Production management through routings: write-off rules, partial release and search for related documents

Route sheets in Torgsoft production: material write-off logic, partial production release, and safe error cancellation

The "Production: accounting for materials and finished products" mode with route sheets allows business owners to automate the production process, calculate piecework wages for employees based on actually completed operations, and control the movement of raw materials. Business owners are most often interested in: exactly when the program writes materials off from the warehouse, how to correctly process a partial release of a large batch of goods, why discrepancies occur when raw materials are written off during partial releases, how to find the write-off document for a specific material, and how to safely cancel an incorrect release of finished products. Below are detailed algorithms explaining how the program works and answering these questions.

When materials are written off and how operations are configured

By default, materials and material substitutes used to manufacture products are written off from the warehouse and displayed on the "Write-off Acts" tab when the production act is closed, that is, when the "Release Finished Products" action is performed.

However, the program allows you to configure automatic material write-off directly when an employee performs a specific technological operation. To do this, enable the "Write off materials from the warehouse when performing the operation" option in the technological operation settings. If this option is enabled, when an employee scans such an operation in the route sheet, a warehouse write-off document is created immediately.

For this mechanism to work correctly, the operation must have the appropriate type:

• Operation type "Write-off". Allows the required quantity of material to be written off with the option to edit it. When this operation is performed, the material list contains only materials that are not linked to any other operation. It is important to remember that this operation is not cumulative. If an employee performs it several times, only the quantity of material specified during the most recent operation will be added to the route sheet.

• Operation type "Weighing". When this operation is performed, the program prompts you to enter the weight of the entire batch of products. Weight-based material is then written off proportionally to the specified weight, while unit-based material is written off once in full.

Proportional acts for partial production releases

Business owners often need to release a large order in batches (for example, only 100 out of 500 ordered units are ready and need to be shipped to the customer). Torgsoft allows operations and materials to be added to the route sheet even after a partial release of finished products has already started.

During a partial release, the program uses a special algorithm for calculating cost and material write-offs:

1. Cost calculation. If only part of a batch is released at one time, the unit cost of the finished product is calculated based on the process sheet data (planned cost of materials and operations). When the final part of the batch is released and the route sheet is closed, the cost is recalculated as the difference between the cost of all materials actually used and operations performed and the cost of the products that were released earlier.

2. Proportional material write-off. Materials that were added to the route sheet manually are written off with each partial release in proportion to the quantity of products being released.

3. Preventing duplicate write-offs. Previously, users encountered situations where materials could be written off twice during a partial release. This algorithm has been corrected. Now, a material that is configured to be written off when an operation is performed (by scanning an operation of the "Write-off" type) is written off from the warehouse once and in full during the first partial release of finished products. During subsequent partial releases under the same route sheet, this specific material is no longer written off. If the quantity of such material is manually changed in the route sheet itself, the remaining quantity will be written off when the production act is finally closed.

Finding related documents

To track where a material was used and under which document it was written off, use the "Product Movement" form (Warehouse - Product Movement menu item). For easier searching, the "Production Act" column has been added to the movement table. For all documents used to write off materials for production, this column displays the date and number of the production act under which the write-off was performed. This allows you to quickly find the related production process when checking the movement of a specific raw material.

Safely cancelling a release and correcting errors

If an error was made during the release of finished products, the release must be cancelled correctly to avoid document locking.

1. Cancelling a release. Go to the "Production Acts" -> "Finished Product Releases" tab and click "Cancel Finished Product Release". The program will ask for confirmation.

2. What happens when a release is cancelled. After confirmation, the program will automatically delete the goods receipt invoice for the manufactured products from the accounting center to which they were transferred and will also delete the write-off invoices for the materials and waste used.

3. Returning materials to reserve. When a finished product release is cancelled, the materials are not simply returned to the warehouse. They are automatically reserved again (if the "Automatically reserve material for the production act" option is enabled in the settings), based on the quantity of products in the cancelled release.

4. Deleting a production act. An important system rule — a production act cannot be deleted if the release of finished products has already started under it or if products have already been written off. If you try to do this, the program will display a warning that deletion is not possible. To completely delete such a production act, you must first cancel all finished product releases using the algorithm described above. After that, the act can be safely deleted, and the reserved materials will automatically be moved back to the main warehouse with the corresponding internal transfer documents deleted.