The company I work for has recently acquired Cetec ERP, and I’ve been trying to figure out how it works since. I’ve seen lots of how-to videos and read the documentation, but I’m having a hard time to get it set up from scratch. Our company makes custom-built machines/products, which means that we don’t really have standard parts as every part has different specifications every time. I’m wondering how I can use Cetec to make a quote for a product to a client. I need to be able to enter all (unique) parts needed for the product, send an RFQ for some parts to one supplier and for other parts within that same quote to another supplier. How do I get started on this? I can’t seem to figure it out. I know it’s a big question, but any information to get me on the right track would be greatly appreciated!
Yes, that’s a big question, but hopefully we can help get you on the right track! Cetec is a system designed to do exactly what you are describing, so hopefully with a bit of guidance we can unlock some things for you.
The first thing to tackle: you need to have a consistent, agreed upon Internal Part Naming scheme at your company. Even though you may not have “standard” parts because you are building custom product every time, still, every finished product, every subassembly, every raw purchased component item, every non-inventory item, every service item, everything - needs a unique internal part number. We would recommend setting up “PRC” codes to help you categorize these different types of items. E.g. “RAW” for buy/raw components; “SUB” for subassemblies you build internally; “FIG” for finished sellable items; “NON” for non-inventory items, etc. etc. Then, when you create a part, you select a PRC code first, then input the part number, and the resulting internal part number is what we call a “Prcpart” (PRC+PartNumber). Here is a tutorial on creating PRC codes - http://cetecerp.com/support/how-to/create-prc-codes.html - and here is a tutorial on creating part numbers - http://cetecerp.com/support/how-to/create-parts-and-boms.html
Next, for any custom product you will be building for a customer, you need to input the BOM for that in the system. You’ll create a top-level Prcpart number (e.g. FIG 12345). Then, you will mark that top-level Prcpart number as a BOM. This will create a blank BOM worksheet for you. Next, you need to create part numbers for each individual component that goes into that BOM (e.g. RAW ABC, RAW DEF, RAW XYZ, etc.) - and you need to register these components onto the blank BOM worksheet for the top-level Prcpart number. Here is a tutorial on how to create BOMs - http://cetecerp.com/support/how-to/create-bom.html
Next, create a new quote, add the customer and related PO number info to the header, and click OK to save the header before moving forward.
Next, click “Add Line” and add the Qty and the top-level Prcpart number to the line item. MAKE SURE you select the Trans Code (Transaction Code) to be “BUILD”, not charge or stock. Basically, you’ll follow the process in this tutorial - http://cetecerp.com/support/how-to/work-order-entry.html
Then, Commit To Order. This will create demand for all the components within your BOM that you need to purchase. From the next Order screen, there is a “Create PQuote” tab on the left, which will list out all of the components you need to buy. From that screen, you can add some parts to one pQuote for some certain supplier, and then do the same process again for other parts from a different supplier, etc. - Note, you could also use the Purchasing >> MRP screen to do this, to place POs for the parts you need. Here’s a helpful tutorial - http://cetecerp.com/support/how-to/order-material-purchasing.html - Also, you can just create one-off POs, see this tutorial - http://cetecerp.com/support/how-to/issue-vendor-po.html
Sofie, I hope this helps. Note also that we provide training and consulting for companies getting started. If you’d like to book some of those services, please send an email to “sales@cetecerp.com” or have your management do so, and we can coordinate on providing you with proper training! ERP systems are a huge endeavor to get started, so you are taking on quite a bit. Good luck!