Adding a Works Order

When adding a works order some preliminary information is entered before you enter the general works order information.

Assembly No?

Stock Code?

The first input asks for the assembly number – you enter the required assembly number, using <F4-Select> to search if necessary.

Alternatively, if you want to enter a free-form works order to build a stock item then you can use the <F5> key to swap between asking for the stock code or the assembly you wish to build. At the point of entering the stock code <F4-Select> is again available to search for the stock code. In addition, the <F7-Option> key can be used to create a new stock record.

Quantity

Here you are asked for the quantity you wish to build on the finished item. Only positive values are accepted – if you wish to breakdown or de-kit an assembly into its component parts you would enter a positive value but flag the works order as a ‘credit’.

On input of the order quantity you may be warned that the quantity is ‘Not a Multiple of Assembled Quantity’. On definition of an assembly the quantity of finished item that the components build is usually ‘1’, however economies of scale may mean it is better to build more than one of the finished item. Works Order entry will validate that the entered build quantity is an exact multiple of the assembly build quantity and warn when appropriate – <F7-Option> is available to override the warning and build the entered amount.

Order Ref

You are asked to confirm the works order reference. This is usually generated for you on a sequential basis – confirm or enter as appropriate.

After confirming the order reference you are then ready to enter the general works order information. An example screen is shown below, remember these screens can be amended to reflect the information you wish to enter in the works order header.

Order Reference

Displays the order reference for the works order.

Date Entered

Displays the current system date, you can overtype if required. Note that if set to generating reserved/on-order transactions to Stock Control, then the system will warn on confirmation of this date if it is outside the current stock period.

Date Required

Enter the date build of the works order is required by.

Work Commence

If a Date Required is entered and the stock record has a lead time set then the system will calculate for you the latest the build can be commenced. The date can be overtyped – you will be warned if you overtype the date and this means that the required date cannot be met.

Assembly Code

Stock Code

Order Quantity

These items are view-only and display the details entered during the initial stage of works order entry.

Stock Description

Description used on stock transactions generated from this works order.

Immediate Issue

During order entry the system reserves the components used on this works order but physical stock is not reduced until the build stage. This option allows for the components to be issued from stock immediately on order generation. Note that if set you cannot amend the works order detail lines – they are created based on the assembly specification and fixed for the order.

Sales Account Code

If build is for a specific customer enter the customer account code here. <F4-Select> is available.

Customer Reference

Enter the customer reference, if any, for this works order.

Additional Notes / Extra Text

Enter any extra build instructions required.

Finished Item is Batch/Serial Tracked?

Once you have completed the header details you may, if the finished item is batch or serial tracked, be asked to enter the batch/serial codes of the item being built when the Bill of Materials system is configured for pre-allocation of batch/serial numbers. A pop-up will ask for the batch details being built, the batch codes being built will normally have a system generated number but you can enter/scan the codes as required.

You can prompt for up to five extra items to be recorded against the batch record.For example, if building perishable items you may want to enter an expiry date.

On completion of input of batch/serial codes the system will create the batch records against the finished item and mark the records as on-order. Note that it isn’t mandatory to enter the batch details as no physical movement has yet taken place.

Immediate Issue?

If set for immediate issue then system will prompt for the stock reference and description for the stock transactions to be created. These items can be optionally set to default to items from the works order header and can be set to be applied automatically.

Auto-Generate Component Details

If the works order has been entered for an assembly item then the system will, on completion of the header details, generate works order details for the components of the assembly.

Where a component item has insufficient stock available an on-screen warning is given. This warning shows the quantity required (or build quantity), the free stock level and the calculated shortfall. You can then take remedial action, either placing a purchase order or substituting the component with an alternate item.

Where a component is a batch/serial tracked item then you may, if configured for pre-allocation, be prompted for the batch/serials to be reserved against the works order. These may be suggested for you on a FIFO or user-defined sequence, or you can scan/key the batch numbers required. <F4-Select> is available to show the active batch numbers.

After displaying any out-of-stock warnings and prompting for pre-allocated serials the detail entry options are displayed.

Works Order Detail Entry

The initial order detail display screen is split into three sections – header, detail and footer. The header shows the main information regarding the works order – the order reference, the total cost, the number of detail lines and the stock item being built. The detail shows the component lines already generated and the footer shows the options available.

Details

On selecting DETAILS you are taken into the component detail entry. A scroll bar highlights the active record and you can move the bar up/down to highlight the entry you wish to amend or the position at which you wish to insert an entry.<Enter> or a click with the mouse opens the highlighted detail for amendment, to insert a new line press <F5-Insert>. <F6-Delete> can be used to remove an entry.

The typical details input include the Stock Code, Description and Quantity. Cost Price and Level Number may additionally be displayed but are often set to be treated as view-only, although cost can be input if desired. On input of description a ‘pop-up’ form allows entry of the description and extra text allowing, by default, up to ten lines of text.

Once all required detail input is completed you can press the <ESC> key or the X-close button of the detail entry screen to return to footer options.

Sub Assembly Components

Print

The PRINT option allows you to print a works order acknowledgement or build note.

On selection of the option you are asked to choose whether you wish to use the ‘PRINT-ORDER’ (the acknowledgement) or ‘BUILD-ORDER’ documents – where multiple documents are defined for a type you may be asked to select the document - you are then asked to confirm the document date and the printer the document is to be sent to.

By default the documents are processed automatically although configuration options allow for manual processing. For further details on the print procedures when processing the document manually see the relevant sections for the ‘Works Order Acknowledgement’ and ‘Build Note’.

TEXT

The TEXT option allows you input or amend the ‘Additional Notes’ for the works order that may have previously been entered when adding the Works Order.

<F5-Insert> and <F6-Delete> are available to insert and delete lines as appropriate.

Header

The HEADER option allows you back into the works order header maintenance to add to or amend any details previously entered. This screen may, optionally, be different from the initial entry screen as the HEADER option uses the ‘update’ works order screen rather than the 'add' screen which allows for different configuration.

Alternate Component Detail Input Methods