VISTA Implementation

WE WISH WE HAD KNOWN…

(IMPLEMENTATION COMMENTS & SUGGESTIONS)

This document was created by the Tri-State User Group to help answer the questions that many new users have asked.  The layout follows the Implementation Checklist from Vista.  Since this document is the result of many round table discussions, the comments under each heading are in no particular order.  The following information is based on Ver. 3.20, which was the current version when this was written.  Some of the comments may not apply to later versions. 

Fundamentals

·         Avoid Peer-to-Peer networks if at all possible.  They are very problematic and unreliable.

·         Use the Memo fields – they are very useful for tracking information.

·         Trackers are very useful .  They combine information from related screens and allow users to view information without being able to change it.

·         Some users have upgraded their networks to 100 Base T wiring and have found that this significantly improves performance.  This should have more of an impact on systems that use FoxPro for their back ends than those that have SQL Server (Vista Ver. 4.0 and later).

General

·         Users

·         Set up tight security.  Users will let you know if they need access to something that you have not given them permission to use.  It is easier to give additional access than to take access away.

·         Definitely secure the following functions:

·  Close Job, Close PO, etc.

·  Purge to History

·  Master Maintenance (Vendor Master, Customer Master, Salesperson ID, Terms ID, etc.)

·  Module Constants

General Ledger

·         Fiscal Periods

·         There are 12 or 13 fiscal periods to a year.

·  Ask your internal accountant or CPA what your fiscal periods are.

·  Some companies use a 13^th period for year-end adjustments.  It is not necessary to do this in Vista.

·         Profit Centers

·         You must have at least one profit center.  Most Vista companies have only one profit center.

·         You can add additional profit centers if you want to departmentalize your expenses on your P&L statement.  Setting up individual profit centers will have the same effect as setting up separate G/L accounts for individual departments,

·  You can add additional profit centers later if you find you need more detail.

·         Chart of Accounts

·         Use your existing Chart of Accounts from your accountant or CPA.  Do not change your Chart of Accounts unless installation coincides with the beginning of your fiscal year.

Order Entry

·         Product Groups

·         Set up multiple product groups if you have separate G/L sales accounts.  For example, if you have a G/L account for sales allowances/returns you would need a product group for that account.  Many companies have only one G/L sales account (tracking returns through the debits) and, therefore, only have one product group.

·         If you change or add product groups, any A/R invoices that have not been posted to the G/L will be changed.  For A/R invoices only, the G/L account information is not stored in the invoice record until it is posted.

·         Salespeople

·         You must set up at least one salesperson since this is a required field in Quoting. “House” fits as an ID.

·         If one salesperson earns different commissions, you can set up multiple IDs for one person.

·         Ship Via Methods

·         These codes are also used in Purchasing for incoming freight.

·         You can add a field to this screen to store a phone number.

·         Payment Terms

·         These terms are used for both your customers (A/R) and your vendors (A/P).

·         Tax IDs

·         If you never charge tax, you can leave this blank.

·         Customers

·         Before you start entering customers, work out a standard identifying system so that customer IDs are consistent.  See the document Gormac.doc for an example of a naming convention.  Gormac Products, a member of the Tri-State User Group,  provided this standard.

·         IDs are permanent so some people prefer numeric IDs because customers may change their names.  If you do use numeric codes, PAD THE FRONT WITH ZEROS.  Since this is an alphanumeric field, it will sort 1, 10, 2, etc., NOT numerically.

·         Some reports only show the ID, not the customer name.  Also some reports sort by ID, not name.  Keep this in mind when assigning IDs.

·         Be consistent when entering addresses.  We recommend using Line 4 for city and state.  Consistency is necessary for mail merges and any other export you might want to do.

·         The main address is the billing address.  You do not have to enter a Ship To address if you ship to the billing address.

·         Use Forms Designer to add descriptions in the gray area next to the four lines for the address.  For example, Street Address; Suite/Bldg. #; State, City.  Do this for both the main address and the ShipTo Address screens.  This will help users be consistent.

·         For Ship To IDs you can use the first four letters of the street, city or state to identify the plant.  You do not need characters that tie it to the Customer ID.  For example, you would not have to start all Caterpillar Ship To IDs with CAT.  The Ship To IDs will automatically be tied to only one customer.

·         Changing the Salesperson ID on the main address will not effect the Salesperson IDs for any Ship To addresses for that customer.

·         Accounting Contact and Purchasing Contact will appear on packers and invoices unless you modify these reports.

·         Some companies always enter “Accounts Payable” as the Accounting Contact so that this prints as the first line of the billing address on invoices.

·         Checking Credit Hold will not prevent orders being entered, shipped or billed to a customer.  This triggers a visual warning on the Order Entry, Release Entry, and A/R Invoice Entry screens.  You have to train your employees to recognize this warning and to follow your company’s procedures.

Job Control

Lots of thought and planning need to be done before implementation of this module.  It is imperative that your shop people’s knowledge is utilized when you set this module up.

·         Departments

·         If you  use numeric codes, PAD THE FRONT WITH ZEROS.  Since this is an alphanumeric field, it will sort 1, 10, 2, etc., NOT numerically.  This also applies to Work Centers.

·         Set up a department for outside services.  Leave the capacity blank.

·         If you have Payroll, you must have an “Office” department for non-shop employees.

·         Work Centers

·         Think carefully about how your shop works before entering work centers.  It is a really big hassle to change work centers.   This is one of the key fields in setting up Vista.  It may save a lot of time and effort to discuss the ramifications  of how you set up your Work Centers with an experienced user or consultant.

·         It is much easier to add Work Centers than to delete them.  If you are not positive about how you want to proceed, start out generic and then get more specific if you need to.  For example put all of your presses in one Work Center and then later you can create separate Work Centers for different size presses.

·         If you use numeric IDs, leave space between IDs for additional machines.  For example, use 100 for your first lathe and 200 for your first press.  If you used numeric IDs for your departments, you might want to use the department code as part of the Work Center ID.  For example, Dept. 10 is Machining , then 10100 could be a lathe.

·         Crew size is not the number of people on a shift.  It is the number of people in the Work Center that will be working on an operation simultaneously.  This number is used for scheduling.

·         Burden rates are unique for each shop.  To figure out how you should divide your burden between machine hours and labor hours, you should talk to your accountant.  An experienced user or consultant may also have some insights on this topic.

·         The “Calc Burd on Mach Hrs” check box is used to override the Data Collection default of calculating the burden on labor hours.  All three check boxes on this form are used to override Data Collection defaults.

·         Set up an Outside Services/Processes Work Center.

·         Operations

·         Set up Operations with generic descriptions and add job specific details when you enter the methods.

·         For your outside services, you can set up an Operation for each vendor.  This will allow you to track their loads individually.

·         Some shops use the same ID for Work Centers and Operations.

·         The Projected Labor Rate is used only for the estimated cost of a job.

·         Indirect Labor ID

·         You must have at least 1 Indirect Labor ID to set up employees.

·         If you are running Data Collection, anytime an employee is not logged in on a job, their time will be recorded under this ID.

·         Some shops have a separate maintenance code for each work center.

·         Expense ID

·         Setting up a Direct and an Indirect ID is recommended even if you are not running Payroll in Vista.

·         If you are running Payroll, your expense IDs must tie to your G/L accounts.

·         Production Calendar

·         This must be set up for Scheduling to work.

·         Employees

·         If you don’t have Payroll or are not ready to start using it, remove the check from the “Payroll Employee?” checkbox.

·         For office employees, remove the check from the “Shop Employee?” checkbox.

·         Do not delete employees that have time reported to jobs.  To delete an employee, you would have to delete time cards.  This will cause you to lose all detail on your Production Inquiry Report.  Instead of deleting an employee, enter a termination date and remove the checks from the “Payroll Employee?” and “Shop Employee?” check boxes.  They will no longer show on the Data Collection screens.  You can use filters to remove them from browses.

·         Job Entry

·         Use system generated default for job numbers. You can add an alpha or numeric character after job number for multiple lines and items on an order.

·         The shop load will not be relieved until the Production Complete box is checked.  This is not as important if you relieve by hours.  Shops that are making 1 or 2 parts per order sometimes relieve by hours.

·         Make sure the quantity is correct when you mark Production Complete.  Your costs are calculated based on this number and it can not be changed once it is entered.

·         Once a job is marked closed, no more costs can be applied to it.

·         Jobs that are checked on hold do not show up in the Data Collection system.

·         Global Rescheduling:  It generally is suggested not to do this but there are instances that you will use it.  Before you go ahead, though, discuss the ramifications with Vista Support or you consultant.

Data Collection

·       Constants

·       Accept defaults, they can be overridden in specific work centers if needed.

·       Set Up Shifts

·       To set up shop employees, you must have at least one data collection shift.  This requires one idle work center and indirect code.

·       If you don’t have a lunch, enter 11:59 for  both Lunch Start and Lunch End.

·       You must set up different data collection shifts for each scheduled lunch (for example, if everyone starts at 7:00 but half of the employees take lunch at 11:30 and half at 12:00, you need two DC shifts).  Vista automatically clocks you out at lunch.

·       You can have as many DC shifts as you need, but you have to tie each of them to 1 of 3 Payroll shifts.

·       Hardware Options

·       Work Stations

·  Figure 1 workstation for every 10 shop employees.  This will vary based on the physical size of you plant and the variety of schedules (will everyone have to punch in and out at the same time).

·  Thin Terminal Solution – the idea behind this is to have one terminal server where the processing is done and have less powerful PC’s on the shop floor that just paint the screen.  When it is time to upgrade, you should only have to upgrade the terminal server.  A product such as WinFrame (www.citrix.com) or Microsoft Terminal Server is required to run this solution.  When  NT Server 5.0 is released it is supposed to have this technology incorporated in to it.

·  DataWorks offers a TT5 terminal for data collection only.  For more information, check their web site www.dataworksmpls.com.  None of the users at our meeting were using this solution.

·  If you choose to use conventional PC’s for data collection, do not under power them.  Currently (1/99) we recommend a minimum of  Pentium II 266 MHz.  Be prepared to upgrade these as Vista adds more capabilities, bells and whistles.  Workstation processing power should be less of an issue for companies using SQL Server as their back end.

·  One member of the group is using Touch Screens from Microtouch, www.microtouch.com, Model #G72.  This is a 17” monitor (resolution is set at 640 x 480) that is NOT industrial hardened but has a tightly enclosed case.  The cost is approximately $1300 per unit.  Using these screens and a barcode reader, keyboards and mice have been removed from the shop floor.  He recommends buying the pre-assembled glass touch screens even though conversion kits are available at a lower price.

·  Programmable UPS are available that can start up your data collection work stations before your first shift.  Combining this with a .bat file can enable your data collection stations to be already at the clock in screen when your employees arrive.  The same UPS can be used to log machines out and shut them down after your last shift.

·       Barcode Readers

·  DataWorks recommends using a Worthington barcode scanner (Model #100WDP plus 5 pin Y cable #F30/1).  You can purchase the scanner from DataWorks or from Worthington direct at 800-345-4220 or at www.barcodehq.com.   Either way the cost is approximately $650 each.

·  One user has had success with a Worthington high-resolution wand (Model #F53 plus the wedge #P01WDP plus cable #F30/1).  These cost approximately $299 each.  Stan Crawford at Worthington suggested trying this approach.  He can be reached at 408-458-9938.

·  A less expensive barcode scanner, Metrologic MS951 can be purchased through CEL Technologies, 414-423-9967 or at execpc.com\~cel .  Speak to either Steve Anderson or Jan Rohloff for more information.  A few users have these installed.  Unlike the Worthington options, these do not eliminate the need for keyboards in the shop because they can not read composite keystrokes such as Alt + O for OK.  Metrologic is supposedly working on an upgrade to solve this problem.

·       Printing Barcodes

·  Vista SupportNet Document #259.649 is a excellent explanation of how to create barcodes.

·  Within Word, click Tools/AutoCorrect, then click the “AutoFormat as You Type” tab.  Uncheck the option “*BOLD* and _underline with real formatting.”

·  Not all HP laser printer drivers support barcodes.  If yours doesn’t work, try the HP III driver.

Inventory Control

·         Inventory Classes

·         Classes are the basis for sorting reports such as the Stock Status Report and Inventory Part Master.

·         Classes can be set up by alloy, product lines, finished goods, WIP, etc.  If you store finished goods for customers, you could create a class for each customer.

·         You may have more than one type of inventory, i.e. raw material, WIP, and finished goods.  See hommer.doc for an example of procedures for handling different types of inventory.

·         Beginning with Ver. 4.0 you will be able to print the Physical Inventory Worksheets by class.

·         Inventory Parts

·         Come up with a Part Number schematic for purchased parts and your own product line and be consistent.

·         Do not use spaces, /, “, *, etc. in part numbers because their barcodes may not scan properly.  Check your scanner’s user manual for a list of non-scannable characters.

·         For ISO 9000 your part numbers should match your prints exactly.

·         Memos can be used to track rejections, revision level changes, tooling maintenance, etc.

Purchasing Control

·         Vendors

·         Before you start entering vendors, work out a standard identifying system so that Vendor IDs are consistent.  See tips under Order Entry Customers for more information.

·         Terms and Ship Via codes are added through Order Entry.

·         Be consistent when entering addresses.  We recommend using Line 4 for city and state.  Consistency is necessary for mail merges and any other export you might want to do.

·         Add descriptions to Vendor Maintenance main address and Ship To addresses to help users be consistent.  See tips under Order Entry Customers for details.

·         The main address is the Remit-to address.  You can add Ship To addresses if you send your PO’s to a different address.

·         Don’t fill in the Purchasing Contact unless every PO goes to the same salesperson.

·         Accounting Contact can generally be filled in as “Accounts Receivable.”

·         If an account number is required on your payments, use Accounting Contact to enter your account number.  Otherwise you’ll have to remember to add it to the description on each PO.

·         Enter a default expense account.  This can be overridden on the PO if necessary.

Accounts Payable

We feel that it is important that users and potential users understand that Vista is not an accounting package like Peachtree or Quick Books.  Vista is a shop management tool that includes accounting.  Its strengths are in the production areas, not accounting.  The accounting modules in Vista are functional but there are not a lot of bells and whistles in them. They also lack many commonly used reports.  However, the basics are there and you can write additional reports as needed.  Over the years DataWorks has improved these modules and with the recent merger with Platinum, we expect that there will be more developments in this part of the software.

·         Constants

·         Update Job Costs – if checked costs won’t go to the job until you enter the invoice.  If this is not checked costs come from the PO.  You can not pull from both, this is an all or nothing decision.

·  If you update costs from the invoice, freight, surcharges and other miscellaneous expenses will be added to your job.

·  If you update costs from PO, you can not leave the PO price blank.  It must be filled in at the time of receipt or the cost to the job will be zero.  PO Receipt Entry is the last chance you have to get a cost associated with an item.

·         A/P Cost Start Date can be set to a starting date to update from Invoice if you started using the PO module before A/P.  This date can also be back dated if you change your mind about how you want costs applied.

·         Non-tax reasons come from the Order Entry module.

Accounts Receivable

·         Constants

·         Next invoice # can be reset if someone types a wrong invoice number.

·         If you make a change to a G/L account before posting an invoice, the account will change on the invoice when it is transferred to G/L.

Payroll

Most of the users in the group do not use the Payroll module so we don’t have much to say about this module.  Our feeling is that a payroll service is worth it because they handle the tax filings, etc.  However, those that do use this module say that it runs smoothly once you have it set up.

·         Tax Tables

·         Update the tax tables after you have run your W-2’s.  If you update the tables and then run the W-2’s, the withholdings will be accurate, but headings such as the FICA limit will reflect the new information.

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