Macola 10:
A More Natural ERP Experience

Macola 10 enables you to better understand and focus on your core business. By addressing your challenges, Macola 10 improves the way customers interact with your company. The better customer experience, the greater likelihood they continue to order from you, order more from you, and speak highly of working with you, which all helps your business grow.

Macola 10 is the next evolution of Macola and is a huge leap forward toward a more natural ERP experience that increases the speed, accuracy, and reliability of operating your business.

Macola Software

Exact Macola Progression


Progression's Account Format allows you to define the G/L account number to identify main accounts, sub-accounts or profit centers, and responsibility centers or departments. Set up financial entities in G/L by combining up to 36 different ranges of profit centers and departments. This feature enables you to define specific segments of your business such as sales territories, divisions, and plants for comprehensive financial reporting. You can then run reports for each individual entity.


Manually post journal entries and generate counter balancing entries and automatic distributions, or set up entries to be automatically reversed in the next period. Also, you can assign source codes to your entries, to make cross-referencing easy and to document each unique journal entry. In addition, you can set up recurring journal entries with fixed or variable amounts assigned to those transactions. G/L enables you to set up automatic distribution codes for your system, allowing you to define where a single transaction should be distributed.


The System Periods File assigns each company a distinct accounting period. The System Account Files enable you to define and store basic information on each of your G/L Chart of Accounts. That information includes multi-company consolidation account, financial statement type, and source and application of funds type. These types are used to generate 11 pre-defined financial ratios for reporting and graphing, making it easier to manage your operation.


Progression's G/L also has budgeting capabilities where you can maintain up to 99 revisions per year for as many years as you choose. G/L also contains a comparative file. This file allows you to keep account period balances for an unlimited number of years to monitor your company's growth and success.


Progression's G/ L not only generates your financial reports, but also allows you to customize report formats to meet your company's analytical requirements. G/L provides several powerful financial reports with controls to allow you to dictate the format. You also have the ability to define and manipulate both row layouts and column controls.


If your organization manages accounting operations for centralized or decentralized offices, or for one of the subsidiary companies, G/L will merge those transactions together, enabling you to produce consolidated financial statements. The consolidation account number for the parent company may even be different from the subsidiary company. G/L also gives you the ability to consolidate on a percentage of ownership and to only include transactions by subsidiary through a specific date for each subsidiary.


As throughout the Progression Series, extensive drill down capability allows you to drill down to an original transaction. This ability to easily trace transactions enables you to quickly pinpoint the information necessary to make good decisions.


Above and beyond normal A/R activity, you may need to process multiple receivables on a regular basis. Use the Recurring Sales Processing to generate these transactions. Users have two options in defining the frequency of recurring invoices. You can issue them on a specific day of the month (15th or 30th of each month), or every "so many" days (for instance, every 14 days, or every 30 days).


This feature, beneficial for any service-oriented company, allows you to create and generate invoices for pre-defined services. Maintain the Service File to define standard services, unit of measure, Sales G/L account, and track sales history. If jobs are assigned during service invoicing, the sale is posted to the job history system for job cost analysis. A/R Service Invoicing setup allows the selection and location of 50 fields of information so you can generate your own customized invoice forms.


A/R's Cash Receipts Processing application supports multiple cash accounts and stores customer payment information. An open invoice worksheet may be printed upon request, showing open invoices for selected customers before you actually begin entering cash receipts.

You also have the opportunity to select non-A/R cash when you receive a payment that does not affect the total of your receivables.

Multiple cash accounts are supported in A/R. The program will automatically prompt you for each new cash receipt transaction keyed to the same account number. Using this feature, you can apply a credit memo, debit memo, or unapplied payment to the same invoice. It also allows you to apply one credit memo or payment to several different invoices.


Access all open items dated for any customer through A/R's Customer Account Inquiry. You can view accounting information by Customer or Document number. Specify a starting date and the order in which you wish to see the information (date order or apply-to order). Click a button to access Customer File information or another button to view this customer's credit history.


A/R will automatically calculate finance charges. You may also enter them manually, if necessary. To automatically calculate, simply specify in the A/R setup two finance charge percentages along with dollar cut-off levels, aging method, and grace period.


A/P automatically calculates due dates, discount dates, and discount amounts for all A/P transactions, and the invoice amount can be distributed to an unlimited number of G/L expense accounts and job numbers.

You also have the opportunity to enter vendor credit memos, cancellations, adjustments, and prepaid expenses, giving you total control over your payables.

When you need a summary of the new payables, simply print your transactions and edit as necessary. Then, when you're ready, post the new transactions to the A/P Open Item File.


Easily and quickly reconcile your A/P checks against your company's bank statement. You also have the option to print the A/P Check Reconciliation Report which shows paid and/or unpaid checks through any reconciliation date. You'll find this feature is a real time-saver.


Use the Vendor File to store information on all companies and individuals from whom you purchase materials, supplies, and services.

And, like other Progression Series modules, A/P features an extensive notes system. An unlimited number of notes may be recorded about general A/P information (reference notes, payment information, etc.) and accessed from any Vendor File record. In addition, an unlimited number of notes may be attached to each individual vendor's record.

The Vendor File also contains information such as the vendor's name, address, telephone number, federal 1099 information, and credit terms. You can also individually code vendors to reflect specific discounts.


In addition to normal payables activity, many companies need the option to add payables which are due on a recurring basis. By using the recurring voucher processing feature of A/P, you can turn these bills into easy-to-maintain business transactions.


The Item File is the most important file in all of Progression's distribution and manufacturing functions. It maintains information unique to each item that provides the system with essential information on how to purchase, sell, and manufacture the item. Maintain planned, current, or obsolete items through I/M's status code. Identify items as purchased or manufactured. Maintain control levels and indicate if item quantities should be automatically allocated when orders are placed through Progression's Order Entry (O/E) package. You also have the option to define non-stocked and non-controlled "phantom" items.


If your company assembles and distributes products from components, Progression's I/M can accommodate those needs. The Kit File Maintenance application within I/M gives you some of the advantages of a Bill of Material package without the expense or complexity.

The Sales Kitting function enables you to enter a kit item number, component items, and quantity per kit for each component. There is also flexibility within the Kit File Maintenance application to calculate costs and price as well as easily update kit items' cost and price in the Item File. Additionally, this application will allow you to process the sale of kits in Progression's O/E package.


The Inventory Location Maintenance application allows you to create the different inventory locations that your company uses. Those locations are used throughout both the Progression distribution and manufacturing suites.

Progression’s Version 7.6 I/M also allows you to maintain inventory which is stocked at more than one location, including the on-hand, on-order, allocated, and back ordered quantities, along with price, cost, and sales/usage information. This allows for the same item at different locations to have different values assigned, such as reorder levels, mins, maxes, and primary vendors.


You can create and maintain multiple bins* within a location. I/M allows multiple items to reside in the same bin and also allows the same item to reside in multiple bins within a location. You can also define the physical limitations of a bin's space by specifying a bin maximum based on quantity, weight, or volume. Priority-based putaway and allocation logic allows the system to make recommendations automatically during transaction processing, reducing manual transactions.


I/M's multi-level drill down inquiry allows you to inquire into inventory balances, open purchase orders, open sales orders, and transaction history at any point in time. Quickly and easily find the quantity of any inventory item which is on-hand, allocated, or on-order through the Multiple Level Item View application.

For even more detailed information, you can click a button to see a list of all customer orders for an item. You can then select an order and drill down to that order's header and line item information down to the serial, lot, and bin level. You can also click a button and see a list of all open purchase orders for this item. Click another button and go directly to the Item Location File to look up item specific information.


One of the keys to providing good customer service is to be able to tell your customers when they can expect their order to arrive. In order to provide this information, you usually must check different areas to see if that inventory has already been allocated to other customers, and when you expect replenishments. This can be in the form of a purchase order for purchased items or a production order for items that you produce.

I/M provides you with one simple to use inquiry that takes into effect requirements, replenishments and nets out your available to promise for any given period. The periods can be defined as you see fit. This inquiry will allow you to identify the exact stock you have on-hand or are expecting to promise to your valued clients.


One of the exciting features of I/M is the commitment to FDA regulated industries and others requiring item traceability down to the serial or lot level. Some of the features include the ability to define separate serial and lot formats and numbering conventions, hard and soft allocation with multiple allocations methods, complete upwards and downwards traceability via inquiry with Progression's Visual Serial/Lot Trace.** You can trace an item from receipt through production all the way to the end product or customer.

* This functionality is available with Advanced Distribution registration.

** This functionality is available with the registration of serial/lot.


Set up your own pricing system in O/E by specifying price break tables. You can construct an unlimited number of tables based on eight categories including combinations of customer number, item number, customer type, and product category. Use these price tables to maintain special negotiated prices for one or more customers or items. Or, set different price breaks for individual product lines. Also, provide contract pricing with beginning and ending effectivity dating on any pricing table.

You'll also find in O/E that you can enter a discounted unit price during line item entry or view price breaks specific to a line item.


If a customer has several ship-to addresses where merchandise is delivered, even though billing is sent to one central office, O/E will maintain those multiple addresses for each customer. You also have the flexibility to assign tax schedules and/or tax codes for each customer at the ship-to level. The Shipping Lead Time function will also ensure that the product is picked and shipped to guarantee timely delivery based on where it is being shipped to, where it is being shipped from, and how it is being shipped.


With six different order classifications available, Regular Orders, Invoice Orders, Master Orders, Credit Memos, Blanket Orders, and Quotes, you have great flexibility in handling customer requirements.

During the order entry process, Progression defaults information from the Customer File. This default information can be changed, if necessary, to help make for a more streamlined order entry process.

O/E's entry system is flexible. It can be highly automated based on certain system assumptions, or you can include certain options requiring human intervention. You can also process miscellaneous line items by allowing manual entry of the description, unit price, and unit cost.

Easy access to account numbers, customers, and inventory parts by description or number is available through O/E's popup windows. You can also quickly check customer credit history, a crucial feature when customer service is making fulfillment decisions.

A very powerful feature of Progression is the hard vs. soft allocation feature. Typically, inventory quantities are soft allocated during the order entry process. A quantity is reserved for the order, but specific units are not identified. During the billing process, serial, lot, and bin numbers that were picked are assigned to the order. With hard allocation, you commit specific serial, lot, and/or bin numbers to an order during the order entry process. Multiple automatic allocation methods are available, including user-defined priority, FIFO, and earliest expiration date. This feature allows for very tight control over inventory movement.

Another very powerful feature of Progression is the ability for the user to determine when inventory will be updated during the order fulfillment process. O/E automatically allocates inventory once the order has been entered. The user defines whether inventory will be relieved at picking, shipping, or billing. The user no longer has to manually reconcile physical or cycle counts against what has been picked or shipped, but not yet billed and posted. Not only can the user determine when inventory is updated, but the system also includes a Picked Not Shipped Report and a Shipped Not Billed Report. And, to ensure reconciliation at month end, there is the option to post to separate General Ledger (G/L) accounts at each step in the process.

The system will also check for sufficient stock and allows you to override, cancel, backorder, or use substitute items. The quantity on-hand and allocated fields will correctly reflect shipments and open order changes. To eliminate tedious and unnecessary paperwork, you have the ability to consolidate multiple open orders by customer.


When you need to locate customers who have been placed on backorder for out-of-stock items, O/E's Fill Backorders feature displays all the necessary information. You can fill existing backorders once the item is available with the touch of a key. You can also selectively allocate the available inventory to certain customers.


Ensure you have the power and resources to effectively utilize serial/lot control by activating it within I/M. The Serial/Lot feature allows you to track, record sales, and maintain full control over finished goods and their components. O/E requests serial/lot numbers on picking tickets and invoices.


Selectively item by item, you can designate items that are special purchases and automatically generate a Purchase Order for those items in Progression Purchasing/Receiving. This allows you to minimize the manual processing of special items' sales to your customers.


There are many applications of data collection. Many of them can be performed without using bar coding; however, performing these activities with bar code technology has a number of advantages:

Speed - a bar code label can be scanned in the time it takes to perform two keystrokes.

Accuracy - For every 1000 characters keyed, there is an average of 10 keying errors. Bar code systems only produce 1 error in 3 million characters scanned.

Data Integrity - number of substitution errors for every 3,400,000 characters entered: Keyboard - 10,000 Bar Coding - 1

The Progression Series Bar Code module allows users of Progression’s Inventory Management (I/M), Order Entry (O/E), and Purchase Order (P/O) modules to automate data collection for inventory transactions, shipping transactions, and receiving transactions. The Progression’s Bar Code module acts as an interface between the Progression modules (I/M, P/O, and O/E) and the data collection software and hardware provided by any data collection vendor the user chooses.

The Bar Code module is designed to support real time - radio frequency (RF) or batch data collection technology. The same Bar Code module is used in both batch and radio frequency environments. In RF environment, information such as quantities, item numbers, order numbers, and serial numbers are validated against the Progression data files at the time the information is scanned. Once validated, the bar code reader translates that scanned data to an ASCII file that is sent to the Bar Code module via radio waves. The bar code module has a polling feature that can be set to automatically import transactions that reside in the bar code interface file.

The polling routine insures that data being collected is passed to Progression the moment the Bar Code module interface is populated with new data. In an environment using batch technology, the bar code reader stores transactions in a hand-held computer as they are processed. Once all transactions have been processed, the user plugs the hand-held computer into a PC via a serial port. Information is then downloaded into a directory that can be imported into Progression by the import application in the Bar code module.


The grouping of parallel bars that is associated with bar coding is referred to as symbology. The Progression Series Bar Code module is not symbology dependent. As long as the data collection vendor can translate the symbology and pass the information to the ASCII import, the Bar Code Module can process the information. There is only one Bar Code module for distribution; however, there are several Bar Code/Import programs which automate existing standard Exact Software North America processes. They are:

1. Inventory Transaction Processing-The module duplicates the functionality of the inventory applications located under the TRX menu. It allows for the following transactions to be performed in Progression using data collection technology:

  • Issues
  • Receipts
  • Transfers
  • Physical & Cycle Count Processing
  • Additional features supported include:
    • Serial Numbers
    • Lot Numbers
    • Multi Bin
    • Multiple Locations

2. Shipping (Quick Ship)-Allows users to eliminate filling customer orders by hand keying shipping transactions. In an environment that uses data collection, the shipping process begins with printing a pick ticket. The order number, item number, quantities to ship, stocking location, and, if required, serial or lot numbers associated with the item are scanned from the bar coded labels or pick ticket. Progression allows the user to determine when quantities on hand are updated. The user defines when inventory is updated during the Progression’s Order Entry module set-up.

The user can choose one of the following methods:

  • Confirm Bill - Inventory is relieved when invoices are posted in Progression.
  • Confirm Ship - Inventory is relieved when the order is shipped.

3. Purchase Order Receiving Processing (Quick Receipt)- The receiving process is much like the shipping process. The user prints a bar coded copy of the purchase order. The purchase order number, item number, quantities to ship, and stocking location are scanned from the bar coded labels or purchase order. If an item requires inspection, the item is moved to an inspection location. If no inspection is required, the item is moved to a stocking location.

  • Receiving Transactions
  • Supports Lot numbers & Serial Numbers
  • Supports Multi Bins
  • Receiving Inspection
  • Landed Cost


Exact Software North America’s Forms Designer in System Manager supports the printing of ¼'' bar codes (symbology) on forms. Clients are not required to purchase the Bar Code module to print bar codes on forms. Forms that support the printing of bar codes are:

  • Purchase Orders (receivers)
  • Return Authorization
  • Picking Tickets
  • Labels

Exact Software North America’s Forms Designer supports Code 3 of 9, Code 39, and UCC 128. Other symbologies are supported by bar code labeling packages sold by Exact Software North America's third party solution partners.


Serial/Lot functionality provides an efficient way to trace specific serialized or lotted items. The ability to drill down on these items or batches helps to eliminate potential quality problems. When one item in a lot is found to be defective, others can be tested to ensure that standards of quality are upheld. This minimizes the cost of non-quality, since vendors who provide low quality products can be alerted to the problem or eliminated as a vendor, and poor manufacturing processes can be determined and corrected.


Progression's Serial/Lot functionality allows you to view specific serial/lot information using several viewing functions. You can quickly display the transaction history, vendor history, and sales history for serial/lot tracked items. For a selected item, you can view information such as serial/lot effective date or expiration date, and transaction order number, date, cost, and quantity. You also are able to view several reports, including the Stock Status, Expiration, and History reports. These provide information such as item location, receipt date, item quantity information, customer number, warranty date, and allocation status.


Rules-based issue and receipt logic exists for serial/lot and bin transactions, such as Earliest Expiration, FIFO (First In, First Out), and Priority. Serial/Lot issue and receipt rules allow the system to make recommendations to closely follow material movement logic. For example, Progression will use Earliest Expiration when dealing with the shipment of perishable produce. This reduces cost of obsolescence, minimizes waste, and lowers cost of goods.


The Progression Serial/Lot Trace Application allows you to trace the source and the disposition of a selected serial/lot item. Progression displays this information visually from source to final disposition, in tree-like diagrams.

You may:

  • Display one or both of the Source and Disposition windows
  • Compress or expand the Source and Disposition trees or a single branch on either tree
  • Begin a new trace with a serial/lot item that appears in the Source or the Disposition of the currently displayed serial/lot item
  • Print the displayed source and/or disposition information on the Visual Serial/Lot Trace report
  • View the final disposition information of the serial/lot item, print the Visual Serial/Lot Trace Final Disposition report, and/or create a mail merge file containing the customer contact information


Progression helps to facilitate the processes required for FDA regulated industries and others requiring item traceability down to the serial or lot level, including the pharmaceutical, medical instrument, and machinery industries.

Some of the features include the ability to:

  • Define separate serial and lot formats and numbering conventions
  • Trace items upward and downward
  • View manufacturer's serial/lot number
  • Write unlimited notes at the serial and lot number level
  • Use expiration dating
  • Apply user-defined reason codes to put a serial or lot number on hold

Serial/Lot functionality provides many benefits. It ensures that parts and batches are uniquely identified. This enables an efficient process to track and drill down on specific items, and allows easy traceability forward to customer or backward to vendor or origin of production. Problem batches can easily be identified through vendor performance and manufacturing process analysis, allowing your business to deliver high quality products.


BOM's Product Structure File Maintenance establishes the link between a single inventory item and the components that comprise the finished good. BOM's Product Structure File offers you some distinct benefits, like Reference Designators. Each component includes a Reference Designator which allows you to detail exactly what it does and where it can be found. You also have the option to print Reference Designators on BOM's Indented Report or on production work orders. Plus, you can choose to display Reference Designators in the view function to quickly access information for further reporting power.

A product structure is created by specifying the relationships between pairs of items where one is a parent (an item that is assembled with other components). A parent will have relationships with one or more component items. The same components may be used in many different assemblies within your manufacturing facility to construct different parent items. You specify each component-parent relationship in the Product Structure File. A Parent/Component Search feature available through BOM enables you to easily locate existing components for a specific parent item at that parent's level only.

BOM also provides you with the ability to define how much of each component is normally scrapped (shrinkage and/or scrap factor), allowing you to be more accurate in estimating component usage.

In addition, BOM tracks component level effectivity dates and default locations for each component. Various safeguards assure valid data. For example, BOM prevents you from making an item a component of itself, or from using an item that is not defined in the Inventory Management (I/M) package.


There may be times when you find it appropriate to configure a product to meet a customer's unique requirements. The Feature/Options Configuration application enables you to establish these rules-based configurations for use in the order entry process.

This BOM application also enables you to analyze the features (or parent items) along with options (or components). This gives you the flexibility you need to configure your products with all of the options a customer may need. Plus, Feature/Options Configuration enables your system to maintain top-speed performance by eliminating the necessity to specify a separate bill for each minor option your company offers on an individual product.


BOM's View function allows you to easily display the bill of material for any specified item. There is an option to "blow through" phantom items, showing components that are either stocked or controlled, with the first level displaying components normally stocked. You can also optionally display obsolete or forecasted items, along with the Reference Designators.


The Visual Bill Builder is a powerful tool that enables you to create, modify, delete, and manage your product structures in a visual environment using powerful drag and drop technology. You can view your Bills of Material in a number of different formats.


The Summarized Bill of Material details all the components of a specified parent. It is called "summarized" because each component is shown only once, summarized by quantityrequired (per this parent). This summary detail drills down to the lowest level that the component appears in the parent's structure. This is the classical parts list where each part is listed once along with the total quantity required to make one parent. One, a few, or all parent items may be selected to print on this report. You also have an option to print only purchased items or a summary to limit the level of components.


This feature allows you to print a Costed Bill of Material for any range of parent items you select.You also have the option to choose whether or not to update the I/M Item/Location File's last, standard, or average cost. This update option only appears when the inventory cost method is last, standard, or average.


BOM provides the ability to analyze how future orders for parent items will impact inventory levels. Select a quantity of a parent item or items, and print a report showing component requirements at all levels. At the same time, the report displays inventory status information to compare component requirements to what is currently available and on order.


Progression’s streamlined manufacturing solution integrates your production needs by allowing you to pull a production order from Order Entry (O/E), copy one from Material Requirements Planning (MRP) or enter one manually. If you are not using MRP, you can manually create orders, or consolidate O/E orders using an order advice file that calculates the demand of a manufactured item over a user-defined set of periods. Lower level manufacturing orders can also be created for dependent material using item settings. With POP, you can tie Production to Customer Demand, Inventory Transactions, and General Ledger (G/L) Accounting Entries for inquiry and reporting purposes.


POP's Value Added Cost Maintenance File allows you to define numerous cost types to represent value added costs applied during production. These include units of measure, cost per unit of measure, and multiplication factor. These value added costs can then be associated with a manufactured parent. This provides you additional breakdown of costs that have traditionally been posted to a work-in-process (WIP) variance account. This provides further granularity that impacts the reporting of cost of goods sold and cost of expenses within your income statement.


POP takes advantage of Progression's extensive drill-down capabilities. The Production Order Inquiry links information about production orders with information related to their source, component makeup, and transaction generation. Several components of this inquiry are also used in other Progression modules. Drill-down push buttons allow you to drill-down and access multi-level standard and captured costs, customer order, reported production, and dependent order information.

Once units are completed, POP uses a backflush transaction to update raw materials and finished goods inventory. The user can enter additional transactions to account for scrap and excess usage. The POP backflush also includes the Value Added Costs to ensure that these costs are included in the cost of the finished goods


You can enter production orders three ways in POP. POP can pull orders from Progression O/E, you can copy orders from MRP, or you can enter orders manually.

When you enter orders manually, you specify the quantity and due dates for the item being produced. You can manually create a production order by viewing records in the Production Order Advice File. Simply click on a line item and period in the Production Order Advice File to create a production order. You can also release and print production orders in one step.

A Production Advice Report prints a report showing backorder amounts per manufactured item and optionally provides detailed backorder information per customer order. Use this report to determine item quantities when entering reports manually.

Once unreleased production orders are created, the user can generate a Production Order Schedule Report that lists all production orders in start date sequence so that the production planner knows what orders to release and work on each day to ensure timely completion and delivery to the customer. There is also a Visual Scheduler that allows the planner to visually see the load on the shop floor and reschedule production orders to take into account changes in schedule or capacity using drag and drop.