MACRO 2000 is the complete Cold Store Management System. It is a highly functional and flexible ERP system that includes all the sophisticated processing functions that Cold Stores need.
Cold Store Overview – MACRO 2000 Cold Cold Storage Resource Management
MACRO 2000 is designed to be highly configurable. The system has a wide range of tables, options and parameters that allow the system to be configured exactly to each users requirements.
Multi language facilities are available.
Each system is completely modular, can be installed independently or fully integrated to other modules at the user’s discretion.
MACRO 2000 is highly configurable and will tailor program changes where needed, for unique environments.
The software is continually evolving to meet changing trends.
MACRO 2000 has been established since 1978 and has a solid base of users.
All systems are developed entirely by MACRO 2000, a wholly owned South African company that has been established for over 20 years. MACRO 2000 is responsible for support, training and on-going development.
MACRO 2000 is a Cape Town based company established in 1978, which specializes in the development and support of comprehensive software systems for Distribution, Manufacturing, Logistics, Commercial and In house Warehousing, Cold Stores and Container Terminals.
The company is solutions oriented. It has been successful because it provides systems which are effective and meet real user needs. These systems provide for both management and operational information requirements.
Relational Data Base design
Screens and menu’s defined in user controlled data base
All systems fully integrated
Simple on line search and help facilities
Powerful inquiry facilities fully linked to related systems
Full Electronic Data Interchange facility
Bar coding, scanning, hand held computer facilities,
Document Scanning and recovery
Mobile Laptop and Hand Held computers supported
Automatic e-mail or faxing of documents or reports
Business-to-Business E-Commerce Module (Internet Based)
Fully interfaced to standard PC based Report Writers
The Cold store Management System is a highly functional and flexible system, designed to provide total control over Cold Stores.
The Cold Store system supports all the processing functions required as well as current technologies and is fully integrated into MACRO 2000’s range of Distribution and Logistics systems.
The Cold Store Management System is designed to be used where:-
It is necessary to control stock both by pallet (or carton or container) and by stock type where the stock location needs to be controlled by the system.
It is important to be able to control stock by receipt date / date of manufacture / the sell by date. This means that the oldest useable stock will always be issued first irrespective of its location in the Cold Store.
Stock is stored on behalf of third parties i.e. commercial Cold Stores.
The System controls the Cold Store in various ways:-
By Storage locations
By Pallet (or Carton or Container)
By Stock item and optionally by stock batch or lot.
By individual carton if required
By Customer (where relevant)
This is all done with very simple user interfaces and provides powerful on-line inquiry and reporting facilities.
The system is designed for use where: –
Stock is owned by the Cold Store operator
Stock is owned by one or more third parties i.e. the Cold Store operator is running a commercial Cold Store and renting storage facilities to third parties. In this case the system includes an automatic storage charge generation facility.
The system supports all technologies
Bar Coding/Scanning of Locations, Pallets/Boxes and Third party Bar Codes
Hand Held Computers
Radio Frequency Links between the main server and Hand Held computers, Lap Top computers, Terminals and Printers etc
Automatic links to scales, weigh bridges, conveyor belts etc.
PDA / Cell phone access to the system
Automatic e-mailing of documents and customer reports
Extensive EDI support including XML support
Fully E-Business Enabled
Document scanning and retrieval
THE COLD STORE
The system supports any number of Cold Stores or stores.
It supports stores which are fully defined with individual locations, and it also supports general or non-location stores. These could be a palletised Cold Store, or it could be a Cold Store using racks, mobile racks, bins or containers, or simply floor storage.
The system can also support Cold Stores, which do not have a formal location structure, i.e. goods are stored in the Cold Store without specific location.
A mixture of the various types is also permissible.
The system records a three dimensional map of the Cold Store which breaks the Cold Store down into storage locations and aisles.
Depending on the Cold Store type and the system options:-
Each location will hold only one pallet or container or box. There can be general purpose racks, which may contain loose stock.
Each location can contain multiple pallets/containers/boxes.
This allows locations to be defined of any capacity that suits the user.
Each Pallet or Container may have one or more Stock items on the pallet (or in the rack). There is no limit to the number of different items on a single pallet. Each pallet is identified by a printed pallet ticket.
If required the system can also identify stock on a pallet down to carton level.
Pallet Tickets are printed by the system. Where multiple stock items are stored on the same pallet one ticket will be printed per stock type, or per carton. Tickets are bar coded.
If a pallet is moved a new pallet ticket may be printed so that the tickets and the Pallet location are always correct.
The system can be automatically linked to electronic weighing scales, to ensure automatic accurate capture of weights.
The system is itself a stock control system which controls stock by pallet, by carton or pack and by weight (optional), and by product batch and lot. The Cold Store system is very strong on physical stock control, but does not attempt to control stock values, or stock management issues such as re-order levels, minimum and maximum levels etc.
The Cold Store system can be backed by the full conventional MACRO 2000 Stock Control System, which is a conventional stock control system with very powerful stock control facilities. The two systems are fully and automatically integrated.
This means that the two systems are automatically in balance and that different users can see and use the data in the way that best suits them.
The Cold Store system has a full Goods Receipt and Goods Issue facility. This allows a receipt or issue to continue for as long as needed, and for formal Goods Receipt/ Goods Issue documentation to be printed.
This principle applies to all movements including transfers and adjustments.
For Goods Issuing the system will provide facilities to automatically or semi-automatically select the pallets to be issued.
Both the Cold Store Management System and Stock Control System provide (optional) full Batch or Lot Control. i.e. Stock can be identified and controlled at a level of detail lower than just the stock code.
This is very useful for products with fixed shelf life, or where it is necessary to record stock by batch, or lot.
The system has the optional facility to control all stock by customer, where the stock is stored on a commercial basis for third parties.
If used each individual stock item has the ownership recorded. On-line inquiries and reports are available to identify stock by owner down to pallet level. This system also includes an automatic charge generation system which will automatically generate storage charges and allow for other charges (such as handling, packing, etc) according to user defined tables of charge types and charge rates.
This is all done with very simple user interfaces and provides powerful on-line inquiry and reporting.
Cold Store Mapping
The system supports various types of stores:-
A fully controlled Cold Store with all locations defined.
A general Cold Store, which has no formal locations.
For location based stores the basis of the whole system is a three dimensional map of the Cold Store.
We support Stacks, Racks and Mobile Racking.
Virtual Cold Stores i.e. Cold Stores which may be physically somewhere else or not under our control.
For location based stores the basis of the whole system is a three dimensional map of the Cold Store.
This defines each Cold Store by column, by row and by stack height.
Several different location coding structures are supported.
The map need not be completely rectangular i.e. odd shaped stores are acceptable.
Aisles and doors are also fully mapped.
Aisles can be storage locations which are marked as non-useable locations or may be just aisles.
If aisles are not storage locations they may not be used at a later stage for physical pallet storage.
The system also allows racked storage as an alternative to stacked storage.
Racks may be fixed racks, or mobile racks.
Each location within the store may optionally have a bar coded label attached which shows the location, a check character and the barcoded location code.
Cold Store Types
The system is designed to control stock in palletised Cold Stores with firmly marked and controlled locations. However, the system is a multiple Cold Store system and in real life pallets are often sent to temporary locations which are not firmly controlled, or to stores where location control is not desirable.
For example: –
A Cold Store may have a number of properly controlled cold rooms, but in addition it may have a repacking room, a blast freezing room or simply a general area for re-organising or repairing pallets.
The system supports both types of Cold Stores.
A fully controlled Cold Store with all locations defined.
Individual locations can be defined as single pallet locations or multi-pallet locations.
A general Cold Store which has no formal locations.
Any number of Cold Stores of either type may be loaded.
The only difference is that when a pallet is stored in a non-location Cold Store the system does not know where the pallet is located within the Cold Store.
Integration to Standard Stock Control System
Optionally the Cold Store Stock Control can be backed by a conventional Stock System to provide facilities such as full financial control, a purchase order subsystem, stock take sub-system, turnover and sales statistics etc. The Cold Store Management system is fully integrated into the standard stock control system and data is automatically passed to and from the standard stock control system, for immediate update.
Both Cold Store Management and Stock Control systems provide for optional full batch or lot control.
The system provides an optional stock register where valid stock codes can be pre-loaded so that standard stock codes can be used in multiple Cold Stores, or for different customers.
Stock can be recorded in packs/cartons and units and/or weight and/or volume.
Third Party Stock codes are also supported.
Stock codes with colours are understood by the system.
Stock Product Group
The Product Group Code may be used to give logical meanings to Stock Codes and to allow the system to automatically build up stock codes from operator entered structured descriptions.
Stock Batch Number
The Stock Batch Code is an important code within the system.
It can be used to:-
Provide a sub-identifier to a stock code. This could identify the manufacturer’s batch number or sell-by date.
Provide a means of connecting stock codes, which were received together in a single receipt from a customer, or in different receipts
The use of the batch number enables the system to correlate the entire receipt for its entire life span. A lot tracking facility is available.
Container Each stock item must be stored on a pallet (or container or a carton) unless it is stored in a loose rack. There are two means of defining pallets, containers or boxes.
a) Each pallet is registered and controlled by pallet number
b) Alternatively a pallet can be an uncontrolled item where the only check is that the pallet number is unique.
The system also allows a pallet to be controlled in its own right.
i.e. The Pallet is controlled even if it has no stock stored on it.
Carton Stock Facility
The system provides an optional facility to record stock on each pallet to carton level. If used, each individual carton with gross and net weight is separately recorded. The facility is very useful for random weight cartons where receipt and issue must be controlled at carton level. The facility is mostly used in conjunction with Hand Held Scanners and scanning of third party bar code labels
The System has an optional facility to set up areas in the store called Block Stacks.
a) To group the same product in the same area (or stack).
b) To group product for the same customer together (Commercial Stores)
c) To set up arbitrary blocks in the Cold Store
The GRV (Goods Receipt Voucher)
Each receipt is processed under a specific GRV. As each receipt is started a new GRV document is loaded into the system. The GRV document records data items relevant to the GRV.
A GRV can be pre-loaded at any time prior to receipt, to facilitate forward planning, optionally via EDI. If the container/ stock data is known it may also be pre-loaded.
As each pallet/ container/ box is received the details are entered into the computer. Locations can be manually or automatically allocated.
As each pallet is received the following occurs:-
a) The bar coded pallet ticket is printed.
b) Optionally Carton Tickets are printed
c) The system updates the stock, the location and movement files.
d) Mixed Pallets/Boxes are supported.
Once all pallets are received the GRV is completed, a Goods Receipt Advice is printed and the Stock System is updated.
Sundry charges (handling, packing, etc) can be logged against the GRV
GRV’s can be matched to expected manifest details.
The GIV (Goods Issue Voucher)
Stock Issues can be pre-planned and controlled by Pallet Reservations and Picking Slips. This will produce the Pallet Picking Slip for the Fork Lift Operators.
If scanning is implemented, the pallet ticket is scanned for the system to identify the stock code, owner, category, weight, etc.
Where a dispatch is pre-planned (e.g. A picking slip), a ‘quick release’ facility reduces data capture loading significantly.
If necessary issued pallets may be automatically weighed to keep track of actual issue weight compared to the original receipt weight.
GIV’s can be automatically e-mailed or sent electronically.
Cold Store History
The system records all Cold Store movements in three ways:-
a) A simple log file recording every single movement, in the order in which it occurs. This file acts as an audit trail and can be used to recover data if for example a disk crashed etc.
b) The main movement file
Each pallet stock movement is recorded on the Cold Store movement file.
This records all movements for each pallet.
Relocation between different stores is normally recorded. In-store
Relocations may optionally be recorded.
c) Summary Movement File.
The main movement file, which records pallet movements, is too detailed for general inquiries.
The system includes a summary movement file, which summarises movements by customer, stock code, batch, and document. The History file inquiries and customer inquiries obtain their data from the summarised History File.
Automatic Link to Weighing Scales
The system can optionally link directly to Electronic Weighing Scales, weigh bridges etc
Every pallet will have a pallet ticket printed by the system and attached to the pallet. The ticket are bar coded and may be scanned onto the issue voucher
The system can scan third party bar codes providing the content of the bar code is understood.
Third Party Bar Codes
The system has full translation and decoding facilities for third party bar codes, and third party bar coded carton labels. This includes support for international EAN coding standards.
All Cold Stores no matter how well controlled require pallet relocation facilities:
Pallets can be relocated at any time. Relocation may be within the same Cold Store or to any other Cold Store in the system. Pallet tickets will be automatically printed for the new location. Pallet relocations can be captured on remote hand held data devices via radio frequency connection to the main system.
When stock is required to be issued, the system allows this to be pre-planned
The System provides a Stock Reservation facility. The system can automatically select the first available pallets or the operator can select pallets from the available pallets. The “first available pallet” is conditioned by user defined rules which include oldest stock, oldest sell by date, most accessible pallet etc.
The system can optionally produce Picking Slips to facilitate stock picking from the Cold Store. The pick slip can be automatic, semi-automatic or captured manually.
Cold Store Movement History
The system records all Cold Store movements in three ways:-
a) Every single movement, in the order in which it occurs
b) Each pallet stock movement is recorded
c) All movements by customer, document, shipment (or batch) rather than seeing it at pallet by pallet level.
Where stock is transferred from one means of transport to another without going into the Cold Store, the system will record this as if the stock had been received and immediately issued. Picking Slips support user defined selection sequence (e.g. First in first out etc.) and user defined print sequence (e.g. Print in pallet location sequence)
Cold Store Stock Transfers
Where the product may not even move.
This can be required for:-
a) In a commercial Cold Store, ownership of the goods could change.
b) Where the stock system has a Bonded Store and a non-Bonded store.
c) Change of Stock Code.
This could occur when the stock is received under the wrong stock code, or when a stock code changes, e.g. stock code could be re-labelled and require a change of stock code.
Stock Ownership Transfer
The system has the ability to transfer ownership of stock while it remains in the store
Quality Levels An optional user defined field that can be recorded for each pallet or carton is the Quality Control level.
The Stock Master record can optionally be set up to record the latest quality control level and the minimum acceptable quality level.
If both levels are set then stock below the minimum level will not be accepted unless it comes from a second grade store
The system has been customs approved for bond stores or stores with mixed bonded and non-bonded stock items.
This approval means that bonded and duty paid items need not be physically separated.
Bonded / Duty Paid stock is strictly controlled.
Items may be moved between bonded and non-bonded status without a physical stock movement.
Movements between statuses are entered via a special program which records the status changes, creates a bond status change document, and places a history record into the Cold Store activity tracking file, with details including the customs document type, date and reference number, Bill of entry number etc.
Please note that this facility does not replace the present manual bond book, but does create a transaction history that can be matched to the manual bond book.
The system includes an activity tracking facility that can be set to track document flow, pallet or container movement etc.
Tracking history is available via the Internet
Stock Take Facilities
The system provides a full stock take facility.
This can operate in one of several ways, either manually or scanning the bar coded pallet tickets with Radio Frequency linked Hand Held devices, or Hand Held dockable computers.
The Stock Take Program produces detailed stock variance reports but will not automatically correct stock variances.
THE STORAGE CHARGE GENERATION
The Storage Charge Generation System is relevant only to those who run Cold Stores on a commercial basis where storage space is rented to the Third Parties, or they are charging for various services provided in relation to the stock stored.
Various types of charges may be raised:-
a) Storage Charges
Storage charges can be calculated daily weekly, fortnightly or monthly.
Storage charge calculations are completely automatic.
b) Automatic Sundry charges for services.
The system can be instructed to automatically generate up to 8 sundry charges for each Goods Receipt and/or Issue.
c) Optional Sundry charges for services.
The system provides an unlimited number of user defined services and an unlimited charge rate structure. Each service has a default charge rate. Over-ride rates can be loaded per customer, per stock item, per stock batch and per receipt if needed. Services may be charged by pallet, carton, KG, Litre, Cubic Meter, per hour etc.
Charge Price File
Charge rates can be loaded to (optionally) ever more detailed levels of complexity. The price file allows prices to be loaded in a hierarchy. The hierarchy is searched from the bottom up until the correct charge rate is found. Prices can be loaded by customer, product group, per batch or per file etc.
Charge rates provide for all practical units of measure such as per pallet, per carton, per unit, per KG, per cubic metre, per freight ton, per litre per hour, user entered values etc.
Bonded stock can optionally incur different rates to free storage.
Free storage period are supported.
Minimum charges per pallet, per stock item or per invoice are all supported.
The system will produce invoices as needed. These may be weekly, fortnightly or monthly or on request.
Invoices may be produced for all customers, or for specific customers.
Optionally invoices may be produced for a shipment, at the end of storage for that shipment
Invoice details will be automatically transferred to the Debtors System.
The Invoice is in fact a stock balance and movement summary as well as a charge document. It details, Opening balance per stock type, Movements, Closing balances, Charge rates and Sundry charges.
The system can also raise immediate pro-forma invoices where the customer wishes to take his stock and a charge calculation is needed urgently.
THE DISTRIBUTION SYSTEM
The Distribution and Logistics systems are fully integrated.
The distribution system can accept delivery instructions manually or via Electronic Data Interchange.
The Distribution System can initiate Pallet Picking facilities, and auto load Cold Store Issue documents.
Alternatively Pallets can be issued without any direct reference to other systems. Distribution Invoices have access to the Cold Store Issue Document details to reduce data capture and to ensure that the same data is used, and can print third party documentation such as sales invoices, delivery documentation etc. The Distribution and Cold Store documentation can be automatically emailed or forwarded via EDI, both to the owner of the product and to the purchaser.
Controls trucks/containers in and out of the yard
Covers routing and planning
Transport suppliers are registered as suppliers on the Supplier master file.
Transport Instructions to be generated as needed.
The system will print the transport order
The system will generate an automatic invoice to the creditors system, when the transport dispatch is confirmed.
The invoice will be automatically be paid, with the periodic creditors payments.
The transport order will be emailed to the supplier.
Transport orders will be costed.
The system will include a rule for the value to be recovered from the customer.
The transport order will be written to the extra charge file, for automatic inclusion in the shipment invoice.
THE DEBTORS SYSTEM
The standard Debtors System is used for all customer related processing.
The optional Storage Charge generation facility also links directly to the Debtors System.
Credit control data in the Debtors System is available to the warehousing system users.
The Stock and warehousing system is supported by a full Business-to-Business system that provides sales and distribution facilities all the way from the customer order through the dispatch process and delivery documentation, financial documentation and integration to the Accounts Receivable system.
Login codes provide full control over the functions each user is able to perform.
Detailed Stock balances are available on-line
Sales Order or Distribution information can be submitted by phone, fax, via Electronic Data Interchange or via the Internet
Sales Orders are fully checked for credit status, stock and availability etc., and electronically passed to the Cold Store system. Picking Slips will be automatically printed identifying the most eligible (e.g. oldest) stock pallets to be picked from.
The Picking Process proceeds normally, and includes facilities such as carton scanning via handheld scanners etc.
Dispatch Notes, Waybills, Customer Invoices etc. are produced automatically by the system.
VOYAGE MANAGEMENT (MANIFEST) SYSTEM
The MACRO 2000 Stock System provides a comprehensive voyage management manifest system which is used to record expected deliveries, receipts, shipping and container details, and to create manifests and shipping documentation for outgoing dispatch. This allows users to receive and create shipping documentation.
This facility also allows goods to be barcode labelled at the point of original receipt.
The Cold Store system is fully integrated to the manifest system to allow receipt preplanning, scanning of pre-labelled goods, actual versus expected reporting etc.
The system provides for EDI and Internet facilities. The system also includes optional shipment tracking facilities.
PROJECT OPERATIONS MANAGEMENT
This is combination of integrated modules that acts as a practical tool for getting things done and reporting on progress.
The system supports:-
Bar Coding and Scanning
Bar Coding and Scanning of Location Labels and Pallet Tickets
As pallets are located, the pallet ticket and the location label can be scanned to confirm the location of the pallet.
For stock take purposes the pallet label and location label may be scanned.
For pallets issued, the pallet label may be scanned to stop unauthorised pallets from being issued.
The system supports scanning of third party barcodes.
Remote Radio Frequency Hand-Held Terminals
Remote hand-held terminals linked to the warehousing system in real time via a radio frequency link, are fully supported.
The MACRO 2000 system can use remote hand-held terminals as follows:-
Data Capture GRV/GIV
To record details of pallet relocation as they happen.
Portable Label Printing Devices may be attached
Hand Held Dockable Computers
The system supports Hand Held dockable computers for:
GRV/GIV data capture
Mobile Data Capture e.g. from trucks on delivery routes
The system provides document scanning and retrieval facilities.
Retrieval is available via the internet based B2B system.
The system has the ability to use voice messages to advise the operator instructions.
Electronic Data Interchange
The system provides full support for International EDI range formats. The system provides extensive Electronic Data Interchange facilities using EDIFACT, XML or conventional file formats.
Purchase Order Schedules used to determine expected future deliveries
Third Party dispatch documentation. This is fed into the manifest facility to determine dispatches from third parties
Customer Orders/ Distribution Instructions
Customer Stock Balance Data
The system allows third parties, strictly controlled access to the system for inquiry and reporting purposes.
All printed Documents in the system can be automatically e-mailed. The system also supports data transfer to Internet based systems using the XML standard format.
INTERNET BASED FACILITIES
The web is changing every aspect of our lives, and this does not exclude MACRO 2000. We have launched new products to meet rapid and significant changes in business operations. Our new products include the core processes that are the foundation of Business-to-Business relationship over the Internet.
E-Business is not about re-inventing your business, but rather streamlining it to improve your operating efficiencies. This will strengthen the services you provide to your suppliers and customers, dramatically improving the supply cycle, allowing a real advantage over your competitors. MACRO 2000 provides a solution to your e-business development by offering a specialized product that can be tailored and implemented to transform your existing business processes.
A mobile customer supply management system.
Web enabled Customer, Stock and Availability inquiries
Web enabled Order Entry Facility
Web enabled Customer Order Status (or tracking) inquiry.
All e-business suites are integrated to the main MACRO 2000 E.R.P System.
Customer Stock Balance Inquiry/Print/Download
Customer Movement Inquiry/Print/Download
Goods Receipt/Issue Document Inquiry and Print/Download
Customer Distribution Requests
Generate stock delivery instructions
This facility checks that the request is acceptable, and that the stock is available.
The instruction will be printed automatically in the Cold Store on a standard Cold Store Picking Slip.
Load shipping manifests (or receive via EDI)
Allow Customers to load goods shipping requests/Picking Slips
Customer Container Tracking Inquiry
Full Business to Business Electronic Data Interchange
Customer Sales Facility
On-line Product Catalogue
Allow Customers to place orders
Order Progress management via the Internet
Cold Store Inquiries
On-line visual Maps of the stores showing locations used/free
Stock Balance Inquiry
Block stack inquiry
Multi purpose Inquiry
Stock by Stock Code
Stock by Pallet Number
Stock by Owner
Stock by Location
Stock by Batch
Stock by Age
GRV/GIV document detail inquiry
Full transaction inquiry at pallet and/or document/stock level
Movement tracking inquiry.
This can track physical movements and other activities such as documentation, customer requests etc.
Customer Stock Inquiries
The software provides facilities for your customer to log onto the system, in a fully controlled manner, and to gain access to inquiries and print outs of the stock to which they are entitled to access, i.e. their own stock and that of partners who they have authority to access.
Third Party access, optionally via the Internet with automatic faxing/e-mail support
Stock Movement Inquiry
Stock Balance Inquiry
Balance and movement print out
Extra Charge Inquiry (for commercial Cold Stores)
Account s Receivable (Debtors)
Stock Control and Distribution
Customer Order Processing
Finished Goods Stock
Purchase Orders/Goods Receipt
Sales and Distribution
Production Planning and Control
Bill of Materials
Material & Capacity Planning
Job Launch/Shop Floor Documentation
Production Master Planning
Job Tracking/Work in Progress
Bundle Tickets/Production Efficiency