Health Check September 5, 2019 Presented by: Sarah McGinley.

Health Check September 5, 2019 Presented by: Sarah McGinley

Packaging Run Directly from Packaging PdO Right-click from Packaging Worksheet
Advantages: Automatic calculation of volume consumed and remaining in tank Plan packaging for multiple tanks at once Plan packaging for bright beer PdOs not yet expressed A favorite feature that’s underutilized Two routes to work through best: Planning ahead, create from Bright Beer PdO Liquid in tank, create from Packaging Worksheet If behind – Ask if demo-ing at end makes more sense for audience interest *Scroll to prior Amber PdO and existing liquid in Bright

Agenda: Introductions Methodology Database Audit Pro-tips and Tricks
Utilities & Imports

Introductions In seconds, tell us: Your name Role and where you work How long you’ve been on Orchestrated What’s one big thing that happened this year where you work? Any exciting plans over the next year to grow or expand? What’s one thing you would like to learn from this session?

Methodology Orchestrated Concepts What the Heck is a Health Check?

Orchestrated Concepts
The Continuous Cycle Single Source of Truth Good data in = Good data out Orchestrated Methodology The Continuous Cycle Single source of truth Good data in = good data out

Methodology Orchestrated Concepts What the Heck is a Health Check?

What is a Health Check? Database Audit Process Improvement
Inventory & Demand Planning Chart of Accounts THIS SLIDE NEEDS WORK

Database Audit Master Data Open Documents Inventory & Demand Planning
Chart of Accounts Alerts Management

Item Master Data Remove accidental entries Inactivate old items
Update lead times Check default warehouses Spellcheck! Remove accidental entries Inactivate irrelevant items Update lead times Check default whses Spelling

Business Partner Master Data
Remove accidental entries Inactivate old BPs Update contacts & addresses Spellcheck! Remove accidental entries Inactivate irrelevant BPs Update contact info/addresses Spellcheck!

Master Data Utilities

Master Data Utilities Let’s take a look! Excel based tool
Easily note exceptions Mass update items and business partners Let’s take a look!

Chart of Accounts Alerts Management Health Check Scorecard

Open Items List MODULES > Purchasing > Purchasing Reports > Open Items List MODULES > Production > Production Reports > Open Items List MODULES > Sales > Sales Reports > Open Items List MODULES > Inventory > Inventory Reports > Open Items List Open Documents Purchasing Documents Close irrelevant Pos Take next steps on overlooked docs Beware duplicates Production Orders Close completed PdOs Close irrelevant PdOs Future production planning Sales Documents Close irrelevant SOs Inventory Transfer Requests Fulfill or close

Purchasing Documents Close outdated POs
Take next steps on overlooked POs and GRPOs Note overdue invoices Beware duplicates Open Documents Purchasing Documents Close irrelevant Pos Take next steps on overlooked docs Beware duplicates Production Orders Close completed PdOs Close irrelevant PdOs Future production planning Sales Documents Close irrelevant SOs Inventory Transfer Requests Fulfill or close

Purchase Orders Points of Interest What to Research Past Due
Future Planned Real-time What to Research Duplicates Documents not linked Orders that won’t be filled

Goods Receipt POs Points of Interest What to Research Past Due
Future Planned Real-time What to Research Duplicates Documents not linked Needs to be closed

A/P Invoices Points of Interest What to Research Past Due
Future Planned Real-time What to Research Duplicates Documents not linked Needs to be paid Scenario: Is this a service type invoice and we didn’t need any of the base documents? Do we need to make payment on this invoice or have we only made a partial payment? You can use the open items list, drill into any of the documents and open the relationship map then review any associated documents. You can also open the invoice document and switch to find mode and search for all documents for a specific vendor.

Production Orders Points of Interest What to Research Past Due
Future Planned Real-time What to Research Planned vs Completed Qty Days Overdue Duplicates (Batch #, MPN) Scenario: Do we have production orders that had the date pushed out? Are some of these duplicate production orders that were already processed? You can use the Batch Number Transaction Report (Inventory Reports) to troubleshoot batches of open production orders.

Production Orders Close Wizard! FIX THESE ANIMATIONS

Sales Documents Close outdated SOs
Take next steps on overlooked SOs and Deliveries Note overdue invoices Beware duplicates! Open Documents Purchasing Documents Close irrelevant Pos Take next steps on overlooked docs Beware duplicates Production Orders Close completed PdOs Close irrelevant PdOs Future production planning Sales Documents Close irrelevant SOs Inventory Transfer Requests Fulfill or close

Sales Orders Points of Interest What to Research Past Due
Future Planned Real-time What to Research Duplicates Documents not linked Orders that won’t be filled

Deliveries Points of Interest What to Research Past Due Future Planned
Real-time What to Research Duplicates Documents not linked Needs to be closed

A/R Invoices Points of Interest What to Research Past Due
Future Planned Real-time What to Research Duplicates Documents not linked Needs to be paid Scenario: Are there duplicate documents if there aren’t any base documents? Are we receiving payment for the entire invoice?

Inventory Transfer Requests
Modules > Inventory > Inventory Reports > Open Items List Fulfill or close!

Inventory Transfer Requests
Points of Interest Past Due Future Planned Real-time What to Research Duplicates Documents not linked Needs to be paid

Missing Items Points of Interest What to Research Past Due
Future Planned Real-time What to Research Outstanding Orders Orders that haven’t been entered

Inventory Counting More Frequently Less Frequently TTB Required
Best Practice – count ALL inventory on a regular basis! More Frequently TTB Required Beer- Monthly, from Green Beer on Spirits- Quarterly, from Distillation on Long Lead Times Mission Critical Expensive Less Frequently Short Lead Times Inexpensive Less Frequently Used

Inventory Counting Modules > Inventory > Inventory Transactions > Inventory Counting Transactions > Inventory Counting

Demand Planning Future Inventory Status Analysis – What is it?
Show a daily 20 day snap-shot of items with planned demand (sales) and supply (production). Red highlights indicate where demand exceeds supply. Typically Used by Sales staff use this to view un-committed inventory available for delivery. Production planners may also use it to view what items might need priority or re-scheduling in production. Key Requirements Accurate dates for sales and production documents. Quick Raw Inv Planning Sheet – Displays raw material supply, demand and shortages to assist users in knowing what/when to purchase additional materials. Red highlights indicate past due dates for purchasing requirements. Purchasing staff use this to view supply and demand requirements per item and allows them to quickly see when an item will run low. Accurate dates for sales, purchasing and production documents. WIP Variance G/L Analysis – What is it? The WIP Variance GL Analysis displays variances in units and dollar amounts for selected items and time periods XXXXXXXXXXXXXXXXXXXXXXXXX Closed production orders. Inventory Analysis Tool – An excel tool, that lets you quickly analyze inventory data the way you want it or use stock graphs and tabs to assist you. XXXXXXXXXXXXXXXXXXXXX Accurate dates for sales purchasing and production documents Available to Promise – List of all beverage items in a chosen UOM with On Hand, Committed, On Order and Available listed for each warehouse location. popular with Sales staff as it shows un-committed inventory available for immediate delivery. Production planners may also use it to view what items might need priority in production. Nothing specific

Inventory Reports Future Inventory Status Analysis
Modules > Inventory > Inventory Reports > Orchestrated Reports > Future Inventory Status Analysis Quick Raw Inventory Planning Sheet WIP Variance G/L Analysis Inventory Analysis Tool Available to Promise [Screenshots] Future Inventory Status Analysis – What is it? Show a daily 20 day snap-shot of items with planned demand (sales) and supply (production). Red highlights indicate where demand exceeds supply. Typically Used by Sales staff use this to view un-committed inventory available for delivery. Production planners may also use it to view what items might need priority or re-scheduling in production. Key Requirements Accurate dates for sales and production documents. Quick Raw Inv Planning Sheet – Displays raw material supply, demand and shortages to assist users in knowing what/when to purchase additional materials. Red highlights indicate past due dates for purchasing requirements. Purchasing staff use this to view supply and demand requirements per item and allows them to quickly see when an item will run low. Accurate dates for sales, purchasing and production documents. WIP Variance G/L Analysis – What is it? The WIP Variance GL Analysis displays variances in units and dollar amounts for selected items and time periods XXXXXXXXXXXXXXXXXXXXXXXXX Closed production orders. Inventory Analysis Tool – An excel tool, that lets you quickly analyze inventory data the way you want it or use stock graphs and tabs to assist you. XXXXXXXXXXXXXXXXXXXXX Accurate dates for sales purchasing and production documents Available to Promise – List of all beverage items in a chosen UOM with On Hand, Committed, On Order and Available listed for each warehouse location. popular with Sales staff as it shows un-committed inventory available for immediate delivery. Production planners may also use it to view what items might need priority in production. Nothing specific

Chart of Accounts Keep your “drawers” tidy!

Trial Balance Financials > Financial Reports > Orchestrated Reports > Trial Balance

How can alerts help? They can make your life easier by catching mistakes before you do a health check! Navigate to: MODULES > Administration > Alerts Management GRPOs over 10 days old Minimum Stock Deviation Production Component Variance > 25% To activate alerts in Orchestrated follow the steps below: Navigate to Administration -> Alerts Management. When the Alerts Management window opens, use Find Mode to search for the alert you wish to activate. After pulling up the Alert, first select the Check Box next to Activate. After Activating the Alert, check the box next to the users you wish to notify in the event the alert is executed. Our recommendation is to use the "Int." (Internal) notification system. The users will receive notification when they log in to the system. By default, the system runs the query behind the alert once per day at 8:00 AM system time. If you wish to modify the frequency, use the drop down menu to adjust the time frequency. Lastly, click the "Update" button to save the changes. Use Find Mode or the Green Arrows in the toolbar to navigate to the other alerts you wish to activate. GRPOS OVER 10 DAYS OLD This alert is useful because most GRPOs would be converted into AP Invoices within 10 days. If they are not, it could mean that a user created a spearate AP Invoice without using the Copy To function. This would throw inventory off, because it would bring the inventory in twice. MINIMUM STOCK DEVIATION Will alert you when stock quantities fall below minimum. REQUIRES YOU TO HAVE MINIMUMS SET PRODUCTION COMPONENT VARIANCE > 25% Displays all production orders where there is a variance greater than 25% on one of the issued components. THERE IS ALSO A HEADER VARIANCE ALERT (WHERE THE RECEIVED QTY IS MONITORED)

Health Check Scorecard
Handout Record the following for each document type: How many are past due Date of the oldest past due How many are future planned Date of the furthest planned

Handout Note any red flags on the following reports: Quick Raw Inventory Planning Sheet Future Inventory Status Analysis ATP Inventory in Warehouse Inventory on Hand and Aging Tank Inventory Snapshot

Handout Record any suspicious balances when reviewing: Trial Balance Chart of Accounts

Does that all sound exhausting?
Let us help!

Types of visits Optimization Business Process Overview
Post-Stabilization Support Training [picture]

Get your databases ready!
Pro-tips and Tricks Get your databases ready! Shortcuts Custom Shortcuts Lesser-known Features Things I Wish I’d Known

Pro-tips and Tricks Shortcuts Custom Shortcuts Lesser-known Features

General Shortcuts Shortcut Description 1. Ctrl + Zero
Display/hide Orchestrated main menu 2. Ctrl + P Print the current document or record 3. Ctrl + Q Exit Orchestrated 4. Any letter + Tab Enter today’s date in a field 5. Day of month + Tab Enter date of current month in a field 6. Month/Day + Tab Enter date of current year in a field 7. Ctrl + A Add mode 8. Ctrl + F Find mode 9. Ctrl + Click multiple items Selects multiple items at once 10. Shift + Click item + Click another item Selects all items in the range between two clicked items 11. Ctrl + Double click on field name Change the name of the field 12. Shift + Click the X on a window Close all windows 13. Ctrl + Shift + U View user defined fields 14. Alt + W + Y Displays System Messages Log for errors

Table & Document Shortcuts
Description 1. Ctrl + i Add row 2. Ctrl + M Duplicate row 3. Ctrl + K Delete row 4. Tab Go to next field 5. Shift + Tab Go back to previous field 6. Ctrl + Up Arrow Copy cell above 7. Double click column header Sort column table in ascending order 8. Ctrl + L See all details of row item without adding form settings 9. Ctrl + Shift + S Open Form Settings 10. Click + hold in Form Settings to… Drag and drop re-order columns 11. Alt + V + F Fit column width 12. Ctrl + G Display the Gross Profit window 13. Ctrl + Tab in Unit Price field Open Last Prices Report 14. Ctrl + Y Specify a payment method 15. Ctrl + B Bring in total balance amount when entering a payment 16. Ctrl + Tab in Whse field Open Item by Warehouses Report 17. Ctrl + Right Arrow View next document or record 18. Ctrl + Left Arrow View previous document or record

Pro-tips and Tricks Shortcuts Custom Shortcuts Lesser-known Features
Things I Wish I’d Known

Custom Shortcuts Main Menu > Tools > My Shortcuts > Customize
Select F Key Select Module Select Window Click Allocate Recommend the PdO Creation Wizard or Scheduler For a list of custom shortcuts, click List tab or Tools > My Shortcuts > Shortcuts.

Tooltip Preview Modules > Administration > System Initialization > Tooltip Preview

Drag & Relate Sidebar > Drag & Relate High-level quick look into associated documents and functions Find related documents and transactions for any given item or business partner. All PdOs that a particular malt is committed to. All Vendors a certain hop has been ordered from. All sales orders for a certain brand and package type.

Drag & Relate

Windows

System Messages Log

Utilities & Imports Utilities Imports Item Master Utility
Business Partner Utility Price List Utility Planning Mgmt Utility Imports Document Import Expense Import POS Import

Item Master Utility Utilities > Item Master Utility
Common Uses: Audit all item information Add lead times Add weights Edit warehouse or item names Edit default warehouses for items Mark old brands/items as inactive Change purchasing or inventory unit of measure Have them pull up their Item Master Utility. Talk through functionality then have them workshop Two tabs, Item Master and Warehouses Can’t delete but auto-notes when changes are made Filters across the Top (designated by blue row numbers) *Time? Audit info sheet on handout- give time for them to look through their data Inactive column Additional Identifier Buy or Make Lead Days/Minutes Anyone using User Authorizations to restrict item master data updates? Authorizations > General > Disable DI API Permission Check - No Authorization restricts user via utilities, Full Authorization bypasses authorizations Plug the Health Check class tomorrow at 12:45pm if they are seeing outlying data

Business Partner Utility Utilities > Business Partner Utility
Common Uses: Audit business partner information Re-assign price lists for your customers Update payment terms for customers or vendors Edit customer or vendor names Good to simply look over occasionally, may catch old/inaccurate info Possible mass updates to make: BP Group, Payment Terms, Price List New Project example is a solid reason to use – marketing push in a single state, perhaps Project reports: Project P&L and Transactions by Project Have them pull up their Business Partner Utility. Talk through the common uses. Audit info sheet on handout Give them time to look through their own BP Utility and answer questions/assist as needed.

Price List Utility Utilities > Price List Utility
Common Uses: Create new price lists Rename price lists Reassign price lists for your customers Update prices of finished goods Update keg deposits/credits Probably a good utility for audience participation – who does/doesn’t use? What purposes? Any pain points? Can demo creation of a new list, using base prices from another list, changing by percent (less 5%), overriding If you prefer Excel capabilities over Orchestrated functionality Paste Special in non-Price List column first

Planning Management Utility Utilities > Planning Management Utility
Common uses: Set sales goals per customer Create demand forecasts for production based on sales goals Item management and MRP setup The Planning Management Utility is used for several purposes: MRP Setup (MRP Items, Item Properties) & Sales Goals/Forecasts (Sales Goal Items, Customer Goals, Bulk Import Goals and Demand Forecast). Ask audience if there’s tabs they’d like more detail on **Can easily stretch using the MRP Items tab

Utilities & Imports Utilities Imports Item Master Utility
Business Partner Utility Price List Utility Planning Mgmt Utility Imports Document Import Expense Import POS Import

Document Import Interfaces > Document Import
Common Uses: Import multiple documents at once Mass import sales orders Generate AP Invoices for outsourced accounts payable companies Taproom/warehouse transfers Import documents in bulk – allows Sales Orders & A/R Invoices, A/P Invoices, and Inventory Transfer Requests Separate list of documents to create by BP, Reference Number by BP, Doc Date by BP, or To Whse for Transfer Requests Might prefer Excel format to clicks in Orchestrated Create multiple templates to suit different formats provided by customers, vendors or banks, sales employees, etc. SOs received from a distributor or sales personnel; can work with individual providing details to get into a useful format (anyone had luck on this front?) - Mention Distributor Portal as another option for distributor orders received directly Outsourced A/P company assistance

Expense Import Interfaces > Expense Import
Common Uses: Import bank or credit card activity using a csv or excel export file Generate journal entries or vouchers Generate AP item or service type invoices Set up and save an import template for each of your uses for quick importing Bank or credit card activity is common to import AP Invoices or journal entry/voucher

POS Import Interfaces > POS Import
This import is used for importing your tap room sales from your POS. You will create item mapping to match your POS codes to your Orchestrated items. Taproom- Inventory & Revenue Tomorrow 8:30am-11:45am This is what we consider the advanced tap room management method. You will need to set up item mapping for each of your POS codes to an orchestrated item code. If this tool is of interest to you, I highly recommend you attend tomorrow’s class at 8:30- Taproom Inventory & Revenue

Thank You! Orchestra Software 1400 NW Compton Dr. Suite 210
Beaverton, OR 97006 P: Web: support.orchestrated.com

Health Check September 5, 2019 Presented by: Sarah McGinley.

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Health Check September 5, 2019 Presented by: Sarah McGinley.

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