Getting Started

The program is divided into six main sections:

  • CRM - sales and order management.
  • Production planning - production planning and administration.
  • Stock - inventory management
  • Procurement - purchasing management.
  • Dashboard - quick overview of main indicators.
  • My production plan - real-time reporting of manufacturing operations by the worker.

MRPEasy is suitable for both make-to-stock and make-to-order production modes. General usage flowchart:

Usage Flowchart

How to get a quick overview and start testing

  1. Watch the three walkthrough videos in section Demo data and videos.
  2. For best results, make sure to read and apply the MRPEASY IMPLEMENTATION GUIDELINES.
  3. Add users who will test the system in Settings -> Human resources.
  4. Go through the TUTORIALS.
  5. Play with the demo data.
  6. To start with your own data, first, empty the database from demo data in Demo data and videos section.
  7. Enter a simple test task. A simplified product with a few materials and operations will be perfect.
  8. Make sure to read our blog article regarding The minimalistic approach.

How to enter your parts and products

The very first thing is letting the software know what you are producing, how it's made, what it's made of, and who do you buy the materials from. You can do this in the Stock section.

  1. Go to Stock -> Items, click '+' button and create the articles for the products and for the raw materials. 
  2. Enter Purchase Terms for each raw material to define the cost and lead time.
  3. Enter a Bill of Materials (BOM) for the product.
  4. Enter a Routing for the product. (If you've never defined a routing, read our recommended blog post about the "minimalistic" approach)

How to plan and report production

If you make to order, then you might want to read about how to record sales orders before production planning (see "How to fulfill customer orders" below).

If you make to stock, then before receiving an order from the customer, you have already planned your production, issued the Manufacturing Orders and built the products. This is done in the Production planning section.

  1. Go to the Production planning -> Manufacturing orders and click ‘+’ to create a new Manufacturing Order (MO).
  2. If materials are not available, then production will be planned to start so that materials arrive on time (according to material lead time).
  3. Go to My production plan for live start-stop and material consumption reporting. Or try the Internet-kiosk which has a simplified user interface. (For reporting by worker, see the TUTORIALS)
  4. Alternatively, to finish the production without start-stop reporting, open the MO and click Finish production as planned, at the bottom of the page inside the MO.
  5. The product is available in Stock and the consumed materials are taken from stock.

How to work with stock, material planning, and manage purchases

Generally, no manual inventory transactions should be made in MRPEasy. Different people in different functions (e.g. sales, production, procurement) just do their daily tasks and report what they've done. As a result, the inventory transactions are automatically made.

  1. Read how to read the inventory numbers and how inventory is kept track of.
  2. As production is planned, materials are reserved for each Manufacturing Order.
  3. If there are not plenty of materials for production, then these items will have a negative Available quantity.
  4. The Min. stock indicator on the Dashboard, and also the Critical on-hand report within the Stock and Procurement sections will show the amount needed to re-fill min. stock levels.
  5. Raise Purchase Orders from the Critical on-hand report. (You can also raise Manufacturing Orders from the Stock section's report)
  6. Receive ordered products by entering the Arrival date inside the purchase order.
  7. If materials are not booked for a Manufacturing Order and have become available, open the MO and click on To book all parts.
  8. The Procurement -> Forecasts function allows to forecast material demand based on a sales forecast.

How to fulfill customer orders

In practice, some companies make to stock before the customer orders arrive, others only make to order.

If you receive a request for a quotation or an order, then:

  1. Go the CRM section and click ‘+’ to enter a Customer Order (CO).
  2. For compiling a Quotation, first, estimate the lead time and costs, then create the quotation PDF from the Invoices section within the CO.
  3. Click Check stock and book items button within the CO to check if the required products are in stock. Reserve these by clicking the Book all items button.
  4. If products are not in stock, then you have the following options:
    a) create demand for these products by clicking the Book all items button. Then you can schedule the Manufacturing Orders from Stock -> Critical on-hand page. The products from these Manufacturing Orders will be automatically connected to the Customer Order.
    b) create the manufacturing orders manually by clicking Book manually -> Create a manufacturing order. Then you need to move back to bookings page to connect the just planned lot (batch) of products to the Customer Order.
    c) let the software automatically create Manufacturing Orders, and if you wish, also Purchase Orders. You can do this by ticking the respective options and clicking Book all items.
    (See the tutorials)
  5. From within the Customer Order, create and send the Invoice.
  6. Once the Customer order status is Ready for shipment, ship the products by creating a Shipment and then picking the products.
    (All waybills are also shown under Stock -> Shipments, where the stock clerk can also access them and report picking.)

If you get stuck

  1. Click the "Quick help" Quick help button on the top right, which will show the documentation on the page you are on.
  2. Search the Help Centre for frequently asked questions.
  3. Open a Support Ticket in Settings -> Support.

Complete User Manual

The complete user manual can be found here:

https://www.mrpeasy.com/documentation

A one-page version of the User Manual, which can be printed or saved as a PDF:

https://www.mrpeasy.com/documentation/one

Demo Data and Videos

In the software section Demo data and videos, you can watch demo videos, upload demo data, and clear the database.

Watch demonstration videos and get up to 9 days FREE

We have three 5-minute videos that describe how MRPEasy works. If you're new, then this is the best start to MRPEasy. If you've had a pause in working with MRPEasy, these are great memory refreshers. Plus, we give 3 free days for each video watched - a total of 9 additional trial days.

Uploading the demo data

As the first step, it's most convenient if some data is already properly uploaded into MRPEasy for general testing. You can upload the same demo data that is used in the videos to test different functions.

Are you not making tables? That's ok, the same principles apply to all industries, from building tables to producing airplanes.

How to delete the demo data and clear the database

There are two options for emptying the database:

  1. To delete all data (except users and settings), click the Empty the database button.
  2. To delete all orders (MO, CO, PO, RMA, SO) and inventory levels only, click the Delete all orders and stock button.
    The so-called seed or master data will remain - customers, vendors, articles, BOMs, Routings, Work Stations, etc.

Buttons

  • Add Add a new entry
  • Edit Edit an existing entry
  • Bulk editing Bulk editing
  • Choose columns Choose columns to be displayed
  • Search Search by specified conditions
  • Clear Clear the search conditions
  • Reports View reports
  • Important notice Important notice
  • Actions View action log
  • Press and drag up or down to change order Drag up or down
  • Consume Create a Purchase order (Critical on-hand)
    Consume item (Production order)
  • Create a manufacturing order Create a Manufacturing order (Critical on-hand)
  • Return item to stock Return item to stock
  • Print barcode Print barcode
  • Start Start the production operation
  • Pause Pause the production operation
  • Stop Finish the production operation
  • Show images Show images
  • Move Move window
  • Quick help Quick help
  • Tasks Tasks

Quick help

For any particular page throughout the program, its explanation can be found by clicking on the Quick help button in the top right-hand corner.

Alternative text

Tooltips are provided for all fields throughout the program. If a field is not understandable, simply move your mouse over its title.

Browser security settings

MRPEasy is an internet-based software and works in-browser. Please check your browser privacy settings: cookies, JavaScript (scripting), and website data must be allowed (at least "Allow from Current Website Only").

Additional tips

  • Tables can be sorted by clicking on column titles;
  • The order of columns can be arranged by clicking, holding, and dragging their titles;
  • In many tables, it is possible to show additional columns or hide unneeded ones by clicking on the "Choose columns" button;
  • When searching, you can use _ as any single symbol (wildcard) and % as multiple symbols.
  • If the list of items contains more than 20 elements, the software displays only the first 20 items by default. Click Load more to load the rest of the list;
  • In drop-down menus such as Status, it is possible to select multiple options while holding the Ctrl key;
  • MRPEasy is only accessible online; it is not downloadable software.

Database Maintenance

Under Settings -> Database maintenance it is possible to:

  1. Download all your data in order to have a copy of it on your computer. It is advised to do this at least once a month.
  2. Restore your database from database backup file.
  3. Clear the database.

Database backup and restoration

You can upload the database backup file to restore your data.  

  • The file should not be older than 30 days.
  • It has to be downloaded from the same account it is restored to (it is not possible to upload a backup file from one account to another account).
  • Your current database will be erased during upload and replaced with the data from the backup file. It is advised to download a new backup file before uploading an older backup.
  • All users will be signed out during the restoration.

Emptying the database

There are two options for emptying the database:

  1. Delete all data (except users and settings).
  2. Delete all orders (MO, CO, PO, RMA, SO) and inventory levels only.
    The so-called seed or master data will remain - customers, vendors, articles, BOMs, Routings, Work Stations, etc.

Account and Billing

You can see the state of your account under Settings -> Account and billing. Here you can:

  1. Order MRPEasy.
  2. See and pay invoices (incl. bills for additional users, training, ordered customizations).
  3. Change your pricing plan.
  4. Change the company name and contact e-mail for the account.
  5. Delete your account.

How to order MRPEasy

To enter the payment details for the subscription:

  1. Go to Settings -> Account and billing -> Account details and click on the button Input payment data.
  2. Enter your international Visa or MasterCard card details (debit or credit card), or your PayPal details.
  3. You can change your preferred billing cycle at Settings -> Account and billing -> Account details by clicking Edit.

Your card will not be charged during the free trial period.

At the end of the trial:

  1. A proforma invoice will be automatically issued for the upcoming billing cycle and it will be automatically paid.
  2. If you haven't entered the payment details earlier, then open the invoice in Settings -> Account and billing, choose your preferred billing cycle, and follow the instructions for payment.

It's possible to choose between three billing cycles:

  • 3-year billing cycle, including 6 months of free use.
  • annual billing cycle, including 2 months of free use.
  • monthly billing cycle.

How to pay your invoices

You can see your invoices at Settings -> Account and billing. All invoices are displayed here: invoices for the MRPEasy subscription, plus additional invoices for adding new users, ordered training or customization.

To pay an unpaid invoice, click Pay Now

If it's an unpaid invoice for an upcoming billing cycle, then it's possible to choose between three billing cycles:

  • 3-year billing cycle, including 6 months of free use.
  • annual billing cycle, including 2 months of free use.
  • monthly billing cycle.

How to order more users

To order more users:

  1. Go to Settings -> Human Resources and press the + button, after which you can choose how many users you'd like to add. To software will automatically generate an invoice for you.
  2. Go to Settings -> Account and billing and pay the invoice.
  3. Go to Settings -> Human Resources and press the button again to enter the users who have been paid for.

NB! Users can be freely added during the free trial.

How to change the pricing plan

To change your pricing plan:

  1. Go to Settings -> Account and billing -> Account details and click the Edit button.
  2. Choose your desired plan.
  3. Save

Technically it's not possible currently to downgrade the pricing plan in an automated fashion. Please contact the support if you wish to do so.

How to change the company name and contact e-mail associated with the account

To change the company name and associated e-mail contact:

  1. Go to Settings -> Account and billing -> Account details and click the Edit button.
  2. Update the information.
  3. Save

How to delete the account

To delete your account:

  1. Go to Settings -> Account and billing -> Account details and click the Delete my account button.
  2. Follow the instructions.

NB! Only the first user of the account (the administrator) can delete the account. 

Need Help?

Quick help

For any particular page throughout the program, its explanation can be found by clicking on the Quick help Quick help button in the top right-hand corner.

Support Ticket System

If you get stuck and need help, then please go to Settings -> Support and create a new support ticket describing the problem in 3 steps:

  1. Your action – what you did (step by step, very detailed);
  2. The expected result;
  3. The actual output, with error messages, company ID, username, time, and a full screenshot including browser bars, video, etc.

Once you have filed a support ticket, the response will be sent to you in the same place. 

Skype training hours

You can order training hours from Settings -> Support -> Training hours.

Training hours are for learning the functionality of MRPEasy with the help of our professional. We recommend purchasing at least one hour to cover one topic.

Launch packages

You can see the details of Launch packages and order these at Settings -> Support -> Launch packages.

A launch package contains an entire implementation service from business analysis and consulting to user training and сustom development.

Task Management

Task Management pane can be used to give assignments to team members or to yourself. Task Management enables a simple way to organize work and keep track of assignments. The Tasks pane can be used for sending short messages, as well as for keeping longer discussions.

Tasks pane can be accessed from the upper right corner by clicking on Tasks icon Tasks.

Tasks can have

  • a deadline,
  • content with attachments
  • and comments from team members. 

Usage tips

  • Every user can create a new task and assign it to other users.
  • When a task is done, mark the checkbox Done
  • When a new task is assigned or an existing task is updated, the Tasks button in the upper right corner starts to blink.
  • A new or an updated task is displayed in bold until it is opened.
  • Only these tasks are shown which are created by the user, or assigned to him/her.
  • To remove a task from the pane, the task must be deleted.
  • The Tasks pane is updated automatically once per minute.

Access to the Tasks pane

Every user of MRPEasy (except the Internet-kiosk user at present) can open the Tasks pane in the upper right corner of the window. 

 

 

Dashboard

Dashboard shows the most important metrics about the performance of your company.

The following wigdets are available:

  • Late CO - number of customer orders that are confirmed, but not shipped, with a due date in the past;
  • Late MO - number of manufacturing orders that are not finished and have a due date in the past;
  • Late PO - number of purchase orders that are not received yet and have an expected date in the past;
  • Min. Stock - number of stock items whose quantity in stock is below the minimum quantity;
  • 7 Days Late Invoices - number of invoices that are in Unpaid or Paid Partially status and are overdue 7 days or more;
  • MO in progress - number of manufacturing orders that are in progress or paused;
  • OEE – percentage of overall equipment effectiveness from the beginning of the month;
  • TEEP – percentage of total effective equipment performance from the beginning of the month;
  • Sales - total sum of invoices from the beginning of the month;
  • Stock - total cost of inventory;
  • Cash flow - balance of payments received from customers and payments made to customers from the beginning of the month;
  • Purchases on time - percentage of POs that have been received on time from the beginning of the month;
  • Manufacturing on time - percentage of MOs that have been made on time from the beginning of the month;
  • Deliveries on time - percentage of COs that have been shipped on time from the beginning of the month.

Depending on user rights, some widgets may not be visible.

The order of widgets can be changed by clicking on a widget title and dragging it to a new place.
Add or remove widgets by clicking on Customize dashboard.

System Settings

These settings customize how the application works.

  • Regional Settings - select and customize how the information is displayed according to local specifics;
  • Company Details - enter the information about your company, which will be displayed in the documents;
  • Numeration Formats - choose the codes for each entity;
  • Work Hours - define the work hours for each day;
  • Holidays - enter the dates of holidays when no work will take place;
  • Professional Functions - toggle the availability of professional functions;
  • Enterprise Functions - toggle the availability of enterprise functions;
  • Software Settings - set preferences for the software interface;
  • Usability Settings - set preferences for your personal interface;
  • Additional Currencies - define additional currencies and their exchange rates;
  • Allowed IPs - define IP addresses that are allowed to sign in to your account at MRPEasy;
  • Integration - configure integration of MRPEasy with other software;
  • PDF Settings - customize a layout of PDF documents;
  • Customer Statuses - rename default customer statuses in CRM.

Company Details

Enter the information about your company, which will be displayed in the documents.

Company name

Enter the name of your company. This information is printed in Invoices, Quotations, Purchase Orders, etc., and also on MRPEasy invoices.

Contact details

Enter your company's address as free text. This information is displayed on Invoices, Quotations, Purchase Orders, etc., and also on MRPEasy invoices.

E-mail

Enter your company's e-mail address.

Website

Enter the URL of your company's website.

Phone

Enter your company's phone number.

Reg. no.

Enter your company's registration number.

VAT number

Enter your company's VAT number if you are from EU and have a valid VAT number. It eliminates 20% of the VAT from MRPEasy's invoice to you.

VAT rate / Tax rate

Enter your VAT, GST, or Sales Tax rate. This will be added to the Invoices and Quotations you create.

Payment details

Enter your payment details as free text. This information will be added to the Invoices and Quotations you create.

Regional Settings

Select and customize how the information is displayed according to your local specifics.

Time zone

Select a time zone you are in by continent and city, e.g., Europe/London.

Date Format

Select how dates are displayed, e.g., dd.mm.yyyy, mm/dd/yy, etc.

First day of week

Select which day the calendar displays as the first day of the week.

Decimal separator

Select whether the decimal separator is a comma or a dot.

Thousands separator

Select whether the thousands separator is a comma, a dot, or a space.

CSV separator

Select whether the field separator in CSV files is a comma or a semicolon (when exported).

Currency sign

Define a default currency sign, e.g., $, €, £, etc.

Currency format

Select whether prices and costs are shown as 100€ or €100.

General name of default stock location

Give a name to the default storage location (shelf, bin) in Stock; by default it is "No location".

Numeration Formats

Choose the codes for each entity. Here are the default formats for each:

Work Hours

Define the work hours for each calendar day. The default hours are Monday through Friday, 08:00 – 17:00.

24-hour workdays (e.g., in the case of three 8-hour shifts) must be defined as: 00:00 – 23:59.

Custom work hours can be configured for each work station type at Production Planning -> Work Station Types -> details of particular work station type.

Holidays

Enter the dates of holidays when no work takes place.

Custom holidays can be configured for each work station type at Production Planning -> Work Station Types -> details of particular work station type.

Professional Functions

In the section Settings -> System settings -> Professional functions, it is possible to turn on the Professional package functions.

The additional functions available in the Professional package are:

  • Co-product BOM - add side-products (scrap, waste) to BOMs;
  • Custom fields (always on) - add custom fields to the database;
  • Expiry date - track expiry dates of stock lots;
  • Non-inventory items - create items which are not tracked in inventory;
  • Matrix BOM - define parametrical products, which have many variations;
  • Fixed Quantity - fix a part quantity in a BOM irrelevant of the order quantity;
  • Overlap and special sequence of production operations - subsequent operations can overlap; several chains of operations which can diverge/converge can take place at one time for one product;
  • Parallel execution of work operations - an operation can be divided into smaller parallel operations among all available work stations of the same type;
  • Piece payment - workers can be paid per piece; time payment can be disabled;
  • Quality Control - items can be subject to quality control before taken into stock (both procured and manufactured);
  • Serial numbers - individual pieces of any item can be tracked by its serial numbers;
  • Subcontracting - using subcontracted processes in production, free issuing stock to subcontractors;
  • Tiered pricing - define different sales price sheets and pricing tiers per order quantity.

Co-product BOM

This function allows for the retrieval of several final products as a result of one manufacturing order. Co-products are added to stock when they are reported by workers in "My production plan" or at an Internet-kiosk when they pause or finish some production operation.

Also, co-products can be reported in manufacturing operation details.

Co-products must be previously configured in BOM:

  1. At Settings -> System settings -> Professional functions turn Co-product BOM ON.
  2. At Stock create a special product, for example Waste or Scrap.
  3. Find a needed BOM (whether at a product's details page or in Production planning -> Bills of materials) and add the special product as an Additional product.

This will allow workers to report the quantity of rejected products. Other functions (changing the number of final products, reporting of consumption of the parts) are already available.

Custom Fields

Configure additional database fields to stock items in Settings -> System Settings -> Custom Fields.

They will be added to Stock -> Items (click Choose columns and add these fields into the table) and into stock item details. Max. 15 fields can be added.

It will be possible to search and sort stock items in these fields.

Custom fields can be printed on invoice PDF or PO PDF.

Expiry Date

This function allows manufacturers to use expiry dates and set shelf life times for parts and final products.

When this function is enabled at Settings -> System settings -> Professional functions, an Expiry date field is added to stock lot details. When creating a manufacturing order, raw materials are booked from unexpired stock lots only.

Also, a Shelf life field is added to stock item details. When stock lots, purchase orders, or manufacturing orders are created, software tries to calculate the expiry date by adding a shelf life to the date when this product is received in the stock.

Expiry dates can be changed manually.

If a stock item does not expire, leave this field empty.

Non-inventory items

Ability to use non-inventory stock items. Non-inventory items can be added to stock, purchase orders, and invoices, but they cannot be used in manufacturing (neither as parts nor as final products) or inventory management (stock lots, bookings, etc).

To use this function, turn it ON at Settings -> System settings -> Professional functions.

If this function is turned on, then while adding a new stock item there will be an option "This is inventory item". It is turned ON by default. To add a non-inventory item, turn it OFF. After a stock item is saved, it cannot be changed from non-inventory to inventory item or vice-versa.

BOM with Parameters / Matrix BOM

Using parameters and values to define product variations

With this functionality, it is easier to enter families of products so that it is not necessary to enter different BOMs for each combination. For example

  • Products with variations, e.g. garments which have variations in size and color.
  • Products with configurations, e.g. electronics which uses a few different parts based on setup.
  • Products in different packages, e.g. food, ice-cream which is produced in bulk and then packaged into many different standard packages; or fasteners, nails which are produced thousands at a time, but then packaged into different boxes in different quantities.
  • Etc.

A Matrix BOM has three components:

  1. Parameters - which have a set number of values.
  2. Relations - which connect parameter's values to specific stock items.
  3. A Bill of Materials - where Parameters and Relations can be utilized instead of specific items.

Jump to:

  1. How to enable BOM with Parameters / Matrix BOM?
  2. What do parameters, values, relations, and variations mean?
  3. How to set up a BOM with parameters for an item?
  4. Examples of setting up Matrix BOM.

Enabling BOM with Parameters / Matrix BOM

To use this function, turn it ON at Settings -> System settings -> Professional functions -> Matrix BOM: Yes.

The following settings are possible:

  • Auto-creation of variations – If no, only pre-defined variations for a product are allowed to be used. If yes, the software creates variations that have not been defined earlier.
  • Variation part numbers – If yes, each variation will have a unique part number. If no, all variations will share the same part number.
  • Separator – if variations have separate part numbers, this character is used to connect parameter numbers to the respective part number.

Then sections Parameters and Relations become available in Stock -> Stock settings.

Matrix BOM terminology

  • Parameters - one parameter is one variable of a product, a common example of a parameter is Size, where for each size the clothing item is bigger or smaller, has more or less fabric.
  • Parameter values - parameter values are individual possible settings for a parameter. For parameter Size, the values are: S, M, L, etc.
  • Relations - when a parameter's value changes the raw material used, then the relation connects a specific parameter value to a specific stock item. For example, a common parameter Package has different values: Small box, Medium box, Large box. The Relation connects each value to a corresponding stock article, e.g. Small box -> #A-01 small carton 10x10x10 Medium box -> #A-02 medium carton 20x20x20, etc.
  • Variations - one variation corresponds to one final product with a certain combination of parameter values. E.g. a shirt Size: S, and Color: Red.

Setting up product variations with Matrix BOM

  1. In Stock -> Stock settings -> Parameters, the parameter(s) must be configured – name, all possible values and their codes, and whether the quantities of parts change according to parameter's values.
  2. If a parameter's value (or combination of different parameters' values) swaps the individual materials of the product, Relations must be configured in Stock -> Stock settings -> Relations. The objective of the Relation is to define the connection between parameter values and stock articles.
  3. Add the parameter(s) to the product.
  4. A subsection Variations appears in Item details. Define allowed values of the parameter(s) for that product in this subsection, i.e. allowed combinations.
  5. Create the Bill of Materials.
  6. If some parameter modifies the quantities of raw materials, then extra fields appear in the BOM for entering the corresponding quantity for every parameter value.
  7. If a different part is to be used in the BOM according to different parameter values, then choose the relation to represent the part which will be swapped. This relation represents all these parts, and the correct one is chosen according to parameter values.
  8. Create the Routing as normal. The routing is shared among all variations.

Now Matrix BOM is set up. When creating a CO or MO, choose the product and then the exact values of its parameters.

Matrix BOM examples

Watch the demo video here: https://youtu.be/jZ3SSUzLiIM.

Example 1, an electronics product with different power supply units (strategy 1)

There is one parameter:

  1. Power - different values correspond to different Power Supply Units (PSUs). Values: 200W, 500W, 1000W, ...

One relation is set up, which relates the Power parameter values to the PSU items:

Relation: "Power parameter to PSUs"
"Power" value Corresponding PSU
200W #A-01, PSU 200W
500W #A-08, PSU 500W
1000W #A-14, PSU 1kW
... ...


The Bill of Materials will need to be set up as follows:

Product group Part Notes

Quantity

Parts PCB board   1
Parts Capacitor 10uF   20
  Relation "Power parameter to PSUs"   1
... ... ... ...

Example 2, an electronics product with different power supply units (strategy 2)

There is one parameter:

  1. Power - different values correspond to different Power Supply Units (PSUs). Values: 200W, 500W, 1000W, ...

The Power parameter is configured as This parameter changes the quantities of raw materials: Yes.

No relations are configured.

The Bill of Materials will need to be set up as follows:

Product group Part Notes

Quantity
200W

Quantity
500W

Quantity
1000W

...

Parts PCB board   1 1 1 ...
Parts Capacitor 10uF   20 30 40 ...
PSUs #A-01, PSU 200W   1     ...
PSUs #A-08, PSU 500W     1   ...
PSUs #A-14, PSU 1kW       1 ...
... ... ... ... ... ... ...

Example 3, a clothing item in different sizes, fabrics, and colors

There are 3 Parameters:

  1. Size - affects the quantities of materials consumed. Values: S, M, L, ...
  2. Fabric - affects which material will be consumed together with Color. Values: Red, Blue, ...
  3. Color - affects which material will be consumed together with Fabric. Values: Cotton, Linen, ...

The Size parameter is configured as This parameter changes the quantities of raw materials: Yes.

One Relation is set up, which relates the Fabric and Color values to specific materials.

Relation: "Fabric-Color to material"
"Fabric" value "Color" value Corresponding material
Cotton Red #A-01, Red cotton
Cotton Blue #A-08, Blue cotton
Linen Red #A-14, Red linen
... ... ...


The Bill of Materials will need to be set up as follows:

Product group Part Notes

Quantity,
Size S

Quantity,
Size M

...

  Relation "Fabric-Color to material"   1 1.5 ...
Accessories Accessory 1   1 1 ...
Belts Belt 1   1 1.2 ...
... ... ... ... ... ...

Fixed Quantity

This setting allows for the quantity of a component to not depend on the quantity of the product produced / the manufacturing order quantity.

When this option is turned On at Settings -> System settings -> Professional functions, it is possible to define, in BOMs, fixed quantities of raw material - in the BOM a column named "Fixed quantity" appears.

Overlap and Sequence of Manufacturing Operations

This function allows for configuration of a special sequence and overlapping of production operations in the Routing.

When this function is enabled at Settings -> System settings -> Professional functions, Overlap and Sequence columns are added to Routing Details.

If the operation should start before the previous one is finished for all items, a check box Overlap must be checked. This gives users the ability to define the quantity of items finished in a previous operation before the next one can start.

Sequence allows users to configure a custom order of production operations. For each operation, one or several operations can be selected, which must be finished before this operation starts (press the Ctrl or Shift key, or click-hold left mouse button to select multiple).

The first operation must have sequence 0. Other operations that can be started immediately should also have sequence 0.

The number in the Sequence field indicates after which operations this operation can start. The id number of an operation is displayed at the beginning of the operation's line.

Parallel Execution of Work Operations

This function allows specification in a Routing that an operation is divided between all work stations of the same type.

When this function is turned On at Settings -> System settings -> Professional functions, a checkbox Parallelize is added to Routing Details. In this case, the operation will be divided between all work stations of the same type.

Piece Payment

This function allows defining in the Routing that a worker is paid per piece or per operation.

When this function is enabled at Settings -> System settings -> Professional functions, a Piece-payment column is added to Routing Details. It makes it possible to set a worker's wage per one piece of product produced.

Quality Control

This feature adds functions that are needed for quality control. When it is enabled at Settings -> System settings -> Professional functions, it is possible to turn quality control on for any stock item (both procured and produced).

If enabled, the following functionality will become available:

  • Inspection tab becomes available in the Procurement section.
  • Additional statuses are available for stock lots: On hold and Rejected.
  • Possibility to enable Quality Control for items in the item details.
  • Possibility to set a default On-hold period in days for each item in the item details. 
    If the item is procured, its expected availability date will be equal to its expected arrival date plus the on-hold period.
  • If procured items are subject to quality control, the quantity and the percentage of rejected items are shown for each vendor in Procurement -> Vendors page.
  • Possibility to create Service orders for rejected items in Stock -> Stock lots -> Rejected stock lot details.

If a stock item is subject to quality control:

  1. Two additional statuses are added to stock lots: On hold and Rejected.
  2. When a stock lot is received (from procurement, production, or RMA), it is assigned the status On hold.
    The items are Expected to arrive in stock and can be booked for subsequent operations or sales.
  3. The On hold items are displayed in Procurement -> InspectionThe quality control manager should check the stock lot and then either approve or reject it, fully or partially. 
  4. Approved items get status Received and are marked arrived in stock.
  5. Rejected items get status Rejected.
    All bookings for the rejected items are canceled.
  6. Rejected items can be repaired with a Service order or can be written off manually. The service order can be created in Stock -> Stock lots -> Rejected stock lot details.

Repairing rejected items

To repair rejected items, please go to Stock -> Stock lots, find the rejected lot, open it, and click the button Create a service order. A service order can be for repairing the whole rejected lot or for only part of the item.

When a service order is created, the software will book rejected items as parts and a new target stock lot for repaired items will be created. This guarantees full traceability and correct cost control.

User rights

To perform quality control in Procurement -> Inspection the user needs to have appropriate rights set in Settings -> Human Resources -> User rights.

Serial Numbers

Ability to use unique serial numbers (S/N) for products and parts.

This is for tracking every item individually. If tracking of Batch No./Lot No. are required, this function is not needed.

When this function is enabled at Settings -> System settings -> Professional functions, a Serial Numbers checkbox is added to Stock Item Details. Check it if some stock item has serial numbers that must be tracked.

If a product uses serial numbers, they can be tracked in the Serial Numbers report of that item.

If an item with S/N is produced, S/N can be saved in the details of a manufacturing order. If some part also has a S/N, a S/N of the part must be selected when a S/N of the final product is saved. Thus it is possible to track which particular part was used for a particular product.

If an item with a S/N is purchased, the S/N can be saved in the details of the target stock lot for this purchase order.

When an item with a S/N is sold, this number is saved in shipment details.

Subcontracting

The subcontracting functions enables placing subcontracting orders to manage services which are outsourced.

The subcontracting functionality can be enabled at Settings -> System settings -> Professional functions -> Subcontracting: Yes.

There are two strategies for managing subcontracted operations:

Strategy 1. If the product or a sub-assembly is fully made by the subcontractor

Then it is possible to create a Purchase Order for the final product at Procurement -> Purchase Orders and consume (free issue) raw materials without creating a Manufacturing Order.

For setting this up:

  1. Save the Subcontractor as a Vendor at Procurement -> Vendors.
  2. Add a Bill of Materials to the product with a list of the items that will be issued to the subcontractor per product.
  3. Check This is a procured item option for the product.
  4. Create Purchase Terms for the product.

Usage instructions: 

The cost of the final product will include:

  • the purchase price on the Purchase Order,
  • plus the cost of materials.

Inventory transactions:

  1. When materials are shipped (picked from the stock), these are subtracted from inventory.
  2. When the PO is marked as received, the products are added to stock.

Strategy 2. If the subcontractor's service is part of the in-house production process

Then it is possible to save the subcontractor as a vendor and assign an operation in the Routing to the vendor.

When the production is scheduled, that operation will be scheduled for the vendor, and it is possible to raise the Purchase Orders from inside the Manufacturing Order at Production planning -> Manufacturing Orders.

For setting this up:

  1. Save the Subcontractor as a Vendor at Procurement -> Vendors.
  2. For setting up the routing, read: How to define subcontracted operations in the Routing?

Usage instructions:

The cost of the Subcontracted service's Purchase Order is added to the manufacturing overhead cost of the Manufacturing Order.

Tiered Pricing

This function allows users to:

  • configure different selling prices to items based on quantity;
  • create custom price lists and attach them to customers.

Selling Price Based on Quantity

When this function is enabled, in stock item details at Stock -> Stock items it is possible to set special selling prices and a minimum order quantity for a price to apply.

When creating a customer order or an invoice, software will automatically select the correct price based on the quantity.

Custom Price lists

After this function is enabled at Settings -> System settings -> Professional functions, handling of price lists should be allowed at Settings -> Human resources -> particular user details.

price lists can be created at CRM -> Price lists. Each price list consists of a number, name, and a list of products with prices.

A particular price list can be selected for any customer in CRM -> Customers -> particular customer details -> Pricelist.

When a customer order or an invoice for this customer is created, MRPEasy tries to use prices from this customer's price list. If no price is defined in the price list, the default selling price from Stock -> Items -> particular item -> Selling price is used.

To change prices of a product in several price lists at a time, go to Stock -> Items -> particular item. Under the Selling price field there is a list of all price lists that are defined in CRM -> Price lists. Enter custom prices for any price list to add the product to the price list, or leave some prices empty to delete the product from the price list.

Prices from a price list have priority over selling prices from an item's details.

Enterprise Functions

In the section Settings -> System settings -> Enterprise functions it is possible to turn on the Enterprise package functions.

The additional functions available in the Enterprise package are:

Barcode System

Generation and printing of barcodes for products 

To enable:

  1. Go to Settings -> Enterprise functions;
  2. Choose Barcodes -> Yes;
  3. Select how barcodes are assigned to stock items: automatically by MRPEasy or manually;
  4. Select a type of barcode: EAN-13 (newer and preferred) or UPC-A;
  5. If barcodes are assigned by MRPEasy, enter a prefix that consists of your country code and company code. If the company does not have manufacturer code, it can be obtained at http://www.gs1.org.

After barcodes have been enabled and configured, go to Stock -> Items. Open product details to print barcodes and do the following:

  1. Click the button Print barcodes. If the product has matrix BOM and parameters, then this button is located in the Variations section. Otherwise, this button is located in the upper right corner of the page.
  2. If barcodes are assigned manually, enter the barcode value for the product.
  3. Select a paper size and margins.
  4. Define a grid that is used to place barcodes at the page. Enter the number of columns (how many barcodes are printed per line) and rows (how many lines can be printed per page at maximum).
  5. Enter the total number of barcodes to print.
  6. Click the Print button and a PDF file with barcodes will be opened.

Any size of paper for stickers can be used.

Assigning barcodes to products

Even if barcodes are assigned automatically, it is possible to assign a custom barcode to a stock item. To do it:

  1. Go to Stock -> Items -> open particular item;
  2. Click Print barcodes;
  3. Mouse over Barcode;
  4. Scan the barcode;
  5. Click the Print button to save the barcode.

Scanning barcodes

You can use USB and Bluetooth scanner, connected to desktop computer, or mobile device. When using MRPEasy mobile app, device camera can be also used as a scanner.

Particular actions depend on the place they occur:

  1. If the cursor is in the product input field, the appropriate product is selected;
  2. Stock -> Items: find a particular item;
  3. Stock -> Stock lots: find all stock lots with this item;
  4. Stock -> Shipments: find all shipments with this item;
  5. Stock -> Inventory: find a particular item;
  6. Procurement -> Purchase orders: find all purchase orders with this item;
  7. Manufacturing -> When adding serial numbers for a ready product: if serial number is printed as a barcode on the product, it is possible to scan the barcode instead of entering the serial number manually.

If a barcode was scanned on a page with a list of entries, use the Clear button to show the list again.

If your web browser has a function "Search for text when I start typing," it should be turned off. Otherwise, the barcode scanner may not work correctly.

Backward Production Scheduling

When creating a new manufacturing order, it is possible to enter a due date. If a due date is set, the software will schedule the manufacturing order at the latest possible time while still meeting this due date.

If it is not possible to execute the manufacturing order before the due date, the software schedules the order to the first possible time.

The backward scheduling of production is available from the Enterprise plan.

Backward Scheduling in Customer Orders

In customer orders, it is possible to set a delivery date - the day when the customer order should be ready. When booking products, it is possible to create all the needed manufacturing orders automatically. The software will schedule these manufacturing orders to finish just in time for delivery, if possible.

If manufacturing orders should be scheduled at the latest possible time, please turn ON the option Backward Scheduling at Settings -> System settings -> Software settings.

Maintenance Management System

If the system is turned on at Settings -> System settings -> Enterprise functions, then for each work center you can set a maintenance cycle in hours and/or units of the finished product.

When service is performed, the counters are reset to zero.

The system records and keeps a log of service done: date, user.

The message for the service is displayed in the report Production planning -> Work Centers and can be displayed on the Dashboard.

Multi-stock and Production Sites

Multiple physical stocks and/or production sites are configured in this section.

When this functionality is switched on at Settings -> System settings -> Enterprise functions, a new section named Production sites/Stocks appears under Settings, where it is possible to define the different sites and their addresses.

If several stocks or sites (no functional difference) are defined, the following functionality is available.

In Stock:

  • In all functions and reports, a particular stock/site can be selected, or an overview of all sites can be seen;
  • Min. stock value for the product can be defined for each stock;
  • A default storage location (bin) for an item at every stock should be defined;
  • The Transfer Orders section appears, which is for moving goods between stocks. The functionality is the same as for Shipments

In Procurement:

  • When creating a purchase order, a site must be selected for each line;
  • Items on one PO can be ordered to different sites.
  • "Ship To" address of the site is printed on the PO PDF.

In Production planning:

  • A production site can be selected in different functions and reports;
  • A production site needs to be selected for every work station;

In CRM:

  • When booking goods for a customer order, a stock needs to be chosen;

User rights

For adding stocks/production sites (in Settings -> Production sites/Stocks), or creating Transfer Orders, the user needs to have appropriate rights set in  Settings -> Human Resources -> User rights.

Approval System

This feature gives the manager the ability to approve a document before it can be processed further.

When a document is approved

  • the timestamp and the user who approved the document is saved in the document,
  • the order can be processed further.

Enabling approvals:

  1. The Approval System functionality can be enabled at Settings -> System settings -> Enterprise settings -> Order Approval System: Yes.
  2. For being able to approve documents, the user must have corresponding "This user can approve ..." rights enabled at Settings -> Human Resources -> Users -> The user’s details.

The following documents can require the approval now:

  1. Purchase Orders;
  2. Manufacturing Orders.

Approving Purchase Orders

  1. When a new purchase order (PO) is created, and yet unapproved, its status is New.
  2. Before approval, the button Send PO is disabled.
  3. Once the PO is approved, the status is changed to Approved.
  4. Approved purchase orders can be ordered from vendors.
  5. After the PO is approved and before it is ordered, the approval can be revoked. Then the status is changed back to New.

Approving Manufacturing Orders

  1. When a new manufacturing order (MO) is created, and yet unapproved, its’ status is New.
  2. Before approval, it is hidden from the worker at My Production Plan and Internet-kiosk.
  3. Once the MO is approved, the status is changed to Scheduled.
  4. Until the MO is started, the approval can be revoked. Then the status is changed back to New.

Return Merchandise Authorization (RMA)

This functionality handles situations when a customer returns items whether temporarily (for repair) or completely.

When RMA functionality is switched on at Settings -> System settings -> Enterprise functions, then section RMA orders appears in CRM and section Inspection appears in Procurement.

When customer wishes to return items, a new RMA order must be created.

When items are received, a target stock lot is created and it goes to inspection for decision whether the items should be repaired, replaced, refunded, just received to stock, or rejected and shipped back. Status of RMA order is automatically changed from New to Waiting for inspection.

Items that are received for RMA inspection are not counted in inventory. But they can be found in Stock -> Stock lots by statuses that start with “RMA”.

After decision has been made, status of the RMA order is automatically changed to Waiting for action. If item should be repaired, a new service order should be created. If item should be replaced, a new item should be booked.

Service orders are manufacturing orders without BOM and routing.

When item can be shipped (after service order is fulfilled or replacement item has been booked or item was rejected) status of the RMA order is automatically changed to Ready for shipment. To ship, open the RMA order, scroll to Shipments section and add a shipment. Once all items are picked for shipment, status of the RMA order is automatically changed to Shipped and invoiced.

Asking or refunding money

If repair should be done at customer expense, issue an invoice.

If decision is to refund the customer, create a credit invoice.

To issue an invoice or a credit invoice, open the RMA order, scroll to Invoices section and add an invoice.

Adding returned items to inventory

By default, items that are received in RMA orders, are not added to inventory. If item is returned and should be added to inventory: open the RMA order, then open target stock lot, and change the status from RMA returned to Received.

Revision/Version Control System (VCS)

When this functionality is turned on at Settings -> System settings -> Enterprise functions, every update of BOM or routing creates a new version of the document.

In BOM or routing details page it is possible to see a list of previuos versions, who and when created a particular version, print it into PDF and make it primary.

Sales Management

This section shows performance of sales staff per period:

  • how many invoices have been issued;
  • how many customers have been contacted;
  • how many statuses of customers have been updated.

Sales Management is included in CRM from Enterprise plan.

Two-factor authentication

If this function is enabled, it is possible to force users to perform 2-step verification at signing in (configured per user). Users must use their mobile phones (iOS,  Android or BlackBerry only) to generate a special code and enter it for signing in.

To use two-factor authentication (2FA):

  1. enable it at Settings -> System settings -> Enterprise functions;
  2. ask each user, that will use 2FA, to install Google Authenticator app on the phone:
  3. go to Settings -> Human resources and open user's details;
  4. enable 2FA for the user and save changes;
  5. click link Show 2FA key;
  6. ask user to open Google Authenticator app and click "Begin setup" or "+".
    • then whether click "Scan barcode" and scan a QR-code that is displayed
    • or click "Manual entry" and enter the key to field "Key" ("Account" can be your MRPEasy username, "Time-based" must be turned on).

If 2FA box is checked for a particular user, software will ask to enter the authentication code any time when log in. User should open Google Authenticator app and enter the code that is generated by the app.

Software Settings

Set preferences for the software.

Edit mode

If several users try to edit the same data simultaneously, they may overwrite each other’s changes. Blocking this solves the problem.

Worker visibility

Choose which operations from a Manufacturing Order are visible for the worker when reporting in the "My production plan" section

 

  1. All operations from a Manufacturing Order, where the worker has an operation to perform.
  2. The worker's operations plus the previous and the next.
  3. The worker's operations only.

 

Different Tax Rates

If this option is turned on, it is possible to set a separate tax rate for every product in the invoice.

Backward scheduling

When booking products for a customer order, software can automatically create manufacturing orders for products that are missing at the stock.

If Backward scheduling option is turned ON (Settings -> System Settings -> Enterprise Functions), and delivery date of the customer order is set, then manufacturing orders will be planned using backward scheduling, so that they are ready at the latest possible date before the delivery date.

Flexible CO quantity

When booking products for a customer order, software can automatically create manufacturing orders for products that are missing at the stock.

If Flexible CO quantity option is turned ON and a manufacturing order, which was created automatically, is finished with a different quantity, the quantity in the customer order will be updated.

Usability Settings

Configure the software behaviour when you sign in.

Pages change

Specify how pages change – with motion or right away.

Dashboard as a homepage

If this option is turned on, you will see the dashboard immediately after you sign in.

Additional Currencies

Define additional currencies and their exchange rates to the system’s base currency.

Please note – the system uses only one base currency to make the calculations.

The idea of different currencies is to display them on purchasing/selling documents – Purchase order (PO), Customer orders (CO) and Invoice/Quotation.

The price of every lot in the stock is displayed in the base currency. Even if a different currency is used when making a PO, the stock lot will still be displayed in the base currency, taking into account its exchange rate.

Allowed IPs

Ability to define IP addresses that are allowed to sign in to your account at MRPEasy for the users, whose access to the software is limited in Settings -> Human resources -> user's rights -> Options -> Access limited. All other IP addresses will be blocked.

Please note that if your company does not have a special Internet connection with static IP, better not to use this function because your IP can change. For more information about static IP please consult with your Internet provider.

Access cannot be limited for user with ID 1.

Integrations

QuickBooks Online

QuickBooks Online is a powerful online accounting software that has localizations for many countries. MRPEasy focuses on manufacturing resource planning and reporting. Together with QuickBooks accounting, it creates a powerful ERP system.

The integration works automatically to update purchases, sales invoices and stock values/movements between the two systems. During the setup phase, you will define the following accounts for MRPEasy to connect with in QuickBooks:

  1. 'QuickBooks account for outgoing invoices' = 'Sales' account
  2. 'QuickBooks account for incoming invoices' = 'Purchases' account
  3. 'QuickBooks account for payments' = 'Bank' account
  4. 'QuickBooks account for raw materials stock journals' = 'Materials on Hand' account
  5. 'QuickBooks account for work in progress journals' = 'Work in Progress' account
  6. 'QuickBooks account for manufacturing overhead journals (to WIP)' = 'Manufacturing Overheads' account
  7. 'QuickBooks account for labour journals (to WIP)' = 'Payroll' account
  8. 'QuickBooks account for finished goods stock journals' = 'Finished Goods' account
  9. 'QuickBooks account for cost of goods sold journals' = 'Cost of Goods Sold' account
  10. 'QuickBooks account for manual stock adjustment journals' = 'Inventory Shrinkage' account
  11. 'QuickBooks account for additional costs due to transport between production sites' = 'Transport Costs' account
  12. 'Sync purchase orders as' = option to sync as a purchase order or bill in QuickBooks

To adjust accounts in QuickBooks, MRPEasy creates a manual journal with appropriate values for debit and credit accounts.

Additionally, MRPEasy synchronizes bill and invoice payment information with QuickBooks to update the payment status for POs and sales invoices.

How it works

# Event Reaction QuickBooks Debit account QuickBooks Credit account
Purchasing
1 A purchase order is created in MRPEasy and confirmed (an 'Invoice ID' is saved). PO is sent from MRPEasy to QuickBooks* 'Purchases' QuickBooks controlled (eg, Accounts Payable)
2 PO is paid. Payments are synced between MRPEasy and QuickBooks** QuickBooks controlled (eg, Accounts Payable) 'Bank'
3 PO is received in MRPEasy. Accounts are updated in QuickBooks once per day*** 'Materials on Hand' 'Purchases'
Manufacturing
4.1 Parts are consumed in MRPEasy. Accounts are updated in QuickBooks once per day*** 'Work in Progress' 'Materials on Hand'
4.2 Manufacturing operation is started in MRPEasy. Accounts are updated in QuickBooks once per day*** 'Work in Progress' 'Manufacturing Overheads'
'Work in Progress' 'Payroll'
5 Manufacturing is finished in MRPEasy. Accounts are updated in QuickBooks once per day*** 'Finished Goods' 'Work in Progress'
Sales
6 An invoice is created in MRPEasy and confirmed (status is changed from 'Dummy' to 'Unpaid'). Invoice is sent from MRPEasy to QuickBooks* QuickBooks controlled (eg, Accounts Receivable) 'Sales'
7 Invoice is paid. Payments are synced between MRPEasy and QuickBooks** 'Bank' QuickBooks controlled (eg, Accounts Receivable)
8 Goods are shipped in MRPEasy. Accounts are updated in QuickBooks once per day*** 'Cost of Goods Sold' 'Finished Goods'
Additional operations
9 A manual stock lot is created in MRPEasy during the stock taking. Accounts are updated in QuickBooks once per day*** 'Materials on Hand' / 'Finished Goods' 'Inventory Shrinkage'
10 A manual write-off is created in MRPEasy during the stock taking. Accounts are updated in QuickBooks once per day*** 'Inventory Shrinkage' 'Materials on Hand' / 'Finished Goods'
11 A transfer order is made to move items between production sites, transport fee applied. Accounts are updated in QuickBooks once per day*** 'Materials on Hand' / 'Finished Goods' 'Transport Costs'

*) Invoices and purchase orders are sent to QuickBooks once per 5 minutes. Alternatively, it is possible to send a particular document to QuickBooks immediately by clicking the button Add to QuickBooks at the document's details page.

**) Payments are synchronized along with invoices and purchase orders and during nightly synchronizations.
Payments for purchases are synchronized only if purchase orders are posted to QuickBooks as bills.

***) Actions, that are made once per day, are performed during the night (usually between 1 A.M. and 3 A.M.). They can be run manually by clicking button Synchronize at Settings -> System settings -> Integration -> QuickBooks. Synchronization can be performed not more often than once per 5 minutes.

Additional functionality

It is possible to import stock items, customers, and vendors from QuickBooks to MRPEasy at MRPEasy -> Settings -> System settings -> Integration -> QuickBooks. This will import new items. If some items were imported before, they will be skipped, not imported twice.

When posting invoices and purchase orders to QuickBooks, MRPEasy will create stock items, customers, and vendors in QuickBooks, if they do not exist.

Stock items are matched by SKU in QuickBooks and Part Number in MRPEasy.

Set up

To set up the integration between QuickBooks and MRPEasy please go to MRPEasy -> Settings -> System settings -> Integration -> QuickBooks, click the Connect to QuickBooks button and fill in the required information.

Old version

Above mentioned functionality is available in the new version of the integration, from October 2-nd, 2017. If you have used the integration before that day, this functionality is not available. To enable it, go to MRPEasy -> Settings -> System settings -> Integration -> QuickBooks, disconnect from QuickBooks, and connect again.

Xero

Xero is a powerful online accounting software that has localizations for many countries. MRPEasy focuses on manufacturing resource planning and reporting. Together with Xero accounting, it creates a powerful ERP system.

The integration works automatically to update purchases, sales invoices and stock values/movements between the two systems. During the setup phase, you will define the following accounts for MRPEasy to connect with in Xero:

  1. 'Xero account for outgoing invoices' = 'Sales' account
  2. 'Xero account for incoming invoices' = 'Purchases' account
  3. 'Xero account for payments' = 'Bank' account
  4. 'Xero account for raw materials stock journals' = 'Materials on Hand' account
  5. 'Xero account for work in progress journals' = 'Work in Progress' account
  6. 'Xero account for manufacturing overhead journals (to WIP)' = 'Manufacturing Overheads' account
  7. 'Xero account for labour journals (to WIP)' = 'Payroll' account
  8. 'Xero account for finished goods stock journals' = 'Finished Goods' account
  9. 'Xero account for cost of goods sold journals' = 'Cost of Goods Sold' account
  10. 'Xero account for manual stock adjustment journals' = 'Inventory Shrinkage' account
  11. 'Xero account for additional costs due to transport between production sites' = 'Transport Costs' account
  12. 'Sync purchase orders as' = option to sync as a purchase order or bill in Xero

To adjust accounts in Xero, MRPEasy creates a manual journal with appropriate values for debit and credit accounts.

Additionally, MRPEasy synchronizes bill and invoice payment information with Xero to update the payment status for POs and sales invoices.

How it works

# Event Reaction Xero Debit account Xero Credit account
Purchasing
1 A purchase order is created in MRPEasy and confirmed (an 'Invoice ID' is saved). PO is sent from MRPEasy to Xero* 'Purchases' Xero controlled (eg, Accounts Payable)
2 PO is paid. Payments are synced between MRPEasy and Xero** Xero controlled (eg, Accounts Payable) 'Bank'
3 PO is received in MRPEasy. Accounts are updated in Xero once per day*** 'Materials on Hand' 'Purchases'
Manufacturing
4.1 Parts are consumed in MRPEasy. Accounts are updated in Xero once per day*** 'Work in Progress' 'Materials on Hand'
4.2 Manufacturing operation is started in MRPEasy. Accounts are updated in Xero once per day*** 'Work in Progress' 'Manufacturing Overheads'
'Work in Progress' 'Payroll'
5 Manufacturing is finished in MRPEasy. Accounts are updated in Xero once per day*** 'Finished Goods' 'Work in Progress'
Sales
6 An invoice is created in MRPEasy and confirmed (status is changed from 'Dummy' to 'Unpaid'). Invoice is sent from MRPEasy to Xero* Xero controlled (eg, Accounts Receivable) 'Sales'
7 Invoice is paid. Payments are synced between MRPEasy and Xero** 'Bank' Xero controlled (eg, Accounts Receivable)
8 Goods are shipped in MRPEasy. Accounts are updated in Xero once per day*** 'Cost of Goods Sold' 'Finished Goods'
Additional operations
9 A manual stock lot is created in MRPEasy during the stock taking. Accounts are updated in Xero once per day*** 'Materials on Hand' / 'Finished Goods' 'Inventory Shrinkage'
10 A manual write-off is created in MRPEasy during the stock taking. Accounts are updated in Xero once per day*** 'Inventory Shrinkage' 'Materials on Hand' / 'Finished Goods'
11 A transfer order is made to move items between production sites, transport fee applied. Accounts are updated in Xero once per day*** 'Materials on Hand' / 'Finished Goods' 'Transport Costs'

*) Invoices and purchase orders are sent to Xero once per 5 minutes. Alternatively, it is possible to send a particular document to Xero immediately by clicking the button Add to Xero at the document's details page.

**) Payments are synchronized along with invoices and purchase orders and during nightly synchronizations.
Payments for purchases are synchronized only if purchase orders are posted to Xero as bills.

***) Actions, that are made once per day, are performed during the night (usually between 1 A.M. and 3 A.M.). They can be run manually by clicking button Synchronize at Settings -> System settings -> Integration -> Xero. Synchronization can be performed not more often than once per 5 minutes.

Additional functionality

It is possible to import stock items, customers, and vendors from Xero to MRPEasy at MRPEasy -> Settings -> System settings -> Integration -> Xero. This will import new items. If some items were imported before, they will be skipped, not imported twice.

When posting invoices and purchase orders to Xero, MRPEasy will create stock items, customers, and vendors in Xero, if they do not exist.

Stock items are matched by Item Code in Xero and Part Number in MRPEasy.

Set up

To set up the integration between Xero and MRPEasy please go to MRPEasy -> Settings -> System settings -> Integration -> Xero, click the Connect to Xero button and fill in the required information.

Tracked inventory

MRPEasy does not integrate with Xero Tracked Inventory because:

  1. At present Xero does not support importing of inventory values for items via API.
  2. Xero advises not to use its' inventory tracking for manufacturing companies (https://help.xero.com/us/InventoryTracked$Suitable).

Old version 

Above mentioned functionality is available in the new version of the integration, from August 24-th, 2017. If you have used the integration before that day, this functionality is not available. To enable it, go to MRPEasy -> Settings -> System settings -> Integration -> Xero, disconnect from Xero, and connect again.

External files

MRPEasy allows adding files from external storages. These files can be used as a logo at some PDF documents, and attached to stock items, stock lots, customers, customer orders, customer notes and vendors.

The following external storages are supported:

  • Dropbox;
  • Google Drive;
  • Microsoft OneDrive.

Dropbox

To attach files from Dropbox, create an account at Dropbox. Dropbox software can be installed to your computer, but it is not required.

To upload a file to Dropbox, click the button Choose files from Dropbox in MRPEasy, sign in to Dropbox account and click the Upload link in upper right corner of Dropbox window.

Google Drive

Google Drive requires to give permissions to attach files. This can be done in Settings -> System Settings -> Integration.

For connection please allow pop-up window, at least once.

Also, it is possible to disconnect from Google Drive. This will disable attaching new files. But it will not delete existing attachments.

Microsoft OneDrive

To attach files from OneDrive, create an account at OneDrive. OneDrive software can be installed to your computer, but it is not required. Files can be uploaded at http://onedrive.live.com.

In order to use OneDrive for Business, external file sharing must be enabled at https://admin.onedrive.com/?v=SharingSettings:

Let users share SharePoint content with external users: Anyone, including anonymous users
Let users share OneDrive content with external users: Anyone, including anonymous users
Default sharing links: Anonymous access - anyone with the link
Links expire within: 0 days

Attachments

Attachments can be added to stock items and stock lots. Files that should be attached need to be uploaded to the external storage.

If at least one of these files is an image (PNG, JPG, GIF, SVG), a button "Show images" is displayed at the right side of the screen. When this button is clicked, an area with attached images will be opened. This area can be moved to a new location or resized by clicking on the border and dragging it to a new size.

Also, 3D models can be viewed in this area, if they are in Collada (.DAE) or XML3D format and if your browser supports WebGL (Google Chrome, probably Safari, Internet Explorer 11 and maybe Firefox). Most 3D CAD software packages can export models to Collada format. If there is a 3D models that should be displayed inside MRPEasy, export them to Collada, upload to the external storage and attach.

Macro for modifying SolidWorks BOM to work in MRPEasy batch import

Purpose: This macro will help you make your SolidWorks exported Bill of Materials suitable for MRPEasy. It will show the parent assembly article code of every part on its line. Otherwise, MRPEasy import wouldn't know which BOM to place this part to.

Pre-requisites:

  • Learn how to import BOMs to MRPEasy via CSV.
  • BOM from SolidWorks has to be exported to Excel.
  • The hierarchy needs to be represented by decimal numbers. (e.g. A direct part of the main assembly is 7 and sub-assembly component items are 7.1, 7.2, 7.3, 7.3.1, 7.3.2, etc.).
  • All part numbers, including sub-assemblies, need to be created or imported into MRPEasy before the BOM can be imported.

Formatting of the spreadsheet for this macro:

  • No headers.
  • Each line represents one part.
  • The first column (A) shows the code of the part's parent assembly.
  • The second column (B) shows the hierarchy of parts (1, 2, 3, 3.1, 3.2, 3.3, 4, etc.).
  • The third column (C) shows the part number.
  • The fourth column (D) shows the quantity of the part.

Usage:

  • Into cell A1, enter the article number of the main assembly (the article number this BOM refers to)
  • Into cell A2, copy the macro formula (see below).
  • Drag-copy A2 in until the end of parts. 
    This way Excel will modify the macro according to each line and fill the cell with the code of the part's direct parent item.
  • Export as CSV and import to MRPEasy at Production planning -> Bills of materials -> Import from CSV.

Macro code:

Which macro will work depends on the configuration of your PC and Excel.

If you use full stop as decimal separator (i.e. sub-assembly code is "7.2"):

Comma delimited (commas used inside Excel formulas):

=IFERROR(IF(IFERROR(LEFT(B2,FIND("^^",SUBSTITUTE(B2,".","^^",LEN(B2)-LEN(SUBSTITUTE(B2,".",""))))-1), "error1") = "error1",A$1,TRIM(VLOOKUP(LEFT(B2,FIND("^^",SUBSTITUTE(B2,".","^^",LEN(B2)-LEN(SUBSTITUTE(B2,".",""))))-1),B:C, 2, FALSE))), TRIM(VLOOKUP(VALUE(LEFT(B2,FIND("^^",SUBSTITUTE(B2,".","^^",LEN(B2)-LEN(SUBSTITUTE(B2,".",""))))-1)),B:C, 2, FALSE)))

or

Semicolon delimited (semicolons used inside Excel formulas):

=IFERROR(IF(IFERROR(LEFT(B2;FIND("^^";SUBSTITUTE(B2;".";"^^";LEN(B2)-LEN(SUBSTITUTE(B2;".";""))))-1); "error1") = "error1";A$1;TRIM(VLOOKUP(LEFT(B2;FIND("^^";SUBSTITUTE(B2;".";"^^";LEN(B2)-LEN(SUBSTITUTE(B2;".";""))))-1);B:C; 2; FALSE))); TRIM(VLOOKUP(VALUE(LEFT(B2;FIND("^^";SUBSTITUTE(B2;".";"^^";LEN(B2)-LEN(SUBSTITUTE(B2;".";""))))-1));B:C; 2; FALSE)))

If you use comma as decimal separator (i.e. sub-assemly code is "7,2"):

=IFERROR(IF(IFERROR(LEFT(B2;FIND("^^";SUBSTITUTE(B2;",";"^^";LEN(B2)-LEN(SUBSTITUTE(B2;",";""))))-1); "error1") = "error1";A$1;TRIM(VLOOKUP(LEFT(B2;FIND("^^";SUBSTITUTE(B2;",";"^^";LEN(B2)-LEN(SUBSTITUTE(B2;",";""))))-1);B:C; 2; FALSE))); TRIM(VLOOKUP(VALUE(LEFT(B2;FIND("^^";SUBSTITUTE(B2;",";"^^";LEN(B2)-LEN(SUBSTITUTE(B2;",";""))))-1));B:C; 2; FALSE)))

Pipedrive

Pipedrive is a powerful user-friendly CRM system, it gives great capabilities to manage your sales process. Pipedrive CRM and MRPEasy can work seamlessly together so that sales are done in Pipedrive and products are made, booked and shipped in MRPEasy.

When a deal in Pipedrive reaches a specified stage, it will be automatically imported to MRPEasy as a customer order.

Once the customer order is imported to MRPEasy, it is possible to configure the software to move the deal to the next stage in Pipedrive, and also automatically book goods in MRPEasy.

If in MRPEasy the order becomes ready for shipment or is shipped, the corresponding deal in Pipedrive can be automatically moved to next stages, and notes about the events can be added automatically.

Particular actions (stages and notes) are configured during the setup and can be customized later.

Set up

Before configuring the automatic integration between Pipedrive and MRPEasy, please check the following:

  1. Additional feature Products is turned ON in Pipedrive -> Settings -> Features.
  2. If there are products in Pipedrive and stock items in MRPEasy, the Product code of products in Pipedrive need to match the Part number of stock items in MRPEasy.
  3. You are a power user in Pipedrive and can view all deals.

To connect Pipedrive and MRPEasy, please do the following:

  1. go to Pipedrive -> Settings -> Personal -> API and copy the API token;
  2. go to MRPEasy -> Settings -> System settings -> Integration -> Pipedrive and click the button Connect to Pipedrive;
  3. paste the token and click Proceed;
  4. for every pipeline, select which deals to import into MRPEasy;
  5. choose whether to book products in MRPEasy for imported deals immediately or not;
  6. select what to do in Pipedrive with deals which were just imported, or which are ready for shipment, or shipped. The following options are available:
    • move to some other stage;
    • create a note in Pipedrive.

Importing products

Both Pipedrive and MRPEasy allow to export and import products using the CSV file:

  • in Pipedrive, please go to Settings -> Export data or Import data;
  • in MRPEasy, please go to Stock -> Stock items.

Please note that products are matched by Product code in Pipedrive and Part number in MRPEasy.

Integration between MRPEasy and Magento

1. Disclaimer

Installation of Magento extension is a serious process that contains some risks to the e-shop. It must be fulfilled by a person with IT knowledge, and experience with Magento. This person must:

  1. know how to install Magento extensions,
  2. make full backup of the website, and be able to restore it, if needed,
  3. have full access to the server (FTP or SSH and MySQL).

As a negative consequence of the installation, the website can become unavailable to visitors. In this case this person must be able to rollback all changes and turn the maintenance mode OFF.

MRPEasy does not provide this service.

It is strongly advised that installation would be performed by the company or person, who has installed the Magento website initially.

2. Installation

Create a backup of the website before installing the extension. Also, make sure that you have full access to the server (FTP or SSH and MySQL).

In Magento 1, go to Magento -> System -> Magento Connect -> Magento Connect Manager and upload the extension file.

In Magento 2:

  1. Upload the extension file to Magento [root_folder]/app/code. If this folder does not exists, create it.
  2. Open server terminal (console).
  3. Extract the file:
    tar -xzf MRPEasy-Integration-2.0.0.tgz
  4. Change the access permissions of files and folders:
    find MRPEasy -type d -exec chmod 755 {} \;
    find MRPEasy -type f -exec chmod 644 {} \;
  5. Go to Magento root folder.
  6. Run the following commands:
    ./bin/magento module:enable MRPEasy_Integration
    ./bin/magento setup:upgrade

During the installation, the following changes are made:

  1. The extension is placed into
    • Magento 1 [root_folder]/app/code/community/MRPEasy;
    • Magento 2 [root_folder]/app/code/MRPEasy;
  2. In Magento 1, a configuration file [root_folder]/app/etc/modules/MRPEasy_Integration.xml is created;
  3. Order statuses ‘In manufacturing’ (mrpeasy_posted) and ‘Ready for shipment’ (mrpeasy_ready) are created and assigned to state ‘processing’;
  4. Columns ‘mrpeasy_cust_ord_code’ and ‘mrpeasy_cust_ord_id’ are added to the table ‘sales_flat_order’ (Magento 1) or ‘sales_order’ (Magento 2);
  5. columns ‘mrpeasy_cust_ord_id’, ‘mrpeasy_cust_line_id’ and ‘mrpeasy_shipment_id’ are added to the table ‘sales_flat_order_item’ (Magento 1) or ‘sales_order_item’ (Magento 2).

After the extension is installed, it must be configured in Magento 1 -> System -> Configuration -> Services -> MRPEasy Integration or Magento 2 -> Stores -> Configuration -> Services -> MRPEasy Integration.

The following settings must be set:

  • MRPEasy API key – API key from MRPEasy -> Settings -> System settings -> Integration -> API access.
  • MRPEasy Access key – Access key from MRPEasy -> Settings -> System settings -> Integration -> API access.
  • Send sales orders – how to send sales orders from Magento to MRPEasy:
    • Separately – each sales order from Magento becomes a separate customer order in MRPEasy;
    • Group orders – all sales orders from Magento are posted to MRPEasy as one customer order, each line from sales orders is a separate line in the customer order;
    • Group products – all sales orders from Magento are posted to MRPEasy as one customer order, each product is a separate line in the customer order and quantity is a total amount of that product, sold in all sales orders.
  • Update inventory levels in e-shop – if ‘Yes’, then Magento imports inventory levels of products from MRPEasy.

Integration between MRPEasy and Magento runs in the background once per hour. The extension requires the Magento cron job to be configured.

3. Functionality

When posting products, SKU is used to match stock items (‘SKU’ in Magento must match ‘Part Number’ in MRPEasy).

Posting sales orders from Magento to MRPEasy

Sales orders in status ‘Processing’ are posted from Magento to MRPEasy. Order’s status in Magento is changed to ‘In manufacturing’.

Thus, a customer order in status ‘Confirmed’ is created in MRPEasy -> CRM -> Customer orders. This order must be processed as usually: items must be booked.

If sales order in Magento contains an item with SKU that does not match any part number in MRPEasy, then this item is ignored.

It is advised to check Magento list of orders. If there are sales orders in status ‘Processing’, that have been received before the last synchronization, then it means that they could not be posted to MRPEasy, and they must be handled manually.

Updating of statuses of sales orders in Magento

When all items of a sales order are ready to be shipped, status of the sales order in Magento is changed to ‘Ready for shipment’.

Subtracting shipped items from the stock in MRPEasy

Items must be shipped in Magento.

When sales orders that were posted to MRPEasy, are shipped, items are subtracted from the stock in MRPEasy:

  1. a shipment for the customer order in MRPEasy is created;
  2. all items are picked.

If some shipment in MRPEasy is in status ‘Ready for shipment’, then it means one of the following:

  1. Items cannot be picked automatically because serial numbers must be specified. Please pick items manually.
  2. Item’s quantity in the shipment in MRPEasy does not match the quantity in Magento. In this case please turn to MRPEasy support.

Updating inventory in Magento

The integration extension can update inventory levels in Magento by fetching stock item quantities from MRPEasy.

If the setting ‘Update inventory levels in e-shop’ in Magento -> System (Stores) -> Configuration -> Services -> MRPEasy Integration is turned ON, then quantities of products are updated in Magento.

Products are matched using ‘SKU’ field in Magento and ‘Part Number’ field in MRPEasy.

‘Available’ quantity from MRPEasy is set as a quantity in Magento.

Shopify

Shopify is a powerful e-commerce platform. Shopify and MRPEasy can work seamlessly together so that sales and shipments are done in Shopify and products are made and booked in MRPEasy.

How it works

1. When an order is created and paid in Shopify, it is imported to MRPEasy as a customer order.

For privacy reasons, no customer information is copied from Shopify to MRPEasy.

Only products are posted to MRPEasy. Products are matched by the SKU field in Shopify and the Part Number field in MRPEasy. If some products must not be sent to MRPEasy (for example, a service), they must have no SKU value or SKU that does not match any part number in MRPEasy.

When an order is imported to MRPEasy, a tag In production is attached to the order. Shopify order number is copied to the field Reference in MRPEasy customer order.

If an order has no products with matching SKU, it is not imported to MRPEasy and a tag Ready for shipment is attached.

2. When an order is imported to MRPEasy, the software tries to book products. Available products are booked immediately.

Not available products are added to the Critical On-hand report, if product’s Min. Stock value is set. The parts status of the Customer Order will be Not booked. Manufacturing Orders for these products can be created (together with automatic bookings) from the Critical On-hand report. Also, bookings can be created directly from the Customer Order.

3. When all products are ready, in MRPEasy customer order’s status is changed to Ready for shipment. In Shopify, the tag In production is replaced with Ready for shipment in order’s details. This means that the order can be fully fulfilled.

4. After the order is fulfilled in Shopify, a shipment is created in MRPEasy so that products are deducted from the inventory.

Set up

To set up the integration between Shopify and MRPEasy, please go to MRPEasy -> Settings -> System settings -> Integration -> Shopify, click the Connect to Shopify button and fill in the required information. After click the button Install app.

Useful tips

We advise to create a custom search in Shopify to find ready for shipment orders faster:

  1. go to Shopify → Orders;
  2. click Filter orders;
  3. select a filter: Tagged with;
  4. enter a tag Ready for shipment;
  5. click the Add filter button;
  6. click the Save this search button;
  7. enter the name of the search: Ready for shipment;
  8. save the custom search.

This makes possible to find ready for shipment orders with one click.

Support

The integration between Shopify and MRPEasy is maintained by MRPEasy. If you have any questions about the integration, please turn to MRPEasy support.

PDF Editor

Layouts of PDF documents can be customized.

Logo

Company logo can be displayed on your invoices, quotations, purchase orders, etc.

The logo file must be either GIF, JPG or PNG with max. size of 50 KB and the logo size should be appropriate. The recommended size is about 800 px width X 200 px height. When placing into the documents, MRPEasy reduces logo 4 times for better quality.

To add a logo, upload it to the external storage and then choose it.

The placement of logo can be set: left, center or right.

Font

Font size can be selected: small, medium or large.

Titles

Titles of PDF documents can be adjusted.

Company Details

Company information is printed on invoices and purchase orders. It is possible to select what details are included:

  • Company name
  • Contact details
  • E-mail
  • Website
  • Phone
  • Reg. no.
  • VAT number

Layouts

It is possible to choose which elements to print on PDF documents that are sent outside.

To print an element, it must be checked. To hide an element, uncheck it. To move an element to a new location, click on it and drag it to a new place.

Footers

Footer is a text that is printed at the bottom of PDF documents. It is possible to set texts for different documents and select font size and alignment.

Maximum footer length is 30,000 characters.

Support Settings

Ability to give access to your database to MRPEasy support team.

Training hours

Ability to purchase training webinars via Skype.

 

Write-off types

Types are used to group write-offs by type for better control over non-manufacturing and non-sales consumption of stock items (for example, development of new products, gifts to partners, etc). Write-offs can be grouped by types in the following reports:

  • Stock -> Write-offs;
  • Stock -> Stock movement.

This section contains a list of types and allows to add/update them.

Once the types have been defined, they can be selected when creating a manual write-off.

Customer Statuses

Default customer statuses in CRM are:

  • No contact
  • No interest
  • Interested
  • Permanent buyer.

They can be adjusted.

Human Resources

This section contains lists of users and departments.

Users can be whether active or without any rights assigned. Active users can access the software. Users without rights cannot use the software, but can be considered when planning production. Rightless users can be added free of charge.

For better following and easier assignment of jobs, workers can be grouped into departments.

Users

The Settings -> Human resources -> Users section shows a list of the users of the system. It is possible to edit their rights and see a log of their actions.

Adding new users

Click + button.

Users can be added freely during the trial.

When adding users after the trial is ended:

  1. The software asks how many users will be added.
  2. A proforma invoice for new licenses until the end of the billing cycle will be created.
    The amount of the invoice = (pricing plan price) X (number of new licenses) X (days until the end of current billing cycle) / 365 (or 30, depending on the billing cycle).
  3. Pay the invoice and click + button again to add the new users.

User Details

Possibility to create a new user or edit/delete an existing one. It is also possible to edit the user’s rights – which section the user gets to create, read, update and/or delete. Clicking on a row/column title toggles all rights on that row/column.

When adding a new user, enter user's e-mail and password. They are used by the user to sign in into MRPEasy.

Email and password should be set for all users. If the access to the software is not needed for particular user, then:

  • do not share him a password;
  • uncheck all his rights in Settings -> Users.

Such user is free of charge.

Options

Lock handler

If blocking of simultaneous data editing is turned on, there can be a situation where some entry remains locked, but no changes are actually being made to it (for example, the browser has accidentally closed). In this case, other users cannot change that data. To solve the problem there is a special user right: Lock handler. If a user with that right tries to edit a blocked entry, a button Take lock is displayed next to the notification. When user clicks it, the old lock is cancelled and the entry is locked again for a new user.

Be careful using this feature. If the lock has been cancelled, the original user will not be able to save his changes. When a lock is taken, be sure that the other user really does not change the entry.

Access limited

Allow this user to sign in only from IPs that are defined in Settings -> Allowed IPs.

Hiding costs and prices

It is possible to prohibit to the user to see costs/prices in particular part of the software, which is available for seeing to that user.

Two-factor authentication

If this Enterprise function is turned ON, particular user, who is using 2FA, will perform 2-step authentication when signing in. Please read more about two-factor authentication at Settings -> System settings -> Enterprise functions -> Two-factor authentication.

Hourly wage

It is possible to enter hourly wage-fund of this particular worker that is taken into account when calculating production costs.

Internet-kiosk mode

This mode is intended only for reporting about completion of production operations. It will be enabled only if all other rights are marked "No".

Deletion

You can delete users in Settings -> Human Resources -> View particular user details -> Edit -> Delete.

First user cannot be deleted.

User Actions

This section contains a list of user's main actions in MRPEasy.

User Reports

View reports regarding the user. A report can be selected from the dropdown menu.

Report "Calendar"

This report shows the calendar (month, week or day) of all production operations assigned to the user. These are displayed in different colors:

  • Blue – production operations that are currently running;
  • Yellow - production operations that are currently paused;
  • Green – operations that are scheduled for the future;
  • Purple – operations that are completed;
  • Red hatching – operations that are late.

To view more detailed information about the operation, click on it.

Report “Production operations”

This report shows a list of all manufacturing operations, assigned to the user. For each operation the following information is displayed:

  1. The number of the production order;
  2. the status of the operation. Multiple statuses can be selected by pressing the Ctrl key on the keyboard and clicking on several statuses.
  3. the labor cost of this operation;
  4. planned start time, end time and duration of the operation;
  5. if the operation has been completed, actual start time, end time and duration of the operation;
  6. difference between planned and real durations in hours or as percentage;

Report "Invoices"

This report shows a list of invoices that were issued by the user. For each invoice the following information is displayed:

  1. Invoice details (number, type, status, date, due date);
  2. Customer details (number, name);
  3. Financial details (invoice sum, currency, tax, paid sum, unpaid sum, etc.).

Departments

A department represents a group of workers that can perform the same manufacturing operations.

One department can also represent a particular skill set - as a user can be part of several departments, an employee skill matrix can be composed.

This function greatly simplifies the assigning and reporting of the manufacturing operations for a large number of workers, or where workers can freely pick their jobs without a strict assignment from supervisors.

Planning and reporting by department

When a manufacturing order is created - where operations are assigned to Departments (as opposed to individual workers) - then all workers in the corresponding Departments can automatically see the open jobs in “My production plan” or the “Internet-kiosk”.

When the job is started by an operator, then it is assigned to that person and others do not see it anymore.

If more than one person is needed for the same operation, then the job remains visible until the required number of users pick it.

Default departments for operations or work stations

Default departments can be assigned to individual Work Stations, or to operations in Routings (keep in mind that the Work Station setting overrides the Routing).

If several workers are required to perform an operation, several departments can also be assigned.

Ability to create a new or edit/delete an existing department.

After the department is created, it can be assigned to a worker at the worker's details page.

For Buyer

The Procurement module gives the ability to see the list of purchase orders (POs), create new and edit/delete existing POs. Existing PO can also be duplicated to make new similar one more easily.

A list of vendors can be handled and their reliability is calculated (percentage of on-time purchase orders, average delay).

Purchase Orders

The Procurement -> Purchase Orders shows a list of all the purchase orders to your vendors and subcontractors.

The Procurement -> Purchase Orders allows

  • adding, editing, and updating of purchase orders,
  • seeing the overview of all the orders,
  • tracking progress by order status and payment status,
  • searching and filtering purchase orders,
  • exporting a list of purchase orders.

Jump to:

  1. Tips and tricks.
  2. How to send a Purchase Order to your vendor?
  3. How to report receiving items, incl. partial delivery?
  4. How to see low inventory alerts?
  5. How to see demand for materials from production or sales?
  6. How can Purchase Orders be automatically created?
  7. How to send purchase orders to subcontractors?

Tips and tricks

  • Click Add to add a new Purchase Order (PO).
  • Click Choose columns to choose which columns to display.
  • Drag the columns to rearrange them.
  • Use the drop-down menu above the table to choose whether to show a list of "Purchase Orders" or a list of all "Items" procured.
  • The table can be searched and filtered (see Usage tips for wildcards).

Low inventory alerts

For each item, it is possible to set its critical low available quantity - the Min. stock parameter - in its details in Stock -> Items.

If the available stock of the item falls below its minimal available inventory level:

  • The article's Available quantity at Stock -> Items will turn red.
  • The Procurement -> Critical on-hand report shows a list procured items that need re-ordering.
  • The Dashboard indicator Min. stock and Stock -> Critical on-hand report show all items, including manufactured, that are below minimal inventory level.

Read: How to understand the inventory numbers? 

Purchasing for manufacturing or sales orders

It is possible to purchase items to fulfill demand from manufacturing or customer orders in several ways:

  1. Via the Procurement -> Critical on-hand report, where all items are shown which are below min. available quantity.
  2. Via the Procurement -> Requirements report, which shows all unbooked materials for Manufacturing Orders and Customer Orders by due dates and action dates for placing the Purchase Orders.
  3. Via the Procurement -> Forecasting, which allows calculating material requirements and action dates for Purchase Orders without creating Manufacturing Orders.

Automatically created Purchase Orders

New POs can appear in the list when the Sales Manager chooses to automatically create POs for missing parts, while booking products for the Customer Orders.

Read: How to check stock and book products for Customer Orders?

Managing subcontractors

It is possible to manage subcontracted services if the subcontracting functionality is turned on at Settings -> System settings -> Professional functions -> Subcontracting: Yes.

There are two strategies for managing subcontracted operations:

  1. When the product is made fully by the subcontractor.
  2. When an operation during production is outsourced to a subcontractor.

If the product is made by a subcontractor solely

Then it is possible to create a Purchase Order for the final product at Procurement -> Purchase Orders and consume raw materials without creating a Manufacturing Order.

Read: How to create Purchase Orders and free issue materials to subcontractors?

The cost of the final product will include:

  1. both the PO line cost, and
  2. the cost of materials.

Inventory transactions:

  1. When materials are shipped (picked from the stock), they are subtracted from inventory.
  2. When PO is marked as received, final products are added to stock.

If the subcontractor's service is part of the in-house production process

Then it is possible to save the subcontractor as a vendor and assign an operation in the Routing to the vendor.

When the production is scheduled, that operation will be scheduled for the vendor, and it is possible to raise the Purchase Orders from the Manufacturing Order at Production planning -> Manufacturing Orders.

Read: How to define subcontracted operations in the Routing?
Read: How to keep track of subcontracted operations in a Manufacturing Order?

Purchase Order Details

If you are purchasing materials from your vendors, enter a new Purchase Order into MRPEasy to track the order progress.

In a Purchase Order, it is possible to

  • track the order progress,
  • send or print documents,
  • report full or partial delivery,
  • edit, delete, or add new lines (e.g. for a blanket order),
  • plan different expected dates for every line,
  • free issue stock to subcontractors,
  • record invoices and payments,
  • divide additional costs over purchased items (e.g. shipment costs),
  • attach files and documents.

Jump to:

  1. How to track the Purchase Order status?
  2. How to auto-fill Purchase Order fields?
  3. How to send a Purchase Order to your vendor?
  4. How to edit the Purchase Order PDF?
  5. How to report receipt, incl. partial delivery?
  6. How to add discounts, taxes, additional fees?
  7. How to enter a PO delivery schedule?
  8. How to enter batch and serial numbers?
  9. How to keep track of payments?
  10. How to send a Purchase Order in a foreign currency?
  11. How to free issue stock to subcontractors?
  12. How to import a Purchase Order?
  13. How to approve a Purchase Order?

Purchase Order status

To track the status of the Purchase order:

  1. The status of a new PO is New by default.
  2. Fill out the Order date, and the status of the PO will change to Ordered.
  3. Fill out the Shipping date, and the status will change to Shipped.
  4. Fill out the Arrival date, and if all items are received, the status will change to Received.

Automatic pre-population on Purchase Orders

If the Purchase Terms are entered for a part, then the software can auto-populate:

If there is only one Purchase Term for an item, then the price will be updated automatically every time you purchase it.

Sending a Purchase Order, printing the PO, editing the PDF

To send a Purchase Order to your vendor:

  1. Create a new Purchase Order and Save.
  2. Click Send e-mail to open your e-mail client and to prefill the letter.
    Or click PDF for vendor to download the PDF.

POs can be printed in two versions:

  1. PDF for vendor, a document for the Vendor, which includes your company logo and details.
  2. PDF, an internal document with information for internal use only.

The layout and footers of the PDF for the vendor can be edited in Settings -> System settings -> PDF Editor -> Layouts: Purchase Order.

Reporting full or partial receipt, sending a Delivery Note

To report ordered items received:

  1. Open the Purchase Order in Procurement -> Purchase Orders.
  2. If an item was received partially, enter the received quantity into the field Expected quantity.
  3. Enter the Arrival date.
  4. Save.

To send a Delivery Note:

  1. Open the Purchase Order.
  2. Click on the Send note to open your e-mail client and to prefill the letter.
    Or click the Delivery note button for the PDF.

When a partial receipt is reported:

  • The received amount (from the Expected quantity field) will be taken into stock;
  • A new line is created for the not received quantity.
  • The Arrival date field is cleared.

User access permissions for the stock clerk

If the person in charge of receipt is the stock clerk, then in the user access permissions (Settings -> Human resources) you likely should:

  • Give permission only to View and Update Procurement -> Purchase Orders.
  • Hide prices in the Procurement section.

Additional fees, discounts, taxes

Additional fees:

  • Transport and other costs can be added to field Additional fees.
  • The fees are proportionally divided between ordered items based on the total cost of each target lot. (Additional fee per item = Item cost / PO cost * Additional fees)

Discounts:

  • If a discount for the whole purchase order has been provided, it can be entered into the field Discount. It will be added to every item.
  • If a discount applies to one item only, please reduce the price of that item.

Taxes:

  • It is possible to add a Tax to the purchase order.
  • Tax is used to calculate the total sum of the purchase order and to produce a correct cash flow report.
  • Tax is ignored when calculating costs of procured items.

One PO for several shipment dates

It is possible to create one Purchase Order for several shipments. To do this:

  1. Add each item separately for each shipment.
  2. Define the Expected date for each item when it should be received.

If different expected dates are defined, the column "Expected date" is added to PDF.

Lot numbers, serial numbers

MRPEasy automatically creates unique stock lot (batch) numbers for tracking the purchased products. To change the proposed lot number:

  1. Open the Purchase Order.
  2. Click on the line item's Target lot link.
  3. Edit the lot Number.

To record the serial numbers for a purchased part:

  1. Open the Purchase Order.
  2. Click on the line item's Target lot link.
  3. In the Serial numbers section, click on the Add Add button to start adding serial numbers.
  4. Serial numbers can be entered: 
    - individually, by keyboard input or barcode scanning;
    - all at once, by copying them from a Notepad or an Excel file and pasting them into the first serial number field. The software will place each number in its own field.

In order to use serial numbers:

  • The serial numbers functionality must be turned on at Settings -> System settings -> Professional functions -> Serial numbers: Yes.
  • Serial numbers must be enabled in the item details, at Stock -> Items.

Payments, Purchase Order payment status

To save payments on Purchase Orders:

  1. Open the Purchase Order.
  2. Scroll to the Payments section.
  3. Click Add Add to add a new payment.

Based on the sum of payments, the payment status of the PO will be automatically set to Unpaid, Paid partially, or Paid.

PO Currency

To create a PO in another currency:

  1. Create a new Purchase Order.
  2. Choose the Currency.
  3. Save.

After the Purchase Order is saved, the currency of the PO cannot be changed.

Purchase Orders can be made in any currency, which previously defined in Settings -> System Settings -> Additional Currencies.

Free issue stock to subcontractors

If you issue or manage materials for your subcontractor, then to issue the materials:

  1. Create a new Purchase Order.
  2. Add the products to the purchase order.
  3. Save.
  4. Click Book materials. The available materials are reserved for this PO (FIFO principle) based on the BOM(s) of the product(s).
  5. Create the Shipment documents by clicking Add Add in the Shipments section of the PO.
  6. Report shipping by opening the Shipment from inside the PO or Stock -> Shipments and reporting picking:
    - line-by-line with the Pick Consume button, or
    - all-at-once by clicking the Pick all items button.

To use this functionality:

Import from CSV

When creating a new purchase order, it is possible to import a list of procured items from a CSV file. The file must be no longer than 100 lines and can contain the following columns:

  • Part number - the part number of the stock item that is procured. This column is required.
  • Quantity - the total quantity of the item.
  • Price - the price per one item.
  • Free text - the free text that is displayed below the stock item.

Other PO information should be added manually before the import.

Vendors

This section contains a list of all vendors. Possibility to create a new, and edit/delete an existing vendor.

For each vendor its' reliability is calculated:

  • percentage of on-time purchase orders;
  • average delay (in days).

Import vendors from a CSV file

At Procurement -> Vendors -> Import from CSV it is possible to upload several vendors all at once. It's also possible to import Purchase Terms from the same page.

What is CSV? CSV (Comma-Separated Values) is a universal format for importing or exporting tabular data. A CSV file can be obtained by saving/exporting e.g. an Excel file as CSV (Comma delimited) (*.csv).

When uploading the CSV file:

  1. Select and match the names of the fields corresponding to the columns in the data.
  2. Check the "The first row is heading" option if the first row of the file contains headers. Then the first row will not be imported. 
  3. Select "Do not import" as the column type if some column is not to be imported.
  4. Click Import to upload the data into the appropriate fields of the database.  

When uploading vendors, the fields that can be used are:

  • Vendor number – a unique code to identify the supplier. If a supplier with the same number already exists, then this entry is ignored. If not imported, the code is generated automatically;
  • Company name – the company name of the vendor. This is the only mandatory field, other fields are optional;
  • Contact person's name;
  • Phone;
  • Fax;
  • Skype;
  • E-mail;
  • Web;
  • Address;
  • Additional information - saved into notes.

Example, importing 2 vendors:

Vendor
number

Company
name
E-mail Address ...
V-00001 Wood Inc. sales@wood.com PO Box 123
Charlotte
Texas 78012
USA
...
V-00002 Chemicals Inc. sales@chemicals.co.uk Baker Street 10
Worcester
UK
...
(Up to 3000 lines can be imported at once)

Download a sample file: import-vendors.csv

Import purchase terms

The page Procurement -> Vendors -> Import from CSV also allows to import Purchase Terms of stock items, several per item.

Please note that existing purchase terms will not be updated, only new terms are created. For updating existing purchase terms in bulk go to Procurement -> Vendors -> Vendor's report: Purchase terms. (Click Reports to access reports.)

For uploading purchase terms, the fields that can be used are:

  • Vendor - the vendor number in MRPEasy, as in Procurement-> Vendors. Required;
  • Part number - the part number in MRPEasy, as in Stock -> Items. Required;
  • Vendor part no. - the part number in the vendor's database (or a manufacturer part number). Optional;
  • Price per unit - Required;
  • Lead time in days - the lead time in business days. Required;
  • Priority - a higher number indicates higher priority. Optional;
  • Minimum purchase quantity - optional.

Example, importing purchase terms for 2 items:

Vendor Part number Price per unit Lead time in days Priority ...
V-00001 P-00001 11 5 20 ...
V-00002 P-00001 8 20 10 ...
V-00002 P-00002 50 20   ...
(Up to 3000 lines can be imported at once)

Important notes!

  • If the imported file contains non-Latin characters, the file must be in UTF-8 (preferred) or Unicode encoding. If Excel is used to save the file, select the "Unicode Text (*.txt)" option in the "Save as type" field. Even though the extension of the file is TXT, it can be imported as a CSV-file.
  • The limit is 3000 lines per upload. If the file is bigger, divide it into several smaller files.
  • Since importing can be a question of trial-and-error, we strongly suggest making a back-up of the database before importing. In that case, if anything goes wrong, it is always possible to restore the previous session.

Vendor Details

Add a new or edit an existing Vendor, and enter its:

  • contact information;
  • one or more contact persons;
  • notes;
  • the time for the next contact;
  • language (from supported by the system);
  • default lead time in days;
  • payment period;
  • currency.

The contact type field is a dropdown (for phone, fax, skype, e-mail, web, address, etc.). Each type of contact must be on its own line; a new line can be added with the Add button.

Contact details can also be entered for vendor’s contact person. These data will not be printed on any document.

Documents, like for example, purchase orders, will be printed at vendor's language. By default it is your sign up language.

When a purchase order is created, vendor's currency is used and payment date is calculated as invoice date plus payment period.

Subcontracting

If vendor is a service subcontractor, it is possible to add that vendor into Routing as operator of particular operation, and to issue purchase order for his service.

Vendor Reports

View reports regarding the vendor. The report can be selected from the dropdown menu.

Report “Vendor Purchases”

This report shows the list of purchases from this Vendor – what has been purchased at what price. The period for these data can be either manually selected from the calendar, or picked from the options given.

Report “Vendor Terms”

This report shows the list of goods that can be purchased from this Vendor, along with terms such as purchase price, lead time, minimum quantity, etc. This report also allows to edit this data in bulk.

Forecasting

This section contains a list of forecasts with ability to search and sort them.

Forecasting allows to create and process forecasts. Software can calculate how much materials will cost and when they should be procured. Also, software shows when manufacturing should be started. Needed purchasing and manufacturing orders can be created easily.

Forecasting Details

Do the following steps to create a forecast:

  1. Enter the forecast title to identify it (for example, "3rd quarter").
  2. Enter products and quantities that are planned to be produced in the future.
  3. Select whether the forecast should book available parts, or ignore them.
    By default Forecasts are autonomous. When calculating a forecast, software ignores products and materials that are already at the stock. This allows to add forecasts for future periods without immediate booking of existing stock items.
    If you wish the forecast to count with actual stock, use radio button.
  4. Click Calculate materials and timing button. For every product software shows when a manufacturing order should be started. A list of required raw materials is displayed (part, quantity, cost, vendor, last order date). Forecast is saved.
  5. Manufacturing orders can be added to the production plan. Materials can be selected and purchase orders created for them.

After forecast is saved, it can be updated. Update does not change already made MOs and POs automatically. Comments can be added to the Notes section, export in PDF and Excel formats is available.

Starting from Enterprise edition there is a possibility to enter due date. The software will calculate timing using Backward Production Scheduling function.

Multi-site forecasting

If there are multiple production sites, there are two options: whether to select a site for the forecast or to select an option All sites.

If a site is selected, software calculates required manufacturing and purchase orders and allows to add these orders to the plan at the selected site.

If All sites option is selected, software calculates the total quantity of materials that are required to produce all desired products. But it is not possible to create manufacturing and purchase orders, because  they must be placed at particular sites.

Inspection

This section of the program contains a list of stock lots that need to be checked.

Quality Control

Ability to approve or reject stock lot, whether fully or partially before changing status to Received. If stock lot is rejected, all existing bookings are cancelled.

To approve or reject a stock lot, enter Approved quantity:

  • enter stock lot quantity to approve whole lot;
  • enter 0 to reject the lot;
  • enter some quantity between 0 and stock lot quantity to approve stock lot partially.

RMA Inspection

Ability to approve or reject RMA order. One of the following decisions should be made:

  • Repair
  • Repair and invoice
  • Replacement
  • Receipt and credit
  • Receipt and no credit
  • Reject and ship back.

Critical On-hand

The Procurement -> Critical on-hand page shows procured items which are in demand and therefore below their minimum available quantity and need re-ordering. 

For an item to show up on this report, its Min. stock parameter needs to be set, even 0.

The Procurement -> Critical on-hand allows

  • raising purchase orders to fill requirements and minimal inventory levels,
  • saving a PDF or CSV report,
  • automatically connecting the newly ordered items to where these were required (FIFO principle).

Creating Purchase Orders to fulfill requirements and minimal inventory levels

For creating a PO from the Critical on-hand:

  1. Open Procurement -> Critical on-hand.
  2. Click on the Create a purchase order Create a purchase order button on an item's line.
  3. All other below minimum items from the same vendor are automatically added to the same PO.* 
  4. All PO details are automatically filled, including price, minimum order quantity, and expected delivery date.*
  5. Update any details of the PO, e.g. add, remove or edit the line items.
  6. Save to create the PO.

When the Purchase Order is saved, all the ordered items are automatically booked to where these were demanded from, Customer or Manufacturing Orders (following the FIFO principle).

*For the automatic grouping and Purchase Order pre-population to work the Purchase Terms have been entered for the items.

Demand for items from sales or manufacturing

In general, demand is raised, when items are being booked for a CO or a MO, and these items are not available. Therefore, the available inventory levels become negative.

For raising demand for materials from a Manufacturing Order:

  1. Schedule the Manufacturing Order.
  2. If some materials are not available, demand will be raised.

For raising demand for products or procured items from a Customer Order:

  1. Open the Customer Order, or create new.
  2. Click Check stock and book items.
  3. Click Book all items and confirm.
  4. If some items are not available in stock, demand will be raised for both manufactured products and procured items for resale (the demand for manufactured products is shown at Stock -> Critical on-hand)

Requirements

The Procurement -> Requirements shows a report with a list of all the purchasable components that are required for a customer order or a manufacturing order but have not been booked.

The Procurement -> Requirements allows

  • seeing demand for purchasable items by date,
  • seeing when purchase orders should be placed,
  • creating purchase orders.

The list contains:

  • Part number and description - the required article;
  • Quantity - the number of items required;
  • Manufacturing or Customer Order number - order where these items are required;
  • Requirement date - the date when these items are required;
  • Action date – the last date, when a purchase order must be placed so the items would arrive on time (calculation based on the purchase terms);
  • Vendor - the vendor the item is purchased from.

Usage tips:

  1. If these items are available in stock and should be taken off the list, then bookings need to be finalized for these:
    Instructions: How to book materials for a Manufacturing Order.
    Instructions: How to book items for a Customer Order.
  2. Click Create a purchase order Create a Purchase Order on the items line to create a new PO. The PO, once saved, will be automatically linked to where these materials where demanded.
  3. Customer Orders, for which bookings have never been raised, are not displayed here. Demand needs to be created while trying to book the item to the CO.

For Stockkeeper

The Stock module gives the ability to manage new and existing stock items and their lots/batches.

Stockkeeper can track stock movement, check the inventory and critical on-hand report.

If quantity of some stock item is below minimum, stockkeeper can create a new purchase order that should be ordered by Buyer.

Items

The Stock -> Items section contains a list of all your stock items – both the parts and the finished products.

The Stock -> Items allows

  • creating, editing and deleting items,
  • seeing in stock and expected inventory levels of each item,
  • seeing reports of each item,
  • importing items from a CSV file,
  • exporting the stock report to CSV or PDF.

Jump to:

  1. Tips and tricks.
  2. What is a stock article, item, or a SKU?
  3. How to set up an item?
  4. How to copy an existing item?
  5. How to add a manufactured item?
  6. How to add a procured item?
  7. How to read the inventory numbers - in stock, available, expected...?
  8. How is the item cost calculated?
  9. How to check the source of an item's displayed cost?
  10. How to see the stock financials, stock balance and movements?
  11. How to track stock lots (batches) of an item?
  12. How to track the serial numbers of an item?
  13. How to import the list of articles into MRPEasy?
  14. How to enter initial inventory values into MRPEasy?

Tips and tricks

  • Click Create to add a new item.
  • Click Choose columns to choose which columns to display.
  • Drag the columns to rearrange them.
  • Click Bulk editing to edit selected rows in bulk.
  • Click Reports to see the item's reports.
  • Some numbers can be clicked on to see the more detailed information.
  • The Stock report can be searched and filtered (see Usage tips for wildcards).
  • Items are never fully deleted, deleted items are hidden/archived to conserve your stock history. You can find these items by searching the part number.

What is an item, a stock article?

A "stock article" is a synonym for "article", "stock item", or a "Stock Keeping Unit (SKU)".

Items are all different raw materials, parts, ingredients, sub-assemblies, semi-finished goods, and finished goods that you can keep in your stock. Hence the name Stock Keeping Unit - you can keep these in your stock.

Each item has a unique code - the part number - which allows to identify it and keep track of the units of that item. It's the personal codename for it.

Articles can be either purchasable or manufactured:

  • Purchasable articles should have Purchase Terms defined - who you buy these from and on what terms.
  • Manufactured items should have Bills of Materials and a Routings defined - defining what these are made of and which manufacturing operations need to be done on them.

Checking item availability

There's a very detailed overview of how many units of each item are physically in stock, available for use, booked for something, consumed in WIP, and expected to be received in the future. This is indicated by the following columns:

  • In stock shows the total physical quantity in stock right now (available + booked).
  • Available shows the quantity which is in stock and available.
    This quantity is displayed in red when it is below the minimum inventory level of the item. Then the item will also be shown in the Critical on-hand report and indicated on the Dashboard by the "Min. stock" indicator.
    This number can also go negative (I.e. negative inventory) when demand for the item is greater than is available in stock and plenty is not expected to arrive.
  • Booked shows the quantity which is in stock and booked, not freely available. Clicking the number shows existing bookings.
  • Expected, Total shows the total quantity which is planned to be received in the future.
  • Expected, Available shows the quantity which is expected and available, not booked yet.
  • Expected, Booked shows the quantity which is expected and already booked, not freely available.
  • Work in progress shows the quantity which has been consumed in manufacturing orders which are still in progress (finished products have not been added to stock yet).
    At the moment when materials are marked as consumed in production, they are moved to Work in Progress (WIP) Inventory. When the Manufacturing Order is finished, the WIP is cleared (the value is counted in the cost of the finished products).

Item cost

The cost of a stock item is used in many places in the software.

The Stock -> Items shows either

  1. the weighted average cost of the item's stock lots if it's in stock,
  2. or the approximated cost if the item is not in stock.

Clicking on an item's cost will open a report which will show how it's calculated

In general:

In various parts of MRPEasy, according to the situation, the actual cost or the approximated cost will be used:

  1. The actual cost is used when an item has been booked from a particular stock lot, then the cost of the item is taken from that lot. E.g., when materials are booked for a Manufacturing Order or products for a Customer Order (by FIFO by default).
  2. The approximate cost is used when no bookings are done.
    This happens when estimating the cost of a BOM, or when materials are not available for a Manufacturing order. In this case, an approximate cost is used.

The approximated cost of the stock item is found as follows:

  1. if there are items in stock (there are received stock lots), then the cost is calculated as an average cost per item from all lots that are currently in stock (i.e. weighted average cost). In addition:
    a) for a procured item, the cost includes PO additional fees,
    b) for a manufactured item, the cost includes all manufacturing costs;
  2. if there are no items in stock (there are no stock lots):
    a) for a procured item, the cost is the vendor's price (Purchase Terms must be defined).
    b) for a manufactured item, the cost is calculated as a sum of costs of BOM and routing (these must be defined).

Please note that the approximated cost might not be highly accurate for manufactured items. To get a more accurate estimate, you must start planning a Manufacturing Order with realistic batch quantities.

When the cost cannot be displayed, then some associated Purchase Terms and/or BOMs and Routings are missing or need updating (e.g. when an article has been deleted, but it is still listed in a BOM).

  • The purchasable items need to be marked as This is a procured item and they need to have Purchase Terms.
  • The manufactured items need to have both a Bill of Materials and a Routing.

Checking the source of an item's cost

if an item's cost seems wrong, then to understand how it is calculated, and to find where the mistake has been made, do the following.

  1. In Stock -> Items, click on the Cost number, to see how it's calculated.
  2. If the item is in stock, verify if the stock lots' costs are correct. If not, update these.
  3. If the cost is estimated, check the:
    Purchase Terms for procured items,
    Bills of Materials for manufactured items (Open the BOM and then its PDF for the cost breakdown),
    Routings for manufactured items (est. cost may differ from real cost due to the difference in batch sizes and labor rates).

Import items from a CSV file

At Stock -> Items -> Import from CSV it is possible to upload all your items (articles, SKUs) into MRPEasy all at once. Together with the import of the articles, it is possible to define initial inventory levels and the cost per item, purchase terms, and update existing articles.

What is CSV? CSV (Comma-Separated Values) is a universal format for importing or exporting tabular data. A CSV file can be obtained by saving/exporting e.g. an Excel file as CSV (Comma delimited) (*.csv).

When uploading the CSV file:

  1. Select and match the names of the fields corresponding to the columns in the data.
  2. Check the "The first row is heading" option if the first row of the file contains headers. Then the first row will not be imported. 
  3. Select "Do not import" as the column type if some column is not to be imported.
  4. Click Import to upload the data into the appropriate fields of the database.  

When importing new articles, the columns that can be imported are:

  • Part No. – a unique number to identify the item. If not imported, then the code (part number) is generated automatically;
  • Part description - the name or short description of the item;
  • Product group - the name or the number of the product group. If the item is to be exported into an existing product group, use only the number of the group for import. If not defined earlier, a new group is created;
  • Unit of measurement - the unit of measurement for your item. If not defined earlier, a new unit of measurement is created;
  • Selling price - a standard sales price for the item (if price lists are not used);
  • Net cost per 1 unit - the cost per item of items currently in stock. Imported together with "Quantity at stock".
    If not imported, and "Quantity at stock" is imported, cost of items is considered zero;
  • Quantity at stock - number of items currently in stock. Imported together with "Net cost per 1 unit";
  • Min. stock - minimal stock keeping level;
  • Is procured item (1/0) - use "1" if this item is purchased from vendors, or use "0" if it is a product produced by your company. If not imported, defaults to "0" - not purchased;
  • Vendor - the number or name of the vendor. If the vendor does not exist, a new vendor with this name is created.
    Only associated with the item when columns "Vendor price per unit" and "Lead time in days" are also imported, which will create a new Purchase Term;
  • Vendor part no - the article code of the vendor (or can be used for the manufacturer part number). Optional extra information for the Purchase term;
  • Vendor price per unit - the expected price of the item from the "Vendor";
  • Lead time in days - the number of business days from ordering when goods will arrive from the "Vendor";
  • Minimum purchase quantity - the minimum order quantity you can place to the "Vendor".
  • Any custom field defined in the MRPEasy settings.

Example, importing 6 articles, 4 procured items and 2 products:

Part No. Part description Product group Unit of m. Min. Stock Is procured? Quantity at stock Net cost per 1 unit ...
P-00001 Table leg Raw materials pcs 0 1 20 20 ...
P-00002 Varnish Raw materials l 10 1 5 5 ...
P-00003 Sheet metal Raw materials kg 0 1 100 0.25 ...
P-00004 Capacitor, 10uF, 0805 Electronic parts pcs 2000 1 5000 0.008 ...
P-00005 Table Finished goods pcs 0 0 0 0 ...
P-00006 Electronics assembly Finished goods pcs 5 0 10 15 ...
(Up to 3000 lines can be imported at once)

Download a sample file: import-items.csv

Re-importing data for updating articles

With a CSV import it is possible to update existing articles, at Stock -> Items -> Import from CSV

If an article with the same number already exists, then software updates this item. Use either Part No. or Part description for matching the articles. 

The following fields can be updated:

  • Part No;
  • Part description;
  • Product group;
  • Unit of measurement;
  • Min. stock;
  • Selling price;
  • Quantity at stock - if the new quantity is greater than earlier, then the price per unit of the last stock lot is used and a new stock lot is created. If previously this item has never been in stock, the cost will be considered zero;
  • Is procured item (1/0);
  • Any custom field defined in the MRPEasy settings.

If there are new values that will be updated, a confirmation page is shown with a list of values that will be changed. The user can choose whether to update a particular item or skip it.

Important notes!

  • If the imported file contains non-Latin characters, the file must be in UTF-8 (preferred) or Unicode encoding. If Excel is used to save the file, select the "Unicode Text (*.txt)" option in the "Save as type" field. Even though the extension of the file is TXT, it can be imported as a CSV-file.
  • The limit is 3000 lines per upload. If the file is bigger, divide it into several smaller files.
  • Since importing can be a question of trial-and-error, we strongly suggest making a back-up of the database before importing. In that case, if anything goes wrong, it is always possible to restore the previous session.
  • If you wish to upload several Purchase Terms or Vendors for the item, you can import these at Procurement -> Vendors -> Import from CSV.
  • If you wish to upload inventory levels and item costs at different sites or storage locations, you can import this information at Stock -> Inventory -> Import from CSV.

Bulk Editing

At Stock -> Items it is possible to edit several stock items at once. The following values can be changed:

  1. Part number
  2. Title
  3. Product group
  4. Unit of measurement
  5. Min. stock
  6. Shelf life (if professional function Expiry Date is in use)
  7. Selling price
  8. Default storage location
  9. Custom fields (if configured)

For editing items bulk:

  1. Check the checkbox at the end of each item's line you wish to edit. (Up to 100 lines)
  2. Click on Bulk editing Bulk editing.
  3. Edit the individual values.
    (The header row allows for bulk updating of a column across all items at once.)
  4. Click Save.

Bulk deletion

For deleting items in bulk:

  1. Check the checkbox at the end of each item's line you wish to edit. (Up to 100 lines)
  2. Click on Bulk editing Bulk editing.
  3. Click Delete.

Items with quantity 0 at stock can only be deleted, if it's not zero you must reduce the quantity to 0 before it can be deleted.

Take note, that technically items are never deleted, but instead archived for keeping the history and data consistency. It will be possible to look these items up by searching Stock -> Items by the part number.

Item Details

The Item's Details page, accessible from Stock -> Items -> View an item, shows the information and the configuration of the item.

The Items details page allows

  • editing item details - part number, description, product group, custom fields, etc.;
  • toggling between if the item is procured or produced;
  • setting minimal inventory levels for the item;
  • setting a default inventory location;
  • defining sales price;
  • creating, editing, and deleting Purchase Terms, Bills of Materials, and Routings;
  • attaching documents;
  • seeing attached images or 3D models on-page;
  • saving notes;
  • accessing the item's reports;

Jump to:

  1. What is an Item?
  2. How to set up an item?
  3. How to add a manufactured item?
  4. How to add a procured item?
  5. How to add a product with parameters (Matrix BOM)?
  6. How to copy an existing item?
  7. How to set up products that are ordered from subcontractors?
  8. How to attach files or images to the item?
  9. How to track stock lots (batches) of an item?
  10. How to track the serial numbers of an item?

Creating a new item, item's settings

The following values, settings, and documents are available for an item:

  1. Part Number - a unique number to identify the item. Automatically generated by MRPEasy, can be changed. Required;
  2. Copy item - if you wish to copy all the details of an existing item. Available while creating a new item;
  3. This is an inventory item (Yes/No) - choose if this item is tracked in inventory, or not. Defaults to "Yes".
    Non-inventory items can only be used in Purchase Orders (e.g. Office supplies) and Invoices (e.g. Shipping cost). Non-inventory items cannot be used in BOMs or Customer Orders. 
    This setting cannot be changed after the item is created. Available, if the Non-Inventory Items function is enabled.
  4. Part description - the name or short description of the item. Required;
  5. Product group the product group the item belongs to;
  6. Unit of Measurement - in which units the item is being stored in stock and used in production;
  7. Min. stock - the minimal inventory level of the item. Recommended setting at least "0".
    If the item's availability falls below the "min. stock" it will be displayed in the Critical on-hand report. Keep it undefined, if it shouldn't be displayed in the Critical on-hand report.
  8. This is a procured item (Yes/No) - choose whether the item is procured (or subcontracted), or manufactured in-house. Defaults to "No". A procured item must have Purchase Terms, a manufactured item must have a Bill of Materials and a Routing.
  9. Serial numbers (Yes/No) - choose whether each piece of this item is tracked by a serial number, or not. Defaults to "No". Available, if the Serial Numbers functionality is enabled.
  10. Shelf life - if the item can expire, set the default shelf life in days for a new batch (a stock lot) of these items. Available, if the Expiry Dates functionality is enabled.
  11. Quality control (Yes/No) - choose whether a batch (a stock lot) of the item is subject to quality control when it arrives in stock, or not. Defaults to "No". Available, if the Quality Control functionality is enabled.
  12. Selling price - you can set the default sales price if sold directly to the customer. Possible to use different pricing per quantity and price lists, if the Tiered Pricing functionality is enabled.
  13. Default storage location - assign the default storage location (e.g. shelf) for the item in every warehouse. This is the location assigned by default to these items when these arrive in stock.
  14. Files - attach any documents, images, drawings, 3D models, instructions, etc. to the item. The files will be accessible from various places in the software, see the Document system.
  15. Parameters - if the item has certain variations or configurations (e.g. various color, packages, configurations), add the parameters which can change. Part of the Matrix BOM function, available if the BOM with Parameters functionality is enabled.
  16. Any user-defined custom fields - custom fields can be defined at Settings -> System settings -> Custom fields. The Custom Fields functionality is available from the Professional package.
  17. Variations - the list of all different combinations of Parameter values which are allowed for this product. Subsection displayed if the item has saved Parameters. Part of the Matrix BOM function, available if the BOM with Parameters functionality is enabled;
  18. Purchase Terms - the list of vendors and purchasing options, incl. price, lead time, vendor part number, priority, etc. Subsection displayed for procured items ("This is a procured item": Yes) after the new item is Saved;
  19. Bills of Materials - the list of parts, materials, and consumables that are needed to produce the item. Subsection displayed for manufactured items ("This is a procured item": No) after the new item is Saved.
  20. Routings - the list of equipment and operations for producing the item. Subsection displayed for manufactured items ("This is a procured item": No) after the new item is Saved.

Creating products, manufactured items, sub-assemblies

If the item is produced by your company, then to add a manufactured item:

  1. Create a new item
    - At Stock -> Items, click Create.
    - Or from within any other workflow, e.g. from the Customer Order page, by choosing Add a new product from the product choice field.
  2. Enter all item's details.
  3. Mark This is a procured item: No.
  4. Save.
  5. Enter the Bill of Materials (BOM).
  6. Enter the Routing.

A manufactured item

Creating procured items

If the item is purchasable from vendors:

  1. Create a new item
    - At Stock -> Items, click Create.
    - Or from within any other workflow, e.g. from the Customer Order page, by choosing Add a new product from the product choice field.
  2. Enter all item's details.
  3. Mark This is a procured item: Yes.
  4. Save.
  5. Enter the Purchase Terms.

A procured item

Duplicating an item, copying an item

The easiest way to create a similar item to some previous item - for example, a one-off product - is to copy the original and modify it.

For duplicating an existing item with all its details, incl. Purchase Terms, Bills of Materials, and Routings:

  1. Start adding a new item. 
    - The item can be added from within any other workflow, e.g. from the Customer Order page, by choosing Add a new product from the product choice field.
    - Or the item can be created at Stock -> Items.
  2. Choose the item you wish to duplicate in the Copy item field.
  3. Edit any of the details.
  4. Save.
  5. Edit the Purchase Terms, Bills of Materials, or Routings.

Subcontracted items and products

A subcontracted item is an item that is fully produced by an outside subcontractor from materials that are provided by your company.

To configure a subcontracted item:

  1. Save the Subcontractor as a Vendor at Procurement -> Vendors.
  2. Add a Bill of Materials to the product with a list of the items that will be issued to the subcontractor per product.
  3. Check This is a procured item option for the item.
  4. Create Purchase Terms for the item.

Read more: how to order products and free issue stock to subcontractors? 
Read more: How to add subcontracted operations to the Manufacturing Order?

To be able to manage subcontracted items, the Subcontracting functionality must be turned on at Settings -> System settings -> Professional functions -> Subcontracting: Yes

Document system, attachments

Each stock item can be attached documents (e.g., drawings, specifications, blueprints), which can be accessed from various locations in the software (e.g. by the worker in "My production plan")

For attaching documents to items:

  1. Upload it to cloud storage (see External Files documentation).
  2. Attach it to the to the article at Stock -> Stock lots -> Article details.

If images are attached (PNG, JPG, GIF, SVG):

  • a button Show images Show images is displayed on the right side of the screen.
  • When this button is clicked, an area with attached images is expanded. This area can be moved to a new location or resized by dragging the borders. The last setting for displaying images will be saved and used for the same user.

Viewing 3D models inside MRPEasy:

  • 3D models are displayed in MRPEasy, if the attached models are in Collada (.DAE) or XML3D format and if your browser supports WebGL (Google Chrome, probably Safari and Internet Explorer 11, and maybe Firefox).
  • Most 3D CAD software packages can export models to Collada format.

Batch inventory traceability, recording stock lots, batches

Batch traceability is always enabled in MRPEasy by default, and works for all items all the time, except for non-inventory items. In MRPEasy, this is known as "Stock lot tracking".

The unique stock lots are always automatically generated and kept track of, and each can be seen in section Stock -> Stock lots.

Read: What are stock lots? How does stock lot tracking work in MRPEasy?
Read: How is an item's cost calculated?

Tracking items by Serial numbers

If each piece of an item is tracked by a serial number, then the Serial numbers checkbox must be checked in the item's details.

If serial numbers are enabled for an item, then the following functionality will be available for the item:

  1. If the Item is procured, the serial numbers for each item can be specified when it arrives in stock.
    Read: How to enter batch and serial numbers when receiving goods?
  2. If the Item is produced, the serial numbers for each item can be specified during production.
    Read: How to record serial numbers in production?
  3. If parts with serial numbers are used during production, it is possible to specify which parts are used in which product.
  4. The history of serial numbers can be seen in the Reports of the Item.
  5. In all cases, the software makes sure that the serial numbers entered for every piece are unique for this item.

To use this functionality, the Serial numbers functionality must be turned on at Settings -> System Settings -> Professional functions -> Serial numbers: Yes.

Products with parameters, configurations, Matrix BOM

With the Matrix BOM functionality, it is easier to enter families of products so that it is not necessary to enter different BOMs and items for each combination. For example

  • Products with variations, e.g. garments which have variations in size and color.
  • Products with configurations, e.g. electronics which uses a few different parts based on setup.
  • Products in different packages, e.g. food, ice-cream which is produced in bulk and then packaged into many different standard packages; or fasteners, nails which are produced thousands at a time, but then packaged into different boxes in different quantities.
  • Etc.

Read: The detailed description and see the setup demonstration video and examples.

To use this functionality, the BOM with Parameters functionality must be turned on at Settings -> System Settings -> Professional functions -> Matrix BOM: Yes.

Purchase Terms

The Purchase Terms connect a stock item to its vendors. It is used for pre-filling a Purchase Order, and for production lead time estimation when items are not in stock.

With a Purchase Term, it's possible to
  • add vendors to an item,
  • pre-define the prices and lead times,
  • enter the vendor or manufacturer part numbers,
  • set minimum order quantities (MOQ),
  • convert units of measurements.

Jump to:

  1. How to create a Purchase Term?
  2. How to convert units of measurement?
  3. How to enter pricing tiers for purchased items?
  4. How are Purchase Terms used to auto-fill POs?
  5. How to update Purchase Terms?
  6. How to import Purchase Terms in bulk?

Saving a Purchase Term

  1. Open the article details in Stock -> Items.
  2. Scroll down to the Purchase Terms table. (If you do not see it, mark the checkbox for This is a procured item)
  3. Click Add a vendor Add to add a new Purchase Term.
  4. Fill in the details.
  5. Save.

Take note:

  • The lead time is measured in business days. The number of business days per week is defined by Settings -> System settings -> Work hours.
  • A higher number in the Priority field indicates higher priority.

Conversion of units of measurement

If the vendor has another unit of measurement than used in your stock:

  1. Open a Purchase Term, or create new.
  2. Check the option Vendor-specific unit of measurement.
  3. Enter the name of the unit to Vendor's UoM, e.g. 1 box.
  4. If the unit of measure is indivisible, select the option Indivisible UoM. Then a decimal quantity will be rounded up.
  5. set the Conversion rate, e.g. 40 pcs = 1 box.

When a purchase order is created, then the PO will show the vendor's unit of measurement which will be converted into your internal unit.

Entering price brakes or pricing tiers from a vendor

To enter price brakes from one vendor, enter several purchase terms with the same vendor, and for each define the Minimal order quantity of the pricing tier. MRPEasy will understand, according to the PO quantity, which tier to choose. MRPEasy will choose the correct tier according to the PO quantity.

Example, 4 pricing tiers

Vendor Priority Price per unit Min. quantity
Vendor A  10 10  
Vendor A  10 9 10
Vendor A  10 7 50
Vendor A  10 5 100

Use of Purchase Terms when Creating Purchase Orders

When adding a Part to a purchase order:

  • If it has one vendor, all details will be filled automatically.
  • If it has several vendors, its vendors will be highlighted in bold. After choosing the vendor, all details will be filled automatically.
  • If you choose a Vendor, then the parts from this vendor will be highlighted in bold. After choosing the part, all details will be filled automatically.

How the suitable Purchase Term is chosen:

  1. The purchase term with the highest priority, which satisfies the Minimal Order Quantity, is chosen.
  2. If there are several terms with equal priority, which all satisfy the Minimal Order Quantity, then the lower price term is chosen.
  3. If no supply terms meet the minimum quantity requirement, the term with the highest priority is used.

For example, if an item has four purchase terms:

Vendor Priority Price per unit Min. quantity
Vendor A  30 4 100
Vendor B  25 4.5 100
Vendor A  20 5 20
Vendor A  10 6  

Then, if the order quantity is

  • greater than 100, the price is set to 4.
  • less than 100, but greater than 20, the price is set to 5.
  • less than 20, but greater than 10, the price is set to 6.

Uploading and updating Purchase Terms

Updating Purchase Terms:

  1. When a purchase order is saved and an item has only one purchase term, then MRPEasy will use the price from the purchase order to automatically update the purchase term.
  2. It's possible to bulk update purchase terms at Procurement -> Vendor -> Particular vendor's reports: Purchase terms.
  3. While purchase terms can be initially uploaded at Procurement -> Vendors -> Import from CSV, re-uploading will not update existing terms but will create duplicates.

BOM (Bill of Materials)

From Stock -> Items -> An item's details or Production planning -> BOM it is possible to add a bill of materials (BOM) to your products.

A Bill of Materials lays the foundation for

  • material planning for production,
  • planning material purchases,
  • estimation of material costs when quoting.

Jump to:

  1. What is a Bill of Materials (BOM)? How is it used?
  2. How to add a Bill of Materials in MRPEasy?
  3. How to create a multi-level BOM?
  4. How to report scrap and wastage (Additional products)?
  5. How to set up the BOM with parameters?
  6. How to import a BOM?
  7. How to bulk edit BOMs?
  8. How is the cost of the BOM estimated?
  9. How is the actual cost of materials for a product calculated?
  10. How to update the BOM of already planned Manufacturing Orders?

What is a Bill of Materials?

A Bill of Materials (BOM) is a list of parts that are needed to create one finished product. In other words, it is the recipe listing all the raw materials required. 

The bill of materials usually consists of several parts, and it could also include other consumables which don't make up the product (e.g. gloves, water, fasteners, etc.).

Single- and multi-level BOMs:

  • A product can have a single-level assembly structure, where it is directly made from raw materials, or
  • it could have multi-level sub-assemblies, where each sub-assembly has its own BOM and manufacturing instructions.

In broad terms, there are two kinds of Bills of Materials:

  • The engineering BOM states discrete quantities of parts inside the product, including the detailed assembly structure of the product. 
    - Often does not reflect everything that is actually consumed during production.
    - This kind of bill of materials is a typical output of a CAD program and is used by the engineering department as the technical specification.
  • The manufacturing BOM takes into account wastage and other consumables used in production.
    - The assembly structure is often simplified, if possible, to a single level.
    - This kind of bill of materials is used for production planning in an MRP system, where it's necessary to know the gross number of all materials for planning purposes and inventory picking.
  • The main difference? For example, while the engineering BOM states that a 1-meter stick contains 1-meter of stick, the manufacturing BOM will say that making of a 1-meter stick consumes 1.2 meters of a stick (incl. 0.2m of scrap).

For example, a Bill of Materials of a table:

Part code Part description Quantity Unit of measurement
A-00001 Table top 1 pcs
A-00002 Table leg 4 pcs
A-00003 Varnish 0.5 l


How is a Bill of Materials used for production planning?

  1. The software will multiply the materials in the BOM with the requested number of products.
  2. The availability of materials in checked.
  3. If some materials are not available, their lead times are used to calculate estimated availability dates.

Adding Bills of Materials

For adding a Bill of Materials:

  1. Go to Stock -> Items -> An item's details or Production planning -> BOM 
  2. Click on Create a BOM Add to add a BOM.
Or import the Bills of Materials from a CSV file at Production planning -> BOM -> Import from CSV.

Creating a multi-level BOM for a product:

  1. Create separate articles for the sub-assemblies and the product.
  2. Add BOMs to the sub-assemblies.
  3. Add the sub-assembly articles to the BOM of the product.

Bill of materials revisions:

BOMs and Routings are associated:

  • It is possible to associate a particular BOM with a particular Routing which go together.
  • For production planning, a product must have both a BOM and a Routing. And both associated with each-other.

If you have a product with parameters or configurations, it is possible to utlize the Matrix BOM functionality to automatically create a number of variations.

If some part is used a fixed amount, irrelevant to the order quantity, it can be entered as Fixed Quantity on the BOM (e.g. a user manual, gloves, tools boxed with the products, etc.). To use this, the Fixed Quantity function needs to be turned on at Settings -> System settings -> Professional functions -> Fixed quantity: Yes.

Additional products, scrap in a Bill of Materials

If the Co-Product BOM functionality is turned on at Settings -> System settings -> Professional functions -> Co-Product BOM: Yes, then it is possible to define which additional items can be created (and reported) as a result of making the product.

This functionality is mainly for reporting scrap or wastage, which needs to be tracked in inventory for further processing.

The worker can report the quantity of the additional product during production.

The cost of the additional products is 0.

Matrix BOM, Products with parameters, configurations

If the BOM with Parameters functionality is turned on and the item has parameters, then it's possible to define a relational BOM where

  • the quantities of parts may differ according to parameter values,
  • the parts may change according to parameter values.

Look: Examples of BOMs with Parameters, Matrix BOM.

Estimating the cost of a BOM

When a BOM is saved, MRPEasy tries to estimate its cost by totaling the costs of materials used in it. 

The cost cannot be estimated if:

  • the cost of some raw material is unknown (no lots at stock and it neither has no vendors);
  • the Matrix BOM functionality is enabled and the BOM includes a relation.

The actual cost of the product is only available after the Manufacturing Order finishes, then based on reporting, the manufacturing costs are added up, and materials have been used from particular stock lots (what is a stock lot?).

Calculating the actual material cost for a product

In general, a manufactured item's cost comprises of three components:

  1. The cost of materials.
  2. The manufacturing overhead cost.
  3. The cost of labor.

The cost of materials is calculated as follows:

  1. When a Manufacturing Order is created, materials are automatically booked to it (default by FIFO) from specific stock lots, based on the items BOM.
  2. If some materials were not available, these must be booked later to the MO.
  3. Each item has its own actual cost, which it was purchased with, saved in the stock lot details.
  4. When booked materials are reported consumed and the manufacturing order is finished, the actual cost of materials is added up and divided by the number of products.

The material cost of a product is:

  • The cost of materials = Cost of consumed materials in the MO / Number of products on the order

Read also:

  1. What is a stock lot?
  2. How are manufacturing overhead and labor costs calculated?
  3. How to schedule a Manufacturing Order?
  4. How to book, add or release materials from a Manufacturing Order?

Updating the BOM of already scheduled Manufacturing Orders

If the BOM is updated and there are manufacturing orders (MO) that are based on this BOM, then the software shows a list of MOs that have not been started yet and gives an option to pick and choose which ones to update:

  1. Change the BOM.
  2. Save.
  3. Proceed to updating BOMs.
  4. Choose which MOs you wish to recalculate.
  5. Confirm the new schedule for the MOs.

It is also possible to manually update MOs, in every status: How to book, add or release materials of a Manufacturing Order.

 

Routing

At Stock -> Items -> An item's details, in section Routings or Production planning -> Routings it is possible to add the routings to your products.

A routing lays the foundation for

  • capacity scheduling of production resources,
  • assigning jobs to workers,
  • estimation of costs and production lead time,
  • tracking actual costs and production time.

Jump to:

  1. What is a routing? How is it used in production planning?
  2. How to enter a Routing in MRPEasy?
  3. How is the operation duration calculated?
  4. How are manufacturing overhead and labor costs calculated?
  5. Examples of Routings.
  6. How to define subcontracted operations in the Routing?
  7. How to update the Routings of already planned Manufacturing Orders?
  8. How to export a Routing?
  9. How to import a Routing?

What is a routing?

A routing is a document attached to a product, it lists all production operations or stages, in the order which the finished product is made. The goal of the routing is primarily to provide grounds for scheduling of the capacity of production resources, e.g. machines.

What a Routing is not: the technical instructions for building the product. In general, it's often a good idea to strive towards simplification and generalization when defining the routing.

Each line of the routing represents one production stage at one stop - a machine or a work area - with an estimated time it takes at that stop.

Here's an example of a simple routing:

Work station type Operation description Time for setup
(setup time)
Time per piece
(cycle time)
Woodworks stations Assembly of all the table components 30 min 12 min
Painting stations Painting of the table 2 min 5 min

The example above tells us that setting up the assembly area takes 30 minutes of work after which every table will be assembled with 12 minutes on average. The same logic applies for the painting process, which will take place after assembly.

Did you notice? Instead of defining the particular machine (work station) in the routing, the routing points to the group of machines (work station type) which can perform this operation.

How is the Routing used in production capacity planning?

  1. The order quantity is used to calculate the total time of every operation.
  2. For every operation, the software checks all the work stations in the work station type to find the particular work station with the best availability.
  3. The operations are put into the production calendar in the correct order while keeping in mind the available resources.
  4. If the work station hourly rates and employee hourly wages are known, the manufacturing overhead and labor costs will be calculated.

Defining a routing in MRPEasy

At Stock -> Items -> An item's details, in section Routings or Production planning -> Routings it is possible to add the routings to your products.

  1. Click Create Create to create a new Routing.
  2. Mark the BOMs (of the same item), that this routing is connected with.
  3. Define the operations. See below for detailed information.
  4. Save.

Each operation in a routing has following variables:

  1. The sequence number - the line number of the operation;
  2. Work station type - the type of work station which performs this operation.
    When scheduling the production the individual work station from that type with best availability is chosen.
  3. Setup time - the estimated time that is needed to start or prepare this operation.
    The setup time does not depend on the quantity of finished products.
  4. Cycle time - the estimated operation duration for "Quantity" of products made.
    By default, this is the operation duration corresponding to one product.
  5. Fixed cost - the estimated cost of setting up and preparing for the operation, corresponding to the "Setup time". (Fixed cost = Setup time / 60 minutes * Hourly rate)
    The "Hourly rate" in the work station details overrules this setting. 
  6. Variable cost - the estimated cost per "Cycle time" producing "Quantity" of products. (Variable cost = Cycle time / 60 minutes * Hourly rate * Manufacturing Order quantity)
    The "Hourly rate" in the work station details overrules this setting.
  7. Quantity - the number of products that are processed simultaneously within the "Cycle time".
    The default value is "1". Greater values, corresponding to batch quantity, should be used when many units are processed at one time (e.g. in an oven, mixer, furnace, etc.).
  8. Time payment - by default checked "Yes", the worker is paid by the hour (each user's hourly rate is defined in Settings -> Users -> The user's details).
    Available if the Piece Payment functionality is enabled.
  9. Piece-payment - the price the Worker is paid per each piece of product.
    Available if the Piece Payment functionality is enabled.
  10. Sequence - allows defining parallel and converging/diverging chains of operations.
    Mark the sequence numbers of operations that must be finished before this operation can start (set 0 if it can start immediately). Available, if the Overlap and Sequence function is enabled;
  11. Overlap - the minimal finished number of products of the previous [unfinished] operation before this operation can start (i.e. the operations overlap, this operation can start before the finish of the previous operation.).
    Available, if the Overlap and Sequence function is enabled;
  12. Parallelize - enable "Yes" if the operation should be divided into smaller parallel operations among all available work stations of the same type.
    Available, if the Parallel Execution of Work Operations function is enabled;
  13. Worker - the username(s) of the worker(s) or the departments assigned to this operation by default.
    The "Default worker" in the work station's details overrules this setting. If no default workers are set in the routing nor the work station details, the user who creates the Manufacturing Order is assigned as the worker.

Calculating the operation duration:

  • Operation duration = (Setup time + Cycle time x Quantity/ Productivity of the work station
  • If Parallelize is used, then the Operation duration is also divided by (i.e. among) the number of available work stations.

Calculating the manufacturing overhead cost:

  • Manufacturing overhead = Operation duration* x Work station hourly rate
  • *The reported times are the basis for the final cost calculation.

Calculating the labor cost:

  • Labor cost = (Operation duration* x Worker hourly rate) + (Piece-payment x Quantity)
  • *The reported times are the basis for the final cost calculation.

Calculating the material cost of a product:

  • The cost of materials = Cost of consumed materials in the MO / Number of products on the order

Additional tips:

  • If consecutive operations are performed in the same work station, then in many cases it's a better idea to combine these as one operation. This wouldn't affect capacity planning, but would make reporting and viewing of the production schedule much simpler due to less clutter.
  • The Routing lays out only the estimates. The estimated times will be overwritten by the reported actual times, the costs and workers in the routing are overruled by the settings in the particular work station's details.
  • Both Time- and Piece-payment are used for calculating production costs. Because of that, if these are used, these must include the total expenses on the workforce.
  • Each routing must be connected at least with one BOM of the product.

Examples

Example 1. A metal fabrication company

Let us imagine a CNC job shop.

  1. The CNC machine is set up, which takes 3 hours.
  2. The parts are machined, each taking 6 minutes.
  3. The hourly rate for CNC machine is $70.
  4. The workers are assigned before starting the job, and their hourly wage will be used to calculate the labor cost.

The routing could be defined as follows:

Operation Work station type Setup time Cycle time Fixed cost Variable cost Quantity
Machining CNC 180 minutes 6 minutes 210.00 7.00 1

Example 2. Electronics and high tech assembly

Let us imagine an electronics manufacturer:

  1. The pick and place machine places the components on the PCB board. The hourly rate is $140.
  2. The oven solders the parts. The hourly rate for the oven is $70.
  3. The software is installed and tested. The hourly rate is $12.
  4. The workers are assigned before starting the job, and their hourly wage will be used to calculate the labor cost. (Time payment for workers can be disabled for automated operations without a supervisor)

The routing could be defined as follows:

Operation Work station type Setup time Cycle time Fixed cost Variable cost Quantity
Placing the components Pick-and-place   3 minutes   7.00 1
Soldering Oven   3 minutes   3.50 1
Software installation and testing Computer terminal   3 minutes   0.60 1

Example 3. An engineering or a construction company

Let us imagine a manufacturer who builds e.g. cottages, pre-fab bathrooms, or similar.

  1. Preparation for building the frame and walls is done at the Woodworks, where individual pieces are fabricated and smaller parts are assembled.
  2. At the same time, the preparation for internal installable parts starts also at the Woodworks.
  3. When the frame and wall parts are ready, the assembly starts on an Assembly line
  4. The internal parts, as they become ready, are installed.
  5. In parallel, the roof is installed.
  6. When all parts are installed, the cottage is detailed and painted.
  7. Lastly, the cottage is moved to a packaging station, where it is prepared and picked up for transport.
  8. The hourly rate for all stations is $10.
  9. The workers who are available in corresponding Departments pick the jobs, and their hourly wage will be used to calculate the labor cost.

The routing could be defined as follows:

# Operation Work station type Setup time Cycle time Fixed cost Variable cost Quantity Sequence Department
1 Preparation of frame and wall parts Woodworks   240 minutes   40 1 0 Carpenters x2

2

Preparation of internal parts

Woodworks   480 minutes   80 1 0 Carpenters

3

Frame assembly,
installation of internal parts,
installation of roof,
Detailing and painting

Assembly lines   1440 minutes   240 1 1

Carpenters x2

4 Preparation for transport Packaging   30 minutes   5 1 1,2,3 Packaging x2

Example 4. A food processor

Let us imagine a small bakery.

  1. A mixer combines the ingredients. The dough for one batch, maximally 80 buns, is mixed at once which takes 30 minutes. The hourly rate for the mixer is $12.
  2. There's an oven that can bake two buns simultaneously. Initial heating of the oven takes 5 minutes, thereafter baking a bun takes 10 minutes. The hourly rate for the oven is $12.
  3. Lastly, there is a machine that packs buns into bags (4 buns per each bag) which takes 0.5 minutes. The hourly rate for the packaging line is $12.
  4. The workers are assigned before starting the job, and their hourly wage will be used to calculate the labor cost.

The routing could be defined as follows:

Operation Work station type Setup time Cycle time Fixed cost Variable cost Quantity Overlap
Mixing Mixer 5 minutes 30 minutes 1.00 6.00 80 No
Baking Oven 5 minutes 10 minutes 1.00 2.00 2 Yes, 80
Packing Packing machine   0.5 minutes   0.10 4 Yes, 4

Updating the Routings of already scheduled Manufacturing Orders

If the Routing is updated and there are manufacturing orders (MO) that are based on this Routing, then the software shows a list of MOs that have not been started yet and gives an option to pick and choose which ones to update:

  1. Change the Routing.
  2. Save.
  3. Proceed to updating Routings.
  4. Choose which MOs you wish to recalculate.
  5. Confirm the new schedule for the MOs.

It is also possible to manually update MOs, in every status: How to edit an operation in the Manufacturing Order?

Subcontracting

If an operation is performed by a subcontractor, then

  • the Vendor should be selected as the Work Station type for the operation.
  • The dates for the Purchase Order are calculated using setup time, cycle time

  • the prices for the Purchase Order are calculated using the fixed cost and variable cost.

  •  

    The fields "Time payment", "Piece-payment", "Overlap", "Parallelize" and "Worker" are disabled for sub-contracted operations.

Once production has been planned, the Manufacturing Order will include a section Subcontracts. Read: How to keep track of subcontracted operations in a Manufacturing Order.

To use this functionality, the subcontracting functionality must be turned on at Settings -> System settings -> Professional functions -> Subcontracting: Yes.

Export a Routing to Excel

For exporting a routing into Excel:

  1. Open a routing
  2. Click the button Excel in the upper right corner of the page.

Item Reports

Each item has several statistical reports, which can be accessed from Stock -> Items, by clicking on the Reports Reports button on an item's line.

  • The reports can be selected from the drop-down menu.
  • The period of a report can be custom defined or selected from pre-defined options.
  • Reports can be saved in PDF or CSV.

Jump to report:

  1. Stock history - historical information on stock levels and balance.
  2. Bookings - the list of bookings for this item.
  3. Expected lots - the list of incoming stock lots.
  4. Manufacturing orders - the list of manufacturing orders and cost statistics for this item.
  5. Purchases - the list of purchases and cost statistics for this item.
  6. Engagement - the list of BOMs this item belongs to.
  7. Serial numbers - the list of serial numbered parts of this item.

Report “Stock history”

This report shows the historical stock levels of this item as a graph, and detailed stock movements and balance as a table.

Report “Bookings”

This report shows the list of Manufacturing Orders and Customer Orders for which this item has been booked. The bookings can be edited by clicking on the Edit Edit button.

Report “Expected lots”

This report shows the detailed list of future expected stock lots (batches) of this item and their sources – purchase orders for parts, and production orders for products.

Report “Manufacturing orders”

This report shows the list of manufacturing orders made for this item as a table, and the manufacturing cost per unit as a graph. Manufacturing orders can be edited.

To see this report, the item must be marked as This is a procured item: No.

Report “Purchases”

This report shows the list of purchases made for this item as a table and the historical purchase price per unit as a graph.

To see this report, the item must be marked as This is a procured item: Yes.

Report “Engagement”

This report shows the list of products that have this item in their Bill of Materials as a part.

Report “Serial numbers”

This report shows the list of all serial numbered parts of that stock item.

Stock Lots

The Stock -> Stock lots section contains shows a list of all stock lots that are either currently in stock or scheduled to arrive, plus the history of all stock lots in the system.

The Stock -> Stock lots allows

  • viewing, sorting, and filtering of the stock lots,
  • editing viewing stock lots,
  • accessing reports of stock lots,
  • looking up the history of a stock lot,
  • manually adding items to stock,
  • moving items between internal storage locations (shelves),
  • printing lot labels.

Jump to:

  1. Tips and tricks.
  2. What is a stock lot?
  3. How does stock lot tracking work in MRPEasy?
  4. How to move items between internal storage locations?
  5. How to transfer items to another warehouse?
  6. How to perform quality control?
  7. How to track serial numbers?
  8. How to print a stock lot label?

Tips and tricks

  • Click Create to create a new Stock Lot for manually adding items into inventory.
  • Click Choose columns to choose which columns to display.
  • Drag the columns to rearrange them.
  • Click Reports for seeing the stock lot's reports.
  • The Source column shows where this stock lot originated from.
  • The table can be searched and filtered (see Usage tips for wildcards).
  • Depleted stock lots are not shown by default. For finding these, search by lot number or filter by "0" total quantity.

What is a stock lot?

Generally, one stock lot is one batch of some item. They let you record the detailed history of each item that is processed in your company.

For example, each time you purchase a material, you will receive a new batch, therefore a new stock lot number (aka “a batch number”) is created to identify it.

You may have many stock lots of the same item - purchased at different times, with different costs, possibly from different vendors, with different expiry dates, stored in different locations/shelves, some of which have certificates, files or notes attached etc.

How does lot tracking work in MRPEasy?

MRPEasy inventory management is designed for batch inventory and serial number traceability. Lot tracking helps to ensure that the history of every product and material is known. Technically this means the following:

  • Each batch (a stock lot) of an item is tracked and identified separately. Unique lot numbers are automatically generated.
  • Every time a material is purchased, a unique lot number is recorded for it.
  • Each production run produces a new lot (batch) of products.
  • During production planning, MRPEasy automatically proposes which lots to pick materials from (FIFO principle). The materials will be reserved.
  • No product or material can be overbooked, MRPEasy manages the reservations.
  • During production, workers see which materials they need to pick - the lot numbers, quantities, and location(s) - and can report materials they've used. (Section "My production plan")
  • For each sale, the specific stock lots from where products are reserved and will be given out are recorded.
  • Defects in products can be traced back to specific production operations or material purchases in seconds. For a defective batch of materials, it is easy to identify all products which are affected.
  • Expiry dates can be recorded in stock lots.
  • The actual cost of each batch of products is known (from direct materials cost, manufacturing, and labor cost).
  • If an item is subject to Quality Control then the stock lots will be quarantined until inspected and approved.
  • Service/repair orders can be scheduled for items which failed quality control or were returned by the customer.
  • Individual serial numbers can be tracked within stock lots.
  • Notes and files, e.g. certificates, can be attached to individual stock lots.

Stock Lot Details

The Stock Lot Details page, accessible from Stock -> Stock lots -> View a stock lot's details, shows the detailed information of a stock lot and its reports.

The Stock Lot Details page allows

  • updating a stock lot's information and status,
  • tracing issues and defects,
  • seeing the source and other reports of the stock lot,
  • printing the stock lot label,
  • moving items between storage locations,
  • attaching files (e.g. Certificate of Conformity, Delivery Note, etc.)
  • managing serial numbers of this batch.

Jump to:

  1. What is a stock lot?
  2. How does stock lot tracking work in MRPEasy?
  3. How to move items between internal storage locations?
  4. How to transfer items to another warehouse?
  5. How to perform quality control?
  6. How to track serial numbers?
  7. How to print a stock lot label?

Moving items between shelves, storage areas, rooms

For changing the location of an item:

  1. Go to Stock -> Stock lots and click on Move stock item.
  2. Or open the Stock lot Details page and click Move stock item Move stock item in the Storage locations section.

When creating a new lot, it is possible to define where items are located. If the location is left undefined:

  1. The location of the items is set to the item's default storage location.
  2. If the default storage location is undefined, the location is the first location set in Stock -> Stock settings -> Storage locations.

For adding a new location, open the Storage location drop-down menu and click on Add new storage location, or pre-define the Storage locations at Stock -> Stock settings -> Storage locations.

Serial numbers traceability

If the Item is tracked by serial numbers, then these serial numbers are tracked together with their stock lot number. 

When serial numbers are entered in the Stock lot details, the quantity must be equal to the number of items in the stock lot. 

Serial numbers can be entered: 

  1. individually, by keyboard input or barcode scanning;
  2. all at once, by copying them from a Notepad or an Excel file and pasting them into the first serial number field. The software will place each number in its own field.

Read also:

  1. How to record serial numbers of purhcased items?
  2. How to record serial numbers in Manufacturing Orders?

In order to use serial numbers:

  • The serial numbers functionality must be turned on at Settings -> System settings -> Professional functions -> Serial numbers: Yes.
  • Serial numbers must be enabled in the item's details, at Stock -> Items.

Incoming quality control of parts and products

If quality control is enabled for an item, then each time the item is received into stock, whether it's procured or manufactured, then the stock lot will be put on hold, and it needs to be inspected:

  • The stock lot's status will be On hold.
  • The stock lot needs to be inspected in Procurement -> Inspection after which the approved quantity will be in status Received, and unapproved quantity will be in status Rejected.

The Rejected parts can only be:

  • repaired, by creating a Service order in the rejected stock lot's details;
  • written off at Stock -> Write-offs.

In order to use quality control:

  • the Quality Control functionality must be turned on at Settings -> System settings -> Professional functions -> Quality Control: Yes.
  • Quality control must be enabled in the item's details, at Stock -> Items.

Stock lot label, lot barcode

It is possible to print labels to identify items from different stock lots (batches). The labels for stock lots can be printed by clicking Print label Print label at
  • the Stock -> Stock lots page,
  • the Purchase Order, where the parts were procured.
  • the Manufacturing order, where the products were manufactured.

The standard label contains the following information:

  • Your company name;
  • stock lot number;
  • part number;
  • part description;
  • the quantity of the stock lot;
  • printing date;
  • the unique stock lot barcode, if the Enterprise function Barcodes is turned ON.

The label's width is 3.55" (90 mm). The height is 1.85" (47 mm) without the lot barcode and 2.25" (57 mm) with the lot barcode.

If the barcode is scanned, then the resulting action depends on the page you are currently on:

  1. at My Production Plan -> MO details page, when reporting materials consumed in production:
    if there are parts that are booked from that lot, the Consume stock item page is opened (same as when the Consume Consume button is clicked), where the worker can confirm the amount that was consumed;
  2. at any other page: the stock lot details page is opened.

Stock Lot Reports

Each stock lot has several statistical reports, which can be accessed from Stock -> Stock lots, by clicking on the Reports Reports button on a stock lot's line.

  • The reports can be selected from the drop-down menu.
  • The period of a report can be custom defined or selected from pre-defined options.
  • Reports can be saved in PDF or CSV.

Jump to report:

  1. Stock history - the history of this stock lot.
  2. Bookings - Bookings for items from this stock lot.

Report “Stock history”

This report shows the list of all stock movements performed with this Stock lot, it's source and where it is consumed, along with the lot’s quantity and cost.

Report “Bookings”

This report shows the list of Manufacturing Orders or Customer Orders for which items from this stock lot has been booked. 

Move Stock Item

It is possible to move items in the stock to other locations, e.g. from one shelf to another. Whereas, different pieces of the same article can be at different locations.

This function can be accessed from two pages:

  1. Go to Stock -> Stock lots and click on Move stock item.
  2. Or open the Stock lot Details page and click Move stock item Move stock item in the Storage locations section.

For moving an item to a new location:

  1. Choose the Stock item.
  2. Choose the Stock lot of this item that will be moved. 
  3. Choose the Old place in stock from where it is moved.
  4. Enter the Quantity, that will be moved.
  5. Enter the New place in stock to where it will be moved.
  6. Save.

Read also: How to transfer items to another warehouse?

Shipments

The Stock -> Shipments section contains a list of all shipments to customers or subcontractors, both planned and shipped.

The Stock -> Shipments section allows

  • Creating new shipments,
  • Accessing Waybills and Picking lists,
  • Reporting shipping.

Jump to:

  1. Tips and tricks.
  2. Where can I create Shipments?
  3. How to make a shipment?
  4. How to print a Waybill, a Picking list?
  5. How to report shipping?
  6. How to track shipped serial numbers?
  7. What are the Shipment statuses?
  8. How to edit the layout of the Waybill?

Tips and tricks

  • Shipments to customers can be initiated from the Customer Orders, or from the Stock -> Shipments section.
  • One shipment can include products to several customers.
  • The Shipment's items must be reported Picked to take items from stock.
  • Open a shipment to print the Waybill and the Picking List.
  • Click Create Create to create a new Shipment.
  • Click Choose columns to choose which columns to display.
  • Use the drop-down menu above the table to choose whether to show a list of "Shipments" or a list of all "Items" on shipments.
  • Drag the columns to rearrange them.
  • The table can be searched and filtered (see Usage tips for wildcards).

Creating shipments

New Shipments can initiated from several pages:

  1. Section CRM -> Customer Orders -> In an order's details, at the Shipments section, for sending products to the customers. 
  2. Section Stock -> Shipments, for sending products to customers (the Customer Order's need to be created and the products booked).
  3. Section Procurement -> Purchase Orders -> In an order's details for free issuing stock to subcontractors.
  4. Section CRM -> RMAs -> In an order's details for sending returned products back to the customer.

Shipment Statuses

Status shows the progress of a shipment.

The following statuses are available:

  1. New - the shipment is planned and stock items are booked, but they are not in stock yet. This status is assigned automatically.
  2. Ready for Shipment - this status shows that all products are ready in stock. They can be shipped to the customer. This status is assigned automatically.
  3. Shipped - this status shows that all products have been shipped. This status is assigned automatically.
  4. Canceled - shipment is canceled. This status is assigned when the user deletes the shipment or sets it's status manually to canceled.

Shipment Details

The Shipment details page, accessible from Stock -> Shipments, a CO, a PO, or an RMA, when opening the details of a shipment shows all information about a shipment.

The Shipment details page allows

  • seeing and editing the details of a shipment,
  • reporting picking of items for shipping,
  • printing Waybills and Picking lists,

Jump to:

  1. How to make a shipment?
  2. How to book items for the shipment?
  3. How to print a Waybill, a Picking list?
  4. How to ship products?
  5. How to track shipped serial numbers?
  6. How to edit the layout of the Waybill?

Making a shipment and sending goods out of the stock

The precondition for planning any shipment is booking the products from stock for the Customer Order (CO), Purchase Order (PO), or Return Merchandise Authorization (RMA).

Read:

To create shipping documents (Waybill, Picking list):

  1. Open the Customer OrderPurchase Order, or RMA order and scroll down to the Shipments section.
    Or go to Stock -> Shipments.
  2. Click Create Create to create a new Shipment.
    The products must be booked beforehand for the order, read how to book goods.
  3. Fill in the details and Save.
  4. Print the Waybill and Picking list by clicking the respective buttons.

For shipping products:

  1. Open the Shipment from Stock -> Shipments.
    Or from the Customer Order, Purchase Order, or RMA order.
  2. Report picking of the items from stock:
    a) for reporting line-by-line, click the Pick Consume button on each line to report picking.
    b) if reporting all-at-once, click the Pick all items button. 
  3. If the item has serial numbers, a new page for selecting shipped serial numbers will open.
    - Select the serial numbers, and Save.

Now the shipment has been made, and products have been written off from the stock.

Editing the Waybill PDF layout

The Waybill layout can be edited with the PDF Editor at Settings -> System settings -> PDF Editor -> Layouts: Waybill.

Transfer Orders

The Stock -> Transfer orders section allows transferring items between different sites or warehouses and contains a list of all transfer orders.

Click Create to create a new Transfer Order.

Jump to:

  1. What do Transfer Order statuses show?
  2. How to transfer items from one warehouse to another?
  3. How to prepare a transfer and print documents (Waybill, Picking list)?
  4. How to dispatch the items from one site?
  5. How to receive the items at another site?
  6. How to add transportation fees and other costs?

Transfer Order Statuses

The status shows the progress of a transfer order.

The following statuses are available:

  1. New - transfer order is created and stock items are booked for transfer, but they are not available yet. This status is assigned automatically.
  2. Ready for Shipment - this status shows that all products are ready in stock. They can be shipped to the other site. This status is assigned automatically.
  3. Shipped - this status shows that all products have been shipped. This status is assigned automatically.
  4. Received - this status shows that all items have been received at the destination site. This status is assigned automatically.
  5. Canceled - this shipment is canceled. This status is assigned when the user deletes the transfer order or changes the status to "Canceled".

Pre-requisites for using transfer orders

This section is available if the Multi-stock and Production Sites functionality is enabled.

Transfer Order Details

The Transfer Order details page, accessible from Stock -> Transfer Orders when opening the details of a shipment between warehouses, shows all information about the shipment.

The Transfer Order details page allows

  • seeing and editing a shipment,
  • reporting picking of items for shipping,
  • printing Waybills and Picking lists,
  • reporting receipt of items at another warehouse,
  • recording transfer costs.

Jump to:

  1. What do Transfer Order statuses show?
  2. How to make a transfer between sites?
  3. How to prepare a transfer and print documents (Waybill, Picking list)?
  4. How to dispatch the items from one site?
  5. How to receive the items at another site?
  6. How to add transportation fees and other costs?

Transfer Order statuses

  1. A new unshipped Transfer Order is in status New, if the items are not available for shipment.
  2. When all items become available, the status changes to Ready for shipment.
  3. When all items are marked picked, that status changes to Shipped.
  4. When all items are received, the status must be changed to Received.

Transfering items between sites

A transfer of items takes place in three stages: planning, dispatch, and receipt.

For initiating the transfer and creating transfer documents (Waybill, Picking list):

  1. Go to Stock -> Transfer Orders.
  2. Click Create to add a new transfer order.
  3. Fill the details and choose the products to transfer.
  4. Save.
  5. Print the Waybill and Picking list by clicking the respective buttons.

For dispatching the items to another warehouse:

  1. Open the Transfer Order at Stock -> Transfer Orders.
  2. Report picking of the items from stock:
    a) one-by-one, by clicking the Pick Pick button on each line.
    b) all at once, by clicking the Pick all items button. 
  3. If the item has serial numbers, a new page for selecting shipped serial numbers will open. 
    - Select the serial numbers, and Save.

For receiving the items at another warehouse:

  1. Open the Transfer Order and update it's status to Received
  2. Or change the individual stock lots' statuses at Stock -> Stock lots as Received.

Additional fees, transfer costs:

  • Transport and any other costs can be added to field Additional fees.
  • The fees are proportionally divided between ordered items based on the total cost of each target lot. (Additional fee per item = Item cost / PO cost * Additional fees)

Inventory

The Stock -> Inventory section contains a list of all items that are stored in the stock, and allows to update the inventory levels during a cycle count.

The Stock -> Inventory page allows

  • entering cycle counts (for current date only),
  • seeing the inventory levels of each item on any historical date,
  • updating current inventory levels of any item,
  • updating current inventory levels at particular locations,
  • exporting a PDF or CSV report,
  • uploading a CSV file with new inventory levels and costs,
  • seeing the number of items that were consumed in unfinished production (WIP) on any historical date.

Jump to:

  1. Tips, tricks, and warnings.
  2. How to check historical inventory levels?
  3. How to enter cycle counts?
  4. How to enter a new item quantity?
  5. What happens if the new quantity is greater? Or smaller?
  6. What do the WIP (Work in Progress) values show?
  7. How to enter initial inventory values into MRPEasy?

Tips, tricks, and warnings

  • Use this function with caution. Changing inventory values at Stock -> Inventory can terminate existing bookings and, as an extension, break stock history.
  • If inventory count values differ, reasons need to be investigated carefully.
  • It is not possible to change historical inventory levels. Only the inventory levels of the current date can be updated.
  • To show items which are out of stock, enter 0 to the "Minimum quantity" search field.
  • If an item has never been in stock, its value defaults to 0 when entered from this report.
  • The search bar is not visible if all goods have 0 quantity. Initial inventory levels must be entered from Stock -> Stock lots or via CSV import.

Historical inventory information

For any historical date, at Stock -> Inventory, it is possible to see:

  • the total "In stock" quantity of every item,
  • the quantity which had been consumed in unfinished production,
  • the inventory value.

NB! It is not possible to change historical inventory levels. Only the inventory levels of current date can be updated.

Inventory cycle count, updating inventory values

When making a physical inventory count, stock levels for items can be adjusted:

  • at Stock -> Stock lots by creating new stock lots to add new items;
  • at Stock -> Write-offs by writing off extra items;
  • or by entering the new inventory quantity at Stock -> Inventory to have MRPEasy automatically create stock lots or write-offs.

Generally, the Stock -> Stock lots and Stock -> Write-offs should be preferred when inventory values differ because these allow manually setting all the variables, choosing the stock lots, entering comments, or using special write-off codes.The Stock -> Inventory page creates stock lots and write-offs automatically.

Updating inventory levels at Stock -> Inventory

For updating the stock levels:

  1. Choose the current date.
  2. Choose the Site, if you have several warehouses.
  3. Choose the Location, if you wish to update inventory levels only in a particular location, e.g. shelf.
  4. Enter the new total quantity.
  5. Click Save or Save all.

If the new quantity for an item is greater than the previous quantity:

  • A new stock lot is created.
  • The new stock lot will have the same cost per unit as the latest stock lot of the same item (by Available from date).
  • If this item has not been in stock previously, the stock lot's cost will be 0.

If the new quantity for an item is smaller than the previous quantity:

  • A new write-off is created from existing stock lots in status Received, by FIFO.
  • First, the software tries to write off items that are available, not reserved.
  • If more items should be written off than is available at the stock, then software tries to cancel bookings by LIFO until it is possible to create a write-off.

NB! If you know from which stock lots items are missing, or want to be able to pick, create write-offs at Stock -> Write-offs.

Work in progress: WIP cost and WIP quantity

The column WIP quantity shows the number of raw materials that have been consumed for manufacturing orders, which are still in progress.

The column WIP cost shows the cost of materials in work in progress.

At the moment when materials are marked as consumed in production, they are moved to Work in Progress (WIP) Inventory. When the Manufacturing Order is finished, the WIP is cleared (the value is counted in the cost of the finished products).

Entering initial inventory levels into MRPEasy

There are several ways of entering initial inventory levels:

  • At Stock -> Items -> Import from CSV. Together with the initial article creation upload it's possible to include the quantities and net costs.
    From there it not possible to upload inventory at particular locations or sites.
    Read: How to import articles?;
  • Stock -> Inventory -> Import from CSV. It is possible to update or initiate inventory levels by uploading a CSV file. It's possible to import both quantities and costs, at several sites and locations. 
    Read: How to import inventory levels?;
  • Stock -> Stock Lots -> Add a stock lot. It is possible to manually create the stock lots (batches);
  • Procurement -> Purchase orders -> Add new Purchase Order. Fill out a PO and mark its arrival date to mark it received.

Import inventory levels from a CSV file

At Stock -> Inventory -> Import from CSV is possible to update or initiate inventory levels by uploading a CSV file. It's possible to import both quantities and costs, at several sites and locations.

What is CSV? CSV (Comma-Separated Values) is a universal format for importing or exporting tabular data. A CSV file can be obtained by saving/exporting e.g. an Excel file as CSV (Comma delimited) (*.csv).

When uploading the CSV file:

  1. Select and match the names of the fields corresponding to the columns in the data.
  2. Check the "The first row is heading" option if the first row of the file contains headers. Then the first row will not be imported.
  3. Select "Do not import" as the column type if some column is not to be imported.
  4. Click Import to upload the data into the appropriate fields of the database.

When uploading inventory levels, the fields that can be used are:

  • Part number - the part number in MRPEasy, as in Stock -> Items. Required;
  • Quantity - the new total in-stock quantity. Required;
  • Cost per item for the new items - if the new quantity is greater than the previous quantity, a new stock lot will be created, and this cost per item will be used. If not imported, the latest cost of the same item from a previous stock lot is used;
  • Site - the name of the site. Available, if the function Multi-stock and Production Sites is enabled. It is possible to update inventory levels at multiple sites;
  • Storage location - if imported, the quantity will be adjusted only at that particular location. If this column is selected, all lines in the file must contain a valid storage location. Lines with no storage location will be ignored.

Example 1:

Part number Quantity Cost per item Site Storage location
#A-00001 10 2    
#A-00002 10 3    
(Up to 3000 lines can be imported at once)

Example 2:

Part number Quantity Cost per item Site Storage location
#A-00001 10 2 Site 1  
#A-00001 10 2 Site 2  
#A-00002 10 3 Site 1  
(Up to 3000 lines can be imported at once)

Example 3:

Part number Quantity Cost per item Site Storage location
#A-00001 10 2 Site 1 Room 1
#A-00001 10 2 Site 1 Room 2
#A-00002 10 3 Site 2 Room 1
(Up to 3000 lines can be imported at once)

Important!

  • If the imported file contains non-Latin characters, the file must be in UTF-8 (preferred) or Unicode encoding. If Excel is used to save the file, select the "Unicode Text (*.txt)" option in the "Save as type" field. Even though the extension of the file is TXT, it can be imported as a CSV-file.
  • The limit is 3000 lines per upload. If the file is bigger, divide it into several smaller files.
  • Since importing can be a question of trial-and-error, we strongly suggest making a back-up of the database before importing. In that case, if anything goes wrong, it is always possible to restore the previous session.

Critical On-hand

The Stock -> Critical on-hand page shows procured and manufactured items which are in demand and therefore below their minimum available quantity and need re-ordering. 

For an item to show up on this report, its Min. stock parameter needs to be set, even 0.

The Stock -> Critical on-hand allows

  • raising purchase orders and manufacturing orders to fill requirements and minimal inventory levels,
  • saving a PDF or CSV report,
  • automatically connecting the newly ordered items to where these were required (FIFO principle).

Creating MOs and POs to fulfill requirements and minimal inventory levels

For creating a PO from the Critical on-hand:

  1. Open Stock -> Critical on-hand.
  2. Click on the Create a purchase order Create a purchase order button on an item's line.
  3. All other below minimum items from the same vendor are automatically added to the same PO.* 
  4. All PO details are automatically filled, including price, minimum order quantity, and expected delivery date.*
  5. Update any details of the PO, e.g. add, remove or edit the line items.
  6. Save to create the PO.

When the Purchase Order is saved, all the ordered items are automatically booked to where these were demanded from, Customer or Manufacturing Orders (following the FIFO principle).

*For the automatic grouping and Purchase Order pre-population to work the Purchase Terms have been entered for the items.

For creating an MO from the Critical on-hand:

  1. Open Stock -> Critical on-hand.
  2. Click on the Create a manufacturing order Create a manufacturing order button on an item's line.
  3. The MO quantity is automatically set to relieve all requirements and minimal inventory levels.
  4. Update any details of the MO, e.g. the quantity, or the start or due dates.
  5. Save to schedule the order.

When the Manufacturing Order is saved, all the manufactured items are automatically booked to where these were demanded from, Customer or Manufacturing Orders (following the FIFO principle).

Demand for items from sales or manufacturing

In general, demand is raised, when items are being booked for a CO or a MO, and these items are not available. Therefore, the available inventory levels become negative.

For raising demand for materials from a Manufacturing Order:

  1. Schedule the Manufacturing Order.
  2. If some materials are not available, demand will be raised.

For raising demand for products or procured items from a Customer Order:

  1. Open the Customer Order, or create new.
  2. Click Check stock and book items.
  3. Click Book all items and confirm.
  4. If some items are not available in stock, demand will be raised for both manufactured products and procured items for resale.

Write-offs

The Stock -> Write-offs section contains a list of all products and parts that have been manually written off stock.

The Stock -> Write-offs allows

  • creating new manual write-offs,
  • editing and canceling existing write-offs,
  • seeing write-offs made when reducing the quantities of items at Stock -> Inventory.
  • grouping the write-offs by type.

Jump to:

  1. How to manually write items off stock?

Booking and Write-off Details

Bookings connect items from individual stock lots to where these are needed, or written off - e.g. products are booked for Customer Orders and parts are booked for Manufacturing Orders. Or if items are disregarded from stock, it is also possible to write them off.

On this page, it is possible to:

  • choose from which lots the items will be booked or written off,
  • delete a booking,
  • enter notes,
  • create Manufacturing Orders, Purchase Orders, or manual stock lots for these items,
  • choose a write-off type for manual write-offs.

Jump to:

  1. How to make a manual booking?
  2. How to manually write items off stock?

Booking items manually

For manually choosing lots from where to book items:

  1. The system displays all available stock lots and locations of where this item is stored. These are sorted by FIFO principle as follows:
    1. by the stock lot status: received lots are shown first, planned lots are after;
    2. by expiry date, if the Exipiry date's functionality is used;
    3. by Available from date of each stock lot.
  2. Enter the quantity to book into the Quantity field on desired stock lots' lines.
  3. Save

If the item is not in stock, then you could create a Manufacturing Order, Purchase Order, or a manual stock lot, after which you need to return to this page where you can book items from the newly created stock lots.

Booking expired items

The software does not automatically book expired items, but it is possible to manually book expired items, use these in production, or ship them to the customers.

If the item is expired and going to be shipped, then when picking the item for shipment, the software will issue a warning.

Manually making write-offs of stock

At Stock -> Write-offs it is possible to write items off stock manually. 

For manually writing items off stock:

  1. Go to Stock -> Write-offs.
  2. Click Create Create
  3. Choose the Item.
  4. Optionally, enter notes.
  5. Optionally, choose the write-off type.
  6. Enter the quantity at every stock lots' line to write off.
    The system displays line-by-line all stock lots and locations of where this item is stored. These are sorted by FIFO principle as follows:
    1. by the stock lot status: received lots are shown first, planned lots are after;
    2. by expiry date, if the Exipiry date's functionality is used;
    3. by Available from date of each stock lot.
  7. Save.
  8. If the item has Serial numbers, click Add at the Serial numbers section to choose the serial numbers.

Stock Movement

The Stock -> Stock movement page shows a financial report of on-hand stock balance and its detailed movements in any chosen period.

Tips and tricks

  • The period of a report can be custom defined or selected from pre-defined options.
  • Reports can be saved in PDF or CSV.
  • Click on a number to see a detailed report, how it's calculated.

In the detailed reports of any category:

  • Click Choose columns to choose which columns to display.
  • Drag the columns to rearrange them.
  • Click List to see all transactions line-by-line.
  • Click Sum per stock item to see all transactions summed by stock item.
  • The tables can be searched and filtered (see Usage tips for wildcards).

Stock movement reports

The Stock -> Stock movement report shows on-hand balance change during the defined period. Click on a number to see a detailed report.

There are the following categories:

  1. Inward - sum total of the costs of goods that have been added to the stock during the period:
    1. Purchases - goods that were bought and received during the period;
    2. Adjustments - manually added stock lots;
    3. Manufactured - products that were manufactured during the period.
      (Cost of a manufactured item = Cost of materials + Manufacturing overhead cost + Cost of labor);
  2. Outward - sum total cost of goods that have been deducted from the stock during the period:
    1. Sales - products that have been shipped to customers;
    2. Write-offs - manual adjustments (if write-off types are defined in Settings -> System settings -> Write-off types, each type is shown separately);
    3. Used in manufacturing - raw materials that have been consumed during the period.

Click on any number to see how this balance is calculated.

The ending balance is calculated as follows:

  • Ending balance = Starting balance + Inward - Outward

Product groups

The Stock -> Stock settings -> Product groups section shows the list of all product groups.

From here it is possible to create new, edit, or delete product groups.

Click Create Create to add a new product group.

What is a product group? How to make the best use of product groups?

As the name says, a "product group" is a group of products. Products can be grouped in a myriad of ways, e.g. by raw materials, sub-assemblies, finished goods, or by certain products, etc.

  • The main purpose is helping to filter the list of articles in a logical manner. Define the groups in a way that makes sense in your company, so that people can understand what they are looking for and can find it faster.
  • The secondary purpose is defining groups with respect to accounting codes, which would save the accountant's time who could have special reporting responsibilities. E.g. there could be several packaging groups "Packaging - Plastic" - code 50001, "Packaging - Carton" - code 50002, so the stock movement report could be filtered by code "5000" to find all packaging movements, or by specific groups for more detail.

Product group details

The Product group details page allows defining new, editing, or deleting product groups.

All product groups are displayed at Stock -> Stock settings -> Product groups.

For entering a new product group:

  1. Go to Stock -> Stock settings -> Product groups and click Create Create
    Or click Add a new group from any product group choice menu.
  2. Enter the name.
  3. Save.
  4. To edit the number, change the automatically assigned product group number, and click Save.

What is a product group? How to make the best use of product groups?

As the name says, a "product group" is a group of products. Products can be grouped in a myriad of ways, e.g. by raw materials, sub-assemblies, finished goods, or by certain products, etc.

  • The main purpose is helping to filter the list of articles in a logical manner. Define the groups in a way that makes sense in your company, so that people can understand what they are looking for and can find it faster.
  • The secondary purpose is defining groups with respect to accounting codes, which would save the accountant's time who could have special reporting responsibilities. E.g. there could be several packaging groups "Packaging - Plastic" - code 50001, "Packaging - Carton" - code 50002, so the stock movement report could be filtered by code "5000" to find all packaging movements, or by specific groups for more detail.

Units of Measurement

The Stock -> Stock settings -> Units of measurement section contains a list of all main units of measurement (UoM) used in stock.

From this page, it is possible to:

  • add new, or edit existing units of measurement, which are displayed in stock,
  • add standard unit conversions, which can be used in Bills of Materials (e.g. kg -> gr, l -> ml)
  • click Create Create to add a new unit of measurement.

Generally, in MRPEasy it is possible to:

  1. freely define any unit of measurement for stock-keeping,
  2. define standard conversions for a unit of measurement (e.g. kg -> gr),
  3. define conversions from vendor's units of measurement (e.g. 1 package -> 30 pcs).

Jump to:

  1. What is a unit of measurement?
  2. How to convert a vendor's unit of measurement?
  3. How to define a unit of measurement?
  4. How to define a unit conversion?

What is a unit of measurement?

A unit measurement defines in which units you count something in stock.

For example:

  1. various parts, discrete objects are counted in pieces. The unit of measurement is typically abbreviated as "pcs" for pieces, or "ea" for each.
  2. liquids are measured by volume. The unit of measurement may be "l" for liters, "fl oz" for fluid ounces, etc. Even though liquids could be bought in containers by piece, these must be converted to the actual volume for accurate stock keeping purposes.
  3. dry goods, powders, or raw metal is usually measured by weight. The unit of measurement may be "kg" for kilogram, "t" for tonne, or "lbs" for pounds, etc.
  4. other raw materials which come on rolls, typically fabric or sheet metal, are measured in length. The unit of measurement may be "m" for meters, "ft" for feet, etc. In some setups, these might also be measured in square meters "m^2" or square feet "sq ft", or even by weight.

Nowadays, there are three wide-spread systems of units of measurement:

  1. The metric system, also known as the SI (Système Internationale) system, which is used in most parts of the world. For example, the base units for weight is kilogram "kg", and for length is meter "m", and where a conversion of a unit is always a power of ten, e.g. kilometer = 10^3 meters.
  2. The imperial system used in the UK and some former British colonies.
  3. The United States Customary units (USC) used in the US. This system originates from the imperial system, but some units are defined differently, same units represent different absolute quantities. Some common units in both of these systems are pounds "lbs" to measure weight and feet "ft" to measure length. Conversions between units are more complicated compared to the SI system due to being a matter of tradition in these systems, e.g. 1 mile = 5280 feet or 1760 yards, 1 yard = 3 feet, 1 feet = 12 inches.

One company should not mix up the usage of the metric system, the imperial system, and the US customary units, if at all possible. This is bound to bring misunderstandings between workers, and perhaps even with your customers or vendors. When using the imperial system, there might be a need to be explicit if it's the US or the British system, e.g. when you're in the US and ordering from the UK or vice versa.

On the international market, it is best to use the metric system. (NASA lost a $125 million Mars orbiter because one engineering team used English units of measurement while another team used the metric system. Long story short, it crashed on Mars.)

UoM Details

A unit of measurement (UoM) defines in which units you count something in stock. 

The UoM details page allows defining new, editing, or deleting units of measurement.

All defined units are displayed at Stock -> Stock settings -> Units of measurement.

For adding a unit of measurement:

  1. Go to Stock -> Stock settings -> Units of measurement and click Create Create
    Or click Add a new group from any unit of measurement choice menu.
  2. Enter the name of the unit.
  3. Save.
  4. To add standard unit conversions (e.g. 1 gr = 0.001 kg, 1km = 1000 m, 1 oz = 0.0625 lb) enter these into the Standard unit conversions table, and click Save.

Jump to: 

  1. What is a unit of measurement (UoM)?
  2. How to convert a vendor's unit of measurement?
  3. How to define a unit conversion?

Standard unit conversions, supplementary units

For convenience, it is possible to define additional units, which are standard conversions of the main unit of measurement.(for example, 1 oz = 0.0625 lb, 1 kg = 1000 g).

These units can be used in a Bill of Materials, when the main unit might not be convenient to use. For example, when a raw ingredient is kept in stock in "kilograms", but only a few "grams" of it will be used in a Bill of Materials.

If this converted unit is chosen for the item in a Bill of Materials, then this unit will be used on the Manufacturing Orders, and the workers will also see the material displayed in this unit.

Storage Locations

The Stock -> Stock settings -> Storage locations shows the list of all storage locations in the stock, in the warehouses. This page allows creating new or editing storage locations.

What is a storage location? A storage location is a location inside one warehouse, e.g. an area, a bin, or a shelf.

Jump to:

  1. Tips and tricks.
  2. How to move items between internal storage locations?
  3. How to transfer items to another warehouse?

Tips and tricks

  • Click Create Create to add a new storage location.
  • Different pieces of one article can be in different locations at one time. An item's default storage location can be set in the item's details.
  • The location number one cannot be deleted (displayed in italic), this is the default generic stock location. It can be renamed from this screen, or from Settings -> System settings -> Regional settings -> Generic name of an undefined place in stock.
  • If you need to use different warehouses, then the Multi-stock and Production Sites functionality must be used.

Storage Location Details

The storage location details page allows defining new, editing, or deleting an existing storage location.

A storage location is a location inside one warehouse, e.g. an area, a bin, or a shelf.

For adding a storage location:

  1. Go to Stock -> Stock settings -> Storage locations and click Create Create
    Or click Add a new storage location from any storage location choice menu.
  2. Enter the name of the storage location.
  3. Save.

Jump to:

  1. Tips and tricks.
  2. How to move items between internal storage locations?
  3. How to transfer items to another warehouse?

Tips and tricks

  • Different pieces of one article can be in different locations at one time. An item's default storage location can be set in the item's details.
  • The location number one cannot be deleted (displayed in italic), this is the default generic stock location. It can be renamed from this screen, or from Settings -> System settings -> Regional settings -> Generic name of an undefined place in stock.
  • If you need to use different warehouses, then the Multi-stock and Production Sites functionality must be used.

Parameters

The Stock -> Stock settings -> Parameters section contains a list of all parameters. This page allows creating new or editing existing parameters.

The parameters are a core part of the Matrix BOM / BOM with Parameters functionality.

What is a parameter? A parameter of a product is an attribute or a property, which is used for creating a family of different goods of one model.

Examples of typical parameters:

  1. color - a dress in different colors, where the parameter value changes the material used;
  2. size - a dress of different sizes, where the parameter value changes the quantity of the material;
  3. fabric - a dress with a choice of different kinds of base fabric, where the parameter value changes the material used;
  4. power - a device with different capacities, where the parameter value changes the part (e.g. power supply) used
  5. etc.

In order to make use of parameters study the Matrix BOM documentation and examples.

Using parameters and values to define product variations

Parameter Details

The parameter details page allows defining new, editing, or deleting an existing parameter or its values.

The Stock -> Stock settings -> Parameters section shows the list of all parameters.

Notes:

  • Parameters are part of the Matrix BOM functionality, study the Matrix BOM documentation and examples.
  • A parameter must have a list of values.
  • Each parameter value has a code, which represents the parameter's value, and will be added as a suffix to the item's code to identify the unique variation.
  • A parameter's value can either change the quantities of raw materials (e.g. parameter Size, where different values change the material quantity), or change the raw materials themselves (E.g. Power, where different values represent differ Power Supply Units).

For defining a parameter:

  1. Go to Stock -> Stock settings -> Parameters
  2. Click Create to add a new Parameter.
  3. Enter the parameter's name.
  4. Choose, if the parameter changes the quantities of raw materials.
  5. Enter the values this parameter can have and the corresponding codes.
  6. Save

If the parameter values change the quantities of raw materials:

  • Then the BOM will have several quantity columns each representing a different parameter value.
  • See examples.

If the parameter values do not change the quantities of raw materials:

  • Then they will change the raw material items themselves.
  • A relation must be defined to connect the parameter values to specific stock items.
  • The relation must be entered into the BOM at a materials line, from the "Relations" drop-down field. 
  • See examples.

Parameter values change quantities of raw materials

Relations

The Stock -> Stock settings -> Relations section contains a list of all relations. This page allows creating new or editing existing relations, which connect specific parameter(s) values to specific stock items.

The relations are a core part of the Matrix BOM / BOM with Parameters functionality.

  • Relations define which stock items should be used in case of different variations of the final product.
  • For example, if a sewing company produces the same dress in several different colors, it can define that if the dress is white (i.e. the color parameter value is white), white textile must be used, if it is black (i.e. the color parameter color value is black) – black textile, etc.
  • Relations are used in BOMs instead of particular stock items. When a new manufacturing order is created, all relations are replaced with particular stock items based on the chosen parameter values of the final product.
  • See examples of how to set up a BOM with Parameters.

Example relation 1:

Relation: "Power parameter to PSUs"
"Power" value Corresponding PSU
200W #A-01, PSU 200W
500W #A-08, PSU 500W
1000W #A-14, PSU 1kW
... ...

Example relation 2:

Relation: "Fabric-Color to material"
"Fabric" value "Color" value Corresponding material
Cotton Red #A-01, Red cotton
Cotton Blue #A-08, Blue cotton
Linen Red #A-14, Red linen
... ... ...

 

Using parameters and values to define product variations

Relation details

The relation details page allows defining new, editing, or deleting an existing relation and its values.  A relation connects specific parameter(s) values to specific stock items

The Stock -> Stock settings -> Relations section shows the list of all parameters.

The relations are a core part of the Matrix BOM / BOM with Parameters functionality.

  • Relations define which stock items should be used in case of different variations of the final product.
  • For example, if a sewing company produces the same dress in several different colors, it can define that if the dress is white (i.e. the color parameter value is white), white textile must be used, if it is black (i.e. the color parameter color value is black) – black textile, etc.
  • Relations are used in BOMs instead of particular stock items. When a new manufacturing order is created, all relations are replaced with particular stock items based on the chosen parameter values of the final product.
  • See examples of how to set up a BOM with Parameters.

Example relation 1:

Relation: "Power parameter to PSUs"
"Power" value Corresponding PSU
200W #A-01, PSU 200W
500W #A-08, PSU 500W
1000W #A-14, PSU 1kW
... ...

Example relation 2:

Relation: "Fabric-Color to material"
"Fabric" value "Color" value Corresponding material
Cotton Red #A-01, Red cotton
Cotton Blue #A-08, Blue cotton
Linen Red #A-14, Red linen
... ... ...

Using parameters and values to define product variations

Serial numbers

The Stock -> Serial numbers section contains a list of all serial numbers of all parts.

This page allows:

  • Searching and filtering the serial numbers,
  • accessing serial number details,
  • seeing each serial numbered part's history,
  • seeing each serial numbered part's status,
  • seeing the customer information who this item was shipped to,
  • editing custom fields defined for serial numbers.

Jump to:

  1. Tips and tricks.
  2. How to save serial numbers to parts?
  3. What do the serial numbers statuses indicate?
  4. How to record serial numbers of when receiving purchase orders?
  5. How to record serial numbers in manufacturing - for parts and products?
  6. How to write off serial numbered items?
  7. How to transfer serial numbered items to another warehouse?
  8. How to ship serial numbered items to customers?
  9. How to accept customer returns of serial numbered products?

Tips and tricks

  • Click Choose columns to choose which columns to display.
  • Drag the columns to rearrange them.
  • Check the rows and click Bulk editing to edit these rows in bulk.
  • Click Reports Reports for seeing the serial number's reports.
  • The report can be searched and filtered (see Usage tips for wildcards).
  • The Stock -> Serial numbers is available if the Serial Numbers functionality is enabled.

Saving serial numbers to parts and products

Serial numbers to parts can be saved in several places, depending on the operation:

  1. Read: How to record serial numbers of purchased items?
  2. Read: How to record serial numbers in Manufacturing Orders?
  3. Serial numbers can be also manually entered or edited at each stock lot's details, at Stock -> Stock lots when manually adding a new lot, or after a lot has been created.

The serial number statuses

The serial number statuses are updated automatically according to how these items are handled. The statuses are:

  • Planned - when the item has not been received yet. The stock lot is in status Planned;
  • Received - when the item is in stock. The stock lot is in status Received;
  • Consumed - when the item is consumed in manufacturing;
  • Shipped - when the item is shipped to the customer. Read: How to track shipped serial numbers?;
  • Written off - when the item is manually written off in Stock -> Write-offs
  • Rejected - when the item has failed quality control or RMA inspection. The stock lot status is Rejected. Available, if the Quality Control or Return Merchandise Authorization (RMA) functionality is enabled.
  • Returned - when the item has been returned from a customer. The stock lot status is RMA returned. Available, if the Return Merchandise Authorization (RMA) functionality is enabled.

For Production Planner

The Production planning module allows creating, editing and scheduling production orders, assigning resources (parts, equipment, workers), and tracking the use of parts and fulfillment of work operations.

The Human resources subsection under Settings allows managing users and their rights.

Manufacturing Orders

The Production planning -> Manufacturing orders section displays a list of all manufacturing orders (MO), including service and repair orders.

The Production planning -> Manufacturing orders allows

  • creating, editing and updating manufacturing orders,
  • seeing the overview of all the orders,
  • seeing progress by order status and parts availability status,
  • searching and filtering manufacturing orders,
  • exporting the list of manufacturing orders.

Jump to:

  1. Tips and tricks.
  2. How to schedule a Manufacturing Order?
  3. How to assign an operation to a worker? How to set default workers?
  4. Where do I see the master production schedule?
  5. Where can I report production operations?
  6. How to reschedule manufacturing orders?
  7. What are the manufacturing order statuses?
  8. What are the parts statuses? What does the color coding mean?
  9. What is finite resources scheduling? What is material and capacity planning?
  10. What is forward scheduling?
  11. What is backward scheduling?
  12. How to schedule subcontracted services?
  13. How to schedule make-to-order bespoke manufacturing?

Tips and tricks

  • Click Add to add a new Manufacturing Order (MO).
  • Click Choose columns to choose which columns to display.
  • Drag the columns to rearrange them.
  • The table can be searched and filtered (see Usage tips for wildcards).

Rescheduling Manufacturing Orders or operations

There are several ways to reschedule manufacturing orders:

  1. Use Click-and-Drag Rescheduling in the calendar Production planning -> Production schedule, where it is possible to drag a MO or just individual operations to new times.
  2. Use Click-and-Drag Rescheduling in the calendar Production planning -> Work station types -> A work station type's report: calendar, where it is possible to drag operations of that particular work station type to another time.
  3. Manually edit the operations' durations of a Manufacturing Order.
  4. Delete the order and schedule it again.

If one order is rescheduled, this will not automatically reschedule the whole production calendar. It's worth to keep in mind that while often times it is good to reschedule, it's still not wise or necessary in every case:

  • From the perspective of gathering feedback, it's okay to finish on other times, or in another order. This is vital information which can be used for better planning in the future.
  • If the jobs are going to be finished in the same day, but in another order (for whatever reason), it's likely a waste of the production planners time to formally drag them around in the planning calendar.

Manufacturing order statuses

  • The order is in status New if it requires approval (only used if Order Approval functionality is enabled)
  • The order status is Scheduled when it has not started.
  • The status is changed to In progress when a worker reports the start of the first operation.
  • The status is changed to Paused when a worker pauses an operation, or when all operations are finished, but the order is not finalized.
  • The status is changed to Done when the manufacturing order is finished.

Parts status and color coding

The text color indicates the status of parts availability (corresponding to column "Parts status"):

  • Not booked - all required parts are not booked;
  • Delayed - all parts are booked and ordered. Some parts will become available after the planned start time of the manufacturing order;
  • Expected - all parts are booked and ordered. Some parts have not yet been received but will arrive according to the schedule;
  • Received - all parts are booked and in stock.

Default workers and departments, assigning operations

Create a New Manufacturing Order

Jump to:

  1. How to schedule a Manufacturing Order?
  2. What is finite resources scheduling? What is material and capacity planning?
  3. What is forward scheduling?
  4. What is backward scheduling?
  5. How to edit the proposed schedule - materials, operations, workers?
  6. How to schedule subcontracted services?
  7. How to schedule make-to-order bespoke manufacturing?

Scheduling a Manufacturing Order

A new Manufacturing Order can be created from Production planning -> Manufacturing Orders, by clicking Create Create

When creating a new Manufacturing Order:

  1. Choose a product.
  2. Enter the quantity.
  3. Optionally, enter the Due date for scheduling backward from an end date. (Enterprise feature)
  4. Optionally, enter the Start date to set the earliest preferred start time.
  5. The system will:
    - calculate a possible schedule corresponding to each of the item's BOMs and the Routings associated with the BOM;
    - it will propose materials bookings (by FIFO);
    - consider the lead time of missing materials (then the BOM is displayed with red italic font);
    - estimate the total cost = material cost + manufacturing overhead + labor cost.
  6. To see and edit the details of the schedule, or to choose another Routing, click on View/Edit View button on the BOM line.
  7. Choose the desired BOM.
  8. Save to confirm the order.

Finite resources scheduling, material and capacity planning

The scheduling takes into account all limitations in resources, including other jobs, the planned idle times for machines and lead times of out of stock materials. To use automatic scheduling, the item must have a Bill of Materials and a Routing.

Forward production scheduling

By default, the software schedules the Manufacturing Order to the first available time. By entering the Start date, you are letting the software know that production should start before that date, and the first availability will be searched for starting from the Start date.

Backward production scheduling

In the Enterprise pricing plan the software also allows backward scheduling: when you set the Due date, the software will try to find the latest possible time to finish Just-In-Time before the Due date.

If it is not possible to finish before the Due date, the first available time is scheduled.

BOM information page, editing the proposed schedule

To see and edit the details of the proposed schedule when planning a new MO, click on View/Edit View button on the BOM line.

This page allows

  • seeing the detailed information about material availability,
  • seeing the detailed operations schedule,
  • seeing the detailed estimated costs,
  • choosing between Routings,
  • editing proposed material bookings,
  • editing the operations (incl. adding extra workers),
  • changing assigned workers.

By default, the following worker is assigned to an operation:

  1. The default Worker of the work station.
  2. The default Worker in the Routing, if (a) is undefined.
  3. The user creating the MO, (a) and (b) are undefined.

Subcontracting

If an operation is done by a subcontractor (i.e. a vendor is selected as the “Work station type” in the Routing) then the MO details page will include the section Subcontracts where this subcontract will be displayed.

Read: How to keep track of subcontracted operations?

Make-To-Order bespoke manufacturing

If your company works in the "Make to order" mode and makes bespoke products, then adding a BOM and the Routing could sometimes be overhead.

For basic scheduling without capacity planning, it is possible to create a manufacturing order without these documents.

Creating a make-to-order manufacturing order:

  1. Start, as usual, by clicking Create Create at Production planning -> Manufacturing Orders.
  2. Choose a product and enter the quantity.
  3. From the pop-up warning, choose to create a Manufacturing Order without a BOM.
  4. Enter the required materials.
  5. Optionally, enter the Start and Finish dates, then the MO will be displayed in the Production Schedule.

Such manufacturing order must be created manually, and cannot be created automatically from a customer order. For creating a make-to-order MO, it is also possible to do so from a CO:

  1. Open a Customer Order.
  2. Click Check stock and book items.
  3. Click To book manually.
  4. Click Create a manufacturing order.

If capacity scheduling is required, then a new item with BOM and a Routing needs to created for every project.

This can be done very easily from within the Customer Order when entering the order, after which it is possible to also automatically schedule the Manufacturing Order.

Read: How to add a manufactured item?
Read: How to create a similar one-off product based on an existing item?

Manufacturing Order Details

The Manufacturing Order has two views, the administrative view, for detailed overview and management, and reporting views, for reporting work in real-time.

Accessible from Production planning -> Manufacturing Orders, the administrative view of the Manufacturing Order allows to

  • see all order details and costing information,
  • see, edit, and book the required materials,
  • see and edit the operations and their details,
  • add product serial numbers,
  • assign workers to operations,
  • edit reported start-stop information,
  • open attached files and see images,
  • one-click finish of the order according to the plan,
  • return order to production,
  • add notes.

Jump to a topic:

  1. Where can I report production operations?
  2. How to book, add or release materials?
  3. How to edit an operation, e.g. to assign workers?
  4. How to change the manufacturing order quantity?
  5. How to return a finished manufacturing order to production?
  6. How to print the work sheet (job traveler, job sheet)?
  7. What are the Manufacturing Order statuses, how are the statuses updated?
  8. What is a multi-level manufacturing order?
  9. How to add important notes or a flag to an order?
  10. How to record serial numbers?
  11. How to keep track of subcontracted operations?
  12. How to approve or release a Manufacturing Order for production?

Reporting production operations

The workers can report start-end times of work operations, quantities produced, part consumption, and lot and serial numbers. For live reporting of production, open one of the reporting views:

  1. Click the Go to production button inside the Manufacturing Order details.
  2. Or, go to software section My production plan, which is the worker's interface, and open the operation.
  3. Or, log in to Internet-kiosk, which is the simplified reporting interface for touchscreens.

Finalizing the manufacturing order

As a production manager, you could be reporting for the workers, or you might need to finalize the order because a worker didn't press Finish production. For reporting the manufacturing order finished:

  1. Open the Manufacturing Order in Edit mode.
  2. Click the Finish production as planned button at the bottom of the Manufacturing Order details page.

If you click Finish production as planned:

  • The Manufacturing Order is marked finished (status Done) even if operations have not been reported, or some materials have not been booked.
  • All booked materials will be automatically consumed. If some required materials were not booked, the software adds a flag Important notice and a Note to the order.
  • All unreported operations will be marked reported according to their estimated times.
  • Finished products will be available in stock.

Editing the Manufacturing Order

Adding parts, booking and releasing materials

Under Materials section inside the MO details, it is possible to allocate new parts or return allocated parts to stock.

For booking materials:

  1. Open the Manufacturing Order in Edit mode. 
  2. Book the parts:
    a. Automatically: click To book all parts to book available items from stock (FIFO principle).
    b. Manually: click Add a booking Add a booking button on the material's line, choose the materials from available stock lots, or create a Purchase Order.

For adding a new part, click the Add a booking Add a booking button in the top right corner of the Materials table.

For returning materials to stock:

  1. Open the Manufacturing Order in Edit mode. 
  2. Click Return to stock Return to stock button on the material's line.
  3. Enter the quantity to return.

NB! Materials can be added or removed by updating the Bill of Materials and pushing the update to the existing Manufacturing Order (before the order is marked started).

Editing operations, assigning workers or departments

The Operations section of a manufacturing order contains a list of the manufacturing operations, where it is possible to assign workers or departments and edit each operation.

While editing the operation, it is possible to

  • change, remove, and add workstations or workers,
  • edit the planned operation duration,
  • insert, edit, remove reported work times and quantity.

For editing an operation:

  1. Open the Manufacturing Order in Edit mode.
  2. Scroll down to Operations section.
  3. Click View/Edit Edit to see and edit the operation details.

For rescheduling an operation, there are two options:

  1. Use Click-and-Drag Rescheduling in section Production planning -> Production schedule.
  2. Edit the operation duration manually inside the MO details.

NB! Operations can be added or removed by updating the Routing and pushing the update to the existing Manufacturing Order (before the order is marked started).

NB! Default workers or departments can be set in each work station's details or in the Routing (the work station's setting overrules the routing).

Changing the Manufacturing Order quantity

The quantity of the MO can be changed by the production manager only either before the production has started, or after it has finished. During production, the workers can report the actual quantity, which will update the MO quantity, if necessary.

If the quantity is changed before the MO is started:

  • Required materials and operations are recalculated.
  • Parts are automatically booked, if available.
  • Operations are rescheduled.
  • The quantity of the Target lot is updated.

If the quantity is changed after the MO is finished:

  • The quantity of the Target lot is updated.
  • Materials and operations are not altered. It is assumed that correct values have been reported during manufacturing.

Returning a finished manufacturing order to production

If the manufacturing order was marked finished by error, for returning the order to production:

  1. Open the Manufacturing Order in Edit mode.
  2. Click Return to production button at the bottom of the Manufacturing Order details page.

Printing the manufacturing order, job traveler

Manufacturing orders can be printed in three versions:

  1. PDF wide, a document for the management, includes cost information.
  2. PDF medium, a job sheet for the worker.
  3. PDF narrow, a less detailed job sheet for the worker.

For printing a very detailed job sheet, click on the Go to production, then print the PDF of that page.

Statuses of a Manufacturing Order

Manufacturing order statuses are assigned automatically by MRPEasy:

  • The order is in status New if it requires approval (only used if Order Approval functionality is enabled).
  • The order status is Scheduled when it has not started.
  • The status is changed to In progress when a worker clicks on the Start Start button of the first operation.
  • The status is changed to Paused when a worker clicks on the Pause Pause button of an operation, or when a worker finishes the last operation and clicks on Finish Finish.
  • The status is changed to Done when a worker clicks on the Finish production button, or the production manager clicks on the Finish production as planned button.

Multi-level Manufacturing Order

When sub-assemblies are not available in stock, MRPEasy automatically nests the production of these under the same Manufacturing Order.

If the manufacturing order is multi-level:

  • The materials and operations are grouped by assemblies (i.e. by BOMs and Routings).
  • Component names are displayed in green if parts for it are ready (sub-assemblies from the same MO are finished). Otherwise, the component name is displayed in red.

Notes and warnings

It is possible to enter Notes regarding this manufacturing order at the bottom of the MO details page. Important notes (incl. warnings from MRPEasy) have an Important flag Important notice in Production planning -> Manufacturing Orders table, and are shown with a thick blue border inside the MO details in the Notes section.

Reporting serial numbers in production

It is possible to report both product serial numbers and part serial numbers.

Reporting serial numbers in production:

  1. Open the Manufacturing Order in Edit mode.
  2. Scroll down to the Serial numbers section.
  3. Click Add serial number to product.
    (In the reporting screen, this button will become available after reporting the work operation started.)
  4. Serial numbers can be entered: 
    - individually, by keyboard input or barcode scanning; the serial numbers are auto-incremented if you are using mouse-keyboard input.
    - all at once, by copying them from a Notepad or an Excel file and pasting them into the first serial number field. The software will place each number in its own field.
  5. For entering part serial numbers, for every product serial number:
    1. Choose the part.
    2. Choose the serial number. (Only serial numbers from booked stock lots are available.)

If serial numbers are already saved for the product, then it is possible to add, remove, or edit part serial numbers by clicking on the View/Edit Edit button of the serial number in the MO details.

In order to use serial numbers:

  • The serial numbers functionality must be turned on at Settings -> System settings -> Professional functions -> Serial numbers: Yes.
  • Serial numbers must be enabled in the item details, at Stock -> Items.

Subcontracting

The section Subcontracts in the Manufacturing Order details contains a list of subcontracted operations (e.g. powder coating).

If a Routing has subcontracted services, then in the Manufacturing Order, in the Subcontracts section, for each operation:

  1. It is possible to create a PO and see the link to the PO.
  2. When creating the PO, the software calculates the dates and cost using Setup time, Cycle time, Fixed cost and Variable cost values from the routing. These can be changed or updated inside the PO.
  3. The operation is marked Started when the PO is in shipped status (field Shipped on is filled).
  4. The operation is marked Finished when the PO is received.

NB! There are different strategies how to use the Subcontracting module:

  1. Strategy 1: When a product or a sub-assembly is fully made by the subcontractor (a subcontracted manufacturer).
  2. Strategy 2: When an operation during production is outsourced to a subcontractor.

To use this functionality, the subcontracting functionality must be turned on at Settings -> System settings -> Professional functions -> Subcontracting: Yes.

Production Schedule

The Production planning -> Production schedule is the master production schedule, which shows all the manufacturing orders that have been scheduled.

  • seeing all the scheduled orders,
  • seeing MOs as one block or as separate operations,
  • seeing a Gantt chart of MOs,
  • seeing a Gantt chart of work stations' operations,
  • rescheduling MOs or operations by dragging,
  • assisted rescheduling taking into account the available capacity and materials availability,
  • accessing the details of a MO.

Jump to:

  1. Tips and tricks.
  2. Color coding of the calendar.
  3. How to dynamically reschedule Manufacturing Orders?
  4. What options are available for rescheduling manufacturing orders?
  5. How to view the Gantt chart of production operations?

Tips and tricks

  • Click and drag to reschedule an order. Stared or finished operations cannot be rescheduled.
  • Click on a calendar entry to see details and to access the Administrative view of a MO.
  • Click on the Gantt button to access the Gantt charts.
  • In the Calendar view, use the drop-down menu above the calendar to change the view between "Manufacturing Orders" or "Operations"
  • In the Gantt chart view, use the drop-down menu above the chart to change the view between "Manufacturing orders" and "Work stations".
  • Click Choose columns Choose columns to choose which information to display.
  • The first day of the week is defined in Settings -> System settings -> Regional settings

Color coding

The backdrop color indicates the current progress:

  • Not started, the planned start time is in the future;
  • In progress;
  • Paused;
  • Finished;
  • (Red striped) Not started, but should have been started. The planned start time has passed.

The text color indicates the status of parts availability:

  • Not booked - all required parts are not booked;
  • Delayed - all parts are booked and ordered. some parts will become available after the planned start time of the manufacturing order;
  • Expected - all parts are booked and ordered. Some parts have not yet been received but will arrive according to the schedule;
  • Received - all parts are booked and in stock.

Dynamic click-and-drag rescheduling

Both manufacturing orders and operations can be dynamically rescheduled by clicking-holding-and-dragging them to the desired time. Then the software will check if that is possible, and if not, it will find earliest possible time after the desired time.

Generally, if you are dragging the MO or the operation to a new date, then:

  • The software will not allow overbooking a workstation, or scheduling to a holiday, or a scheduled maintenance time.
  • The original sequence of the operations is enforced. It's not possible to change the original sequence of operations within a Manufacturing Order.
  • If materials cannot be available by the requested date, the software will issue a warning but will still schedule to this time.
  • The software will only reschedule the manufacturing order which has been dragged to a new time, other manufacturing orders will not be rescheduled.

Gantt chart

The production schedule can be viewed as a Gantt chart.

For seeing the Gantt chart:

  1. Go to Production planning -> Production schedule.
  2. Click on Gantt chart button.

For changing Gantt chart views, use the drop-down menu above the chart to change the view between

  1. Manufacturing orders - to see the Gantt chart of Manufacturing Orders. Click on a MO to expand its operations.
  2. Work stations - to see the Gantt chart of the loading of work stations.

Change the date range from a predefined date range, or set custom dates.

Work stations

The Production planning -> Work stations page displays a list of all the work stations.

This page allows

  • adding or editing work stations,
  • seeing an individual work station's reports,
  • accessing summary reports of all work stations,
  • checking the maintenance cycle of a work station.

Jump to:

  1. Tips and tricks.
  2. What is a work station type?
  3. What is a work station?
  4. What are the work station properties?
  5. How to schedule and perform work station maintenance?
  6. How are manufacturing overhead and labor costs calculated?
  7. What is a routing? How is it used in production planning?

Tips and tricks

  • Click Create to add a new work station.
  • Click Choose columns to choose which columns to display.
  • Drag the columns to rearrange them.
  • Click Reports on a work station's line to see the work station's reports.
  • Click All work stations summary reports on top right of the table to see the summary reports on all work stations.
  • The table can be searched and filtered (see Usage tips for wildcards).

What is a work station?

Work station type Work station Default worker Work station's hourly rate Productivity
Work station type A Work station A1 Worker A 50 1
Work station A2 Worker B 50 1
Work station type B Work station B1 Department B 15 1
Work station B2 Department B 15 1
Work station B3 Department B 30 3

There are three key ideas to understanding what a work station is:

  1. A work station is a place where individual operations are done. The work station could be a machine, a bench, an assembly table, work area etc. One work station can only be part of one work station type.
  2. Your work stations define your production capacity. One operation can be done at one time in one work station.
  3. A work station belongs to a work station type, which groups similar production resources. When defining an operation in a product's routing a corresponding work station type must be chosen. Only during production scheduling, a specific work station is assigned.

In some situations, a single work station might not correspond to a specific machine:

  1. When many tools or machines are used for one operation. E.g. In a woodworks area or department there could be tens of tools, benches, tables and machines, where one group would be used for one operation, but another group for another operation.
  2. In these situations it might not be efficient to define each single machine, because this would make the routings and reporting unnecessarily complex. Instead, it's better to find the average number of operations which can be performed concurrently in this area.
  3. Most commonly, the number of operations that can run concurrently equals the average daily number of workers in the department.
  4. In this case, the "area" or "department" itself is the work station type, and the number of possible concurrent operations is the number of work stations in the group.

Work Station Details

The work station details page, accessible from Production planning -> Work stations, shows the configuration and information of a work station.

This page allows:

  • editing a work station,
  • setting hourly rate's and default workers/departments,
  • setting idle times (e.g. planned maintenance),
  • setting the maintenance cycle

Jump to:

  1. What is a work station?
  2. What is a work station type?
  3. What are the work station properties?
  4. How to schedule and perform work station maintenance?

Work station's properties

  • Number is a unique code for the work station.
  • Name is the name of the work station.
  • Type is the code and name of the group of similar work stations.
  • Hourly rate is optional. If given, the software will take it into account when calculating the manufacturing cost. If not given, the cost of the operation should be entered in the routing. This setting has priority over what is defined in a routing (as more accurate/specific).
  • Productivity is the rate between the productivity of this particular work station and the first work station in the group. If the productivity rate is 2, the time of fulfillment of a particular operation will be divided by 2. For the first work station in the group always set productivity to 1.
  • Default worker – it is possible to set a worker/department, or several, that works at this work station by default. This setting has priority over what is defined in a routing.
    - When a manufacturing order is created, the operation is automatically assigned to the worker that is set as the default.
    - If no default worker is set at the work station, the operation is assigned to the worker set in the routing.
    - If no worker is set in the routing nor in the work station, the operation is assigned to the worker assigned to manufacturing order.
  • Maintenance cycle - the maintenance cycle in hours and/or in parts processed after which the work station should be maintained. If the cycles are defined, Maintenance done checkbox becomes available, which resets the maintenance counter. Available if the Maintenance Management System functionality is enabled.
  • Idle time - periods when no works can be planned for this particular work station.
    If a new idle period is added for the time some works have been scheduled for this work station, then the software shows a notification message. 
    However, setting an idle time does not reschedule works automatically which were previously planned for the idle time (Read: What options are available for rescheduling manufacturing orders?)

Work station maintenance, maintenance cycle, performing regular maintenance

For each work station it is possible to define a maintenance cycle in hours worked and/or parts processed, in the work station details page accessible from Production planning -> Work stations, when opening the details of a work station.

For checking the maintenance cycle of a work station:

  1. Go to Production planing -> Work stations
  2. Check the columns Until maintenance (hours) and Until maintenance (items), which show how long until the next maintenance.

For performing a maintenance:

  1. If necessary, schedule an idle time in the work station's details page, for the maintenance.
  2. When maintenance has been done, check the Maintenance done checkbox and click Save in the work station's details page to reset the counters.

Summary Reports on All Work Stations

All work stations have a number of statistical reports, summarized reports over all work stations can be accessed from Production planning -> Work stations by clicking on All work stations summary reports All work stations summary reports.

  • The reports can be selected from the drop-down menu.
  • The period of a report can be custom defined or selected from pre-defined options.
  • Reports can be saved in PDF or CSV.
  • Most reports can be searched and filtered, and columns can be displayed/hidden and re-arranged.

Jump to report:

  1. Calendar - calendar overview of the master production schedule colored by work station.
  2. Execution - operations currently in progress or paused.
  3. MOs ready for operation - Manufacturing Orders on hold waiting for a work station.
  4. Equipment usage chart - loading information of work stations.
  5. Overall equipment effectiveness - statistical indicators of performance.

Report “Calendar”

The report shows the calendar (month, week or day) of all production operations colored by the work station.

Clicking the Choose options Choose options allows to choose which information to display on the calendar. 

The backdrop color indicates the different work station types. The color can be set in the work station type's details at Production planning -> Work station types.

The text color indicates the status of parts availability:

  • Not booked - all required parts are not booked;
  • Delayed - all parts are booked and ordered. some parts will become available after the planned start time of the manufacturing order;
  • Expected - all parts are booked and ordered. Some parts have not yet been received but will arrive according to the schedule;
  • Received - all parts are booked and in stock.

Report “Execution”

The report shows the list of active manufacturing operations and their progress in real time. Only the operations which are currently in production or paused are shown.

Report “MOs Ready for Operation”

The report shows the list of manufacturing orders that are waiting for some work station to start. These operations are ready to be started, but on hold, waiting for the operator to start.

For seeing the list of manufacturing orders which are in the queue of a work station:

  1. Choose a work station type or a subcontractor (if Subcontractors is enabled).
  2. The software shows manufacturing orders where all previous operations are finished, but operation at particular work station type is not started or purchase order for the subcontractor is not created.

Report “Equipment usage chart”

The report shows the loading of work stations over time as a line graph. The vertical axis of the graph can be set to either percentage or hours.

Report “Overall equipment effectiveness”

This report shows overall equipment effectiveness (OEE) of the work station during the period. 

OEE is calculated in real time when manufacturing operations are performed.

For calculating OEE for past periods, select the desired period (up to 1 month long) and click Calculate button.

OEE shows how well a manufacturing unit performs. OEE = Availability x Performance x Quality, where

  1. Availability represents the percentage of real run time compared to planned time.
    - Availability = reported run time / planned time
    - If work has reportedly taken more time than planned then Availability can go over 100% (marked with red). If this happens often, it may mean that routing should be adjusted and cycle time should be increased.
    - If Availability is greater than 100%, a value of 100% is used when calculating the OEE.
  2. Performance represents the speed at which the work station runs as a percentage of its designed speed. 
    - Performance = number of items produced * cycle time from the routing / reported run time
    - If the cycle time in the routing is too long, then performance may go over 100% (marked with red). If this happens often, it may mean that routing should be adjusted and cycle time should be reduced.
    - If performance is greater than 100%, a value of 100% is used when calculating the OEE.
  3. Quality represents the good items produced as a percentage of the total items produced.
    - If the functio function Quality Control is used, then Quality = number of approved items / total number of produced items. 
    - If the Quality Control functionality is not used, then Quality = 100%.

Total effective equipment performance (TEEP) measures OEE against calendar hours, indicating how much more effectively could production perform if machines would be loaded 24 hours every day.

  • TEEP = total planned time / (time horizon in days * 24 * 60) * OEE

Work Station Reports

Each work station has a number of statistical reports which can be accessed from Production planning -> Work stations by clicking on Reports Reports button on a work station's line.

  • The reports can be selected from the drop-down menu.
  • The period of a report can be custom defined or selected from pre-defined options.
  • Reports can be saved in PDF or CSV.
  • Most reports can be searched and filtered, and columns can be displayed/hidden and re-arranged.

Jump to report:

  1. Calendar - calendar overview of the master production schedule of this work station colored by status.
  2. Execution - operations currently in progress or paused.
  3. Equipment usage chart - loading information of this work station.
  4. Overall equipment effectiveness - statistical indicators of performance.
  5. Maintenance - maintenance history.

Report “Calendar”

The report shows the calendar (month, week or day) of all production operations of this work station colored by status.

Clicking the Choose options Choose options allows to choose which information to display on the calendar. 

The backdrop color indicates the current progress:

  • Not started, the planned start time is in the future;
  • In progress;
  • Paused;
  • Finished;
  • (Red striped) Not started, but should have been started. The planned start time has passed.

The text color indicates the status of parts availability:

  • Not booked - all required parts are not booked;
  • Delayed - all parts are booked and ordered. some parts will become available after the planned start time of the manufacturing order;
  • Expected - all parts are booked and ordered. Some parts have not yet been received but will arrive according to the schedule;
  • Received - all parts are booked and in stock.

Report “Execution”

The report shows the list of active manufacturing operations and their progress in real time. Only the operations which are currently in production or paused are shown.

Report “Equipment usage chart”

The report shows the loading of work stations over time as a line graph. The vertical axis of the graph can be set to either percentage or hours.

Report “Overall equipment effectiveness”

This report shows overall equipment effectiveness (OEE) of the work station during the period. 

OEE is calculated in real time when manufacturing operations are performed.

For calculating OEE for past periods, select the desired period (up to 1 month long) and click Calculate button.

OEE shows how well a manufacturing unit performs. OEE = Availability x Performance x Quality, where

  1. Availability represents the percentage of real run time compared to planned time.
    - Availability = reported run time / planned time
    - If work has reportedly taken more time than planned then Availability can go over 100% (marked with red). If this happens often, it may mean that routing should be adjusted and cycle time should be increased.
    - If Availability is greater than 100%, a value of 100% is used when calculating the OEE.
  2. Performance represents the speed at which the work station runs as a percentage of its designed speed. 
    - Performance = number of items produced * cycle time from the routing / reported run time
    - If the cycle time in the routing is too long, then performance may go over 100% (marked with red). If this happens often, it may mean that routing should be adjusted and cycle time should be reduced.
    - If performance is greater than 100%, a value of 100% is used when calculating the OEE.
  3. Quality represents the good items produced as a percentage of the total items produced.
    - If the functio function Quality Control is used, then Quality = number of approved items / total number of produced items. 
    - If the Quality Control functionality is not used, then Quality = 100%.

Total effective equipment performance (TEEP) measures OEE against calendar hours, indicating how much more effectively could production perform if machines would be loaded 24 hours every day.

  • TEEP = total planned time / (time horizon in days * 24 * 60) * OEE

Report "Maintenance"

This report shows the maintenance history of the work station.

Read: How to schedule and perform work station maintenance?

Work Station Types

The Production planning -> Work station types section contains a list of all work station types.

Jump to:

  1. Tips and tricks.
  2. What is a work station type?
  3. What is a work station?
  4. What are work station type's properties?

Tips and tricks

  • Click Create to add a new work station type.
  • Click Choose columns to choose which columns to display.
  • Drag the columns to rearrange them.
  • Click Reports on a work station type's line to see the work station type's reports.
  • The table can be searched and filtered (see Usage tips for wildcards).

What is a work station type?

Work station type Work station Default worker Work station's hourly rate Productivity
Work station type A Work station A1 Worker A 50 1
Work station A2 Worker B 50 1
Work station type B Work station B1 Department B 15 1
Work station B2 Department B 15 1
Work station B3 Department B 30 3

A work station type is a group of work stations that can all do the same tasks. For example,

  • A "CNC" work station type with five CNC machines;
  • An "Assembly" work station type with two assembly tables;
  • A "Heat treatment" work station type with one oven.

Work station types together with work stations define your production capacity. When defining an operation in a product's routing a corresponding work station type must be chosen. Only during production scheduling, a specific work station is assigned.

A work station type could also represent an area with many machines and tools, when there's a situation where a single work station might not correspond to a specific machine:

  1. When many tools or machines are used for one operation. E.g. In a woodworks area or department there could be tens of tools, benches, tables and machines, where one group would be used for one operation, but another group for another operation.
  2. In these situations it might not be efficient to define each single machine, because this would make the routings and reporting unnecessarily complex. Instead, it's better to find the average number of operations which can be performed concurrently in this area.
  3. Most commonly, the number of operations that can run concurrently equals the average daily number of workers in the department.
  4. In this case, the "area" or "department" itself is the work station type, and the number of possible concurrent operations is the number of work stations in the group.

Read also: What is a work station?

Work Station Type Details

The work station details page, accessible from Production planning -> Work station types, shows the configuration and information of a work station. A work station type is a group of similar work stations.

This page allows:

  • editing the general properties of a work station,
  • adding custom holidays,
  • specifying custom working hours,
  • specifying the work station type's color.

Jump to:

  1. What is a work station type?
  2. What is a work station?
  3. What are work station type's properties?

Work station type's properties

  • Number is the unique code for this type of work stations.
  • Name is the name of the type.
  • Number of instances is used only during type creation. It allows to create several work stations of that type automatically.
  • Hourly rate is used only during type creation. It allows to assign a hourly rate to all automatically created work station types. Once the work station type is saved, the hourly rate can be edited from work station details at Production planning -> Work stations.
  • Custom working hours provides an option to define custom working hours different from those defined for the company under Settings -> System settings -> Work hours.
  • Custom holidays provides an option to define custom free days different from those defined for the company under Settings -> System settings -> Holydays.
  • Color is the the color for operations that are performed on work stations of that type in the following calendars:
    - The Gantt chart at Production planning -> Production schedule -> Gantt chart
    - The master production schedule of all work stations at Production planning -> Production schedule -> All work stations summary reports: Calendar

Work Station Type Reports

Each work station type has a number of statistical reports which can be accessed from Production planning -> Work station types by clicking on Reports Reports button on a work station type's line.

  • The reports can be selected from the drop-down menu.
  • The period of a report can be custom defined or selected from pre-defined options.
  • Reports can be saved in PDF or CSV.
  • Most reports can be searched and filtered, and columns can be displayed/hidden and re-arranged.

Jump to report:

  1. Calendar - calendar overview of the master production schedule of this work station colored by status.
  2. Equipment usage chart - loading information of this work station.
  3. Overall equipment effectiveness - statistical indicators of performance.

Report “Calendar”

The report shows the calendar (month, week or day) of all production operations of this work station colored by status.

Clicking the Choose options Choose options allows to choose which information to display on the calendar. 

The backdrop color indicates the different work station types. The color can be set in the work station type's details at Production planning -> Work station types.

The text color indicates the status of parts availability:

  • Not booked - all required parts are not booked;
  • Delayed - all parts are booked and ordered. some parts will become available after the planned start time of the manufacturing order;
  • Expected - all parts are booked and ordered. Some parts have not yet been received but will arrive according to the schedule;
  • Received - all parts are booked and in stock.

Report “Equipment usage chart”

The report shows the loading of work stations over time as a line graph. The vertical axis of the graph can be set to either percentage or hours.

Report “Overall equipment effectiveness”

This report shows overall equipment effectiveness (OEE) of the work stations during the period. 

OEE is calculated in real time when manufacturing operations are performed.

For calculating OEE for past periods, select the desired period (up to 1 month long) and click Calculate button.

OEE shows how well a manufacturing unit performs. OEE = Availability x Performance x Quality, where

  1. Availability represents the percentage of real run time compared to planned time.
    - Availability = reported run time / planned time
    - If work has reportedly taken more time than planned then Availability can go over 100% (marked with red). If this happens often, it may mean that routing should be adjusted and cycle time should be increased.
    - If Availability is greater than 100%, a value of 100% is used when calculating the OEE.
  2. Performance represents the speed at which the work station runs as a percentage of its designed speed. 
    - Performance = number of items produced * cycle time from the routing / reported run time
    - If the cycle time in the routing is too long, then performance may go over 100% (marked with red). If this happens often, it may mean that routing should be adjusted and cycle time should be reduced.
    - If performance is greater than 100%, a value of 100% is used when calculating the OEE.
  3. Quality represents the good items produced as a percentage of the total items produced.
    - If the functio function Quality Control is used, then Quality = number of approved items / total number of produced items. 
    - If the Quality Control functionality is not used, then Quality = 100%.

Total effective equipment performance (TEEP) measures OEE against calendar hours, indicating how much more effectively could production perform if machines would be loaded 24 hours every day.

  • TEEP = total planned time / (time horizon in days * 24 * 60) * OEE

 

Bills of Materials

The section Production planning -> BOMs contains a list of all the bills of materials.

From here, it is possible to

  • edit and add Bills of Materials,
  • import new or update existing Bills of Materials via CSV upload,
  • bulk replace, remove, or add parts in selected Bills of Materials,
  • see the reports of each BOM,
  • export the bills of materials to a CSV file, which can be imported back into MRPEasy. (A Matrix BOM cannot be exported/imported via CSV.)

Jump to:

  1. What is a Bill of Materials (BOM)? How is it used in material planning?
  2. How to add a Bill of Materials in MRPEasy?
  3. How to create a multi-level BOM?
  4. How to import a BOM?
  5. How to update many BOMs at once?
  6. How is the cost of the BOM estimated?
  7. How is the actual cost of materials for a product calculated?
  8. How to update the BOM of already planned Manufacturing Orders?

Import BOM from a CSV file

At Production planning -> BOMs -> Import from CSV it is possible to upload many bills of materials at once, e.g. a BOMs for separate products and/or multi-level BOMs. It's also possible to update existing BOMs via CSV upload.

What is CSV? CSV (Comma-Separated Values) is a universal format for importing or exporting tabular data. A CSV file can be obtained by saving/exporting e.g. an Excel file as CSV (Comma delimited) (*.csv).

When uploading the CSV file:

  1. Select and match the names of the fields corresponding to the columns in the data.
  2. Check the "The first row is heading" option if the first row of the file contains headers. Then the first row will not be imported. 
  3. Select "Do not import" as the column type if some column is not to be imported.
  4. Click Import to upload the data into the appropriate fields of the database.  

When uploading Bills of Materials, the fields that can be used are:

  • Product - The product's ID number (article code), as in Stock -> Items. This is the "Product" to which the "Part" belongs to. The product's ID number is required on every row (this allows importing several BOMs for several products at once);
  • Part - the part's ID number (article code), as in Stock -> Items. This "Part" belongs into the BOM of the "Product". This field is required;
  • Quantity - the quantity per one unit of "Product".
    If the produced quantity is greater than one unit of product, then this is quantity is proportional to the quantity produced (quantity of material = order quantity x "Quantity"). This field is required;
  • Notes - any notes, e.g. handling instructions.
  • Fixed quantity - a fixed (pre-defined) amount of item which is always consumed in a manufacturing order, not proportional to the order quantity. Available, if function Fixed quantity is enabled.

Example, importing 2 Bills of Materials:

Product Part Quantity Notes
PROD-01 PART-01 5 BOM 1: raw material 1
PROD-01 PART-02 7 BOM 1: raw material 2
PROD-02 PART-15 3 BOM 2: raw material 1
PROD-02 PART-16 9 BOM 2: raw material 2
(Up to 3000 lines can be imported at once)

Download a sample file: import-boms.csv

Updating existing Bills of Materials via CSV upload

At Production planning -> BOMs -> Import from CSV it is possible to update existing Bills of Materials by uploading a CSV file containing the new BOMs.

Upload the new bill of materials as described in the help section "Import BOM from a CSV file". If the product has a BOM, it will be replaced, if not, a new BOM will be created.

Important!

  • If the imported file contains non-Latin characters, the file must be in UTF-8 (preferred) or Unicode encoding. If Excel is used to save the file, select the "Unicode Text (*.txt)" option in the "Save as type" field. Even though the extension of the file is TXT, it can be imported as a CSV-file.
  • The limit is 3000 lines per upload. If the file is bigger, divide it into several smaller files.
  • Since importing can be a question of trial-and-error, we strongly suggest making a back-up of the database before importing. In that case, if anything goes wrong, it is always possible to restore the previous session.

Issues when importing a BOM from CSV

There are three possible reasons for the issues when you import BOMs from a CSV file:

  1. Part numbers in the import file and in MRPEasy do not match. Please use only part numbers to refer to stock items.
  2. Some parts (or the product) have not been created. All stock items must exist in the software before importing BOMs.
  3. Incorrect formatting of the import file. Please check that the file contains a column with a product's part number and that this number is set on every line of the BOM.

Substitute part

The Production planning -> BOMs -> Substitute a part in all BOMs allows bulk editing many Bills of Materials.

This page allows adding, removing or replacing a part in selected bills of materials.

For editing bills of materials in bulk:

  1. For replacing an old part with a new one, select both parts.
  2. For removing a part, select the old part only.
  3. For adding a part, select the new part only.

How to select which Bills of materials to update?

  • Changes apply to bills filtered on the previous page, the Production planning -> BOMs page.
  • if some filters have been set to find particular bills of materials, only these bill are updated.
  • if no filters have been set, all bills of materials are updated.
  • When searching, you can use _ as any single symbol (wildcard) and % as multiple symbols.

Please note that it may be not possible to undo changes. Because of that it is advised to backup your database in Settings -> Database maintenance.

Routings

The section Production planning -> Routings contains the list of all the routings.

From this page, it is possible to

  • edit and add Routings,
  • import new or update existing Routings via CSV upload,
  • to see the rough estimate cost of the routing (you need to plan production to get an accurate estimate).

Jump to:

  1. What is a routing? How is it used in production planning?
  2. How to enter a Routing in MRPEasy?
  3. How is the operation duration calculated?
  4. How are manufacturing overhead and labor costs calculated?
  5. Examples of Routings.
  6. How to define subcontracted operations in the Routing?
  7. How to update the Routings of already planned Manufacturing Orders?
  8. How to export a Routing?
  9. How to import a Routing?

Import Routings from a CSV file

At Production planning -> Routings -> Import from CSV it is possible to upload the routings for several products at once.

What is CSV? CSV (Comma-Separated Values) is a universal format for importing or exporting tabular data. A CSV file can be obtained by saving/exporting e.g. an Excel file as CSV (Comma delimited) (*.csv).

Before you start, we strongly advise to read the routings documentation and add at least one routing manually.

When uploading the CSV file:

  1. Select and match the names of the fields corresponding to the columns in the data.
  2. Check the "The first row is heading" option if the first row of the file contains headers. Then the first row will not be imported. 
  3. Select "Do not import" as the column type if some column is not to be imported.
  4. Click Import to upload the data into the appropriate fields of the database.  

When uploading Routings, the fields that can be used are:

  • Product - the part number of the product, as in Stock -> Items. The product's part number is required on every row (this allows importing routings for several products at once);
  • Work station type - the code or the name of an existing work station type. If the work station type does not exist, a new one will be created. This field is required;
  • Operation - free text description of the operation;
  • Setup time - fixed time (in minutes) for preparing the operation;
  • Cycle time - time (in minutes) per cycle of making "Quantity" of products;
  • Fixed cost - the default cost per "Setup time". The "Hourly rate" in the work station details overrules this setting. (Fixed cost = Setup time / 60 minutes * Hourly rate);
  • Variable cost - the default cost per "Cycle time". The "Hourly rate" in the work station details overrules this setting. (Variable cost = Cycle time / 60 minutes * Hourly rate * Manufacturing Order quantity);
  • Quantity - the number of products produced per "Cycle time". If not imported, defaults to "1";
  • Department/Worker - the number or name of the department, or the username (e-mail) of the worker assigned by default. The "Default worker" in the work station's details overrules this setting;
  • Piece-payment - the cost per piece paid to the worker. Available, if the Piece Payment functionality is enabled;
  • Overlap - the minimal finished quantity of the last operation before this operation can start if this operation should start before the last operation finishes (i.e. the operations overlap). Available, if the Overlap function is enabled;
  • Parallelize (1/0) - enable (1) if the operation should be divided into smaller parallel operations among all available work stations of the same type. Available, if the Parallel Execution of Work Operations function is enabled. 

Example, importing routings for two products:

Product Work station type Operation Setup time Cycle time Fixed cost Variable cost Quantity Department
IA-0004 Wooodworks Assembling 30 15  10 5 1  
IA-0004 Paint room Painting    5    10 1  
IA-0005 CNC Machining 180 5     1 CNC operators
IA-0005 Oven Heat treatment   120     100 Heat treating
(Up to 3000 lines can be imported at once)

Download a sample file: import-routings.csv

Updating existing Routings via CSV upload

At Production planning -> Routings -> Import from CSV it is possible to update existing Routings by uploading a CSV file containing the new Routings.

Upload the routing as described in the help section "Import Routings from a CSV file". If the product has a Routing, it will be replaced, if not, a new Routing will be created.

Important!

  • If the imported file contains non-Latin characters, the file must be in UTF-8 (preferred) or Unicode encoding. If Excel is used to save the file, select the "Unicode Text (*.txt)" option in the "Save as type" field. Even though the extension of the file is TXT, it can be imported as a CSV-file.
  • The limit is 3000 lines per upload. If the file is bigger, divide it into several smaller files.
  • Since importing can be a question of trial-and-error, we strongly suggest making a back-up of the database before importing. In that case, if anything goes wrong, it is always possible to restore the previous session.

Statistics

The Production planning -> Statistics page shows statistical reports generated based on manufacturing orders.

  • The reports can be selected from the drop-down menu.
  • The period of a report can be custom defined or selected from pre-defined options.
  • Reports can be saved in PDF or CSV.

Jump to report:

  1. Costs by manufacturing orders - real-time costs of manufacturing orders.
  2. Costs by products - cost information by product.
  3. Manufacturing efficiency - the estimated (standard) costs and times versus reported, and the variation.

Reports "Costs by manufacturing order" "Costs by product"

These reports display costs by period broken down by manufacturing order or product. Statistics include:

  • Total cost;
  • Cost of materials;
  • Manufacturing overhead;
  • Labour cost;
  • Cost overrun (per manufacturing order only) - the difference between estimated cost and actual cost. Displayed for finished Manufacturing Orders only;
  • Cost overrun per item (per manufacturing order only) - the difference between estimated cost and actual cost. Displayed for finished Manufacturing Orders only.

Notes:

  • Costs are displayed in real time as soon as materials are consumed and/or operations are finished in My production plan or Internet-kiosk.
  • Only expenses during the period are included in the report.
  • A manufactured item's cost = The cost of materials consumed in production + Manufacturing Overhead + Labor cost

Report "Manufacturing efficiency"

This report gives a good overview of the manufacturing effectiveness by showing planned and real costs and durations of manufacturing orders that whether are active now or have been finished within the selected period.

For Worker

There are two alternative views which the worker can use to see his/her jobs and report progress:

  1. The My production plan - a full-functionality view, intended to be accessed by a computer or a large screen tablet.
  2. The Internet-kiosk - a simpler view, intended to be used on a smartphone or a tablet.

My production plan is an advanced mode that shows worker's schedule as a calendar, provides all details of manufacturing orders and allows more precise reporting.

Internet-kiosk is a mode that is optimized for reporting using portable devices. It shows a list of manufacturing operations that are assigned to the worker and allows to report the progress of the manufacturing order.

Jump to:

  1. What is the My production plan?
  2. How to report in the My production plan?
  3. What is the Internet-kiosk?
  4. How to access the Internet-kiosk?
  5. How to assign an operation to a worker from an MO?

My Production Plan

The My production plan section is for the worker to see his/her personal schedule and report in real-time.

Only the production operations assigned to the user or the user's departments can be seen.

The My production plan allows the worker

  • seeing the assigned production operations and their details (incl. material locations and lot numbers),
  • reporting of materials,
  • reporting of start and stop,
  • accessing additional attachments, e.g. images, drawings, files, etc.

Tips and tricks

  • Click on an operation to access reporting.
  • Click Calendar Calendar or List List buttons to change views.
  • Choose to convenient calendar horizon (day, week, month).
  • Click Choose columns Choose columns to choose which information to display.
  • Drag the columns to rearrange them.

Color coding

The backdrop color in the calendar view indicates the status of the operation:

  • Not started, the planned start time is in the future;
  • The operation has been reported started;
  • Paused;
  • Finished;
  • (Red striped) Not started, but should have been started. The planned start time has passed.

The text color indicates the status of parts availability:

  • Not booked - all required parts are not booked;
  • Delayed - Some parts have not yet been received and will become available after the planned start time of the manufacturing order;
  • Expected - Some parts have not yet been received but will arrive according to the schedule;
  • Received - all parts are booked and in stock.

 

Manufacturing Order Details For Worker

This page shows the worker:

  • Manufacturing order details.
  • Attachments and images.
  • List of materials and operations.
  • Controls for reporting.

Jump to:

  1. How to report operations?
  2. How to report materials?
  3. How to finalize a Manufacturing Order?
  4. How to report serial numbers?
  5. How to change visibility of other operations?

How to report production operations

To perform manufacturing operations and record start-stop:

  1. click on the Start Start button at the work operation’s line to start work.
  2. click on the Pause Pause button, if the operation is stopped, but it is not finished yet. The software will ask to enter the quantity, how many items were completed from the last start (if left empty, defaults to 0). Click Start again to resume.
  3. click on the Finish Finish button, when the operation is fully completed.
    The software will ask to enter the quantity, how many items were completed from the last start (if left empty, defaults to match the order quantity).

If the reported quantity of the final operation differs from initially planned quantity, the software will display a confirmation dialogue. If confirmed, the quantity of the MO is updated.

How to report materials used in production

Used materials can be reported both automatically and manually.

Materials are marked consumed automatically after the completion of the first production operation.

If you use a barcode reader:

  1. Scan the stock lot code of the material.
  2. If the material is booked, the consume screen will open.
  3. Enter the quantity to consume.
  4. Save.

For manual reporting:

  • click on the Consume Consume button next to the part and enter the quantity of used parts.
  • click the button Consume parts for ready product above the materials table to consume all parts for a number of finished products according to its BOM.
    - If materials are not booked, MRPEasy will try to book them from stock lots that are received (by FIFO principle).
    - If there are not enough raw materials, a notification will be shown.

To add materials:

  • If some part was not booked previously or has been consumed in excess, then click Add a booking Add a booking button on the materials line, and book the excess material.
  • If some additional part, that was not on the list of materials, has been used, click on the Add a booking Add a booking button on the top right corner of the table, and enter the used part and quantity to book it.

How to finalize the Manufacturing Order

When the production is finished, click on the Finish production button.

If all parts have been consumed, the system will mark the manufacturing order as Done.

If some parts have not been consumed, then the system will offer two options:

  • Consume all – consume all allocated parts;
  • Release unused – release allocated parts that have not been consumed to become available in stock. If some parts were initially planned to be used but were released, then a note will be added to the MO stating the difference of planned vs reported.

After making a decision, click again on the Finish production button.

How to track serial numbers in production

If serial numbers functionality is enabled, then for each item, part or product, it is possible to assign a unique serial number. When reporting serial number usage:

  • To record a serial number for the final product, click Add a serial number to product button. (This button is available for the worker after the first operation is reported started)
  • If serial numbers of the parts must also be recorded, then when specifying the serial number of the finished product, or after its saved, it is possible to select items used, and add serial numbers for each (according to the stock lots of parts booked for this order)

Visibility of operations

In Settings -> System settings -> Software settings -> Worker visibility, it is possible to configure if the worker should only see operations specifically assigned to him/her, or also other operations (and materials if it's a multi-level MO) in the same Manufacturing Order. There are three options:

  1. All operations from a particular MO.
  2. The worker's operations plus the previous and the next.
  3. The worker's operations only.

Internet-kiosk

The Internet-kiosk gives a simple way for workers to report shop-floor progress. It is designed to be used mainly on tablets or smartphones.

In the Internet-kiosk, the worker sees the list of manufacturing orders assigned to him, including the following information:

  • manufacturing order number
  • product name
  • the remaining quantity
  • the operation description
  • the work station

If the Internet-kiosk advanced mode is enabled, it is also possible to:

  • see the required materials,
  • report serial numbers,
  • access attachments.

Jump to:

  1. How to access the Internet-kiosk?
  2. How to report operations?
  3. How to report materials?
  4. How to finalize the manufacturing order?
  5. How to report serial numbers?
  6. How to access attachments (advanced mode)?

Access to the Internet-kiosk

For accessing the Internet-kiosk:

  1. Create a new user at Settings -> Human resources -> Users.
  2. Give access rights to the "Internet-kiosk" only. 
  3. This user will see MRPEasy in the kiosk mode.

How to report production operations

To perform manufacturing operations and record start-stop:

  1. click on the Start Start button at the work operation’s line to start work.
  2. click on the Pause Pause button, if the operation is stopped, but it is not finished yet. The software will ask to enter the quantity, how many items were completed from the last start (if left empty, defaults to 0). Click Start again to resume.
  3. click on the Finish Finish button, when the operation is fully completed.
    The software will ask to enter the quantity, how many items were completed from the last start (if left empty, defaults to match the order quantity).

How to report materials used in production

All materials are marked consumed automatically after the completion of the first production operation. For manual reporting of materials, the My production plan should be used.

To see the materials in the Internet-kiosk, the Advanced Mode must be enabled Settings -> System Settings -> Software Settings -> Advanced mode: Yes.

How to finalize the Manufacturing Order

When the last operation is finished in the Internet-kiosk, then the order is automatically finalized:

  • all booked parts will be consumed,
  • finished products will be available in stock,
  • if more materials were required according to the BOM than was booked and could be consumed, a note is added to the Manufacturing Order.
  • if the final reported quantity differs from the order quantity, a note is added to the Manufacturing Order.

How to track serial numbers in production

If serial numbers functionality is enabled, then for each item, part or product, it is possible to assign a unique serial number. When reporting serial number usage:

  • To record a serial number for the final product, click the Serial numbers button.
  • If serial numbers of the parts must also be recorded, then when specifying the serial number of the finished product, it is possible to select items used, and add serial numbers for each (according to the stock lots of parts booked for this order)

To report the serial numbers in the Internet-kiosk, the Advanced Mode must be enabled Settings -> System Settings -> Software Settings -> Advanced mode: Yes.

Internet-kiosk advanced mode

When Advanced Mode is selected at Settings -> System Settings -> Software Settings -> Advanced mode: Yes, a user can see parts, attached files, can report serial numbers of used parts and ready products.

For Sales

CRM is a complete Customer Relationship Management system:

  • Create, edit, and view the list of customer orders;
  • Create, edit and view the list of customers;
  • See the statistics of orders by customers;
  • See the list of customers who should be contacted;
  • Create, edit and view the list of invoices and quotations, input payments;
  • See the profit and loss statement for the entire company or by customers.

Customer Orders

The CRM -> Customer Orders section displays an overview of all the orders from the customers.

The CRM -> Customer Orders allows

  • creating, editing and updating customer orders,
  • seeing the overview of all the orders in various views,
  • tracking progress by order status, parts status, invoicing status, payment status,
  • searching and filtering customer orders,
  • seeing reports on individual orders,
  • exporting a list of customer orders.

Jump to a topic:

  1. Tips and tricks.
  2. Video: How to work with Customer Orders?
  3. How to send a Quotation, an Order Confirmation, or an Invoice?
  4. How to estimate costs and lead time for a quotation?
  5. How to check stock and book the products for an order?
  6. How to ship the products?
  7. How to enter a bespoke make-to-order product?
  8. How to toggle between the Sales pipeline and the list view of orders?
  9. What are Customer Order statuses?
  10. What are Product statuses?
  11. What are Invoice statuses?
  12. What are Payment statuses?
  13. How to import a Customer Order?

Tips and tricks

  • Click Create to add a new Customer Order (CO).
  • Click Choose columns to choose which columns to display.
  • Drag the columns to rearrange them.
  • Click Reports to see the customer order's reports.
  • Click Sales pipeline and List view buttons to toggle between the sales pipeline and list views.
  • Use the drop-down menu above the table to choose whether to show a list of "Customer Orders" or a list of all "Items" ordered.
  • The table can be searched and filtered (see Usage tips for wildcards).

Customer Order, Product, Invoice, and Payment statuses explanation

Customer Order Statuses

The CO statuses show the progress of one order through the sales process, from quotation through manufacturing until delivery.

Some statuses are assigned automatically by the software (for example if production starts, or finishes), some need to be assigned by the user, and some can be skipped.

  1. Quotation - a request for a quotation is received, a Quotation should be created and sent to the customer. This stage is equivalent to a Sales Opportunity. Assigned manually.
  2. Waiting for Confirmation - waiting for customer's confirmation. Assigned manually.
  3. Confirmed - the order is confirmed. Either bookings need to be made for products which are available in stock, or production should be planned. Assigned manually.
  4. Waiting for Production - all Manufacturing Orders have been scheduled, and all goods are booked to the order. Assigned automatically.
  5. In Production - the production operations have started. Assigned automatically.
  6. Ready for Shipment - all products are in stock and can be shipped to the customer. Assigned automatically.
  7. Shipped & Invoiced - this status shows that all products have been shipped. Assigned automatically.
  8. Delivered - this status confirms that CO is finished, products have been received by the customer. Assigned manually.
  9. Canceled - order is canceled. Assigned manually. As a result, all bookings are released. A canceled CO cannot be restored.

Product statuses

Product status shows the current situation with products on the order (or when viewing "items", then the particular product.).

The following statuses are automatically assigned:

  • Not booked - the products are not booked in full quantity.
  • Expected on time - all products are booked and are expected to be shipped on time, according to promised delivery date.
  • Possibly delayed - warning that there is a good chance that shipment of the products will be late. This is assigned if:
    • MO finish date is same as CO delivery date;
    • Expected date of PO is same as CO delivery date;
    • CO delivery date is today and products are not received;
    • MO is not started at the planned time.
  • Delayed - warning that delivery of products will definitely be late. This is assigned if:
    • MO finish date is after CO delivery date;
    • Expected date of PO is after CO delivery date;
    • CO delivery date is in the past and products are not received.
  • Ready for shipment - all products are in stock and can be shipped to the customer.
  • Delivered - all products have been shipped to the customer.

Statuses Possibly delayed and Delayed are assigned whether along with other manual actions (for example, when CO, MO or PO is updated) or automatically once per day between 1 a.m. and 3 a.m.

Invoice statuses

Invoice status shows whether the customer order is invoiced, partially invoiced, or not invoiced.The following statuses are automatically assigned:

  • Not invoiced - no invoices issued. (Invoices in status Dummy are not considered)
  • Part invoiced - CO is partially invoiced. A percent shows the part of the CO that has been invoiced.
  • Invoiced - CO is fully invoiced.

Only invoices with the type Invoice and status UnpaidPaid partially, and Paid are counted.

Payment statuses

Payment status shows whether the invoices are paid, partially paid, or not paid. The following statuses are automatically assigned:

  • Not paid - no payments received.
  • Part paid - Invoices are partially paid. A percent shows the part of the invoiced total that has been paid.
  • Paid - Invoices are fully paid.

Customer Order Details

After receiving a request for a quotation or an order, create a new customer order in MRPEasy to track its progress.

In a Customer Order, it is possible to

  • calculate the quotation,
  • estimate delivery,
  • check items’ availability in stock,
  • schedule multiple delivery dates,
  • reserve items for this particular order,
  • see the current status of each line item,
  • enter delivery terms,
  • manage invoices and shipments.

Jump to a topic:

  1. Example video: How to use the Customer Order?
  2. How to estimate costs and lead time for the quotation?
  3. How to send a Quotation, an Order Confirmation, or an Invoice?
  4. How to check stock and book the products for the order?
  5. How to ship the products?
  6. How to enter a bespoke make-to-order product?
  7. How to import a Customer Order?
  8. What do the product statuses mean?

Estimating costs and delivery date

To estimate the cost of products and the dates when they could be ready:

  1. Create and Save the Customer Order.
  2. Click the Estimate costs and dates button inside the Customer Order.
  3. Choose whether to consider the available stock levels (using FIFO principle) or if all materials should be purchased ignoring the current inventory (the costs and lead times are taken from the purchase terms).
  4. Enter the desired Margin to calculate the sales price.
  5. Click Estimate costs and dates button, the sales price and estimated earliest production finish date is calculated for each item.
  6. Click Show details to see the detailed cost breakdown for every product by materials, manufacturing overhead, and labor cost.

The margin of any product can be updated and the discount can be added.
Please note that the estimated cost and actual cost may differ once all products are booked.

When the costs or dates cannot be calculated, then some associated Purchase Terms and/or BOMs and Routings are missing or need updating (e.g. when an article has been deleted, but it is still listed in a BOM).

Sending a Quotation, Order Confirmation or an Invoice

To send or print a quotation or an invoice with your company logo and details:

  1. Create and Save the Customer Order
  2. Scroll down to the Invoices table.
  3. Click Create to add a document.
  4. Choose the document type (Quotation, Order confirmation, Invoice etc.) and fill in other details.
  5. Save.
  6. Click PDF for customer for the PDF, 
    or click Send e-mail to open your e-mail client.

To invoice a shipment:

  1. Open the Customer Order, scroll down to the Shipments table.
  2. Click Create an Invoice Create an invoice button on Shipment's line.

Checking stock and booking products to the customer order

Before you can ship products to a customer, you need to reserve the products for this particular order, either from stock (if you make-to-stock) or from future production (if you make-to-order).

To see availability and book products:

  1. Open the Customer Order at CRM -> Customer Orders.
    Or Create a new CO and Save.
  2. Click the Check stock and book items button under the table of ordered products.
  3. You will see the inventory status of all items in the order.
  4. There are two options for reserving goods:
    - Button Book manually, which allows to manually create bookings from available stock lots.
    - Button Book all items, which will automatically try to book available goods (by FIFO principle).

If products are not available, then on this page you have the following options:

  1. Automatically create Manufacturing Orders, and if you wish, also Purchase Orders, by ticking the respective options and clicking Book all items.
    The Manufacturing Orders will be scheduled according to material availability and available production resources.
  2. Create demand for these products by clicking the Book all items button. Then the Available quantity of these items will become negative.
    You can schedule the Manufacturing Orders from Stock -> Critical on-hand page. Or if these are purchasable items, you can raise the Purchase Orders from Procurement -> Critical on-hand.
    The items from these MOs or POs will be automatically booked to the Customer Order(s).
  3. Create the manufacturing orders manually by clicking Book manually -> Create a manufacturing order. 
    Then you need to move back to the bookings page to connect the just planned lot (batch) of products to the Customer Order.

NB! It's also possible to configure automatic scheduling for Just-In-Time Manufacturing.

If booking is unsuccessful and MOs are not created automatically

Sometimes the software cannot create Manufacturing Orders automatically. This could mean one of two things:

  • There could be plenty of available products in the stock already. The software has successfully reserved these, and there is no need to create a new MO. (All is well!)
  • Some information needed for creating MO’s is missing:
    1) Most commonly, a Purchase Term indicating the material lead time is missing for a purchasable material.
    2) The BOM or the Routing is missing from the product.
    3) The BOM needs updating since some articles have been deleted.
    4) The Routing needs updating since a Work Station Type has been deleted.
    5) There are no Work Stations in a Work Station Type. (A Work Station needs to be added, or the Routing changed.)

Shipments to customer

Shipping documents can be created, and shipping reported, directly from inside the Customer Order or from the Stock section.

To create shipping documents (Waybill, Picking list):

  1. Open the Customer Order and scroll down to the Shipments section.
    Or go to Stock -> Shipments.
  2. Click Add to create a new Shipment.
  3. Fill in the details and Save.
    NB! The products must be booked for the Customer Order.
  4. Print the Waybill and Picking list.

To ship products:

  1. Open the Customer Order and scroll down to the Shipments section.
    Or go to Stock -> Shipments.
  2. Open the Shipment.
  3. Report picking of the items from stock:
    a) for reporting line-by-line, click the Pick Consume button on each line to report picking.
    b) if reporting all-at-once, click the Pick all items button.

Make-To-Order bespoke manufacturing

If capacity planning is required, then a new item with BOM and a Routing needs to be created for every bespoke project. This can be done very easily from within the Customer Order:

  1. Open the Customer Order, or create new.
  2. When choosing the Product, choose to Add a new product from the drop-down menu.
  3. Enter the product details.
    Read: How to add a manufactured item?
    Read: How to create a duplicate an existing item to create a one-off product?
  4. Once the product is entered, click Back to return to the Customer Order.
  5. Continue filling the Customer Order.

If capacity scheduling is not required, read: How to create a make-to-order bespoke manufacturing order?

Import from CSV

When creating a new customer order, it is possible to import a list of sold items from a CSV file. The file must be no longer than 100 lines and can contain the following columns:

  • Part number - a part number of the stock item that is sold. This column is required.
  • Quantity - a total quantity of the item.
  • Price - a price per one item.
  • Discount - a discount of the item.
  • Free text - a free text that is displayed below the stock item.

Other CO information should be added manually before the import.

Product statuses

Product status shows the situation with that particular product.

The software can assign one of the following statuses:

  • Not booked - the product is not booked or not the whole quantity is booked.
  • Expected on time - all products are booked and are expected on time.
  • Possibly delayed - warning that there is a good chance that delivery of products will be late. This can happen if:
    • MO finish date is same as CO delivery date;
    • Expected date of PO is same as CO delivery date;
    • CO delivery date is today and products are not received;
    • MO is not started at the planned time.
  • Delayed - warning that delivery of products will definitely be late. This can happen if:
    • MO finish date is after CO delivery date;
    • Expected date of PO is after CO delivery date;
    • CO delivery date is in the past and products are not received.
  • Ready for shipment - all products are received and can be shipped to the customer.
  • Delivered - all products have been shipped to the customer.

Statuses Possibly delayed and Delayed are assigned whether along with other manual actions (for example, when CO, MO or PO is updated) or automatically once per day between 1 a.m. and 3 a.m.

Customer Order Reports

Each customer order has several statistical reports, which can be accessed from CRM -> Customer Orders, by clicking on the Reports Reports button on a Customer Order's line.

  • The reports can be selected from the drop-down menu.
  • The period of a report can be custom defined or selected from pre-defined options.
  • Reports can be saved in PDF or CSV.

Jump to report:

  1. Bookings - bookings made for this order.
  2. Raw materials - all raw materials used in production related to products on this order.
  3. Missing parts - all raw materials which are not yet available for production of products related to this order.
  4. Serial numbers - all serial numbers shipped with this order.

Report "Bookings"

This report shows the list of bookings from stock for this customer order.

Report "Raw materials"

This report shows the list of parts and their quantities used in this customer order.

Report "Missing parts"

This report shows the list of parts that are not booked for manufacturing orders, which are connected with this Customer Order.

Report "Serial numbers"

This report shows the list of serial numbers that have been shipped for this customer order.

Customers

The CRM -> Customers section contains a list of all the customers.

This page allows:

  • creating and editing customers,
  • accessing customer reports,
  • accessing summary reports on all customers,
  • checking customer credit limits and balance,
  • bulk editing customer files,
  • searching customer notes,
  • importing customers,
  • exporting.

Jump to:

Tips and tricks

  • Click Create to add a new customer.
  • Click Choose columns to choose which columns to display.
  • Drag the columns to rearrange them.
  • Click Bulk editing to edit selected rows in bulk.
  • Click Reports to see the customer's reports.
  • Click Reports on top-right of the table to see the all customers summary reports.
  • Use the drop-down menu above the table to see a list of "Companies" or "Contacts".
  • The table can be searched and filtered (see Usage tips for wildcards).

Importing customers from a CSV file

At CRM -> Customers it is possible to upload many customers' information at once.

What is CSV? CSV (Comma-Separated Values) is a universal format for importing or exporting tabular data. A CSV file can be obtained by saving/exporting e.g. an Excel file as CSV (Comma delimited) (*.csv).

When uploading the CSV file:

  1. Select and match the names of the fields corresponding to the columns in the data.
  2. Check the "The first row is heading" option if the first row of the file contains headers. Then the first row will not be imported. 
  3. Select "Do not import" as the column type if some column is not to be imported.
  4. Click Import to upload the data into the appropriate fields of the database.  
When uploading customers, the fields that can be used are:
  • Number – a unique code to identify the customer. If a customer with the same number already exists, then this entry is ignored.
    If not imported, the code will be generated automatically. 
  • Company name – the name of the customer company. This is a required field, other fields are optional;
  • Status – status of the customer (plain text). Customer statuses are saved at Settings -> System Settings -> Customer Statuses. If a status does not exist it will be created.
  • Registration number;
  • Tax/VAT number;
  • Phone;
  • Phone 2;
  • Fax;
  • Skype;
  • E-mail;
  • Web;
  • Address;
  • Address 2;
  • Additional information - free text notes;
  • Contact person's name;
  • Contact person's position;
  • Contact person's phone;
  • Contact person's fax;
  • Contact person's Skype;
  • Contact person's e-mail.
Number Name Status VAT nr Phone Phone 2 E-mail Address Address 2 Contact person ...
CU-012 Customer 1 Permanent   Primary phone Secondary phone info@ABC Primary address Secondary address John Smith ...
  Customer 2 New 12345 Primary phone Secondary phone info@XYZ Shipping address Billing address Jane Smith ...
(Up to 3000 lines can be imported at once)

Download a sample file: import-customers.csv

Important!

  • If the imported file contains non-Latin characters, the file must be in UTF-8 (preferred) or Unicode encoding. If Excel is used to save the file, select the "Unicode Text (*.txt)" option in the "Save as type" field. Even though the extension of the file is TXT, it can be imported as a CSV-file.
  • The limit is 3000 lines per upload. If the file is bigger, divide it into several smaller files.
  • Since importing can be a question of trial-and-error, we strongly suggest making a back-up of the database before importing. In that case, if anything goes wrong, it is always possible to restore the previous session.

Customer Details

The customer details page, accessible from CRM -> Customers, displays all the customer's information:

  • contact information;
  • one or more contact persons;
  • notes;
  • time for the next contact (if due, the customer is displayed at CRM -> Today's contacts);
  • language of documents issued to the customer (from supported languages);
  • default payment period;
  • default tax rate (if different from your global setting);
  • default currency,
  • trade credit limit,
  • files and attachments.

Jump to:

  1. How to record the contact information of a customer?
  2. How to enter several delivery addresses or a separate billing address? 
  3. How to generate documents for the customer in another language?
  4. How to set a credit limit for the customer?
  5. How to set a default payment period for the customer?
  6. How to import customers?

Recording customer's contact information

For recording contact information, first a customer should be created:

  1. Go to CRM -> Customers, and click Create to add new.
  2. The contact type field is a drop-down (phone, fax, skype, e-mail, web, address, etc.).
  3. Each type of contact must be on its own line.
  4. The address entered here will be printed on invoices, quotations, and waybills.
  5. Contact details can also be entered for customer’s contact person(s). This data will not be printed on any document. 

For several delivery addresses or a separate billing address for one customer simply add more Address lines in the customer's details. Then, for the Shipment, it will be possible to choose from these in the Customer Order and the Shipment.

Language of documents issued to the customer

You can choose the language at the customer's details at CRM -> Customers.

Documents, like for example, invoices, will be printed in the customer's default language. By default, the language is your sign up language.

Payment period, invoice due date

You can enter the payment period at the customer's details at CRM -> Customers.

When an invoice is issued to the customer, the due date is calculated as current date plus payment period.

Customer's trade credit limit

You can set the credit limit at the customer's details at CRM -> Customers.

When an invoice is saved, the software checks the customer's trade credit limit and all current outstanding invoices of the customer.

  • If the limit is exceeded, a notification is displayed to the user.
  • The CRM -> Customers table displays the current Credit balance. (You may need to unhide the columns.)

Customer Reports

Each customer has several statistical reports, which can be accessed from CRM -> Customers, by clicking on the Reports Reports button on a Customer's line.

  • The reports can be selected from the drop-down menu.
  • The period of a report can be custom defined or selected from pre-defined options.
  • Reports can be saved in PDF or CSV.

Jump to report:

  1. Invoices - the invoices and quotations sent to this customer.
  2. Customer orders - the orders of this customer.
  3. Manufacturing Orders - manufacturing orders associated with this customer.
  4. Raw materials - all raw materials used in production related to the manufacturing orders of this customer.

Report “Invoices”

This report shows:

  1. the list of invoices and quotations associated with this customer,
  2. the sum of invoices as a graph.

Report “Customer orders”

The report shows

  1. the list of customer orders associated with this customer,
  2. the total sum as a graph or a Gantt chart.

Report “Manufacturing orders”

The report shows the list of manufacturing orders associated with this customer.

Report “Raw materials”

The report shows the list of parts that were used to produce products that were bought by this customer.

Summary Reports on All Customers

Summarized reports of all customers can be accessed from CRM -> Customers, by clicking on the All customers summary reports All customers summary reports button on top-right of the table.

  • The reports can be selected from the drop-down menu.
  • The period of a report can be custom defined or selected from pre-defined options.
  • Reports can be saved in PDF or CSV.

Jump to report:

  1. Bookings - bookings of all customer orders.
  2. Execution - production status of ordered products.

Report "Bookings"

This report shows the list of bookings from stock for all customer orders.

Report "Execution"

This report shows the production stages the products are currently in of active Customer Orders. 

 

 

Today’s Contacts

The CRM -> Today's contacts section shows a list of customers you need to contact today.

This page allows:

  • keeping track of interactions with customers,
  • seeing customers who need to be contacted today.

Setting a next contact time for the customer

  1. Open the customer by clicking on its name.
    Or at CRM -> Customers.
  2. Set the Next contact date.
  3. Save
  4. The customer will be shown on Today's contacts when this date has arrived.
NB! Make use of the Notes section in the customer's details to keep track of interactions.

Tips and tricks

  • Click Create to add a new customer.
  • Click Choose columns to choose which columns to display.
  • Drag the columns to rearrange them.
  • Click Bulk editing to edit selected rows in bulk.
  • Click Reports to see the customer's reports.
  • Click Reports on top-right of the table to see the all customers summary reports.
  • Use the drop-down menu above the table to see a list of "Companies" or "Contacts".
  • The table can be searched and filtered (see Usage tips for wildcards).

Invoices

The CRM -> Invoices section contains a list of all invoices, quotations, and order confirmations.

This page allows:

  • creating and editing invoices,
  • seeing the details and payment statuses of invoices,
  • filtering and exporting invoices.

Jump to:

  1. Tips and tricks.
  2. How to send a Quotation, an Order Confirmation, or an Invoice?

Tips and tricks

  • Click Create to add a new invoice.
  • Click Choose columns to choose which columns to display.
  • Drag the columns to rearrange them.
  • The table can be searched and filtered (see Usage tips for wildcards).
  • It is also possible to create an invoice without a relation to a Customer Order.

Invoice Details

The invoice details page, accessible from a Customer Order or CRM -> Invoices, displays all the details of the invoice, quotation, or order confirmation.

This page allows:

  • choosing the document type - invoice, pro-forma invoice, credit-invoice, quotation, order confirmation;
  • tracking the status of the document,
  • tracking payments,
  • entering products, non-inventory items, and free-text lines,
  • defining discounts and taxes,
  • downloading the PDF or Excel file,
  • sending the document to the customer.

Jump to:

  1. How to print the document?
  2. How to send the document?
  3. How to record payments?
  4. How to issue a credit-invoice and receive returned products?
  5. How to set different tax rates?
  6. How to send a Quotation, an Order Confirmation, or an Invoice from a Customer Order?
  7. How to invoice a shipment?

Printing the document

The documents can be printed to PDF in two versions

  1. PDF for customer - a document for the customer. This includes your company logo and details.
  2. PDF - an internal document. 

Sending the document

The Send e-mail button opens a new e-mail in your default e-mail client with pre-populated text to the customer together with a URL to the document.

Recording payments

Payments can be recorded as they are received. The payment status is updated automatically according the total sum of payments recorded in the Payments section of the Invoice.

It's possible to check the payment status on the CRM -> Customer Orders and CRM -> Invoices pages.

The payments are synchronized with Xero and QuickBooks Online.

Receiving customer returns, issuing a credit

For making a credit-invoice and receiving shipped items back into inventory, there are several ways:

  1. If the customer has already paid:
    a) create a RMA-order to issue a credit-invoice and receive the products back. Available, if the Return Merchandise Authorization (RMA) is enabled.
    b) create a new purchase order and buy the product back from the customer.

  2. If the customer has not paid:
    a) create a RMA-order to issue a credit-invoice and receive the products back. Available, if the Return Merchandise Authorization (RMA) is enabled.
    b) open the customer order and create a new invoice with Type "Credit-invoice" and change prices to negative for the accounting. Then take the product manually back to stock, for example by creating a new stock lot.

Different Tax Rates

By default, there is a common tax rate for all line of the invoice. If it is needed to have different tax rates for products, turn on Different Tax Rates at Settings -> System settings -> Software settings -> Different Tax Rates: Yes. Then it will be possible to set a separate tax for every product in the invoice.

Pricelists

The CRM -> Pricelists section contains a list of all your sales pricelists.

This page allows:

  • creating and editing pricelists,
  • importing pricelists.

Jump to:

  1. What is a pricelist?
  2. How to update a pricelist?
  3. How to update an item in all pricelists?
  4. How to import a pricelist?

What is a pricelist?

One pricelist lists your items and a sales price for each. If you have several pricelists, then you can assign default pricelists to customers, or choose the desired pricelist in a Customer Order.

If you wish to use pricelists in MRPEasy, then enable the Tiered Pricing functionality at Settings -> System Settings -> Professional functions -> Tiered pricing: Yes.

Updating a pricelist

There are several methods for updating a pricelist:

  1. Open the pricelist at CRM -> Pricelists and edit the prices
  2. Re-upload the pricelist at CRM -> Pricelists -> Import from CSV
    Read: How to update a pricelist via CSV upload?

For updating an item in all pricelists, open the item details page at Stock -> Items, where you will be able to see the item's prices in all pricelists and update them.

 

Import pricelist from a CSV file

At CRM -> Pricelists -> Import from CSV it is possible to upload and update pricelists of items you sell, one pricelist at a time.

To use this functionality, the Tiered Pricing functionality has to be enabled at Settings -> System settings -> Professional functions -> Tiered pricing: Yes.

What is CSV? CSV (Comma-Separated Values) is a universal format for importing or exporting tabular data. A CSV file can be obtained by saving/exporting e.g. an Excel file as CSV (Comma delimited) (*.csv).

When uploading the CSV file:

  1. Select and match the names of the fields corresponding to the columns in the data.
  2. Check the "The first row is heading" option if the first row of the file contains headers. Then the first row will not be imported. 
  3. Select "Do not import" as the column type if some column is not to be imported.
  4. Click Import to upload the data into the appropriate fields of the database.  

When uploading pricelists, the fields that can be used are:

  • Product - part number of the item, as in Stock -> Items;
  • Selling price - in your main currency.
Product Price
A-0001 10
A-0002 20
(Up to 3000 lines can be imported at once)

Download a sample file: import-pricelist.csv

Updating a pricelist via CSV upload

At CRM -> Pricelists -> Import from CSV it is possible to update a pricelist by uploading the new version from a CSV file.

For updating a pricelist by uploading a CSV file:

  1. Go to CRM -> Pricelists and click on Import from CSV.
  2. Choose the CSV file.
  3. A drop-down menu appears for choosing an existing Pricelist.
  4. Choose the desired existing pricelist to update.
  5. Match the columns, and mark if the file has headers.
  6. Finish the import.

Important!

  • If the imported file contains non-Latin characters, the file must be in UTF-8 (preferred) or Unicode encoding. If Excel is used to save the file, select the "Unicode Text (*.txt)" option in the "Save as type" field. Even though the extension of the file is TXT, it can be imported as a CSV-file.
  • The limit is 3000 lines per upload. If you need more lines per pricelist, ask us.
  • Since importing can be a question of trial-and-error, we strongly suggest making a back-up of the database before importing. In that case, if anything goes wrong, it is always possible to restore the previous state.

Pricelist Details

The pricelist details page, accessible from CRM -> Pricelists, shows the details of a pricelist.

This page allows:

  • setting the sales prices of items,
  • updating an existing pricelist,
  • deleting a pricelist,
  • uploading a pricelist.

Important

  • In the pricelist details page, It is possible to update a pricelist that has up to 300 products.
  • If the pricelist is longer, please upload a CSV file with a new version of the pricelist.

Jump to:

  1. What is a pricelist?
  2. How to update a pricelist?
  3. How to update an item in all pricelists?
  4. How to import a pricelist?

Cash flow Forecast

The CRM - Cash flow forecast report shows a week-by-week cash flow forecast for a selected period.

  • The period of a report can be custom defined or selected from pre-defined options.
  • The reports can be saved in PDF or CSV.
Week Invoices Purchases Cash flow
Week 1 Sum of Invoices to customers which are due to be collected this week* Sum of Purchase Orders which are due to be paid this week = Invoices - Purchases
Week 2 10 000 4 000 6 000

* The invoices' types must be "Invoice" and the statuses must not be "Dummy".

Statistics

The section displays reports based on shipped (or partly shipped) customer orders.

The period for the data can be either manually selected from the calendar, or picked from the pre-defined options given.

Report "Customers"

Summary of shipped orders by customer.

The report includes:

  • Customer;
  • Selling price;
  • Cost;
  • Profit;
  • Average delay of shipment in days (exceeding the order Delivery date);
  • On time delivery percentage.

Report "Goods shipped"

Summary of shipped orders by items sold.

The report includes:

  • Part number;
  • Part description;
  • Quantity;
  • Selling price;
  • Cost;
  • Profit;
  • Cost of materials;
  • Manufacturing overhead;
  • Labour cost;
  • Average delay of shipment in days (exceeding the order Delivery date);
  • On time delivery percentage.

Report "Customer orders"

Summary of shipped Customer Orders.

The report includes:

  • Customer order;
  • Customer;
  • Selling price;
  • Cost - cost of all items on the order (incl. non-manufactured items);
  • Profit;
  • Cost of materials - cost of materials of the manufactured items;
  • Manufacturing overhead;
  • Labour cost;

RMA Orders

This section shows a list of RMA orders.

Click '+' to add a new RMA-order.

RMA Order Statuses

Status shows the progress of inspection, service, and delivery of an RMA order.

The following RMA order statuses are available:

1. New - this is the first status of RMA order when items are not received yet. This status is assigned automatically.

2. Waiting for inspection - after items are received, they should be checked (Procurement -> Inspection) and a decision should be made. This status is assigned automatically.

3. Waiting for action - this status shows that decision has been made and some manual action is needed:

  • if item should be repaired - a service order should be created;
  • if items should be replaced - replacement items should be booked.

This status is assigned automatically.

4. In progress - items are being processed and customer needs to wait until work is finished:

  • in case of repair - service order is created and it is in queue or in progress;
  • in case or replacement - a replacement item is not ready yet.

This status is assigned automatically.

5. Ready for shipment - this status shows that all items can be shipped to the customer (item is either rejected at inspection, repaired, or replaced). This status is assigned automatically.

6. Shipped & invoiced - this status shows that all items have been shipped. This status is assigned automatically.

7. Delivered - this status confirms that RMA order is finalized, items have been received by the customer. This status is assigned manually.

8. Cancelled - order is cancelled. This status is assigned manually. Cancelled RMA order cannot be restored.

RMA Order Details

The page contains the description of the RMA order.

When a customer wants to return items, a new RMA order with a unique number should be created.

When items are received, Received option should be checked. This will create a target stock lot.

After items are received, they should be inspected and a decision should be made.

If items should be repaired, a service order should be created.

If items should be replaced, a replacement item should be booked.

If items are rejected, they should be shipped back.

Once items should be shipped to the customer, a shipment must be created.

If customer should pay for the work, an invoice should be issued.

If money should be returned to the customer, a credit invoice should be issued.