Create Work Orders

Generate, schedule, track, and complete Work Orders—formal instructions to manufacture specific quantities of a product—so you streamline production execution and maintain accurate inventory and cost records in the CGIC App.

What it does

• Creates a Work Order (WO) that ties a finished‐goods item to its BOM, required quantity, and production schedule
• Allocates raw materials and operations to that WO, reserving components and logging actual consumption
• Tracks WO status (Draft, Submitted, In Process, Completed, Cancelled) through each stage of production
• Updates inventory (stock ledger) and costing as materials are issued and finished goods are received

Prerequisites

Active BOMs exist for products

• Finished‐goods item exists under Stock > Item > Item List and is marked Is Stock Item.
  • An active BOM for that product exists under Manufacturing > Bill of Materials > BOM List.
  • Workstations are configured under Manufacturing > Workstation > Workstation List (if you track operations).

Material Availability

• Raw materials in the BOM have adequate on‐hand stock, or a Material Request has been created/approved.
  • Warehouses for raw materials and finished goods are defined under Stock > Warehouse.

1.0 Open the New Work Order Form

1. Navigate to Manufacturing > Work Order > New Work Order.
2. A blank Work Order form opens with fields for header information and an empty Items section.

1.1 Populate Header Details

• Work Order No.
  • Auto-generated (e.g., “WO-2025-0001”). You may override if you have a custom naming series.
• Production Item
  • Click the lookup (🔍) and select the finished‐goods item (e.g., “Danaval Bread—Chocolate Loaf”).
  • Once selected, UOM auto-fills based on the item’s default.
• BOM
  • Click the lookup to select the appropriate BOM. Only active BOM versions whose Applicable From date ≤ today appear.
  • If multiple BOMs exist, choose the one matching your production specifications.
• Quantity
  • Enter the number of units you intend to produce (e.g., “500”).
  • The BOM’s component quantities will scale automatically in the Material Request and Items tables.
• UOM
  • Auto-populates based on the finished‐goods item’s unit of measure (e.g., “Nos” or “Kg”).
• Company
  • Select your legal entity (e.g., “Charisma Global Industrial Co.”).
• Planned Start Date / Planned End Date
  • Enter the dates your production run should begin and finish.
  • If left blank, you can schedule later via Production Schedule or in the WO’s Operations section (if operation times are defined).
• Workstation (Optional)
  • If your company tracks capacity by workstation, select the primary workstation (e.g., “Baking Oven #2”).
  • If you have multiple operations on different workstations, define them later in the Operations table.
• Project / Cost Center (Optional)
  • Assign a project or cost center to track production overhead and costs in financial reports.
• Remarks (Optional)
  • Add any notes about this Work Order (e.g., “Urgent customer order—rush production”).

1.2 Save as Draft

1. Click Save to save the WO as a draft.
   • The system validates required fields: Production Item, BOM, Quantity, and Company.
   • A draft WO will have Status = Draft. You can still modify header fields.

1.3 Generate Material Request (Optional but Recommended)

1. With the draft Work Order open, click Actions > Make Material Request.
2. A Material Request form opens with:
   • Request Type = “Manufacture”
   • Work Order field pre-filled with the current WO No.
   • BOM and Quantity also pre-filled.
3. Click Get Items from BOM (or Fetch Items) to explode the BOM and list all required raw materials (scaled to the WO quantity).
4. Review each row:
   • Item Code, Required Qty, UOM, Warehouse.
   • Adjust Warehouse if materials must be sourced from a different location.
5. Click Save, then Submit to reserve raw materials in the specified warehouse(s).
6. Return to the Work Order (click Back)—you’ll see a link under Material Request indicating the MR was created.

1.4 Add Operations (If Tracking Workstation/Time)

1. Click the Operations tab within the Work Order form.
2. If the With Operations checkbox is not already ticked, click it to enable the operations section.
3. Click Add Row for each production step:
   • Operation: Select from existing operation types (e.g., “Mixing,” “Baking,” “Packaging”).
   • Workstation: Choose the machine or work center where this step occurs.
   • Planned Time (Minutes): Enter the expected time per unit or batch (e.g., “0.500” minutes per loaf).
   • Fixed Time (Minutes): If the step takes a flat time regardless of quantity (e.g., “5” minutes for oven preheat), enter that here.
   • Sequence: Number the steps in production order (1, 2, 3, …).
4. Repeat for all operations in your production process.
5. Click Save.
   • CGIC now has a planned operation schedule that can inform capacity planning.

1.5 Submit the Work Order

1. After materials and operations (optional) are set up, click Submit at the top-right.
   • The WO status changes to “Submitted”.
   • CGIC reserves raw materials (if MR was submitted) and flags the WO as “To Start” in production dashboards.
   • A Stock Ledger Entry is not yet created for finished goods until you record actual production.
2. If you need to schedule the WO, use Actions ▶️ Schedule or add it to a Production Schedule—ensuring shop‐floor teams know when to begin.

2.0 Steps to Manage Existing Work Orders

2.0.1 Locate the Work Order

1. Go to Manufacturing > Work Order > Work Order List.
2. Use the Global Search or Filter > Add Filter to find your WO by:
   • Work Order No.
   • Production Item
   • Status (Draft, Submitted, In Process, Completed, Cancelled)
   • Planned Start Date / End Date
3. Click the WO’s Work Order No. to open its profile.

2.0.2 Edit or Amend a Work Order

You can only edit a WO if its status is “Draft”, “Submitted”, or “In Process” and no finished goods have been submitted. If the WO is “Completed”, you must create a new WO or use an adjustment method.

1. With the WO open, click Actions > Edit (if status is Draft or Submitted).
2. Modify fields as needed:
   • Planned End Date or Start Date (to shift the production timeline).
   • Quantity (if customer order changes, but only if no finished goods have been received).
   • Workstation or Operations (e.g., move a step to a different machine).
3. To change the core BOM or item after submission, click Actions > Cancel:
   • CGIC creates a new draft version of the WO (e.g., “WO-2025-0001-02”) preserving history.
   • In the new draft, update Production Item, BOM, Quantity, and Materials/Operations as needed.
   • Click Save, then Submit to reactivate the updated WO.

2.0.3: Start Production (Material Issue & Operation Log)

1. When production physically begins, open the submitted WO and click Actions > Start (if enabled).
   • Status changes to “In Process”.
   • If you track time, operators can now log Actual Start Time for operations.
2. Issue Materials:
   • Click Create > Stock Entry (Purpose = “Manufacture”) from the WO toolbar.
   • The Stock Entry form opens with:
     • Work Order pre-filled.
     • Items table populated with BOM components and Required Qty.
   • Enter Qty to Consume (actual quantity consumed, which may exceed or be less than required).
   • Assign Source Warehouse / Bin and Batch No. (if applicable).
   • Click Save, then Submit—deducting actual material consumption from inventory and posting a stock ledger entry.
3. Log Operations (If Tracked):
   • In the WO’s Operations tab, for each operation row, enter:
     • Actual Time Spent (e.g., “0.600” minutes).
     • Operator or Employee ID (optional, if tracking labor).
   • Click Save.
   • Repeat until all operations have actual time logged.

2.0.4 Manufacture and Receive Finished Goods

1. Once production is complete, click Create > Stock Entry (Purpose = “Manufacture”) or Create > Delivery Note (if shipping directly to customer).
   • Finished Goods Item and Qty to Produce populate automatically.
   • Target Warehouse for finished goods defaults to the item’s default warehouse; adjust if needed.
2. In the Stock Entry (Manufacture) form:
   • Confirm Qty to Produce and Rate (value per unit, if needed).
   • Attach any Inspection Certificates or Quality Reports in the Attachments section.
   • Click Save, then Submit—this adds stock to your finished goods warehouse and posts the inventory value via a stock ledger entry.
3. The WO’s Status automatically updates to “Completed” once the Stock Entry is submitted.
   • Actual vs. Estimated costs and material usage now appear in the Production Costing Report.

If a WO produces serial-or batch-tracked items, assign Serial No. or Batch No. on the Stock Entry before submission.

2.0.5: Cancel or Close a Work Order

• Cancel a Draft/Submitted Work Order:
  1. Open the WO in Draft or Submitted status.
  2. Click Actions > Cancel.
  3. Confirm the cancellation.
     • CGIC reverses any reserved materials (if a MR or stock reservation existed).
     • The WO status changes to “Cancelled”.
  4. If you need to restart production later, click Actions > Create New to clone the WO and adjust details.
• Close an In Process Work Order:

Use only if production cannot continue (e.g., machine breakdown).

1. Open the WO in In Process status.
2. Click Actions > Close.
3. Enter a reason (e.g., “Machine failure—postpone remainder”) in the prompt.
4. CGIC marks the WO as “Closed”, preventing further material issues or receipt entries.
   • Any unissued materials remain reserved until you create a new WO or cancel the closed one.

Do not cancel a Completed WO. Instead, create a Stock Reconciliation for any adjustments or create a new WO for rework.