How to place an order to suppliers. Materials for production

Production of finished products is definitely not a simple process. But why does it happen that for some people, production seems like an unattainably difficult, full of hassle and routine affair, while others easily start manufacturing products and not only receive high profits but also enjoy their own business? The key is in the approach to starting production. In production, there are indeed significantly more tasks than in ordinary trading. It’s important to set everything up so that there is always enough product, it sells out without leftovers, the batch size and the amount of materials to purchase are correctly calculated, and product sales are well established. So, how can everything be organized easily and efficiently? — Entrepreneurs automate production and delegate routine tasks to specialized programs. A production program simplifies production planning and helps to accurately calculate all details. 

How does the Torgsoft program automate and simplify production planning? 

• The manufacturer enters customer order information or the batch size of the product into the program. 

• The program tracks materials, stores supplier information, calculates the required amount of materials needed to produce the product batch, and shows how much raw material is missing, taking into account existing warehouse stocks, including those already reserved for other production batches. 

• Users don’t need to manually enter all the order information; the program can create a supplier order and will automatically calculate which materials are needed, in what quantities, to produce the planned batch of goods. It will fill in the raw material order form, suggest suppliers who have been previously used in the program, calculate the purchase cost, track settlements with suppliers, and add materials to the warehouse when they arrive. 

How to create a materials order for a supplier?

Orders for suppliers are formed based on the product’s bill of materials or production orders. First, you need to plan the production batch by adding the necessary items to the "Production Planning" form, then create the raw material order for the supplier.

Step 1: Filling out the "Production Planning" form 

How to add a product to the "Production Planning" form? 

Go to the "Document" menu — "Production Planning":

You can then add a product from the Bill of Materials or from a Production Order.

From the Bill of Materials 

In the "Production Planning" form, click the "Add Product" button  :

A "Production" form will open. On the "Bills of Materials" tab, select the appropriate bill of materials for the product — highlight the desired product with a left mouse click — click "Select":

Done, the product has been added to the form, and you can proceed with creating a supplier order.

From a Production Order

In the "Production Planning" form, click the "Add Production Order" button   :

A "Production Order" form will open — select the required order. It’s important that a bill of materials has already been created for the order. Then click "Select": 

Done, the product from the "Production Order" has been added to the "Production Planning" form. The program automatically pulls the necessary materials from the bill of materials into the "Production Planning" form, which you can view at the bottom of the form: 

Materials can be grouped by supplier, model, or order. To group materials, use the menu "Settings — Group by Material". You can also view materials for all orders together, or only for a specific bill of materials or order:

• materials for all orders/bills — convenient for forming a consolidated supplier order for the entire batch of products,

• by current order/model/product — useful if you want to see exactly which materials are needed for a specific product. 

Once materials are entered into "Production Planning", the program automatically assigns a supplier based on the most recent purchase:

You can keep the supplier assigned by the program, manually change the supplier name, or select from the suppliers already entered in the program: click "Set Supplier"   — a "Supplier" window will open. Choose the supplier for these materials:

Note that without grouping materials by supplier, you can change the supplier only for each individual item. If you want to set a supplier for an entire group of items, check the "Group materials by supplier" option in "Settings — Group materials": 

Now you can change the supplier 

• for a specific material — select the row with the appropriate item and click "Set Supplier",

• for an entire group of items — select the row with the supplier’s name and click "Set Supplier".

Some materials may not have supplier information. You can see if such items exist by toggling "Materials without a Supplier" and add supplier information for these materials in the program: 

In addition, there’s no need to create a Bill of Materials for every individual order. The Bill of Materials is created once and can be used for multiple supplier orders.

Each Production Order can only have one supplier order created from it to prevent duplicate orders for the same materials. When a Raw Material Order has already been created for a Production Order, the program will indicate this with an icon . When the supplier delivers all the materials for a given "Production Order", a "checkmark" will appear next to it in the program.

Thus, in the Torgsoft production program, you can not only create a supplier order for raw materials but also track the progress of the order, receive deliveries, and ensure the production is ready to start.

In the Torgsoft accounting program, you can also create a supplier order manually — without a bill of materials or production orders. For more details, follow the link.