So let’s get to the real issue… Is Your ERP ID Code Schema Costing You Money?
By establishing non-intelligent ID Codes, you eliminate the need to rework, or revamp your schema during an implementation. This saves both time and money. That’s why choosing the proper ID Code schema to reference your groups is critical to your project, implementation, and your client’s success. Now, let’s look at intelligent ID Codes and what they can offer.
Advantages of intelligent ID Codes:
Significant ID Codes offer time savings downstream, and they can help prevent data entry mistakes and improve manufacturing efficiency. Here’s how:
Search efficiency: With this type of scheme you can group similar codes in your design documentation and spreadsheets and then more easily sort and search among them. You can also create queries and reports more efficiently, by just pulling in the code, not the description.
Error reduction: This type of ID Code scheme provides a frame of reference for each group by specifying the group to which it belongs. If an employee needs to quickly verify the validity of a group of data, you can use that group ID code to pull that information, sort, filter, etc, and check to see if there is data in the wrong group.
Disadvantages of intelligent ID Codes:
While there are many benefits to using a significant ID Code scheme, this type of schema also has some shortcomings. For this type of scheme to work well in an organization, employees must be familiar with the former and current code schema structure (if there is one). Such a scheme also demands ongoing attention and can introduce delays in your processes. Here’s why:
Training and knowledge required: Since these ID Codes have some meaning and significance to the group it represents, the stakes are high if the group is not properly defined. The person assigning the ID Code must know how and when to create a new group. An incorrectly classified Class ID can be misused because of the information implied by the code itself.
Ongoing maintenance: A new Class ID that does not fit the current scheme will require an evaluation of the entire scheme and definition. The logic of the ID Code system must be understood and carefully maintained, and group sizes planned in advance. For example, if all the significant digits in a string (o 0-8) have been used before, and there’s a similar group that must be set up, now you have the. potential of two groups with similar ID Codes, and employees possibly not paying attention to the description, leading to errors. What do you do? You need to spend time upfront planning for how to avoid this type of conundrum and how to address any challenges when they arise. When mistakes do occur, how is this handled and what is the best way to fix the error(s)? You will spend significant time updating the system and training (or re-training) people on the changes.
So Which ID Code Schema Should Your Company Use? Intelligent or Non-Intelligent?
Ultimately at the end of the day, the decision is made by the customer, or end user of the product. As a consultant and trusted adviser, it is our responsibility to offer the pros and cons with each option, and to allow you to make the best decision for your organization.
Have questions as to what ID Code Schema is best for your company?
Whether you’re a user, a seasoned Consultant, or a new Consultant, you know that setting up ID codes in Epicor ERP is critical to the basic setup and configuration to all applications in the system. You may also know, that once an ID Code is created, it becomes a Primary Key field in the database, for mapping purposes. The code is also a way to filter and group large amounts of data, for reporting. The frustration comes when there is a transaction against this, and you find out very quickly that it cannot be changed.
This is the primary reason why setting up these codes should involve some thought and planning. In Epicor ERP, you are limited to eight characters.
Part Numbering Schemes
Consultants and clients alike, typically use one of the following types of ID Code schemes:
Non-intelligent – Also referred to as “non-significant.” The ID code is generic and does not provide any information about the group. Non-significant ID Codes are typically created in a series, (typically in numerical order), regardless of the group or reference. Using this ID Code system, a code could be assigned an ID Code – T100.
Intelligent – Also referred to as “significant.” The ID code contains descriptive and informative details that provide significant information about the group. With this type of scheme, an ID Code is generated for a Part Class, might be “RES” where “RES” stands for resistors.
Which scheme should you use?
In any manufacturing organization, establishing an ID Code should be an efficient and accurate process. Consider your current and future operations when selecting which type to use. Here are some pros and cons of each:
Advantages of Non-Intelligent ID Codes:
Using this type of scheme will save your organization time upfront. You can ramp new employees quickly, avoid relying too heavily on any one person and maintain the system without much overhead. Here’s how:
Time savings: It takes little to no time to pull a sequential ID Code for a group. Moreover, most of the setup is complete before cutover, and any additional setups are added on an as needed basis. Assigning an ID Code can happen fast. You do not have to put much thought into what the code should be as it is completely generic.
Little training needed: If the organization hires new employees, they will not need to learn how to define an ID Code and can focus their attention on other tasks. Assigning a new ID Code can happen with little training.
No single point of failure: To rely on a single person who knows and understands the coding schema, which was established in the past, means you sometimes must wait to assign a new ID Code. With non-significant ID Codes, you can easily have multiple people create them. NOTE: Since this is part of “Setup” in all application of Epicor ERP, Security group settings and rules should apply.
No “back-tracking” or having to redo setup and configuration: Since the ID Code is non-intelligent, and since you cannot change an ID Code once it has been established, you can always reuse the code for a different group by simply changing the description. This also avoids the dreaded “DO NOT USE” definition description when ID codes are created and cannot be deleted.
Simple maintenance: It is easy to maintain this type of scheme, as it’s essentially a sequential list. You will not have to decide where and how a new ID Code fits into the scheme.
Disadvantages of Non-Intelligent ID Codes
Using a non-significant ID Code scheme isn’t completely error-proof; mistakes can happen, especially if data entry is involved, and managing similar parts can be difficult. Here’s why:
Potential for errors: Because it doesn’t have meaning, a non-significant ID Code does not provide any cues to help a user evaluate a group. If a ID Code is manually created, even an experienced person may fail to spot a data entry error. ID Code E100 could inadvertently be entered as E001, with no frame of reference for a user to determine if the ID Code makes sense in the context of other data, the error will likely go unnoticed.
Difficulty managing ID Codes: Without common prefixes, this type of ID Code scheme may require more work to maintain. You’ll need to track additional metadata (descriptions) to define your codes and then use that information for grouping or searching (and for reporting) since the ID Codes do not provide identifying information.
An ERP system is like a person or a house: without integrity, you can’t put your trust in it.
One of the great things about Epicor ERP is its openness to customization. That feature can also be a source of trouble. It’s all in how you use the power.
Strictly speaking, you can’t directly modify Epicor’s software without a special Software Development Kit. Changing the base software opens the proverbial can of worms and has lots of ramifications we won’t discuss here, so what we’ll be talking about is the traditional “customization layer” the 99% uses.
Terms to Remember:
Business Object (BO). Data manipulation is governed by Business Objects. You hand the BO a dataset and let it figure out how to care for the data’s integrity, rather than writing directly to all the tables in the dataset.
There is a “Part” business object, for instance, that governs the Part table and its dependent tables. It won’t let you change the base unit of measure for a part if there is any activity like transactions, open orders, or open job materials for a particular part so you don’t, for example, make an material’s on-hand quantity of 10 Each suddenly 10 Gallons, or orphan transaction history by deleting the part.
Embedded Customization. Also known as a “screen customization” or just “customization” (client side) that sits on top of a form such as Part Maintenance. You can add a new field on the screen and attach it to a data source or use C# code to add and modify events happening inside the form to suit your business practices.
Personalization. Similar to the customization, the personalization is a user-made modification that sits on top of the form/screen customization (that sits on the base software). They’re mostly used to modify field placement, grid layout, etc. to let the user see and arrange things in a way useful to them.
BPM. Business Process Management Method and Data Directives (server side) modify data actions triggered by events on the form. They are typically accessed in record updates, new record creation, and so on. The Part BO has many methods like add, update, and delete, so you can say, “when this thing happens to the data also do this other thing,” or “when we create a new record add this thing to it.”
In generic terms, a typical Epicor ERP session works something like this:
An Epicor form loads with standard (out of the box) data views, operations, etc.
Epicor then looks for a screen customization and applies it on top of the standard form.
Epicor looks for a personalization for the current user to layer over the form and over the customization, if any.
The form displays and allows the user to do things.
BPM – Method and Data Directives (server side) hang around and wait for the appropriate signal to take action, say, when you click the save button.
This is what I’m calling the customization layer–the places Epicor gives us to add in/change functionality.
So, where’s the danger? Here’s an example.
When we store data changes through Epicor’s Business Objects, we trust the BO to keep us out of bad trouble. But the data is stored in a SQL Server database, and it’s possible to go outside of Epicor and write directly to that part table or delete records via SQL commands without checking any dependencies. It can be much faster, in the same way ignoring the speed limit in your car can get you home sooner. Maybe you won’t corrupt your data. Maybe you’ll make that turn on four wheels.
There are occasions and circumstances when it’s okay to skirt the rules.
Rarely, something gets stuck and the BO won’t let you correct it, so a SQL fix is in order. Since directly using SQL commands on your database can invalidate your Epicor service agreement, I’d recommend doing it with one of Epicor’s folks on the phone.
Some simple tables and some fields don’t have dependencies that the BO cares about. It’s possible to take a more direct approach within Epicor—when you know what those are.
This topic comes up periodically when we developers talk amongst ourselves. In our company, the standard is to operate from within the Business Object unless there’s a compelling reason for something different.
Currently, sales order entry staff do just what their title implies: they enter orders. Sure, an order might be generated from a quote, but someone must enter that first. Data entry, day after day. What if your customer could send you a purchase order and it just magically appears in Epicor?
It’s not quite magic, but pretty close. Here’s the basic operation of Epicor ERP’s Automated Sales Order Entry:
Your customer sends an email with a PO attachment to a designated email address.
Intelligent Data Collector (IDC) identifies the attachment and pulls it into DocStar.
DocStar creates a “pre-order” and automatically filters it to a workflow.
A user steps in at this point and checks for exceptions. If there are exceptions, they are corrected by the user.
The pre-order passes validations.
An order is born, demand is created, et cetera.
Oh, I see you’re starting to get the implications, so I’ll give you a moment. Okay, moment’s over.
How handy is that? Imagine how much more of your sales order processing staff’s time can be spent on value-added processes, versus mindless data entry, and how errors can be reduced through automation.
It’s not a panacea. It won’t handle parts-on-the-fly or configured parts. It will bring in sales kits, but there’s no way to edit the kit within DocStar. Still, exciting news.
Epicor has made a commitment to provide us with tools to rationalize our work processes and give us the information we need to make intelligent decisions, and we know more is coming.
In the beginning there was Epicor Vista. Then Vantage brought a new user interface. Epicor ERP incorporated a version into the name, E9, along with major changes to underlying structure on a Progress database. With E10.0.xxx, the structure was streamlined with a switch to Microsoft SQL Server, bringing huge increases in performance and a new (modern) menu, as well.
With the first major upgrade to E10, E10.1.xxx, incremental features were added, increasing ERP’s functionality. It was faster, more polished, did more. But from a user standpoint, most basic operations worked pretty well like they did in previous generations. Order entry was order entry, was order entry.
A couple of years ago we heard rumors: get ready for some new stuff.
DocStar-enabled application allows automated entry from a scanned image or email attachment of your customer’s purchase order.
Connected Factory
REST-enabled communication lets EPICOR get information directly from shop floor machines and other devices via the IoT (Internet of Things).
Lite MES
Kinetic-enabled user interface allows MES (Manufacturing Execution System) operation via touch-screen devices such as smart phones or tablets.
Scheduling Boards
Kinetic-enabled versions of Job Scheduling Board, Resource Scheduling Board, and Resource Scheduling Board make it easier to drag/drop and drill down, dynamically change timelines, and schedule jobs in “what if” mode.
Time and Expense Mobile App
Provide the capabilities to access and maintain time and expenses via smart phones and tables, including a “read-only” offline mode.
Project WBS Phases Revenue Recognition
Allows revenue recognition of WBS phases independently of the entire project.
OData 4.x and REST v2
Tools allowing communication among many sources, including Excel spreadsheets and the Internet of Things.
All right, there’s a ton of information here, but difficult to fit into a single blog post.
According to sociologists, my brother and I are from the same generation. Sometimes I wonder… with nine years between us, we occupied two very different points of time, especially when it came to music. My brother was a man without a hat, a child of the 80s, while I left my toque at home so I could let my hair hang low à la Kurt Cobain. But in spite of the age gap, we shared an abiding mutual interest in contemporary sounds, and my brother once remarked, when comparing my Pearl Jam to his Bruce Springsteen (Springfield, after all, had been his generation’s Eddie Vedder), that my music was sure easier to dance to. That was certainly a surprise to me. I always thought of myself as a double-left-foot biped, and moreover I’ve long suspected that I have no genetic predisposition to dance—our father’s visits to the local dancehalls were to roughhouse, not to two-step, and I’ve often wondered if he only met my mother because he couldn’t find another ruffian to dance with that night.
For many years I was close with a World War II veteran who also met his spouse at a dance hall. As a man of the Greatest Generation, he felt the Great Depression firsthand, served in the European Theatre, and returned to the States to become a successful business owner and family man. But if you asked him what he really was, he’d tell you he was a dancer.
His greatest joy was to fling himself and his dancing partner across the parquet of a long-forgotten ballroom, with the band laying it down in the corner. And whenever I’d make it home to see him after an extended consulting gig, he’d ask me if there were any polka bars in the town where I’d been. It broke my heart to disappoint him that I couldn’t find a polka venue to spend my nights, as his dance hall culture had long since become an American timepiece.
My crowd, for one, never caught onto it, and I personally never learned how to dance. I didn’t exactly need to be Jean Erdman to make my way through a mosh pit, and my crowd later gravitated to house and electronica music, where dance meant minimal vertical sufficiency while moving to the beat. Even still, I found one abiding continuity between my companion’s old-style Polka and my Mosh. Always keep moving, always keep to the beat. Or, as he loved to say after reminiscing about his dancing days, “Don’t ever let grass grow on your wheels.”
Good software is like a good dancer—it doesn’t stop moving.
Has anyone on this dance floor ever worked on a green screen application? Or does anyone remember the look and feel of Netscape Navigator? In spite of my nostalgia for 90’s apps, baggy jeans, three-chord anthems, and a full head of hair, I realize that software doesn’t stand still—a software package that can’t dance soon becomes a two-left-feet wall-flower. And a software package that can’t teach its users how to dance might lose out to nostalgia. It was the twist that put my polka buddy out for good: “I just can’t understand how a guy can do nothing but put out cigarettes all night on the dance floor and call that dancing.”
Fresh off Epicor’s annual Insights conference, I’m ready to tango and tangle with all the new capabilities that are in development or already in the process of being released to the user community. Needless to say, there is a whole lot of shaking going on at the great Epicor Code Laboratory, where Epicor’s waltzing wizards ply their trade. And the release of this functionality for public consumption is more than just movement for its own sake. Like a good ballroom turn, software release requires a cadence, and Epicor has been hard at work perfecting its rhythms.
New releases of Epicor functionality conform to the Major.Version.Release.Update structure.
For example, a company on version 10.2.300.4 would be broken out in the following manner:
Major: 10
Version: 2
Release: 300
Update: 4
These different elements are further described below:
Major:
Major Product changes occur when fundamental architectural changes are made to the product. From a customer perspective, a new product level may require significant changes at the database or application server level.
Any customizations in the previous product level need to be retested, and many may need to be rewritten entirely.
Significant functionality or user-interaction changes may also be included, which may require retraining of the user community.
The most obvious example of this was Epicor’s monumental move from 905 to E10. This was a fundamental change to the database and all the levels of its server-side business logic.
Major Product deliveries are planned to occur approximately every 60 months.
Version:
New versions may have a significant impact on Epicor’s data schema—fields may be added or removed.
For example, Epicor’s move from its 10.0 to 10.1 brought with it important improvements in performance, stability—not to mention a ton of new features.
New versions of the software are planned to occur every 18 months.
Release:
Releases are fully-packed new instances of the software, with significant functionality enhancements, but the enhancements are limited as to allow for an easy upgrade process from a prior release.
Releases (or patch-levels) include additive changes to Epicor’s data schema, but no deletions.
These changes may have minor impact to BAQs, BPM’s, and screen customizations, but these are smaller in scope and gravity than with new versions.
For example, in the .300 version of Epicor’s 10.2 product, Epicor’s License Plating (PCID) functionality was greatly enhanced.
New releases are deployed every 6 months.
Update:
Updates are smaller, release-specific changes, constructed with the intent of addressing issues within the current release. Changes are restricted to minimize disruption. As such, technology or schema changes are not present in these packages.
User training is not required for updates—the system will function as it previously had, only with fewer issues.
Updates are released every 2-3 weeks.
Within this structure, it is important to understand the rationale of Epicor’s release cadence. The goal of their rhythm is to minimize business disruption, while at the same time quickly providing resolution to issues, and providing functional enhancements at a reasonable rate. The implementation of this cadence has allowed Epicor to balance functionality and support, while allowing the customer base to focus on running their businesses without interruption.
For cloud customers, these upgrades happen automatically, with prescribed periods set aside for preparation, testing and validation, prior to deployment. For customers who have the application installed on-premises, the cadence is customer-defined. I have found that customers who keep their system up-to-date reap the benefits of this decision—new versions are easier to maintain and support, and they perform better and have fewer issues.
As such, my advice to customers with regard to the frequency of upgrades is simple: learn how to dance and don’t ever let grass grow on your wheels.
Have a question about Epicor ERP, Prophet 21, or ERP system updating cadence? Let us know.
