🖨️ Print Manual

Version 1.0 | December 2024

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📋 TABLE OF CONTENTS

1. [Introduction](#introduction)

2. [Getting Started](#getting-started)

3. [Dashboard Overview](#dashboard-overview)

4. [Creating Production Orders](#creating-production-orders)

5. [Viewing Production Orders](#viewing-production-orders)

6. [Editing Production Orders](#editing-production-orders)

7. [Tracking Production Progress](#tracking-production-progress)

8. [Material Management](#material-management)

9. [Search and Filters](#search-and-filters)

10. [Status Management](#status-management)

11. [Reports and Analytics](#reports-and-analytics)

12. [Best Practices](#best-practices)

13. [Troubleshooting](#troubleshooting)

14. [FAQs](#faqs)

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1. INTRODUCTION

What is the Production Orders Module?

The Production Orders module helps you manage your manufacturing process from order creation to completion. It tracks:

• Production schedules
• Material requirements
• Production progress
• Quality metrics
• Resource allocation

Key Features

• ✅ **Production Planning** - Schedule and organize production runs
• ✅ **Material Management** - Track material availability and consumption
• ✅ **Progress Tracking** - Record production quantities and quality
• ✅ **Sales Order Integration** - Link production to customer orders
• ✅ **Real-time Dashboard** - Monitor production status at a glance
• ✅ **Quality Tracking** - Record pass/fail rates
• ✅ **Downtime Recording** - Track and analyze production delays

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2. GETTING STARTED

Accessing Production Orders

1. Login to ProductionPlannerPro

2. Click "🏭 Production Orders" in the left sidebar

3. The Production Orders dashboard will load

User Roles

• **Production Manager** - Full access to create, edit, and manage orders
• **Production Operator** - Can track production and view orders
• **Planner** - Can create and schedule production orders
• **Viewer** - Read-only access to view orders and reports

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3. DASHBOARD OVERVIEW

Statistics Cards

The dashboard displays 5 key metrics:

**Total Orders**

• Shows total number of production orders
• Includes all statuses (draft to completed)

**In Progress**

• Orders currently being produced
• Active production runs

**Completed Today**

• Orders completed in the current day
• Useful for daily production tracking

**Overdue**

• Orders past their due date
• Requires immediate attention (shown in red)

**Material Shortages**

• Number of orders with insufficient materials
• Critical for production planning

Dashboard Actions

• **Refresh Data** - Statistics update automatically every 30 seconds
• **View Details** - Click any card to filter orders by that metric
• **Create Order** - Quick access button in top toolbar

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4. CREATING PRODUCTION ORDERS

Method 1: Create from Scratch

Step-by-Step:

1. Click "➕ Create Production Order" button

2. Fill in the required fields:

**Basic Information**

Sales Order (Optional)

• Link to a sales order if applicable
• Auto-fills product and quantity when selected

Product (Required)

• Select the product to manufacture
• Dropdown shows: Product Name (Product Code)

Quantity Ordered (Required)

• Enter the quantity to produce
• Must be greater than 0
• Accepts decimal values (e.g., 1000.5)

Start Date (Optional)

• When production will begin
• Defaults to today if not specified

Due Date (Required)

• When production must be completed
• System will show urgency alerts based on this date

**Production Details**

Priority

• **Low** - Routine production
• **Normal** - Standard priority (default)
• **High** - Important but not urgent
• **Urgent** - Needs immediate attention

Status

• **Draft** - Planning stage
• **Scheduled** - Ready to start
• **In Progress** - Currently producing
• **On Hold** - Temporarily paused

Shift

• Morning, Afternoon, Night, or All Day
• Optional field

Production Line

• Enter line identifier (e.g., "Line 1", "Assembly A")
• Free text field

Supervisor

• Name of person overseeing production
• Free text field

Notes

• Special instructions
• Quality requirements
• Any important information

3. Review Material Requirements

- System automatically checks material availability

- Green checkmark = Materials available

- Yellow warning = Partial availability

- Red alert = Insufficient materials

4. Click "💾 Save Production Order"

5. Success! Production order created with number: PO-YYYY-NNNN

Method 2: Create from Sales Order

This automatically creates production orders from customer orders.

Step-by-Step:

1. Click "➕ Create Production Order"

2. Select a Sales Order from dropdown

3. Product and quantity auto-fill from sales order

4. Review and adjust if needed

5. Click "💾 Save Production Order"

Benefits:

• Faster order creation
• Automatic linking
• Sales order status updates automatically
• Quantity suggestions based on customer order

Production Order Number Format

PO-YYYY-NNNN

• **PO** = Production Order prefix
• **YYYY** = Current year
• **NNNN** = Sequential number (0001, 0002, etc.)

Example: PO-2024-0123

Numbers reset each year starting from 0001.

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5. VIEWING PRODUCTION ORDERS

Opening an Order

1. Find the order in the table

2. Click "👁️ View" button

3. Details modal opens

Order Details Screen

**Order Information Section**

• Production Order Number
• Sales Order (if linked)
• Product details
• Organization
• Status and Priority

**Production Progress Section**

• Quantity Ordered
• Quantity Produced (in green)
• Quantity Remaining (in yellow)
• Completion Percentage with progress bar

**Dates & Schedule Section**

• Start Date
• Due Date
• Completion Date (when finished)
• Days Until Due / Overdue status
• Production Line
• Shift
• Supervisor

**Material Requirements**

For each material:

• Material name and code
• Availability status (Available/Partial/Shortage)
• Required quantity
• Available quantity in stock
• Allocated and consumed amounts
• Shortage quantity (if any)

**Production Tracking History**

Shows recent tracking entries:

• Date and time
• Shift
• Quantity produced
• Quality passed/failed
• Operator name
• Downtime (if any)

**Notes**

Any special instructions or comments

Action Buttons

Close - Exit the view modal

✏️ Edit Order - Open edit mode

📊 Track Production - Record production progress

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6. EDITING PRODUCTION ORDERS

How to Edit

1. View an order (see Section 5)

2. Click "✏️ Edit Order" button

3. Modify any fields

4. Click "💾 Save Production Order"

What You Can Edit

• ✅ Sales Order link
• ✅ Product
• ✅ Quantity Ordered
• ✅ Start Date
• ✅ Due Date
• ✅ Priority
• ✅ Status
• ✅ Shift
• ✅ Production Line
• ✅ Supervisor
• ✅ Notes

• ❌ Production Order Number (auto-generated, cannot change)
• ❌ Quantity Produced (update via Track Production)

Important Notes

• **Changing Status** - System logs all status changes
• **Increasing Quantity** - Updates quantity remaining automatically
• **Decreasing Quantity** - System validates against already produced quantity
• **Material Changes** - Changing product rechecks material availability

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7. TRACKING PRODUCTION PROGRESS

When to Track Production

• At the end of each shift
• After completing a production batch
• When quality issues occur
• Before/after downtime events

How to Record Production

1. View the production order

2. Click "📊 Track Production" button

3. Fill in the tracking form:

**Date & Time**

• **Date** - Production date (defaults to today)
• **Time** - When production occurred (defaults to now)
• **Shift** - Morning / Afternoon / Night

**Production Quantities**

• **Quantity Produced** (Required) - Amount completed in this session
• **Quality Passed** - How many units passed quality check
• **Quality Failed** - How many units failed

If you only enter Quantity Produced, system assumes all passed quality.

**Downtime Tracking**

• **Downtime (minutes)** - Total minutes of stoppage
• **Downtime Reason** - Why production stopped

- Machine maintenance

- Material shortage

- Power outage

- Changeover

- Quality issues

- Other (specify)

**Operator Information**

• **Operator Name** - Who ran the production
• **Notes** - Any observations or issues

4. Click "💾 Record Production"

What Happens After Recording

• ✅ **Quantity Produced** increases
• ✅ **Quantity Remaining** decreases
• ✅ **Progress Bar** updates
• ✅ **Dashboard statistics** refresh
• ✅ **Materials consumed** (if configured)
• ✅ **Order auto-completes** when quantity reached

Auto-Completion

When Quantity Produced >= Quantity Ordered:

• Status automatically changes to **"Completed"**
• Completion date recorded
• Sales order status updated
• Dashboard refreshes

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8. MATERIAL MANAGEMENT

Material Availability

When creating/editing production orders, the system checks if materials are available.

**Availability Status**

🟢 Available (Green)

• All required materials in stock
• Production can start immediately

🟡 Partial (Yellow)

• Some materials available
• Some materials short
• Production may be delayed

🔴 Shortage (Red)

• Insufficient materials
• Cannot start production
• Procurement needed

Material Requirements

For each product, the system:

1. Checks the BOM (Bill of Materials)

2. Calculates: Required = Quantity per Unit × Quantity Ordered

3. Compares with available stock

4. Shows shortages if any

Material Consumption

When production is tracked:

• Materials are consumed from allocated stock
• Available quantity decreases
• Allocated quantity decreases
• Consumed quantity increases

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9. SEARCH AND FILTERS

Search Bar

Location: Top toolbar

Searches in:

• Production order number
• Product name
• Product code
• Sales order number

How to use:

1. Type in search box

2. Results filter instantly

3. Clear search to show all orders

Examples:

• Search `PO-2024` - Shows all orders from 2024
• Search `Widget` - Shows all orders for Widget products
• Search `SO-2024-0100` - Shows orders linked to that sales order

Status Filter

Filter orders by status:

• All Statuses (default)
• Draft
• Scheduled
• In Progress
• On Hold
• Completed

Tip: Use to focus on active production (In Progress)

Priority Filter

Filter by urgency level:

• All Priorities (default)
• Low
• Normal
• High
• Urgent

Tip: Filter by Urgent to see critical orders

Combining Filters

You can use search + status + priority together!

Example:

• Search: `Widget A`
• Status: `In Progress`
• Priority: `High`

Result: Shows high-priority Widget A orders currently in production

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10. STATUS MANAGEMENT

Production Order Lifecycle

Draft → Scheduled → In Progress → Completed
           ↓
        On Hold (temporary)
           ↓
      In Progress (resume)

Status Definitions

**Draft**

• Initial planning stage
• Not yet ready to produce
• Can be edited freely

**Scheduled**

• Ready to start production
• Materials checked and allocated
• Waiting for production slot

**In Progress**

• Currently being produced
• Track production regularly
• Monitor progress

**On Hold**

• Temporarily paused
• Reasons:

- Material shortage

- Machine breakdown

- Quality issues

- Customer request

• Can resume to "In Progress"

**Completed**

• All quantity produced
• Quality checked
• Ready for delivery
• Cannot track more production

**Cancelled** (Rare)

• Order no longer needed
• Materials released
• Cannot resume

Best Status Practices

• ✅ Move to "Scheduled" when materials confirmed
• ✅ Change to "In Progress" when production starts
• ✅ Use "On Hold" for temporary stops (not cancellations)
• ✅ Let system auto-complete when quantity reached
• ✅ Review "Draft" orders weekly to keep them moving

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11. REPORTS AND ANALYTICS

Dashboard Analytics

Production Efficiency

• Completion rate
• Average time to complete
• On-time delivery percentage

Quality Metrics

• Overall quality pass rate
• Defect rates by product
• Quality trends over time

Resource Utilization

• Production line usage
• Shift performance
• Operator productivity

Viewing Reports

1. Check dashboard statistics

2. Filter orders by date range

3. Export data for external analysis

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12. BEST PRACTICES

Planning

• ✅ **Link to Sales Orders** - Maintain traceability
• ✅ **Set Realistic Due Dates** - Consider lead times
• ✅ **Check Materials First** - Avoid production delays
• ✅ **Assign Production Lines** - Optimize resource allocation
• ✅ **Set Priorities Correctly** - Focus on what matters

Execution

• ✅ **Track Production Daily** - Keep data current
• ✅ **Record Quality Metrics** - Identify improvement areas
• ✅ **Document Downtime** - Analyze and reduce delays
• ✅ **Update Status Promptly** - Maintain visibility
• ✅ **Add Notes** - Capture important details

Monitoring

• ✅ **Review Dashboard Daily** - Stay informed
• ✅ **Address Overdue Orders** - Prevent customer issues
• ✅ **Monitor Material Shortages** - Proactive procurement
• ✅ **Check Quality Rates** - Maintain standards
• ✅ **Track Completion Trends** - Improve planning

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13. TROUBLESHOOTING

Common Issues

**Cannot Create Production Order**

Problem: Save button doesn't work

Solution:

• Check all required fields filled
• Ensure quantity > 0
• Verify due date is set
• Check product selected

**Material Shortage Warning**

Problem: Red alert showing material shortage

Solution:

• Review material requirements
• Check stock levels
• Contact procurement
• Consider partial production
• Update BOM if incorrect

**Order Not Appearing in List**

Problem: Created order not visible

Solution:

• Clear search filters
• Check status filter
• Refresh page (F5)
• Verify order was saved (check for success message)

**Cannot Track Production**

Problem: Track Production button disabled

Solution:

• Ensure order status is not "Draft" or "Completed"
• Check if you have permission
• Verify order is not cancelled

**Progress Not Updating**

Problem: Production tracked but progress bar not changing

Solution:

• Refresh page
• Check if quantity entered correctly
• Verify tracking was saved successfully
• Check browser console for errors

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14. FAQs

General Questions

Q: What's the difference between Production Orders and Sales Orders?

A: Sales Orders are customer orders. Production Orders are internal manufacturing orders. One sales order can generate multiple production orders.

Q: Can I delete a production order?

A: No, but you can cancel it. This maintains audit trail.

Q: Can I have multiple production orders for the same product?

A: Yes! Each order is independent with its own tracking.

Q: Who can create production orders?

A: Users with Production Manager or Planner roles.

Material Questions

Q: What if materials become available after I create the order?

A: Material availability is checked when you create the order. If materials arrive later, just start production normally.

Q: Can I override material shortages?

A: Yes, you can save the order with a shortage warning. It's just a warning, not a block.

Q: How are materials consumed?

A: When you track production, materials are automatically consumed based on the BOM.

Production Tracking Questions

Q: How often should I track production?

A: At minimum, once per shift. More frequently for critical orders.

Q: Can I edit a tracking entry?

A: No, tracking entries are permanent for audit purposes. Enter carefully.

Q: What if I entered wrong quantity?

A: Contact your system administrator to adjust.

Q: Can I track production for completed orders?

A: No, once completed, no more tracking is allowed.

Status Questions

Q: When should I use "On Hold" vs "Cancelled"?

A: Use "On Hold" for temporary stops (machine breakdown, material delay). Use "Cancelled" only when the order will never be completed.

Q: Can I change a completed order back to in progress?

A: No, completion is final. Create a new order if needed.

Q: What happens when I change priority?

A: The change is logged but doesn't automatically affect production. It's visual guidance for operators.

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📞 SUPPORT

Need Help?

• Check this manual first
• Review tooltips in the system
• Contact your system administrator
• Email: support@productionplannerpro.com

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© 2024 ProductionPlannerPro | Developed by www.dkwebart.com

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END OF USER MANUAL