CREATE PRODUCTION ORDER window

General Description

The window Create Production Order is the module where the internal manufacturing of products is planned and formalized. This window serves three functions depending on the document status: create new production orders from scratch, edit existing orders that have not been finished, or view already closed orders in read-only mode.

A Production Order is the document by means of which the company schedules the manufacturing of products of type "Production Line", establishing what is going to be manufactured, in what quantities, who is going to produce it and who is requesting it.

What is a Production Order?

A Production Order is the document that formalizes the process of internal manufacturing of products from raw materials and components. It represents the planning of what is going to be produced in the workshop or production area of the company.

Key features:

  • It can only include products configured as type Production Line in the inventory.
  • It does not affect the inventory until the manufactured product is received.
  • It allows editing until the document is finalized.
  • Once finished, the reception process of the finished product is enabled.
  • It automatically links the raw material consumptions to the specific order.

Window Structure

The window is organized into several clearly differentiated zones:

Upper Zone - Third Party Selectors

In the upper left part there are two fundamental selectors:

Producer Selector:

It allows selecting the workshop, area or cost center that is going to execute the production. The selector works in two ways:

  • Text field: The third party's code can be typed directly.
  • Search button: When you click the button with the magnifying glass icon, a dialog box opens where you can search for and select the workshop or production area from a complete list.

Requester Selector:

It allows identifying which person, workshop or cost center is requesting this production. It works in the same way as the previous selector, with a text field and a magnifying glass button.

Real-time validation:

If a nonexistent third party code is typed in either of the two selectors, the field turns red background color, immediately indicating that this code does not exist in the database. This validation also runs before saving the document, guaranteeing that both third parties really exist.

Upper Zone - Document Information

Document number:

  • When a new order is being created, the word appears in this field "NEW", indicating that the document has not yet been saved and therefore has no assigned number.
  • After saving the document, the system automatically assigns a unique consecutive number.

Date selector:

It allows setting the date of the production order. By default it takes the current date, but it can be modified if necessary.

Save Document Button:

At the top right there is a large, prominent button that says "Save document". This button persists the changes in the system.

Central Product Grid

Central Area - List of Products to Manufacture

In the center of the window there is a large grid that shows the products that are going to be produced. This grid shows the selected products with their corresponding quantities and values.

By default, this grid appears empty when a new order is created. Products are added using the controls located at the bottom.

Add Products to the Order

Bottom Left Zone - Product Selector

To add products to the production order, the controls located in the lower left are used:

Product selector:

  • Text field: The product code can be typed directly.
  • Magnifier button: Clicking the button with the magnifying glass icon opens a dialog box where the product can be searched for and selected from a complete list.

Units field:

Numeric field where you type the number of units you want to manufacture of the selected product.

Add button:

A button with the "+" symbol that transfers the selected product with the specified quantity to the central product grid.

Adding process:

  1. Select the product in the selector (by code or with the magnifying glass).
  2. Enter the number of units to produce.
  3. Click the "+" button.
  4. The product is automatically added to the central grid.
  5. As many products as necessary can be added.

IMPORTANT RESTRICTION - Product Type:

The system it only allows adding products that have been created in the inventory with the type "Production Line". If you try to add a product of type Normal, Kit/Combo or Service, the program will not allow it and you will not be able to save the production order. This validation ensures that only the manufacturing of products that are configured to be manufactured internally is planned.

Document Totals

Lower Right Zone - Financial Summary

In the lower right part of the window the consolidated financial calculations of the production order are shown:

  • Subtotal: Sum of the values of all the products to be manufactured.
  • Total: Total value of the production.

These totals are automatically recalculated every time quantities are modified or products are added/removed from the grid.

Saving and Finalizing the Document

The saving process has an important particularity: when clicking the button "Save document", the system shows a confirmation pop-up window that allows deciding the status of the document.

"Finish Production Order" window

This pop-up window presents the following options:

Information displayed:

  • The total of the production, for informational purposes.

Main question:

"Do you want to finish now or do you prefer to leave the document open to finish it later?"

Available options:

Finalize later:

  • The document remains in draft or "open" status.
  • It can continue to be edited at any future time.
  • Products can be added, modified or deleted later.
  • Useful when the order is incomplete or confirmation of the availability of raw materials is being awaited.

Finalize now:

  • The document is completely finished and closed.
  • It can no longer be edited.
  • The order is ready to begin the production process.
  • The reception of the product is enabled when the workshop begins to produce it.
  • The document is ready to be executed.

Implications of the choice:

The decision between finishing now or later is fundamental because it determines the subsequent workflow:

  • If you finish later, the document remains editable. This is useful for orders in the planning process where products are still to be defined or confirmation of resources is being awaited.
  • If you finish now, the document is locked for editing and is ready for execution. This is the correct option when the order is complete and the workshop can begin producing.

System Validations

The window implements several validations to guarantee data integrity:

Real-time third party validation:

  • If a nonexistent "produced by" or "requested by" code is entered, the field immediately gets a red background.
  • This validation also runs when saving the document.

Product validation:

  • Only products that exist in inventory can be added.
  • Critical: Only products of type "Production Line" are allowed. The system blocks the addition of any other type of product.

Quantity validation:

  • Quantities must be positive numbers.
  • The system does not allow negative or zero quantities.

Validation on finalizing:

  • The system verifies that there is at least one product in the order before allowing you to finish.
  • All totals are recalculated to guarantee consistency.

Typical Workflow

The complete process of creating a production order follows these steps:

Step 1: Create the order

  • Open the "Create Production Order" window.
  • Select the workshop or area that is going to produce using the text field or the magnifying glass button.
  • Verify that the name appears correctly (field without a red background).
  • Select who requests the production.
  • Verify the document date.

Step 2: Add products to manufacture

  • For each product to produce:
    • Select the product in the bottom selector (by code or with the magnifying glass).
    • Verify that it is type "Production Line".
    • Enter the number of units to manufacture.
    • Click the "+" button to add it to the central grid.
  • Repeat for all the required products.

Step 3: Review the order

  • Verify the central grid with all the products to be manufactured.
  • Review the totals in the lower right part.
  • Make sure that all the information is correct.

Step 4: Save the document

  • Click the "Save document" button at the top right.
  • The "Finish Production Order" window opens.
  • Review the total shown in an informative way.

Step 5: Decide the document status

  • If the order is incomplete: Choose "Finish later" to continue editing later.
  • If the order is complete and ready to execute: Choose "Finish now" to close it and enable the production process.

Step 6: Execute the production

  • Once the order is finished, the workshop can begin to produce the products.
  • As the products are manufactured, the raw material consumptions are recorded.
  • When a product finishes being produced, it is received in the "Production Orders List" window using the "Receive Production" button.

Relationship with Other Windows

Production Orders List window:

It shows all the production orders created, allowing you to search, filter, view, delete and manage the orders. It is the control center of the production process, where you can see the planned products, the consumptions made and the receipts of finished product.

Inventory Window:

It provides the list of products available to produce. The products must exist in the inventory and be configured as type "Production Line" in order to be added to the order.

Third Parties List Window:

It provides the list of workshops, areas and requesters used in the selectors of this window.

Receive Product window:

It opens automatically when the finished product of a finished production order is received. It allows you to capture the manufactured quantities and the serial numbers if applicable.

Warehouse Receipts List window:

It shows the history of all the receipts, including those generated by the reception of production orders.

Kardex Window:

It automatically records the raw material consumption movements and the receipts of finished product, maintaining complete traceability of the production process.

Usage Recommendations

Always verify the third parties

Before adding products, make sure that both the workshop that produces and the requester are correctly selected. Check that the fields do not have a red background, which would indicate nonexistent codes.

Use the magnifying glass search when you do not know the codes

If you do not remember the exact code of a workshop or product, use the magnifying glass button to search by name. It is more practical and avoids typing errors.

Respect the product type restriction

Remember that you can only add products of type "Production Line". If you need to manufacture a product that is currently of type Normal, you must first change its configuration in the inventory.

Add products accurately

Carefully verify the quantities before adding each product. Although they can be edited later (if the document is not finalized), it is more efficient to do it correctly from the start.

Plan before finishing

Make sure that the workshop has the necessary raw materials available before finishing the order. Once finished, it cannot be modified.

Carefully decide between finishing now or later

  • Choose "Finish later" only if you really need to continue editing later or are awaiting confirmation of resources.
  • Choose "Finish now" only when the order is complete and the workshop can begin producing immediately.
  • Remember that once finalized, it cannot be edited.

Coordinate with the production workshop

Before finishing the order, contact the workshop to confirm that they have the capacity and materials to execute the production in the expected time.

Document the planning

If there are specific delivery dates, priorities or special instructions from the requester, document them in the document notes for the workshop's reference.

Monitor production progress

Once the order is finished, use the "Production Orders List" window to monitor the progress, view the consumptions made and the partial receipts of finished product.

Receive the product in a timely manner

As the workshop finishes producing the products, receive them immediately in the system to keep the inventory updated and available for sales or transfers.

Take advantage of partial receipts

Do not wait to finish all the production to receive the product. Make partial receipts as it is being produced so that the product is available as soon as possible.

Review pending orders

Periodically review the production orders list to identify those in "open" status and decide whether to finish or discard them.

Keep traceability of serial numbers

If the products to be manufactured use serial numbers, make sure to correctly capture the serial numbers at the time of receiving the finished product in the reception window.

Analyze production performance

Use the information in the "Production Orders List" window to analyze the performance of the workshop, comparing the planned quantities with those actually produced and the raw material consumptions.

Train production staff

Make sure that the workshop staff understands how the production order system works and how to record consumptions and receipts correctly.

Kardex Tauro - Professional Inventory Management System

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