Setting UP ID's on a new Install

Yahoo Archive
1
Regarding part numbers, I set up a series of alpha-numeric numbers
specific to the variables and processing information most needed by the
most likely user of the item. For example, since we make to stock and
to order, and we make many details as well as building the details into
assemblies, it goes something like this:

1st digit
A=assembly (standard type item)
D=detail (standard type item)
C=custom (new/from scratch)
S=special (modify a stock/standard item to suit application)
and so on...

2nd digit
B=body
T=tip
H=heater
C=cylinder component
and so on...

The same concept through-out...

I left provision for growth, customer specific items on our shelf, items
that I can only buy from a specific supplier, items that I can buy as-is
from a supplier or make myself, etc.

I spent a huge amount of time planning the system in Excel and am glad I
did. Also the spreadsheet allows me to remember the "rules" for making
new item numbers.

Hopefully this is of some use to you.

Good luck.

Rick Gors
MR/MMIS
Osco

PS: Some people ridicule my huge item numbers, but I am able to find
things quickly and sort by many different types, especially when
exporting to Excel...So I say to my critics "thanks...and see ya!"







Lois Heisey wrote:
>
> Could anyone please offer me suggestions for setting up ID's in a new
> install. IF we went Alpha Numberic what are the pitfalls? If we
> went strictly numeric what are the pitfalls? I am referring to
> various ID's throughout the sytem. All help and suggestions would be
> most appreciated!!
>
> To unsubscribe from this group, send an email to:
> vantage-unsubscribe@egroups.com

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2
Could anyone please offer me suggestions for setting up ID's in a new
install. IF we went Alpha Numberic what are the pitfalls? If we
went strictly numeric what are the pitfalls? I am referring to
various ID's throughout the sytem. All help and suggestions would be
most appreciated!!
3
For customers and vendors we went with the first two letters of the
cust/vend name and a sequential number. I have some screen reports that
generate last number used for those users that enter cust/vend data. As for
the Parts master we configured our partnumbers XX-XXXXX-XX the PREFIX (XX-)
designating a number of different conditions, the middle 5 digits making up
the primary designator and the SUFFIX (-XX) designating a special sub
conditions for a given primary number. We reserved blocks of number for
different circumstances. 10000 to 39999 for product, 40000 for production
materials (rubber compounds), 50000 for purchased parts. When creating a
bill of material for example you would use the prefix and suffix to
designate unique components for a product. (TM-04501-00 = tooling,
00-04501-00 - main product, 00-04501-51 main product different color, etc
etc.) When the BOM is constructed, there is no mistaking at a glance if you
have all the right things there. Also, it gives you enough number
combinations to last (in our case) about 200 years.

Shirley Graver
(End User)
Sys Admin
Rubber associates Inc.
Cleveland/Akron

-----Original Message-----
From: Lois Heisey [mailto:lheisey@...]
Sent: Thursday, January 25, 2001 7:23 PM
To: vantage@egroups.com
Subject: [Vantage] Setting UP ID's on a new Install


Could anyone please offer me suggestions for setting up ID's in a new
install. IF we went Alpha Numberic what are the pitfalls? If we
went strictly numeric what are the pitfalls? I am referring to
various ID's throughout the sytem. All help and suggestions would be
most appreciated!!


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4
Not sure exactly which ID's you are talking about, or if you are talking
about all of them. Most of the master files have ID's.

For customers and Vendors we use the first 8 letters of the name, or if
there was an acronym of nickname that that company goes by, we used that.
This method has worked out really good. On reports, we do not need to show
the name, just the ID gives us enough info and when entering orders,
invoices, po's, etc. the id's are very easy for our people to remember or
come up with without searching the entire list, even though we have 100's
and 100's of vendors. I haven't seen any downside to this.

For employees, we used the first 7 letters of the employee last name plus
the first letter of the employee first name. Again, easy for our labor
entry person to become call up any employee, I don't know if they would have
been able to remember 125 different people's #'s as well. Also, on reports,
just showing the employeeID is sufficient for any user to determine who the
employee is, without having to join every report to the empbasic table and
pull the name into the report.

For parts we do the following:
If it is a part we designed and built: XX-10000 where XX is a unique
identified for the company is was designed (we have three companies on
vantage that share parts back and forth) and 10000 is just the next number
for that company ID.
Subassemblies for parts we build: XX-10000-YYY where XX-10000 is the parent
part# and YYY is the detail number of the component
If it is a customers part we are doing work on: We use the customer part
number which is always stamped on the eh side of the part.
For standard parts we buy (there aren't too many types, we use part numbers
that are somewhat 'smart'. the first 2 letters are the type of part and the
next serious of numbers are industry standard for that part or that size of
that part.

I know there are other files we used Id's in, but these are the main ones I
can remember right now.

Sarah
5
Remember that the vendor and customer id's are the two id's in the software
that can be changed at a later date without losing historical information.
The system actually uses the VendorNum and CustNum fields to uniquely
identify the vendors and customers.

Tim

-----Original Message-----
From: Lois Heisey [mailto:lheisey@...]
Sent: Thursday, January 25, 2001 6:23 PM
To: vantage@egroups.com
Subject: [Vantage] Setting UP ID's on a new Install


Could anyone please offer me suggestions for setting up ID's in a new
install. IF we went Alpha Numberic what are the pitfalls? If we
went strictly numeric what are the pitfalls? I am referring to
various ID's throughout the sytem. All help and suggestions would be
most appreciated!!


To unsubscribe from this group, send an email to:
vantage-unsubscribe@egroups.com
6
Tim,

Funny you should mention that since I've wondered about that for a spell
now. Was that concept introduced late in the game after most of the other
files had already been created ?

It's a terrific concept and one that I wish had been used across the board.
I would just as soon see all master tables indexed with a 9 digit number and
then have "ID" fields as changeable fields.

Sure would make life easier ....

Todd Anderson
J. Rubin & Co.

-----Original Message-----
From: Tim Ligas [mailto:tligas@...]
Sent: Friday, January 26, 2001 8:08 AM
To: 'vantage@egroups.com'
Subject: RE: [Vantage] Setting UP ID's on a new Install


Remember that the vendor and customer id's are the two id's in the software
that can be changed at a later date without losing historical information.
The system actually uses the VendorNum and CustNum fields to uniquely
identify the vendors and customers.

Tim

-----Original Message-----
From: Lois Heisey [mailto:lheisey@...]
Sent: Thursday, January 25, 2001 6:23 PM
To: vantage@egroups.com
Subject: [Vantage] Setting UP ID's on a new Install


Could anyone please offer me suggestions for setting up ID's in a new
install. IF we went Alpha Numberic what are the pitfalls? If we
went strictly numeric what are the pitfalls? I am referring to
various ID's throughout the sytem. All help and suggestions would be
most appreciated!!


To unsubscribe from this group, send an email to:
vantage-unsubscribe@egroups.com




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7
One warning about ID codes.... they are (all?) stored as Character type
fields and sort accordingly. If you use a purely numeric ID you will really
want to either pad smaller numbers with leading zeros or make them all the
same number of digits ALL the time. Otherwise your reports will sort really
strange because character sort order is strictly on the first digits seen
not on numeric magnitude.

Our employee numbers from Classic got converted and some are 2 digits, some
3. They sort like this:
21
214
250
30
312
330
42
470

Same with our customer numbers which really messes up aging reports. There
are report builder tricks to create numeric versions and sort correctly but
the native Vantage reports are still goofed.

Knowing that the ID fields sort as characters can have advantages where you
can pad the first characger with a space and force the most frequently used
items to the start of drop-down lists. Very useful for shipper and terms
codes.

-Todd C.
Harvey Vogel Mfg. Co.


-----Original Message-----
From: Lois Heisey [mailto:lheisey@...]
Sent: Thursday, January 25, 2001 6:23 PM
To: vantage@egroups.com
Subject: [Vantage] Setting UP ID's on a new Install


Could anyone please offer me suggestions for setting up ID's in a new
install. IF we went Alpha Numberic what are the pitfalls? If we
went strictly numeric what are the pitfalls? I am referring to
various ID's throughout the sytem. All help and suggestions would be
most appreciated!!



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