Production order

In order to produce, process or pack goods from your inventory, you create a production order. You can choose to produce using the recipe function. Read below.

If you wish to make a production directly from a purchase or produce directly for sales, you can use direct shipping.

In your company settings you can set some default settings for your orders. To view your production orders, click Production in the top menu and select Orders.

This tutorial is divided into the following steps:

  1. Create production order
  2. Add recipe to production order
    or
    2.2 Production order without using a recipe
  3. Dispatch and receive order

Furthermore the tutorial also describes:

  • Print labels
  • The cowboy trick

 

Step 1: Create production order

  1. Click Production in the top menu and select Orders in the drop-down menu.
  2. To create a production order, click the button Create production order in the upper right corner.
  3. Fill in the order details. You can see an explanation for each field in the table below.
  4. Click Save.
Name Explanantion
Order Details  
Producer If the production is in-house, select your own company partner as Producer.

If a partner is producing for you, select this partner as producer. This must be an already exisiting partner in tracezilla. You can create a new partner by clicking the +-symbol.
Order date The order date is automatically set to the date you create the order. You can change the date if you please.
Currency The field is automatically set to the currency entered in the partner settings.
Exchange rate The exchange rate data is synchronized from the European Central Bank.
Producers Ref. Here you can enter a producers reference number, e.g. batch number.
Who owns this order? The field is pre-filled due to your order settings.
Contact The field is pre-filled due to the selected contact in the partner settings.

You can create a new contact by clicking the +-symbol. If an email address is entered for the contact, the contact can receive order documents.
Status The order status will by default be set to Draft untill the order is confirmed.
Delivery Details  
Deliver produced lots to This is the warehouse location to where the finished product is delivered.

E.g. if the production takes place at a partner, and the produced lots are immediately delivered to your warehouse, then select your own company and location in this field.
Pickup lots to be consumed in production (ingredients) from This is the warehouse location from which the raw material for the production must be picked.
Speditør If a Forwarder is used for delivering raw materials or the produced lots, select the partner in this field.
Delivery date of raw-materials at producer If raw materials must be delivered to production on a certain date, you can enter the delivery date in this field.
Pickup date of raw-materials If raw materials are to be picked up and delivered to production on a certain date, you can enter the pickup date in this field.
Availability date of finished goods Enter the availability date of the finished goods.
Remarks  
Remarks In this field you can enter remarks to appear on order documents.
Internal comment In this field you can enter an internal comment which will only appear on the order in the application.
Tags In this field you can enter order tags. Read more about Tags here.

 

Step 2: Add recipe to production order

You can choose to use recipes in your production order. Read how to make a recipe.

NB! When using recipes, it is important to create the production order with the status Draft. This enables the system to automatically adjust the quantities of the Consumed Lots according to changes in recipe units and Produced Lots. When the status of the order is changed from Draft to Order, the quantities will no longer be adjusted automatically.

  1. Create your production order as described above.
  2. Click the tab Recipes.
  3. Click the button Add recipe to Production Order.
  4. Click the field Find recipe and select the recipe you wish to produce.
  5. Enter the Quantity you wish to produce, i.e. how many recipe units.
  6. Click Save.
  7. In the tab Produced Lots , you can now see the SKUs to be produced. Under the tab Consumed Lots, you can now see the SKUs to be consumed in production.
  8. In the tab Consumed lots you now get an overview of all lots consumed in the production, and in which quantities.

Select lots
You must specify the lots consumed in production. This can be done in 3 different ways.

  1. A: Go to the tab Consumed Lots. Click Suggest lots. The application will now suggest lots to be used based on expiry date (or alternatively purchase/production date), so that the oldest lot also will be used first. Please notice, that when using this method, you must afterwards check that all suggested lots are correct.
    B: Click Select lots to control which lots to be selected. In the new window: Click + in the left side next to the SKU number in order to expand it. If there is a lot available, you will now be able to enter the quantity necessary. Remember to click the Save button. You can choose to print a picking list or a delivery note, and afterwards click Go to Order.
    C: Alternatively, you can click the pencil symbol on the right of a lot line. In the field How should lots be selected select Specify lot in the drop-down menu, and select the lot in the field below.

 

Step 2.2: Production without using a recipe

1. Produced Lots

In the tab Produced Lots, you can add the SKUs to be produced.

  1. Click Create Lot.
  2. Select the SKU you wish to produce.
  3. Enter the quantity you wish to produce.
  4. If the production takes place at a partner producer, and a unit price is agreed, you can enter the unit price.
  5. Click Save.

2. Produced Lots

  1. Under the tab Consumed Lots, you can add the SKUs to be used for production. Click Add Lot Line.
  2. Enter the SKU you wish to add.
  3. In the drop-down menu, you can select how you wish to select the lots.
  4. Select the Quantity of the SKU consumed in production.
  5. Click Save and add further lot lines, if relevant, or click Close window.
  6. In the tab Consumed lots you now get an overview of all lots consumed in the production, and in which quantities. If you have not yet specified these lots, this can be done as described below.

Select lots
You must specify the lots consumed in production. This can be done in 3 different ways.

  1. A: Go to the tab Consumed Lots. Click Suggest lots. The application will now suggest lots to be used based on expiry date (or alternatively purchase/production date), so that the oldest lot also will be used first. Please notice, that when using this method, you must afterwards check that all suggested lots are correct.
    B: Click Select lots to control which lots to be selected. In the new window: Click + in the left side next to the SKU number in order to expand it. If there is a lot available, you will now be able to enter the quantity necessary. Remember to click the Save button. You can choose to print a picking list or a delivery note, and afterwards click Go to Order.
    C: Alternatively, you can click the pencil symbol on the right of a lot line. In the field How should lots be selected select Specify lot in the drop-down menu, and select the lot in the field below.

 

Step 3: Dispatch and receive order

When you have received or dispatched an order, you can easily mark it received/dispatched by using the quick buttons Dispatch order and Receive finished goods in the upper right corner of the order. Read more about Deliveries.

 

Further processing of the production order

The buttons above the lot lines are related to the lots. To apply a button, simply tick off the box next to the lot line. If you want to apply an action to all lots, tick off the box in the upper line next to the search filter. This will mark all the lot lines.

Read more about the use of the buttons below:

Bulk actions (For Produced lots only)
Add trace You can add a track to your lot, which helps to ensure traceability, e.g. a batch number. A Trace System defines the type of trace you can add. By selecting the Trace System Other, you can define a trace yourself. The name of the trace is then entered in the field Label. In the Key field, enter the information associated to the trace e.g. a number or an identification code.

The trace should be brought forward: allows finished goods to inherit traces assigned to raw material lots due to production.

However, you can add the trace to the lot afterwards. To do so, (1) click Warehouse in the top menu and select Lots. (2) Find the specific lot e.g. by using the filters to the left. (3) Click the lot. (4) Navigate to the tab Traces. (5) Click Add trace.
Set dates By clicking the button, you can add a Manufacturing date and Use by or Best Before date to the lot. When trading food products a distinction is made between Use By and Best Before dates. Use by dates are usually indicated on products that are potentially not safe to consume after the date. As for Best before dates the product can be consumed after the expiration date. After the expiration date the consumer is responsible for assessment of the product, i.e. whether it is safe to eat based on taste and smell.
Change supply status You can change the supply status of lots, if you e.g. need to dispose some lots, but can not yet confirm the complete production order.
Move to You can use this feature to move lots from one order to another. If, for example, a lot has been entered on the wrong production order, you can move the lot to the correct order, without disturbing the lot number sequence and avoiding reentering traces and other data.

Lots can be moved between purchase orders and production orders.
  (For both Produced and Consumed lots.)
Create as… If you want to use the same lot and quantity of kg, pcs, colli on another type of order, you can use this feature.

Select the order you want create the lot lines on in the dialog or create a new order by clicking +.
Print labels You can print labels generated by tracezilla to put on your goods in stock. Select what kind of information should appear on your label by ticking the menu that appears. There is a QR code on your label by default. You can scan it with tracezilla’s cloud-based application on the phone. Then you can view the lot and its informations on the phone.
Delete chosen By clicking the button, you delete the lot line(s) marked. This is a permanent action, which is why you have to confirm your action in the dialog.

 

With tracezilla you can print QR code lot labels for internal use and GS1 parcel labels.

  1. Go to the production order.
  2. Click the relevant lot line.
  3. Click the three dots and arrow on the right of the line, and select Go to lot.
  4. in the upper right corner, click Print Label.
  5. Select the Label format.
  6. You can enter a remark of choice. This will appear on your label.
  7. Click Print Labels
  8. A window will appear with the printer menu for the printer connected to your computer. Follow the guidelines of your printer.

 

The Cowboy trick

Have you confirmed or dispatched your order too soon? If you haven’t sold or disposed the lots, you can switch the status back to Draft, and enable the automatic recalculation of consumed lots according to recipe units.

  1. Click the tab Consumed Lots.
  2. Select the lot lines by ticking off the boxes
  3. Click Bulk actions, and select Draft in the subsection Change supply status
  4. You can now set the order status to Draft. This is done bu clicking Edit in the order header, and select Draft in the field Status.
  5. Click the tab Recipes, and click Edit.
  6. Click Save without making any changes. This will recalculate the order.

Outline