How to prepare an order in Worksheet

Transcription

1 The following pages are a walk through of a basic way to get an order prepared with worksheet for AIS. This is only a guide to help you learn the best way to get an order together, and how to create an XML file, which will be used for order importing at AIS. For the purposes of this demonstration I will use (1) 6 x 6 Matrix workstation Bill Of Materials (BOM)

2 Step 1 The BOM (Giza Only) When you first get into Worksheet, you will have the BOM listed as below. Giza has the frames and tiles grouped into individual line items. You can expand them individually, which is what AIS will require both for imports as well as manually entered orders. The main reason we ask for the itemized BOM is that we can save time and avoid errors by having the BOM consolidated. Rather than enter the same tile sizes over and over for different frames we will group them into one line item.

3 Step 1 The BOM (Giza Only) The way we will itemize the BOM is to flatten out the frames and tiles. To do this (as shown below) only takes three steps: 1. Go up to the command line and click on Edit 2. Go down to Flatten Standard Outline or Level 3. Worksheet will ask you to confirm, click on Yes Now the BOM is ready to be consolidated.

4 Step 2 The BOM (Consolidate) Now that we have the BOM ready to be consolidated, this process is extremely simple. 1. Go up to the command line and click on Worksheet 2. Go down to Consolidate 3. Worksheet will display a consolidate box (next page)

5 Step 2 The BOM (Consolidate) The consolidate box is the criteria that the BOM will be consolidated by. This function will merge items that have the matching criteria as listed in the check box section of this dialog box. You can have the consolidate feature be extremely specific using these check boxes, but for training purposes I have I have detailed the 2 most common configurations below. Without Options With Options Using only the Mfg, Cat, and Part Number will merge all of the items with the same information. This will take, for example, all of the 24x36 works surfaces and combine them into one total, regardless of any other information. Using the same options as a non-optioned BOM, but adding Option Group will have a different result. This will merge all of the items with the same information, while taking into account the options selected in the BOM. This means you will only have to option the 24x36 surface one time when selecting finishes. This means if you have 2 different options on 2 different 24x36 surfaces they will remain individual, while only merging with other surfaces with the same finishes. Note: Any other boxed checked will only consolidate with like items, so if you have tags in the drawing or use Alias, you will want to check those boxes off as well to retain this information.

6 Step 3 The BOM (Sorting) Before selecting the options, it is easiest to place them in order by part number. Not only will this be easier for finding items later in the BOM, but it will group items together by category. For example, all of the Accessories in the catalog start with A- and all of the electrical starts with E-, P- for panels, and so on, and so on. The easiest way to do this is to click on the column name and click on yes. This will sort the column. Note: This works for any column, which is handy for sorting by manufacturer or by list price.

7 Step 4 The BOM (Options Options Box) In order to start selecting options you need open the Options box. This can be done one of three ways, clicking on either of the paint pallets or pressing the F8 key. The Options box is where you will select the actual finishes for the line item you are working on. (next page) Note: You can also use Global Options, which is detailed just after the Options Box section.

8 Step 4 The BOM (Options Options Box) The Options box (below) is where the finishes and options are selected. You will do this by clicking on the available options in the lower box until there are none available. The upper box will display options you have already selected, as well as any up-charges that are associated with them. Below is a basic break down of the Options box and what each area is used for. Current Option (details the option you are currently selecting for the current item) Available Options (choice of finishes / options available to select from) Price (list price of options, which details up-charges or deductions) Un-Selected Options (finishes and options still needing selections) Default Options (selecting this box will automatically carry over the options from this item to the next one) Tag / Note (displays tags or notes applied to symbols in the drawing or added to the BOM) Back / Next / Finish (to navigate through the BOM items one at a time) Note: Not all products will have options to select, as they will only come finished one way. Some of these items are internal electrical, task lights, paper management and keyboard arms.

9 Step 4 The BOM (Options) Once you have used the Next key in the Options box and gotten to the last item in the BOM, all of the finishes and options should be selected. The BOM will look more like the below example. If you would rather not go through the options for each item individually, you can use the Global Option feature, which is detailed on the next few pages. The way to begin this process is to click on the Global Options tab at the bottom of worksheet BEFORE you select any finishes or options in your BOM.

10 Step 4 The BOM (Options - Global) Global Options is a way to add finishes to the entire BOM using standard finishes. If your project has only one fabric / paint / laminate this is a much faster and easier way to select your finishes. Once you have clicked on the Global Options tab, your screen will look like the below example. You will have three main sections to watch in the Global Options tab: 1. Option Groups (where the items that have the same options available are located) 2. Available Options (where you will select the options / finishes. Similar to Options Box) 3. Items (where the items the selected options will apply to are displayed) 3 1 2

11 Step 4 The BOM (Options - Global) As you select the option to the right, the items will have these applied to them. In the Option Groups box there will be small green check marks next to the items that have all the available options applied to them. This lets you know you have selected the options correctly. Once you have selected all the options in the Global Options tab, you will want to click on the Worksheet tab. This will apply all the finishes and options you have selected to the BOM. It will confirm with you that you want this to happen, make sure to click YES when going from Tab to Tab.

12 Step 4 The BOM (Options) Now you have a BOM with all the options selected. Both Options Box or Global Options should have the same end result. At this point you will want to review the BOM in detail to make sure everything is in order. Should you have any discontinued or incorrect items on the BOM they will show up with a $0.00 list price. If this happens use the catalog menu to the left to update the items to current catalog part numbers. Once everything is in order, and you are ready to send this to AIS, you can export the BOM to an XML file (next page)

13 Step 5 The XML Creation The XML file is the type that AIS uses for order importing. It is pretty simple to create: 1. Click on File 2. Go down to Export 3. Select OFDA XML file 4. Save the XML file

14 Step 6 The End AIS Customer Service will be sending you an acknowledgement based on the order submitted. As always we will be here to help and to answer any questions you may have. Feel free to call AIS ( ) with any questions.