Production Order - FAQ

1. What is a Production Order?

• A Production Order is a document or electronic instruction used to guide factory personnel in producing a specific product. It outlines the necessary stages, resources, and procedures required to complete a specific job or piece of work. 

2. What is the Platform used for PrO?

•  The platform that is used for PrO is ZPS

3. How do I access PrO on ZPS?

• Login to https://zps.uat.zetwerk.com/home/dashboard directly and navigate to Production where you find the create work order tab

• The path  ZPS>Production>Production order

4. How to view existing PrO?

Users can view existing PrO by typing in the PrO no. or SO no.

Users can also use filters to navigate:

• All orders or my orders

• Status of the production

• Who is the job assigned to

• Who is the customer for that job order

• What is the start date and end date

4. Who can create PrO?

The line manager and the plant manager can create the Production Order

5. What information do I need to provide while creating PrO?

Login to ZPS using your credentials

Go to the Production section where you can find PrO

Click on create production order which will open the following screen

Fill in the details for creating the Production Order 

Add in the item by entering the item code or by scanning the QR on the item 

Click on create PrO and the created PrO would be visible on the PrO UI

6. What is the sales order number for PrO?

The sales order number should be the customer sales order number for which the order is to be fulfilled. This will be created in Quickbooks( Sales Order)

7. Who is the Customer?

Currently the customer will be fetched from the customer master.

8. Who do we assign the Production Order to?

The work order will be assigned to the individual who will be responsible for the production. While creating a Production Order (PrO), there is an option to select the assignee. This allows you to specify who will be assigned to the production order, ensuring clear responsibility and oversight for the task.

9. What is the production line?

 The production line is where will the production of the item happen within the warehouse

10. What is Planned start?

The planned start refers to the date when we are actually planning to start the work. The system will ask for a date as well as time input.

11.What is Planned end?

The planned end refers to the date when we actually want to finish the work. The system, based on the dates, will show how much time we have left to finish the work. This date can be set only in future, as we are entering when in future the when Job will be produced or finished.

12. What is planned dispatch?

The planned dispatch refers to the date when we actually intend to dispatch the materials from the factory. The date can be in future only and with ref of this date, the time available for production is shared.

13. What is a SET group?

A Set Group is a classification within a Bill of Materials (BOM) that defines items which need to be assembled or used together as a complete unit. 

14. How to add the items for Production Order?

To add the items, we can search by the item name or item code. Upon selecting the item, the system automatically gives more details such as Customer Item code, Product name, Product group and quantity. The quantity will be defaulted to 1, as currently we have only 1 quantity of item produced per PrO.

15. How do we select the quantity while creating PrO?

For now the users cannot change or select the quantity, as only one quantity is being produced per production order.

16. How to select the BOM and why?

We will select the BOM ID to tell the system which BOM we are going to produce. Upon entering the BOM ID, the system will tell us which version it is and also give us a hyperlink to the BOM of that particular item along with the D&C number.

17. How to do set selection?

In the set group, select the set ID from the available dropdown. There is a document attached for set breakdown which will tell us the items that go in the specific set group. In case there are two sets for the particular BOM, then two lines will show up for set group 1 and another for set group 2.

18. What can be a customer request while creating PrO?

If there is any specific request that is coming from the SGRE or any other customer in future, we can enter those request details in the customer request tab.This is not a mandatory requirement, users can add in customer request, if any. 

19. What are product remarks/instructions?

In the production remarks/instructions tab you can specify specifications or instructions that you want to give to the ground personal. This is not a mandatory requirement, users can add in product instructions, if any. 

20. What are the supporting documents that we can attach?

The following can be uploaded as supporting documents:

Changed drawing plan

Any specific email received from the customer

Documents relevant to the order for work updation

Or any other specification documents

21. What will happen once I click on create production order?

Once the user clicks on create PrO it gets created and the stage will be created for the PrO and a production order number will be assigned.

22. What is item blocking for PrO?

Once the user has created the PrO by inputting the BOM, the items in the inventory which are mentioned in the BOM will get blocked for that particular order. So for any other order these items will not be blocked as it has been already blocked for the order.

23. What is the next step after creating the PrO?

The next step after creating a work order is to release it to production after creating the PrO. This serves as an indication to the floor to move ahead and start the production.

24. What is a pick list?

Once the PrO is created, the items of the BOM get blocked and the Pick List is the set of those blocked items that has to be picked to complete the work order. The pick list is printed, and manual verification by the line manager is required. Fields in the pick list include item code, serial number, quantity, and pick location.

25. What will be the next action for PrO?

The next step will be to start production.

Click on start production.

Once started, blocked items will move to the status - Work in progress in inventory.

The status of the PrO will be updated to In Production

26. What is record production?

By clicking on record production, we are indicating to the system that the job order has been completed. The user will have to enter production date and time and in addition to that , the user will also have to add the set reference.

The status of the PrO will be updated to be completely produced.

27. How is Production Recorded and Handled?

For recording production, the line manager counts and records the finished quantity. Entries for consumption and creation are made in the system based on the FiFO logic. The output SFG/FG items are serialized for tracking and further processing.

28. What is the Difference Between Production Order Cancellation and Short Close? 

Cancellation is allowed until any quantity of the PrO is marked as completed. Short Close is used when part of the PrO quantity is completed, and the remaining PrO needs to be closed.

29. Can the WO be revised?

This flow is not live yet.

30. Can the WO be canceled?

Yes, the PrO can be canceled until the status of the PrO is marked as "Completely Produced." Once the PrO reaches this status, it can no longer be canceled.

31. When can the WO be closed?

Once the goods are produced, it will be sent to the Quality check location and Quality of the product will be checked there. Then PrO can be closed only after the QC has been done and recorded

32. How does inventory get adjusted as a Production Order progresses through various stages? 

As a PrO progresses, the inventory is adjusted at key stages:

• Creation: Inventory is reserved or allocated once the PO is created to ensure availability.

• Dispatch: When items are dispatched, the inventory is deducted in real-time.

• Completion: The final inventory count is updated based on what was actually used or shipped. Any discrepancies are noted and reconciled.

33. Can a Production Order be edited or deleted after submission? 

Yes, a PrO can be edited or deleted, but there are conditions:

• Before Dispatch: Editing is typically allowed, including changes to quantities, items, or delivery details. Deletion is also possible if the order hasn't progressed too far.

• After Dispatch: Editing options become limited to non-critical fields, and deletion is generally restricted. Special approvals may be required.

• Completed: Once a PO is marked as "Completed," it cannot be edited or deleted.

34. What happens when a Production Order reaches its end state? 

The end state of a PrO can either be "Completed" or "Cancelled":

• Completed: Indicates that all items have been delivered, received, and the transaction is closed. No further actions can be taken on the PO.

• Cancelled: The PO is terminated, and any pending inventory reservations are released. This action is typically irreversible and should be confirmed before proceeding.

35. How can I get access to the Production order module in ZPS? 

Submit a request through the IT or Admin department. You'll need to specify why you need access and what level of permissions you require.Your manager or department head will need to approve your request before access is granted.Permissions are role-based, so ensure you have the correct role assigned for the tasks you need to perform within the module.

36.  How does the Production Order Reversal functionality work?

The new Production Order Reversal feature allows users to reverse an produced or active Production Order if mistakes occur. This functionality enables users to correct errors without disrupting the entire workflow, accommodating issues related to materials, operational changes, or manual errors.

The Production Order Can be reserved by following this process.

→ Go to zps.zetwerk.com

→ Navigate to Production Section

→ Select the Production Order to Reverse(Status- Completely Produced)

→ Reverse the Production

37. What are the conditions for Production Order reversal?

Only Production Orders with the status Completely Produced and Closed are eligible for reversal.

38. Can the items in reversed production order be used?

The items reversed in production order can be made available to inventory based on the user selection. The user also has  an option to move the item to the last known location or location of their choice.

39. How to Edit a Picklist?

In order to Edit a Picklist, User needs to follow the following steps.

→ Login to zps.zetwerk.com 

→ Navigate to the Production Tab

→ Select the production Order for which Picklist needs to be edited.

→ Navigate to the Items section, Select the option for Edit pick list.

→ Where you can swap the item by selecting the swapping product.

Following the confirmation from the user the picklist will be updated.

40. How to swap items with different SET IDs?

To swap an item with a different SET ID, activate the Allow Set Mismatch toggle.