom lists are used to GROUP items into categories. It is recommended that you reserve Custom Fields for information that is diverse or unique to just that item. Some examples shown above include alternate part numbers, colour etc.

If you want to use the Item Number as the Barcode, it is recommended the entire Item List be exported, copy the Item Number to Custom Field #1 then import and update.

Custom Field Header names must be entered into the WMS directly through the Tools Preferences, Inventory Tab.

Define Shipping Methods. As Shipping Method defaults are used by the WMS in sales and transfers it is recommended these and other defaults (comments, salesperson, terms etc) be set up for each customer.

For Transfers between Locations and Bins you should set up a ‘TRANSFER’ shipping method.

Note

It is recommended that for each Location Supplier card the default Shipping Method be set to the most frequently used transport method.

Creating special price schedules (SPS) for items and customers.

The WMS can import Item Sale Quotes for individual or *ALL Customers with predefined Quantity Breaks and apply these pricing rules as sales are created.

An SPS is created as shown below.

Example SPS

Creating special price schedules (SPS) for items and customers. Note that a special pricing schedule must be created for EACH item and EACH customer.

Multi Item SPS

There are two forms of SPS, the single item multi QTY break as shown above; or the Multi item single QTY break.

The Multi is created as shown below and allows for a single quantity break but with multiple items on the one item sale quote. This feature is particularly useful for across the board promotions. It can also be used to manage negotiated supply contracts.

Enter the Quantity Breaks and Discounts as Sale Lines, there MUST be at least a quantity break of 1 to indicate the base unit price.

Set the Comment field to the Special Pricing Name

Verify that all the information is correct and click Save Quote

Note

If you intend to create a group of special pricing schedules it is recommended that a template QUOTE be created and then EXPORTED for each customer. The Template can be imported into EXCEL and a range of special pricing offers created for that customer. It is recommended that a new set of price schedules be imported based on the Excel masters and offer periods be limited to a 3 or 4 month basis.

Also, you can setup special Promotions to ALL CUSTOMERS for particular items for a period of time by selecting *ALL CUSTOMERS.

Perform a Stock Count

It is thoroughly recommended that a Stock Count of all inventory be conducted prior to WMS integration. If your current operation already deals with multi-locations, the count should reflect the count for ALL LOCATIONS.

Once you have completed all these steps you are in good shape to begin the WMS Workspace setup procedure.

You should now make a backup of the MYOB Company file, if required move the working file to the correct network folder. As discussed in section 1, make sure it is located under the same tree as the WMS workspace.

For installations using MS-Access or centralising WMS related files it is highly recommended that your Folder Structure use the following format:

 
… root location:
	\DatapelWMS\Workspace\ (place MDB here)
			     \DocStore\ (attachments are created here)
			     \Reports\ ( pdf audit trail is created here)
			      \Current\ (place MYOB file here)

It is typical for this folder(s) to be on a central server with automated backup operations.

For SQL Server users the Workspace folder is not required but it is recommended this folder get created for use with future WMS feature enhancements.