Getting Started

The program is divided into eight main sections:

Jump to:

Quick start guide

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

MRPeasy usage flowchart

Jump to:

  1. Getting a quick overview, starting testing.
  2. Entering parts and products.
  3. Planning and reporting production.
  4. Material planning, procurement.
  5. Fulfilling customer orders.

How to get a quick overview and start testing

For a quick overview:

  1. Play with the demo data.
  2. Watch the demonstration videos.
  3. Follow the Testing manual.

Once you are ready to start with your own data:

  1. Empty the database from demo data in Settings -> Database maintenance section.
  2. Add other users who will test the system in Settings -> Human resources.
  3. Enter a simple test task. A simplified product with a few materials and operations will be perfect.
  4. Read and apply the MRPEASY IMPLEMENTATION GUIDELINES.

How to enter your parts and products

The very first thing after initial testing 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.

Demo videos: 

General steps:

  1. Go to Stock -> Items, click the '+' button and create the items for the products and for the raw materials. 
  2. For procured items, enter the Purchase Terms to define the vendor, cost, and lead time.
  3. For manufactured items, enter a Bill of Materials (BOM) and a Routing.

How to plan and report production

Demo videos: 

Jump to:

General steps for make to order (MTO) manufacturing

In the make-to-order manufacturing mode, the basis of production planning is a sales order, i.e. a Customer Order in MRPeasy.

Create one Manufacturing Order (MO) for one Customer Order (CO):
  1. Create a CO and save.
  2. Click "Check stock and book items".
  3. Check the option "Create MOs for missing products"
  4. Click "Book all items".
Create one Manufacturing Order for several Customer Orders:
  1. Create CO and save.
  2. Click "Check stock and book items".
  3. Click "Book all items".
  4. Repeat steps 1-3 for all orders.
  5. Go to Stock -> Critical on hand, and create MOs for products, which are below their Reorder Point (it must be defined for the products, even 0).
  6. Now, you will see that the MOs are automatically connected to the COs.

General steps for make to stock (MTS) manufacturing

In the make-to-stock manufacturing mode, the manufacturing is planned before orders from customers arrive.

For making to stock, there are several ways of creating Manufacturing Orders (MOs):

  1. Go to the Production planning -> Manufacturing orders and click "+" to create a new MO.
  2. Assign a Reorder Point (ROP) for each item and use the Stock -> Critical on-hand report to create MOs for items that are below their reorder point.
  3. Create MOs from the Procurement -> Forecasting function.

Production reporting in "My production plan" or "Internet kiosk"

The workers who are assigned the production operations will see and be able to report these in:

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

Inventory transactions are automatically made when users in different roles(e.g. sales, production, procurement) report what they've done.

Demo videos:

Generally: 

  1. As Customer Orders are made, book (reserve) products for these.
  2. As production is scheduled, available materials are booked for each Manufacturing Order.
  3. Create Purchase Orders for missing materials:
    - From shortage reports, the Procurement -> Critical on-hand or Requirements.
    - Manually at Procurement -> Purchase Orders by clicking '+'.

How to fulfill customer orders

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

Demo videos:

Order fulfillment workflow

For making a quick quote:
  1. Go to CRM -> Invoices, and click "+" to create a new document.
  2. Select the document type "Quotation".
  3. Fill in the details.
  4. Save and send the quotation PDF.
For estimating costs and dates for a Quotation:
  1. Go to CRM -> Customer Orders, and click "+" to create a Customer Order (CO) to save the request for the quote.
  2. Estimate the lead time and costs if you do not have a standard price list.
  3. Then click "+" in the Invoices section of the CO, select document type "Quotation".
  4. Save and send the quotation PDF.
For sending an Invoice:
  1. Open the saved Customer Order and click "+" in the Invoices section of the CO.
    Or, go to CRM -> Invoices, and click "+".
  2. Select document type "Invoice".
  3. Fill in all the details.
  4. Save and send the Invoice PDF.
For booking the products:
  1. Open the saved Customer Order.
  2. Click the "Check stock and book items" button to check if the required products are in stock:
  3. Reserve available or booked items by clicking the "Book all items" button.
  4. If products are neither available in stock nor expected, then:
    a) tick the options to automatically create Manufacturing Orders, and if you wish, also Purchase Orders, and click "Book all items".
    b) create demand for these products - put them on backorder -  by clicking the "Book all items" button. Then you can use the Stock -> Critical on-hand report to create MOs.
For shipping the products:
  1. Open the saved Customer Order.
  2. Click "+" in the Shipments section to plan a new shipment.
  3. Fill in the details and save.
  4. Print the waybill, picking list, packing list.
  5. Click "Pick" or "Pick all items" buttons to ship the products.
    This can also be done by the responsible stock worker at Stock -> Shipments.

Complete User Manual

The complete user manual can be found here:

/documentation

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

/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 the demonstration video and get 5 days FREE

We have an 4-minute video that describes how MRPeasy generally works. This will also give you 5 free days.

In addition, there is a great number of training videos available on every possible topic. If you are new or had a pause in working with MRPeasy, these are great learning tools and memory refreshers.

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, Workstations, etc.

Demo video

Usage tips

Jump to:

  1. Demo video: Usage tips.
  2. Buttons and icons.
  3. Quick help.
  4. Data tables.
  5. Search wildcards and operators.
  6. Browser security settings.
  7. Miscellaneous.

Buttons and icons

  • Add Add a new entry
  • Edit Edit/View an existing entry
  • Bulk editing Bulk editing
  • Choose columns Choose columns to be displayed
  • Search Search by specified conditions
  • Clear Clear the search conditions
  • Saved searches Saved searches - possibility to save a filter or use a saved filter. Selected columns, their order, and filled parameters are saved.
  • Reports View reports
  • Important notice Important notice
  • Actions View action log
  • Rebook materials Rebook materials for planned Manufacturing Orders (Production schedule)
  • Press and drag up or down to change order Drag up or down
  • Create a Purchase Order Create a Purchase order (Critical on-hand, Requirements)
  • Consume Consume item (MO details for worker)
  • Pick Pick item (Shipment)
  • Create a manufacturing order Create a Manufacturing order (Critical on-hand in Stock)
  • 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
  • Page navigation Page navigation
  • List or detailed view List or detailed view
  • Sales pipeline view Sales pipeline view
  • View sums View sums
  • Users Sign in for more users at the internet-kiosk device
  • User Switch between users or sign out from internet-kiosk

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.

Data tables

  • 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.
  • 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.

Search wildcards and operators

There are several wildcards and operators, that can be used when searching:

  • _ can be used as a placeholder (wildcard) for any single symbol.
  • % can be used as a placeholder (wildcard) for multiple symbols.
  • && ignores the order of words. For example, "wood && table" finds both "wooden table" and "table from wood".
  • || finds data, that contains at least one of the words when searching by text. For example, "wood || table" finds both "wooden chair" and "plastic table".

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").

Miscellaneous

  • Tooltips are provided for all fields throughout the program. If a field is not understandable, simply move your mouse over its title.
  • MRPeasy is only accessible online; it is not downloadable software.
  • Sometimes the system seems to be malfunctioning when the user is using multiple browser tabs or windows at the same time. This is not recommended.

Database Maintenance

Under Settings -> Database maintenance it is possible to:

  1. Download a database backup.
  2. Restore a database backup.
  3. Archive old data.
  4. Partially clear or fully empty the database.

Database backup and restoration

You can download your database backup file in order to have a copy of it on your computer. It is advised to do this at least once a month.

You can upload the database backup file to restore your data. The valid backup file is the following:

  • The file is not older than 30 days.
  • It is downloaded from the same account it is restored to (it is not possible to upload a backup file from one account to another account).
  • It is not edited in any way.

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.

Attention! The MRPeasy database backup file can be used/read in the MRPeasy only. Please do not try to open and edit it in other programs.

Archiving of old data

It is possible to archive older data, which has not been used for the last 1, 1.5, or 2 years in bulk at Settings -> Database Maintenance -> Archive old data.

Archived objects are not deleted completely. These are normally hidden but can be found at any time.

The following objects are archived:

1. Archiving of items, bills of materials, and routings

Stock items can be archived along with their bills of materials and routings. BOMs and routings that belong to archived products are also archived.

Archived...

  1. items can be found at Stock -> Items by searching for the part number.
  2. BOMs can be found at Production planning -> BOM by searching for the BOM number.
  3. routings can be found at Production planning -> Routings by searching for the routing number.

Also, these archived objects receive a "-del" suffix to their number, so these could be easily looked up by it.

Archived items, BOMs, and routings can be restored:

  1. Find it.
  2. Open it.
  3. Click the Restore button.
2. Archiving of orders

The following orders are archived:

  • Customer orders: in statuses Shipped and Invoiced, and Delivered.
  • Purchase orders: in status Received.
  • Manufacturing orders: in statuses Done, Shipped, and Closed.
  • Service orders: in status Done, Shipped, and Closed.
  • RMA orders: in statuses Shipped and Invoiced, and Delivered

Archived orders receive status Archived.

Orders in status Archived can be found by this status, but they aren’t shown in the general list.

Emptying the database

There are two options for emptying the database:

  1. Empty the database
    - Delete all data (except users, settings, and sites).
    - Numbering formats will be reset.
  2. Delete orders and stock
    - Delete all orders (MO, CO, PO, RMA, SO) and inventory levels.
    - The so-called seed or master data will remain - items, customers, vendors, BOMs, routings, workstations, etc.
    - Numbering formats will not be reset.

It is advised to download a new backup file before any deletion!

Account and Billing

You can see the state of your account under Settings -> Account and billing

Here you can:

  1. See the paid until date, the number of users, and the next invoice amount.
  2. Order MRPeasy.
  3. See and pay invoices.
  4. Change your pricing plan.
  5. Pay for more users.
  6. Change the billing cycle.
  7. Change the company name, contact e-mail and billing e-mail for the account.
  8. Downgrade your account.
  9. Delete your account.

How to order MRPeasy

At the end of the free trial, a proforma invoice will automatically be issued for the next billing period. Once it is paid you can continue using MRPeasy.

To order MRPeasy:

  • Follow the instructions, which you will receive in your email after the end of the trial.
  • Or go to Settings -> Account and billing -> Invoicing, open the Invoice, and proceed to checkout.
  • If you wish to continue with automatic renewal, choose to save the card or Paypal details for the next payments.

You can also enter and change payment details anytime at Settings -> Account and billing -> Payment data.

When a proforma invoice is paid, a tax invoice is automatically generated and can be found at Settings -> Account and billing -> Invoicing.

Note that you will not be charged during the free trial period and neither for the free trial.

How to pay your invoices

You can see your invoices at Settings -> Account and billing -> Invoicing.

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, open it, and proceed to checkout.

How to order more users

To add 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. The software will automatically generate a proforma invoice, which is proportional to the time until the end of the current billing cycle.
  2. Go to Settings -> Account and billing -> Invoicing and pay the invoice.
  3. Go to Settings -> Human Resources and press the "+" button again to enter the pre-paid users.

NB! Users can be freely added during the free trial, without any restrictions.

How to change the pricing plan

To change your pricing plan:

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

For downgrading, please read this FAQ article: How can I downgrade my account?

How to change the billing cycle

You can change your billing cycle at Settings -> Account and billing -> Profile by clicking Edit, and changing the Billing cycle.

The new billing cycle will take effect after the current billing period ends.

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

Contact e-mail is in use for sending information from MRPeasy to the client.

Billing e-mail is used for invoices only. If the billing e-mail is absent, invoices are sent to the contact e-mail.

To change the company name and associated e-mails:

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

How to choose the Corporate plan

  1. Your account should be paid an Unlimited account with at least 4 full users. In this case, you can upgrade your pricing plan to Corporate at any time.
  2. Corporate plan can be agreed upon and used for the functionality, agreed between the client and the provider. Contact the Support Department for more information via the Support Ticket system in Settings -> Support

How to downgrade the account

To downgrade from a higher software edition (pricing plan) to a lower one act as follows:

1. Check that your account does not exceed any limits of the chosen lower pricing plan. Limits are listed at /terms/#limits.

2. Disable all special features, which are provided by the higher edition. This can be done at Settings -> System settings -> Professional functions and/or Enterprise functions.

A special feature can be disabled if there is no special data that is created by that function. For example, to disable the functionality of the Serial numbers, all serial numbers should be deleted.

3. Go to Settings -> Account and Billing -> Profile, click Edit, then choose and save the edition/plan that you would like to downgrade to.

4. Check in Settings -> Account and Billing that you have the desired pricing plan and the next invoice amount is as expected.

How to delete the account

To delete your account:

  1. Go to Settings -> Account and billing -> Profile 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?

We're here for you!

The Settings -> Support page allows managing support options.

If you get stuck:

  1. Look into the Quick help for instructions from the User Manual, and the training videos.
  2. Search the Help Centre for frequently asked questions.
  3. Write to our support team at Settings -> Support.
  4. You can order personal training hours with our specialists.
  5. Our Authorized Partners can offer personal implementation services.
  6. You can allow technical support access to your data to help diagnose specific issues.

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.

Support Ticket System

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

  1. Your action – what you did (describe step-by-step, very detailed);
  2. The expected result;
  3. The actual output, and relevant additional information, e.g. error messages, company ID, username, time, 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.

Please select the relevant category for your ticket:

  • Functionality question – You have a question about existing functionality or availability.
  • Development proposal – You have an idea for development.
  • Customization request – You wish to get a quote for a paid development. Customization terms.
  • Error message – You have received an error message such as "Please contact customer support", there is some technical error with the software.
  • Account and billing – You have questions about your account and billing.
  • Other - You have other questions.

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 specialist.

Disclaimer! Please note, that we can train existing MRPeasy functionality, but cannot consult you how to use MRPeasy in your business, with your data. We also cannot help you in setting up integrations with accounting and other external programs.

Implementation help

If you want a personal approach, someone to guide you and help you set up MRPeasy for your business please turn to our partners.

Implementation consultations are provided by MRPeasy Authorized Consultants, which are independent consulting companies. Authorized Consultants have their own service and pricing policy. The Authorized Consultants can be found here: /consultants/

Support access

If you have an issue that you want to have MRPeasy technical support to take a look at and help you resolve, then you can allow access to your database, so the issue could be investigated.

Access to your database can be allowed at Settings -> Support -> Settings. To revoke access, please ask this via a support ticket.

Support access is something only some of MRPeasy tech. support personnel with special access privileges can utilize when a customer specifically asks for technical help with a clear question. Even then, the data is obfuscated, mostly showing only codes, numbers, and dates (i.e. item descriptions, vendor or customer names, contacts, addresses, workstation names, tasks, operation descriptions, attachments, notes, account names, etc. cannot be seen).

As a policy, MRPeasy employees:

  • never access customers' data, with the only exception being when Support access is allowed and assistance is explicitly asked for solving a specific issue. Only some tech. support employees have this clearance;
  • never review customers' data;
  • never input, change, edit, update customer's data in their databases;
  • never manually create, edit, or delete databases. Databases are created automatically with a new account, and can be only deleted by the customer, or automatically if the account expires;
  • never add, edit, or remove users.

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 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

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

Tips:

  • Clicking on a widget will open the detailed report.
  • Add or remove widgets by clicking on Customize dashboard.
  • The order of widgets can be changed by clicking on a widget title and dragging it to a new place.
  • Depending on user rights, some widgets may not be visible.

The following widgets 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 either the due date or the finish date in the past.
  • Late PO - number of purchase orders that are not received yet and have an expected date in the past.
  • Items below reorder point - number of stock items whose available quantity is below the minimum desired quantity, below the reorder point level.
  • 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 – the percentage of overall equipment effectiveness from the beginning of the month.
  • TEEP – the percentage of total effective equipment performance from the beginning of the month.
  • Sales - the total sum of invoices from the beginning of the month.
  • Stock - the total cost of inventory.
  • Cash flow - the balance of payments received from customers and payments made to customers from the beginning of the month.
  • Purchases on time - the percentage of POs that have been received on time from the beginning of the month.
  • Manufacturing on time - the percentage of MOs that have been made on time from the beginning of the month.
    - Manufacturing on time % = (The number of finished MOs, where "Due date" equals to or is after the "Finish date")  / (The number of all MOs, for which "Due date" is on or after the 1st of this month)
    - This indicator only considers MOs, which have a "Due date" greater than the beginning of this month. MOs without a "Due date" are ignored.
  • Deliveries on time - the percentage of COs that have been shipped on time from the beginning of the month.
    - Deliveries on time % = (The number of on time shipped COs) / (The number of all considered COs)
    - If the shipment date (date when Shipment was picked) is earlier or equal to CO "Delivery date", the CO is considered on time. If there are several shipments, the latest date is used.
    - The following COs are considered:
    1) Orders, which should have been delivered this month - with a "Delivery date" from the beginning of this month to today, with any customer order status from "Confirmed" to "Delivered".
    2) Orders, which are overdue - with a "Delivery date" before this month, with statuses "Confirmed", "Waiting for production", "In production", or "Ready for shipment".
    3) Orders, which were delivered early - with a "Delivery date" in the future, with statuses "Shipped and invoiced" or "Delivered".
    - Orders, which do not have a "Delivery date" are ignored. Delivery dates of individual CO lines are not used.

 

Settings

The Settings section of MRPeasy gives the ability to:

  • modify the settings of your MRPeasy account,
  • set your company details and regional settings,
  • define work hours, holidays, business days, etc.
  • enable additional functionality,
  • configure functionality and the user interface,
  • access account and billing options,
  • access customer support options,
  • manage users and departments,
  • create and modify different production sites and stocks,
  • download database backups and restore backups.

The Settings section has the following sub-sections:

  • System settings - contains the settings which customize how the application works.
  • Account and billing - where you can manage your subscription.
  • Human resources - contains settings regarding users, departments and departments planning.
  • Production sites/Stocks - allows managing multiple physical stocks and/or production sites at different geographical locations. Available with the Multi-Stock and Production Sites functionality.
  • Support - contains conversations with Customer Support (the Support Ticket System), purchasing of training hours and launch packages.
  • Database maintenance - contains options for downloading and uploading backups, clearing the database.

Settings - Frequently Asked Questions

Account and billing:

  1. How to order MRPeasy?
  2. How to see and pay invoices? (incl. bills for additional users, training, ordered customizations).
  3. How to order more users?
  4. How to change the billing cycle?
  5. How to choose the Corporate plan?
  6. How to change your pricing plan?
  7. How to change the company name and contact e-mail for billing for the account?
  8. How to delete your account?

Users:

  1. How to add users to the free trial?
  2. How to add users to the subscription?
  3. What is a free user?
  4. How to access the database logs?
  5. How to set user access permissions?
  6. How to hide costs and prices from the user?
  7. How to enter the hourly wage for labor cost calculations?
  8. How to enable the internet-kiosk?
  9. How to give order approval rights?
  10. What is the lock handler?
  11. How to limit the IP addresses the user can log in from?
  12. How to enable two-factor authentication?
  13. How to change the password?
  14. How to delete a user?

MRPeasy system settings:

  1. Where can I define my company details - name, billing address, etc.?
  2. Where can I define the regional settings - base currency, the first day of the week, time zone, etc.?
  3. How do I define additional foreign currencies and exchange rates?
  4. How do I change the default numbering formats for documents?
  5. Where can I enable Professional package functions?
  6. Where can I enable Enterprise package functions?
  7. Where can I disable pages changing with sliding - so they would change right away?
  8. What are the Software settings, which re-configure functionality?
  9. What are the Usability settings, which re-configure the user interface?
  10. How to add custom fields to the MRPeasy database?
  11. How to define custom write-off types?
  12. How can I edit PDFs of Purchase Orders, Invoices, etc.?
  13. How can I manage different warehouses and production sites?

Integrations:

  1. How to configure integrations?
  2. How to connect with QuickBooks Online?
  3. How to connect with Xero?
  4. How to add attachments in MRPeasy?
  5. How to display images and CAD files?
  6. How to connect with Pipedrive?
  7. How to connect with Shopify?
  8. How to connect with Magento?
  9. Where is the API documentation? (API usage is available only on Unlimited plan)

MRPeasy support:

  1. How can I reach MRPeasy customer support?
  2. How to access the Quick Help?
  3. How can I order personal training?
  4. How can I get personal implementation help?
  5. How can I allow/deny technical support access to my database?

Database maintenance:

  1. How can I download a backup of the database?
  2. How can I restore my database from a backup?
  3. How can I clear the database?

Jump to other FAQs:

System Settings

The Settings -> System settings section contains the settings which customize how the application works.

  • Regional Settings - customize how the information is displayed according to local specifics, e.g. timezone, the first day of the week, base currency, etc.;
  • Company Details - enter the information about your company, which will be displayed in the documents sent to your customers and vendors;
  • Numeration Formats - set the numeration formats based on which document numbers are generated in MRPeasy;
  • Work Hours - define the work hours for each day;
  • Holidays - enter the dates of holidays when no work will take place;
  • Professional Functions - enable or disable the Professional functions;
  • Enterprise Functions - enable or disable the 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;
  • Integrations - configure integrations of MRPeasy with other software;
  • PDF editor - customize the layouts of PDF documents;
  • Label editor - customize labels;
  • E-mail editor - customize subjects and texts of e-mails that can be sent to your customers and suppliers;
  • Custom fields - add custom fields to your MRPeasy database;
  • Write-off types - define custom write-off codes for manual write-offs;
  • Customer Statuses - rename default customer statuses in CRM.

Regional Settings

The Settings -> System settings -> Regional settings page allows customizing how the information is displayed in MRPeasy according to your local specifics.

Demo video: Setting up business details, working hours, PDF editor.

The following information can be defined on this page:

  • Time zone - time zone you are in by continent and city, e.g., Europe/London.
  • Date Format - how dates are displayed, e.g., dd.mm.yyyy, mm/dd/yy, etc.
  • First day of the week - which day the calendars display as the first day of the week.
  • Decimal separator - choose whether the decimal separator is a comma or a dot.
  • Thousands separator - choose whether the thousands separator is a comma, a dot, or space.
  • CSV separator - choose whether the field separator in CSV files is a comma or a semicolon (when exported).
  • Currency sign - your base currency. Enter the default currency sign, e.g., USD, EUR, GBP, AUD, etc.  You can use also signs $, €, £, however, they will not work for automatic update of the currency rate, if you will use it.
    Important! Changing the base currency sign in a live database will not result in any changes of financial values or recalculation of documents and exchange rates; only the sign is changed. 
  • Currency format - how prices and costs are displayed, e.g. as 100€ or €100.
  • Generic name of an undefined place in stock - name of the default storage location in Stock; by default, it is "General".

Company Details

The Settings -> System settings -> Company details page allows entering the information about your company, which will be displayed in the documents created by MRPeasy.

Demo video: Setting up business details, working hours, PDF editor.

The following information can be defined on this page:

  • Company name - the name of your company. This information is printed on Invoices, Quotations, Purchase Orders, etc., and also on invoices from MRPeasy.
  • Contact details - your company's address as free text. This information is displayed on Invoices, Quotations, Purchase Orders, etc., and also on invoices from MRPeasy.
  • E-mail - enter your company's general e-mail address.
  • Website - the URL of your company's website.
  • Phone - your company's phone number.
  • Reg. no. - your company's registration number.
  • VAT number - your company's VAT number if you are from the EU and have a valid VAT number. It eliminates 20% of the VAT from MRPeasy's invoice to you.
  • VAT rate / Tax rate - your VAT, GST, or Sales Tax rate. This will be added to the Invoices and Quotations you create as the default tax rate.
  • Payment details - enter your payment details as free text. This information will be added to the Invoices and Quotations you create.

Numbering Formats

The Settings -> System settings -> Numbering formats page allows setting the numeration formats and the current sequence numbers based on which document numbers are generated in MRPeasy.

Each time a new document is created the sequence number is increased by one.

Here are the default formats for each document:

Working Hours

The Settings -> System settings -> Working hours page allows defining the work hours for each calendar day.

Demo video: Setting up business details, working hours, PDF editor.

  • The work hours define for how many hours a day workstations can be loaded.
  • The default hours are Monday through Friday, 08:00 – 17:00.
  • 24-hour workdays (e.g. three 8-hour shifts) must be defined as 00:00 – 23:59.
  • Each day which has work hours is considered as a business day (material lead times are defined in business days for higher accuracy).
  • Custom work hours can be configured for each workstation group at Production Planning -> Workstation Groups -> details of a workstation group.
  • Work that was not completed or paused at the end of the working day is automatically suspended by the operation time tracker. This is done from 1 am to 3 am.

Holidays

The Settings -> System settings -> Holidays page allows entering the dates of holidays when no work takes place.

Demo video: Setting up business details, working hours, PDF editor.

  • No manufacturing operations will be scheduled for these days.
  • Custom holidays can be configured for each work station type at Production Planning -> Workstation Groups -> details of a workstation group.

Professional Functions

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

Demo videos.

The additional functions available in the Professional package are:

  • Co-product BOM - add side-products (side-products, scrap, waste) to BOM, which can also be retrieved to stock from the same Manufacturing Order;
  • Custom fields (always on) - add custom fields to the database;
  • Disassembly BOM - ability to disassemble a product into parts.
  • Expiry date - track expiry dates of stock lots;
  • Fixed Quantity - fix a part quantity in a BOM irrelevant of the order quantity;
  • Matrix BOM - define parametrical products, which have many variations;
  • Non-inventory items - create items which are not tracked in inventory;
  • Overlap and special sequences 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 production operations - an operation can be divided into smaller parallel operations among all available workstations of the same group;
  • 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;
  • Unscheduled manufacturing orders - ability to remove planned manufacturing orders from the production schedule.

Co-Product BOM

The Co-product BOM functionality allows for producing additional products as a result of one manufacturing order.

This allows line workers to report the number of co-products, side products, rejected products, or scrap.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Co-product BOM.

Jump to:

Configuring additional products

Co-products must be previously configured in the BOM of the main product before these can be reported.

To set up additional products:

  1. At Stock -> Items create the articles for the additional products, for example, Waste or Scrap.
  2. Open the BOM of your product, where these items will be produced as additional side-products.
  3. Add the possible additional products in the section Additional product.
  4. Set the percentage of total MO costs, that are allocated to co-products. If undefined, the cost is 0.

Reporting co-products, adding additional products to stock

Additional products can be reported in several places:

The cost of the additional products

It is possible to divide the costs of a manufacturing order between the main product and co-products of the main product.

To do so, the percentage of costs that are allocated to co-products must be set in the product's BOM details.

Note that:

  • A cost allocation percentage is set per one unit.
  • If the percentage is undefined, the cost is 0.

For example, with one co-product, if 20% of costs are allocated to a co-product, then:

  • 100% - 20% = 80% of costs will be allocated to the main product (percentages must add up to 100%).
  • One unit of co-product will be allocated 4 times (80/20) fewer costs than one unit of the main product, i.e. a co-product cost will 1/4th of the main product.
  • If total MO cost is $1000, 24 main products and 4 co-products are made, then costs will be allocated as follows:
Total MO cost: A = Direct materials + Direct labor + Overhead = $ 1000
Cost of 24 main products: B = 24 x 80% x A / (24 x 80% + 4 x 20%) = $ 960
Cost of 4 co-products: C = 4 x 20% x A / (24 x 80% + 4 x 20%) = $ 40
Cost of 1 main product: D = B / 24 = $ 40
Cost of 1 co-product: E = C / 4 = $ 10

How to find the cost allocation percentage for a co-product

What is the cost of a co-product is a business decision. Standard costs for co-products and main products should be found, or cost ratios set. Only then, it is possible to calculate the cost allocation percentage to use in the software.

  • General formula: Cost percentage of co-product A = (Cost per unit of co-product A) / (Sum of all unit costs of co- and main products)
  • In case of 1 co-product: X = E / (D + E)
    X - the cost allocation percentage for the co-product. The unknown variable.
    - the cost per unit of the main product.
    - the cost per unit of the co-product.

If the costs are $40 and $10, we find the cost allocation percentage: X = 10 / (10 + 40) = 20%

If you have more co-products, then the same approach can be used for all.

For example, 3 co-products:

Product Standard cost per unit Calculation Percentage Comment
Main product 10 10 / 16 = 62.5% This can be calculated for a check, to verify that sum of cost allocation percentages adds up to 100%. This is not entered into the software
By-product 1 1 1 / 16 = 6.25%  
By-product 2 2 2 / 16 = 12.5%  
By-product 3 3 3 / 16 = 18.75%  
Sum: 16   100%  

If there is no standard cost, but ratios or weights are in place instead, then the result can be found with the exact same approach, as in the above table. E.g. by-product 1 cost is 1/10th of the main product, by-product 2 cost is 2/10ths, by-product 3 cost is 3/10ths, etc.

Custom Fields

Starting from the Professional edition of MRPeasy, the Settings -> System settings -> Custom fields page allows configuring additional database fields in your MRPeasy database.

Demo video: "Custom fields" functionality.

Notes:

  • Custom fields provide additional opportunities for searching and sorting, but not for calculations.
  • Custom fields are hidden by default in the tables, click Choose columns to make them visible.
  • Max. 15 custom fields can be added.

Details:

  • The custom field can be a free text, number, date, or a drop-down with pre-defined options.
  • A custom field can be marked "Required", so the user must fill the field.

Custom fields can be added to the following objects:

Object Comments
Customer orders  
Customer returns (RMAs)  
Customers  
Invoice  
Manufacturing orders Custom fields for MOs can be shown in My Production Plan.
Procurement invoices  
Purchase orders  
Purchase terms  
Shipments  
Stock items Custom fields for Stock Items can be added to several PDFs. These fields can be included in other documents besides invoices and POs by editing the layouts with the PDF editor.
Stock lots Custom fields for Stock Lots can be "Persistent". It means that custom field values will be transferred to a new stock lot, that is created automatically as a result of a transfer order or rejection during an inspection.
Transfer orders  
Vendors  

 

 

Disassembly BOM

The Disassembly BOM functionality allows disassembling (cutting) a product into parts. The cost of the product is divided between new parts.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Disassembly BOM.

Jump to:

Configuring disassembly BOM

  1. When creating a BOM, choose the "This is disassembly BOM" option.
  2. Enter the parts into which the product can be disassembled.
  3. For each part, enter a quantity and a cost percentage. The sum of the cost percentages must be 100%. See the example below.

Connecting the disassembly BOM with routings:

  • The routing can be selected in the disassembly BOM details. In this case, the disassembly manufacturing order will contain operations.
  • If no routing is selected in the disassembly BOM details, then the manufacturing order will contain no operations and will be considered as an un-kitting MO.
  • Routing can be linked to a normal BOM or a disassembly BOM, but not both.

Disassembly cost calculation example

For example, we wish to disassemble a table into its parts: 1 table top and 4 table legs. We have already figured out the expected standard costs (or cost ratios) for the parts.

The disassembly cost percentages for parts are calculated as follows:

Part Standard cost (or cost ratio) of the part Cost percentage Comment
Table top $ 7 7 / 10 = 70% Note that the quantity of the part in the Disassembly BOM does not play any role in calculating the cost allocation percentage.
Table leg $ 3 3 / 10 = 30%  
Total: $ 10   100%  

And the disassembly BOM will look as follows:

Part Quantity Cost percentage
Table top 1 70%
Table leg 4 30%

If we disassemble the product, when the Disassembly MO has a cost of $19 per piece, we get the following result:

Total MO cost: A = Direct materials + Direct labor + Overhead =  $ 19  
Cost of 1 table top: B = 1 x 70% x A / (1 x 70% + 4 x 30%) = $ 7 This correctly equals the expected standard cost in our previous calculation.
Cost of 4 table legs: C = 4 x 30% x A / (1 x 70% + 4 x 30%) = $ 12  
Cost of 1 table leg: C / 4 = $ 3 This correctly equals the expected standard cost in our previous calculation.

 

Disassembling a product

To disassemble a product, create a manufacturing order and select a disassembly BOM.

If the manufacturing order contains operations, then please complete operations and report the results. Parts are added to the stock when an operation is paused or finished.

If a manufacturing order contains no operations, it is automatically executed after the required quantity of products has been ordered and received. Parts are added to the stock automatically.

Expiry Date

The Expiry date functionality allows to track expiry dates and set shelf life for the stock lots of parts, ingredients, and finished products.

Jump to:

  1. Demo video: Expiry date.
  2. Enabling Expiry dates functionality.
  3. Automatic calculation of the expiry date.
  4. Manually setting the expiry date.
  5. Using expired goods.
  6. The expiry date of kits/bundles.
  7. Transferring items with expiry dates.

Enabling Expiry dates functionality

This functionality can be enabled at Settings -> System settings -> Professional functions -> Expiry dates.

When it is enabled, then:

  1. The "Expiry date" field is available for stock lots (at Stock -> Stock lots). This field can be manually updated.
  2. Default "Shelf life" in days can be set for items in the item's details page (at Stock -> Items).
  3. Expired items are ignored when the software automatically creates bookings.
  4. Automatically created bookings for materials and products are based on FEFO (First Expired, First Out), i.e. items that will expire earlier will be used before items that expire later.
  5. The "Expire in 30 days" indicator will become available on the Dashboard, which will provide a report of all lots that will expire in 30 days.

Automatic calculation of expiry date

When purchase orders or manufacturing orders are created, the software tries to automatically estimate the expiry date by adding the Shelf life of the item to the date when this product is received in the stock, i.e Expiry date = Available date + Shelf life.

Manually setting the Expiry date

The Expiry date can be set for each stock lot at Stock -> Stock lots in the stock lot's details.

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

Using expired goods

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

Expiry date of kits / bundles

The expiry date of a kit is calculated automatically. It is equal to the earliest expiry date of products in that kit. To change the expiry date of the kit, please change the expiry dates of the contained products.

Transfer orders and expiry dates

When making a transfer order between sites:

  • If the source stock lot has an expiry date set, then it will be copied to the target stock lot.
  • Changing the expiry date in the initial stock lot updates the expiry date in the target stock lot also.

Fixed Quantity

The Fixed quantity functionality allows for the quantity of a component to be independent of the number of products on the Manufacturing Order. While normally the quantities on a BOM are multiplied by the number of items on the MO to calculate the required materials, the fixed quantity number will not be multiplied, it's fixed.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Fixed quantity.

When the Fixed quantity option is turned ON then:

  • The Fixed quantity column becomes available on Bills of Materials.
  • If some part is used a fixed amount, irrelevant to the order quantity, it can be entered in the Fixed Quantity column on the BOM (e.g. a user manual, gloves, tools boxed with the products, etc.)
  • A material's quantity on a MO = MO's number of products x Quantity in the BOM + Fixed quantity in the BOM.

Demo video

Non-inventory items

The Non-inventory items functionality gives the ability to use non-inventory items, i.e. to turn off inventory tracking for some items (e.g. office supplies, furniture, rent, utilities, services, etc).

  • Non-inventory items can only be used in Purchase Orders, Customer Orders, and Invoices (can be bought and sold).
  • Non-inventory items cannot be used in BOMs, Manufacturing Orders, Shipments.
  • These items are not part of inventory or inventory management - these items do not have stock lots, bookings, etc. They aren't visible in Stock -> Inventory.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Non-inventory items.

When the functionality is enabled, then:

  • The setting This is an inventory item (Yes/No) will become available when creating a new article at Stock -> Items. This setting Defaults to "Yes" (entered item is a stock item).
  • Once the item has been saved, then this setting cannot be changed. An inventory item cannot be converted to non-inventory and vice-versa.

Jump to:

  1. Demo video: Non-Inventory Items.
  2. Using non-inventory items in Customer Orders.
  3. Expense items for procured services.

Using non-inventory items in Customer Orders

If the Professional function “Non-inventory items” is enabled, non-inventory items can be added to customer orders.

You can use these for services that have no direct cost (for example, an additional guarantee).

Non-inventory items are ignored when the software updates the customer order’s Status and Part status. If a customer order contains non-inventory items only, it is possible to select any CO status manually.

If the item has a cost (for example, shipping that you order from a vendor of yours), then please create a regular item. This allows linking customer orders with purchase orders, and thus allocating costs towards particular customer orders. For separating these items from inventory items, please create a separate product group.

Expense items in MRPeasy Accounting

If you pay for services or non-inventory items, which should be expensed immediately, it is possible to:

  1. Set an expense account as the default posting account for non-inventory items.
    1. Go to Accounting -> Chart of accounts.
    2. Edit the expense account.
    3. Select it to be a default account for "non-inventory items".
  2. Or, set a custom account for the product group, which contains the non-inventory items.

Posting date

If you have been billed for your non-inventory item now, but it is actually the last month's expense, then, for your correct bookkeeping enter the invoice date from the last month.

See also: Automatic accounting transactions.

Overlap and Special Sequences of Manufacturing Operations

The Overlap and special sequences of manufacturing operations functionality allow:

  1. Overlapping consecutive production operations in case of batch production.
  2. Configuring special (non-linear) operation sequences, e.g. parallel chains of operations, in a single Routing,

This function can be enabled at Settings -> System settings -> Professional functions ->  Overlap and special sequences of manufacturing operations. 

When this function is enabled:

  • The Overlap column becomes available in the Routing Details with a checkbox (Yes/No) on every operations line. If selected, the overlap quantity, how many products must be finished in the previous operation before starting, can be defined.
  • The Sequence columns are added to the Routing Details page, where it's possible to define for each operation its preceding operations.

Jump to:

  1. What is Routing?
  2. What is overlapping? How to set up an overlap of operations?
  3. What is a special sequence? How to set up special sequences of operations?
  4. Demo video

Overlap of operations

The Overlap setting in the Routings details means that consecutive operations in the same Manufacturing Orders can overlap, i.e. the next operation could start before the previous finishes when batch processing products. For example, when 10 assemblies of a table are finished (of 100 total), then the next operation, painting, can start.

For configuring Overlap for an operation:

  1. Open the Routing of the product.
  2. Tick the Overlap checkbox on the operation line, which can start before the one previous operation is finished. (The overlap setting cannot be applied to the 1st operation.)
  3. Enter the number of products that need to be processed in the previous step before this operation can start.

Take note:

  • In practice, this kind of overlapping is easily applicable in a balanced production line (i.e. different steps take equal amounts of time). The overlapping scheduling is harder to apply to an unbalanced production line because it's more difficult to avoid queues or idling, which requires careful planning.
  • This setting affects only the scheduling of the operations, allowing to plan the MO to be scheduled in a more compact way if workstations' are available.
  • This setting does not forbid reporting the start of the next operation before the previous is reported finished.

Demo video: How to schedule manufacturing operations, which can overlap with each other, in a continuous flow manufacturing mode.

Special sequences of operations

The Sequence setting in the Routing details allows defining parallel and converging/diverging chains of operations. While by default the sequence of operations in routing is linear, this allows configuring a custom order of production operations. E.g. when two independent operations start in parallel and the third operation can only start before these two have finished.

For configuring a special sequence of operations:

  1. Open the Routing of a product.
  2. The first operation's Sequence value must be chosen as 0.
  3. Set the Sequence values for the operations which can start immediately as 0.
  4. For every other operation, in the operations' Sequence choice, choose the numbers of operations which need to be finished before this operation can start. (Press the Ctrl or Shift key, or click-hold left mouse button to select multiple values.)

Example:

Operation # Operation Sequence
1 1st operation of the first sequence 0
2 1st operation of the second sequence 0
3 2nd operation of the first sequence 1
4 2nd operation of the second sequence 2
5 Final operation 3,4

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.

Demo video: How to configure complex sequences of operations - parallel, converging, or diverging chains of operations.

Parallel Execution of Production Operations

This Parallel execution of production operations functionality allows dividing one operation into smaller pieces to be processed in parallel on several workstations at the same time. It's possible to define in the Routing that an operation is divided between all workstations of the same group.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Parallel execution of production operations

When this function is turned On:

  • The Parallelize column becomes available in the Routing Details with a checkbox (Yes/No) on every operations' line.
  • If the Parallelize option is enabled for an operation, the will be divided into smaller parallel operations among all available workstations of the same group. 
  • Then approximately: Operation duration = (Setup time + Cycle time x Quantity) / Number of workstations*
    The actually planned duration may differ due to differences in workstations' productivity and availability.

Jump to:

  1. What is Routing?
  2. What is a workstation group?

Demo video

Product Configurator / Matrix BOM / Product with Parameters

Using parameters and values to define product variations

The Product Configurator / Matrix BOM  functionality is an extremely powerful feature, which allows:

  1. managing a large set of configurations of a product,
  2. easily configuring products with many variations,
  3. configuring parameters and variations for a product,
  4. automatically generating Bills of Materials for each configuration/variation according to selected parameter values,
  5. selecting parameter values / configurations from drop-down fields.

Some usage examples:

  • Products where parameters change used materials, e.g. garments that have variations in size and color.
  • Machines, industrial equipment, electronics, bicycles, etc. which use different parts based on setup/configuration.
  • Chemicals, beauty products, pharmaceuticals, food, etc, e.g. ice-cream which is produced in bulk and then packaged into many different standard packages;
  • Bulk products such as fasteners, nails are produced thousands at a time, but then packaged into different boxes in different quantities.
  • Etc.

Jump to:

  1. How to enable BOM with Parameters / Matrix BOM?
  2. What do the 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.
  5. Demo Video: BOM With Parameters (Matrix BOM).
  6. Troubleshooting.

Enabling Product Configurator / 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 (Yes/No): 
    - If yes, it is possible to choose all parameter values in any combination from drop-down fields when looking up the product (e.g. when entering a CO or a MO), and the software creates the variations that have not been defined earlier. 
    - If no, only pre-defined variations on the item's details page of a product are allowed to be used. 
  • Variation part numbers (Yes/No): 
    - If yes, each variation will have a unique part number. It is possible to custom define a variation's part number at Stock -> Items -> Items details -> Variations -> Variation's details.
    - If yes, each parameter value must have a unique code, which, by default, will be added as a suffix to the main part number. E.g. for value Large suffix is added to part number A01 -> A01/L.
    - If no, all variations will share the same part number.
  • Separator: a symbol that is used in-between parameter value codes which are added to the product part number. E.g. "/" is used in A01/L, where represents value Large.
    - If variations have separate part numbers, this character is used to connect/separate parameter codes which are added as suffixes to the main part number.
  • Variable selling prices (Yes/No):
    - If yes, it is possible to set price adjustments for particular parameter values which affect the base sales price of the item. When creating a customer order or an invoice, the software will add price adjustments to the selling price, if it is taken from stock item's details. Please note that if a custom selling price is defined in a price list, then this price has a priority over the selling price from the item's details and price adjustments.

If turned on, then

  • sections Parameters and Relations become available in Stock -> Stock settings;
  • column Parameters can be enabled in tables, which display a list of items (e.g. Stock -> Items); this column displays the combination of parameter values of the specific product variation the line in the table refers to;
  • parameters can be defined for stock items at the item details page;
  • the Variations section becomes available in the item details page, for items that have saved parameters;
  • Relations can be used in BOMs as line items;
  • if some parameter values change quantities of raw materials, additional columns will appear on the BOM, for each variation of the parameter(s) value;
  • specific parameter values of the product can be chosen when looking up the product (e.g. when entering a Customer Order, or a Manufacturing Order), as a result, the software will generate the BOM of this specific variation, and track this variation separately.

Matrix BOM terminology

Matrix BOM has four core components: parameters, parameter values, relations, and variations. 

  • Parameters - a parameter is one variable of the product.
    Different parameter values can change the specific raw materials used, their quantities, or both:
    - If a parameter does not affect quantities of raw materials, then only the raw materials themselves can change according to chosen parameter values (via a relation).
    - If it does, then extra columns will appear on the BOM, where you must define quantities of raw materials for each parameter value. (Leave the quantity field empty, if quantity is zero for a given parameter value.)
    A common example of a parameter is Size, where for each size value the clothing item uses more or less fabric.
  • Parameter values - parameter values are individual possible settings for a parameter.
    Parameter values can have individual codes, which are added as a suffix to the part number.
    Parameter values can change the base sales price of the item.
    E.g. for parameter Size, the values are S, M, L, etc. 
  • Relations - if parameter values must change the raw material used, then the relation connects specific parameter values to specific stock items.
    One relation swaps out one part only (one line in the BOM). If a specific combination of parameters changes several parts (several lines in the BOM), you must create several relations, one for each part (line in the BOM).
    E.g., 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 is one specific variation of the product.

Setting up product variations with Matrix BOM

  1. In Stock -> Stock settings -> Parameters, the parameter(s) must be configured.
  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.
  3. Add the parameter(s) to the product in the item details page, and save.
  4. A subsection Variations appears in the item details. Select the allowed values of the parameter(s) for that product in this subsection, i.e. choose the allowed combinations.
  5. Create the Bill of Materials.
  6. If some parameter modifies the quantities of raw materials, then extra columns appear in the BOM for entering the corresponding quantity for every parameter value. (Leave the quantity field empty, if quantity is zero for a given parameter value.)
    The number of columns cannot exceed 150.
  7. When a part is also parametrical, and the product and the part have the same parameters, then when creating a BOM for the product, select the part without selecting particular parameter values.
    When creating a MO, MRPeasy will use parameter values of the product to select the particular variation of the part. All possible variations of the parts must be created earlier.
    This is a multi-level Matrix BOM.
  8. If a different part is to be used in the BOM according to different parameter values, then choose the relation as the line item to represent the part that will be swapped. The correct part is input according to chosen parameter values.
  9. 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

Jump to an example:

  • Demo video.
  • Example 1. A parameter value changes a part in the BOM via one relation
  • Example 2. Using phantom BOM to add several parts when selecting a value (or a combination of values).
  • Example 3. A parameter value adds or changes several parts in the BOM via several relations
  • Example 4. A parameter value changes the item and part quantities in the BOM via a parameter that changes quantities of raw materials
  • Example 5. Several parameter values combine to change a part and quantities in the BOM. Relations and parameters which change quantities are used at the same time
  • Example 6. Multi-level Matrix BOM. A part or sub-assembly has the same parameters as the product and parameter values are passed down to part/sub-assembly.

Example 1. A parameter value changes a part in the BOM via one relation

  • This example explains how one parameter can change the parts or raw materials of a product via a relation.
  • In this specific example, an electronics product can have different power ratings, thus power is considered as a parameter, and each value would correspond to a different used Power Supply Unit (PSU).

Step 1. There is one parameter set up at Stock -> Stock settings -> Parameters:

  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: No.

Step 2. One relation is set up at Stock -> Stock settings -> Relations, 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
... ...

Step 3. At the item's details, one parameter is chosen: Power. And the item is Saved.

Step 4. Allowed variations are added by clicking the + button in the Variations section of the item's details, which just became available.

Step 5. The Bill of Materials will need to be set up as follows for the item:

Product group Part Notes Quantity
Parts PCB board   1
Parts Capacitor 10uF   20
  Relation "Power parameter to PSUs"   1
... ... ... ...

This means that if you choose Power value:

  • 200W - the BOM will contain 1 "PSU 200W";
  • 500W - the BOM will contain 1 "PSU 500W";
  • 1000W - the BOM will contain 1 "PSU 1kW".
  • All other parts are common among all variations.

Step 6. The Routing of the product, defined in the item's details, is shared among all variations.

Finished. Now you can plan production and sell these items. The parameter values can be chosen when choosing the product from any product choice field. Each variation is separately tracked in stock (don't forget to enable the Parameters column).

Example 2. Using phantom BOM to add several parts when selecting a value (or a combination of values).

Sometimes, with one parameter value (or one combination of values), it is necessary to include many parts in the BOM.

An easy way to achieve this is with the help of phantom BOM:

  1. Create an item, that represents the collection of parts that will be added to the BOM of the product.
  2. Add a BOM to that item, which includes all the components, that should be added.
  3. Include this item in the Matrix BOM.
  4. When this item is added to Matrix BOM, all the parts in the BOM of this collection will be pulled into the BOM of the product, when a Multi-level Manufacturing Order is made.

Example 3. A parameter value adds or changes several parts in the BOM via several relations

  • This example explains how one parameter can change several parts or raw materials of a product, by applying several relations to one parameter.
  • In this specific example, an electronics product can have different power ratings, thus power is considered as a parameter, and each value would correspond to a different used Power Supply Unit (PSU).
  • For each PSU a specific controller corresponding to the PSU must also be used in the BOM.

Step 1. There is one parameter set up at Stock -> Stock settings -> Parameters:

  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: No.

Step 2. Two relations are set up at Stock -> Stock settings -> Relations, one which relates the Power parameter values to the "PSU" items, other which relates the Power parameter values to "Controller" 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
... ...

 

Relation: "Power parameter to Controllers"
"Power" value Corresponding PSU
200W #A-02, Controller A
500W #A-09, Controller B
1000W #A-15, Controller C
... ...

Step 3. At the item's details, one parameter is chosen: Power. And the item is Saved.

Step 4. Allowed variations are added by clicking the + button in the Variations section of the item's details, which just became available.

Step 5. The Bill of Materials will need to be set up as follows for the item:

Product group Part Notes Quantity
Parts PCB board   1
Parts Capacitor 10uF   20
  Relation "Power parameter to PSUs"   1
  Relation "Power parameter to Controllers"   1
... ... ... ...

This means that if you choose Power value:

  • 200W - the BOM will contain 1 "PSU 200W" and 1 "Controller A";
  • 500W - the BOM will contain 1 "PSU 500W" and 1 "Controller B";
  • 1000W - the BOM will contain 1 "PSU 1kW" and 1 "Controller C".
  • All other parts are common among all variations.

Step 6. The Routing of the product, defined in the item's details, is shared among all variations.

Finished. Now you can plan production and sell these items. The parameter values can be chosen when choosing the product from any product choice field. Each variation is separately tracked in stock (don't forget to enable the Parameters column).

Example 4. A parameter value changes the item and part quantities in the BOM via a parameter that changes quantities of raw materials

  • This example explains how one parameter can change the quantities and/or parts or raw materials of a product, without the use of a relation.
  • In this specific example, an electronics product can have different power ratings, thus power is considered as a parameter, and each power value would correspond to a different used Power Supply Unit (PSU).

Step 1. There is one parameter set up at Stock -> Stock settings -> Parameters:

  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.

Step 2. No relations are configured at Stock -> Stock settings -> Relations.

Step 3. At the item's details, one parameter is chosen: Power. And the item is Saved.

Step 4. Allowed variations are added by clicking the + button in the Variations section of the item, which just became available.

Step 5. 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 ...
... ... ... ... ... ... ...

This means that if you choose Power value:

  • 200W - the BOM will contain 1 "PSU 200W", 20 capacitors, and a PCB board;
  • 500W - the BOM will contain 1 "PSU 500W", 30 capacitors, and a PCB board;
  • 1000W - the BOM will contain 1 "PSU 1kW", 40 capacitors, and a PCB board.

Step 5. The Routing of the product, defined in the item's details, is shared among all variations.

Finished. Now you can plan production and sell these items. The parameter values can be chosen when choosing the product from any product choice field. Each variation is separately tracked in stock (don't forget to enable the Parameters column).

Example 5. Several parameter values combine to change a part and quantities in the BOM. Relations and parameters which change quantities are used at the same time.

  • This example explains how several parameters can combine to change the quantities and/or parts or raw materials of a product. Both relations are used, and parameters change the quantities of raw materials. 
  • In this specific example, we're building a clothing item, which is manufactured in various sizes, fabrics, and colors.
  • The combination of fabric and color determines the used material, the size determines the consumption of materials.

Step 1. There are 3 Parameters set up at Stock -> Stock settings -> Parameters:

  1. Size - affects the quantities of materials consumed. Values: S, M, L, ...
    The Size parameter is configured as This parameter changes the quantities of raw materials: Yes.
  2. Fabric - affects which material will be consumed together with Color. Values: Red, Blue, ...
    The Fabric parameter is configured as This parameter changes the quantities of raw materials: No.
  3. Color - affects which material will be consumed together with Fabric. Values: Cotton, Linen, ...
    The Color parameter is configured as This parameter changes the quantities of raw materials: No.

Step 2. One Relation is set up at Stock -> Stock settings -> Relations, 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
... ... ...

Step 3. At the item's details, the three parameters are chosen: Size, Fabric, Color. And the item is Saved.

Step 4. Allowed variations are added by clicking the + button in the Variations section of the item's details, which just became available.

Step 5. The Bill of Materials for the item 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 ...
... ... ... ... ... ...

This means that if you choose Size, Fabric, and Color combination:

  • S, Cotton, Blue - the BOM would contain 1 unit of "Blue cotton", 1 "Accessory 1", and 1 "Belt 1";
  • M, Linen, Red - the BOM would contain 1.5 units of "Red linen", 1 "Accessory 1", and 1.2 "Belt 1";
  • etc.

Step 6. The Routing of the product, defined in the item's details, is shared among all variations.

Finished. Now you can plan production and sell these items. The parameter values can be chosen when choosing the product from any product choice field. Each variation is separately tracked in stock (don't forget to enable the Parameters column).

Example 6. Multi-level Matrix BOM. 

  • This example explains how to pass parameter values of the product to a parametrical part/sub-assembly which has the same parameters (or a subset of these).

Step 1. Set up the part/sub-assembly with a Matrix BOM.

Step 2. Define all the allowed variations of the part/sub-assembly. All variations of the part/sub-assembly must be predefined, auto-creation of variations does not automatically create part/sub-assembly variations!

Step 3. Set up the product, choose the parameters, and allowed variations (if auto-creation of variations is not used).

Step 4. In the Bill of Materials of the product, choose the part/sub-assembly without selecting the specific parameter values.

Product group Part Notes Quantity
Parts

Part XYZ
Parameter 1: (no value is chosen)
Parameter 2: (no value is chosen)

  1
Sub-assemblies

Sub-assembly XYZ
Parameter 1: (no value is chosen)
Parameter 2: (no value is chosen)

  1
... ... ... ...

This means that if you choose specific values for Parameter 1 and Parameter 2 for the product, then the BOM would contain:

  • 1 unit of Part XYZ with the same Parameter 1 and Parameter 2 values;
  • 1 unit of Sub-assembly XYZ with the same Parameter 1 and Parameter 2 values.

Step 5. Set up the Routing of the product.

Finished. Now you can plan production and sell these items. The parameter values can be chosen when choosing the product from any product choice field. Each variation is separately tracked in stock (don't forget to enable the Parameters column).

Troubleshooting

Added a new parameter to an existing item

Issue:

  • I still have stock of the items, which do not have this parameter's values.
  • I cannot select those old variations in forms, e.g. a CO.
  • I cannot edit existing documents that contain these old variations.

Explanation:

  • Because you added a new parameter, the old variations are not fully defined any longer. They have a new parameter, but its value is undefined.

To fix this, it is possible to:

  1. Fully define the old variations, by selecting a value for this parameter for these:
    1. Open the item, and edit the old variations in the "Variations" section of the item details page.
    2. Select a value for the new parameter. If none of the values is relevant/applicable, add a new value to the parameter, e.g. "None", or "NA", which you will use.
    3. Save. Now, for this same variation, this value will be used for all existing items.
    4. You can now select these variations in forms and edit old documents.
  2. Remove the new parameter (temporarily).
  3. Write the old items off at Stock -> Inventory.

To prevent this:

  • It might be advisable to create a new item instead when updating or adding parameters.

Piece Payment

The Piece payment functionality allows defining that a worker is paid per piece/per operation.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Piece payment.

When this function is enabled:

  • The Piece-payment column is added to Routing Details with a checkbox (Yes/No) on every operations' line. It is possible setting a worker's wage per one piece of product produced.
  • The Time-payment column is added to Routing Details with a checkbox (Yes/No) on every operations' line. Time payment is always enabled by default (even if the Piece payment functionality is not enabled), now it's possible to disable it.
  • Calculation of 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.

Jump to:

  1. What is Routing?
  2. How is the cost of the product calculated or estimated?

Demo video

Quality Control

The Quality control functionality enables functions that are needed for quality control, it is possible to turn the quality control on for any stock item (both procured and produced) and perform inspections of arrived goods which are automatically put on hold for inspection.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Quality control.

If enabled, the following functions will become available:

  • The Procurement -> Inspection tab becomes available.
  • Two additional statuses are available for stock lots: "On hold" and "Rejected".
  • It's possible to enable "Quality Control" for each item in the item details.
  • It's possible to set a default "On-hold period" in days for each item in the item details. 
    If the item is procured, The expected availability date = Expected arrival date of PO + On hold period.
    If the item is manufactured, The expected availability date = Expected finish date of MO + On hold period.
  • If procured items are subject to quality control, the quantity and the percentage of rejected items are shown for each vendor on Procurement -> Vendors page.
  • It's possible to create Service orders for rejected items in Stock -> Stock lots -> Rejected stock lot details (What is a Service Order?), or write the rejected items off.

Jump to:

  1. Demo video: Quality Control
  2. How does quality control functionality work?
  3. Setting up quality control for an item.
  4. Performing quality inspection of incoming goods.
  5. Repairing, writing off rejected items.
  6. User rights for performing inspections.

How the quality control functionality works

If a stock item is subject to quality control:

  1. When a PO is received, or a MO finished, the stock lot of the items is assigned the status "On hold".
  2. The list of on-hold items is displayed in Procurement -> Inspection.
  3. The quality control manager should approve or reject these, either fully or partially. 
  4. Approved items get received into stock.
  5. Rejected items
    - get the status "Rejected",
    - are assigned a new unique stock lot number (with a reference to the original).
    - All bookings for the rejected items are canceled.
  6. Rejected items can be
    - repaired with a Service order which can be created at Stock -> Stock lots -> Rejected stock lot details.
    - manually written off at Stock -> Write-offs.

Setting up quality control for an item

For setting up quality control for an item:

  1. Open the item's details at Stock -> Items.
  2. Check the checkbox Quality control: Yes.
  3. Enter the average On hold period in days. 
    The Availability date = Expected date of PO or expected finish date of MO + On hold period.
  4. Save.

Performing quality control

  1. The items must be received in stock (the stock lot status is "On hold").
  2. Open the inspection details of the stock lot at Procurement -> Inspection.
  3. Enter the approved quantity.
    - To reject the whole lot, enter approved quantity 0.
  4. Click "Approve/Reject".

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:

  • It is possible to book additional materials and assign operations.
  • The rejected items are booked as parts.
  • A new target stock lot for repaired items will be created. This guarantees full traceability and correct cost control.
  • With the Subcontracting functionality enabled, it is possible to assign operations to vendors, and you can issue a PO to track the progress of repair/replacement.

To write off rejected items from stock, create a write-off.

User rights for performing quality inspection

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

Serial Numbers

The Serial numbers functionality provides the ability for using and tracking parts and products with unique serial numbers (S/N).

The Serial numbers functionality is for tracking every item individually. By default, MRPeasy tracks all items by batch already, so if tracking of Batch No./Lot No. is required, this function is not needed to use.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Serial numbers, after which

  • the section Stock -> Serial numbers becomes available.
  • for tracked items:
    - the section Serial number becomes available in stock lots details and Manufacturing Orders.
    - the item report Serial Numbers becomes available.
    - actions with serial numbers can be reported.
    - serial number labels can be printed.
  • custom fields for serial numbers (displayed in the Stock -> Serial numbers section) become available.

Jump to:

  1. Demo video: Serial numbers
  2. Enable tracking of serial numbers for an item.
  3. Enter serial numbers of purchased items.
  4. Create serial numbers for manufactured items.
  5. Report serial numbers of used components.
  6. Print serial number labels.
  7. Ship serial numbered items to customers.
  8. Transfer serial numbered items to another warehouse.
  9. Accept customer returns of serial numbered products.
  10. Write off serial numbered items.
  11. Serial numbers statuses.

Enabling serial number tracking for an item

Serial numbers can be enabled in the item's details, at Stock -> Items -> Serial numbers: Yes.

The serial numbers are tracked and saved within its stock lots.

Entering serial numbers of purchased items

  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 button to start adding serial numbers.
    If there are more than 100 serial numbers, these can be added by 100 at a time.

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.

Creating serial numbers for manufactured items

  1. Open the Manufacturing Order.
  2. Scroll to the Serial numbers section.
  3. Click Add serial number to the product.
    (In the reporting screens, this button will become available after the operation start.)
    By default, the software will auto-increment the last serial number of the item by one.

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.

Serial numbers can be also manually entered or edited at each stock lot's details at Stock -> Stock lots. If there are more than 100 serial numbers, these can be added by 100 at a time.

Reporting used component serial numbers

  1. Open the Manufacturing Order.
  2. Scroll to the Serial numbers section.
  3. Find the product serial number and click the View/Edit button.
  4. Choose the component serial numbers.

Serial number label, serial number barcode

It is possible to print labels to identify items with serial numbers. The labels for serial numbers can be printed by clicking Print label at

  • the Stock -> Serial numbers page,
  • the Stock Lot details page,
  • the Manufacturing order, where the products with serial numbers were manufactured.

The size, information, and layout of the label can be edited with the Label editor

The standard label also contains the unique serial number barcode, if the Barcode System functionality is enabled.

Read also: What happens when a serial number barcode is scanned?

Subcontracting

The Subcontracting functionality enables placing subcontracting Purchase Orders to manage outsourced services done by subcontractors.

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

When this is enabled, then:

  • In a Purchase Order, it is possible to send materials to the vendor, if the ordered item has a Bill of Materials.
  • In a Manufacturing Order, it is possible to issue Purchase Orders to vendors, if they perform some operations.
  • It is possible to choose a vendor as a workstation group in the Routing.
  • The Subcontracts section is shown in a Manufacturing Order if the order has outsourced operations.
  • The Materials and Shipments sections are shown in a Purchase Order if the items have Bills of Materials.

There are two approaches for managing outsourced operations:

Strategy 1. Using Purchase Orders to issue and consume materials, when a product is fully made by a vendor.

It is possible to create a Purchase Order for the product at Procurement -> Purchase Orders and consume (free issue) raw materials by creating a Shipment to the vendor, and without creating a Manufacturing Order.

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.

For setting this up:

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

Usage instructions: 

Strategy 2. Using Manufacturing Orders, when some operations in the product's routing are done by vendors.

It is possible to assign an operation in the Routing to a vendor, who performs the operation.

When the Manufacturing Order is created, that operation will be scheduled for the vendor, and it is possible to raise a Purchase Order from inside the Manufacturing Order at the Subcontracts section or from Procurement -> Requirements report.

The status of the Purchase Order updates the status of the operation in the Manufacturing Order.

The cost of the subcontracting Purchase Order is added to the manufacturing overhead of the Manufacturing Order.

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:

Demo video

Tiered Pricing

The Tiered pricing functionality allows having several pricelists or configuring prices per quantity levels. Without this feature, it is possible to save one default price per item only.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Tiered pricing.

If this functionality is enabled then:

  • The CRM -> Pricelist section becomes available.
  • It's possible to set different price levels depending on the selling quantity at the item's details page.
  • It is possible to set a default pricelist for a customer.

Prices from a pricelist have priority over prices from an item's details.

Jump to:

  1. How to set price breaks?
  2. How to create pricelists?
  3. How to update one item in all pricelists?
  4. How to update a pricelist?
  5. How to import a pricelist?
  6. Demo video: Tiered pricing.

Price based on a quantity: setting price breaks

When this function is enabled, then in item's details at Stock -> Items is possible to :

  1. set several prices,
  2. and a minimum order quantity for each price to apply.

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

Custom pricelists

When this function is enabled, pricelists can be created at CRM -> Pricelists. Each pricelist consists of a number, name, and a list of products with their prices.

A default pricelist can be selected for any customer in CRM -> Customers -> The customer details -> Pricelist.

When a customer order or an invoice for this customer is created:

  1. MRPeasy tries to use prices from this customer's pricelist.
  2. If no price is defined in the pricelist, the default selling price from Stock -> Items -> The item details -> Selling price is used.

For changing prices of a product in several pricelists at a time:

  1. go to Stock -> Items -> The item details.
  2. Under the Selling price field, there is a list of all pricelists that are defined in CRM -> Pricelists.
  3. Enter prices for any pricelist to add the product to the pricelist, or leave some prices empty to delete the product from the pricelist.

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

Unscheduled Manufacturing Orders

The Unscheduled manufacturing orders functionality allows production managers to remove planned manufacturing orders from the production schedule, and to add them back to the schedule.

When a manufacturing order is unscheduled, workstation bookings are canceled. Thus, workstations can be used for other manufacturing orders.

When creating a new MO manually, it is possible not to include the MO in the production schedule and/or not to book parts.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Unscheduled manufacturing orders.

If the Unscheduled manufacturing orders functionality is enabled, then:

  1. Buttons Add to schedule and Remove from the schedule are displayed in MO details under the Operations section.
  2. When creating a new manufacturing order, a new option Do not book parts becomes available.
  3. When creating a new manufacturing order, a new option Do not book workstations becomes available.
  4. A new MO status Not scheduled is introduced, which is used for manufacturing orders which are not on the production schedule.
  5. Column Not scheduled is displayed in the Gantt chart. The column contains a list of not scheduled manufacturing orders. They can be dragged to the Gantt chart for scheduling.

Manufacturing orders can be unscheduled only before they are started.

Demo video.

Enterprise Functions

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

Demo videos.

The additional functions available in the Enterprise package are:

Approval System

The Approval system functionality 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.
    Now, here, it is possible to choose which of the following new orders will require approval:
    - Manufacturing Orders.
    - Purchase Orders, if these are over a certain value.
  2. For being able to approve documents, the user must have the corresponding "This user can approve ..." rights enabled at Settings -> Human Resources -> Users -> The user’s details.
  3. Indicators "Pending approval ..." are visible in the Dashboard, when enabled.

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.
  6. When an unordered purchase order changes after approval, it requires a new approval again. 
  7. PO cannot be changed (products, quantities, prices) after the order is sent, if the user hasn't PO approval right.

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.

Demo video

Backward Production Scheduling

By default, the software schedules the Manufacturing Order to the first available time, which is called Forward planning

The Backward production scheduling allows setting a delivery date by which the product should be ready, and the software will try to find the latest possible time for the production to finish before the delivery date. This is very important in just-in-time manufacturing and delivery, so there would be minimal standing inventory of products.

The backward scheduling of production is available from the Enterprise plan. Functions that are enabled are the following:

  1. Setting the Due date when creating a new Manufacturing Order at Production planning -> Manufacturing Orders -> Create a new MO:
    - will make the software schedule backward to find the latest available time.
  2. The setting Backward scheduling becomes available at Settings -> System settings -> Software settings, which when enabled: 
    - will make the software utilize backward scheduling back from the Delivery dates in the Customer Order, in case the Manufacturing Orders are automatically scheduled from the Customer Order.
  3. Setting the Due date in a Procurement Forecast, at Procurement -> Forecasts:
    - will make the software use backward scheduling to find the latest time for Manufacturing Orders to start to be finished by Due date,
    - and the latest times for Purchase Orders to be placed, so materials will arrive on time for manufacturing.

Jump to:

  1. How to use backward production scheduling?
  2. How to use backward production scheduling in Customer Orders?
  3. Demo video.

Backward production scheduling

Starting from the Enterprise pricing plan the software also allows backward scheduling. For backward scheduling:

  1. Start adding a new Manufacturing Order at Production planning -> Manufacturing Orders by clicking Create.
  2. Set the Due date, as a result:
    - The software will try to find the latest possible time to finish Just-In-Time before the Due date. Ideally, the Manufacturing Order would be finished on the previous day.
  3. Save the manufacturing order to put it on the schedule.

Demo video: How to use backward scheduling functionality for scheduling production operations.

Backward Scheduling in Customer Orders

In customer orders, it is possible to set a general delivery date or a separate delivery date for every line. This is the day when the customer order should be ready for shipment.

For using backward scheduling from a Customer Order:

  1. Open the Customer Order
  2. Fill in the Delivery date(s).
  3. Click Check stock and book items.
  4. Check the option for "Create MOs for missing products".
  5. Click Book all items and confirm.
  6. The software tries to create Manufacturing Orders for missing products using backward scheduling, so they would be available latest on the delivery date.

To utilize backward scheduling in Customer Orders, turn ON the option Backward Scheduling: Yes at Settings -> System settings -> Software settings.

Demo video: How to have the software automatically schedule manufacturing orders based on due dates from customer orders.

Barcode System

The Barcode system functionality enables barcode reader support for MRPeasy, generation and printing barcodes from MRPeasy, and performing special functions after scanning a barcode.

The barcoding support can be enabled at Settings -> System settings -> Enterprise functions -> Barcodes.

When this functionality is enabled, then:

  • It is possible to generate various barcodes.
  • It is possible to scan barcodes, and according to the function and the scanned barcode, an action will take place: e.g. selection of an item, navigation to a software section, reporting of actions, etc.

Jump to:

  1. Demo video: Barcode system.
  2. Enable barcode support.
  3. Print barcodes.
  4. What happens when a barcode is scanned?
  5. Supported barcode scanners, label printers.
  6. Additional notes.
  7. Troubleshooting.

Enabling barcoding support

For enabling barcodes in MRPeasy:

  1. Go to Settings -> System settings -> Enterprise functions
  2. Enable the functionality Barcodes: Yes.
  3. Select how barcodes are assigned to stock items:
    - automatically by MRPeasy;
    - or manually.
  4. Select the type of barcode:
    - EAN-13 (newer and preferred);
    - UPC-A;
    - CODE128;
    - QR.
  5. If barcodes are EAN-13 or UPC-A, and assigned by MRPeasy, enter your manufacturer code - a prefix that consists of your country code and company code.
    If the company does not have the manufacturer code, it can be obtained at http://www.gs1.org.

Demo video: Enabling barcodes.

Manually assigning barcodes to items

For manually assigning a barcode:

  1. Go to Stock -> Items -> Open item details page.
  2. Click Print barcode button on the top right.
    (If the product has matrix BOM and parameters, then this button is located in the Variations section.)
  3. Move the cursor into the Barcode field.
  4. Type (or scan) the barcode.
  5. Click the Print button to save the barcode.

Printing barcodes

Barcodes can be printed on the following:

  1. Product/item labels.
  2. Stock lot labels.
  3. Serial number labels.
  4. Storage location labels.
  5. Manufacturing Order PDFs.
    - Manufacturing Order barcode: On all PDFs.
    - Sub-assembly materials barcode: On wide, medium, and worksheet PDFs.
    - Sub-assembly all operations barcode: On wide and worksheet PDFs.
    - Individual operation barcode: On wide and worksheet PDFs.
  6. Material requisition PDFs.
    - Manufacturing Order barcode.
    - Sub-assembly materials barcode.

Scanning barcodes

If the barcode is scanned, then the resulting action depends on the type of barcode you scanned and the page you are currently on. There could be several types of barcodes that can be scanned:

  1. Item barcode.
  2. Stock lot barcode.
  3. Storage location barcode.
  4. Serial number barcode.
  5. Manufacturing order barcodes.

Resulting actions for scanning item barcodes

Demo video: Item barcodes.

Scanning item barcodes
Scanning location Resulting action
Any item or product choice field The item is selected.
My production plan -> Manufacturing Order details

If the item is in the list of materials for this manufacturing order, the consume materials dialog box is opened. The quantity to consume must be entered. If more is consumed than booked, then the additional quantity is automatically booked from stock.

Stock -> Items The item is displayed.
Stock -> Stock lots All stock lots with this item are displayed.
Stock -> Shipments All shipments with this item are displayed.
Stock -> Shipments -> Shipment details The picking screen is opened, where it is possible to enter the quantity and confirm the picking of the item.
Stock -> Transfer orders -> Creating a new transfer order A new line with the item is added.
Stock -> Transfer Orders -> Transfer Order details The picking screen is opened, where it is possible to enter the quantity and confirm the picking of the item.
Stock -> Inventory The item is displayed.
Procurement -> Purchase orders All Purchase Orders with this item displayed.

Resulting actions for scanning stock lot barcodes

Demo video: Stock lot barcodes.

Scanning stock lot barcodes
Scanning location Resulting action
My production plan -> Manufacturing Order details

a) If the Stock lot is booked for this manufacturing order, the consume materials screen is opened for this lot. The quantity to consume must be confirmed.

b) If the stock lot is not booked for this manufacturing order, a notification is displayed.

Stock -> Transfer orders -> Creating a new transfer order

A new line with the stock lot is added.
If the field "From" is empty, the site of the stock lot is selected.

Stock -> Stock lots -> Move stock item

The stock lot is selected for moving.

Stock -> Shipments

All shipments with items that are booked from this stock lot are displayed.

Stock -> Shipments -> Shipment details

A picking screen is opening, where it is possible to enter the quantity and to confirm the shipment.

Any other page The stock lot details page is opened (Stock -> Stock lots -> Stock lot details).

Resulting actions for scanning storage location barcodes

Demo video: Storage location barcodes. 

Storage location barcodes enable quickly reporting moving of items from one location to another. For example:

  1. Scan lot barcode.
  2. (Scan old location barcode, optionally.)
  3. Scan new location barcode.
  4. Save.
Scanning storage location barcodes
Scanning location Resulting action
Stock -> Stock lots -> Stock lot details page

a) If the stock lot is already located at this storage location, the Move product page is opened with predefined Old place in the stock field (with the scanned storage location).

b) If the stock lot is not located at this storage location, the Move product page is opened with predefined New place in the stock field (with the scanned storage location).

Stock -> Stock lots -> Move stock item

a) If the Old place in the stock field contains scanned storage location, this storage location is selected. I.e. this lot is already at this location.

b) If not, the scanned location is selected for the New place in the stock field.

Any other page The stock lots list at the storage location is opened (Stock -> Stock lots).

Resulting actions for scanning serial numbers

Scanning serial numbers
Scanning location Resulting action
Stock -> Stock lots -> Serial numbers The item serial number is saved.
Manufacturing Order -> Add a serial number for a product The product serial number is saved.
Manufacturing Order -> Serial number's details -> Parts The part serial number is linked to the product serial number.
My production plan -> Operation details -> Add a serial number for a product The product serial number is saved.
My production plan -> Operation details -> Serial number's details -> Parts The part serial number is linked to the product serial number.
Internet-kiosk -> Serial numbers -> Add serial number The product serial number is saved.
Internet-kiosk -> Serial numbers -> Serial number's parts The part serial number is linked to the product serial number.
Shipment -> Pick items -> Choose serial numbers The serial number is saved for the shipment.
Stock -> Transfer orders -> Creating a new Transfer Order A new line with the stock lot that contains this serial number is added.
If the field "From" is empty, the site of the stock lot is selected.
Any other page The serial number details page is opened (Stock -> Serial numbers -> Serial number details).

In order to use serial numbers:

Resulting actions for scanning Manufacturing Order (MO) barcodes

Demo video: Manufacturing order barcodes. 

Scanning general MO barcode (in the upper right corner of PDF)
Scanning location Resulting action
My production plan MO details page is opened at My production plan.
Internet-kiosk Only operations from this MO are displayed. Other operations are hidden.
Any other page. MO details page is opened at Production planning -> Manufacturing orders.
If the user has no rights for viewing Production planning but has rights for viewing My production plan or Internet-kiosk, the user is redirected accordingly.
Scanning sub-assembly barcode
Scanning location Resulting action
My production plan MO details page is opened at My production plan, the browser window is scrolled down to the sub-assembly.
Internet-kiosk Only operations for making the sub-assembly are displayed. Other operations are hidden.
Any other page MO details page is opened at Production planning -> Manufacturing orders, the browser window is scrolled down to the sub-assembly.
If the user has no rights for viewing Production planning but has rights for viewing My production plan or Internet-kiosk, the user is redirected accordingly.
Scanning manufacturing operation barcode
Scanning location Resulting action
My production plan MO details page is opened at My production plan, the browser window is scrolled down to the operation and it is highlighted.
Internet-kiosk Only operations for making the same sub-assembly are displayed. Other operations are hidden. The scanned operation is highlighted.
Any other page MO details page is opened at Production planning -> Manufacturing orders, the browser window is scrolled down to the operation and it is highlighted.
If the user has no rights for viewing Production planning but has rights for viewing My production plan or Internet-kiosk, the user is redirected accordingly.

Notes

  • If a barcode was scanned on a page with a table of entries, use the Clear Clear button to clear the filter and show the full 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.

Troubleshooting

  1. There is no reaction from the software when a barcode is scanned.
    One of the possible reasons is that the browser is out of focus. Please click with the mouse anyplace inside the page in MRPeasy, and then scan again.
  2. The page refreshes after a barcode is scanned.
    This may happen when a Bluetooth scanner wakes up after some time of inactivity. In this case, please scan the same barcode again.

Supported barcode readers and printers

  • Regarding the specific choice of label printers and scanners, please turn to your local specialists.
  • Since MRPeasy is online software, and a barcode reader technically works as a keyboard, a barcode reader that is compatible with your device should work with MRPeasy.
  • Generally, the barcode readers can be connected via USB (for computers) or via Bluetooth (tablets, smartphones).
  • Technically, as MRPeasy generates PDFs, the label printer should be able to print PDFs.
  • The MRPeasy iOS and Android apps allow the device's camera to be used as a barcode scanner. To open the scanner, click the Scan barcode button on the top bar of the app.
    There may be some technical limitations compared to using a barcode reader. E.g. QR-codes may be more reliable when using a camera for scanning.
    Please download the respective app from Apple and Google app stores:
    https://itunes.apple.com/app/mrpeasy-manufacturing-software/id1179387308
    https://play.google.com/store/apps/details?id=com.mrpeasy.android

 

Maintenance Management System

The Maintenance management system allows automatically tracking the maintenance cycles of workstations.

This functionality can be turned on at Settings -> System settings -> Enterprise functions -> Maintenance Management System.

If it is turned on, then:

  • For a workstation is possible to set a maintenance cycle in working hours, units of the product processed or calendar days since the last maintenance, at Production planning -> Workstations -> Workstation details.
  • The Production planning -> Workstations page displays columns Until maintenance (hours), Until maintenance (units) and Until maintenance (days). They indicate how much time, produced units or calendar days are left until the next maintenance. These counters are automatically updated according to reported manufacturing operations or days passed since the last maintenance.
  • When service is performed, the counters are reset to zero.
  • The maintenance can be performed at the workstation details page at Production planning -> Workstations -> Workstation details.
  • The maintenance history report is kept at Production planning -> Workstations -> Work station reports: Maintenance.

Jump to:

  1. How to schedule and perform workstation maintenance?
  2. Demo video

Multiple Stocks and Production Sites

The Multiple stock and production sites functionality allows managing multiple physical stocks and/or production sites at different geographical locations.

Jump to:

Enabling multi-stock functionality

This functionality can be turned on at Settings -> System settings -> Enterprise functions -> Multiple stocks and production sites.

The following software sections become available:

  • The Settings -> Production sites/Stocks page, where it is possible to define the different sites and their addresses.
  • The Stock -> Transfer Orders page becomes available, where it is possible to make shipments between locations, print waybills, etc.

In the Stock section:

  • In all functions and reports, a particular stock/site can be selected, or an overview of all sites can be seen.
  • Reorder point value for an item can be defined for each stock.
  • A default storage location (bin) for an item at every stock should be defined.

In the Procurement section:

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

In the Production planning section:

  • A production site can be selected in different functions and reports.
  • A production site must be chosen when planning new manufacturing orders. The products will become available at this site and materials can only be booked from this site.
  • A production site needs to be selected for every workstation. One workstation can be on one site - each site has separate workstations. One workstation group can have workstations on several sites.

In the CRM section:

  • When booking goods for a customer order, a site needs to be chosen.

User access rights for multi-stock management

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.

Deleting a site

Sites can be deleted at Settings -> Production sites/Stocks.

The first site/stock (displayed in italic font) cannot be deleted. 

A site can be deleted when:

  • The inventory levels are 0 at that site. There is no stock.
  • Workstations are removed from the site.

It is possible to find and restore a deleted site:

  1. Go to Settings -> Production sites/Stocks.
  2. Deleted sites are hidden by default. Search for the deleted site by its name.
  3. Open its details.
  4. Click "Restore".

Packing

Packing functionality enables support for packing multiple products into a package, e.g. a box of 10 units. It is possible to plan and use packaging materials in the manufacturing process.

Attention! The use of the Packing function is not required if each item is packaged individually. In this case, the packaging material is a usual raw material and the packaging operation must be included in the routing.

Packing functionality can be enabled in Settings -> System settings -> Enterprise settings -> Packing.

When this functionality is enabled, it is possible to:

  • Include packaging materials and package quantity into the BOM.
  • Include packaging costs into the cost of the manufactured product.
  • Plan and use packaging in MO.
  • Keep track of the packaged and not packaged products.
  • Plan the need for packaging material.
  • Use the weight of products and packaging, calculate the weight of a shipment, and use it in shipping documents.

Jump to:

  1. Setting up packaging materials.
  2. Adding packaging to a BOM.
  3. Using packaging in Manufacturing Orders.
  4. Reporting in My production plan.
  5. Reporting in Internet kiosk.
  6. Shipping packaged goods.

1. Setting up packaging materials

A packaging item is created as a usual stock item. It must be

  • an inventory item,
  • can be either procured or manufactured.

2. Adding packing information of a product into its BOM

If Packing is enabled, an additional section “Packing” appears in BOM details. The user can select an item as the packaging material and enter a quantity of ready products that fit into the package.

Packing information can be added to new and existing BOMs.

If you do not need to use packaging in the BOM, clear the “Product group” and “Packaging” fields.

3. Using packaging in Manufacturing Orders

When an MO is created based on the BOM with packaging, the system automatically calculates the quantity of packaging, needed to pack the manufactured quantity of products. This quantity is obtained by rounding up the quantity of produced products divided by the number of products per package (as defined in BOM).

Packaging material is presented as the last row in the list of parts. Packaging material is automatically booked for production if available in the same way, as all other parts.

Reporting packing in My production plan

The packaging is not consumed automatically when using the “Consume parts for end-products” button.

The packaging must be consumed separately:

  1. Find the packaging material. It is the last row in the list of parts.
  2. Click the Consume button (with the shopping cart icon).
  3. Enter the quantity consumed and Save.
  4. As the packaging is consumed, the quantity of "Packaged" products increases immediately (in Stock -> Items and Stock -> Stock lots).

When the “Finish production” button is pressed and all packages are not consumed then the software asks whether these should be consumed or not, as with any other material.

Reporting packing in Internet-kiosk

When a worker reports the finish of the last operation of the MO, then all booked packaging will be automatically consumed, the MO will be marked finished, and packaged products are counted to stock.

4. Shipping packaged products

The shipment details screen contains a new button "Print package labels" for creating package labels.

Package labels are used to place additional information on packages to reflect the number of products in the package and the number of packages in this shipment. Package labels can include package weight if product weights are defined.

The size, information, and layout of the label can be edited with the Label editor

Return Merchandise Authorization (RMA)

The Return merchandise authorization (RMA) functionality allows handling situations when a customer returns items for repair and maintenance, or for refund or replacement.

The functionality can be switched on at Settings -> System settings -> Enterprise functions -> RMA.

If RMA functionality is switched on, then:

  • the tab Customer returns (RMAs) appears in the CRM section,
  • and tab Inspection appears in the Procurement section.
  • It's possible to accept return goods, inspect these, repair or maintain, provide replacements, and refunds.

Jump to:

  1. What is a customer return? What is an RMA order?
  2. What are the available RMA types?
  3. What are the steps of the RMA process?
  4. How to add returned items into inventory?
  5. How to receive returned products into stock?
  6. How to inspect the returned products for deciding the RMA type?
  7. How to process a refund only?
  8. How to receive returned products and process a refund?
  9. How to receive returned products without a refund?
  10. How to process a repair or maintenance of products?
  11. How to process a replacement product?
  12. How to receive returned products and reject the return?

Types of customer returns, RMA types

The following RMA types are available:

  1. Credit only - provide a refund only, without returning the products.
  2. Repair - repair the products.
  3. Repair and invoice - repair the products and invoice the customer for the repair.
  4. Replacement - send replacement products to the customer. Possible to receive returned products.
  5. Receipt and credit - receive the returned products and provide a refund. 
  6. Receipt and no credit - receive the returned products without a refund.
  7. Reject and ship back - reject the return based on the inspection of the returned products, and ship the products back to the customer.

Generally, the RMA process has several steps

Processing a customer return takes place in several steps:

  1. When a customer wishes to return items, a new RMA order must be created.
  2. When items are received, a target stock lot is created and it goes to inspection for the decision whether the items should be repaired, replaced, refunded, just received to stock, or rejected and shipped back. The decision can be made upfront by choosing the RMA type in the RMA's details.
  3. Items that are received for RMA inspection are not counted in inventory. But these can be found in Stock -> Stock lots by statuses that start with “RMA”.
  4. If the item should be repaired, a new service order should be created. (A service order is a special type of Manufacturing Order)
  5. If the item should be replaced, a new item should be booked.
  6. When an 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, the status of the RMA order is automatically changed to Shipped and invoiced.

Issuing an invoice or giving a refunding

Invoices can be made in the RMA order's details at the Invoices section:

  • If the repair should be done at the customer's expense, issue an invoice.
  • If the return is rejected and shipping is on the customer's expense, issue an invoice.
  • If the decision is to refund the customer, create a credit invoice.

Adding returned items to inventory

By default, items that are received via RMA orders, are not added to inventory. If the item is returned and should be added to the inventory:

  1. Open the RMA order at CRM -> Customer returns (RMAs)
  2. Click on target stock lot.
  3. Change the status from RMA returned to Received.

Demo video

Revision/Version Control System (VCS)

The Revision control system allows saving revisions of stock items and keeping track of all changes made to Bills of Materials (BOMs) and Routings.

This functionality can be turned on at Settings -> System settings -> Enterprise functions -> Version control system.

If this is turned on, then:

  • A revision (version) can be stored in stock item details.
  • An item's revision can be stored in the stock lot details. If some particular stock lot is reworked, the revision can be changed manually.
  • When creating a manufacturing or purchase order, a revision is copied from the item to this document. Also, the revision is copied to the target stock lot. When the revision is changed in the initial document, the new revision is copied to the target stock lot.
  • When creating a transfer order, the revision is copied from the source stock lot to the target stock lot. Please note that changing the revision in the source stock lot after the transfer order was created, does not affect the target stock lot.
  • Every update to a BOM or a Routing creates a new revision of the document.
  • On the BOM and Routing details pages, there is the list of previous versions, with the Created date, Notes, and User information.
  • It is possible to restore a previous version of the BOM or the Routing.
  • It is possible to view a PDF of the previous version.
  • It is possible to edit notes. In the Edit mode, move the mouse over the notes, and edit them.
  • In the BOM and Routing subsections of Production Planning, in part Versions it is possible to search by number, date period, name, user created, and notes.

Demo video

Sales Management

The CRM -> Sales management section shows reports about the performance of sales staff per period.

  • The reports can be selected from the drop-down menu.
  • The user can be reported 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.

There are three reports:

  1. Contacts - list customers that have been contacted (based on the to update of the customer file).
  2. Changed statuses - number of customers' statuses that have been changed.
  3. Invoices - invoices that have been created.

Demo video

Two-factor authentication

The Two-factor authentication functionality provides higher security when logging in by requiring the user to authenticate using two-step verification/login. Every time the user logs in the additional code will be generated and sent to the user, what he/she should enter.

This functionality can be enabled at  Settings -> System settings -> Enterprise functions -> Two-factor authentication (2FA).

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 smartphones (iOS,  Android or BlackBerry only) to generate a special code and enter it for signing in.

Please do not try to switch that On without complete understanding how it works.

Enabling two-factor authentication (2FA) for logging in

  1. Enable it at Settings -> System settings -> Enterprise functions -> Two-factor authentication (2FA).
  2. Install the Google Authenticator app on the user's phone who will use 2FA:
  3. Go to Settings -> Human resources and open the user's details page.
  4. Enable Two-factor authentication (2FA) for the user and Save changes.
  5. Click link Show 2FA key.
  6. Open Google Authenticator app.
  7. Click Begin setup or +.
  8. Click Scan barcode and scan a QR-code that is displayed,
    or click Manual entry.
  9. Enter the key to field Key.
  10. The account can be your MRPeasy username.
  11. Time-based must be turned on.

If 2FA box is checked for a particular user, the software will ask to enter the authentication code every time when logging in. The user should:

  1. open Google Authenticator app
  2. Enter the code that is generated by the app.

Software Settings

The Settings -> System settings -> Software settings page allows setting the preferences, which affect the behavior of the software.

Demo video: Software settings.

The following settings can be set from this page:

  1. Edit mode - if documents can be edited right away when opened, or "Edit" button must be clicked. 
  2. Worker sees in "My production plan" - visibility settings of other operations for the worker in "My production plan".
  3. Worker sees in Internet-kiosk - visibility settings of scheduled operations for the worker in Internet-kiosk.
  4. Different tax rates - possibility to set the tax rate for every item on an invoice.
  5. Advanced Internet-kiosk - option to show more information in the Internet-kiosk.
  6. Backward scheduling - backward scheduling for just-in-time delivery when automatically scheduling from a Customer Order.
  7. Flexible CO quantity - if a Manufacturing Order (MO) was automatically created from a Customer Order (i.e. make-to-order), then if the final MO quantity changes, then the Customer Order quantity will be updated.
  8. Materials requisition - ability to create materials requisitions in manufacturing order details.
  9. Several invoices per PO - ability to create several incoming invoices per purchase order.
  10. Update purchase terms from PO – ability to enable/disable automatic updating of an item’s price in its purchase terms, when the item’s price is edited in a purchase order.
  11. Use planned goods –  ability to consume parts with statuses ‘Planned’ and 'On hold' in manufacturing orders and pick planned parts for shipments and transfer orders.
  12. Decimal places - ability to set the number of decimal places in price fields.
  13. Update currency rates - if turned ON, the software will update currency rates automatically each night.

Edit mode

By default, the Edit mode is turned off, which means that all documents are editable right away when opened.

Enabling Settings -> System Settings -> Software settings -> Edit mode forces the user to click the Edit button in a document if the user wishes to update it.

If several users try to edit the same data simultaneously, they may overwrite each other’s changes. Turning this setting on locks the document for whoever opened its Edit mode first, and thereby solves the problem.

Read also: What is the lock handler?

Worker sees in "My production plan"

The Settings -> System Settings -> Software settings ->  Worker sees in "My production plan" allows choosing which operations from a Manufacturing Order are visible for the worker when looking at a Manufacturing Order in the "My production plan" section.

The worker can either see:

  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.

Worker sees in Internet-kiosk

The Settings -> System Settings -> Software settings ->  Worker sees in Internet-Kiosk allows choosing which scheduled operations are visible for the worker in the Internet-kiosk.

The worker can either see:

  • All operations that are scheduled for this worker.
  • Ready for execution - operations are displayed only when all previous operations in that MO are finished.

Advanced Internet-kiosk

When the setting Settings -> System Settings -> Software Settings -> Advanced Internet-kiosk is turned on, then the internet-kiosk displays more information than by default.

When this setting is turned on, then the user can:

  • see parts and materials,
  • see attached files,
  • report serial numbers of used parts and ready products.

Different Tax Rates

If the Settings -> System Settings -> Software settings -> Different tax rates option is turned on, it is possible to set a separate tax rate for every product on an invoice.

Additionally, it is possible to define:

  • A default tax rate for each customer at CRM -> Customers -> A customer's details page.
  • A default tax rate for each item at Stock -> Items -> An item's details page.

If an invoice is created, the following tax rate will be used:

  1. The customer's custom tax rate.
  2. If the above is not defined, the item's custom tax rate.
  3. If the above is not defined, the tax rate from Settings -> System settings -> Company details.

Backward scheduling

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

Turning the Settings -> System Settings -> Software settings -> Backward scheduling setting on enables backward scheduling for just-in-time delivery, according to the Customer Order's delivery date, when automatically scheduling Manufacturing Orders from a Customer Order.

  • The scheduling takes into account other operations and the planned idle times for machines. To use automatic scheduling, the item must have a Bill of Materials and a Routing.
  • By default, the software schedules the Manufacturing Order to the first available time, which is called Forward planning.
  • The software allows backward scheduling when using Enterprise pricing plan: when you set the Delivery date, the software will try to find the latest possible time to finish Just-In-Time before the Delivery date.

Flexible CO quantity

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

If the Settings -> System Settings -> Software settings -> 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.

Materials requisition

If the Settings -> System Settings -> Software settings -> Materials requisition option is turned on, it is possible to create Materials requisition PDF in the manufacturing order details page. Materials requisition layout can be configured in the PDF Editor.

Several invoices per PO

By default, one purchase order can be associated with one incoming invoice only. Changing the Settings -> System Settings -> Software settings -> Several invoices per PO to Yes allows entering several invoices per purchase order.

Generally, the "Several invoices per PO = Yes" functionality is intended to be used:

  • when there are several invoices per one PO. I.e. there are several different Invoice IDs.
  • when there may be an additional invoice from another company, e.g. the delivery company.

After enabling this functionality:

  • Invoices section appears at the bottom of the PO.
  • Additional fees are entered into invoices.
  • Payments are entered into invoices.
  • It is possible to add an invoice from another vendor to the PO (e.g. additional fees for freight).

If the option Separate invoices and deliveries is "Yes", then the Deliveries section appears at the bottom of the PO. For receiving the goods into stock the delivery must be entered.

If the option Separate invoices and deliveries is "No", then for receiving the goods into stock the invoice must be entered.

After enabling this Several invoices per PO functionality, it is not possible to add several invoices to pre-existing POs, if they already:

  • have an invoice number,
  • have payments entered,
  • have been received, fully or partially.

Update purchase terms from PO

By default, the software updates the item’s price in purchase terms, when a purchase order (PO) with a different price is saved.

The Settings -> System Settings -> Software settings -> Update purchase terms from PO setting allows to disable the default behavior.

To disable this functionality, so purchase terms will not be automatically updated, select the value No.

Use planned goods

By default, the software allows using stock items in status Planned or On hold. These items can be consumed in manufacturing orders or picked in shipments and transfer orders.

The Settings -> System Settings -> Software settings -> Use planned goods setting allows to deny using the planned goods.

To disable this functionality, and deny consumption or picking of planned goods, select the value No.

Decimal places

The Settings -> System Settings -> Software settings -> Decimal places settings allow changing the number of decimal places used for unit, subtotal and total prices in CRM, Procurement, Stock, and Production planning modules.

By default,

  • prices have two decimal places,
  • except the price per unit in CRM and procurement sections. These prices can have four decimal places.

For numbers, smaller than 0.1, no rounding is performed and they are displayed based on the full internal precision, that is 10 decimal digits.

General rounding rules

With the above exception, MRPeasy uses a uniform rounding approach almost everywhere around the system:

  • Numbers above 0.1 are rounded to show 2 decimal digits.
  • Numbers below 0.1 are not rounded and are shown with all available decimal digits (up to 10).

Update currency rates

MRPeasy allows adding additional currencies to your account. By default, the currency rate that you entered is not updated automatically. To enable automatic updates, change the value of the Settings -> System Settings -> Software settings -> Update currency rates to Yes.

This function requires that all currencies are defined as 3-letter codes according to the international standards (USD, GBP, AUD, EUR, etc.). See: https://en.wikipedia.org/wiki/ISO_4217

The provider of the real-time rates is Openexchangerates.org. The rates are mid-market rates derived from the mid-point between the "buy" and "sell" transactional rates from global currency markets. 

Usability Settings

The Settings -> System settings -> Usability settings page allows configuring the user interface.

The following settings are available:

  • Pages change - specify how the pages change, with the sliding motion or instantly.
  • Dashboard as the homepage - if turned on, you will see the dashboard immediately after you sign in.
  • Color scheme - choose the software color scheme.

Additional Currencies

The Settings -> System settings -> Additional currencies page allows defining additional currencies and their exchange rates to the system’s base currency.

  • Please note – the system uses only one base currency in stock, and to which the additional currencies relate to. The base currency is defined at Settings -> System settings -> Regional settings -> Currency sign.
  • The idea of different currencies is to display them on purchasing/sales documents – Purchase order (PO), Customer orders (CO), and Invoice/Quotation/etc.
  • It is also possible to set default currencies for customers and vendors.
  • 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.
  • When creating a document, the currency exchange rate is taken from the list of additional currencies. It is possible to change the rate in the particular document after.
  • Important! Changing the currency sign in System setting -> Regional Settings (in a live database) will not result in any changes in financial values or recalculation of documents and exchange rates; only the sign is changed. 

Update rates automatically

MRPeasy can update currency rates automatically each night. To enable this functionality, please change the value of the Settings -> System Settings -> Software settings -> Update currency rates to Yes.

This function requires that all currencies are defined as 3-letter codes according to the international standards (USD, GBP, AUD, EUR, etc.). See: https://en.wikipedia.org/wiki/ISO_4217

The provider of the real-time rates is Openexchangerates.org. The rates are mid-market rates derived from the mid-point between the "buy" and "sell" transactional rates from global currency markets. 

 

Allowed IPs

The Settings -> System settings -> Allowed IPs page allows defining IP addresses from which it is allowed to sign in to your account at MRPeasy.

  • The IP-address limits apply only to the users, for whom the setting Access limited is enabled in the user's settings at Settings -> Human resources -> user's rights. All other IP addresses will be blocked. 
  • Access cannot be limited for the first user with (ID 1).
  • Please note that if your company does not have an Internet connection with a static IP, better not to use this function because your IP can change. For more information about static IP please consult your Internet service provider (ISP).

Integrations

The Settings -> System settings -> Integrations page allows setting up and managing the integrations with MRPeasy.

The following out of the box integrations are currently available:

Amazon

MRPeasy can be integrated with two Amazon services via Zapier:

  1. Amazon Seller Central
  2. Fulfillment by Amazon

Amazon Seller Central

This integration imports orders from Amazon Seller Central to MRPeasy.

Fulfillment by Amazon

This integration marks orders in MRPeasy as shipped when they are fulfilled by Amazon.

BigCommerce

BigCommerce is a powerful e-commerce platform. BigCommerce and MRPeasy work seamlessly together so that sales are done in BigCommerce and products are manufactured, materials are handled, production is planned, and purchasing managed in MRPeasy.

Jump to:

  1. Synchronization of orders.
  2. Setting up the integration.
  3. Setting up products in MRPeasy.
  4. Connect several BigCommerce stores.
  5. Support for integration.

Synchronization of orders

The synchronization of orders works as follows:

  1. A sales order from BigCommerce is posted to MRPeasy as a Customer Order (CO).
  2. Available items are automatically booked for the order in MRPeasy.
    If items are not available or ready, the note "In production" is added to the sales order in BigCommerce.
  3. Once items are in stock, the status of the sales order in BigCommerce becomes "Awaiting shipment". Also, a note is added to the order.
  4. Shipment can be reported in BigCommerce or MRPeasy, and it will be synced to the other system.

Jump to:

  1. Post an order from BigCommerce to MRPeasy.
  2. Book products in MRPeasy.
  3. Ready for shipment notification.
  4. Shipping the products.

Posting an order from BigCommerce to MRPeasy

The order from BigCommerce is posted to MRPeasy:

  • Once it's been paid,
  • If it has matching products in MRPeasy.

As a result:

  1. It is imported to MRPeasy as a Customer Order at CRM -> Customer Orders.
  2. The note "In production" is added to the order in BigCommerce.
  3. The BigCommerce order number is copied to the "Reference field" in the MRPeasy Customer Order.

If the order has no products with matching products in MRPeasy:

  • It is not imported to MRPeasy.
  • A note is attached to the order.

Booking products for the order in MRPeasy

When an order has been imported into MRPeasy, then in MRPeasy:

  1. The software tries to book products. Available products are booked immediately.
  2. If there are products that are not available in stock, then inventory levels need to be refilled and the bookings completed. Instructions: Book products to the customer order.

    Such orders can be easily found by the statuses:
    - The Customer Order status will be "Confirmed".
    - The Product status will be "Not booked".

Important notes:

Notification when products are available for shipment

When all products are ready:

  1. The MRPeasy Customer Order’s status is changed to "Ready for shipment".
  2. In BigCommerce, the order status is changed to "Awaiting shipment", and the note "Ready for shipment" is added in the order’s details, indicating that this order can be fully fulfilled.

Shipping the items and subtracting the stock from MRPeasy

For shipping the items, there are two alternative options:

  1. Create a shipment in MRPeasy and pick all items. If the shipment contains items from one customer order, then the shipment will be posted to BigCommerce. When the tracking information is updated in MRPeasy, it will be posted to BigCommerce.
    When the order is fully shipped in MRPeasy, the status of the order in BigCommerce will be changed to "Shipped".
  2. Change the status of the order to "Shipped" in BigCommerce. A shipment will be created in MRPeasy, and all items will be automatically marked picked so that products are deducted from the inventory.

Setup of the integration between MRPeasy and BigCommerce

To set up the integration between BigCommerce and MRPeasy:

  1. Go to https://www.bigcommerce.com/apps/MRPeasy/ and click Get This App.
  2. Sign up or sign in to your MRPeasy account.
  3. Fill in the required information:
  4. Click the Save button.
  5. Set up products in MRPeasy.
  6. Optionally, add another BigCommerce store.

Import customer information from BigCommerce

For privacy and data consistency reasons, it is advised to have customer information in one place only. That is, if a customer signs up in BigCommerce, better to have his contact details in BigCommerce only. In this case, MRPeasy will create one generic customer in MRPeasy CRM, and use it for all orders that are imported from BigCommerce.

Depending on your business specifics, you may want to import customer information from BigCommerce to MRPeasy, or not.

If you use a generic customer, it is optionally possible to only import the shipping address.

To import customer information from BigCommerce to MRPeasy:

  1. Go to Settings -> System settings -> Integrations -> BigCommerce.
  2. Configure the integration between BigCommerce and MRPeasy.
  3. Select the option "Import customers".
  4. Now, the customer's name and address will be imported to MRPeasy along with the order.

To use a generic customer and only import the shipping address, during integration setup:

  1. Do not choose the option "Import customers".
  2. Select the option "Import shipping address".
  3. Now, when importing an order, the shipping address is imported, saved in the generic customer’s details, and selected in CO.

Please note that BigCommerce allows updating the shipping address after the order has been placed. In this case, MRPeasy tries to update the address in the customer's details in MRPeasy. Nevertheless, please check that addresses match in both systems.

Setting up products in MRPeasy and BigCommerce

Products must be set up in MRPeasy and BigCommerce separately.

The SKU field in BigCommerce must match the Part Number field in MRPeasy. Otherwise, the order of the product will not be imported to MRPeasy.

Please see:

  1. Demo video: Inventory management in MRPeasy.
  2. Demo video: Setting up procured items.
  3. Demo video: Setting up manufactured items.
  4. Demo video: Setting up inventory levels.
  5. Setting up new items.
  6. Import items.
  7. Enter initial inventory values.

Connecting several BigCommerce stores with MRPeasy

It is possible to integrate multiple BigCommerce stores with MRPeasy.

To do that:

  1. Please go to Settings -> System Settings -> Integrations.
  2. At the BigCommerce section, click the "+" button to add an additional BigCommerce store.

Support

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

External files

MRPeasy allows adding files from external storage or linking a direct link (URL).

The files could be used for

  • displaying the company logo on documents,
  • attaching drawings and images, which can be viewed from the MRPeasy screen by the worker,
  • attaching certificates to stock lots,
  • etc.

The following external storage solutions are supported for adding documents and attachments:

Jump to:

  1. How to attach files in MRPeasy?
  2. How to see attachments?
  3. How to display CAD models and images in MRPeasy?
  4. How to configure item Icons and automatically attaching files to Purchase Orders?
  5. How to display item icons on PDFs?
  6. How to connect to Dropbox?
  7. How to connect to Google Drive?
  8. How to connect to Microsoft OneDrive?
  9. How to save a direct link to a file?

Attaching files

Files could be attached to stock items, stock lots, customers, customer orders, purchase orders, customer notes, customer returns (RMAs), manufacturing orders, and vendors.

For attaching a file:

  1. Click the button Choose files from Dropbox/Google Drive/OneDrive/Direct link buttons in the document in MRPeasy.
  2. For cloud services:
    2.1. Log in to the cloud hosting service, if you haven't done so earlier.
    2.2. Choose the file.
    2.3. Confirm.
  3. Click Save in MRPeasy.

Document system, attachments to items

To each stock item, among other documents in MRPeasy, it possible to attach files (e.g. documents, drawings, specifications, blueprints), which can be accessed from various locations inside the software (e.g. in Manufacturing Orders, by the worker in "My production plan", included on POs, etc.).

For attaching documents to items:

  1. Upload it to cloud storage (see External Files documentation), or to your local file server.
  2. Attach it to the article at Stock -> Stock lots -> Article details at the "Files" section from the cloud storage, or by using a direct link.

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

  • a button "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 CAD 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.

Attaching files to Purchase Order PDFs

The files attached to stock items can be automatically added as links to Purchase Orders. To set this up:

  1. Attach a file to the item.
  2. Check the PO checkbox for the file.

Stock item icons

Stock item icons can be displayed on a quotation, invoice, and order confirmation PDFs.

To add an image to PDF, please do the following:

  1. Attach an image (GIF, JPEG, or PNG up to 50 KB) to a stock item.
  2. For this file, check the "Icon" checkbox.
  3. if not done earlier, open the PDF Editor, edit the "Invoice" layout, and enable the "Icon" column.

The size of the icon on the screen and PDF is 9x7 mm. The preferred size of the file is 160x120 px for the best visual and printing quality.

Dropbox integration

Dropbox is a very convenient way for synchronizing your files between multiple devices while also keeping these in cloud storage. To attach files from Dropbox, first create an account at Dropbox. Dropbox software can be installed on your computer, but it is not required.

Google Drive integration

Google Drive is a very convenient way for synchronizing your files between multiple devices while also keeping these in cloud storage. To attach files from Google Drive, first create an account at Google. Google Drive software can be installed on your computer, but it is not required.

The integration with Google Drive can be configured at Settings -> System Settings -> Integrations -> Google Drive.

For the connection between MRPeasy and Google drive, please allow pop-up windows, at least for the first time.

Disconnect from Google Drive will disable attaching new files. But it will not delete existing attachments.

Microsoft OneDrive integration

Microsoft OneDrive is a very convenient way for synchronizing your files between multiple devices while also keeping these in cloud storage. To attach files from OneDrive, first create an account at OneDrive. OneDrive software can be installed on 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

Direct link

If your company uses local file storage (a vault or a file server), you can save direct links (URL) to files. These files will be used by MRPeasy in the same way, as files that are selected from external cloud storage.

The workflow is as follows:

  1. Copy the URL of your file.
  2. Where is the section for attaching files, click the blue button with the chain icon.
  3. In the opened field paste the URL.
  4. Save.

The only limitation is, that direct links to files cannot be used as a logo in PDF files. If this is needed, please sign up for any cloud storage, and upload the logo there.

Please note that the link must be an URL (a web address).

It is not possible to use paths to files in your local filesystem/network, e.g. "C:\...". Opening such a path is usually automatically blocked by web browsers because of security concerns.

So, to use direct links, your file server should be able to generate a URL link to the file, which you wish to access.

HubSpot

HubSpot is a powerful CRM system, it gives great capabilities to manage your sales process. HubSpot and MRPeasy can work seamlessly together via Zapier, so that sales are done in HubSpot and production, inventory, and purchasing management, and order fulfillment is done in MRPeasy.

How to import deals from HubSpot to MRPeasy?

Integration between HubSpot and MRPeasy must be configured in Zapier.

Integration between HubSpot and MRPeasy

1. Set up the trigger

  1. Choose the app HubSpot and select the event New Deal in Stage.
  2. Select your HubSpot account.
  3. Select the pipeline and stage.
Find deal in HubSpot

2. Load customer details

  1. Choose the app HubSpot and select the action Find Company.
  2. Select your HubSpot account.
  3. Enter the first search property name Company information: Company ID (hs_object_id).
  4. Enter the first search property value Associated Company Ids.
Get company details in HubSpot

3. Get the list of products

3.1. First, it is needed to get IDs of products.

  1. Choose the app HubSpot and select the action Find Associations.
  2. Select your HubSpot account.
  3. Enter the ID of the object you want to search: Deal ID.
  4. Select the type of the object: Deal.
  5. Select the number of associations: One.
  6. Select the object being associated: Line Item.
Get list of products in the deal

3.2. Next, prepare IDs of products to request product details.

  1. Choose the app Code by Zapier and select the action Run Javascript.
  2. Enter the input data line_items: Deal To Line Item
  3. Ask code from MRPeasy Support by opening a support ticket.
Get IDs of products

3.3. Load product details.

  1. Choose the app HubSpot and select the action Find Line_item in HubSpot.
  2. Select your HubSpot account.
  3. Enter the first search property name Object ID (hs_object_id).
  4. Enter the first search property value Hs Line Id.
Load products

3.4. Temporarily save details of all products.

  1. Choose the app Code by Zapier and select the action Run Javascript.
  2. Enter the input data
    sku: Line item information: SKU
    quantity: Price: Quantity
    price: Price: Net price
    deal_id: Deal ID
    line_item_ids: Deal to Line Item
  3. Ask code from MRPeasy Support by opening a support ticket.
  4. In Code, enter a unique STORE_KEY. Please copy a unique UUID version 4 from https://www.uuidgenerator.net/version4.
Save loaded products

3.5. Pass products to the next stage.

  1. Choose the app Filter by Zapier.
  2. Configure the following condition: Only continue if ID exists.
Pass products to MRPeasy

4. Create a customer order

  1. Choose the app MRPeasy and select the action Create Customer Order.
  2. Select your MRPeasy account.
  3. Enter the input data:
    Reference: Deal information: Deal Name
    Customer Name: if you want to import customer details, use Company information: Name. If you want to import orders anonymously, please enter any text (e.g. HubSpot customer).
    Shipping - Company: Company information: Name
    Shipping - Street Line 1: Company information: Street Address
    Shipping - Street Line 2: Company information: Street Address 2
    Shipping - City: Company information: City
    Shipping - State: Company information: State/Region
    Shipping - Postal Code: Company information: Postal Code
    Shipping - Country Code: Company information: Country/Region
    Shipping - Phone: Company information: Phone Number
    Lines - SKU: Lines Sku
    Lines - Quantity: Lines Quantity
    Lines - Total Price: Lines Price
Create a customer order in MRPeasy

Magento

Magento is a powerful e-commerce platform. Magento and MRPeasy work seamlessly together so that sales are done in Magento and products are manufactured, materials are handled, production is planned, and purchasing managed in MRPeasy.

Jump to:

  1. How to set up the integration between MRPeasy and Magento?
  2. How does the integration between MRPeasy and Magento work?
  3. How to post an order from Magento to MRPeasy?
  4. How are products booked for order in MRPeasy?
  5. How to know if an order is ready for fulfillment in Magento?
  6. How to ship the products and deduct inventory from MRPeasy?
  7. How to synchronize inventory levels?
  8. How to connect several Magento stores?
  9. Support for integration.

How the integration between MRPeasy and Magento works

The integration between MRPeasy and Magento works as follows:

  1. A sales order from Magento is posted to MRPeasy as a Customer Order.
  2. Available items are automatically booked for the order in MRPeasy.
    If items are not available, then some manual action is necessary. Read: How to check stock and book the products for the Customer Order?
  3. Once items become available, the sales order in Magento has added the note Ready for shipment.
  4. Items can be shipped both in Magento or MRPeasy, and inventory is subtracted from MRPeasy.

Step 1. Posting an order from Magento to MRPeasy

The order from Magento is posted to MRPeasy once it's been paid. As a result:

  1. it is imported to MRPeasy as a Customer Order at CRM -> Customer Orders.
  2. A note In production is added to the order in Magento.
  3. The Magento order number is copied to the Reference field in the MRPeasy Customer Order.

Notes:

  • Products are matched by the SKU field in Magento 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 an SKU that does not match any part number in MRPeasy.
  • If the order has no products with matching SKUs, it is not imported to MRPeasy and a note is attached to the order.

Step 2. Booking products for the order in MRPeasy

MRPeasy is a highly accurate inventory management software, where specific products must be booked - i.e. reserved - for specific orders. (Read: What is a stock lot? How does lot/batch tracking work?)

When an order has been imported into MRPeasy from Magento:

  1. The software tries to book products. Available products are booked immediately.
  2. If there are products which couldn't be automatically booked, then:
    - the status of the parts of the Customer Order will be Not booked.
  3. To book these parts, please see the instructions: How to check stock and book products for a customer order?
    (If items' have Reorder point value set, then these will already be displayed on the Critical On-hand report, which shows shortages.)

Step 3. Notification when products are available for shipment

When all products are ready:

  1. The MRPeasy Customer Order’s status is changed to Ready for shipment.
  2. In Magento, the note Ready for shipment is added in the order’s details, indicating that this order can be fully fulfilled.

Step 4. Shipping the items and subtracting the stock from MRPeasy

For shipping the items:

  1. whether to create a shipment in MRPeasy and pick all items. The status of the order in Magento will be changed to Completed,
  2. or change the status of the order to Completed in Magento, and a shipment will be created in MRPeasy, and all items will be automatically marked picked so that products are deducted from the inventory.

Setup of the integration between MRPeasy and Magento

Requirements:

To set up the integration between Magento and MRPeasy:

  1. Go to MRPeasy -> Settings -> System settings -> Integrations -> Magento.
  2. Click the Connect to Magento button.
  3. Follow the instructions on that page.

Import customer information from Magento

For privacy and data consistency reasons, it is advised to have customer information in one place only. That is, if a customer signs up in Magento, better to have his contact details in Magento only. In this case, MRPeasy will create one generic customer in MRPeasy CRM, and use it for all orders that are imported from Magento.

Depending on your business specifics, you may want to import customer information from Magento to MRPeasy.

If you use a generic customer, the shipping address will neither be imported.

To import customer information from Magento to MRPeasy:

  1. Go to Settings -> System settings -> Integrations -> Magento.
  2. Configure the integration between Magento and MRPeasy.
  3. Select the option Import customers.
  4. Now, the customer's name and address will be imported to MRPeasy along with the order.

Please note that Magento allows updating the shipping address after the order has been placed. In this case, please check that addresses match in both systems.

Synchronize inventory levels from MRPeasy to Magento

MRPeasy can update the available quantities of products in Magento.

If this function is enabled:

  • Once per hour MRPeasy will update available quantities of products in Magento with available quantities from MRPeasy.
    See also: How to read the inventory numbers - in stock, available, expected?
  • Products are matched by Part number in MRPeasy and SKU in Magento.
  • If some product does not exist in Magento, or its’ inventory is not tracked in Magento, then this product is ignored during the synchronization.

To enable this functionality:

  1. Go to Settings -> System settings -> Integrations -> Magento.
  2. Click the Edit button next to your shop.
  3. Select the option Sync inventory levels.
  4. If you have several sites in MRPeasy or several inventory sources in Magento, choose what sites and inventory sources to synchronize.

If you are updating the existing integration, please check that MRPeasy can access inventory sources via API at Magento -> System -> Integrations -> MRPeasy Integration -> API -> Stores -> Inventory -> Sources.

Connecting several Magento stores with MRPeasy

It is possible to integrate multiple Magento stores with MRPeasy.

To do that:

  1. Please go to Settings -> System Settings -> Integrations.
  2. At the Magento section, click the "+" button to add an additional Magento store.

Support

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

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 production, inventory, and purchasing management, and order fulfillment are done in MRPeasy.

Jump to:

  1. How does the integration between MRPeasy and Pipedrive work?
  2. How to configure the integration between MRPeasy and Pipedrive?
  3. How to import items between MRPeasy and Pipedrive?

How does the integration work between MRPeasy and Pipedrive?

The integration gaps different operational roles in a company so that all sales activities can take place in Pipedrive, and all manufacturing and fulfillment activities - order fulfillment, production planning and reporting, inventory control, and procurement - take place in MRPeasy.

It works like this:

  1. When a deal in Pipedrive reaches a specified stage, it will be automatically imported to MRPeasy as a Customer Order (CO).
  2. Once the customer order is imported to MRPeasy, then
    - the deal in Pipedrive can be automatically moved to a next stage,
    - it is possible to either manually or automatically book goods in MRPeasy.
  3. If in MRPeasy the products become available and the order is ready for shipment or is shipped, then
    - the corresponding deal in Pipedrive can be automatically moved to the next stages,
    - and notes about the events can be added automatically to the deals.

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

Setup of the integration between MRPeasy and Pipedrive

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

  1. Additional feature "Products" is turned ON in Pipedrive -> Tools and apps -> Products.
  2. If there are products in Pipedrive and stock items in MRPeasy, the Product code of products in Pipedrive needs 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 MRPeasy -> Settings -> System settings -> Integration -> Pipedrive and click the button Connect to Pipedrive.
  2. Log in to your Pipedrive account.
  3. Allow MRPeasy to access the required data.
  4. For every pipeline, select which deals to import into MRPeasy.
  5. Choose whether to book products in MRPeasy for imported deals automatically or not;
  6. Select what to do in Pipedrive with deals which were just imported, deals which are ready for shipment, and deals which are shipped. It's possible to
    - move the deal to some other stage,
    - create a note in Pipedrive.
  7. Save.

Importing products between MRPeasy and Pipedrive

Both Pipedrive and MRPeasy allow to export and import products using CSV files:

  • in Pipedrive, please go to Settings -> Export data or Import data;
  • in MRPeasy, please go to Stock -> Stock items and click on CSV to export data, or Import from CSV to import data.

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

Read also: How to import the list of articles into MRPeasy?

QuickBooks Online

QuickBooks Online is powerful online accounting software that has localizations for many countries. MRPeasy focuses on manufacturing resource planning, reporting, inventory management, sales, and procurement. MRPeasy together with QuickBooks accounting creates a very powerful ERP system. We strongly recommend performing all business operations in MRPeasy, and in QBO the accounting only.

It is possible to make a basic or an in-depth integration.

Basic integration:

  • Easy to set up.
  • Only sales and purchasing documents can be duplicated to QuickBooks Online: Invoices, Credit Invoices, Prepayment invoices, Purchase Orders, Purchase Invoices.

In-depth integration:

  • Requires expert accounting knowledge to complete.
  • Additionally, all inventory and manufacturing transactions of each day are posted to QuickBooks Online with a manual journal entry.
  • These journals include balance changes in inventory accounts, Work in progress (WIP), Cost of Goods Sold (COGS), etc.

Jump to:

  1. Demo video: QuickBooks Online integration
  2. Setting up the integration with QuickBooks Online.
  3. How does the integration work between MRPeasy and QuickBooks Online?
  4. When are synchronizations performed?
  5. How does inventory tracking work in MRPeasy?
  6. Troubleshooting, synchronization logs.

Setup of the integration between MRPeasy and QuickBooks Online

Jump to:

  1. Notes about using inventory tracking in QuickBooks Online.
  2. Connect MRPeasy and QuickBooks Online.
  3. Select what to synchronize
  4. Synchronization of payments.
  5. Choose how Purchase Orders / Purchase Invoices and Credit-invoices are synchronized.
  6. Select accounts for the integration.
  7. Custom accounts for products.
  8. Check products' Expense accounts in QuickBooks Online.
  9. Get balances in MRPeasy and QuickBooks Online in sync.
  10. Import customers, vendors, and items from QuickBooks Online.
  11. Review, change or disconnect the integration.
Inventory tracking in QuickBooks Online

Inventory (stock) tracking should not be used in QuickBooks Online for items that are managed in MRPeasy. QuickBooks makes some automatic inventory transactions for these items, e.g. when they are bought or sold, which MRPeasy does not control.

MRPeasy itself posts changes in inventory balances to accounts during nightly synchronizations.

Connect MRPeasy and QuickBooks Online

Step 0. Stop all activity

You should cease all activity in MRPeasy and QuickBooks Online during the process of setting things up.

Step 1. Connect MRPeasy and QuickBooks Online
  1. Log in to MRPeasy.
  2. Navigate to Settings -> System settings -> Integrations.
  3. Click on Connect to QuickBooks to connect MRPeasy and QuickBooks.
Step 2. Choose what to synchronize

It is possible to choose the synchronization of the following:

  1. Sales - If selected, sales documents (Invoices, Credit Invoices, Prepayment invoices) are sent to QuickBooks Online automatically. If not selected, these can be sent manually only.
  2. Procurement - If selected, procurement documents (Purchase Orders or Purchase Invoices) are sent to QuickBooks Online automatically. If not selected, POs can be sent manually only.
  3. Balances - If selected, the financial transactions that are recorded in MRPeasy are automatically posted to QuickBooks Online with journal entries. If not selected, the posting of balances with journals is completely disabled.

Important notes:

  • Manual journal entries, which have been posted to QuickBooks Online are shown in detail at Settings -> System settings -> Integrations -> QuickBooks -> Synchronization logs.
  • MRPeasy is a perpetual inventory system, if the periodic inventory system is used in your accounting (in QuickBooks Online), then synchronization of balances should be disabled.
  • Especially, if you use tracked inventory in QuickBooks, syncing of balances should not be used.

Synchronization of payments:

  • Payments are automatically synchronized two-way only when balances are synchronized.
  • Payments for purchase invoices are synchronized only in case PO-s are sent to QBO as bills.
  • If you do not sync balances, then payments will only be synchronized:
    - When a new invoice or a purchase order is sent to QuickBooks from MRPeasy (and it has a saved payment).
    - When an invoice or a purchase order is opened in MRPeasy and button Update in QuickBooks is pressed.
Step 3. Choose how Purchase Orders and Credit invoices are sent to QuickBooks Online

Purchase Orders from MRPeasy can be posted as:

  1. Purchase Orders in QuickBooks.
    - If Several invoices per PO is enabled, then POs are not posted to QuickBooks. Purchase Invoices are posted as Bills.
  2. Bills in QuickBooks.

Credit invoices from MRPeasy can be posted as:

  1. Credit Notes in QuickBooks, or
  2. Refund Receipts in QuickBooks.
Step 4. Select accounts for the integration with QuickBooks Online
  1. A default Purchases (Current Asset) account.
    - This is the product's Expense account on the QuickBooks Online Bill.
    - This account is used by MRPeasy when creating new items in QuickBooks Online.
    - If balances are synchronized, this account holds the value of billed, but not received goods. The PO receipt transaction (credit) is posted with a journal on this account. 
  2. A default Sales (Revenue) account.
    - This is the Income account on the QuickBooks Online Invoice.
    - This account is used by MRPeasy when creating new items in QuickBooks Online.
  3. A Bank (Current asset) account.
    - An account to where payments are saved if entered in MRPeasy.
  4. Optionally, a Customer Prepayments (Current liability) account.
    - It is used when a prepayment invoice is paid by a customer.

If balances are not synchronized, skip to selecting custom accounts for your products.

If synchronization of balances is enabled, additionally select:
  1. Default Finished goods (Current asset) and Materials on hand (Current asset) inventory accounts.
    - By default, all items with a BOM are considered finished goods; items without a BOM are considered materials.
    - Inventory/Stock tracking must not be used for items in QuickBooks Online.
  2. A Work in progress (Current asset) account.
    - An account for holding the value of currently unfinished goods, open manufacturing orders.
  3. A Direct labor (Current liability) account.
    - An account for posting direct labor costs, which are applied to product's cost (to work in progress) according to time worked on a job.
    - If the allocation of direct labor is not desired, then users’ hourly labor rates must be defined as 0 in MRPeasy.
  4. An Applied manufacturing overhead (Current liability) account.
    - An account for posting manufacturing overhead costs, which are applied to the product's cost (to work in progress).
    - If the allocation of manufacturing overhead is not desired, then workstations’ hourly rates, and fixed, and variable costs in routings must be defined as 0 in MRPeasy.
  5. A Transfer orders liability (Current liability) account.
    - If you have several sites between which you move items, then transfer fees, which are applied to inventory, are posted on this account.
  6. A default Cost of goods sold (Expense) account.
  7. Inventory Adjustments (Expense/Revenue) accounts.

If balances are not synchronized, save the mapping of accounts, and the integration is set up! Continue to getting MRPeasy and QuickBooks Online in sync.

If balances are synchronized, continue to check your product's Expense accounts in QuickBooks Online.

Step 5. Select custom accounts for products

Optionally, in the "Custom accounts" section on the integration configuration page, you can define custom accounts per product group:

  1. A Purchases (Current asset) account.
    - This is the product's Expense account on the QuickBooks Online Bill.
    - This account is used by MRPeasy when creating new items in QuickBooks Online.
    - If balances are synchronized, this account holds the value of billed, but not received goods. The PO receipt transaction's credit is posted with a journal on this account.
  2. A Sales (Revenue) account.
    - This is the product's Income account on the QuickBooks Online Invoice.
    - This account is used by MRPeasy when creating new items in QuickBooks Online. 
  3. An Inventory (Current asset) account.
    - Inventory/Stock tracking must not be used for items in QuickBooks Online.
    - Used only if balances are synchronized.
  4. A Cost of Goods Sold (Expense) account.
    - Used only if balances are synchronized.

If balances are not synchronized, save the mapping of accounts, and the integration is set up! Continue to getting MRPeasy and QuickBooks Online in sync.

If balances are synchronized, continue to the next step.

Step 6. Check products' Expense accounts in QuickBooks Online

If balances are synchronized, for all existing products in QuickBooks Online, you must verify that the Expense account matches the integration configuration.

  1. Go to QuickBooks Online -> Sales -> Products and services.
  2. Open a product.
  3. Check that the "Expense account" in QuickBooks Online product details matches the "Purchases" account defined in the integration configuration.
  4. Repeat for all items.
  5. Once done, save the integration configuration.

After the mapping of accounts is saved, the integration is set up! Continue to getting MRPeasy and QuickBooks Online in sync.

Getting MRPeasy and QuickBooks Online in sync

When the integration is first established, it is important that data in both of the systems match.

First synchronization

The first time, when the connection between MRPeasy and QuickBooks Online is established:

  1. The earlier input POs and Invoices are posted only after you open and save them. If you do not make changes to old documents, they are not posted to QuickBooks Online.
    - If you already have some invoices, POs, or bills in QuickBooks Online, you should not send these from MRPeasy to QuickBooks Online again. You will risk having duplicates in QuickBooks Online.
  2. The changes in account balances from that day are posted to QuickBooks Online during the next nightly synchronization.
Get starting account balances in sync

If you are synchronizing balances, you must take great care that the beginning balances in MRPeasy and QuickBooks Online match.

This is easiest if there are no in-progress Manufacturing Orders, and no invoiced-and-not-received Purchase Orders in MRPeasy.

Generally, the following steps should be taken:

  1. Establish the right balances for all of your accounts.
  2. Make sure that the inventory counts and balances are correct in MRPeasy, and the balances match with QuickBooks Online.
  3. Send data from MRPeasy to QuickBooks Online:
    - Post any changes of balances during this day with a journal entry by clicking "Synchronize now" in Settings -> System settings -> Integrations -> QuickBooks Online. 
    - Optionally, sales invoices by opening them and sending them to QuickBooks Online.
    - Optionally, purchase invoices by opening them and sending them to QuickBooks Online.
  4. Check if the balances match in MRPeasy and QuickBooks Online.
    - You may need to adjust the manual journal, which was just created.

If you have in-progress Manufacturing Orders in MRPeasy, consider the following:

  • If MO was started:
    - Before the day of initializing the integration, the integration's WIP account in QuickBooks Online should reflect the value of consumed materials from previous days.
    - On the day of initializing the integration, its transactions are posted with the first synchronization. No manual action necessary.
  • Alternatively:
    a) You may want to finish all in-progress Manufacturing Orders, before initializing the integration. 
    b) If there is still in-progress manufacturing, you could also:
    - Manually create a stock lot for the finished goods in MRPeasy. Do not create a MO in MRPeasy.
    - Or, re-create the situation in MRPeasy and QuickBooks Online as if the manufacturing had not started. Start the MO only after step (5) above.

If there are invoiced and not received Purchase Orders in MRPeasy:

Importing stock items, customers, and vendors from QuickBooks Online

It is possible to import stock items, customers, and vendors from QuickBooks to MRPeasy at MRPeasy -> Settings -> System settings -> Integrations -> QuickBooks, by using the respective buttons.

This will import new objects only. If some objects were imported before, these will be skipped and not imported twice.

Stock items are matched by SKU in QuickBooks and Part Number in MRPeasy. The Name field in QuickBooks maps to the Part description field in MRPeasy.

Update or disconnect the integration

Should you wish to review the chosen settings for the integration, or make any changes to the integration, you can do this at Settings -> System settings -> Integrations -> QuickBooks -> Change accounts.

Please note that when you change accounts, then the next transactions are posted to the new accounts. No changes are made to any historical data already posted to QuickBooks.

The integration can be disconnected at Settings -> System settings -> Integrations -> QuickBooks -> Disconnect.

How the integration works between MRPeasy and QuickBooks Online

Jump to:

  1. Sending Purchase Order, Bills, and Invoices to QuickBooks Online.
  2. Creating new items, customers, and vendors in QuickBooks Online.
  3. Events and transactions.
  4. Synchronization of payments.
  5. Synchronization schedule.
  6. Additional currencies.
  7. Inventory tracking principles in MRPeasy.
  8. How to reconcile direct labor, applied overhead, and transfer expense liabilities?

Working with Purchase Orders and Invoices

Posting new items, customers, and vendors to QuickBooks
  • Stock items are matched by SKU in QuickBooks and Part Number in MRPeasy. The Name field in QuickBooks maps to the Part description field in MRPeasy.
  • When posting invoices and purchase orders to QuickBooks, MRPeasy will create stock items, customers, and vendors in QuickBooks, if they do not exist.
  • According to the integration configuration, an Expense and a Sales account will be configured for the newly created item in QuickBooks Online.
Synchronizing Purchase Orders or Bills with QuickBooks Online

During integration setup, you must choose if Purchase Orders in MRPeasy are posted to QuickBooks Online as Bills or Purchase orders.

Once the Invoice ID has been entered on Purchase Orders or Purchase Invoices in MRPeasy, then it will be synchronized to QuickBooks Online.

Posting additional fees on an MRPeasy Purchase Order to QuickBooks Online

If the "Additional fees "field is used on a Purchase Order in MRPeasy, then this is posted as a line item to QuickBooks Online.

This must be posted to the integration default account (Purchases). The additional fees are expenses that are added to inventory valuation. This will be expensed when finished goods are sold and included in COGS.

If additional fees are expensed immediately, and not part of inventory valuation, then for these, non-inventory items in MRPeasy can be used. In the QuickBooks Online Bill, or product configuration page, if necessary, the desired expense account can be selected for the item.

Synchronizing Invoices to QuickBooks Online

Once the invoice type is marked Invoice or Credit invoice, and status is not Dummy, they are synced to QuickBooks Online.

Prepayments

Prepayment invoices are posted to QuickBooks as Sales Receipts.

To post a prepayment to QuickBooks, the following conditions must be met:

  • Prepayment invoice must be fully paid.
  • Debit and credit accounts for prepayments must be selected at Settings -> System settings -> Integrations -> QuickBooks Online -> Change accounts.

MRPeasy posts prepayments to QuickBooks Online as follows:

  1. Customer prepayments service is created if it was not created by MRPeasy earlier.
  2. When posting a prepayment invoice, a sales receipt is created in QBO. The Customer prepayments line is added to the receipt.
  3. When posting a final invoice, the Customer prepayments line is added to the invoice with a negative value.

Events and transactions

The following tables describe all events and transactions, which are synchronized.

  1. Events in direction MRPeasy -> QuickBooks.
  2. Events in direction QuickBooks -> MRPeasy.

Events in MRPeasy and the resulting events in QuickBooks Online:

# MRPeasy document MRPeasy event QuickBooks event QuickBooks Debit account QuickBooks Credit account
Purchasing
1 Purchase Order Purchase Order is created. No event.    
1.1 Purchase Order / Purchase Invoice The 'Invoice ID' is saved. PO or Bill is created*. 'Purchases' QuickBooks controlled (eg, Accounts Payable)
1.2 Purchase Order / Purchase Invoice PO is updated. PO or Bill is updated*, if QuickBooks accepts the update. According to 1.1
1.3 Purchase Order / Purchase Invoice PO is received. Journal is made***.
(Exceptions: 2.2, 3.1)
'Materials on Hand' 'Purchases'
1.4 Purchase Order / Purchase Invoice  Payment is saved. Payment is saved for Bill**. (Payment is created according to the difference in the sum of saved payments in MRPeasy and QuickBooks.) QuickBooks controlled (eg, Accounts Payable) 'Bank'
1.5 Purchase Order / Purchase Invoice  Payment is deleted. No event, payment must be deleted manually.    
1.6 Purchase Order / Purchase Invoice PO is deleted. 1. If PO had additional transactions associated, a new journal is made with net adjustments***. According to 1.3, 2.2, 3.1
      2. PO/Bill is not deleted, it must be deleted manually.    
Purchasing - additional transactions of Subcontracting Purchase Orders
2 Shipment (for a Purchase Order.) Shipment is created for shipping parts to vendor No event.    
2.1 Shipment  Goods are picked from stock. Journal is made***. 'Work in Progress' 'Materials on Hand'
2.2 Purchase Order PO is received. Journal is made***. (This is an exception to 1.3) 'Finished Goods' 'Work in Progress'
'Purchases'
3 Purchase Order (for an operation in a MO.) "Shipment date" is saved. Journal is made***. 'Work in Progress' 'Purchases'
3.1 Purchase Order PO is received. No event. (This is an exception to 1.3)    
Manufacturing
4 Manufacturing Order Manufacturing Order is created No event.    
4.1 Manufacturing Order Parts are consumed. Journal is made***. 'Work in Progress' 'Materials on Hand'
 
4.2 Manufacturing Order Operations are started. 1. Journal is made with full planned manufacturing overhead cost***. 'Work in Progress' 'Applied manufacturing overhead'
  2. Journal is made with full planned labor cost***. 'Work in Progress' 'Payroll/Direct labor'
4.3 Manufacturing Order Manufacturing Order is finished. 1. Journal is made***. 'Finished Goods' 'Work in Progress'
      2. Journal is made to adjust manufacturing overhead and labor cost***. According to 4.1, 4.2.
Sales
5 Customer Order Customer Order is created No event.    
6.1 Invoice Invoice status is changed from 'Dummy' to 'Unpaid'. Invoice is created*. QuickBooks controlled (eg, Accounts Receivable) 'Sales'
6.2 Invoice Invoice is updated. Invoice is updated*, if QuickBooks accepts the update. According to 6.1
6.3 Invoice Payment is saved. Receive Payment is created**.
(Payment is created according to the difference in the sum of saved payments in MRPeasy and QuickBooks.)
'Bank' QuickBooks controlled (eg, Accounts Receivable)
6.4 Invoice Payment is deleted. No event, payment must be deleted manually.    
6.5 Invoice Invoice is deleted. No event, invoice must be deleted manually.    
7.1 Credit-invoice Credit-invoice status is changed from 'Dummy' to 'Unpaid'. If posted as Credit note:
Credit Note is created*.
'Sales' QuickBooks controlled (eg, Accounts Receivable)
      If posted as Refund receipt:
Refund Receipt is created*.
'Sales' 'Bank'
7.2 Credit-invoice Credit-invoice is updated. Credit Note or Refund Receipt is updated*, if QuickBooks accepts the update. According to 7.1
7.3 Credit-invoice Payment is saved. If posted as Credit note:
Receive Payment is created**.
(Payment is created according to the difference in the sum of saved payments in MRPeasy and QuickBooks.)
QuickBooks controlled (eg, Accounts Receivable)  'Bank'
      If posted as Refund Receipt:
No event.
   
7.4 Credit-invoice Credit-invoice is deleted. No event, Credit Note or Refund Receipt must be deleted manually.    
8.1 Prepayment invoice Invoice status is changed from 'Dummy' to 'Unpaid'. No event.    
8.2 Prepayment invoice Payment is saved. Sales Receipt is created*. 'Bank' 'Customer Prepayments'
8.3 Prepayment invoice Payment is deleted. No event, Sales Receipt must be deleted manually.    
8.4 Invoice Prepayment is applied to an invoice. A line "Customer prepayment" with the negative prepayment amount is added to the invoice*. 'Customer Prepayments' 'Sales'
8.5 Credit-invoice Credit-invoice is created for a refund of prepayment. If posted as Credit note:
Credit Note is created*.
Two lines are added to the Refund receipt in order to debit the 'Customer prepayments' account and credit the 'Bank' account:
- "Customer prepayments" with a positive prepayment amount.
- "Customer prepayment refund" with a negative prepayment amount.
'Customer Prepayments' QuickBooks controlled (eg, Accounts Receivable)
      If posted as Refund receipt:
Refund Receipt is created*.
Two lines are added to the Refund receipt in order to debit the 'Customer prepayments' account and credit the 'Bank' account:
- "Customer prepayments" with a positive prepayment amount.
- "Customer prepayment refund" with a negative prepayment amount.
'Customer Prepayments' 'Bank'
8.6 Credit invoice Payment is saved for credit-invoice for a prepayment refund. If posted as Credit note:
1. Cheque Expense is created** with category "Accounts Receivable (A/R)"
2. Receive Payment is created**, which automatically links the Cheque Expense and Credit Note.
(Payment is created according to the difference in the sum of saved payments in MRPeasy and QuickBooks.)

QuickBooks controlled (eg, Accounts Receivable) 'Bank'
      If posted as Refund receipt:
No event.
   
9 Shipment (for a Customer Order.) Shipment is created No event.    
9.1 Shipment Goods are picked from stock. Journal is made***. 'Cost of Goods Sold' 'Finished Goods'
Other inventory transactions
10 Manual stock lot A manual stock lot is created in MRPeasy during the stock-taking. Journal is made***. 'Materials on Hand' / 'Finished Goods' 'Inventory gain'
11 Write-off A manual write-off is created in MRPeasy during the stock-taking. Journal is made***. 'Inventory loss' 'Materials on Hand' / 'Finished Goods'
12 Transfer Order Transport fees are applied to a Transfer Order, and Transfer Order is received. Journal is made***. 'Materials on Hand' / 'Finished Goods' 'Transfer orders liability'
Other transactions
13 Purchase Order, Purchase Invoice, Manufacturing Order, Manual stock lot, Write-off, Transfer Order, Shipment Document is changed and inventory cost or balances change. If the original transaction, that is adjusted, is less than 3 months old, a journal is made with net adjustment***.

If transactions older than 3 months are adjusted, then this adjustment will not be posted to QBO automatically.

Adjustments for past periods can be restricted by setting the "Books closing date" in the MRPeasy Standard Accounting module.
According to the transactions, which are updated.

 

Events in QuickBooks Online and the resulting events in MRPeasy:

# QuickBooks document QuickBooks event MRPeasy event
Payments
1 Bill, Invoice Payment is saved. Payment is saved for corresponding Purchase Order / Purchase Invoice, or Invoice.**
(Payment is created according to the difference in the sum of saved payments in MRPeasy and QuickBooks.)
2 Bill, Invoice Payment is deleted. No event, payment must be deleted manually.

 

Synchronization schedule:

  • *) New 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 on the document's details page.
  • **) The synchronization of payments happens in the following cases:
    a. When a new invoice or a purchase order is sent to QuickBooks from MRPeasy*. 
    b. When an invoice or a purchase order is opened in MRPeasy and the button Update in QuickBooks is pressed.
    c. During nightly synchronizations***.
  • ***) Actions, that are made once per day, are performed during the evening (usually between 9 p.m. and 11 p.m.). These can be run manually by clicking button Synchronize at Settings -> System settings -> Integration -> QuickBooks. Manual synchronization can be performed once per 5 minutes.
    Actions that happen during this synchronization are:
    1. Synchronization of balances, by making a journal in QuickBooks.
    2. Synchronization of payments information between the systems.

Additional currencies

If several currencies are used, in order to send invoices, POs, or bills to QuickBooks, standard 3-character currency codes (USD, GBP, EUR, etc. according to ISO 4217) should be used for

MRPeasy sends the exchange rate together with each invoice/PO/bill in foreign currency.

Note that QuickBooks has two important limitations:

  1. Invoices to a customer and bills from a supplier must be in the same currency as his default currency in QBO.
  2. Once created, it is not possible to change a customer's/supplier's currency in QBO.
    E.g. if a customers' currency in QBO should be changed, go to your QuickBooks account, find that customer, and make it inactive. After that, please post an invoice to QBO.

Inventory tracking in MRPeasy

In MRPeasy, the principles of inventory tracking are the following:

  1. All items in inventory are tracked using stock lot tracking within MRPeasy. I.e. each batch of physical items is accounted for separately.
  2. By default, MRPeasy uses FIFO (FEFO, when Expiry dates are used) principle when booking goods for consuming or shipping goods from inventory. 
    It is possible to manually manage and override the bookings and consumption of inventory, e.g. for actual costing and/or for very detailed tracking and traceability.
  3. Financial transactions are automatically made when specific events happen with the inventory.
    This means that MRPeasy is a "Perpetual inventory system", not a "Periodic inventory system". If you use the periodical method for inventory valuation (and Cost of Goods Sold calculation) (in QuickBooks Online), then synchronization of balances from MRPeasy to QuickBooks Online should be disabled.

Reconciling accounts

How to reconcile a Direct labor account?

Direct labor cost is part of the cost of goods sold (Expense), and it is pre-applied to products before a pay run is made. This allows to estimate the real cost of products. But this also means that the pre-applied portion of labor costs must be reconciled with actual labor costs, to account for any difference between estimated and actual expenses.

Generic example, periodic reconciliation of posted direct labor:

  1. A pay run is made.
    For example, resulting account transactions might be the following:
    D Wages and Salaries (Expense)
    C Payroll (Current liability)
    D Payroll (Current liability)
    C Bank (Current assets)

  2. A manual journal entry is made to zero out direct labor liability for that period:
    D Direct labor account (Current liability)
    C Wages expense (Expense) / or COGS / or similar

Always consult your local accounting specialists, to make sure you follow local laws and regulations.

How to reconcile the manufacturing overhead account?

Applied manufacturing overhead is part of the cost of goods sold (Expense), and it is pre-applied to products before bills have actually been received. This allows to estimate the real cost of products. This also means that the pre-applied portion of expenses must be reconciled with actual expenses, to account for any difference between estimated and actual expenses.

Generic example, periodic reconciliation of applied manufacturing overhead:

  1. Bills are entered on expense accounts as normal.
    For example, resulting account transactions might be the following:
    D Expense account(s), e.g. COGS
    C Accounts payable (Current liability)
    D Accounts payable (Current liability)
    C Bank (Current assets)

  2. At the end of the accounting period, a manual journal entry is made to zero the applied manufacturing overhead account for that period:
    D Applied manufacturing overhead (Current liability)
    C Expenses account(s) / or COGS / or similar.

Always consult your local accounting specialists, to make sure you follow local laws and regulations.

How to reconcile the Transfer Orders Liability account?

Transfer orders cost is part of the cost of goods sold (Expense), and it is pre-applied to products before bills have actually been received. This allows us to estimate the real cost of products. But this also means that the pre-applied portion must be reconciled with actual expenses, to account for any difference between estimated and actual expenses.

Generic example, periodic reconciliation of posted transfer orders liability:

  1. Transportation expenses are entered as normal.
    For example, resulting account transactions might be the following:
    D Transportation (Expenses)
    C Accounts payable (Current liability)
    D Accounts payable (Current liability)
    C Bank (Current assets)

  2. At the end of the accounting period, a manual journal entry is made to zero the Transfer Orders Liability account for that period:
    D Transfer Orders Liability (Current liability)
    C Expenses account(s) / or COGS / or similar.

Always consult your local accounting specialists, to make sure you follow local laws and regulations.

Troubleshooting

Synchronization logs

To see what manual journal entries have been posted to QuickBooks Online, please go to Settings -> System settings -> Integrations -> QuickBooks -> Synchronization logs.

Issues:

  • Invoice is not posted to QBO.
    To quickly find the reason, please click the Add to QuickBooks button, after which you should see a relevant error message.
    There may be several reasons:
    a) Invoices are posted once per 5 minutes. To synchronize immediately, click Add to QuickBooks on the Invoice details page.
    b) MRPeasy only posts invoices in statuses 'Unpaid', 'Paid partially' or 'Paid'; and types 'Invoice' or 'Credit invoice'. Invoices in other statuses or types are not posted. Please check the status and type of the invoice.
    c) Quickbooks requires that all item names are unique. Please check that there are not several different items with the same name (item description).
    d) The invoice was created before the integration was initialized. Please open and save it.
  • Purchase Order is not posted to QBO.
    To quickly find the reason, please click the Add to QuickBooks button, after which you should see a relevant error message.
    There may be several reasons:
    a) Purchase Orders are posted once per 5 minutes. To synchronize immediately, click Add to QuickBooks on the Purchase Order details page.
    b) The "Invoice ID" must be saved in the Purchase Order details in MRPeasy, before it will be posted. Please check that this is done and the PO is saved. 
    c) In MRPeasy you have enabled software setting "Several invoices per PO = Yes", in which case POs are not sent to QuickBooks. Please open the PO and create an incoming invoice to send a bill to QuickBooks.
    d) The PO was created before the integration was initialized. Please open and save it.
  • Error messages when sending an invoice to QuickBooks Online after applying a tax.
    - When posting invoices to QBO, the applied tax rates must exist in QBO beforehand.
    - Please pre-configure these tax rates in QBO, or update these invoices and then try to post them again.
  • Error message "Business Validation Error: You must select an account for this transaction." when trying to post Invoice or PO to QBO.
    - Please go to QuickBooks -> Products, and check that every product in the document has both income and expense accounts set.
  • Error message "Invalid Reference Id : Accounts element id *** not found" when trying to synchronize balances.
    - Please go to MRPeasy -> Settings -> System settings -> Integrations -> QuickBooks -> Change accounts, and check that all accounts are selected.
  • Error message "Duplicate Document Number Error."
    - This means that there is already a document in QBO with this number.
    - This may happen when you delete a document in MRPeasy, do not delete it in QBO, and re-create the document in MRPeasy. MRPeasy does not delete documents in QBO automatically. If a document has been posted to QBO, and it is needed to delete it, please delete it manually in both systems. The software works like that to avoid a conflict when a document is posted to QBO, and your accountant starts to process it, and at the same time, somebody deletes this document in MRPeasy.

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.

Support

The integration between QBO and MRPeasy is maintained by MRPeasy. If you have technical questions about the integration, please turn to MRPeasy support. However, our Support team is unable to consult you regarding the setup of your accounting in QBO.

Salesforce

MRPeasy can be integrated with Salesforce via Zapier.

Sales can be imported from Salesforce to MRPeasy as a customer order.

ShipStation

ShipStation is a web-based, multi-carrier shipping solution for eCommerce retailers. Designed to streamline the fulfillment process, this software offers a vast number of integrations that allow you to import and process orders. ShipStation and MRPeasy can work seamlessly together so that orders are prepared in MRPeasy and shipped from ShipStation using a big selection of available carriers.

How to set up the integration between MRPeasy and ShipStation

1. You must have an active account in ShipStation.

2. Log in to your ShipStation account, go to Settings -> Account -> API settings:

  • Now press the green button “Generate API keys” if the keys have not been generated earlier, or “Regenerate API keys” if they have been generated earlier.

3. ShipStation generates a pair of keys: API Key and API Secret. Example:

  • API Key:                0b7ae06eb123456789f60d00f3454052
  • API Secret:            22f2b1234a5a678eaef19bd60d466ef4 

4. Log in to your MRPeasy account, go to Settings -> System settings -> Integrations:

  • Press the button “Configure API access” in the section “ShipStation”.
  • Input ShipStation API Key and API Secret into the relevant fields in the opened window and press “Save”. 

How the integration between MRPeasy and ShipStation works

Integration between MRPeasy and ShipStation is a one-way integration: shipments are prepared in MRPeasy and sent to ShipStation for shipment. Carrier selection, labels printing, package shipping, and tracking are performed in ShipStation.

It works as follows:

1. A shipment for a customer order, RMA return, or subcontracting PO is prepared in MRPeasy.

2. Free-text addresses for customers cannot be used if shipment information is prepared for sending to ShipStation.

3. Once a new shipment is prepared and saved in MRPeasy, you can press the “Send to ShipStation” button and the shipment will be sent to ShipStation and become available on that side as an order:

  • If shipment status in MRPeasy is “New”, then the ShipStation order will have the status “On hold”.
  • If shipment status in MRPeasy is “Ready for shipment” or “Shipped”, then the ShipStation order will have the status “Awaiting shipment”.

4. The following data is sent to ShipStation:

  • The order date.
  • SKU, part name, and quantity for each shipment row.

5. If the shipment is modified in MRPeasy, then, after saving changes, you can press the “Send to ShipStation” button, to update the order in ShipStation.

  • Changes cannot be made if the ShipStation order has the status “canceled” or “shipped”.

6. When an order is shipped in ShipStation, a tracking number is imported from Shipstation to the shipment details in MRPeasy.

7. When you delete a shipment in MRPeasy, MRPeasy checks if it had been sent to ShipStation earlier:

  • If yes, then MRPeasy asks if you want to delete it in ShipStation also.
  • If you select that you wish to delete it in ShipStation also, then it will be canceled in ShipStation.
  • Order in ShipStation cannot be canceled if its ShipStation status is “canceled” or “shipped”.

Shopify

Shopify is a powerful e-commerce platform. Shopify and MRPeasy work seamlessly together so that sales and shipments are done in Shopify and products are manufactured, materials are handled, production is planned, and purchasing managed in MRPeasy.

Jump to:

  1. Demo video: MRPeasy and Shopify integration.
  2. Synchronization of orders.
  3. Synchronization of inventory levels.
  4. Setting up the integration.
  5. Setting up products in MRPeasy, importing products from Shopify.
  6. Tips for filtering orders in Shopify.
  7. Connecting several Shopify stores.
  8. Support for integration.

Synchronization of orders

The synchronization of orders works as follows:

  1. A sales order from Shopify is posted to MRPeasy as a Customer Order (CO).
  2. Available items are automatically booked for the order in MRPeasy.
    If items are not available or ready, the sales order in Shopify gets the tag "In production".
  3. Once items are in stock, the sales order in Shopify gets the tag "Ready for shipment".
  4. Order must be fulfilled in Shopify, which then creates a shipment and subtracts inventory from MRPeasy.
  5. If an order is canceled in Shopify, it can be canceled automatically in MRPeasy, if a shipment has not been created already.

Jump to:

  1. Post an order from Shopify to MRPeasy.
  2. Book products in MRPeasy.
  3. Ready for shipment notification.
  4. Shipping the products.
  5. Canceled Shopify orders.

Posting an order from Shopify to MRPeasy

The order from Shopify is posted to MRPeasy:

  • Once it reaches the status that is selected in the integration configuration (Paid, Paid partially, or Pending).
  • If it has matching products in MRPeasy.

As a result:

  1. It is imported to MRPeasy as a Customer Order at CRM -> Customer Orders.
  2. Tag "In production" is attached to the order in Shopify.
  3. The Shopify order number is copied to the "Reference" field in the MRPeasy Customer Order.
  4. The MRPeasy order number is saved to the "Additional details" field of the Shopify order.
  5. If some products of the order do not exist in MRPeasy, these lines are not imported, and a note is saved to the "Additional details" field of the Shopify order.

If the order has no products with matching products in MRPeasy:

  • It is not imported to MRPeasy and the tag "Ready for shipment" is attached to the order.
  • A note is added to the "Additional details" field of the Shopify order.

Booking products for the order in MRPeasy

When an order has been imported into MRPeasy, then in MRPeasy:

  1. The software tries to book products. Available products are booked immediately.
  2. If there are products that are not available in stock, then inventory levels need to be refilled and the bookings completed. Instructions: Book products to the customer order.

    Such orders can be easily found by the statuses:
    - The Customer Order status will be "Confirmed".
    - The Product status will be "Not booked".

Important notes:

Notification when products are available for shipment

When all products are ready:

  1. The MRPeasy Customer Order status is changed to "Ready for shipment".
  2. In Shopify, the tag "In production" is replaced with "Ready for shipment" in the order’s details, indicating that this order can be fully fulfilled.

Shipping the items and subtracting the stock from MRPeasy

For shipping the items:

  1. The order must be marked fulfilled (shipped) in Shopify
  2. As a result, a Shipment is created in MRPeasy, and all items are automatically marked picked so that products are deducted from the inventory. 
    - If MRPeasy can pick all items, the tag "Ready for shipment" is removed in Shopify.
    - If for some reason MRPeasy cannot pick all items, a message is added to the "Additional details" field of the order in Shopify.

Canceled orders

If an order, which was imported to MRPeasy, is canceled in Shopify, MRPeasy can try to cancel the customer order.

To enable this functionality:

  • Select the option "When order is canceled in Shopify: "Cancel in MRPeasy"" in the integration settings.

Please note:

  • Manufacturing Orders (MO) and/or Purchase Orders (PO) will not be canceled,
  • If a shipment has been created for a customer order, the customer order cannot be canceled.

If a customer order cannot be canceled automatically by MRPeasy, a message is added to the "Additional details" field of the order in Shopify.

Synchronize inventory levels from MRPeasy to Shopify

MRPeasy can update available quantities of products in Shopify.

If this function is enabled:

  • Once per hour MRPeasy will update available quantities of products in Shopify with available quantities from MRPeasy.
    See also: How to read the inventory numbers - in stock, available, expected?
  • Products are matched by "Part number" in MRPeasy and "SKU" in Shopify.
  • If some product does not exist in Shopify, or its’ inventory is not tracked in Shopify, then this product is ignored during the synchronization.

To enable this functionality:

  1. Go to Settings -> System settings -> Integrations -> Shopify. 
  2. Click the "Edit" button next to your shop.
  3. Select the option "Sync inventory levels".
  4. If you have several sites in MRPeasy or several locations in Shopify, it will be possible to choose what sites and locations to synchronize.

Setup of the integration between MRPeasy and Shopify

To configure the integration between Shopify and MRPeasy:

  1. Go to MRPeasy -> Settings -> System settings -> Integrations -> Shopify.
  2. Click the "Connect to Shopify" button.
  3. Fill in the required information:
  4. Click the "Install app" button.
  5. Import new products and inventory levels from Shopify, or set them up separately in MRPeasy.
  6. Optionally, set up a custom search in Shopify.
  7. Optionally, add another Shopify store.

Important note:

  • The orders, that are already in Shopify when you establish the integration, will not be sent to MRPeasy until they aren't updated (opened and saved).

Import customer information from Shopify

For privacy and data consistency reasons, it is advised to have customer information in one place only. That is, if a customer signs up in Shopify, better to have his contact details in Shopify only. In this case, MRPeasy will create one generic customer in MRPeasy CRM, and use it for all orders that are imported from Shopify.

Depending on your business specifics, you may want to import customer information from Shopify to MRPeasy.

If you use a generic customer, the shipping address will neither be imported.

To import customer information from Shopify to MRPeasy:

  1. Go to Settings -> System settings -> Integrations -> Shopify.
  2. Configure the integration between Shopify and MRPeasy.
  3. Select the option "Import customers".
  4. Now, the customer's name and address will be imported to MRPeasy along with the order.

Please note that Shopify allows updating the shipping address after the order has been placed. In this case, MRPeasy tries to update the address in the customer's details in MRPeasy. Nevertheless, please check that addresses match in both systems.

Import shipping costs

To import shipping costs from Shopify to MRPeasy:

  1. Go to Settings -> System settings -> Integrations -> Shopify.
  2. Configure the integration between Shopify and MRPeasy.
  3. Select the option "Import shipping costs".
  4. Select the stock item for saving shipping costs. When an order is imported from Shopify, a new line with this item and shipping cost is added to the order in MRPeasy.

Setting up products in MRPeasy and Shopify

In order to send orders from Shopify to MRPeasy, the products must be set up in both systems beforehand. 

For each of your products, the "SKU" field in Shopify must match the "Part Number" field in MRPeasy. 

There are two ways to do that:

  1. Import products and inventory levels directly from your Shopify.
  2. Set up products and inventory levels separately in MRPeasy.
Importing new products and inventory levels from Shopify

To import new products from Shopify:

  1. Connect MRPeasy and Shopify.
  2. Go to Settings -> System settings -> Integrations -> Shopify.
  3. Click the button "Import stock items".

If there are existing products, where Shopify SKU and MRPeasy Part number match, then these will be skipped. I.e. you can use this import several times, whenever you have added new products to Shopify.

If in Shopify there are products with Variations:

  1. If Matrix BOM is disabled, a separate item will be created for each variation.
  2. If Matrix BOM is enabled, then parameters are imported and a single item with variations will be created.

The data is mapped as follows:

Field in Shopify Field in MRPeasy
Title Part description
SKU Part number
Price Selling price
Quantity available In stock, available
Cost per item Cost per item in a new lot, if available quantity > 0
Setting up products and inventory levels in MRPeasy

Please see:

  1. Demo video: Inventory management in MRPeasy.
  2. Demo video: Setting up procured items.
  3. Demo video: Setting up manufactured items.
  4. Demo video: Setting up inventory levels.
  5. Setting up new items.
  6. Import items.
  7. Enter initial inventory values.

Connecting several Shopify stores with MRPeasy

It is possible to integrate multiple Shopify stores with MRPeasy.

To do that:

  1. Please go to Settings -> System Settings -> Integrations.
  2. At the Shopify section, click the "+" button to add an additional Shopify store.

Useful tips

We advise creating 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 it possible to find ready for shipment orders with a single click.

Support

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

Macro for modifying SolidWorks BOM for MRPeasy BOM 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.

Steps for importing a Solidworks BOM via CSV:

  1. Export the BOM from SolidWorks to Excel.
  2. Modify it with the macro code (see below).
  3. Save it as a CSV file.
  4. If some parts do not exist in MRPeasy, import these parts at Stock -> Items -> Import from CSV.
  5. Import the BOM structure into MRPeasy at Production planning -> Bills of materials -> Import from CSV.

Pre-requisites:

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:

  1. Into cell A1, enter the article number of the final assembly (the article number this BOM refers to)
  2. Into cell A2, copy the macro formula (see below).
  3. 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.
  4. If there are BOMs (of sub-assemblies), which appear several times in different branches, then such duplicates must be removed manually.
  5. 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)))

Example

A solidworks BOM export will give out the following format:

Level Part # Quantity
1 Part #1 1
2 Assembly #2 3
2.1 Part #2 5
3 Part #3 7

For MRPeasy to be able to import a multi-level BOM structure, the BOM will need to be modified so that the first column will indicate each part's and assemblie's direct parent part number. As follows:

Parent part # Level Part # Quantity
Assembly #1 1 Part #1 1
Assembly #1 2 Assembly #2 3
Assembly #2 2.1 Part #2 5
Assembly #1 3 Part #3 7

Filling of the first column values can be achieved with the macro code above, by first deleting the header row and then using the macro as follows:

Write the main assembly part # here 1 Part #1 1
Copy the macro to here 2 Assembly #2 3
Drag-copy macro from above 2.1 Part #2 5
Drag-copy macro from above 3 Part #3 7

Ware2Go

Ware2Go provides on-demand fulfillment and warehousing, making 1-2 day delivery easy and affordable for all merchants. Ware2Go and MRPeasy can work seamlessly together so that orders are imported to MRPeasy when they are shipped in Ware2Go.

How to set up the integration between MRPeasy and Ware2Go

1. You must have an active account in Ware2Go.

2. Log in to your MRPeasy account, go to Settings -> System settings -> Integrations:

  • Press the button Connect to Ware2Go in the section Ware2Go.

3. Fill in the form:

  • Access token: your username in Ware2Go,
  • Secret: your password in Ware2Go,
  • Merchant ID: you can find it in Ware2Go -> Merchant Profile -> Company Information.

And press Save.

4. Configure the integration parameters. When done, press Save again.

How the integration between MRPeasy and Ware2Go works

Integration between MRPeasy and Ware2Go is a one-way integration.

When an outbound order is marked as shipped in Ware2Go, in MRPeasy:

  • An existing Customer Order (CO) is looked up by the order number.
    If it is not found, a new CO created.
  • Products are booked.
  • A Shipment is created and picked.

It may take up to two hours for a new shipped order to be imported from Ware2Go to MRPeasy.

If the order in Ware2Go contains information regarding stock lots (lot number and number of items booked from that lot):

  • MRPeasy tries to book products from these stock lots.
  • If this is not possible, products are not booked, and an important note is added to the customer order. 
  • Customer orders with important notes are highlighted with a red flag in the list at CRM -> Customer orders.

WooCommerce

WooCommerce is a powerful e-commerce platform. WooCommerce and MRPeasy work seamlessly together so that sales are done in WooCommerce and products are manufactured, materials are handled, production is planned, and purchasing managed in MRPeasy.

Jump to:

  1. Demo video: MRPeasy and WooCommerce integration.
  2. Synchronization of orders.
  3. Synchronization of inventory levels.
  4. Setting up the integration.
  5. Setting up products in MRPeasy.
  6. Connect several WooCommerce stores.
  7. Support for integration.

Synchronization of orders

The synchronization of orders works as follows:

  1. A sales order from WooCommerce is posted to MRPeasy as a Customer Order (CO).
  2. Available items are automatically booked for the order in MRPeasy.
    If items are not available or ready, the note "In production" is added to the sales order in WooCommerce.
  3. Once items are in stock, the note "Ready for shipment" is added to the sales order in WooCommerce.
  4. Shipment can be reported in WooCommerce or MRPeasy, and it will be synced to the other system.

Jump to:

  1. Post an order from WooCommerce to MRPeasy.
  2. Book products in MRPeasy.
  3. Ready for shipment notification.
  4. Ship the products.

Posting an order from WooCommerce to MRPeasy

The order from WooCommerce is posted to MRPeasy:

  • Once it's been paid,
  • If it has matching products in MRPeasy.

As a result:

  1. It is imported to MRPeasy as a Customer Order at CRM -> Customer Orders.
  2. The note "In production" is added to the order in WooCommerce.
  3. The WooCommerce order number is copied to the "Reference field" in the MRPeasy Customer Order.

If the order has no products with matching products in MRPeasy:

  • It is not imported to MRPeasy.
  • A note is attached to the order.

Booking products for the order in MRPeasy

When an order has been imported into MRPeasy, then in MRPeasy:

  1. The software tries to book products. Available products are booked immediately.
  2. If there are products that are not available in stock, then inventory levels need to be refilled and the bookings completed. Instructions: Book products to the customer order.

    Such orders can be easily found by the statuses:
    - The Customer Order status will be "Confirmed".
    - The Product status will be "Not booked".

Important notes:

Notification when products are available for shipment

When all products are ready:

  1. The MRPeasy Customer Order’s status is changed to "Ready for shipment".
  2. In WooCommerce, the note "Ready for shipment" is added in the order’s details, indicating that this order can be fully fulfilled.

Shipping the items and subtracting the stock from MRPeasy

For shipping the items, there are two alternative options:

  1. Create a shipment in MRPeasy and pick all items. The status of the order in WooCommerce will be changed to "Completed".
  2. Change the status of the order to "Completed" in WooCommerce. A shipment will be created in MRPeasy, and all items will be automatically marked picked so that products are deducted from the inventory.

Synchronize inventory levels from MRPeasy to WooCommerce

MRPeasy can update the available quantities of products in WooCommerce.

If this function is enabled:

  • Once per hour MRPeasy will update available quantities of products in WooCommerce with available quantities from MRPeasy.
    See also: How to read the inventory numbers - in stock, available, expected?
  • Products are matched by "Part number" in MRPeasy and "SKU" in WooCommerce.
  • If some product does not exist in WooCommerce, or its’ inventory is not tracked in WooCommerce, then this product is ignored during the synchronization.

To enable this functionality:

  1. Go to Settings -> System settings -> Integrations -> WooCommerce.
  2. Click the Edit button next to your shop.
  3. Select the option "Sync inventory levels".
  4. If you have several sites in MRPeasy, choose what sites to synchronize.
  5. If you need to synchronize products with parameters, please enable the Legacy API at WooCommerce -> Settings -> Advanced -> Legacy API.

Setup of the integration between MRPeasy and WooCommerce

To set up the integration between WooCommerce and MRPeasy:

  1. Go to MRPeasy -> Settings -> System settings -> Integrations -> WooCommerce.
  2. Click the "Connect to WooCommerce" button.
  3. Fill in the required information:
  4. Click the "Install app" button.
  5. Set up products in MRPeasy.
  6. Optionally, add another WooCommerce store.

Import customer information from WooCommerce

For privacy and data consistency reasons, it is advised to have customer information in one place only. That is, if a customer signs up in WooCommerce, better to have his contact details in WooCommerce only. In this case, MRPeasy will create one generic customer in MRPeasy CRM, and use it for all orders that are imported from WooCommerce.

Depending on your business specifics, you may want to import customer information from WooCommerce to MRPeasy.

If you use a generic customer, the shipping address will neither be imported.

To import customer information from WooCommerce to MRPeasy:

  1. Go to Settings -> System settings -> Integrations -> WooCommerce.
  2. Configure the integration between WooCommerce and MRPeasy.
  3. Select the option "Import customers".
  4. Now, the customer's name and address will be imported to MRPeasy along with the order.

Please note that WooCommerce allows updating the shipping address after the order has been placed. In this case, MRPeasy tries to update the address in the customer's details in MRPeasy. Nevertheless, please check that addresses match in both systems.

Guest checkout in WooCommerce

If you allow making guest checkouts in WooCommerce, then WooCommerce does not create accounts for your customers. Then MRPeasy also does not create customer accounts, even if importing of customers is selected. The order will be imported under a generic name.

Setting up products in MRPeasy and WooCommerce

Products must be set up in MRPeasy and WooCommerce separately.

The "SKU" field in WooCommerce must match the "Part Number" field in MRPeasy. Otherwise, the order of the product will not be imported to MRPeasy.

Please see:

  1. Demo video: Inventory management in MRPeasy.
  2. Demo video: Setting up procured items.
  3. Demo video: Setting up manufactured items.
  4. Demo video: Setting up inventory levels.
  5. Setting up new items.
  6. Import items.
  7. Enter initial inventory values.

Connecting several WooCommerce stores with MRPeasy

It is possible to integrate multiple WooCommerce stores with MRPeasy.

To do that:

  1. Please go to Settings -> System Settings -> Integrations.
  2. At the WooCommerce section, click the "+" button to add an additional WooCommerce store.

Support

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

Xero

Xero is powerful online accounting software that has localizations for many countries. MRPeasy focuses on manufacturing resource planning, reporting, inventory management, sales, and procurement. MRPeasy together with Xero accounting creates a very powerful ERP system. We strongly recommend performing all business operations in MRPeasy, and in Xero the accounting only.

It is possible to make a basic or an in-depth integration.

Basic integration:

  • Easy to set up.
  • Only sales and purchasing documents can be duplicated to Xero: Invoices, Credit Invoices, Prepayment invoices, Purchase Orders, Purchase Invoices.

In-depth integration:

  • Requires expert accounting knowledge to complete.
  • Additionally, all inventory and manufacturing transactions of each day are posted to Xero with a manual journal entry.
  • These journals include balance changes in inventory accounts, Work in progress (WIP), Cost of Goods Sold (COGS), etc.

Jump to:

  1. Demo video: Xero integration
  2. Setting up the integration with Xero.
  3. How does the integration work between MRPeasy and Xero?
  4. When are synchronizations performed?
  5. How does inventory tracking work in MRPeasy?
  6. Troubleshooting, synchronization logs.

Setup of the integration between MRPeasy and Xero

Jump to:

  1. Notes about using Xero tracked inventory.
  2. Connect MRPeasy and Xero.
  3. Select what to synchronize
  4. Synchronization of payments.
  5. Choose how Purchase Orders / Purchase Invoices are synchronized.
  6. Select accounts for the integration.
  7. Custom accounts for products.
  8. Check products' Purchase accounts in Xero.
  9. Get balances in MRPeasy and Xero in sync.
  10. Import customers, vendors, and items from Xero.
  11. Review, change or disconnect the integration.
Xero Tracked Inventory

Inventory (stock) tracking should not be used in Xero for items that are managed in MRPeasy. Xero makes some automatic inventory transactions for these items, e.g. when they are bought or sold, which MRPeasy does not control.

MRPeasy itself posts changes in inventory balances to accounts during nightly synchronizations.

Technical reasons why MRPeasy does not integrate with Xero Tracked Inventory are the following:

  1. At present Xero does not support the importing of inventory values for items via API.
  2. Xero advises not to use its' inventory tracking for manufacturing companies (https://central.xero.com/s/article/Track-your-inventory), or when using a 3rd party inventory application (https://central.xero.com/s/article/Options-for-managing-inventory-in-Xero)

Connect MRPeasy and Xero

Step 0. Stop all activity

You should cease all activity in MRPeasy and Xero during the process of setting things up.

Step 1. Connect MRPeasy and Xero
  1. Log in to MRPeasy.
  2. Navigate to Settings -> System settings -> Integrations.
  3. Click on Connect to Xero to connect MRPeasy and Xero.
Step 2. Choose what to synchronize

It is possible to choose the synchronization of the following:

  1. Sales - If selected, sales documents (Invoices, Credit Invoices, Prepayment invoices) are sent to Xero automatically. If not selected, these can be sent manually only.
  2. Procurement - If selected, procurement documents (Purchase Orders or Purchase Invoices) are sent to Xero automatically. If not selected, POs can be sent manually only.
  3. Balances - If selected, the financial transactions that are recorded in MRPeasy are automatically posted to Xero with journal entries. If not selected, the posting of balances with journals is completely disabled.

Important notes:

  • Manual journals, which have been posted to Xero are shown in detail at MRPeasy -> Settings -> System settings -> Integrations -> Xero -> Synchronization logs.
  • Advisor access for the Xero account manager is required, otherwise, it is not possible to see the journals in Xero that MRPeasy has posted.
  • MRPeasy is a perpetual inventory system, if the periodic inventory system is used in your accounting (in Xero), then synchronization of balances should be disabled.
  • Especially, if you use Xero tracked inventory, syncing of balances should not be used.

Synchronization of payments:

  • If balances are synchronized, payments are synchronized two-way.
  • Payments for bills are synchronized only if balances are synchronized and purchase orders are posted to Xero as bills.
  • For sales invoices, if balances are not synchronized, if payment is saved in MRPeasy, it can be synchronized to Xero by pressing the Update in Xero button in MRPeasy invoice, if the Xero invoice is a draft.
Step 3. Choose how Purchase Orders are sent to Xero

Purchase Orders from MRPeasy can be posted to Xero as:

  1. Purchase Orders in Xero, or
    - If the "Several invoices per PO" setting is enabled, then POs are not posted to Xero. Purchase Invoices are posted as Bills.
  2. Bills in Xero.
Step 4. Select accounts.
  1. A default Purchases (Current Asset) account.
    - This is the product's Purchases account on the Xero Bill.
    - This account is used by MRPeasy when creating new items in Xero.
    - If balances are synchronized, this account holds the value of billed, but not received goods. The PO receipt transaction (credit) is posted with a journal on this account. 
  2. A default Sales (Revenue) account.
    - This is the Sales account on the Xero Invoice.
    - This account is used by MRPeasy when creating new items in Xero.
  3. A Bank (Bank) account.
    - An account to where payments are saved if entered in MRPeasy.
  4. Optionally, a Customer Prepayments (Liability) account.
    - It is used when a prepayment invoice is paid by a customer.

If balances are not synchronized, skip to selecting custom accounts for your products.

If synchronization of balances is enabled, additionally select:
  1. Default Finished goods (Current asset) and Materials on hand (Current asset) inventory accounts.
    - By default, all items with a BOM are considered finished goods; items without a BOM are considered materials.
    - Do NOT choose an account type of 'INVENTORY'.
  2. A Work in progress (Current asset) account.
    - An account for holding the value of currently unfinished goods, open manufacturing orders.
  3. A Direct labor (Current liability) account.
    - An account for posting direct labor costs, which are applied to product's cost (to work in progress) according to time worked on a job.
    - If the allocation of direct labor is not desired, then users’ hourly labor rates must be defined as 0 in MRPeasy.
  4. An Applied manufacturing overhead (Current liability) account.
    - An account for posting manufacturing overhead costs, which are applied to the product's cost (to work in progress).
    - If the allocation of manufacturing overhead is not desired, then workstations’ hourly rates, and fixed, and variable costs in routings must be defined as 0 in MRPeasy.
  5. A Transfer orders liability (Current liability) account.
    - If you have several sites between which you move items, then transfer fees, which are applied to inventory, are posted on this account.
  6. A default Cost of goods sold (Expense) account.
  7. Inventory Adjustments (Expense/Revenue) accounts.
Step 5. Select custom accounts for products

Optionally, in the "Custom accounts" section on the integration configuration page, you can define custom accounts per product group:

  1. A Purchases (Current asset) account.
    - This is the product's Purchases account on the Xero Bill.
    - This account is used by MRPeasy when creating new items in Xero.
    - If balances are synchronized, this account holds the value of billed, but not received goods. The PO receipt transaction's credit is posted with a journal on this account.
  2. A Sales (Revenue) account.
    - This is the product's Sales account on the Xero Invoice.
    - This account is used by MRPeasy when creating new items in Xero. 
  3. An Inventory (Current asset) account.
    - Do NOT choose an account type of 'INVENTORY'.
    - Used only if balances are synchronized.
  4. A Cost of Goods Sold (Expense) account.
    - Used only if balances are synchronized.

If balances are not synchronized, save the mapping of accounts, and the integration is set up! Continue to getting MRPeasy and Xero in sync.

If balances are synchronized, continue to the next step.

Step 6. Check products' Purchases accounts in Xero

If balances are synchronized, for all existing products in Xero, you must verify that the Purchases account matches the integration configuration.

  1. Go to Xero -> Products and services.
  2. Open a product.
  3. Check that the "Purchases" account in Xero product details matches the "Purchases" account defined in the integration configuration.
  4. Repeat for all items.
  5. Once done, save the integration configuration.

After the mapping of accounts is saved, the integration is set up! Continue to getting MRPeasy and Xero in sync.

Getting MRPeasy and Xero in sync

When the integration is first established, it is important that data in both of the systems match.

First synchronization

The first time, when the connection between MRPeasy and Xero is established:

  1. The earlier input POs and Invoices are posted only after you open and save them. If you do not make changes to old documents, they are not posted to Xero.
    - If you already have some invoices, POs, or bills in Xero, you should not send these from MRPeasy to Xero again. You will risk having duplicates in Xero.
  2. The changes in account balances from that day are posted to Xero during the next nightly synchronization.
Get starting account balances in sync

If you are synchronizing balances, you must take great care that the beginning balances in MRPeasy and Xero match.

This is easiest if there are no in-progress Manufacturing Orders, and no invoiced-and-not-received Purchase Orders in MRPeasy.

Generally, the following steps should be taken:

  1. Establish the right balances for all of your accounts.
  2. Make sure that the inventory counts and balances are correct in MRPeasy, and the balances match with Xero.
  3. Send data from MRPeasy to Xero:
    - Post any changes of balances during this day with a journal entry by clicking "Synchronize now" in Settings -> System settings -> Integrations -> Xero. 
    - Optionally, sales invoices by opening them and sending them to Xero.
    - Optionally, purchase invoices by opening them and sending them to Xero.
  4. Check if the balances match in MRPeasy and Xero. 
    - You may need to adjust the manual journal, which was just created.

If you have in-progress Manufacturing Orders in MRPeasy, consider the following:

  • If MO was started:
    - Before the day of initializing the integration, the integration's WIP account in Xero should reflect the value of consumed materials from previous days.
    - On the day of initializing the integration, its transactions are posted with the first synchronization. No manual action necessary.
  • Alternatively:
    a) You may want to finish all in-progress Manufacturing Orders, before initializing the integration. 
    b) If there is still in-progress manufacturing, you could also:
    - Manually create a stock lot for the finished goods in MRPeasy. Do not create a MO in MRPeasy.
    - Or, re-create the situation in MRPeasy and Xero as if the manufacturing had not started. Start the MO only after step (5) above.

If there are invoiced and not received Purchase Orders in MRPeasy:

Import stock items, customers, and vendors from Xero

It is possible to import stock items, customers, and vendors from directly Xero to MRPeasy at MRPeasy -> Settings -> System settings -> Integrations -> Xero.

Update or disconnect the integration

Should you wish to review the chosen settings for the integration, or make any changes to the integration, you can do this at Settings -> System settings -> Integrations -> Xero -> Change accounts.

Please note that when you change accounts, then the next transactions are posted to the new accounts. No changes are made to any historical data already posted to Xero.

The integration can be disconnected at Settings -> System settings -> Integrations -> Xero -> Disconnect.

How the integration between MRPeasy and Xero works

Jump to:

  1. Sending Purchase Order, Bills, and Invoices to Xero.
  2. Creating new items, customers, and vendors in Xero.
  3. Synchronization of tax.
  4. Events and transactions.
  5. Synchronization of payments.
  6. Synchronization schedule.
  7. Additional currencies.
  8. Inventory tracking principles in MRPeasy.
  9. How to reconcile direct labor, applied overhead, and transfer expense liabilities?

Sending Purchase Orders / Bills and Invoices to Xero

Creating new items, customers, and vendors in Xero
  • Stock items are matched by Item Code in Xero and Part Number in MRPeasy.
  • Customers and Vendors are matched according to the Name.
  • When posting invoices, purchase orders, or bills to Xero, MRPeasy will create stock items, customers, and vendors in Xero, if they do not exist.
  • According to the integration configuration, a Purchases and Sales account will be configured for the newly created item in Xero.
  • If a part number is longer than 30 characters, then the item is not transferred to Xero as a product. The part number is combined with the description into the description field.
Sending Purchase Orders or Bills to Xero

During integration setup, you must choose if Purchase Orders in MRPeasy are posted to Xero as Bills or Purchase orders.

Once the Invoice ID has been entered on Purchase Orders or Purchase Invoices in MRPeasy, then these will be synchronized to Xero as drafts.

If a payment has been saved in MRPeasy, the document in Xero will automatically become approved.

After a Bill / Purchase order has been approved in Xero, it is not possible to update it via the integration from MRPeasy any longer.

Posting additional fees on an MRPeasy Purchase Order to Xero

If the Additional fees field is used on a Purchase Order in MRPeasy, then this is posted as a line item to Xero.

If balances are synchronized, this must be posted to the integration default account (Purchases). The additional fees are expenses that are added to inventory valuation.

If some additional fees should be posted to an expense account immediately, and these are not part of inventory valuation, then for these, non-inventory items in MRPeasy can be used.

Sending Invoices to Xero

Once an invoice type is marked Invoice or Credit invoice:

  • and status is Unpaid, it is synced to Xero as a draft invoice. It must be approved in Xero.
  • and status is Paid or Paid partially, it is synced to Xero as an approved invoice. It must have a Due date saved in MRPeasy to post it to Xero.

After an Invoice is approved in Xero, it is not possible to update it via the integration from MRPeasy any longer.

Prepayments

Prepayment invoices are posted to Xero as direct payments with Transaction: Receive Money. Though Xero has the option to create prepayments, it is not possible to update prepayments via API after a prepayment is created. Because of that limitation, the integration with Xero does not use that type of document.

To post a prepayment to Xero, the following conditions must be met:

  • The invoice with the type Prepayment invoice must be fully paid.
  • Debit and credit accounts for prepayments must be selected at Settings -> System settings -> Integrations -> Xero -> Change accounts.

MRPeasy posts prepayments to Xero as follows:

  1. When posting a prepayment invoice, a bank transaction is created in Xero. The Customer prepayments account is selected on every line.
  2. When posting a final invoice, the Prepayment line is added to the invoice with a negative value.

You can find the posted prepayments in Xero, at Accounting -> Bank accounts -> Open your bank account -> Account transactions.

Tax rates

The synchronization of tax rates works as follows:

  1. MRPeasy operates with tax percentages only, there are no 'named' tax rates.
  2. When a document with tax is sent to Xero, the tax rate in Xero with the same percentage is automatically chosen. If there are several tax rates with the same percentage, then the correct tax rate must be chosen in Xero.
  3. If you need a 'No tax' invoice, please leave the tax percentage field empty in MRPeasy.
  4. If you need a 0% tax, please enter tax as '0%' in MRPeasy.
  5. Unfortunately, MRPeasy cannot post 'Tax included' invoices. If this is important, please update these invoices in Xero.

Events and transactions

The following tables describe all events and transactions, which are synchronized.

Jump to:

  1. MRPeasy -> Xero, synchronization of documents.
  2. MRPeasy -> Xero, synchronization of balances with journal entries.
  3. Xero -> MRPeasy.
 MRPeasy -> Xero, synchronization of documents:
# MRPeasy document MRPeasy event Xero event Xero Debit account Xero Credit account
Purchasing
1.1 Purchase Order Purchase Order is created. No event.    
1.2 Purchase Order / Purchase Invoice The 'Invoice ID' is saved. If MRPeasy PO is posted as PO, PO is created*. No transaction.
If MRPeasy PO / PI is posted as a Bill, Bill is created*. 'Purchases' Xero controlled (eg, Accounts Payable)
1.3 Purchase Order / Purchase Invoice PO is updated. If MRPeasy PO is posted as PO, PO is updated*. No transaction.
PO / PI is updated. If MRPeasy PO / PI is posted as a Bill, Bill is updated*, if Xero accepts the update. 
Approved documents cannot be updated by MRPeasy.
 
1.4 Purchase Order / Purchase Invoice  Payment is saved. If MRPeasy PO / PI is posted as a Bill, payment is saved for the Bill**.
(Payment is created according to the difference in the sum of saved payments in MRPeasy and Xero.)
Xero controlled (eg, Accounts Payable) 'Bank'
1.5 Purchase Order / Purchase Invoice  Payment is deleted. No event, payment must be deleted manually.    
1.6  Purchase Order / Purchase Invoice  PO / PI is deleted.  PO / Bill is not deleted, it must be deleted manually.    
Sales invoice
2.1 Invoice Invoice status is changed from 'Dummy' to 'Unpaid'. Invoice is created*. Xero controlled (eg, Accounts Receivable) 'Sales'
2.2 Invoice Invoice is updated. Invoice is updated*, if Xero accepts the update. Approved documents cannot be updated by MRPeasy.  
2.3 Invoice Payment is saved. Payment is saved for Invoice**. (Payment is created according to the difference in the sum of saved payments in MRPeasy and Xero.) 'Bank' Xero controlled (eg, Accounts Receivable)
2.4 Invoice Payment is deleted. No event, payment must be deleted manually.    
2.5 Invoice Invoice is deleted. No event, invoice must be deleted manually.    
3.1 Credit-invoice Credit-invoice status is changed from 'Dummy' to 'Unpaid'. Credit Note is created*. Xero controlled (eg, Accounts Receivable) 'Sales'
3.2 Credit-invoice Credit-invoice is updated. Credit Note is updated*, if Xero accepts the update. Approved documents cannot be updated by MRPeasy.  
3.3 Credit-invoice Payment is saved. Payment is saved for Credit Note** (Payment is created according to the difference in the sum of saved payments in MRPeasy and Xero.) 'Bank' Xero controlled (eg, Accounts Receivable)
3.4 Credit-invoice Payment is deleted. No event, payment must be deleted manually.    
3.5 Credit-invoice Credit-invoice is deleted. No event, credit-invoice must be deleted manually.    
4.1 Prepayment invoice Invoice status is changed from 'Dummy' to 'Unpaid'. No event.    
4.2 Prepayment invoice Payment is saved. Direct Payment is created*. 'Bank' 'Customer Prepayments'
4.3 Prepayment invoice Payment is deleted. No event, Direct Payment must be deleted manually.    
4.4 Invoice Prepayment is applied to an invoice. A line "Prepayment" with the negative prepayment amount is added to the invoice*. 'Customer Prepayments' 'Sales'
4.5 Credit-invoice Prepayment is applied to a credit-invoice, for a refund. Two lines are added to the Credit Note in order to debit the 'Customer prepayments' account and credit the 'Accounts Receivable' account:
- "Prepayment" with a positive prepayment amount.
- "Customer prepayment refund" with a negative prepayment amount (to 'Sales').
'Customer Prepayments' Xero controlled (eg, Accounts Receivable)
4.6 Credit-invoice Payment is saved. Payment is saved for Credit Note** (Payment is created according to the difference in the sum of saved payments in MRPeasy and Xero.) Xero controlled (eg, Accounts Receivable) 'Bank'

 

 MRPeasy -> Xero, synchronization of balances with journal entries:
# MRPeasy document MRPeasy event Xero event Xero Debit account Xero Credit account
Purchasing
5.1 Purchase Order / Purchase Invoice PO is received. Journal is made***.
(Exceptions: 6.3, 7.2)
'Materials on Hand' 'Purchases'
Purchasing - additional transactions of Subcontracting Purchase Orders
6.1 Shipment (for a Purchase Order.) Shipment is created for shipping parts to the vendor No event.    
6.2 Shipment  Goods are picked from stock. Journal is made***. 'Work in Progress' 'Materials on Hand'
6.3 Purchase Order PO is received. Journal is made***. (This is an exception to 5.1) 'Finished Goods' 'Work in Progress'
'Purchases'
7.1 Purchase Order (for an operation in a MO.) "Shipment date" is saved. Journal is made***. 'Work in Progress' 'Purchases'
7.2 Purchase Order PO is received. No event. (This is an exception to 5.1)    
Manufacturing
8.1 Manufacturing Order Manufacturing Order is created No event.    
8.2 Manufacturing Order Parts are consumed. Journal is made***. 'Work in Progress' 'Materials on Hand'
 
8.3 Manufacturing Order  Operations are started. 1. Journal is made with full planned manufacturing overhead cost***. 'Work in Progress' 'Applied manufacturing overhead'
2. Journal is made with full planned labor cost***. 'Work in Progress' 'Payroll/Direct labor'
8.4 Manufacturing Order Manufacturing Order is finished. 1. Journal is made***. 'Finished Goods' 'Work in Progress'
      2. Journal is made to adjust manufacturing overhead and labor cost***.  
Sales
9.1 Shipment (for a Customer Order.) Shipment is created. No event.    
9.2 Shipment Goods are picked from stock. Journal is made***. 'Cost of Goods Sold' 'Finished Goods'
RMA (Return Merchandise Authorization)
10 RMA order RMA order is created and received. No event.    
10.1 Stock lot The received item is returned into general stock (status of the stock lot is changed from 'RMA returned' to 'Received', the cost is manually assigned). Journal is made***. 'Materials on Hand' / 'Finished Goods' 'Inventory gain'
10.1 Manufacturing Order RMA service order is created. No event.    
10.2 Manufacturing Order Parts are consumed. Journal is made***. 'Work In Progress' 'Materials On Hand'
10.3 Manufacturing Order Operations are started. 1. Journal is made with full planned manufacturing overhead cost***. 'Work in Progress' 'Applied manufacturing overhead'
2. Journal is made with full planned labor cost***. 'Work in Progress' 'Payroll/Direct labor'
10.4 Manufacturing Order Order is finished. 1. Journal is made***. 'Cost of Goods Sold' 'Work in Progress'
2. Journal is made to adjust manufacturing overhead and labor cost***.  
Other inventory transactions
11 Manual stock lot A manual stock lot is created in MRPeasy during the stock-taking. Journal is made***. 'Materials on Hand' / 'Finished Goods' 'Inventory gain'
12 Write-off A manual write-off is created in MRPeasy during the stock-taking. Journal is made***. 'Inventory loss' 'Materials on Hand' / 'Finished Goods'
13 Transfer Order Transport fees are applied to a Transfer Order, and Transfer Order is received. Journal is made***. 'Materials on Hand' / 'Finished Goods' 'Transfer orders liability'
Other transactions
14 Purchase Order, Purchase Invoice, Manufacturing Order, Manual stock lot, Write-off, Transfer Order, Shipment Document is changed and inventory cost or balances change. If the original transaction, that is adjusted, is less than 3 months old, a journal is made with net adjustment***.

If transactions older than 3 months are adjusted, then this adjustment will not be posted to Xero automatically.

Adjustments for past periods can be restricted by setting the "Books closing date" in the MRPeasy Standard Accounting module.
According to the transactions, which are updated.

 

 Xero -> MRPeasy:
# Xero document Xero event MRPeasy event
Payments
15 Bill, Invoice, Credit-Invoice Payment is saved. If balances are synchronized, payment is saved for corresponding Purchase Order / Purchase Invoice, or Invoice.**
(Payment is created according to the difference in the sum of saved payments in MRPeasy and Xero.)

See also: synchronization of payments.
16 Bill, Invoice, Credit-Invoice Payment is deleted. No event, payment must be deleted manually.

 

Synchronization schedule:

  • *) New 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 on the document's details page.
  • **) The synchronization of payments happens in the following cases:
    a. When a new invoice or a purchase order is sent to Xero from MRPeasy*. 
    b. When an invoice or a purchase order is opened in MRPeasy and button Update in Xero is pressed.
    c. During nightly synchronizations of balances***.
  • ***) Balances are synchronized once per day, during the evening (usually between 9 p.m. and 11 p.m.).
    This synchronization can be run manually by clicking button Synchronize at Settings -> System settings -> Integration -> Xero. The manual synchronization can be performed once per 5 minutes.
    Actions that happen during this synchronization are:
    1. Synchronization of balances, by making a journal in Xero.
    2. Synchronization of payment information between the systems.

Additional currencies

If several currencies are used, in order to send invoices, POs, or bills to Xero, standard 3-character currency codes (USD, GBP, EUR, etc. according to ISO 4217) should be used for

Inventory tracking in MRPeasy

In MRPeasy, the principles of inventory tracking are the following:
  1. All items in inventory are tracked using stock lot tracking within MRPeasy. I.e. each batch of physical items is accounted for separately.
  2. By default, MRPeasy uses FIFO (FEFO, when Expiry dates are used) principle when booking goods for consuming or shipping goods from inventory. 
    It is possible to manually manage and override the bookings and consumption of inventory, e.g. for actual costing and/or for very detailed tracking and traceability.
  3. Financial transactions are automatically made when specific events happen with the inventory.
    This means that MRPeasy is a "Perpetual inventory system", not a "Periodic inventory system". If you use the periodical method for inventory valuation (and Cost of Goods Sold calculation) (in Xero), then synchronization of balances from MRPeasy to Xero should be disabled.

Reconciling accounts

How to reconcile a Direct labor account?

Direct labor cost is part of the cost of goods sold (Expense), and it is pre-applied to products before a pay run is made. This allows to estimate the real cost of products. This also means that the pre-applied portion of labor costs must be reconciled with actual labor costs, to account for any difference between estimated and actual expenses.

Generic example, periodic reconciliation of posted direct labor:

  1. A pay run is made.
    For example, resulting account transactions might be the following:
    D Wages and Salaries (Expense)
    C Payroll (Current liability)
    D Payroll (Current liability)
    C Bank (Current assets)

  2. A manual journal entry is made to zero out direct labor liability for that period:
    D Direct labor account (Current liability)
    C Wages expense (Expense) / or COGS / or similar

Always consult your local accounting specialists, to make sure you follow local laws and regulations.

How to reconcile the Manufacturing overhead account?

Applied manufacturing overhead is part of the cost of goods sold (Expense), and it is pre-applied to products before bills have actually been received. This allows to estimate the real cost of products. But this also means that the pre-applied portion of manufacturing overhead must be reconciled with actual expenses, to account for any difference between estimated and actual expenses.

Generic example, periodic reconciliation of applied manufacturing overhead:

  1. Bills are entered on expense accounts as normal.
    For example, resulting account transactions might be the following:
    D Expense account(s), e.g. COGS
    C Accounts payable (Current liability)
    D Accounts payable (Current liability)
    C Bank (Current assets)

  2. At the end of the accounting period, a manual journal entry is made to zero the applied manufacturing overhead account for that period:
    D Applied manufacturing overhead (Current liability)
    C Expenses account(s) / or COGS / or similar.

Always consult your local accounting specialists, to make sure you follow local laws and regulations.

How to reconcile the Transfer Orders Liability account?

Transfer orders cost is part of the cost of goods sold (Expense), and it is pre-applied to products before bills have actually been received. This allows to estimate the real cost of products. But this also means that the pre-applied portion of expenses must be reconciled with actual expenses, to account for any difference between estimated and actual expenses

Generic example, periodic reconciliation of posted transfer orders liability:

  1. Transportation expenses are entered as normal.
    For example, resulting account transactions might be the following:
    D Transportation (Expenses)
    C Accounts payable (Current liability)
    D Accounts payable (Current liability)
    C Bank (Current assets)

  2. At the end of the accounting period, a manual journal entry is made to zero the Transfer Orders Liability account for that period:
    D Transfer Orders Liability (Current liability)
    C Expenses account(s) / or COGS / or similar.

Always consult your local accounting specialists, to make sure you follow local laws and regulations.

Troubleshooting

Issues:

  • I don't understand why some manual journal entries have been posted to Xero, or how these are calculated.
    - To see detailed information about all manual journal that have been sent to Xero, please go to Settings -> System settings -> Integrations -> Xero -> Synchronization logs.
    - Please check the list of events and transactions to understand when certain transactions are recorded.
  • An invoice is not posted to Xero: 
    To quickly find the reason, please click the Add to Xero button, after which you should see a relevant error message.
    There may be several reasons:
    a) Invoices are posted once per 5 minutes. To synchronize immediately, click Add to Xero in the Invoice details page.
    b) MRPeasy only posts invoices in statuses 'Unpaid', 'Paid partially' or 'Paid'; and types 'Invoice' or 'Credit invoice'. Invoices in other statuses or types are not posted. Please check the status and type of the invoice.
    c) The invoice does not have a "Due date".
    d) The invoice was created before the integration was initialized. Please open and save it.
  • An invoice cannot be updated. Error message "Invoice not of valid status for modification"
    - MRPeasy cannot update invoices, which have status "Void", "Deleted", or "Paid" (even partially). Xero does not allow MRPeasy to update these.
    - If it has the status "Paid", please update it manually in Xero.
    - "Void" and "Deleted" invoices are hidden in Xero, but can be searched for.
    - If the invoice has the status "Void" or "Deleted", then
    a) It could be manually re-created in Xero. (It will not be connected with MRPeasy)
    b) It could be deleted in MRPeasy and re-sent to Xero, to create a new invoice.
  • A Purchase Order is not posted to Xero: 
    To quickly find the reason, please click the Add to Xero button, after which you should see a relevant error message.
    There may be several reasons:
    a) Purchase orders are posted once per 5 minutes. To synchronize immediately, click Add to Xero in the purchase order details page.
    b) The "Invoice ID" must be saved in the purchase order details in MRPeasy, before it will be posted. Please check that this is done and the PO is saved. 
    c) In MRPeasy you have enabled software setting "Several invoices per PO = Yes", in which case POs are not sent to Xero. Please open the PO and create an invoice to send a bill to Xero.
    d) The PO was created before the integration was initialized. Please open and save it.
  • A Purchase Order, or a bill cannot be updated. Error message: "Invoice not of valid status for modification"
    - MRPeasy cannot updated bills or purchase orders, which have the status "Approved", "Void", or "Deleted". Xero does not allow MRPeasy to update these.
    - If it has the status "Approved", please update it manually in Xero.
    - "Void" and "Deleted" bills are hidden in Xero, but can be searched for.
    - If the bill has the status "Void" or "Deleted", then
    a) It could be manually re-created in Xero. (It will not be connected with MRPeasy)
    b) It could be deleted in MRPeasy and re-sent to Xero, to create a new bill.
  • Error message: "Account code or ID must be specified" or "The TaxType field is mandatory"
    - Please go to Xero -> Products and services, and check that every product in the document has both purchases and sales accounts set.
  • Error message: "Organisation is not subscribed to currency ..."
    - This means that Xero does not recognize this currency.
    - Please check that currency symbols in MRPeasy correspond to international standard codes. E.g. the US dollar should be USD, not US$, the Australian dollar should be AUD, not AU$. See: https://en.wikipedia.org/wiki/ISO_4217
    - Please check that the currency is set up for use in your Xero account.
  • Error message: "(Item): the ... account is invalid"
    - This means that the configured "Purchases" or "Sales" account is incorrect for Xero.
    - The account could be incorrect in one of the two locations:
    a) If the referred item does not yet exist in Xero, then at MRPeasy and Xero integration settings. (MRPeasy -> Settings -> System settings -> Integrations -> Xero -> Change accounts)
    b) Or if the referred item already exists in Xero, then on the item details page in Xero. (Xero -> Business -> Products and services -> Item details).
    - Some special account types cannot be used for items, such as 'INVENTORY'.
  • MRPeasy is not connected with Xero any more, the system asks me to renew the connection. "Xero returned the following error: Integration with Xero has expired"
    - For security reasons, the connection between Xero and MRPeasy expires once per hour. This is the functionality of Xero.
    - When this happens, MRPeasy tries to renew the connection. Usually, this happens successfully. But sometimes the connection cannot be renewed. In this case, this message is displayed.
    - Please click the "Renew now" button at Settings -> System settings -> Integrations -> Xero -> Change accounts to restore the connection.

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.

Support

The integration between Xero and MRPeasy is maintained by MRPeasy. If you have technical questions about the integration, please turn to MRPeasy support. However, our Support team is unable to consult you regarding the setup of your accounting in Xero.

Zapier

Zapier is a powerful workflow automation system that allows integrating MRPeasy with numerous applications that are available on this platform.

MRPeasy integration with Zapier provides flexible and powerful access to Customer Orders in MRPeasy from the programs of your choice via Zapier.

By making a Zap in Zapier, it is possible to:

  1. Create Customer Orders in MRPeasy.
  2. Update Customer Orders in MRPeasy.
  3. Search for Customer Orders in MRPeasy.
  4. Catch the event when a Customer Order status changes in MRPeasy.

How to connect MRPeasy with another application using Zapier?

Creating a Zap to send a Customer Order to MRPeasy

For sending a Customer Order from an app to MRPeasy via Zapier, please create a Zap as follows:

  1. Configure the trigger:
    1. Find the source app.
    2. Choose the trigger event.
    3. Select your account (if needed, sign in).
    4. Set up trigger details.
    5. Test the trigger.
  2. Configure the action:
    1. Find the MRPeasy app.
    2. Choose the action "Create Customer Order".
    3. Select your account (if needed, sign in).
    4. Map the source information from the source app to the MRPeasy Customer Order data (find the data structure below).
    5. Test the action.
  3. Enable the zap.

Data structure for mapping MRPeasy Customer Order data

The Customer Order data in MRPeasy consists of three structures, which all need to be mapped to the data from your source app:

  1. Customer Order data.
  2. Products data.
  3. Shipping address data.
1. Data structure of a Customer Order in MRPeasy
Field name Field type Comments
Customer name* String Required. If you do not want to import customers' information to MRPeasy, please type a generic description, for example, "E-shop buyer".
Products* Structure Required. Contains the list of ordered products. The structure is described in the table below.
Customer Order number String Optional. A unique code in MRPeasy to identify the Customer Order.
If no order with this number exists, a new Customer Order is created with this number.
If not provided, MRPeasy generates a unique CO number automatically.
Reference String Optional. Use this field to save the original order number without the uniqueness check.
Currency String Optional. 3-character currency code (according to the standard ISO 4217).
The currency must be defined in MRPeasy -> Settings -> System settings -> Regional settings or Settings -> System settings -> Additional currencies.
If omitted, customer's default currency is used.
Pricelist Number or string Optional. Available if the Professional function Tiered Pricing is enabled.
The price list of the customer order. Price list number or database ID can be provided.
If omitted, customer's default price list is used.
Delivery date Timestamp Optional. If provided, must be a valid Unix timestamp. If omitted, CO will have no expected delivery date.
Shipping address Structure Optional. The structure contains a shipping address. Described in the table below.
Internal notes String Optional. Any notes for your company's internal use.
2. Data structure of ordered products in MRPeasy
Field name Field type Comments
SKU* String Required. SKU must match the part number of the product in MRPeasy.
Quantity* Number Required. Quantity must be greater than 0.
Price per item Number Optional. Price per item without discount.
Total price Number Optional. Total price after discount.
Discount percentage Number Optional.
Delivery date Timestamp Optional. If provided, must be a valid Unix timestamp. The expected delivery date for this item.

Important notes:

  • If the product structure contains invalid information (for example the SKU does not exist in MRPeasy), only this order line is skipped.
  • The Customer Order can be successfully created if it contains at least one product line.
  • If the total price is provided, it has the highest priority.
    If the total price is omitted, the price per item is used.
    If the price per item is omitted, the price from the price list is used (if the Professional function Tiered Pricing is enabled).
    If there is no price in the price list, the default selling price is used.
3. Data structure of the shipping address in MRPeasy
Field name Field type Comments
Street line 1* String Required, only if the shipping address needs to be imported.
City* String Required, only if the shipping address needs to be imported.
State* String Required, only if the shipping address needs to be imported.
Postal code* String Required, only if the shipping address needs to be imported.
Country code* String Required, only if the shipping address needs to be imported. 
A 2-character ISO country code (ISO 3166). 
First name String Optional.
Last name String Optional.
Company String Optional.
Street line 2 String Optional.
Phone String Optional.

Important notes:

  • The address is not mandatory for the Customer Order. However, if it is provided and valid, it will be saved for the customer and used for this Customer Order.

Testing the Zap

After completion of the mapping, you have to test Customer Order input to be sure that the mapping is correct and the resulting Customer Order in MRPeasy contains the information that was passed from the Zap.

The response contains the following fields:

Field name Field type Comments
result_code Number Result code.
  • 10 - Customer Order created, and all products were imported.
  • 20 - Customer Order created, but some products were skipped.
  • 30 - Customer Order not created.
result_txt String Description of the result.
result_error String Additional error messages.
  • Also, if a Customer Order is created successfully, the response contains full CO information in a structure, as defined here.

Finding a Customer Order in MRPeasy

For finding Customer Orders in MRPeasy please use the Search Customer Order action, when configuring a Zap.

The following search parameters are available:

Field name Field type Comments
Source Dropdown
Two options to choose from:
  • Orders from Zapier
  • All orders
Customer Order number String  
Reference String  
Customer name String  
Status Dropdown Several statuses can be selected.

Important notes:

  • The Search Customer Order action, if successful, returns a list of CO information in a structure, as defined here.

Getting notified when a Customer Order status changes in MRPeasy

MRPeasy can notify Zapier when a Customer Order status changes in MRPeasy.

When configuring MRPeasy as a trigger, please select the event Customer Order status changed, when configuring a Zap.

Several options are available:

Field name Field type Comments
Customer Order source Dropdown Customer Orders which are observed:
  • Orders from Zapier
  • All orders

If left empty, all orders are observed.

Status from Dropdown If CO status before the change was one of the selected, the event can be triggered.
If no statuses are selected here, CO in any status can trigger an event.
Several statuses can be selected.
Status to Dropdown If CO status after the change is one of the selected, the event can be triggered.
If no statuses are selected here, CO in any status can trigger an event.
Several statuses can be selected.

Important notes:

  • When trigger generates an event, it returns full CO information in a structure, as defined here.

PDF Editor

The Settings -> System settings -> PDF Editor page allows customizing the layouts of PDF documents.

Demo video: Setting up business details, working hours, PDF editor.

It is possible to:

See also:

  1. How to display images of products on invoices, quotations, and order confirmations?

Company logo

The company logo can be displayed on documents that are sent to your customer or vendors: invoices, quotations, purchase orders, Waybills, etc.

For invoices and POs, the logo is added to the document "PDF for customer/vendor".

The logo is not displayed on internal use documents. For example, customer order PDF, manufacturing order PDF, etc.

For adding a logo:

  1. Upload it to external storage (Dropbox, OneDrive, Google Drive),
  2. Open Settings -> System settings -> PDF Editor and click Edit.
  3. Choose the logo file from External storage.
  4. Save.
  5. The placement of the logo can be set: left, center, right, or hidden.

Notes:

  • The logo file must be either GIF, JPG, or PNG.
  • The logo file size must be max. 250 KB.
  • The recommended size is about 800 px width X 200 px height. MRPeasy reduces the logo 4 times for better quality.

Document titles

It is possible to rename document titles:

  1. Go to Settings -> System settings -> PDF Editor and click Edit.
  2. Find the document in the Names section.
  3. Type the new title next to the name of the original document.

Notes:

  • This new title will be used in all languages.
  • If you want the software to translate document titles to customer's or vendor's language, empty the Names section.

Company details

Company information, from Settings -> System settings -> Company details, is printed on invoices, waybills, and purchase orders. In the PDF Editor it is possible to select what details are included:

  • Company name
  • Address
  • Phone
  • E-mail
  • Website
  • Reg. no.
  • Tax/VAT number
  • Payment details

Document layouts

It is possible to choose which elements to print and how they are displayed on PDF documents that are sent outside of your company.

For editing a layout of a document:

  1. Open Settings -> System settings -> PDF Editor and click Edit.
  2. Scroll to the Layouts section.
  3. Click on the layout you wish to edit.
  4. It is possible to
    - choose the orientation of the document: Portrait or Landscape.
    - edit the layouts of the document header, main table, and footer.
    - choose which fields and columns are displayed.

When editing the header and footer of a document:

  • To print an element, check it.
  • To hide an element, uncheck it.
  • To move an element to a new location, click on it, and drag it to a new place.
  • Elements can be moved from the header to the footer and vice versa.

When editing the main table of a document:

  • All the columns in the Visible fields section will be printed on the document, in the displayed order and width.
  • To change the order of columns, drag the column to a new location.
  • To change the width of a column, drag the column's right boundary to the left or right.
  • To change the alignment of a column, click on the column's name, and then select the needed alignment in the Alignment section.
  • To show a column, drag it from the Hidden fields to the Visible fields. Place it where you want it to appear. 
  • To hide a column, drag it from the Visible fields to Hidden fields.

Document Footers

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

For adding a footer to a document:

  1. Open Settings -> System settings -> PDF Editor and click Edit.
  2. Scroll to Footers.
  3. Choose the footer to edit.
  4. Enter the footer text.
  5. Save.

The General footer is added to all documents, in addition to the document-specific footer.

The maximum footer length is 30,000 characters, which allows comfortably attaching terms and conditions or other standard notes.

Label editor

The Settings -> System settings -> Label editor page allows customizing the layouts of labels and configuring bulk printing.

Demo video: Label editor.

The following labels can be edited:

  1. Shipment.
  2. Stock item label.
  3. Stock lot label.
  4. Storage location label.
  5. Serial number label.
  6. Package label.

Label layout

It is possible to choose which elements to print and how they are displayed on the label.

For editing a layout of the label:

  1. Open Settings -> System settings -> Label editor and click Edit.
  2. Click on the layout you wish to edit.
  3. To change the label size, drag the right or bottom boundary.
  4. To print an element, drag it from the left column into the label.
  5. To hide an element, drag it from the label into the left column.
  6. To move an element to a new location, click on it and drag it to a new place.
  7. To change the size of an element, drag the column's right or bottom boundary.
  8. To change the alignment of an element, font, and border, click on the column's name, and then select the needed options in the Field options section.
  9. Save.

Bulk printing

By default, each label is printed on a separate page. MRPeasy supports printing:

  • Several identical labels at once, e.g. several copies of the same item label.
  • Several different labels at once, e.g. labels of different items.

It is possible to put several labels on one page. For doing this:

  • Enable the Bulk printing functionality below the label layout.
  • Select the paper size, enter margins and how many labels should be printed on one page.

E-mail Editor

The Settings -> System settings -> E-mail Editor page allows customizing subjects and texts of e-mails that can be sent to your customers and suppliers.

Demo video: E-mail editor.

Placeholders can be used in the e-mail templates, which will be automatically replaced with real information when compiling the e-mail.

Placeholder Information that will be written instead of it
[document] The name of the document
[code] The code/number of the document
[company] The name of your company
[customer_company] The name of your customer company
[vendor_company] The name of your vendor company
[link] The link to the document

Write-off Types

The Settings -> System settings -> Write-off types page allows managing custom write-off codes for tracking items which have been manually written off inventory.

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).

Once a type has been defined, it can be selected when creating a manual write-off at Stock -> Write-offs.

Manual write-offs can be sorted by types in the following reports:

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

 

Customer Statuses

The Settings -> System settings -> Customer statuses page allows defining the statuses of how you group your customers.

The default customer statuses in the CRM are:

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

The statuses can be freely defined, how is logical for your company. The statuses could represent for example:

  1. Stages in the sales process (No contact -> No interest -> Interested -> Customer, or Opportunity -> Lead -> ..., etc.)
  2. The type of customer (Wholesale, Retail, etc.)
  3. The importance of customer (A, B, C)

Delivery Terms

Delivery terms can be selected in customer orders.

The Settings -> System settings -> Delivery terms page allows managing delivery terms. It is possible to create, change, delete and reorder delivery terms.

Standard Accounting

MRPeasy has a built-in standard accounting module. 

To use it, it should be enabled in Settings -> System settings -> Software settings -> Standard Accounting module: Yes.

It consists of:

  • chart of accounts,
  • general ledger,
  • balance sheet,
  • profit and loss statement.

All transactions, that are made in manufacturing, stock, procurement, and CRM, are automatically reflected in the accounting.

Jump to:

  1. Demo video: Standard Accounting module.
  2. Setting up accounting.
  3. Automatic accounting transactions.
  4. Inventory tracking.
  5. Configuring custom accounts for product groups.
  6. Locking previous financial periods.
  7. Payroll.
  8. Tax calculations, rounding of tax.

Setting up accounting

To enable accounting, do the following:

  • Go to Settings -> System settings -> Software settings, and enable the Standard Accounting module.
  • Go to Accounting. The software will create default accounts.
  • After the chart of accounts is created, the software will ask you for the accounts start date.

If you do not see menu point Accounting, then check your user rights.

When accounts are created, and the start date is saved, the standard accounting is enabled.

If you want to enter initial account values, please go to Accounting -> Settings -> Accounts -> Manual Journals and create a new journal.

Trialing the standard accounting

We understand that you may want to test the accounting module for a while, and then to discard testing transactions.

There are two options on how to do that:

  1. If all your data (including orders and stock levels) is for testing, please delete it at Settings -> Database Maintenance -> Delete orders and stock only;
  2. If you are using MRPeasy already, and your data is valid, please go to Accounting -> Settings, and change the Accounts start date. All transactions that took place prior to that date, will be ignored.

Chart of accounts

Core principles:

  1. The accounts are divided into different categories.
  2. An account can be a sub-account to a parent account.
  3. Initially, a default chart of accounts is loaded.
  4. For every account, it is possible to choose which kind of automatic journal entries are posted to it.
  5. Journals are automatically generated when specific transactions occur.

Categories of accounts

# Category Type Credit- or Debit-positive On balance sheet On profit and loss statement
1 Bank Asset Debit Yes No
2 Current assets Asset Debit Yes No
3 Fixed assets Asset Debit Yes No
4 Current liability Liability Credit Yes No
5 Future liability Liability Credit Yes No
6 Equity Equity Credit Yes No
7 Sales Revenue Credit No Yes
8 Other income Revenue Credit No Yes
9 Direct expenses Expense Debit No Yes
10 Indirect expenses Expense Debit No Yes

Default chart of accounts

In the default chart of accounts:

  1. the automatic transaction types are pre-configured for certain accounts.
  2. Accounts do not have parent accounts.

The default chart of accounts:

# Code Name Category Default account for
1 1010 Checking Bank payments (Bank)
2 1020 Cash Bank  
3 1100 Accounts receivable Current assets unpaid invoices (Accounts receivable)
4 1210 Purchases Current assets not received ordered items (Purchases)
5 1220 Materials on hand Current assets received parts
6 1230 Work in progress Current assets work in progress
7 1240 Finished goods Current assets finished goods
8 1260 Non-inventory items Current assets non-inventory items
9 1500 Property and equipment Fixed assets  
10 2000 Accounts payable Current liability
11 2310 Sales tax payable Current liability sales tax
12 2350 Customer prepayments Current liability customer prepayments
13 2400 Applied manufacturing overhead Current liability applied manufacturing overhead costs
14 2500 Accrued payroll Current liability direct labor costs
15 2700 Transfer orders liability Current liability transport costs at transfer orders
16 3000 Equity Equity  
17 4000 Sales Sales sales
18 5000 Cost of goods sold Direct expenses shipped goods (Cost of goods sold)
19 5800 RMA service Direct expenses RMA service orders
20 5900 Inventory adjustments Direct expenses manual stock lots, manual write-offs
21 6000 Wages expense Indirect expenses  
22 6200 Income tax expense Indirect expenses  
23 6400 Utilities expense Indirect expenses  
24 6450 Office supplies Indirect expenses  
25 6600 Advertising expense Indirect expenses  
26 6700 Bank fees Indirect expenses  

Configuring an account

Accounts can be created and managed at Accounting -> Chart of accounts.

For creating a new account:

  1. Go to Accounting -> Chart of accounts.
  2. Click '+' to add a new account.
  3. Choose the Category, enter the Number, and the Name.
  4. Optionally, choose the Parent account.
  5. Optionally, under Default account for, select transaction types for which this account is used when journal entries are automatically made.

For configuring an existing account:

  1. Go to Accounting -> Chart of accounts.
  2. Click on the account to open its details for viewing and editing.

Different inventory accounts per product group

It is possible to set different inventory accounts per product group at Stock -> Stock settings -> Product groups -> Product group details -> Inventory account.

Changing the account of a product group when items are in stock

The change of the product group mapping to a general ledger account has no back-value effect. That is, parts accounted for on the previous account will still be reflected on that account after the configuration change.

If you need the product group inventory value reflected fully on the new account, you must calculate the inventory value of it on the old account for the date, when the setting was changed, and make a manual journal to transfer the amount from the old account to the new account.

Transactions

When some transaction happens in MRPeasy, a journal entry is automatically made.

# Source document Event Posting date Debit account Credit account
Purchasing
1 Purchase Order Purchase Order is created No transaction
1.1A Purchase Order Invoice is received and entered (the 'Invoice ID' is saved to Purchase Order).
(Setting "Several invoices per PO = No")
"Invoice date" of Purchase Order. Purchases,
Sales Tax Payable
Accounts Payable
1.1B Purchase Invoice Invoice is received and entered (the 'Invoice ID' is saved to Purchase Invoice).
(Setting "Several invoices per PO = Yes")
 “Created” date of Purchase Invoice.
1.2A Purchase Order Payment is saved
(Setting "Several invoices per PO = No")
"Date" of payment. Accounts Payable Bank (e.g. Checking)
1.2B Purchase Invoice Payment is saved
(Setting "Several invoices per PO = Yes")
1.3A Purchase Order Goods are received
(Workflow A)
"Arrival date" of Purchase Order, or the current date when saving the document, whichever is earlier.
*Transaction date is fixed after it is created.
Materials on Hand Purchases
1.3B Purchase Invoice Goods are received
(Workflow B)
"Created" date of Purchase Invoice, or the current date when saving the document, whichever is earlier.
*Transaction date is fixed after it is created.
1.3C Delivery Goods are received
(Workflow C)
"Created" date of Delivery, or the current date when saving the document, whichever is earlier.
*Transaction date is fixed after it is created.
1.4 Purchase Order, Purchase Invoice, or Delivery Non-inventory items are received According to 1.3 Non-Inventory Items Purchases
Manufacturing
2 Manufacturing Order Manufacturing Order is created No transaction
2.1 Manufacturing Order Parts are consumed The date, when the materials are reported consumed from stock:
- Date when the materials consumption is reported in My production plan or Internet-kiosk.

- Or, if the "Finish production as planned" button is pressed:
a) If operations were not reported, the MO "Start" date. (Note that if the MO is planned in the future, the initial planned "Start" date will be recalculated, so it wouldn't be in the future.)
b) If the operations were reported, the button press date.

- Or, if the MO was already finished, the date when extra materials are added to the MO manually.
Work in Progress Materials on Hand
2.2 Manufacturing Order A worker finishes a manufacturing operation at a workstation - An operation's "Actual finish" date.
- Note that if the "Finish production as planned" button is used and the MO is planned in the future, the initial operation planned dates will be recalculated, so these wouldn't be in the future.
Work in Progress Accrued Payroll
Work in Progress Applied Manufacturing Overhead
2.3 Manufacturing Order Manufacturing Order is finished - MO "Finish" date.
- Note that if the "Finish production as planned" button is used and the MO is planned in the future, the initial planned "Finish" date will be recalculated, so it wouldn't be in the future.
Finished Goods Work in Progress
3 Manufacturing Order A service order is created to repair a rejected stock lot No transaction
3.1 Manufacturing Order Parts (incl. the original stock lot) are consumed Date when the "consume" button is pressed Work in Progress Materials on Hand
3.2 Manufacturing Order A worker finishes an operation at a workstation Operation's "Actual finish" date Work in Progress Accrued Payroll
Work in Progress Applied Manufacturing Overhead
3.3 Manufacturing Order The service order is finished MO "Finish" date, or the date when "Finish production as planned" is pressed (whichever is earlier) Materials on Hand / Finished Goods Work in Progress
Sales
4 Customer Order Customer Order is created No transaction
5 Shipment Shipment is created (planned) No transaction
5.1 Shipment Goods are picked from stock Date when the "pick" button is pressed Cost of Goods Sold Finished Goods
6.1 Invoice An invoice is created and confirmed (type is ‘Invoice’ and status is changed from 'Dummy' to 'Unpaid') "Created" date of invoice Accounts Receivable Sales,
Sales Tax Payable
6.2 Invoice Payment is saved "Date" of payment Bank (e.g. Checking) Accounts Receivable
7.1 Credit-Invoice A credit-invoice is created and confirmed (type is ‘Credit-invoice’ and status is changed from 'Dummy' to 'Unpaid') "Created" date of credit-invoice Sales,
Sales Tax Payable
Accounts Receivable
7.2 Credit-Invoice Payment is saved "Date" of payment Accounts Receivable Bank (e.g. Checking)
8.1 Prepayment invoice A prepayment invoice is created and confirmed (type is ‘Prepayment invoice’ and status is changed from 'Dummy' to 'Unpaid') "Created" date of prepayment invoice Accounts Receivable Customer Prepayments,
Sales Tax Payable
8.2 Prepayment invoice Payment is saved "Date" of payment Bank (e.g. Checking) Accounts Receivable
8.3 Invoice Prepayment is allocated to an invoice (type is ‘Invoice’ and status is changed from 'Dummy' to 'Unpaid') "Created" date of invoice Customer Prepayments Sales
8.4 Credit-Invoice Prepayment is allocated to a credit-invoice (type is ‘Credit-invoice’ and status is changed from 'Dummy' to 'Unpaid') "Created" date of credit-invoice Customer Prepayments Accounts Receivable
Inventory
9.1 Stock lot A manual stock lot is created during the stock-taking "Available" date of the stock lot when its status is saved as "On hold" or "Received".
Or date when it was added with the Stock -> Inventory function.
*Transaction date is fixed after it is created.
Materials on Hand / Finished Goods Inventory Adjustments
9.2 Write-off A manual write-off is created during the stock-taking "Created date" of the write-off Inventory Materials on Hand / Finished Goods
Subcontracting
10 Purchase Order Subcontracting PO is created. No transaction
10.1 Purchase Order or Purchase Invoice Invoice is received and entered (the 'Invoice ID' is saved). "Invoice date" of PO,
or "Created" date of PI
Purchases Accounts Payable
10.2 Shipment for PO Parts are picked from stock, issued to the subcontractor. Date when the "pick" button is pressed Work in Progress Materials on Hand
10.3 Purchase Order or Purchase Invoice Subcontracting PO (not for an operation in a MO) is received "Arrival date" of PO,
or
"Created" date of PI.
*Transaction date is fixed after it is created.
Finished Goods Work in Progress,
Purchases
10.4 Purchase Order or Purchase Invoice Subcontracting PO, made for an operation in a Manufacturing Order, is received. "Arrival date" of PO,
or
"Created" date of PI.
*Transaction date is fixed after it is created.
Work in Progress Purchases
RMA
11 RMA order RMA order is created and received No transaction
11.1 Stock lot The received item is returned into general stock (status of the stock lot is changed from 'RMA returned' to 'Received', the cost is manually assigned) "Available" date of the stock lot when its status is saved as "On hold" or "Received".
*Transaction date is fixed after it is created.
Materials on Hand / Finished Goods Inventory Adjustments
11.2 Manufacturing Order RMA service order: Parts are consumed Date when the "consume" button is pressed RMA service Materials on Hand
11.3 Manufacturing Order RMA service order: a worker finishes an operation at a workstation Operation "Actual finish" date RMA service Accrued payroll
RMA service Applied manufacturing overhead
Other transactions
12 Transfer Order A transfer order is shipped and fees are applied "Shipment date" of transfer order Materials on Hand / Finished Goods Transfer orders liability
13 Any document When a source document is updated so that values change original transactions, then these transactions are updated. The date of the original transaction. The original transaction is changed.
14 Any document When a source document is deleted/canceled, then transactions are canceled. The date of the original transaction. The original transaction is canceled.

Inventory tracking in MRPeasy

In MRPeasy, the principles of inventory tracking are the following:

  1. All items in inventory are tracked using stock lot tracking within MRPeasy. I.e. each batch of physical items is accounted for separately.

    A stock lot is an internal business object in the MRPeasy software, used for providing the FIFO method of using goods, and also for specific functionality, like expiry date, or batch traceability. Without such specifics, you do not need to operate with stock lots in your daily business (MRPeasy does it in the background).

  2. By default, MRPeasy uses FIFO (FEFO, when Expiry dates are used) principle when booking goods for consuming or shipping goods from inventory.

    It is possible to manually manage and override the bookings and consumption of inventory, e.g. for actual costing and/or for very detailed tracking and traceability.

  3. Financial transactions are automatically made when specific events happen with the inventory.

Inventory tracking financial transactions step-by-step

In MRPeasy, together with all automatic accounting transactions, the inventory tracking and financial transactions work as follows:

  1. All items in inventory are tracked using stock lot tracking within MRPeasy. I.e. each batch of physical items is accounted for separately.

    A stock lot is an internal business object in the MRPeasy software, used for providing FIFO method of using goods, and also for specific functionality, like expiry date, or batch traceability. Without such specifics, you do not need to operate with stock lots in your daily business (MRPeasy does it in the background).

  2. When a purchase order is ordered and a purchase invoice ID is entered, but items are not yet received, then the cost of items is posted on a purchases account:
    D Purchases (Current assets)
    C Accounts payable (Liabilities)

  3. When purchased items are received, then items are transferred from purchases to materials on hand:
    D Materials on hand (Current assets)
    C Purchases (Current assets)

  4. Additional expenses incurred with purchases (e.g. transport, customs) can be accounted into the cost of the procured items, by entering them as “Additional fees” on the Purchase Order (or Purchase Invoice).
    D Purchases (Current assets)
    C Accounts payable (Liabilities)

    Once the PO is received:
    D Materials on hand (Current assets)
    C Purchases (Current assets)

  5. When a manufacturing order is planned, then according to the bill of materials, the materials are reserved for this job.

  6. When materials are reported consumed in production, they are moved to work in progress (WIP):
    D Work in progress (Current assets)
    C Materials on hand (Current assets)

  7. When an operation is paused/finished, then the performed direct labor and the applied manufacturing overhead costs are posted to WIP according to recorded start-stop times:
    D Work in progress (Current assets)
    C Accrued payroll (Liabilities)
    D Work in progress (Current assets)
    C Applied manufacturing overhead (Liabilities)

  8. Once a manufacturing order is finished, WIP is cleared and posted to finished goods:
    D Finished Goods (Current assets)
    C Work in progress (Current assets)

  9. When additional fees are posted to transfer orders, these increase the cost of the transferred items:
    D Materials on hand / Finished goods (Current assets)
    C Transfer Orders liability (Liabilities)

  10. When products are shipped to the customer, then the cost of the products is posted to cost of goods sold account:
    D Cost of goods sold (Expenses)
    Finished Goods (Current assets)

  11. When a manual inventory adjustment is made:
    D Materials on hand / Finished goods (Current assets)
    C Inventory adjustments (Expense)

    or
    D Inventory adjustments (Expense)
    C Materials on hand / Finished goods (Current assets)

Locking historical financial records

To prevent modification of historical financial records, the books closing date should be set at Accounting -> Settings -> Books closing date.

The date is inclusive. Any action in the system, which would affect accounts on that day or earlier, will be blocked.

How can previous financial records change, when books are not closed

Primarily, historical records can change if documents are changed. E.g. a modification or deletion of a Purchase Order will have cascading effects through the system, as the cost of materials changes.

Using planned goods

By default, the software allows using (consume, ship, transfer) goods which are not received, i.e. goods that are planned. 

See also: What are the stock lot statuses?

In such a case, when planned goods are used, then when goods finally are received (e.g. PO is received), financial transactions are done retrospectively.

The software works as follows when a stock action (shipment, consumption, transfer, write-off, etc.) has been made for items which are not received yet:

  1. When the action is saved, an accounting transaction with 0 value is recorded for that date, because the items are not in stock.
  2. Once items are received, then that value is updated. If books are closed, this action is blocked.

When the software setting "Use planned goods = No" is used, it is not possible to use (consume, ship, transfer) goods that have not been received. 

Additional fees on Purchase orders

When adding "Additional fees" to Purchase Orders, the cost of all items on that PO will be updated, incl. items that were received in the earlier periods. When books are closed, this action is blocked.

Payroll

Payroll report

This report shows the performance pay per employee during the period.

When the Professional function Piece Payment is enabled, then it is possible to choose how employees are paid:

  • Time-payment - Operation duration x Hourly rate
  • Piece-payment – Price per piece x Quantity
  • or both.

When the Piece Payment function is disabled, then only time-payment can be applied, when an hourly rate is set in employees’ details.

If you have a right to view users, it is possible to click on the user’s name and see the list of operations that were performed by the employee during the period.

Processing payroll

It is possible to process payroll with manual journal entries.

When you are making payroll, you should:

  1. Use manual journal entries to enter the payroll and payments at Accounting -> Manual journals.
  2. Use manual journal entries to zero the accrued payroll account periodically.

A simplified example with numbers:

  • The following automatic journals happen:
    1. When work is reported in a Manufacturing Order (MO) (Assumption: materials costs and applied manufacturing overhead costs are 0.)
    D Work in progress (Current assets) 100
    C Accrued payroll (Current liability) 100

    2. When the MO is finished
    D Finished goods (Current assets) 100
    C Work in progress (Current assets)100

    3. When the product is shipped
    D Cost of goods sold (Expense) 100
    C Finished goods (Current assets) 100

  • When payroll is made, the following manual journals could be made:
    4. When payroll is calculated:
    D Wages and salaries (Expense) 1000
    C Payroll (Current liability) 1000

    5. When payroll is paid:
    D Payroll (Current liability) 1000
    C Bank (Current assets) 1000

    6. Periodically accrued payroll account is zeroed:
    D Accrued payroll (Current liability) 100
    C Wages and salaries (Expense) 100 (This expense will be reported in the COGS account, in the same period when the product is sold.)

As the above is only a generic simplified example, please always consult your accountant and be sure to follow local laws and regulations.

Tax calculations, rounding of tax

MRPeasy calculates tax on documents as follows:

  1. The tax amount is calculated for each line separately.
  2. The line's tax amount is rounded to two decimal places.
  3. The rounded tax amounts of each line are added up.

Example:

Product Subtotal Tax %   Tax
Item A 95 6.75% 95 x 6.75% = 6.4125 -> 6.41
Item B 95 6.75% 95 x 6.75% = 6.4125 -> 6.41
 
    Subtotal: 95 + 95 = 190
    Tax: 6.41 + 6.41 =
12.82
    Total: 190 + 12.82 = 202.82

Human Resources

The Settings -> Human resources section contains settings regarding users, departments and departments planning.

The Human resources sections have the following sub-sections:

  • Users - shows a list of the users of the system. It is possible to edit their rights and see a log of their actions.
  • Departments - shows the list of departments. A department represents a group of workers that can perform the same manufacturing operations.
  • Human resources planning - shows the number of users required for each department in each day if planning is done by 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.

This page allows:

  • adding or editing users,
  • accessing the database log,
  • accessing users' actions logs,
  • accessing users' reports.

Jump to:

  1. Demo video: User management.
  2. Tips and tricks.
  3. How to add users to the free trial?
  4. How to add users to the subscription?
  5. What is a free user?
  6. Access the user actions logs, database logs, audit logs.
  7. Set user's access permissions and options.
  8. Enable the internet-kiosk.
  9. Change a user's password.
  10. Delete a user.
  11. Restore a deleted user.

Tips and tricks

  • Click Create to add a new user.
  • Click Reports to see the user's reports.
  • Click Actions on the top right of the table to see the database log.
  • Click Actions on a user's line to see the user's actions log.
  • The main user of the account, who created the account, is displayed in italic font.
    This user cannot be deleted. However, when needed, the username can be changed.

Adding new users to the free trial

Users can be added freely during the free trial. 

  1. Click Create button to start adding new users at Settings -> Human resources -> Users.
  2. Enter the user's details and access permissions.
  3. Save.

Adding new users to the MRPeasy subscription

  1. Click Create button to start adding new users at Settings -> Human resources -> Users.
  2. Choose the number of how many users you wish to add.
  3. 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 the current billing cycle) / (365 or 30, depending on the billing cycle).
  4. Pay the invoice.

Attention! When you create additional invoices via Settings -> Human resources, they aren't paid automatically. You should pay them manually.

After the invoice has been paid:

  1. Click Create button to add the new users at Settings -> Human resources -> Users.
  2. Enter the user's details and access permissions.
  3. Save.

Free users

A free user (team member) is an entry defined in Settings -> Human resources -> Users without any rights, any access permissions (ALL checkboxes are unchecked).

It:

  • is not billed for,
  • cannot log in,
  • can be assigned manufacturing operations.

User Details

The user details page, accessible from Settings -> Human resources -> Users, shows the user's information and access rights.

This page allows:

  • defining the user's information,
  • assigning user access rights (create, read, update, delete) and the possibility to see prices,
  • assigning order approval rights,
  • assigning lock handler rights,
  • assigning the user into departments,
  • changing the password,
  • editing, deleting or restoring a user.

Jump to:

  1. Define a new user's details.
  2. Set user access permissions.
  3. Hide costs and prices from the user.
  4. Enter the hourly wage for labor cost calculations.
  5. Enable the internet-kiosk.
  6. Give order approval rights.
  7. What is the lock handler?
  8. Limit the IP addresses the user can log in from.
  9. Enable two-factor authentication.
  10. Change the user's password.
  11. Delete a user.
  12. Restore a deleted user.

Creating a new user

When creating a new user:

  1. Enter the user's "E-mail", which will be used to sign in to MRPeasy.
  2. Enter the "Password".
  3. Enter the "Name".
  4. Choose "Access rights".
  5. If this is a worker, enter the "Hourly wage".
  6. Save.

Read also:

  1. How to add users to the free trial?
  2. How to add users to the subscription?

User access rights

For each section or function of the software, it is possible to set if the user can

  • create,
  • read,
  • update, 
  • or delete

documents in that section.

Tips:

  • Clicking on a row or a column title toggles all rights on that row or column.
  • It is possible to copy the access permissions from an existing user.

User options

Lock handler

The "Lock Handler" right is assigned at Settings -> Human resources -> Users -> User's details, by checking the "Lock Handler" checkbox in the "Options" section.

What is the "lock handler" right?

There might be situations where:

  1. several users try to update an entry at once. In this case, the first users get access to the data, and others are locked out until the first user saves the data. The problem arises, when the user is away from the computer or has forgotten to finish data entry, and others need to get access to finish data entry, or enter new data.
  2. sometimes when the user has navigated away from the entry, the lock might not be released (e.g when the browser is closed without saving the data). In these cases, only the same user can edit this data.

For solving this problem there is a special user right that can be granted: the "Lock handler":

  • If a user with that right tries to edit a blocked entry, a button "Take lock" is displayed next to the "entry locked" notification.
  • When a user clicks on the "Take lock" button, the old lock is canceled and the entry can be changed by this user.

Be careful using this feature! If the lock has been canceled, the original user will not be able to save his changes. When taking the lock, make sure that the other user is not in the middle of entering data.

Access limited by IP-address

It is possible to limit user's access points to certain allowed IPs only, e.g. your company's static IP address.

This is done at Settings -> Human resources -> Users -> User's details, by checking the "Access limited" checkbox in the "Options" section.

The Allowed IPs must be set at Settings -> Allowed IPs

Notes:

  • Before using this function, consult your Internet Service Provider (ISP), if you have a static IP.
  • The first user's access cannot be limited by IP addresses. This is the administrator of the account.

Hiding costs and prices

It is possible to prohibit the user from seeing costs/prices in certain parts of the software.

This is being done at Settings -> Human resources -> Users -> User's details, by checking the appropriate checkboxes in the Options section. Click the Edit button, and scroll to the bottom of the page.

Two-factor authentication

It is possible to force the user to go through two-step authorization when logging in. For configuring two-factor authentication:

  1. Install the "Google Authenticator" app on the user's phone who will use 2FA:
  2. Go to Settings -> Human resources and open the user's details page.
  3. Enable "Two-factor authentication (2FA)" for the user and save changes.
  4. Click the link "Show 2FA key".
  5. Open Google Authenticator app.
  6. Click "Begin setup" or "+".
  7. Click "Scan barcode" and scan a QR-code that is displayed,
    or click "Manual entry".
  8. Enter the key to field "Key".
  9. "The account" can be your MRPeasy username.
  10. "Time-based" must be turned on.

To use this, the Two-Factor Authentication (2FA) must be enabled at Settings -> System settings -> Enterprise functions -> Two-factor authentication: Yes.

Hourly Wage

It is possible to enter the hourly wage of a worker, which will be taken into account when calculating production costs.

Since this is the total cost of the labor, this should include total expenses on the worker, including taxes.

This is done at Settings -> Human resources -> Users -> User's details

Internet-kiosk mode

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

Internet-kiosk users haven't a special price in MRPeasy, because of a general price-drop after 10-th user.

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.

Read: What is the internet-kiosk mode?

Order approval

It is possible to give a user the right to approve orders (e.g. Purchase Orders, Manufacturing Orders) before these can be processed further.

This is being done at Settings -> Human resources -> Users -> User's details, by checking the appropriate checkboxes in the Options section.

To use this, the Approval System functionality must be enabled at Settings -> System settings -> Enterprise functions -> Order approval: Yes.

Changing the password of a user

The only user with the rights to this section can change user passwords. Usually, it is MRPeasy company administrator, who can edit user's details page accessible from Settings -> Human Resources -> Users.

To change the password:

  1. Open the user's details.
  2. Click "Edit".
  3. Scroll to the bottom of the page.
  4. Enter the "New Password".
  5. Enter "Your password".
  6. Save.

Deleting users

You can delete a user at the user's details page accessible from Settings -> Human Resources -> Users.

To delete a user:

  1. Open the user's details.
  2. Click "Edit".
  3. Click "Delete".

NB! The first user of the account cannot be deleted. This is the account administrator.

A deleted user is not completely deleted, but archived, and can be found by searching it from the list of users.

Restoring deleted users

To restore a deleted user:

  1. Find the user at Settings -> Human resources -> Users by username via search. (Deleted users are hidden by default, but can be searched for.)
  2. Open it.
  3. Click "Edit".
  4. Scroll to the bottom of the page.
  5. Click "Restore".

User Actions History

The actions report shows the history of actions performed by your users in your MRPeasy database. This is accessible from  Settings -> Human resources -> Users by clicking the Actions button.

The database actions history report can be filtered and searched by users, actions, date range.

User Reports

Each user has several reports, which can be accessed from Settings -> Human Resources -> Users, by clicking on the Reports Reports button on a user's line.

Jump to report:

  1. Calendar - a calendar view of the production operations assigned to the user.
  2. Production operations - a list view of the production operations assigned to the user.
  3. Invoices - the list view of invoices created by the user.
  4. Summary report - the summary report on all users.

Report "Calendar"

This report shows the calendar (month, week or day) of all production operations from approved manufacturing orders assigned to the user. To view more detailed information about the operation, click on it.

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 “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 manufacturing 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. The 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. The difference between planned and real durations in hours or as a 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.)

Report "Summary report on all users"

This report shows a list of workers and MOs, that were performed by all users during the given period.

The report is accessible by clicking on the Summary report on all users button on the top right of the Users table at Settings -> Human Resources -> Users.

For each worker and MO the following information is displayed:

  1. User name
  2. MO details (number, actual start, actual finish, actual time).
  3. Part/product details (name, description)
  4. Workstation details (name, group)
  5. Result details (quantity made, labor cost).

Departments

The Settings -> Human resources -> Departments page shows the list of departments. A department represents a group of workers that can perform the same manufacturing operations.

This page allows creating and editing departments

Users can be added to departments at the user's details page accessible from Settings -> Human resources -> Users page.

Jump to:

  1. What is the department?
  2. How to plan works by departments? How to assign operations to departments?
  3. How to report production operations using the departments?
  4. How to assign default departments to operations or workstations?
  5. How to plan human resources when production is constrained by skilled workers?
  6. How to optimize production scheduling when workers' availability is constrained or unreliable?

What is the department?

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

Department Users
Department A
User A
User B
User C
Department B User B
User C
User E

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.

Departments are used in production planning:

  1. instead of assigning workers to operations, the departments are assigned;
  2. all workers part of the department see the operation;
  3. if a worker picks the job - starts the operation - this operation is assigned to the worker, and other workers cannot see it any longer.

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.

Demo video: Departments and Workforce Planning.

Planning and reporting by department

  1. 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”.
  2. When the job is started by an operator, then it is assigned to that person and others do not see it anymore.
  3. If more than one person is needed for the same operation, then the job remains visible until the required number of users pick it.

Demo video: How to assign operations to departments.

Default departments for operations or workstations

Default departments can be assigned:

  1. to individual Workstations at Production planning -> Workstations,
  2. to operations in Routings (keep in mind that the Workstation setting overrules the Routing).

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

Demo video: How to set default planning departments for operations and workstations.

Department details

The department details page, accessible from Settings -> Human resources -> Departments page, shows the department's information.

This page allows creating or editing an existing department.

It's possible to choose whether the cost of labor when estimating manufacturing costs will be taken as the average Hourly wage of the employees in the department, or some other manually defined amount.

Once an operation is reported by a worker, the worker's (user's) hourly wage is used for exact calculation, not the department's hourly rate, which is used only for estimation.

Users can be added to departments at the user's details page accessible from Settings -> Human resources -> Users page.

Human resources planning

The Settings -> Human resources -> Planning page shows the maximum number of workers required for each department in each day (if operations are assigned to departments). For example:

  Day 1 Day 2 Day 3 Day 4
Department 1 10 12 8 10
Department 2 10 10 10 9

This number is calculated as follows:

  • if there is a job that is assigned to a department, then one worker is needed to perform the operation;
  • if there is another job assigned to the same department, and it starts after the previous job is finished, then one worker is enough to perform both operations;
  • if the other job starts before the previous job is finished, then two workers are needed to perform both operations.

Technically, this number shows the maximum number of parallel operations that are assigned to one department on that day. Which means, in essence, that if workers cannot perform two operations at once, then the same number of workers is required for the day - or else, the production plan cannot be satisfied.

This allows understanding of how to allocate workers when the production is constrained by the number of available skilled workers.

Jump to:

  1. What is the department?
  2. How to plan works by departments? How to assign operations to departments?
  3. How to report production operations using the departments?
  4. How to plan human resources when production is constrained by skilled workers?
  5. How to optimize production scheduling when workers' availability is constrained or unreliable?
  6. How to assign default departments to operations or workstations?

How to plan human resources in production?

When scheduling production, then the order of priorities is almost always the following:

  • First priority: availability of materials.
  • Second priority: availability of workstations capacity.
  • Third priority: availability of workers.

Why so? Because:

  1. Material availability is difficult or impossible to negotiate. If you do not have it, you cannot make the product.
  2. Many machines' and workstations' equipment is much more expensive and the uptime is more valuable (i.e. productive) than labor hours. Hence these assets should be loaded as much as possible.
  3. The workers resource can be most easily rescheduled, workers could be negotiated, possibly re-assigned to another department or re-trained. Or when needed, extra shifts could be introduced.

This means that:

  1. It is more important to schedule optimal loading for workstations and try to fill the departments for each day.
  2. As a second option, reschedule the manufacturing orders when available workers cannot be gathered.
  3. If this happens constantly, some workstations might need to be closed to prevent the issue.

Because of this, in MRPeasy by default, the production scheduling:

  1. first looks for material availability (based on the BOM),
  2. then schedules workstation's capacity (based on the Routing),
  3. and then assigns the default workers from the Routing or the workstations' details to the operation (without considering workers' capacity).

It might feel comfortable trying to schedule workers as 'workstations' in higher priority than workstations, but in reality, this will yield poorer effectiveness, productivity and workstation loading, which will directly and negatively affect the lead time of the products, customer satisfaction, and revenue. The primary focus needs to be to perform works in an optimal tight schedule, and negotiating workers availability before rescheduling the orders.

How to optimize production scheduling, if there's not a constant number of required skilled workers?

Re-scheduling is always a headache, so it's better to avoid it, if possible. The answer in many cases is to keep open an optimal amount of workstations in the software for scheduling, which would correspond to the average number of skilled workers available. 

Then your capacity planning and lead time estimation will be in broad terms reasonably accurate.

Technically, this means that you might schedule only 5 workstations of Welders for each day,

  • but on some days 2 welders will show up, and you will fall behind schedule these days;
  • and on other days 8 welders will show up, and you will catch up these days.

How to do that, read tips from here: What is a workstation type?

 

Procurement Section - For Buyer

The Procurement module gives the ability to:

  • manage purchase orders (POs),
  • manage vendors,
  • make procurement forecasts,
  • perform quality inspection of incoming goods,
  • see low inventory alerts,
  • see material demand in manufacturing or sales.

The Procurement section has the following sub-sections:

  • Purchase Orders - a list of all the purchase orders to your vendors and subcontractors.
  • Vendors - a list of all vendors and subcontractors.
  • Forecasting - a list of procurement forecasts, which can be calculated based on a sales forecast of products.
  • Inspection - a list of all stock lots that have been received into stock and need to be inspected. Available with Return Merchandise Authorization and Quality Control functionality.
  • Critical on-hand - a list of procured items which are below their minimum available quantity and need re-ordering. 
  • Requirements - a list of all the purchasable components that are required for customer orders or manufacturing orders but have not been booked.

Procurement - Frequently asked questions

Purchasing, Purchase Orders:

  1. How to send a Purchase Order to your vendor?
  2. How to send a Request For Quote (RFQ)?
  3. How to report receiving items, incl. partial delivery? How to undo receipt?
  4. How can Purchase Orders be automatically created?
  5. How to send purchase orders to subcontractors?
  6. How to track the Purchase Order status?
  7. How to auto-fill Purchase Order fields?
  8. How to send a Purchase Order to your vendor?
  9. How to add discounts, taxes, additional fees?
  10. How to enter a PO delivery schedule?
  11. How to enter batch and serial numbers?
  12. How to keep track of payments?
  13. How to send a Purchase Order in a foreign currency?
  14. How to import a Purchase Order?
  15. How to approve a Purchase Order?
  16. How to free issue stock to subcontractors?
  17. How to attach files to a Purchase Order?
  18. How to configure automatically attaching item files to Purchase Orders?
  19. How to edit the Purchase Order PDF?
  20. How to add my company logo on Purchase Orders?
  21. Troubleshooting Purchase Orders.

Managing the vendors of an item:

  1. How to create a Purchase Term?
  2. How to convert a vendor's unit of measurement?
  3. How to enter pricing tiers for purchased items?
  4. How are Purchase Terms used to auto-fill POs?
  5. How are Purchase Terms used when estimating the cost of an out-of-stock item?
  6. How to update Purchase Terms?
  7. How to import Purchase Terms in bulk?

Material traceability and handling:

  1. How to enter batch and serial numbers?
  2. How to free issue stock to subcontractors?
  3. How to set up quality control for an item?
  4. How to perform quality control of items incoming to stock?
  5. How to process rejected items which failed quality control?
  6. How to inspect the items the customers have returned?

Material requirements:

  1. How to see low inventory alerts?
  2. How to see demand for materials from production or sales?
  3. What is a procurement forecast? How does it work?
  4. Tips for using the forecast.
  5. How to create a procurement forecast?
  6. How to forecast the materials for multiple sites at once?

Vendors:

  1. How to record the contact information of a vendor?
  2. How to generate documents for the vendor in another language?
  3. How to set the vendor's currency?
  4. How to set a default payment period for the vendor?
  5. How to create a subcontractor?
  6. How to import vendors?
  7. How to import purchase terms from vendors?

Jump to other FAQs:

Demo video

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. Demo video: Purchasing management.
  2. Tips and tricks.
  3. Procurement FAQ.
  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 create several invoices per purchase order?
  8. How to send purchase orders to subcontractors?
  9. How to import a purchase order?

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.
  • The table can be searched and filtered (see Usage tips for wildcards).
  • Click Saved searches to save a search or use a saved search.
  • 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.

Low inventory alerts

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

If the available stock of the item falls below its minimal available inventory (reorder point) level:

  • The article's Available quantity at Stock -> Items will turn red.
  • The Stock -> Critical on-hand and Procurement -> Critical on-hand report shows a list of procured items that need re-ordering.
  • The Dashboard indicator Items below reorder point and Stock -> Critical on-hand report shows 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 the 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 reorder point 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?

Several invoices per purchase order

By default, one purchase order can be associated with one incoming invoice only.

For creating several invoices per purchase order, please go to Settings -> System Settings -> Software Settings and change Several invoices per PO to Yes.

After enabling this functionality:

  1. Invoices section appears at the bottom of the PO.
  2. For receiving the goods into stock the invoice must be entered.

After enabling this, it is not possible to add several invoices to pre-existing POs, if they already:

  • have an invoice number,
  • have payments entered,
  • have been received, fully or partially.

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 the 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.

Accessible from Procurement -> Purchase Orders, in the details page of a Purchase Order, it is possible to

  • track the order progress,
  • send or print documents,
  • report full or partial delivery,
  • free issue stock to subcontractors,
  • record invoices and payments,
  • divide additional costs over purchased items (e.g. shipment costs).

Jump to:

  1. Purchase Order status.
  2. Creating a new Purchase Order or a Request For Quote (RFQ).
  3. Sending documents to the vendor.
  4. Reporting PO receipt, delivery of goods.
  5. Purchase invoices (bills), payments.
  6. Subcontracting Purchase Orders, free issue stock.
  7. Troubleshooting.

Purchase Order status

  1. RFQ - When a purchase order is in this status, no target stock lots are created and no products are booked.
  2. New PO - This is the default status if a PO is created automatically. Items have the status "Requested".
  3. Approved - If the PO is approved. Available, if Purchase Order Approval is enabled.
  4. Ordered - The Order date is filled. The status of the items changes to "Planned".
  5. Shipped - The Shipping date is filled.
  6. Received - All items are received.
  7. Canceled - The PO is deleted, it can be still looked up by this status.

Creating a Purchase Order

  1. Create a Purchase Order.
  2. Create a Request For Quote (RFQ).
  3. Auto-filling of the PO.
  4. Discounts, taxes, additional fees.
  5. PO delivery schedule.
  6. Foreign currency.
  7. Import a Purchase Order.
  8. Attach files to a Purchase Order.
  9. Automatically attaching item files to Purchase Orders.

Creating a Purchase Order

It is possible to create Purchase Orders manually:

  1. Go to Procurement -> Purchase Orders.
  2. Click "+" to create a new Purchase Order.

Purchase Orders can also be created:

Creating a Request for Quotation (RFQ)

There are two ways to create RFQs - with and without stock lots.

Until a PO is in the RFQ status, stock lots for the items are not created, thereby these items will not be expected into stock and cannot be booked.

If RFQ must be sent to several vendors:

  1. create a PO with status RFQ,
  2. send it to the first vendor,
  3. and copy it to create the next RFQ for the next vendor.

Automatic pre-population on Purchase Orders

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

If there are several purchase terms:

If there is only one Purchase Term for an item, then the incoming price (cost) will be updated automatically every time you purchase it. To disable this functionality, please go to Settings -> System Settings -> Software settings, and change the setting Update purchase terms from PO to No.

Additional fees, discounts, taxes

Additional fees:

  • Transportation and other costs can be added to fields Taxable fees and 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)
  • If the software setting "Several invoices per PO" is enabled, then additional fees are entered into incoming invoices, where it is also possible to select another vendor for the invoice (e.g. the transportation company who charged you for freight).

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.
  • 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 the costs of procured items.
  • If the software setting "Several invoices per PO" is enabled, then, in the purchase invoice, it is possible to enter a custom tax rate for additional fees, if the purchase invoice does not contain any items.

One PO for several shipment dates

It is possible to create one Purchase Order for several shipments (blanket order). 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.

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 Additional Currency, which is previously defined.

Importing a new Purchase Order and updating an existing Purchase Order from CSV

When creating a new purchase order, or when updating an existing PO, 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* Required. The part number of the stock item that is procured.
Quantity The total quantity of the item.
Price The price per unit.
Vendor part no. The vendor's part number.
Free text The free text that is displayed below the stock item.
Expected date The date when this item is expected to arrive.
Site The site where this item will be delivered.
Available, if several sites are used.
Cannot be used when updating a PO.

Other PO information should be added manually before the import.

Sending documents to the vendor

Jump to:

  1. Send a Purchase Order.
  2. Send a Request For Quote (RFQ).
  3. Send a Delivery Note.
  4. Edit the PDF layouts.
  5. Add a footer (e.g. terms) to the Purchase Order PDF.
  6. Add the company logo on PDFs.
  7. Approve a Purchase Order.

Sending a Purchase Order

  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 a vendor to download the PDF.

POs can be printed in two versions:

  1. PDF for a vendor, a document for the Vendor, which includes your company logo and details. The layout can be edited with the PDF editor.
  2. Internal PDF, an internal document with information for internal use only.

Sending a Request For Quote (RFQ)

  1. Create a new Purchase Order in status RFQ (without stock lots) or New PO (with stock lots) and Save.
  2. Click Send RFQ to open your e-mail client and to prefill the letter.
    Or click RFQ to download the PDF.

Sending a Delivery Note

  1. Open the Purchase Order or Invoice.
  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.

Reporting receipt of goods

Jump to:

  1. Full or partial receipt of PO.
  2. Undo the receipt of PO.
  3. Stock lot, batch, and serial numbers.
  4. User access permissions.

Full or partial receipt of PO

Depending on your software setting "Several invoices per PO", there are three alternative workflows for reporting receipt:

  1. A. PO receipt reported by entering the "Arrival date". 
    - The default settings: "Several invoices per PO = No".
    - 1 PO = 1 invoice = 1+ deliveries.
  2. B. PO receipt reported by entering an Invoice. 
    - "Several invoices per PO = Yes".
    - "Separate invoices and deliveries = No".
    - 1 PO = 1+ invoices = 1+ deliveries. 1 invoice = 1 delivery.
  3. C. PO receipt reported by entering a Delivery. 
    - "Several invoices per PO = Yes"
    - "Separate invoices and deliveries = Yes".
    -  1 PO = 1+ invoices = 1+ deliveries. Deliveries are separated from invoices.
Workflow A. PO receipt reported by entering the "Arrival date"
  1. Open the Purchase Order.
  2. If an item was received partially, change the field Expected quantity to quantity that was actually received.
    If some lines aren't received, clear the Expected quantity fields for these.
  3. Enter the Arrival date.
  4. Save the PO.
  5. The quantities in the Expected quantity fields will be received to stock with the Arrival date.
Workflow B. PO receipt reported by entering an Invoice
  1. Open the Purchase Order.
  2. Scroll to the Invoices section and click the Create button.
  3. Enter the received quantities.
  4. Save the invoice.
  5. The Created date of the invoice will be saved as the Arrival date of the received items.
  6. The Arrival date of the PO will be filled automatically once all items have been received.
Workflow C. PO receipt reported by entering a Delivery
  1. Open the Purchase Order.
  2. Scroll to the Deliveries section and click the Create button.
  3. Enter the received quantities.
  4. Save the delivery.
  5. The Created date of the delivery will be saved as the Arrival date of the received items.
  6. The Arrival date of the PO will be filled automatically once all items have been received.

When a partial receipt is reported:

  • The received amount will be taken into stock;
  • A new line is created for the not received quantity.

Undo the receipt of PO

To undo the receipt of PO, first, open the purchase order.

Then, according to your software settings:

Workflow A. If 1 PO = 1 invoice: 
(Default settings. "Several invoices per PO = No".)

  1. Find the line, for which you wish to undo receipt.
  2. Click on the Target lot number.
  3. Change the stock lot status to Planned.
  4. Save the stock lot.
  5. Clear the Arrival date field of the Purchase Order.

Workflow B. If 1 Invoice = 1 delivery: 
("Several invoices per PO = Yes", "Separate invoices and deliveries = No".)

  1. Open the incoming Invoice.
  2. Remove the received line from the invoice.
  3. Save the invoice.

Workflow C. If there is a separate "Deliveries" section in the PO: 
("Several invoices per PO = Yes", "Separate invoices and deliveries = Yes".)

  1. Open the Delivery.
  2. Remove the received line from the delivery.
  3. Save the delivery.

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.

When you wish to track some batch number, which is not equivalent to the stock lot number, you can act as follows:

  1. it is possible to encode the batch number in the stock lot number, e.g. by adding it as a suffix.
  2. it is possible to use a persistent custom field to keep your batch number.

See also: Entering serial numbers of purchased items.

User access permissions for the stock clerk

If the person in charge of receipt is the stock clerk, then in the user's access permissions (Settings -> Human resources) you can enable the option Hide prices in the Procurement.

Purchase Invoices

Jump to:

  1. One or several purchase invoices.
  2. Payments, PO payment status.
  3. Importing a purchase invoice.

One or several purchase invoices

With default system settings, one purchase order equals one purchase invoice:

  1. Enter the Invoice ID of the purchase invoice you received.
  2. Enter payments in the Payments section,
  3. Optionally attach the copy of the purchase invoice to the PO.

For entering several invoices per purchase order, enable Settings -> System Settings -> Software Settings -> Several invoices per PO: Yes.

In this case, enter the invoices in the Invoices section of the PO. The way of reporting PO receipt also changes according to this setting.

Payments, Purchase Order payment status

To enter payment for incoming invoices:

  1. open the purchase order,
    or the purchase invoice if several invoices per PO is enabled,
  2. Scroll to the Payments section.
  3. Add the payment.

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

Importing a Purchase Invoice from CSV

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

Part number* Required. The part number of the stock item that is procured.
Quantity The total quantity of the item.

Other invoice information should be added manually before the import.

Subcontracting Purchase Orders, free issue stock to subcontractors

The Subcontracting functionality allows sending materials to a vendor together with a Purchase Order.

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.
    - If the Enterprise function Multi-Stock and Production Sites is enabled, the software asks, which site to book materials from.
    - The available materials are reserved for this PO (default by FIFO; or by FEFO, for perishable goods) based on the BOM(s) of the product(s).
    - If a part for PO subcontracting has several BOM-s associated with it, the BOM is selected alphanumerically. BOM with a smaller number will be chosen.
  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.

Troubleshooting Purchase Orders

Jump to:

  1. Cannot enter the "Arrival date"
  2. Unable to partially receive a Purchase Order
  3. Unable to delete a Purchase Order, a Purchase Invoice, or a Delivery.
  4. Tax calculations, rounding of tax.

Cannot enter the "Arrival date"

Probably, the Software setting "Several invoices per PO" is enabled in Settings -> System Settings -> Software settings.

When the Software setting "Several invoices per PO" is enabled, then to enter a receipt, a delivery or a purchase invoice must be entered, which you can do at the bottom of the PO page.

The Arrival date of the PO will be filled automatically once all items have been received.

Unable to partially receive a Purchase Order

Error message:

  • "Stock lot cannot be received partially because items have been consumed already."

Explanation: This means that items on the Purchase Order, Invoice, or Delivery have already been

  1. consumed in a Manufacturing Order,
  2. shipped to a customer via a Customer Order and Shipment,
  3. written off,
  4. or shipped to a subcontractor via a subcontracting Purchase Order.

You are trying to enter a partial receipt, which is less than the already consumed quantity. The quantity which has already been received, cannot be split as received and not received (only a quantity that is equal to or greater than the already consumed quantity can be received).

Likely, the bookings are not correct and consumption of these items has been reported incorrectly (i.e. from an incorrect stock lot).

Resolution:

To correct the incorrect bookings:

  1. Open the Purchase Order.
  2. On the item's line, click on the Target lot number, this will take you to the specific stock lot's details.
  3. Click on the button Reports.
  4. Choose report Bookings.
  5. Open the specific bookings and correct, cancel, or redo them. If the booking is to a...
    - Manufacturing Order: open it and correct the bookings of materials.
    - Customer Order: open the Shipment and correct the Shipment.
    - Manual write-off: open it and edit the write-off.
    - Subcontracting Purchase Order: open it, and correct the Shipment.

Related questions: 

    • Why does the software think that exactly these items are consumed? In MRPeasy, everything works via stock lot (batch) tracking. Thus, someone has clicked a button in some function, letting the software know that exactly these items from the stock lots of this PO were used.
    • How can these items be consumed, even if the PO was not marked received? By default, when a Purchase Order is not ordered yet, it is not possible to consume the items (items are in status Requested); but when it is already ordered, then it is possible to report the ordered items consumed (items are in status Planned).
    • How can I prevent the consumption of planned items? Please set the setting "Use planned goods" to No, at Settings -> System settings -> Software settings.

Unable to delete a Purchase Order, a Purchase Invoice, or a Delivery

Error messages:

  • "Purchase order cannot be deleted because items from its target lot have been consumed"
  • "Stock lot cannot be un-received, because it is already consumed."

Explanation: This means that items on the Purchase Order or Invoice have already been

  1. consumed in a Manufacturing Order,
  2. shipped to a customer via a Customer Order and Shipment,
  3. written off,
  4. or shipped to a subcontractor via a subcontracting Purchase Order.

It is not possible to delete it, because this would break information integrity (e.g. a situation would occur that consumed materials never existed).

Likely, the bookings are not correct and consumption of these items has been reported incorrectly (i.e. from an incorrect stock lot).

Resolution: The consumption operation must be undone before it can be deleted.

To be able to delete it:

  1. Open the Purchase Order or Purchase Invoice.
  2. On the item's line, click on the Target lot number, this will take you to the specific stock lot's details.
  3. Click on the button Reports.
  4. Choose report Bookings.
  5. Open the specific bookings and correct, cancel, or redo them. If the booking is to a...
    - Manufacturing Order: open it and correct the bookings of materials.
    - Customer Order: open the Shipment and correct the Shipment.
    - Manual write-off: open it and edit the write-off.
    - Subcontracting Purchase Order: open it, and correct the Shipment.

Related questions: 

    • Why does the software think that exactly these items are consumed? In MRPeasy, everything works via stock lot (batch) tracking. Thus, someone has clicked a button in some function, letting the software know that exactly these items from the stock lots of this PO were used.
    • How can these items be consumed, even if the PO was not marked received? By default, when a Purchase Order is not ordered yet, it is not possible to consume the items (items are in status Requested); but when it is already ordered, then it is possible to report the ordered items consumed (items are in status Planned).
    • How can I prevent the consumption of planned items? Please set the setting "Use planned goods" to No, at Settings -> System settings -> Software settings.
"Several invoices per PO = No".

Vendors

The Procurement -> Vendors section contains a list of all vendors.

This page allows:

  • creating and editing vendors,
  • checking the vendor's key performance indicators,
  • accessing vendor details,
  • accessing vendor reports - purchases, purchase terms,
  • uploading vendors and purchase terms.

Jump to:

  1. Tips and tricks.
  2. How to record the contact information of a vendor?
  3. How to generate documents for the vendor in another language?
  4. How to set the vendor's currency?
  5. How to set a default payment period for the vendor?
  6. How to create a subcontractor?
  7. How to import vendors?
  8. How to import purchase terms from vendors?

Vendor's key performance indicators

  • On time delivery percentage
    - Each product in a purchase order is considered separately. If a vendor delivered 10 products, and one is delayed, "On time" is 90%.
    - Delivery of the item row is considered on-time if it is late less than 1 day.
  • Average delay
  • Rejected units
  • Rejected percentage

Tips and tricks

  • Click Create to add a new customer.
  • Drag the columns to rearrange them.
  • Click Saved searches to save a search or use a saved search.
  • Click Reports to see the vendor's reports.
  • The table can be searched and filtered (see Usage tips for wildcards).
  • A subcontractor is a vendor like any other, add it here.

Import vendors or purchase terms from a CSV file

At Procurement -> Vendors -> Import from CSV, it is possible to upload new and update existing vendors or purchase terms.

Jump to:

  1. Importing new vendors.
  2. Example for uploading new vendors.
  3. Updating existing vendors.
  4. Importing and updating purchase terms.
  5. Example for uploading purchase terms.
  6. Important notes.

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.
  5. If importing some data failed, a skip file will be generated and downloaded to your computer, which indicates all errors line-by-line.

Importing vendors

Importing new vendors

It is possible to import vendors from a CSV file, at Procurement -> Vendors -> Import from CSV.

For uploading new 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.

Contact person's name  
Phone  
Fax  
Skype  
E-mail  
Web  
Free-text address  
Additional information

Saved into notes.

Currency The default currency for the vendor. 
Tax rate The default tax rate for the vendor.
Payment period The default payment period in days.
Custom fields Any custom field defined for vendors.

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

Re-importing data for updating vendors

It is possible to update vendors from a CSV file at Procurement -> Vendors -> Import from CSV.

The Number field is used for matching the vendors. If a vendor with the same number already exists, then software updates this vendor. If there are new values that will be updated, then:

  1. A confirmation page is shown with a list of values that will be changed.
  2. The user can choose whether to update a particular vendor or skip it.

For updating existing vendors, the following fields can be used:

Number*

A unique number to identify the vendor.

Required. Used for matching the vendors.

Company name

The name of the vendor company.

Currency

The default currency for the vendor.

Tax rate

The default tax rate for the vendor.

Payment period

The default payment period in days.

Custom fields

Any custom field defined for vendors.


Import or update purchase terms

The page Procurement -> Vendors -> Import from CSV allows importing and updating Purchase Terms of stock items from a CSV file. There may be several purchase terms per item.

Pay attention to the following:

  • For creating new purchase terms, Vendor, Part Number, Price per unit, and Lead time are required.
  • For updating existing purchase terms, values Vendor, Part number and Minimum purchase quantity must match in MRPeasy and the CSV file. If this number is undefined in MRPeasy and your file, this is also considered as "matching". Otherwise, a new purchase terms entry is created.
  • For updating the minimum order quantity of existing purchase terms in bulk, please go to Procurement -> Vendors -> A vendor's reports -> Report: "Purchase terms".

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

Vendor Number* or 
Company name*

The vendor number (for "Vendor number") or name (for "Company name") in MRPeasy, as in Procurement-> Vendors.

*Required when creating new or updating existing purchase terms.

Part Number*

The part number in MRPeasy, as in Stock -> Items. The part that the purchase term relates to.

*Required when creating new or updating existing purchase terms.

Price per unit*

The expected price of the item from the "Vendor".

If the Vendor-specific unit of measurement is used, then this is the price of the vendor's 1 unit, e.g. the price of 1 "box" of 200 items.

*Required when creating new purchase terms.

Lead time in days*

The number of business days from ordering when goods will arrive from the "Vendor".

*Required when creating new purchase terms.

Minimum purchase quantity 

The minimum order quantity you can place to the "Vendor".

Vendor part no.

The part number in the vendor's database (or e.g. a manufacturer part number).

Priority 

A higher number indicates a higher priority. Optionally used if you have several purchase terms per item and need to create an order of priorities. This information is also used when auto-filling POs.

Vendor-specific unit of measurement 

The custom unit, different from your stock-keeping unit, which the vendor sells this item.

E.g. "box".

Vendor's UoM conversion rate 

The conversion rate of the vendor's unit to your stock-keeping unit.

E.g. if your stock-keeping unit is "pcs", Vendor UOM is "Box", and value 200 is imported, then this would mean that 1 Box = 200 pcs.

Vendor's UoM is indivisible 

The vendor's UoM is indivisible (1), only multiples of the unit can be ordered.

E.g. 0.5 "Box" cannot be ordered, only 1, 2, 3... boxes can be ordered.

Custom fields

Any custom field defined for purchase terms.

Example, importing purchase terms for 2 items:

Vendor number 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

The vendor details page, accessible from Procurement -> Vendors, displays all the vendor's information:

  • contact information;
  • one or more contact persons;
  • default lead time;
  • default payment period;
  • language of documents issued to the vendor (from supported languages);
  • default currency,
  • default tax rate,
  • files and attachments.

Jump to:

  1. How to record the contact information of a vendor?
  2. How to generate documents for the vendor in another language?
  3. How to set the vendor's currency?
  4. How to set a default payment period for the vendor?
  5. How to create a subcontractor?
  6. How to import vendors?
  7. How to import purchase terms for the vendor?

Recording vendor's contact information

For recording contact information, first, a vendor should be created:

  1. Go to Procurement -> Vendors and click Create to add new.
  2. The contact type field is a drop-down (phone, fax, skype, e-mail, web, address, free-text address, etc.).
  3. Each type of contact must be on its own line.
  4. The address entered here will be printed on the purchase orders.
  5. Contact details can also be entered for the vendor's contact person(s). This data will not be printed on any document. 

Language of documents issued to the vendor

You can choose the language at the vendor's details at Procurement -> Vendors.

Documents, like for example, invoices, will be printed in the vendor's default language. By default, the language is your sign up language.

Payment period, vendor's currency, and tax rate

You can enter the payment period, the vendor's currency, and the tax rate at the vendor's details at Procurement -> Vendors.

  • When a purchase order is created, the vendor's currency and tax rate are used and the Payment date is calculated as the Invoice date plus the Payment period.
  • Purchase terms from the vendor are in the vendor's default currency.

Subcontracting

A subcontractor is like any other vendor and should be created at Procurement -> Vendors.

If the vendor is a service subcontractor, it is possible to add that vendor into Routing as an operator of a particular operation and to issue a purchase order for the service. Alternatively, it is also possible to issue a PO with products and free issue materials to the subcontractors.

For managing subcontractors, the Subcontracting functionality must be enabled.

Vendor Reports

Each vendor has several statistical reports, which can be accessed from Procurement -> Vendors, by clicking on the Reports Reports button on a vendor's line.

Jump to report:

  1. Vendor Purchases - list of purchases from the vendor.
  2. Vendor Terms - list of the purchasable items from this vendor with the possibility to bulk edit.
  3. The statistical "On-time percentage" and "Average delay" is shown on the Procurement -> Vendors page.

Report “Purchases”

This report shows the list of purchases from this Vendor – what has been purchased at what price.

Report “Purchase 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 is the list of purchase terms associated with this vendor.

Click Bulk editing to edit the selected purchase terms in bulk. 

Forecasting

The Procurement -> Forecasting section contains a list of procurement forecasts, which can be calculated based on the production forecast. This function is most useful when you make-to-stock.

The forecasting allows

  • creating and processing material forecasts,
  • calculating material requirements for building products (BOM explosion),
  • considering or ignoring current inventory levels of materials,
  • calculating action dates for placing purchase orders and starting manufacturing orders,
  • creating manufacturing orders based on the forecast,
  • creating purchase orders based on the forecast.

Jump to:

  1. What is a procurement forecast? How does it work?
  2. Tips for using the forecast.
  3. How to create a procurement forecast?
  4. How to forecast the materials for multiple sites at once?
  5. Why the amount of products in a forecast is limited to 12?

What is a procurement forecast?

A procurement forecast calculates quantities of parts, that are required to make selected products. The forecasting functionality consists of two separate functions.

The first half of this functionality is historically also known as BOM explosion, meaning that the BOM is 'exploded' to calculate the total number of required purchasable parts and materials.

Therefore, into the forecast, as input information, only products can be entered. The products must have a Bill of Materials and a Routing defined.

The second half of this functionality uses materials and capacity planning to:

  1. Calculate when Manufacturing Orders can be started for the products.
    Starting from the MRPeasy Enterprise edition, it is possible to define a Due date, which will then utilize Backward Production Scheduling to finish the products just-in-time for the due date.
  2. Calculate when the Purchase Orders must be placed so that materials will arrive on time for the Manufacturing Orders to start. 

When calculating the materials, it's possible to choose whether the current inventory levels should be considered, or not.

As output, the forecast provides the following information

  • Total materials requirements, if available stock is ignored. 
    Or, net materials requirements, if available stock is considered.
  • The date, when manufacturing orders for products can start the earliest if forward planning is used (available in all editions).
    Or, the date when manufacturing orders for products can start the latest to be completed by the Due date (available only in Enterprise edition.)
  • The vendor, the cost, the required delivery date, and the latest order date for each part or material, based on Purchase Terms.
  • Options to create Manufacturing Orders and Purchase Orders.

The procurement forecast has two sections the user can access:

  1. The products - the list of products.
  2. The materials - the list of materials.

While the forecasting is a powerful function, keep in mind these tips:

  1. This is best utilized in make-to-stock manufacturing.
  2. a forecast is only a forecast, just a general plan until manufacturing orders are scheduled and purchase orders created.
  3. If you make-to-order, then you should create Manufacturing Orders, which will drive demand for purchased materials. Manufacturing Orders are always scheduled so that materials which are not in stock have time to be ordered.

Why max. amount of products in a forecast is limited to 12?

A forecast is very resources consuming functionality. For every product, a substantial amount of complex calculations should be made. Because of that you cannot forecast more than 12 products at once, and cannot upload forecasts from CSV file.

Forecasting Details

The forecasting details page, accessible from Procurement -> Forecasts, shows the forecast details - products, required materials, and action dates.

This page allows:

  • creating a procurement forecast,
  • updating an existing forecast,
  • creating manufacturing orders and purchase orders based on the forecast,
  • adding notes,
  • exporting the forecast to Excel or PDF.

Jump to:

  1. What is a procurement forecast? How does it work?
  2. How to create a procurement forecast?
  3. How to forecast the materials for multiple sites at once?
  4. Tips for using the forecast.

Creating a procurement forecast

For creating a procurement forecast:

  1. Go to Procurement -> Forecasts and click Create.
  2. Enter the forecast title to identify it (for example, "3rd quarter").
  3. Select, whether:
    a) available parts will be considered in the calculation (i.e. available items already in stock, plus available items still waiting to be received);
    b) available parts will be ignored in the calculation.
  4. Enter products and quantities that are planned to be produced in the future.
  5. Enter the Due date when the products should be available in stock. Available only together with the Backward Production Scheduling functionality.
  6. Select whether the forecast should consider current available inventory, or ignore it.
  7. Click Calculate materials and timing button. As a result:
    - For every product, the software shows when a manufacturing order should be started.
    - A list of required raw materials is displayed (part, quantity, cost, vendor, last order date). 
    - The forecast is saved.
  8. Manufacturing orders can be scheduled to the production plan by checking the products MO column and clicking Create manufacturing orders button. 
  9. Purchase orders can be created by selecting the materials PO column and clicking the Create purchase orders button.

Multi-site forecasting

If there are multiple production sites, there are two options to choose from when creating a forecast:

  1. Select one site for the forecast.
  2. Select option All sites for considering all sites in the forecast.

If a site is selected:

  1. The software calculates required manufacturing and purchase orders.
  2. The manufacturing orders can be added to the production schedule at the selected site.

If All sites option is selected:

  1. The software calculates the total quantity of materials that are required to produce all the desired products.
  2. It is not possible to create manufacturing and purchase orders, because these must be placed at particular sites.

Inspection

The Procurement -> Inspection section shows a list of all items that have been received into stock and need to be inspected.

Open an item to perform the inspection.

Jump to:

  1. Demo video: Quality Control
  2. Demo video: Return Merchandise Authorization (RMA)
  3. Performing quality control.
  4. Working with rejected items.
  5. Inspecting customer returns.
  6. Setting up quality control for an item.

This section is available when:

  1. Quality Control functionality is enabled.
  2. Return Merchandise Authorization functionality is enabled.

Inspection Details

On the inspection details page, accessible from Procurement -> Inspection, it is possible to enter the results of the quality inspection of incoming goods.

To report the results of quality inspection:

  1. Enter the approved quantity.
    - To reject the whole lot, enter approved quantity 0.
  2. Click "Approve/Reject".

As a result:

  • The approved quantity will be taken into stock.
  • The rejected quantity will be given a new stock lot with the status "Rejected", and these will be unavailable for use. Their bookings will be canceled. These can be either repaired or written off.

RMA Inspection details

The RMA inspection details page, accessible from Procurement -> Inspection, allows inspecting the returned products from the customer and making a decision of the RMA type.

One of the following decisions must be made:

  1. Repair - repair the products.
  2. Repair and invoice - repair the products and invoice the customer for the repair.
  3. Replacement - send replacement products to the customer. Possible to receive returned products.
  4. Receipt and credit - receive the returned products and provide a refund. 
  5. Receipt and no credit - receive the returned products without a refund.
  6. Reject and ship back - reject the return based on the inspection of the returned products, and ship the products back to the customer.

Jump to related topics:

  1. What is a customer return? What is an RMA order?
  2. What are the available RMA types?
  3. What are the steps of the RMA process?
  4. How to add returned items into inventory?
  5. How to receive returned products into stock?
  6. How to inspect the returned products for deciding the RMA type?
  7. How to process a refund only?
  8. How to receive returned products and process a refund?
  9. How to receive returned products without a refund?
  10. How to process a repair or maintenance of products?
  11. How to process a replacement product?
  12. How to receive returned products and reject the return?

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 Reorder point 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 quantity, source, and date when these are needed (Requirement date),
  • seeing when purchase orders should be placed (Action date) according to lead time,
  • creating purchase orders.

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 on the item's 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.
  4. To create a purchase order for several lines at once, select them by marking the checkboxes. Then, click the button Create purchase orders in bulk. All items should be purchasable from the same vendor.
    To select all from the same vendor, first, select one line, then use the checkbox on the top-right, which now is not greyed out anymore.

Important notes:

  • The software shows the first 10000 parts sorted by the date when the part is required.

Statistics

The Procurement -> Statistics report “Materials used in shipped goods” lists for the shipped products in the period:

  • The raw materials used in the products' Manufacturing Orders.
  • The items which were resold - i.e. items that were received with a PO and shipped to the customer.

So, it shows items, which originated from:

  • a Purchase Order, or
  • a manual stock adjustment.

If you have adjusted inventory manually:

  • The report may include items that were entered with a manual stock adjustment, in which case no further breakdown into the raw materials can be done by MRPeasy.
  • This means that a final product or subassembly which is entered with a manual stock adjustment and shipped to the customer is shown in that report. MRPeasy does not know what actual materials were used to make it - so it only lists the product itself and its cost which was entered during adjustment.

Stock Section - For Stockkeeper

The Stock module gives the ability to:

  • manage new and existing stock items, their lots (batches) and serial numbers,
  • move items between storage locations (shelves, bins),
  • create and report shipments to customers,
  • transfer items between sites,
  • perform inventory counts,
  • see low inventory alerts,
  • see stock history,
  • create write-offs,
  • see detailed financial stock balance movements.

The Stock section has the following sub-sections:

  • Items - a detailed overview of all your stock items – both the parts and the finished products.
  • Stock lots - a list of all stock lots (batches) that are either currently in stock or scheduled to arrive, plus the history of all stock lots in the system.
  • Shipments - a list of all shipments to customers or subcontractors, both planned and shipped.
  • Transfer Orders - a list of all transfer orders between warehouses. Available with the Multi-stock and Production Sites functionality.
  • Inventory - a list of all items that are stored in the stock, and allows to update the inventory levels during a cycle count.
  • Critical on-hand - a list of procured and manufactured items which are below their minimum available quantity and need re-ordering. 
  • Write-offs - a list of all products and parts that have been manually written off stock.
  • Stock movement - financial report of on-hand stock balance and its detailed movements in any chosen period.
  • Serial numbers - a list of all serial numbers of all parts. Available with the Serial Numbers functionality.
  • Stock settings - settings of Product GroupsUnits of MeasurementStorage LocationsParameters, and Relations.

Stock - Frequently Asked Questions

Demo video: Inventory management

Setting up items:

  1. Item's settings and parameters.
  2. Create a new item.
  3. Set up a procured item.
  4. Set up a manufactured item.
  5. Set up a kit of products, bundle, auto-assembly product.
  6. Set up a kit of parts, phantom (BOM) item.
  7. Set up an item with parameters (Matrix BOM).
  8. Set up a subcontracted item, that is produced by your vendor from your materials.
  9. Set up a non-inventory item.
  10. Copy an existing item, duplicate an item.
  11. Attaching files.
  12. Showing item attachments in Purchase Order PDFs.
  13. Displaying item icons on PDFs.
  14. Import items into MRPeasy.

Reports:

  1. Item reports.
  2. Find the BOMs where a part is used in ("Where used" / "Engagement" report).

Inventory levels:

  1. Enter initial inventory values into MRPeasy.
  2. Inventory numbers - in stock, available, expected...
  3. Calculate virtual stock.
  4. Check historical inventory levels.
  5. Enter cycle count results.
  6. Enter a new item quantity.
  7. What happens if the new quantity is greater? Or smaller?
  8. WIP (Work in Progress) values at Stock -> Inventory.
  9. Manually write off items from stock.
  10. Define custom write-off types.

Purchases:

  1. Report full or partial Purchase Order receipt.
  2. Low inventory alerts.
  3. Create a Purchase Term.
  4. Convert a vendor's unit of measurement.
  5. Enter pricing tiers for purchased items.
  6. How are Purchase Terms used to auto-fill POs?
  7. How are Purchase Terms used when estimating the cost of an out-of-stock item?
  8. Update Purchase Terms.
  9. Import Purchase Terms in bulk.
  10. Procurement FAQ.

Managing shipments to customers:

  1. Create a shipment.
  2. Book items for a shipment.
  3. Print a Waybill, Packing list, Picking list.
  4. Print labels for shipment.
  5. Report shipping.
  6. Shipment statuses.

Stock balance movements, financial information:

  1. Item cost calculation.
  2. Stock financials, stock balance, and movements.

Stock lot traceability, batch inventory traceability:

  1. What is a stock lot?
  2. How does stock lot tracking work in MRPeasy?
  3. Perform incoming quality control.
  4. Print a stock lot label.

Serial number tracking:

  1. Demo video: Serial numbers
  2. Enable tracking of serial numbers for an item.
  3. Enter serial numbers of purchased items.
  4. Create serial numbers for manufactured items.
  5. Report serial numbers of used components.
  6. Print serial number labels.
  7. Ship serial numbered items to customers.
  8. Transfer serial numbered items to another warehouse.
  9. Accept customer returns of serial numbered products.
  10. Write off serial numbered items.
  11. Serial numbers statuses.

Storage locations and several sites-warehouses:

  1. Move items between internal storage locations.
  2. Transfer items from one warehouse to another.
  3. Transfer Order statuses.
  4. Prepare a transfer and print documents (Waybill, Picking list).
  5. Dispatch the items from one site and receive the items at another site.
  6. Add fees to a transfer order.

Units of measurement:

  1. Define a unit of measurement.
  2. Unit conversions from the main unit for use in BOMs and MOs.
  3. Convert a vendor's unit of measurement.

Jump to other FAQs:

Items

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

The Stock -> Items allows to

  • create, edit, and delete (archive) items,
  • see in stock and expected inventory levels of each item,
  • calculate how many of it could be made (virtual stock),
  • access reports of each item,
  • import items from a CSV file,
  • print item labels.

Jump to:

  1. Demo video: Inventory management.
  2. Demo video: Setting up procured items.
  3. Demo video: Setting up manufactured items.
  4. Demo video: Setting up inventory levels.
  5. Setting up new items.
  6. Stock FAQ.
  7. Tips and tricks.
  8. Inventory numbers - in stock, available, expected.
  9. Calculate virtual stock.
  10. Print item labels.
  11. Item cost calculation.
  12. Stock financials, stock balance, and stock movements.
  13. Track stock lots (batches).
  14. Track the serial numbers.
  15. Import items.
  16. Enter initial inventory values.

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.
  • The Stock report can be searched and filtered (see Usage tips for wildcards).
  • Click Saved searches to save a search or use a saved search.
  • 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 more detailed information.
  • Items are never fully deleted, deleted items are hidden/archived to conserve your stock history and database consistency. You can find these items by searching the part number. Deleted items can also be restored.

Checking stock availability

At Stock -> Items, 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, expected to be received in the future, etc.

  • "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 available inventory level (the reorder point) of the item. Then the item will also be shown in the Critical on-hand report and indicated on the Dashboard by the "Items below reorder point" 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, plus quantity which is demanded, but the booking is not matched (no items were available for booking).
    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), and they are not part of the inventory anymore. When the Manufacturing Order is finished, the WIP is cleared.
  • "Virtual stock" shows the number of products that can be made from the current available inventory of parts.
  • "Packaged" shows how many items of those in stock are packaged. Available, when Enterprise function Packing is enabled.

Virtual stock

At Stock -> Items, it is possible to calculate how many products can be made from the current available inventory of parts.

To calculate virtual stock:

  1. Enable column "Virtual stock".
  2. Find the desired product.
  3. Click on the button on that item's line to calculate the quantity.
    The button is displayed in the "Virtual stock" column for each item, which has a BOM.

Item label, item barcode

The labels for items can be printed by clicking the "Print Label" button on the Stock -> Items page.

The size, information, and layout of the label can be edited with the Label editor.

The standard label contains the unique stock lot barcode if the Barcode System functionality is enabled.

It is also possible to just print the barcode. For printing barcodes only:

  1. go to Stock -> Items and open the item details page.
  2. Click the button "Print barcode" in the upper right corner of the page.
    (If the product has matrix BOM and parameters, then this button is located in the Variations section.)

Read also: What happens when a barcode is scanned?

Item cost

The Stock -> Items shows either

  1. The weighted average actual cost of the in-stock items.
  2. Or the estimated cost if the item is not in stock.

To check the source of the cost of an item, click on an item's cost.

Actual cost

The actual cost is the real cost of a particular physical object in inventory:

  • For purchased items, it is the price paid for it, plus any additional fees of the source Purchase Order. 
  • For manufactured items, it is all the costs that went into manufacturing it, according to the source Manufacturing Order.

The actual cost of a particular item is taken from its stock lot.

The actual cost is used:

  • When items have been booked, e.g. materials for a Manufacturing Order or products for a Customer Order.
  • When using the "Estimate costs and dates" function in a Customer Order and an item is in stock.
Weighted average cost

The weighted average cost is calculated based on the actual cost of the in-stock items. This is calculated based on the received stock lots of the item.

The weighted average cost is used:

  • At Stock -> Items for items that are in stock.
  • During BOM cost estimation if a material is in stock.
Approximated cost

The cost of an in-stock material is approximated according to the weighted average cost when a BOM's cost is estimated.

The cost of an in-stock material is approximated according to the actual cost of the stock lot(s) (according to the required quantity in CO) when estimating costs for a CO. If more items are required than in-stock or expected, the estimated cost is used for the remainder.

Estimated cost

The cost is estimated for items that are not in stock:

  • For purchased items, the cost is the price of the highest priority purchase term. When there are several purchase terms with the same priority, the lowest price is used.
  • For manufactured items, the cost of the Bill of Materials and the cost of Routing are estimated.

The estimated cost is used:

  • At Stock -> Items for items that are not in stock.
  • During Manufacturing Order creation if a material is not in stock.
  • During BOM cost estimation if a material is not stock.
  • When using the "Estimate costs and dates" function in a Customer Order if an item or a material is not in stock.

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

When estimated cost is not displayed

The cost cannot be estimated in some cases:

  1. A procured item does not have purchase terms.
  2. A manufactured item does not have a BOM and routing.
  3. The cost of a manufactured item's BOM cannot be estimated. For example, this happens when:
    a. a procured item's cost is unknown - it is not in stock and cannot be estimated.
    b. a sub-assembly's cost is unknown - it is not in stock and cannot be estimated.
    c. an item was deleted, which is used in the BOM.
    d. Matrix BOM is used.

When an item or BOM is opened and saved, then MRPeasy tries to estimate its cost. So, you may try opening the item or BOM, which cost is not displayed, and clicking "Save" to make the system re-calculate the cost (assuming all information is now available).

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).

Please note the following:

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 to define the items, or to update existing ones.

Jump to:

  1. Importing new items.
  2. Example for new items.
  3. Updating existing items.
  4. Important notes.

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. 
  5. If importing of some data failed, a skip file will be generated and downloaded to your computer, which indicates all errors line-by-line.

Importing new items

Please note that inventory quantities and purchase terms can be imported in this section during the initial creation of items only. Use the dedicated CSV imports of 

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

Part description*

The name or short description of the item.

Required.

Part No.

A unique number to identify the item.

If not imported, then the code (part number) is generated automatically.

Product group

The name or the number of the product group.

If a product group with this name or number exists, the product is placed in this group.
Otherwise, a new group is created with this name.

Unit of measurement

The unit of measurement for your item. 

If not defined earlier, a new unit of measurement is created.

Is inventory item (1/0)

If the item is an inventory item (1) or a non-inventory item (0).

Available, if Non-inventory items are enabled.

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. 

Must be imported together with "Quantity at stock".

Quantity at stock

The number of items currently in stock. 

Must be imported together with "Net cost per 1 unit", otherwise the cost of these items is defined as zero (the cost can later be manually amended at stock lots' details).

If several sites are configured, there's one column for each site.

Alternatively, If you wish to upload inventory levels and item costs, possibly at different sites or storage locations, you can import this information at Stock -> Inventory -> Import from CSV.

Default storage location

The default location of this item in stock.

If several sites are configured, there's one column for each site.

Storage locations must be pre-defined in the system. Storage locations can be uploaded at Stock -> Stock settings -> Storage locations -> Import from CSV.

Reorder point

The level of available inventory, below which the available quantity critical low, and the item should be reordered.

If no safety level is kept in stock, then the recommended value is 0, or a negative inventory level cannot be seen in the "Critical on-hand" report.

If several sites are used, there's one column for each site.

Is procured item (1/0)

1 - this item is purchased from vendors.

0 - it is a product produced by your company.

If not imported, defaults to "0" - not a procured item.

Quality control (1/0)

1 - enabled, goods received to stock are put on hold and must pass quality inspection. "On-hold period" must also be imported.

0 - disabled.

If not imported, defaults to "0" - not enabled.

Available, if Quality control functionality is enabled.

On-hold period

The number of days the goods will be on hold for quality inspection. Used for items, which have "Quality control" enabled.

Available, if Quality control functionality is enabled.

Serial numbers (1/0)

1 - this stock item has serial numbers.

0 - this stock item does not have serial numbers.

Available, if Serial numbers functionality is enabled.

Custom fields

Any custom field for stock items defined in the MRPeasy settings can be imported.

 

During the initial import of an item, it is possible to import one Purchase Term. (For all other cases, use the Purchase Terms import).

For including Purchase Terms in the item import, include the following columns:

Vendor

The number or name of the vendor.

If the vendor does not exist, a new vendor with this name is created.

Must be imported together with "Vendor price per unit" and "Lead time in days".

Vendor part no

The article code of the vendor.

Vendor price per unit

The expected price of the item from the "Vendor".

If the Vendor-specific unit of measurement is used, then this is the price of the vendor's 1 unit, e.g. the price of 1 "box" of 200 items.

Must be imported together with "Vendor" and "Lead time in days".

Lead time in days

The number of business days from ordering when goods will arrive from the "Vendor".

Must be imported together with "Vendor" and "Vendor price per unit".

Priority

A higher number indicates a higher priority. Optionally used if you have several purchase terms per item and need to create an order of priorities. This information is also used when auto-filling POs.

Minimum purchase quantity

The minimum order quantity you can place to the "Vendor".

Vendor-specific unit of measurement

The custom unit, different from your stock-keeping unit, which the vendor sells this item.

E.g. "box".

Vendor's UoM conversion rate

The conversion rate of the vendor's unit to your stock-keeping unit.

E.g. if your stock-keeping unit is "pcs", Vendor UOM is "Box", and value 200 is imported, then this would mean that 1 Box = 200 pcs.

Vendor's UoM is indivisible (1/0)

The vendor's UoM is indivisible (1), only multiples of the unit can be ordered.

E.g. 0.5 "Box" cannot be ordered, only 1, 2, 3... boxes can be ordered.

 

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

Part No. Part description Product group Unit of m. Reorder point 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. (Alternatively, the bulk editing can be used at Stock -> Items table.)

If an article with the same number already exists, then software updates this item. If there are new values that will be updated, then:

  1. A confirmation page is shown with a list of values that will be changed. 
  2. The user can choose whether to update a particular item or skip it.

Part No. field is used for matching the articles. 

The following fields can be used:

Part No.*

A unique number to identify the item.

Required. Used for matching the articles.

New part number

The new part number.

If the Professional function Matrix BOM is enabled, and a product has variations with unique part numbers, it is not possible to update part numbers by uploading a CSV file. Please use the Bulk editing functionality to update part numbers in batch.

Part description
 

The name or short description of the item. 

Product group

The name or the number of product group.

If the item is to be imported 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.

Reorder point The reorder point (ROP) is the level of inventory which triggers an action to replenish that particular inventory stock.

If no safety level is kept in stock, then the recommended value is 0, or a negative inventory level cannot be seen in the "Critical on-hand" report.

If several sites are used, there's one column for each site.

Selling price

A standard sales price for the item (if price lists are not used).

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.

Quality control (1/0)

1 - enabled, goods received to stock are put on hold and must pass quality inspection. "On-hold period" must also be imported.

0 - disabled.

Available if Quality control functionality is enabled.

On-hold period

The number of business days the goods will be on hold for quality inspection. Used for items, which have "Quality control" enabled.

Available if Quality control functionality is enabled.

Serial numbers (1/0)

1 - this stock item has serial numbers.

0 - this stock item does not have serial numbers.

Available, if Serial numbers functionality is enabled.

Custom fields

Any custom field defined in the MRPeasy settings.

 

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, possibly 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. Reorder point
  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.
  3. Edit 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.
  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 to

Jump to:

  1. Item's settings and details.
  2. Setting up new items.
  3. Attaching files.
  4. Showing item attachments in Purchase Order PDFs.
  5. Displaying item icons on PDFs.

Item's settings, details

The following settings and details 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 and Invoices. Non-inventory items cannot be used in BOMs, Customer Orders, Shipments.
    They aren't visible in Stock -> Inventory.
    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. Weight - the weight of the item, optional. Weight can be defined in ounces (oz), pounds (lbs.), grams (g), or kilograms (kg). “Weight” and “Unit of weight” columns can be added to the items list view. Available, if the Packing function is enabled.
  8. Reorder point - the minimal inventory level of the item, when it is needed to make a purchase order or manufacturing order. Recommended setting at least "0".
    If the item's availability falls below the ROP, 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.
    When the Professional function Matrix BOM is enabled, it is possible to set separate ROP values for each variation. Changing the ROP value of the stock item updates values of all variations.
  9. 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.
  10. 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.
  11. 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.
  12. 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.
  13. Selling price - you can set the default selling price. Possible to use different pricing per quantity and price lists, if the Tiered Pricing functionality is enabled.
  14. 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.
  15. 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.
  16. Parameters - if the item has certain variations or configurations (e.g. various color, packages, configurations), add the parameters which can change. Available if the BOM with Parameters functionality is enabled.
  17. Any user-defined custom fields - the Custom Fields functionality is available from the Professional package.
  18. Variations - the list of all different combinations of parameter values that are allowed for this product. Subsection displayed if the item has saved Parameters. Available if the BOM with Parameters functionality is enabled;
  19. 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;
  20. Bills of Materials - the list of parts, materials, and components that are needed to produce the item. Subsection displayed for manufactured and subcontracted items after the new item is saved.
  21. Routingsthe 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.
  22. Notes - notes can be saved to items.

Creating a new item

It is possible to create a new item:

  • At Stock -> Items, by clicking "+".
  • Or from within any other workflow, at the point when you are choosing an item, e.g. from the Customer Order details page, by choosing "Add a new product" from the product choice field.

Jump to:

  1. Set up a procured item.
  2. Set up a manufactured item.
  3. Set up a kit of products, bundle, auto-assembly product.
  4. Set up a kit of parts, phantom (BOM) item.
  5. Set up a product with configurations (Matrix BOM).
  6. Set up a subcontracted item, that is produced by your vendor from your materials.
  7. Set up a non-inventory item.
  8. Copy an existing item, duplicate an item.
  9. Import items from a file.

Set up a procured item

Demo video: Setting up procured items.

If the item is purchasable from vendors:

  1. Create a new item.
  2. Fill in all item details.
  3. Mark "This is a procured item: Yes".
  4. Save.
  5. Scroll to the "Purchase Terms" section and enter the vendors' purchase terms.

A procured item:

Set up a manufactured item - finished product, sub-assembly

Description of a manufactured product and its relationships

Demo video: Setting up manufactured items.

To add a manufactured item:

  1. Create a new item.
  2. Fill in all item details.
  3. Mark "This is a procured item: No".
  4. Save.
  5. Scroll to the "BOM" section and enter its Bill of Materials.
  6. Scroll to the "Routings" section, and enter its routing.

Read also about creating a multi-level BOM.

A manufactured item:

Set up a kit of products, bundle, auto-assembly product

Demo video: Kitting.

A kit is a bundle of products that are sold together. The kit item has a BOM, but no routing (no operations to complete).

A kit is auto-assembled after a Manufacturing Order is created for it. The MO is automatically finished immediately when all required parts are received to stock. The MO for it will not be a multi-level MO.

To set up a kit of products:

  1. Create a new item.
  2. Fill in all item details.
  3. Mark "This is a procured item: No".
  4. Save.
  5. Scroll to the "BOM" section and add a Bill of Materials, where you list its components.
  6. Do not enter a routing in the "Routings" section.

Selling bundles or kits:

  1. Create a Customer Order.
  2. Book the items for the Customer Order:
    a) If Manufacturing Orders have already been created earlier, book the kits from stock.
    b) If kits are not ready in stock, create Manufacturing Orders.
  3. Kits become ready for shipment when MOs are finished.
  4. Continue with shipping.

Set up a kit of parts, phantom BOM, phantom assembly

Demo video: Kitting.

A kit of parts may be used for better organizing collections of parts that are used together in manufacturing. The kit item has a BOM, but no routing (no operations to complete).

A kit of parts:

  • Could be pre-assembled to stock with a Manufacturing Order for it. 
    - The MO is automatically finished immediately when all required parts are received to stock.
    - This MO for it will not be a multi-level MO.
  • Or, if it is not made to stock, it is a virtual kit - a phantom BOM - for a better organization of parts in a product.
    - In which case, when it is required in the manufacturing of another product, it will be part of a multi-level Manufacturing Order. 
    - No operations will be required to assemble it.
    - If the kit contains manufactured items, then operations and materials may be included to manufacture these.

To set up a kit of parts:

  1. Create a new item.
  2. Fill in all item details.
  3. Mark "This is a procured item: No".
  4. Save.
  5. Scroll to the "BOM" section and add a Bill of Materials, where you list its components.
  6. Do not enter a routing in the "Routings" section.

Set up a product with parameters, configurations, Matrix BOM

Demo video: Product configurator / 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 that have variations in size and color.
  • Products with configurations, e.g. electronics which uses a few different parts based on the 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.

Set up a subcontracted item

Demo video: Subcontracting.

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

To set up a subcontracted item:

  1. Enable the Subcontracting functionality.
  2. Create a new item.
  3. Fill in all item details.
  4. Mark "This is a procured item: Yes".
  5. Save.
  6. Scroll to the "Purchase Terms" section and enter the vendor's (subcontractors) purchase terms. Enter the price of the subcontracting service that you are charged and the lead time.
  7. Scroll to the "BOM" section and add a Bill of Materials, where you list the components that you supply to the vendor.

Read also: 

  1. Ordering products and free issuing materials to subcontractors with a Purchase Order. 
  2. Adding subcontracted operations to a Manufacturing Order.

Set up a non-inventory item

Demo video: Non-inventory items.

Non-inventory items are items that are not tracked in stock. These can only be used in Purchase Orders and invoices.

  1. Enable the Non-inventory items functionality.
  2. Create a new item.
  3. Mark "This is an inventory item: No".
  4. Fill in all item details.
  5. Save.

Duplicate an item, copy 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. Create a new item. 
  2. Choose the item you wish to duplicate in the "Copy item" field.
  3. Edit the item details.
  4. Save.
  5. Edit the Purchase Terms, Bills of Materials, or Routings.

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 a vendor's unit of measurement?
  3. How to enter pricing tiers for purchased items?
  4. How are Purchase Terms used to auto-fill POs?
  5. How are Purchase Terms used when estimating the cost of an out-of-stock item?
  6. How to update Purchase Terms?
  7. 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 from a vendor's unit of measurement

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

  1. Go to Purchase terms at the bottom of Item details, and click View.
  2. Check the option Vendor-specific unit of measurement.
  3. Enter the name of the unit to the 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 in automatically.
  • If it has several vendors, its vendors will be highlighted in bold. After choosing the vendor, all details will be filled in 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 in automatically.
  • If a Vendor part number is chosen, only purchase terms with the same vendor part number are compared. In a PO, to see the list of vendor part numbers from purchase terms, empty the vendor part number field - as a result a drop-down menu with choices will appear.

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. If in this situation there are several terms with the highest priority the lower price term is chosen.

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, the price is set to 6.

Use of Purchase Terms when estimating the cost of out-of-stock items

When creating a Manufacturing Order and materials are not in stock, then the purchase term selection corresponds to the use of purchase terms when creating Purchase Orders.

At Stock -> Items page column "Cost", BOM cost estimation, and CO cost estimation, when the item is not in stock, the cost of the procured item is found as follows:

  • The software selects the purchase term with the highest priority.
  • If several purchase terms have the same priority, the lowest price is selected.
  • Minimal order quantities are ignored.

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.
    To disable this functionality, please go to Settings -> System Settings -> Software settings, and change the setting Update purchase terms from PO to No.
  2. It's possible to bulk update purchase terms at Procurement -> Vendor -> Particular vendor's reports: Purchase terms.
  3. To upload new purchase terms for existing items from a CSV file, or to update existing ones, please go to Procurement -> Vendors -> Import from CSV.

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 is a Bill of Materials used during the production scheduling process?
  3. How to add a Bill of Materials in MRPeasy?
  4. How to create a multi-level BOM?
  5. How to create a phantom BOM?
  6. How to add packaging material to a BOM?
  7. How to enter a fixed quantity of parts in a BOM?
  8. How to report scrap and wastage (Additional products)?
  9. How to connect a BOM and a routing?
  10. How to create several BOMs for a product?
  11. How to set up the BOM with parameters?
  12. How to import a BOM?
  13. How to bulk edit BOMs?
  14. How to find the BOMs where an item is used in ("Where used" / "Engagement" report)?
  15. How is the cost of the BOM estimated?
  16. How is the actual cost of materials for a product calculated?
  17. How to update the BOM of already planned Manufacturing Orders?
  18. How to track changes to a Bill of Materials (revisions)?

What is a Bill of Materials?

In MRPeasy, a Bill of Materials (BOM) is the list of materials that are needed to create one unit of product. In other words:

  • for discrete manufacturing, like electronics, industrial equipment, etc., it's the list of parts;
  • for process manufacturing, like food, pharmaceutics, etc., it is the formula or recipe which lists the quantities of ingredients per unit of product.

When a manufacturing order is created, the BOM is multiplied by the order quantity to calculate the total material requirements.

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

Read more about the Bill of Materials.

Single- and multi-level BOMs:

For example, a Bill of Materials of a table:
Part code Part description Quantity Unit of measurement
A-00001 Tabletop 1 pcs
A-00002 Table Leg 4 pcs
A-00003 Varnish 0.5 l

An "engineering BOM" is not always the same as the "manufacturing BOM" or "MRP BOM":

  • The engineering BOM states exact quantities of parts or ingredients 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 or MRP BOM takes into account wastage and other consumables used in production; considers the material requirements planning goals, and corresponds to the process of how the product is actually manufactured.
    - Some structures and parts might even not be included. For example, when materials planning for some material is not necessary, or that level of detail, each sub-assembly planning separately, is not necessary.
    - The assembly structure is often simplified, if possible, even 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 a 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, when the engineering BOM states that Part A will be used, the manufacturing BOM will say that Part A alternative will be used, because, in reality, the shop-floor uses another material.
    - For example, when the engineering BOM defines each sub-assembly separately, the manufacturing BOM will not define the sub-assemblies separately, but only includes the total material requirements for making the sub-assemblies.

How is a Bill of Materials used for production scheduling?

  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 (BOM)

Creating a Bill 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 Bill of Materials

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.

Demo video

Phantom assembly, phantom Bill of Materials (phantom BOM), phantom item, kit of parts

If an item

  • has a BOM,
  • has no Routing,
  • and is not configured as a procured item ("This is a procured item: No"),

then it is considered as a collection (kit) of parts, a phantom BOM.

If it is included in the BOM of another part, and a Multi-level Manufacturing Order is made for that product, then:

  • All the parts of the kit will be included in the MO.
  • No operations will be required to assemble the kit.
  • If the kit contains other manufactured items, then operations and materials may be included to manufacture these items.

Take note that if a MO is made for such a kit item separately, to pre-assemble it, then it is treated identically to a kit (bundle) of products for selling. No multi-level MO will be made then, and it will be auto-assembled when all parts arrive in stock.

Revisions of a Bill of Materials

Bill of materials revisions:

  • One product can have several alternative bills of materials. During production scheduling, it is possible to choose the BOM.
  • It is possible to track changes to a specific BOM using the Version Control System functionality.

Connecting Bills of Materials and routings

BOMs and Routings are associated:

  • It is possible to associate a particular BOM with a particular Routing that goes together.
  • For production planning, a product must have both a BOM and a Routing. And both must be connected with each other.

Adding packaging material to a BOM

When the Enterprise function Packing is turned ON, a new section „Packing “ appears. It can be used to input packaging details for the manufactured items.

You must select an item, that is used as packaging, and a quantity of manufactured items, that can fit into the package.

Only one type of packaging can be selected for a BOM.

A fixed quantity of materials

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 can be used for reporting scrap or wastage, which needs to be tracked in inventory for further processing, and also for disassembly.

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

The cost of the additional products can be divided proportionally per unit.

Matrix BOM, products with parameters, configurations

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

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.

See: 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 of a BOM is estimated as follows:

  • If the material is in stock, the cost is approximated by using the weighted average cost of the item.
  • If the material is not in stock, the estimated cost of the material is used.

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 or some parameter changes the number of raw materials.

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?).

Multi-level BOM, indented BOM estimated cost

When you open the indented BOM PDF, the following should be kept in mind:

  1. Component quantities are shown per 1 sub-assembly. I.e. the sub-assembly BOM is shown.
  2. The cost is found for each line separately. Some items may be in stock, others not.
  3. The cost of a sub-assembly might not equal the estimated cost of its BOM.
    - If the sub-assembly is in stock, then, for it, the average cost from stock is shown. But the cost of components is found separately.

Example:

# Part Quantity Average cost Comments
1 A 1 $2.00  
2 B 2 $6.00 Not in stock, the cost is estimated.
= 2 x (B1 + B2) = 2 x ($1.50 + $1.50)
2.1 B1 4 $1.50  
2.2 B2 4 $1.50  
3 C 1 $4.00 In stock, the average cost from stock is used, which is more than its estimated materials cost would be.
3.1 C1 1 $1.00  
3.2 C2 1 $1.00  
Total:     $12.00 The estimated cost of the BOM
= A + B + C = $2.00 + $6.00 + $4.00

 

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. Manufacturing overhead.
  3. The cost of labor.

The final cost of materials is calculated when a product has been manufacturing via a Manufacturing Order:

  1. When a Manufacturing Order is created, materials are automatically booked to it (default by FIFO; or by FEFO, for perishable goods) 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 or manufactured 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 the 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 saved and there are current manufacturing orders (MO) that are based on this BOM, then the software asks if you wish to update MOs. It will show a list of MOs and gives options to update them.

For automatically updating the materials in existing MOs according to an updated BOM:

  1. Change the BOM.
  2. Save.
  3. Proceed to update MOs.
  4. a. Click Update all.
    b. Or choose which MOs you wish to recalculate, and confirm the new schedule for these MOs.
  5. If MO with a new BOM does not take a longer time than originally, then it is left in the schedule without any changes.

Limitations:

  1. It is only possible to automatically update MOs which are not started yet. For other MOs, the materials must be updated manually.
  2. It is not possible to automatically update MOs where serial numbers are reported. Serial numbers must be removed first, or the materials must be updated manually.

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

 

Routing

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

A routing lists the stages of production of a product and lays the foundation for

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

Jump to:

  1. Demo video: Setting up manufactured items, BOMs, routings, workstations.
  2. What is a routing?
  3. Defining a routing.
  4. Setting default workers or departments.
  5. Calculation of operation's duration.
  6. Calculation of applied manufacturing overhead, direct labor, and materials costs.
  7. Examples.
  8. Subcontracted operations.
  9. Update the routings of planned Manufacturing Orders.
  10. Track changes to a routing (revisions).
  11. Export a routing.
  12. Import a routing.

Defining a product's routing in MRPeasy

A new routing can be added:

  • For items, which are manufactured (This is a procured item = No).
  • At Stock -> Items -> An item's details, in section Routings.
  • At Production planning -> Routings it is possible to add the Routings to your products.

Each operation in a Routing has the following parameters:

Parameter Description
Number

The line number of the operation.

Workstation group*

The workstation group, from where a workstation will perform this operation. 

When scheduling the production, the individual workstation from that group with the best availability is chosen.

*This is the only required field that must be filled.

Setup time

A fixed time, the estimated time that is needed to start or prepare this operation.

Setup time cannot be defined for an operation in the routing that has a "Parallelize"  or "Overlap" enabled.

Cycle time

A variable time, the estimated cycle time for processing a "Quantity" (default 1) of products.

Fixed cost

The estimated manufacturing overhead when setting up and preparing for the operation, corresponding to the "Setup time".
The "Hourly rate" in the workstation details overrules this setting when a Manufacturing Order is planned! 

Variable cost

The estimated manufacturing overhead per "Cycle time" producing "Quantity" of products. (Variable cost = Cycle time / 60 minutes * Hourly rate * Manufacturing Order quantity)
The "Hourly rate" in the workstation details overrules this setting when a Manufacturing Order is planned!

Quantity 

The number of products that can be processed simultaneously within the "Cycle time". 

The default value is 1.

A value greater than 1 corresponds to the maximum capacity (e.g. in an oven, mixer, furnace, etc.) that can be processed within the "Cycle time".

Time payment

If the worker is paid by the hour.

Enabled by default.

Each user's hourly labor rate is defined in Settings -> Users -> The user's details.

Setting visible if the Piece Payment functionality is enabled.

Piece-payment

The labor cost per product, if the Worker is paid per piece.

Available if the Piece Payment functionality is enabled.

Sequence 

The number(s) of the operation(s) which must be completed, before this operation can start. This allows defining parallel and converging/diverging chains of operations. 

Set 0 if it can start immediately. 

Available, if the Overlap and Special Sequences function is enabled.

Overlap 

The number of processed products in the previous operation, that can be directly passed to this operation, even before the previous operation is fully finished with the full batch.

If undefined, then the full batch must be processed in the previous operation, before this operation can start.

If this function is used:

  • The operation is divided into (many) smaller operations, each with "Overlap" quantity (or greater).
  • For best results, it is recommended that multiplication "Cycle time" * "Overlap" = 1 minute or more, and "Overlap" equals to or is a multiple of "Quantity".
  • If "Overlap" quantity * "Cycle time" < 1 minute, then the software will round this up to 1 minute, which is the minimum scheduling time unit in MRPeasy.
  • E.g. if "Cycle time = 0.05 min" and "Quantity = 1", then this means that 20 units are processed in 1 minute, and if the "Overlap = 1", MRPeasy will treat each separate 0.05-minute operation as a 1-minute operation (which means it would take 20 minutes for 20 units).
    To resolve this, the parameters should be defined along the following lines:
    - "Cycle time = 1 min"
    - "Quantity = 1 / 0.05 = 20"
    - "Overlap = a multiple of "Quantity" = 20 or more"

Available, if the Overlap and Special Sequences function is enabled.

Parallelize

If instead of being processed on one workstation, the operation should be divided into smaller parallel operations among all available workstations in the same group. (E.g. processing of 100 pieces is divided among 4 workstations that process 25 each, in parallel.)

Available, if the Parallel Execution of Production Operations function is enabled.

Department/Worker

Default worker(s) or department(s) who are assigned to this operation.

The "Default worker" in the workstation's details overrules this setting when a Manufacturing Order is planned!

When estimating the Routing cost, the hourly rate of the department/worker is used to estimate the labor cost.

Default workers and departments

By default, the following worker/department is assigned to an operation when a new Manufacturing Order is created:

  1. The default worker in the workstation's details.
  2. The default worker in the routing, if (1) is undefined.
  3. The user creating the Manufacturing Order, if (2) and (3) are undefined.

The workers/departments can be changed anytime in the Manufacturing Order.

Calculation of operation duration:

In a Manufacturing Order:

  • Operation duration = (Setup time + Cycle time x Order quantity / Operation's cycle quantity*/ Productivity of the workstation.
    * Cycle time is rounded up to the next full cycle duration if a planned quantity for the given cycle is less than the operation's cycle quantity.
  • If Parallelize is used, then the Operation duration is also divided by (i.e. among) the number of available workstations.

Direct labor, manufacturing overhead, and direct materials cost calculations

Each product, which is produced via a Manufacturing Order, has three cost components:

  1. Direct labor cost - wages for the time spent on operations.
  2. Applied manufacturing overhead - or Factory overhead, or Factory burden, or just Applied overhead includes costs involved in manufacturing with the exception of the cost of raw materials and direct labor. More information about it you can find in our blog article.
  3. Direct materials cost - the actual cost of the materials that were used.

Together these three cost components form the total production costs.

Calculation of labor cost

In a Manufacturing Order:

  • Initially, the labor cost is estimated:
    Labor cost = Operation durations x Worker hourly rates* + Piece-payment rates x Manufacturing Order quantity
  • Once operations are reported finished, the labor costs of them are recalculated:
    Labor cost = Reported operation durations x Worker hourly rates* + Piece-payment rates x Reported quantities

*The hourly wage for any worker can be defined at Settings -> Human resources at the user's details page.

Calculation of manufacturing overhead

In a Manufacturing Order:

  • Initially, the manufacturing overhead is estimated:
    manufacturing overhead = Operation durations x Workstation hourly rates** + Other fixed cost + Other variable cost* x Order quantity.
    If a workstation does not have an hourly rate defined, then for this operation:
    manufacturing overhead = Fixed cost + Variable cost* x Order quantity + Other variable cost* x Order quantity.
  • Once the MO is finalized, the manufacturing overhead is recalculated based on actual reported times:
    manufacturing overhead = Reported operation durations x Workstation hourly rates** + Other fixed cost + Other variable cost* x Order quantity

* If variable costs are defined not per 1 unit, but per more units, then the variable cost is found by rounding up to the next full variable cost quantity.

**An hourly rate can be set for any workstation at Production planning -> Workstations at the specific workstation's details page.

Calculation of material cost

In a Manufacturing Order:

  • Initially, the cost of materials is estimated:
    The cost of materials = Cost of booked materials +  Estimated cost of not booked (unavailable) materials.
  • Once the MO is finalized:
    The cost of materials = Cost of booked and consumed materials

Keep in mind that the estimated BOM cost of a product may be different than the final materials cost of a product.

Subcontracting

If an operation is performed by a subcontractor, then

  • The Vendor should be selected as the Workstation group of the operation.
  • The dates for the Purchase Order are calculated using setup time and cycle time.
    E.g. If your vendor has a 1-week lead time (regardless of ordered quantity), then:
    - if in MRPeasy settings, you have configured a 5-day workweek, 8-hours per day,
    - then Setup time = 60min * 8h * 5d = 2400 minutes.
  • The prices for the Purchase Order are
    a) calculated using the fixed cost and variable cost, or
    b) if defined, taken from Purchase Terms.
  • 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.

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 update 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 operation in the Manufacturing Order?

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.

What is Routing?

Routing is a document related to a manufactured product. It lists production operations (stages), in the order in which the product is made. The goal of the Routing is primarily to provide grounds for scheduling the capacity of production resources, e.g. machines (workstations).

What a Routing is not: the technical instruction 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 operation at one stop - a machine or a work area - with an estimated time (and costs) it takes at that stop.

Here's an example of a simple Routing:

Workstation group 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 to the painting process, which will take place after assembly.

Did you notice? Instead of defining the particular machine (workstation) in the Routing, the Routing points to the group of machines (workstation group) 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 workstations in the workstation group to find the particular workstation 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 workstation hourly rates and employee hourly wages are known, the manufacturing overhead and labor costs will be calculated.

Examples of products routings

Jump to:

  1. A metal fabrication company.
  2. Electronics and high-tech assembly.
  3. An engineering or a pre-fab construction company.
  4. A food processor.
  5. Special sequences of operations, parallel converging processes.

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 the 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 Workstation group 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 Workstation group 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 Workstation group 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 the 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. They bake buns, which they sell in bags of four. In stock, they count each bun individually (the product is 1 bun), even though these are stored in bags of four.

  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 40 buns simultaneously. Initial heating of the oven takes 5 minutes, thereafter baking a bun takes 15 minutes. The hourly rate for the oven is $12.
  3. Lastly, there is a machine that packs buns into bags (4 buns per bag) which takes a very short amount of time. But since the machine is fully occupied, it must wait behind the previous processes, the average packing speed is 1.5 minutes per a bag of 4 buns. 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.
    Optionally, with Piece payment functionality enabled, Time payment could be disabled, and possibly Piece payment could be enabled.

The Routing could be defined as follows:

Operation Workstation group Setup time Cycle time Fixed cost Variable cost Quantity Overlap Time payment Piece payment
Mixing Mixer 5 minutes 30 minutes 1.00 6.00 80 No Optionally, No Optionally, Yes
Baking Oven 5 minutes 15 minutes 1.00 3.00 40 Yes, 80 Optionally, No Optionally, Yes
Packing Packing machine   1.5 minutes   0.30 4 Yes, 40 Optionally, No Optionally, Yes

Example 5. Special sequences of operations, parallel converging processes

The Sequence setting in the Routing details allows defining parallel and converging/diverging chains of operations. While by default the sequence of operations in Routing is linear, this allows configuring a custom order of production operations. E.g. when two independent operations start in parallel and the third operation can only start after these two have finished.

For configuring a special sequence of operations:

  1. The first operation's Sequence value must be chosen as 0.
  2. Set the Sequence values for the operations which can start immediately as 0.
  3. For every other operation, in the operations' Sequence choice, choose the numbers of operations that must be finished before this operation can start. (Press the Ctrl or Shift key, or click-hold left mouse button to select multiple values.)

If there are two chains of operations which converge into a final step, then the Sequence is configured as follows:

Operation # Operation Sequence
1 1st operation of the first sequence 0
2 1st operation of the second sequence 0
3 2nd operation of the first sequence 1
4 2nd operation of the second sequence 2
5 Final operation after both sequences have finished 3,4

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.

Item Reports

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

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. Relations - the list of relations this item belongs to.
  8. Serial numbers - the list of serial numbered parts of this item.

Report “Stock history”

The Stock -> Items -> An item's reports -> Stock history report shows the historical stock levels of this item as a graph, and detailed stock movements and balance as a table.

Report “Bookings”

The Stock -> Items -> An item's reports -> Bookings 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”

The Stock -> Items -> An item's reports -> Expected lots 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”

The Stock -> Items -> An item's reports -> Manufacturing Orders 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”

The Stock -> Items -> An item's reports -> Purchases 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”

The Stock -> Items -> An item's reports -> Engagement report shows the list of products that have this item in their Bill of Materials as a part. This is also known as the "Where used" report.

Important notes:

  • If the item is part of a Matrix BOM, the reference to the BOM, the level, and 0 quantity is displayed. Quantity is not calculated (per variation), variations of a product are not listed. 

Report “Relations”

The Stock -> Items -> An item's reports -> Relations report shows the list of relations that contain this item.

Report “Serial numbers”

The Stock -> Items -> An item's reports -> Serial numbers report shows the list of all serial numbers of that stock item.

Stock Lots

The Stock -> Stock lots section contains 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.

General advice about stock lots:

It is an internal business object in the MRPeasy software, usually created automatically, and used for providing the FIFO method for consuming goods, and also for some other functionality, like, for example, expiry date.

In your daily business, usually, you should not operate with these automatically created stock lots.

The Stock -> Stock lots page allow to

  • get an overview of all stock lots in the system,
  • access reports of stock lots and their history,
  • look up the source of each stock lot,
  • manually add goods to stock by creating a stock lot (normally, not recommended),
  • move items between internal storage locations,
  • print lot labels.

Jump to:

  1. Stock lot statuses.
  2. Move items between storage locations.
  3. Transfer items to another warehouse.
  4. What is a stock lot?
  5. How does stock lot tracking work in MRPeasy?
  6. Booking and consumption of inventory.

Tips and tricks

  • Depleted stock lots are not shown by default. For finding them, search by lot number or filter by "0" total quantity.

Stock lot statuses

  1. Requested – required items are requested from:
    - The purchasing manager, the purchase order status is New PO.
    - The production manager, the manufacturing order status is New or Not scheduled.
    Requested items cannot be consumed, picked for shipment.
  2. Planned – items are expected to arrive in some future. Purchase orders are ordered. Manufacturing orders are scheduled or started.
    The software setting "Use planned goods" controls if planned items can be consumed and picked for shipment.
  3. Received – items are received.
  4. Canceled – the stock lot is deleted.
  5. On hold – items are received but wait for inspection. 5 and 6 available, if Quality Control is enabled.
  6. Rejected – items that did not pass inspection.
  7. RMA waiting for inspection – the RMA returned item is received and waiting for inspection. 7-10 available, if Return Merchandise Authorization (RMA) is enabled.
  8. RMA waiting for repair – the returned item is inspected and should be repaired. 
  9. RMA ready for shipment – the returned item is repaired and can be shipped back to the customer.
  10. RMA returned – item is returned by the customer. It can be added to the inventory by changing the status to Received.

Moving items between storage locations

Storage locations in MRPeasy represent shelves, racks, storage areas, separate rooms inside one warehouse/site.

For changing the storage 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 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 item 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.

Stock lot label, lot barcode

It is possible to print labels to identify physical items from different stock lots. The labels for stock lots can be printed by clicking 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 size, information, and layout of the label can be edited with the Label editor.

The standard label contains the unique stock lot barcode if the Barcode System functionality is enabled.

Read also: What happens when a barcode is scanned?

What is a stock lot?

Stock lots keep the detailed history of each item that moves through your inventory.

For example, each time you purchase a material, a new stock lot 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 attached, or notes, etc.

General advice about stock lots:

It is an internal business object in the MRPeasy software, usually created automatically, and used for providing the FIFO method for consuming goods, and also for some other functionality, like, for example, expiry date.

In your daily business, usually, you should not operate with these automatically created stock lots.

Stock lots and batch tracking

Stock lot functionality can be used for batch tracking, as technically it provides traceability.

However, a stock lot is not always equivalent to a (manufacturing) batch number. For example, it may be that you receive goods from the same batch of products from your vendor in two deliveries - in this case, there will be two stock lots, created by the system.

When you wish to track some batch number, which is not equivalent to the stock lot number, you can act as follows:

  1. it is possible to encode the batch number in the stock lot number, e.g. by adding it as a suffix.
  2. it is possible to use a custom field to keep your batch number.

How do stock lots work in MRPeasy?

MRPeasy inventory management is designed for lot/batch 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 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 created for it.
  • Each production run produces a new stock lot of products.
  • During production planning, MRPeasy automatically proposes which lot to pick materials from (FIFO or FEFO principle). The materials will be booked.
  • No product or material can be overbooked, MRPeasy manages bookings.
  • 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, specific stock lots from where products are booked 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 are recorded in stock lots.
  • The actual cost of each lot of products is known (from direct materials cost, manufacturing and labor cost).
  • If an item is subject to Quality Control then the stock lot will be quarantined until inspected and approved, or rejected, fully or partly. 
  • Service/repair orders can be scheduled for items that 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.
  • To keep a lot number the same after transfer to another stock/production site, use a persistent custom field.

Booking and consumption of inventory from stock lots

Before goods can be consumed, they must be booked.

What is a booking?

  • A "booking" is a reservation of goods from specific stock lot(s). E.g. materials from a specific lot (which comes from a specific PO) are reserved - booked - for a manufacturing order.
  • If something is already booked, it cannot be double-booked. It can be only booked again if the existing booking is removed.
  • Note that a booking can also be "not booked". This means that an item is in demand, but it is not yet reserved from a specific stock lot. 

When a user is booking goods, it is generally possible to create these:

  1. Automatically. The system uses the FIFO method for booking the goods from available goods at the time. (Or FEFO, if expiry dates are used.)
  2. Or manually. The user can choose an available quantity from a list of available stock lots. Stock lots that are already booked are not shown.

The consumption of goods from stock lots is done according to bookings. I.e. the goods are consumed from the stock lot which is booked (for this MO, CO, etc.).

 

Importing stock lots from a CSV file

At Stock -> Stock lots -> Import from CSV, it is possible to upload many new stock lots' information at once.

Jump to:

  1. Importing new stock lots.
  2. Example stock lots import table and file.
  3. Updating existing stock lots.
  4. Important notes.

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.
  5. If the importing of some data failed, a skip file will be generated and downloaded to your computer, which indicates all errors line-by-line.

Importing new stock lots

New stock lots are created with the Received status.

When uploading stock lots, the fields that can be used are:

Part number*

The part number in MRPeasy, as in Stock -> ItemsRequired.

Quantity*

Stock lot quantity. Required.

Total cost*

Total cost of a stock lot. Required.

Lot number

A unique code to identify the stock lot.

If not imported, the code will be generated automatically.

Site

The name of the site.

Available, if the function Multi-stock and Production Sites is enabled. It is possible to create stock lots at multiple sites.

Storage location

Storage location, where the new stock lot is placed.

If no value is given, the stock lot is placed at the item's default storage location.

Available from Date, when the stock lot became available.
Expiry date

Expiry date of the stock lot.

Available, if the function Expiry Date is enabled.

Custom fields Any custom field for stock lots defined in the MRPeasy settings can be imported.

Example customers import table:

Part No. Quantity Total cost
IA-0001 10 22
IA-0002 5 24
(Up to 3000 lines can be imported at once)

Download a sample file: import-lots.csv

Re-importing data for updating stock lots

With a CSV import, it is possible to update existing stock lots, at Stock -> Stock lots -> Import from CSV.

The Lot number field is used for matching the stock lots. If a stock lot with the same number already exists, then software updates this stock lot. If there are new values that will be updated, then:

  1. A confirmation page is shown with a list of values that will be changed.
  2. The user can choose whether to update a particular stock lot or skip it.

The following fields can be used:

Lot number*

A unique number to identify the customer.

Required. Used for matching the customers.

New lot number

The new stock lot number.

Available from Date, when the stock lot became available.
Expiry date

Expiry date of the stock lot.

Custom fields Any custom field for stock lots defined in the MRPeasy settings can be imported.

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.

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 to

See also:

  1. Stock lot statuses.
  2. Transfer items to another warehouse.
  3. What is a stock lot?
  4. How does stock lot tracking work in MRPeasy?

Stock Lot Reports

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

Jump to report:

  1. Stock history - the history of this stock lot.
  2. Bookings - bookings for items from this stock lot.
  3. Movements - movements between storage locations.

Report “Stock history”

This report shows the list of all stock movements performed with this Stock lot, its 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. 

Report “Movements”

This report shows the list of movements between storage locations.

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 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 Waybill layout?
  9. How to add my company logo on the Waybill?
  10. How to choose which company details are printed on the Waybill?
  11. How to add a footer to the Waybill (e.g. additional standard information)?

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 customer orders of the same customer.
  • 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 "+" 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 be 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 cancel.

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 to

  • see and edit the details of a shipment,
  • report picking of items from stock,
  • print Waybill, Picking list, Packing list,
  • print shipment labels, package labels.

Jump to:

  1. Create a shipment.
  2. Book items for a shipment.
  3. Print Waybill, Picking list, Packing list.
  4. Ship products.
  5. Print labels.
  6. Track shipped serial numbers.
  7. Edit the Waybill PDF layout.
  8. Add a footer (e.g. terms) to the Waybill PDF.
  9. What to do when products were shipped from the incorrect stock lot?

Creating 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 "+" to create a new shipment.
  3. Fill in the details and save.
  4. Print the WaybillPicking list, and Packing 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" button on each line to report picking.
    b) if reporting all-at-once, click the "Pick all items" button.

If the item has serial numbers:

  • After the picking button is pressed, a page for selecting shipped serial numbers will open for selecting the serial numbers.
  • When using the "Pick" button, it is possible to paste serial numbers in bulk from a spreadsheet. This is not possible with "Pick all items" button.
  • If you do not see any serial numbers, then these have not been entered into the system. This must be done before the items for the Shipment can be picked. Read how to enter serial numbers into the system.

Print labels for the shipment

Shipment label

It is possible to print labels for each item that is shipped. The labels for shipped items can be printed by clicking "Print labels" at Stock -> Shipments -> Shipment details page.

The size, information, and layout of the label can be edited with the Label editor.

Package label

When Packing functionality is enabled, you can print package labels by pressing the "Print package labels" button at Stock -> Shipments -> Shipment details page.

The size, information, and layout of the label can be edited with the Label editor.

What to do when products were shipped from the incorrect stock lot?

If your company does not physically track items by stock lots, then probably nothing should be done.

If you wish to change the lot, which was reported shipped, then, generally, the following actions should be done:

  1. Undo the picking operation and remove these items from the Shipment:
    1. Open the shipment. 
    2. Delete it.
    OR
    1. Open the shipment.
    2. On that lot line, click the "Pick" button and enter negative (-) quantity.
    3. On that lot line, click the "Edit" button to reduce the booked quantity for that Shipment.

  2. Change the bookings:
    A. If it is a shipment for a Customer Order:
    1. Open the CO and click on the "Reports" button. 
    2. In the "Bookings" report, edit the booking for this lot.
    3. Inside the booking, click the "Return to stock" button on that lot line, to release this lot.
    4. Inside the booking, click "+", to book items from the correct lot.

    B. If it is a shipment for a subcontracting Purchase Order:
    1. Open the PO and click on "Show bookings". 
    2. In the "Materials" report, edit the bookings for this item.
    3. Inside the booking, click the "Return to stock" button on that lot line, to release this lot.
    4. Inside the booking, click "+", to book items from the correct lot.

  3. Redo the shipping operation:
    1a. Create a new shipment.
    1b. Inside the original Shipment, click "+" to add the correct lot to the shipment.
    2. Pick the items.

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.:

  1. New - a 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 when items are picked.
  4. Received - this status shows that all items have been received at the destination site. This status must be assigned manually.
  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 transfer order, shows all information about the shipment of goods between two sites.

The Transfer Order details page allows

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

Jump to:

  1. Transfer Order statuses.
  2. Making a transfer of goods between sites.
  3. Preparing a transfer and printing documents (Waybill, Picking list).
  4. Adding transportation fees to Transfer Orders.
  5. Importing a Transfer Order.
  6. Keeping batch numbers during the transfer.
  7. Keeping expiry dates during the transfer.

Transfer Order statuses

  1. New - A new and not shipped Transfer Order, the items are not available for shipment.
  2. Ready for shipment - All items are available for shipment.
  3. Shipped - All items are marked picked.
  4. Received - All items are received.

Transferring 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 "+"to add a new transfer order.
  3. Fill in the details and choose the products to transfer.
  4. Save.
  5. You can print the Waybill and Picking list PDFs.

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" 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:

  • Open the Transfer Order and update its status to "Received".

Additional fees, transfer costs:

  • Transport and any other costs can be added to the 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 / TO cost * Additional fees)

Import from CSV

When creating a new transfer order, it is possible to import a list of 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 item that is transferred. Required.
Quantity The quantity that is transferred.
Stock lot The stock lot number, if the item must be taken from a particular lot.
Storage location The storage location name, if the item must be taken from a particular lot and location.

Other TO information should be added manually before the import.

If the site of origin is selected before importing the file, and no Stock lot column is selected, the software will book imported items by FIFO. If a stock lot does not cover the required quantity, the available quantity is booked, and a new line is added for the next lot. This is done until the whole required quantity is booked.

Tracking the Batch Number 

Because of technical reasons, it is not possible to keep the same stock lot number after transfer. A new target lot will be created. If you need to keep a batch number the same after transfer to new stock, use the following workflow:

  • Create an additional custom field for your stock lots. Make that custom field "Persistent = Yes". It means that custom field values will be transferred to a new stock lot, that is created automatically as a result of a transfer order or rejection during an inspection.
  • Enter the number of the batch there. This number will be automatically copied when the system will create a new lot after transfer.

Inventory

The Stock -> Inventory section contains an overview of all items inventory levels in stock and allows to update the inventory levels after a stocktake.

The Stock -> Inventory page allows

  • updating current inventory quantities (for the current date only),
  • seeing the inventory levels of each item on any historical date,
  • 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. Demo video: Setting up inventory levels.
  2. Enter initial inventory values.
  3. Adjust inventory levels.
  4. Tips, tricks, and warnings.
  5. Check historical inventory levels.
  6. WIP (Work in Progress) values meaning.

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.
  • Back up your database before entering new quantities.
  • 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.

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 the current date can be updated.

Inventory cycle count, updating inventory values after a stocktake

Jump to:

Where to adjust inventory levels

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

  • At Stock -> Inventory to have MRPeasy automatically create stock lots or write-offs.
  • At Stock -> Stock lots by creating new stock lots to add new items.
  • at Stock -> Write-offs by writing off extra items.

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.
    Or choose the By location value to see and update each storage location separately.
    By default, the software shows locations where an item exists or existed before. If you want to see all possible locations, find the item by the part number or description.
  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.
  • If this item has not been in stock previously, the vendor's price will be used. If the item has several purchase terms, the price with the highest priority will be used.
  • If the item has neither previous stock lots nor purchase terms, the software will ask to enter the cost manually.

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 (FEFO, if expiry dates are used).
  • 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.

Updating a stock lot quantity

If you have labeled your physical products with stock lot numbers, and the quantities do not match in stock and in the software, this can mean one of the following:

  1. Some actions are not yet reported in the software (materials are used in manufacturing, but not yet reported consumed).
  2. Stock lot's source document is incorrect (e.g. PO or MO quantity is wrong).
  3. Consumption actions are reported incorrectly (e.g. materials in MO are consumed in the wrong quantity or from the wrong lot).

To correct a stock lot quantity, there are two options:

  1. Find the root cause, and correct the wrong document in the software (e.g. correct a wrong consumption in an MO).
  2. Make an adjustment:
    - for a negative adjustment, create a write-off.
    - for a positive adjustment, create a new manual stock lot. Number it accordingly (e.g. take the original lot number and add a suffix) and re-label the physical item.

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. It's also possible to upload 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 or Import from CSV. It is possible to manually create stock lots (batches). Caution: use this in case of critical need only.
  • Procurement -> Purchase orders -> Add new Purchase Order. Fill out a PO and mark its arrival date to mark it received.
  • Last but not least - here is demo-video: /demo-videos/entering-parts-and-products/

Import inventory levels from a CSV file

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.

Jump to:

  1. Importing inventory levels.
  2. Example tables for importing inventory levels.
  3. Important notes.

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.

Importing new inventory levels

At Stock -> Inventory -> Import from CSV new inventory levels can be uploaded.

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

Part Number*

The part number in MRPeasy, as in Stock -> ItemsRequired.

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 fail to be imported.


Example 1:

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

Example 2, two sites:

Part number Quantity Cost per item Site
#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, two sites, storage locations:

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 report 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 Reorder point 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 (safety stock, re-order point)

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 a 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?
  2. How to define custom write-off types?

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 as follows:
    1. by the stock lot status: received lots are shown first, planned lots are after;
    2. by the expiry date, if the Expiry 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 the FIFO principle as follows:
    1. by the stock lot status: received lots are shown first, planned lots are after;
    2. by the expiry date, if the Expiry 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 the beginning stock balance, the ending stock balance, and detailed stock movements in any chosen period.

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).

There are the following categories:

  1. Beginning - the beginning value of stock in the period.
  2. Beginning WIP (materials) - materials, which were used in Manufacturing Orders, which were in-progress on the period beginning date.
    - Not included in the beginning balance.
  3. Inward - the 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 - manual positive adjustments to inventory.
    3. Manufactured - products that were manufactured during the period.
      Cost of materials - materials cost in the manufactured products.
      - Applied overhead cost - a
      pplied overhead cost in the manufactured products.
      - Labor cost - l
      abor cost in the manufactured products.
      - Manufactured = Cost of materials + Applied overhead cost + Labor cost
  4. 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 negative adjustments to inventory
      - Sums by manual write-off types (sub-categories) are shown separately;
    3. Used in manufacturing - raw materials that have been consumed during the period.
  5. Ending - the ending value of stock in the period.
     - Ending = Beginning + Inward - Outward
  6. Ending WIP (materials) - materials, which were used in Manufacturing Orders, which were in-progress on the period ending date.
    - Not included in the ending balance.

Product groups

The Stock -> Stock settings -> Product groups section shows the list of all product groups.

Product groups help to logically organize items, and in the MRPeasy accounting module, each group can have a different inventory account.

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.

To select a specific account, where the inventory items cost will be posted in MRPeasy accounting, for items in the group, select the account in the product group's settings:

  1. Go to Stock -> Stock settings -> Product groups.
  2. Open the product group.
  3. Edit the Inventory account.

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 units of measurement and edit existing units, which are used in stock.

Additionally, in MRPeasy it is possible to:

  1. define unit conversions for more comfortable use in BOMs (e.g. kg -> g, lbs -> oz),
  2. define conversions from vendor's units of measurement to stock units (e.g. 1 package on PO -> 30 pcs in stock).

For example:

  1. You track an item in your inventory in pounds.
  2. A vendor sells items in "bags", where each bag is 12 lbs. Your PO to the vendor shows that you are ordering a number of bags. This is a vendor-specific UoM conversion.
  3. When a bag is received, inventory increases by 12 lbs. 
  4. You use this item in a product in ounces. In a bill of materials (and later MO), the quantity to consume is e.g. 1 oz per product. This is a unit conversion from the main unit.

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 or area. 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 widespread systems of units of measurement:

  1. The metric system, also known as the SI (Système Internationale) system, is used in most parts of the world. For example, the base unit 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, the 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 foot = 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

The unit of measurement (UoM) details page, accessible from Stock -> Stock settings -> Units of measurement -> UoM details, displays the details of a unit, in which you can count something in stock. 

For adding a unit of measurement:

  1. Go to Stock -> Stock settings -> Units of measurement and click Create Create
    - Or click Add a new unit from the unit of measurement choice menu in an item's details page.
  2. Enter the name of the unit.
  3. Save.

For adding unit conversions, which can be used in BOMs and MOs:

  1. Open the UoM details page.
  2. Add unit conversions into the Unit conversions table, e.g.
    - if main unit is kg, 1 gr = 0.001 kg, ...
    - if main unit is m, 1 km = 1000 m, ...
    - if main unit is ft, 1 in = 0.83 ft, ...
    - if main unit is lb, 1 oz = 0.0625 lb, ...
    - etc.
  3. Once saved, it is possible to select the conversion in a BOM, if a material uses the main unit.

Unit conversions

For convenience, at Stock -> Stock settings -> Units of measurement -> UoM details, it is possible to define unit conversions, which are conversions of the main unit of measurement. For example, if the main unit is lb, 1 oz = 0.0625 lb; if the main unit is gr, 1 kg = 1000 gr, etc.

(The vendor-specific units and conversions for each item are displayed at the Purchase Terms of items.)

These unit conversions 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 conversion will also be used on the Manufacturing Orders, and the workers will also see the material displayed in this converted unit.

Unit conversions are not item-specific conversions from one dimension to another. This means, e.g., it is not possible to convert ounces (which are units of mass) to fluid ounces or cups (which are units of volume) by using a unit conversion.

 

Storage Locations

The Stock -> Stock settings -> Storage locations shows the list of all storage locations in the stock, in the warehouses. Here you can edit and create new storage locations.

What is a storage location? A storage location is a location inside one warehouse, e.g. an area, a bin, a shelf, etc.

Jump to:

  1. Tips and tricks.
  2. Print storage location labels.
  3. Move items between internal storage locations.
  4. Transfer items to another warehouse.

Tips and tricks

  • Click Create to add a new storage location.
  • The location number one cannot be deleted (displayed in italic), this is the default generic stock location. It can be renamed.
  • Click Print label to print labels for storage locations. Labels are printed with barcodes if the Barcode System is turned on.

Storage location label, storage location barcode

The labels for storage locations can be printed by clicking the Print label button at the Stock -> Stock settings -> Storage locations page.

The size, information, and layout of the label can be edited with the Label editor.

The standard label contains the unique stock lot barcode if the Barcode System functionality is enabled.

Read also: What happens when a barcode is scanned?

 

Import storage locations from a CSV file

At Stock -> Stock Settings -> Storage Locations -> Import from CSV is possible to create storage locations by uploading a CSV file.

Jump to:

  1. Importing new storage locations.
  2. Important notes.

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.

Importing new storage locations

When uploading storage locations, the fields that can be used are:

Storage location* The name of the storage location. Required.
Site The name of the site, this storage location belongs to. Available, if the function Multi-stock and Production Sites is enabled.

Example:

Site Storage location
Site 1 Room 1
Site 1 Room 2
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.

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?
  4. How to print a storage location label?

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 the stock.
  • If you need to use different warehouses, then the Multi-stock and Production Sites functionality must be used.

Storage location label, barcode

It is possible to print labels to identify storage locations. The labels for storage locations can be printed by clicking Print label at

  • the Stock -> Stock settings -> Storage locations page,
  • the Stock -> Stock settings -> Storage locations -> particular storage location details page.

The standard label contains the following information:

  • storage location name;
  • the unique storage location barcode, if the Enterprise function Barcodes is turned ON.

The label's width is 3.55" (90 mm). The height is 0.6" (15 mm) without the barcode and 1" (25 mm) with the barcode.

For editing a layout of the label use Label editor.

Read also: What happens when a barcode is scanned?

Parameters

The Stock -> Stock settings -> Parameters section contains a list of all parameters. This page allows for 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.

Using parameters and values to define product variations

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 the 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.

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).

Using parameters and values to define product variations

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. If variable selling prices for parameter values is enabled, enter how each parameter value affects the base selling price of the item.
  7. 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.

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.

Using parameters and values to define product variations

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
... ... ...

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.

Using parameters and values to define product variations

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
... ... ...

Serial numbers

The Stock -> Serial numbers section contains a list of all serial numbers of all parts.

This section allows to:

Jump to:

  1. Demo video: Serial numbers
  2. Serial numbers functionality documentation.
  3. Serial numbers statuses.

The serial number statuses

The serial number statuses are updated automatically according to how these items are handled. The statuses are:

 

Production Planning Section - For Production Planner

The Production Planning module allows:

  • scheduling manufacturing orders,
  • material and capacity planning,
  • assigning resources (parts, equipment, workers),
  • tracking the use of parts and fulfillment of work operations,
  • click-and-drag rescheduling,
  • seeing the production calendar and Gantt charts,
  • managing Bills of Materials and Routings,
  • managing Workstations,
  • seeing manufacturing statistics.

The Production planning section has the following sub-sections:

  • Manufacturing orders - a list of all manufacturing orders (MO), including service and repair orders.
  • Production schedule - the production schedule, which shows all the manufacturing orders that have been scheduled, and allows click-and-drag rescheduling.
  • Workstations - a list of all workstations.
  • Workstation groups - a list of all workstation groups.
  • BOMs - a list of all bills of materials.
  • Routings - a list of all routings.
  • Statistics - statistical reports generated based on manufacturing orders.

Production Planning - Frequently Asked Questions

Scheduling new manufacturing orders:

  1. How to schedule a Manufacturing Order?
  2. How is a Bill of Materials used during production scheduling?
  3. How is the operation's duration calculated?
  4. How are manufacturing overhead, labor, and materials costs calculated?
  5. How to edit the proposed schedule - materials, operations, workers?
  6. How are operations assigned to workers? How to set default workers or departments?
  7. What is finite resource scheduling? What is material and capacity planning?
  8. What is forward scheduling?
  9. What is backward scheduling?
  10. What is a multi-level manufacturing order?
  11. How to schedule subcontracted services?
  12. How to schedule make-to-order bespoke manufacturing?
  13. Demo video: How to create Manufacturing Orders.

Administrating manufacturing orders:

  1. Where do I see the production schedule?
  2. How to view the Gantt chart of production operations?
  3. How are manufacturing overhead, labor, and materials costs calculated?
  4. What are the parts statuses? What does the color-coding mean?
  5. How to book, add, or remove materials from manufacturing orders?
  6. How to edit an operation, e.g. to assign workers, etc.?
  7. How to return a finished manufacturing order back to production?
  8. What are the Manufacturing Order statuses, how are the statuses updated?
  9. What is a multi-level manufacturing order?
  10. How to add important notes or a flag to an order?
  11. How to record serial numbers?
  12. How to keep track of subcontracted operations?
  13. How to approve or release a Manufacturing Order for production?
  14. How to create the Materials requisition sheet?
  15. Demo video: The Manufacturing Order Details page.

Re-scheduling manufacturing orders:

  1. What options are available for rescheduling manufacturing orders?
  2. How to dynamically reschedule manufacturing orders?
  3. How to book, add or release materials from manufacturing orders?
  4. How to rebook materials of all planned Manufacturing Orders?
  5. How to manually edit an operation, e.g. to change workstation, worker, duration, etc.?
  6. How to change the manufacturing order quantity?
  7. Demo video: How to dynamically drag-and-drop reschedule in the production calendar and Gantt charts.

Production reporting for the planner:

  1. Production reporting FAQ for workers.
  2. Where and how to report production operations?
  3. How to edit an operation, e.g. to fix input mistakes?
  4. How to finish a manufacturing order as the production planner/manager?
  5. How to return a finished manufacturing order back to production?
  6. Report scrap, wastage.

Human resources planning in manufacturing:

  1. How to assign an operation to a worker from an MO?
  2. How are operations assigned to workers? How to set default workers or departments?
  3. What is a department?
  4. How to plan works by departments? How to assign operations to departments?
  5. How to report production operations using the departments?
  6. How to plan human resources when production is constrained by skilled workers?
  7. How to optimize production scheduling when workers' availability is constrained or unreliable?
  8. How to assign default departments to operations or workstations?

Production capacity - workstations and workstation groups:

  1. What is a workstation group?
  2. What is a workstation?
  3. What are the workstation properties?
  4. What are the workstation group's properties?
  5. How to schedule and perform workstation maintenance?
  6. How are the manufacturing overhead and labor costs calculated?
  7. What is routing? How is it used in production planning?
  8. Demo video: How to define workstation groups and workstations.

Bills of Materials (BOM) management:

  1. What is a Bill of Materials (BOM)? How is it used?
  2. How is a Bill of Materials used during the production scheduling process?
  3. How to add a Bill of Materials in MRPeasy?
  4. How to create a multi-level BOM?
  5. How to create a phantom BOM?
  6. How to enter a fixed quantity of parts in a BOM?
  7. How to report scrap and wastage (Additional products)?
  8. How to connect a BOM and a routing?
  9. How to create several BOMs for a product?
  10. How to set up the BOM with parameters?
  11. How to import a BOM?
  12. How to import a multi-level BOM?
  13. How to update existing Bills of Materials via CSV upload?
  14. How to bulk edit BOMs?
  15. How is the cost of the BOM estimated?
  16. How is the actual cost of materials for a product calculated?
  17. How to update the BOM of already planned Manufacturing Orders?
  18. How to track changes to a Bill of Materials (revisions)?
  19. How to find the BOMs where an item is used in ("Where used" / "Engagement" report)?
  20. Demo video: How to define Bills of Materials (BOM).

Routings management:

  1. What is 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, labor, and materials 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 track changes to a Routing (revisions)?
  9. How to export a Routing?
  10. How to import a Routing?
  11. Demo video: How to define Routings.

Jump to other FAQs:

Manufacturing Orders

The Production planning -> Manufacturing orders section displays a list of all manufacturing orders (MO), including service and repair orders.

This page allows

  • seeing all the manufacturing orders,
  • creating new manufacturing orders,
  • seeing the list of associated customer orders. If a user has a right to view customers or customer orders, then customer numbers and names are displayed also.
  • seeing progress by order status and parts availability status,
  • searching and filtering manufacturing orders,

Jump to:

  1. Demo video: Production planning and management.
  2. Tips and tricks.
  3. Production planning FAQ.
  4. How to schedule a Manufacturing Order?
  5. How to create MOs when you make to order (MTO)?
  6. How to schedule make-to-order bespoke manufacturing?
  7. Where do I see the production schedule?
  8. Where can I report production operations?
  9. How to reschedule manufacturing orders?
  10. How to rebook parts of planned Manufacturing Orders?
  11. What are the manufacturing order statuses?
  12. What are the parts statuses? What does the color-coding mean?

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.
  • Click Saved searches to save a search or use a saved search.
  • 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 Production planning -> Production schedule in the Calendar or in the Gantt charts views, where it is possible to drag a MO or just individual operations to new times. The software will check material and capacity availability and resolve calendar conflicts.
  2. Use Click-and-Drag Rescheduling in the calendar Production planning -> Workstation types -> A workstation group's report: calendar, where it is possible to drag operations of that particular workstation type to another time. The software will check material and capacity availability and resolve calendar conflicts.
  3. Remove Manufacturing Order operations from the schedule and add them back using buttons Remove from the schedule and Add to schedule at the MO details page; or by dropping the not scheduled orders back into the Gantt chart. (Available with Unscheduled Manufacturing Orders)
  4. Manually edit the operations' dates and durations of a Manufacturing Order.
  5. Use BOM update and Routing update features for existing Manufacturing Orders.
  6. Delete the order and schedule it again.

After Manufacturing Orders are rescheduled, it may be useful to rebook materials of the planned MOs: How to rebook parts of planned Manufacturing Orders?

Note that 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 at other times, or in another order. This is vital information that 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

Manufacturing order statuses are assigned automatically by MRPeasy:

  1. The order is in status New if it requires approval (only used if Order Approval functionality is enabled). Products have status Requested.
  2. The order status is Not scheduled, when it is not on the production schedule (available with the Unscheduled Manufacturing Orders functionality). Products have status Requested.
  3. The order status is Scheduled when it has not started. Status of products changes to Planned.
  4. The status is changed to In progress when the first operation is started. This is assigned when a worker clicks on the Start Start button of the first operation.
  5. 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 in My production plan (the order is not yet finalized).
  6. The status is changed to Done when the manufacturing order is finished. This is assigned when a worker clicks on the Finish production button in My production plan or finishes the last operation in the Internet-kiosk, or the production manager clicks on the Finish production as planned button.
  7. There are two service statuses, what you can use for your organizational purposes, or do not use. They are Shipped and Closed. They will be assigned to the MO, if to input manually the date in the field Shipping Date, or Closing Date, accordingly.

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;
  • Requested – all parts are booked. But some parts are not ordered yet. Their stock lots have status Requested.
  • Delayed - all parts are booked and ordered. Some parts will become available after the planned start time of the manufacturing order, or some parts are not received after the expected arrival date has passed;
  • 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.

Demo video

Create a New Manufacturing Order

Jump to:

  1. Demo video: Production Planning and Management.
  2. Schedule a new Manufacturing Order.
  3. Edit the proposed schedule - materials, operations, workers.
  4. Create MOs from Customer Orders for make-to-order (MTO).
  5. Calculation of operation's duration.
  6. Calculation of manufacturing overhead, labor, and materials costs.
  7. Setting default workers or departments.
  8. Finite resource scheduling, material planning, and capacity planning.
  9. Forward scheduling.
  10. Backward scheduling.
  11. Create a make-to-order bespoke manufacturing order.

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, after which the software will calculate the production schedule (read details here).
  3. Optionally, edit planning parameters:
    - Start date to set the new starting point for forward scheduling.
    - Due date to set the starting point for backward scheduling (Enterprise feature: Backward Production Scheduling).
  4. Optionally, view/edit the schedule details, by opening the details of a BOM line.
  5. Optionally, select options:
    - Do not book workstations.
    - Do not book materials.
  6. Choose the desired BOM, if there are several.
  7. Save to save the order on the production schedule.

When calculating the production schedule, the system will:

  1. Calculate a possible schedule for each of the item's BOMs and the Routings associated with each BOM.
  2. For each BOM, the routing with the earliest finish date is selected, by default.
  3. For a multi-level MO:
    - sub-assembly BOM is automatically selected alphabetically according to its number.
    - sub-assembly routing, connected to the selected BOM, is selected alphabetically according to its number.
  4. Propose materials bookings (by FIFO; or FEFO for perishable goods). If some materials are missing, the BOM is displayed with a red italic font.
  5. When using forward scheduling, consider the lead time of missing materials.
    Lead times are ignored when:
    - some lead time is unknown;
    - some sub-assembly does not have a BOM (a manufactured item must have a BOM);
    - using backward scheduling.
  6. Estimate the total manufacturing cost = material cost + applied manufacturing overhead + labor cost.

Scheduling methodology

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 also, when performing forward scheduling, the 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 on or after that date, and the first availability will be searched for starting from the Start date.

Material lead time is considered when forward scheduling is used.

Incomplete information about material lead times

Note that if the availability of any material is unknown (a manufactured item (subassembly) not available; or procured item not available with no purchase terms), then the MO is scheduled ASAP, ignoring material lead times, as the information is incorrect/incomplete.

Backward production scheduling

In the Enterprise pricing plan, the software also allows backward scheduling: when you set the Due date when creating a new MO, the software will find the latest time to finish just in time before the Due date.

Material lead times are ignored when backward scheduling is used.

Options

If Professional feature Unscheduled Manufacturing Orders is enabled, it is possible to select options when scheduling a new MO:

  • Do not book workstations - no time will be booked from workstations schedules for operations. The MO will be unscheduled.
  • Do not book materials - no materials will be booked. The MO is created as if there are no materials available in stock. If the product has a multi-level BOM, then a multi-level MO will be created. 

BOM information page, editing the proposed schedule

To see and edit the details of the proposed schedule when planning a new MO, click on the 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 - by default the one with the earliest finish time is selected,
  • editing proposed material bookings,
  • editing the operations (incl. adding extra workers),
  • changing assigned workers.

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 an overwork.

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 a 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 be 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?

Demo video

Manufacturing Order Details

Accessible from Production planning -> Manufacturing Orders, the administrative view of the Manufacturing Order allows to see all manufacturing order details and edit them.

Jump to a topic:

  1. Edit the details of the MO.
  2. Report progress of production operations.
  3. Manufacturing Order statuses.
  4. Approve or release a manufacturing order for production.
  5. How is the operation's duration calculated?
  6. How are manufacturing overhead, labor, and materials costs calculated?
  7. What is a multi-level MO?
  8. Troubleshooting.

Editing the Manufacturing Order

Jump to:

  1. Change manufacturing order quantity.
  2. Book, add, or remove materials.
  3. Edit operations, assign workers/departments.
  4. How to set default workers or departments?
  5. Reschedule MO.
  6. Remove MO from the schedule.
  7. Add notes, add a red flag to the MO.

Changing the Manufacturing Order quantity

The total quantity of the MO can be changed by the production manager at Production planning -> Manufacturing Orders -> MO details page.

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 started:

Adding, booking, and removing materials

Under the Materials section at Production planning -> Manufacturing Orders -> MO details page, it is possible to book new parts or return booked parts to stock as a production manager. The workers can report consumed materials in My production plan.

Managing materials with bulk actions:
  • Click "Book all parts" to book available items from stock (by FIFO; or by FEFO, for perishable goods).
  • Click "Release all booked parts" to unbook all booked materials. Consumed materials will not be affected.
  • Mass (re)book materials of all planned MOs at once to book materials.
  • Materials can be added to or removed from MO by updating the Bill of Materials and pushing the update to the existing planned MO (before the order is started).
Managing materials manually, line-by-line:
  • To increase booking of material, click "Add a booking" on the material's line.
  • To add a new material, click "Add a booking" in the top right corner of the Materials table.
  • To decrease booking and undo consumption of material, click "Return to stock" on the stock lot's line of the material.
  • To remove a material, click "Return to stock" on the "Not booked" line of the material. If the material is fully booked, first unbook it.

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.

When a new MO is created, the workers are assigned according to default settings.

For changing the worker on an operation:

  1. Open the Manufacturing Order.
  2. Find the operation in the Operations section.
  3. Change the Worker, using the drop-down menu.
  4. If you wish to assign another additional worker to the same operation, then edit the operation and click "Add worker".

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,
  • edit manufacturing overhead and labor costs.

For editing an operation:

  1. Open the Manufacturing Order in Edit mode.
  2. Scroll down to the Operations section.
  3. Click "View/Edit" to see and edit the operation details.

For rescheduling a single operation, there are two options:

  1. Use Drag-and-Drop Rescheduling in section Production planning -> Production schedule.
  2. Edit the operation duration manually inside the MO details.

If the routing is updated:

  • Operations can be added to or removed from MO by updating the Routing and pushing the update to the existing MO (before the order is started).

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 the progress of a Manufacturing Order

Jump to:

  1. Report progress of operations and usage of materials.
  2. Change manufacturing order quantity.
  3. Edit reported times, quantities, and materials.
  4. Operation time tracker.
  5. Finalize MO, or finish production as planned.
  6. Return finished MO to production.
  7. Create serial numbers for manufactured items.
  8. Report serial numbers of used components.
  9. Report scrap, wastage.
  10. Subcontracting.
  11. Sub-assembly overproduction in a multi-level MO.
  12. Print MO PDF, job traveler, materials requisition sheet.

Accessing the production reporting views

Workers, who are assigned to operations or part of the assigned department, can see their operations and report progress in the reporting views, where it is possible to:

  • report start and finish times of work operations,
  • quantities produced,
  • part consumption,
  • lot numbers,
  • serial numbers.

There are several ways to access the reporting views:

  1. Go to the software section My production plan, which is the worker's interface, where operations and material consumption can be reported.
  2. Log in to Internet-kiosk, which is a simplified reporting interface for the worker, where operations can be reported. This is most suitable for small touchscreens.
  3. Click the "Go to production" button inside the Manufacturing Order details page to access My production plan, if you are a manager.

Editing the reported times, quantities, and materials

For reporting the manufacturing order, if workers have not reported, made mistakes in reporting, or have not finalized it:

Time tracker working principles

The production workers report when they start, pause, and finish operations, according to which the manufacturing time is tracked.

If an operation is not paused at the end of a workday:

  • If it is paused or finished by the worker after hours, the full time from start to finish is considered.
    - Working hours are 9 am to 5 pm. The operation is started at 10 am one day and finished at 6 pm the same day. The working time is 8 hours.
  • It will be paused automatically by the system during the night (between 1 am and 3 am). In this case, the finish time is set to the work day's end.
    Working hours are 9 am to 5 pm. The operation is started at 10 am one day and paused by the system at 1 am the next day. The working time is 7 hours.
    - Note that an operation will not be paused automatically if there is no pause between two working days.

Finalizing the manufacturing order

To finish the MO, if a worker in My production plan did not click "Finish production":

  1. Open the MO
  2. Click "Go to production".
  3. Click "Finish production".
Finish production as planned

In the MO details page, it is possible to finish the MO with one click.

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:
    - with planned times in the past, will be marked as reported according to their estimated times.
    - with planned times in the future, will be scheduled backward from button press time. For all such operations, the finish time will be the button press time, and the duration will match the planned duration.
  • Finished products will be available in stock.
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 the "Return to production" button at the bottom of the Manufacturing Order details page.

The button "Return to production" is visible only to users with the "Lock handler" right. To change user rights go to Settings -> Human resources.

Overproduction of sub-assemblies in a multi-level MO

All sub-assemblies produced within a multi-level MO are considered as consumed in the finished product.

For making sub-assemblies to stock in excess, the following approaches can be used:

  • To prevent the situation, you could make the MO for the sub-assembly in advance. In such a case, it will not be nested into the MO of the upper-level product, and excess quantities will go to stock.
  • In case the MO is in progress already, use one of the following approaches:
    a) For the overproduced quantity, make a separate MO (and e.g. click the "Finish production as planned" button to put these to stock immediately).
    b) For the overproduced quantity, find another existing MO, where these are also produced, and report these units as produced.
    c) Use the Co-product BOM functionality to take excess subassemblies to stock.

Reporting scrap, wastage

How scrap should be reported and treated is an organizational decision of your company. Please find general guidelines below:

  1. Report scrapped products.
  2. Report scrapped parts, wastage.
Reporting scrapped products

If finished products are scrapped, and will not be taken to stock.

  • When reporting the number of made products, report only the number of good products.
  • If you plan to finish the MO with the same quantity, you may need to add extra materials.
  • If you need to finish the MO short:
    - the MO quantity can be changed anytime in the administrative view of the MO. 
    - in My production plan, if the worker reports under-production the MO quantity can be updated automatically.
  • The cost of the scrapped will be accounted for in the cost of good products.

If finished products are scrapped and will be taken to stock for further processing, there are two options:

A) Use the "Quality Control" functionality to reject scrapped products after MO finish:

B) Use the "Co-product BOM" functionality to place rejected products in stock immediately:

  • Create a separate item in stock for the scrapped finished products. Add this item to the BOM of the finished product in the "Additional products" section.
  • When reporting the number of made products:
    - report only the number of good products.
    - additionally, as the additional product quantity which is asked, report the number of scrapped products. These will be placed in stock immediately.
  • The cost of the scrapped product can be controlled with the cost allocation percentage in the BOM of the finished product. 
Reporting scrapped parts, wastage

If scrapped parts will not be taken to stock:

  • Consume the scrapped part in the MO.
  • If necessary, add extra materials from stock to replace the scrapped part.
  • The cost of scrapped parts will be reflected in the cost of the finished products.

If the scrapped part should be returned to stock and written off:

If the scrapped part will be taken to stock for further processing, use the "Co-product BOM" functionality to place it in stock immediately:

  • Create a separate item in stock for the scrapped part. Add this item to the BOM of the finished product in the "Additional products" section.
  • When reporting the number of made products, also report the number of scrapped parts. These will be placed in stock immediately.
  • The cost of the scrapped part can be controlled with the cost allocation percentage in the BOM of the finished product.

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 costs 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.

To create one purchase order with subcontracted operations from several manufacturing orders, please go to Procurement -> Requirements.

Attention! There are different strategies on 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.

Printing documents

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.

The MO PDFs contain unique MO, sub-assembly, and operation barcodes if the Barcode System functionality is enabled.

Read also: What happens when a barcode is scanned?

Creating the materials requisition sheet

If the Settings -> System Settings -> Software settings -> Materials requisition option is turned ON, the Materials requisition PDF can be created:

  1. for entire manufacturing order (Materials button on the right top corner);
  2. for each sub-assembly in multi-level manufacturing order (Materials buttons near each sub-assembly).

The materials requisition layout can be configured in the PDF Editor.

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).
  • If a sub-assembly does not have a routing, it is considered as a collection of parts (it is a phantom assembly / a phantom BOM).
  • 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.

Important notes:

  • If the MO product is a kit (a bundle, an auto-assembly product), a multi-level MO is never created.
  • If Packing functionality is used, and the MO contains packaging material, then if the packaging material is not in stock, and the packaging has a BOM, a multi-level MO will not be created for manufacturing the packaging item.

Troubleshooting

Error message: "This manufacturing order cannot be canceled because items from its target lot have been consumed.".

Explanation: This means that products that were made from this MO are used somewhere already (e.g. shipped, written off, consumed in another MO...).

Resolution: The consumption of the products must be undone before the MO can be deleted.

  1. Open the Manufacturing Order.
  2. Click on the Target lot number.
  3. Open the Reports of the lot.
  4. Select the report "Bookings".
  5. Find and edit the lines where some items are consumed.

Service orders

A Service Order (SO) is an order for repairing or maintenance of returned products or items which failed quality control. Materials and operations can be added to the service order at any point in time.

This is a special type of a Manufacturing Order (MO), it will be displayed normally in the production schedule like any other manufacturing order in Production planning -> Manufacturing Orders.

Jump to:

  1. How to add a service order? How to perform repairs or maintenance of products?
  2. How to plan materials for the service order?
  3. How to schedule production capacity for the service order?

Creating a service order, repair order, maintenance order

A service order can be started from:

  1. Stock -> Stock lots -> a stock lot's details page if this lot has failed quality control, the status of the lot is Rejected.
    Available, if the Quality Control functionality is enabled.
  2. CRM -> Customer returns (RMAs) -> RMA order's details page if the type of this RMA order is Repair or Repair and invoice.
    Available, if the Return Merchandise Authorization functionality is enabled.

Material and capacity planning for the service order

Automated capacity planning works when during the creation of the service order, the required parts and operations along with workstation groups and required times are all entered.

The scheduling of the service order works the same way as for a Manufacturing Order:

  • If materials are available right now, the production could start earliest on the first availability of the required workstations.
  • If materials are not available right now, the production could start earliest on the first availability of the required workstations after today's date + lead time of the materials.

Automated capacity planning does not work when the worker who fulfills the service order adds parts and operations at the time when the order is being done after it has been saved.

Production Schedule

The Production planning -> Production schedule shows all the Manufacturing Orders that have been scheduled. This page allows:

  • seeing all the scheduled manufacturing orders in a Calendar and Gantt chart views.
  • dynamic drag-and-drop rescheduling of manufacturing orders and operations,
  • accessing the details of an MO.

Jump to:

  1. Tips and tricks.
  2. Color coding of the calendar.
  3. Dynamic drag-and-drop rescheduling of Manufacturing Orders.
  4. Mass rebooking parts of all planned Manufacturing Orders.
  5. What options are available for rescheduling manufacturing orders?
  6. 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 an MO.
  • Click Rebook parts for all MO to rebook parts to all planned MOs.
  • 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 "Workstations".
  • Click Choose columns to choose which information to display.
  • The first day of the week is defined in Settings -> System settings -> Regional settings.
  • To find a particular order, click the Search button in the upper right corner of the page. A popup with a filter will open.
    To remove the filter and see all orders, click the Search button again. Then click the Clear button.

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) Overdue. Should have been already started, if not started. Should have been already finished, if not finished.

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 drag-and-drop rescheduling

Both manufacturing orders and operations can be dynamically rescheduled by clicking-dragging-and-dropping them to the desired time in the Calendar and Gantt charts views at Production planning -> Production schedule.

Demonstration video of drag-and-drop rescheduling in Gantt charts: https://youtu.be/kKWHCSZFKh0?t=654

When using drag-and-drop in the calendar view:

  1. The software will not allow overbooking a workstation. The next available times in workstation schedules will be found for operations.
  2. Next operations in the same MO will be rescheduled.
  3. If materials will not be available by the time, a pop-up appears, asking whether to move MO start to when materials will be available.

When using drag-and-drop in the Gantt charts view:

  1. It is possible to choose:
    - In case of an overlapping conflict, if overbooking of workstations is allowed.
    - If next operations in the same MO will be rescheduled.
  2. The software will not check for materials availability.

Important note:

  • The software will only reschedule the manufacturing order which has been dragged to a new time, other manufacturing orders will not be rescheduled.

See also: 

Mass rebooking of parts and materials

At Production planning -> Production schedule it is possible to click the Rebook parts for planned MOs Rebook materials button to rebook parts for all planned MOs.

This function does the following:

  1. All Manufacturing Orders in status "Scheduled", "Not scheduled", and "New" are looked up.
  2. All materials booked to these MOs are released.
  3. Starting from the earliest MO, according to start time, materials are booked to all MOs.

When a Manufacturing Order is scheduled, then materials are booked to it according to the FIFO principle (or FEFO, if expiry dates are used). However, in certain cases, this may not provide FIFO consumption of materials from stock. This function can help to align the order of MOs with the right order of consumption. This may happen, for example, when:

  1. new MOs are scheduled to earlier times than previously created MOs,
  2. the order of MOs is changed.

If you wish to only rebook materials of select MOs, you can do it by opening these MOs and clicking on buttons Release all booked parts and Book all parts.

Gantt chart

Besides the calendar view, the production schedule can also be viewed as a Gantt chart of:

  1. Manufacturing Orders, or
  2. Workstations load.

Demonstration video of drag-and-drop rescheduling in Gantt charts: https://youtu.be/GOmZuRnZvVM

For seeing the Gantt chart:

  1. Go to Production planning -> Production schedule.
  2. Click on the 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 the + button next to the MO number to expand its operations.
  2. Workstations - to see the Gantt chart of the loading of workstations.

Setting the date range:

  1. Change the date range from a predefined date range or set custom dates.
  2. Click on a month or a day in the Gantt chart header to zoom in.

Workstations

The Production planning -> Workstations page displays a list of all the workstations.

This page allows

  • adding or editing workstations,
  • seeing an individual workstation's reports,
  • accessing summary reports of all workstations,
  • checking the maintenance cycle of a workstation.

Jump to:

  1. Tips and tricks.
  2. What is a workstation group?
  3. What is a workstation?
  4. What are the workstation properties?
  5. How to schedule and perform workstation maintenance?
  6. How are the manufacturing overhead and labor costs calculated?
  7. What is routing? How is it used in production planning?
  8. What is the department?
  9. How to plan works by departments? How to assign operations to departments?
  10. How to assign default departments to operations or workstations?

Tips and tricks

  • Click Create to add a new workstation.
  • 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).
  • Click Saved searches to save a search or use a saved search.
  • Click Reports on a workstation's line to see the workstation's reports.
  • Click All workstations summary reports on the top right of the table to see the summary reports on all workstations.

What is a workstation?

Workstation group Workstation Default worker Workstation's hourly rate Productivity
Workstation group A Workstation A1 Worker A 50 1
Workstation A2 Worker B 50 1
Workstation group B Workstation B1 Department B 15 1
Workstation B2 Department B 15 1
Workstation B3 Department B 30 3

There are three key ideas to understanding what a workstation is:

  1. A workstation is a place where individual operations are done. The workstation could be a machine, a bench, an assembly table, work area, etc. One workstation can only be part of one workstation group.
  2. Your workstations define your production capacity. One operation can be done at one time in one workstation.
  3. A workstation belongs to a workstation group, which groups similar production resources. When defining an operation in a product's routing a corresponding workstation group must be chosen. Only during production scheduling, a specific workstation is assigned.

In some situations, a single workstation 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 every 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 workstation group, and the number of possible concurrent operations is the number of workstations in the group.

Read also:

Workstation Details

The workstation details page, accessible from Production planning -> Workstations, shows the configuration and information of a workstation.

This page allows:

  • editing a workstation,
  • setting hourly rates and default workers/departments,
  • setting idle times (e.g. planned maintenance),
  • setting the maintenance cycle

Jump to:

  1. What is a workstation?
  2. What is a workstation group?
  3. What are the workstation properties?
  4. How to schedule and perform workstation maintenance?

Workstation's properties

  • The number is a unique code for the workstation.
  • Name is the name/description of the workstation.
  • The group is the code and name of the group of similar workstations.
  • Hourly rate is optional. This is the applied overhead rate (i.e. factory burden - amortization, maintenance, electricity, and other indirect manufacturing costs) per hour for this workstation. If given, the software will take it into account when calculating the manufacturing cost.  If not given, the applied manufacturing overhead cost of the operation should be entered into 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 workstation and the first workstation 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 workstation in the group always set productivity to 1.
  • Default worker – it is possible to set a worker/department, or several, that works at this workstation 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 workstation, the operation is assigned to the worker set in the routing.
    - If no worker is set in the routing nor in the workstation, the operation is assigned to the worker assigned to manufacturing order.
  • Maintenance cycle - the maintenance cycle in working hours, parts processed and/or days since the last maintenance, after which the workstation 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 workstation.
    If a new idle period is added for the time some works have been scheduled for this workstation, 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?)

Workstation maintenance, maintenance cycle, performing regular maintenance

For each workstation it is possible to define a maintenance cycle in hours worked, parts processed, and/or days since the last maintenance, in the workstation details page accessible from Production planning -> Workstations, when opening the details of a workstation.

For checking the maintenance cycle of a workstation:

  1. Go to Production planning -> Workstations
  2. Check the columns Until maintenance (hours), Until maintenance (items), or Until maintenance (days), which show how long until the next maintenance.

For performing maintenance:

  1. If necessary, schedule an idle time in the workstation's details page, for the maintenance.
  2. When maintenance has been done, check the Maintenance done checkbox and click Save in the workstation's details page to reset the counters.

Summary Reports on All Workstations

All workstations have a number of statistical reports, summarized reports overall workstations can be accessed from Production planning -> Workstations by clicking on All workstations summary reports.

Jump to report:

  1. Calendar - calendar overview of the master production schedule colored by workstations.
  2. Execution - operations currently in progress or paused.
  3. MOs ready for operation - Manufacturing Orders on hold waiting for a workstation.
  4. Equipment usage chart - loading information on workstations.
  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 workstation.

Clicking the Choose options allows choosing which information to display on the calendar. 

The backdrop color indicates the different workstation groups. The color can be set in the workstation type's details at Production planning -> Workstation groups.

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 workstation 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 workstation:

  1. Choose a workstation type or a subcontractor (if Subcontractors is enabled).
  2. The software shows manufacturing orders where all previous operations are finished, but operation at particular workstation group is not started, or purchase order for the subcontractor is not created.

Report “Equipment usage chart”

The report shows the loading of workstations 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 workstation 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 the 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 workstation 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 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

Workstation Reports

Each workstation has a number of statistical reports which can be accessed from Production planning -> Workstations by clicking on Reports Reports button on a workstation's line.

Jump to report:

  1. Calendar - calendar overview of the master production schedule of this workstation colored by status.
  2. Production operations - list of operations assigned to this work station.
  3. Equipment usage chart - loading information of this workstation.
  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 workstation colored by status.

Clicking the Choose options allows choosing 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 a detailed list of manufacturing operations and their progress in real time.

Report “Equipment usage chart”

The report shows the loading of workstations 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 workstation 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 the 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 workstation 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 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 workstation.

Read: How to schedule and perform workstation maintenance?

Workstation Groups

The Production planning -> Workstation groups section contains a list of all workstation groups.

Jump to:

  1. Tips and tricks.
  2. What is a workstation group?
  3. What is a workstation?
  4. What are workstation group's properties?

Tips and tricks

  • Click Create to add a new workstation group.
  • 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).
  • Click Saved searches to save a search or use a saved search.
  • Click Reports on a workstation group's line to see the workstation group's reports.

What is a workstation group?

Workstation group Workstation Default worker Workstation's hourly rate Productivity
Workstation group A Workstation A1 Worker A 50 1
Workstation A2 Worker B 50 1
Workstation group B Workstation B1 Department B 15 1
Workstation B2 Department B 15 1
Workstation B3 Department B 30 3

A workstation group is a group of workstations that can all do the same tasks. For example,

  • A "CNC" workstation group with five CNC machines;
  • An "Assembly" workstation group with two assembly tables;
  • A "Heat treatment" workstation group with one oven.

Workstation groups together with workstations define your production capacity. When defining an operation in a product's routing a corresponding workstation group must be chosen. Only during production scheduling, a specific workstation is assigned.

A workstation group could also represent an area with many machines and tools when there's a situation where a single workstation 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 every 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 workstation group, and the number of possible concurrent operations is the number of workstations in the group.

Read also: 

Workstation Group Details

The workstation details page, accessible from Production planning -> Workstation groups, shows the configuration and information of a workstation. A workstation group is a group of similar workstations.

This page allows:

  • editing the general properties of a workstation,
  • adding custom holidays,
  • specifying custom working hours,
  • specifying the workstation group's color.

Jump to:

  1. What is a workstation group?
  2. What is a workstation?
  3. What are workstation group's properties?

Workstation Group Properties

  • The number is a unique code for this group of workstations.
  • Name is the name of the group.
  • The number of instances is used during group creation only, for automatically creating up to 20 workstations. More can be added at Production planning -> Workstations.
  • Hourly rate is used during group creation only. It allows assigning an hourly rate to all automatically created workstations. Once the workstation group is saved, the hourly rate can be edited in particular workstation details at Production planning -> Workstations.
  • 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 -> Holidays.
  • Color is the color for operations that are performed on workstations of that group in the following calendars:
    - The Gantt chart at Production planning -> Production schedule -> Gantt chart
    - The Execution report at Customer -> All customers summary reports

Workstation Group Reports

Each workstation group has a number of statistical reports which can be accessed from Production planning -> Workstation types by clicking on Reports button on a workstation type's line.

Jump to report:

  1. Calendar - calendar overview of the master production schedule of this workstation colored by status. Possible to click-and-drag reschedule operations.
  2. Equipment usage chart - loading information of this workstation.
  3. Overall equipment effectiveness - statistical indicators of performance.
  4. Engagement - the list of routings this workstation group belongs to.

Report “Calendar”

The report shows the calendar (month, week or day) of all production operations of this workstation colored by status. It's possible to reschedule operations by clicking-and-dragging.

Clicking the Choose options allows choosing 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 “Equipment usage chart”

The report shows the loading of workstations 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 workstations 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 the 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 workstation 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 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 “Engagement”

The report shows the list of routings that contain operations, which are performed on workstations of this group.

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?
  9. How to find the BOMs where an item is used ("Where used" / "Engagement" report)?

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.

Jump to:

  1. Importing new BOMs.
  2. Example import table and file.
  3. Importing a multi-level BOM.
  4. Updating existing BOMs.
  5. Important notes.
  6. Troubleshooting.

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.
  5. If importing some data failed, a skip file will be generated and downloaded to your computer, which indicates all errors line-by-line.  

Importing new Bills of Materials

When uploading Bills of Materials, the fields that can be used are:

Product number*

The product's ID number (item code), as in Stock -> Items. This is the "Product" to which the "Part" belongs. Required.

If a BOM number is absent, or a new BOM is created, the product's ID number is required on every row (this allows importing several BOMs for several products at once. E.g. a Sub-assembly "Product" code is the sub-assembly item code, etc.). 

Part No.*

The part's ID number (article code), as in Stock -> ItemsThis "Part" belongs to the BOM of the "Product".

Quantity*

The quantity per unit of "Product". Required.

If the product has parameters (Matrix BOM functionality) that change the quantity of raw materials, all quantity columns are filled with this number.

BOM number

The BOM's ID number.

If present, lines with parts are grouped into bills of materials by this column. If the BOM number is absent, lines with parts are grouped by product.

If a BOM with this number exists, it will be updated. If a BOM with this number does not exist, a new BOM is created.

If present, the BOM's number is required on every row.

BOM name

Name of a BOM.

Relation number

The relation's ID number.

A line can contain either by a part number or relation number, but not both.

Available, if the Matrix BOM functionality is enabled.

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.

 

For example, importing 2 Bills of Materials:

Product Part Quantity Notes
PROD-1 PART-01 5 BOM of PROD-1, line 1: raw material PART-01, quantity 5
PROD-1 PART-02 7 BOM of PROD-1, line 2: raw material PART-02, quantity 7
PROD-2 PART-15 3 BOM of PROD-2, line 1: raw material PART-15, quantity 3
PROD-2 PART-16 9 BOM of PROD-2, line 2: raw material PART-16, quantity 9
(Up to 3000 lines can be imported at once)

Download a sample file: import-boms.csv

Importing a multi-level BOM

At Production planning -> BOMs -> Import from CSV, it is possible to import multi-level BOMs.

Importing a multi-level BOM works the same way as importing several different BOMs at the same time:

  • Each sub-assembly is a separate item, with its own product code.
  • Each sub-assembly has its own BOM.
  • Sub-assemblies are used as parts in a higher level BOM, which connects the multi-level BOM structure.

For example, the file structure for a multi-level BOM with 3 levels, 4 BOMs:

Product Part Quantity Notes
PROD-1 SUB-1 1 BOM of PROD-01 (final assembly), line 1: sub-assembly SUB-1, quantity 1
PROD-1 SUB-2 1 BOM of PROD-01 (final assembly), line 2: sub-assembly SUB-2, quantity 1
SUB-1 PART-15 2 BOM of SUB-1 (sub-assembly), line 1: raw material PART-15, quantity 2
SUB-1 PART-16 3 BOM of SUB-1 (sub-assembly), line 2: raw material PART-16, quantity 3
SUB-2 PART-17 4 BOM of SUB-2 (sub-assembly), line 1: raw material PART-17, quantity 4
SUB-2 SUB-3 1 BOM of SUB-2 (sub-assembly), line 2: sub-assembly SUB-3, quantity 1
SUB-3 PART-18 5 BOM of SUB-3 (sub-assembly), line 1: raw material PART-18, quantity 5
SUB-3 PART-19 6 BOM of SUB-3 (sub-assembly), line 2: raw material PART-19, quantity 6
(Up to 3000 lines can be imported at once)

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 a CSV file with bills of materials as described in the help section "Import BOM from a CSV file". A BOM is updated if:

  • the file contains a column with a BOM number, and a BOM with this number exists,
  • or the file does not contain a column with a BOM number, a column with a product is selected, and the product has a BOM.

Alternatively, it is possible to bulk update one part in selected BOMs at Production planning -> BOMs -> Substitute a part. 

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

If the importing of some data failed, a skip file will be generated and downloaded to your computer, which indicates all errors line-by-line.

Common issues:

  1. Part numbers in the import file and in MRPeasy do not match. Please use only part numbers to refer to stock items. 
    - If your part numbers are numerical, it may happen that your spreadsheet program thinks of these as integers or decimals. Then, it may perform unwanted rounding or removal of leading/trailing zeroes (e.g. part number 0123,4560 could be changed to 123,46). Check your CSV file for such issues.
  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.
  4. Select the correct columns. You must manually select the correct data type for each column if these are not automatically correctly selected.

 

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, all of which are within selected filters at Production planning -> BOMs.

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 search operators and wildcards (_, %, &&, ||).

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 (to get an accurate estimate you need to create a MO).

Jump to:

  1. What is 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 the manufacturing overhead and labor costs calculated?
  5. How are operations assigned to workers? How to set default workers or departments?
  6. Examples of Routings.
  7. How to define subcontracted operations in the Routing?
  8. How to update the Routings of already planned Manufacturing Orders?
  9. How to export a Routing?
  10. 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. Also, it's possible to update existing routings.

Jump to:

  1. Importing new routings.
  2. Example table and file.
  3. Updating existing Routings.
  4. Important notes.

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.
  5. If importing some data failed, a skip file will be generated and downloaded to your computer, which indicates all errors line-by-line.

Importing Routings

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

Routing number

The routing's ID number.

If present, lines with operations are grouped into routings by this column. If the routing number is absent, lines with operations are grouped by product.

If a routing with this number exists, it will be updated. If a routing with this number does not exist, a new routing is created.

If present, the routing number is required on every row.

Routing name

Name of a routing.

Product*

The part number of the product, as in Stock -> Items

If a routing number is absent, or a new routing is created, the product's ID number is required on every row (this allows importing routings for several products at once. E.g. Sub-assembly Routing Product code is the sub-assembly code).

Workstation group*

The code or the name of the workstation group.

If the workstation group does not exist, a new one will be created.

Vendor

The code or the name of the vendor.

Available, if the if the Subcontracting functionality is enabled.
An operation can be performed either by a vendor or on a workstation, but not both.

Operation

Free text description of the operation.

Setup time

Fixed time in minutes for preparing/setting up the operation.

Cycle time

Time in minutes per cycle of making "Quantity" of products.

Fixed cost

The default cost per "Setup time" (manufacturing overhead cost).

The "Hourly rate" in the workstation details overrules this setting during actual scheduling. (Fixed cost = Setup time / 60 minutes * Hourly rate)

Variable cost

The default cost per "Cycle time" (manufacturing overhead cost).

The "Hourly rate" in the workstation details overrules this setting during actual scheduling. (Variable cost = Cycle time / 60 minutes * Hourly rate)

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 of the worker assigned by default. The "Default worker" in the workstation's details overrules this setting during actual scheduling.

Piece-payment

The cost per piece paid to the worker (labor cost).

Available, if the Piece Payment functionality is enabled.

Overlap

The minimal processed quantity of the previous operation before this operation can start, if this operation should start before the last operation fully finishes (i.e. the subsequent operations overlap).

Warning: If subsequent operations are not balanced (i.e. equal lengths), or 2nd longer than 1st, then a too low value can fragment this operation into several pieces (depending on total MO quantity).

Available, if the Overlap function is enabled.

Parallelize (1/0)

Enable (1), if the production run should be divided into smaller parallel operations among all available workstations of the same group.

Available, if the Parallel Execution of Production Operations function is enabled.

For example, importing routings for two products:

Product workstation group Operation Setup time Cycle time Fixed cost Variable cost Quantity Department
IA-0004 Woodworks 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 a CSV file with routings as described in the help section  "Import Routings from a CSV file". A routing is updated if:

  • the file contains a column with a routing number, and routing with this number exists,
  • or the file does not contain a column with a routing number, a column with a product is selected, and the product has a routing.

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;
  • Labor cost;
  • Cost overrun (per manufacturing order only) - the difference between the estimated cost and actual cost. Displayed for finished Manufacturing Orders only;
  • Cost overrun per item (per manufacturing order only) - the difference between the 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 results and 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.

Production Reporting - For Worker

There are two alternative views which the worker can use to see his/her jobs and report progress:

  1. 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 the 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.

Frequently asked questions

Assigning operations to workers:

  1. How to assign an operation to a worker? How to set default workers?
  2. How to re-assign a worker in a MO?
  3. How to edit an operation, e.g. to fix input mistakes?
  4. How to print the worksheet (job traveler, job sheet)?
  5. What is a Department?
  6. How to plan works by departments? How to assign operations to departments?

Reporting in the My production plan:

  1. Demo video: Real-time production reporting by workers.
  2. Where and how to report production operations?
  3. What is My production plan?
  4. How to report operations in My production plan?
  5. How to report used materials?
  6. How to finalize a Manufacturing Order?
  7. How to report serial numbers?
  8. How to change the visibility of other operations?
  9. How to report if the final MO quantity changes while the production is in progress?
  10. Report scrap, wastage.
  11. Demo video: How to use the "My Production Plan".

Reporting in the Internet-kiosk:

  1. Demo video: Real-time production reporting by workers.
  2. Where and how to report production operations?
  3. What is Internet-kiosk?
  4. How to access the Internet-kiosk?
  5. How to report operations in Internet-kiosk?
  6. How to report materials?
  7. How to finalize the manufacturing order?
  8. How to report serial numbers?
  9. How to access attachments (advanced mode)?
  10. How to use one device by many workers for access and reporting?
  11. How to report if the final MO quantity changes while the production is in progress?
  12. Report scrap, wastage.

Jump to other FAQs:

My Production Plan

My production plan section is for the worker to see his/her personal schedule and report production operations and used materials in real-time. It is an alternative to the simplified Internet-kiosk.

In My production plan, the production operations assigned to the user or the user's departments can be seen.

The user's personal schedule can be seen in a color-coded calendar and a list view.

Jump to:

  1. Demo video: Real-time production reporting by workers.
  2. Configuring and accessing the My production plan.
  3. Production reporting in My production plan.
  4. Production reporting FAQ

Configuring and accessing the My production plan

Jump to:

  1. Access to the My production plan.
  2. Visibility of operations.

Access to the My production plan

For accessing the My production plan:

  1. Open a user's details page at Settings -> Human resources -> Users.
  2. Give access rights to the "My production plan". 

This user will see the My production plan section after they log in.

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) Overdue. Should have been already started, if not started. Should have been already finished, if not finished.

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 is a detailed production reporting view for the worker. The page is accessible from My production plan section when opening a Manufacturing Order details.

Jump to:

  1. Report progress of operations.
  2. Report used materials.
  3. Report scrap.
  4. Finish a Manufacturing Order.
  5. Create serial numbers for manufactured items.
  6. Change the visibility of other operations.
  7. Production reporting FAQ

Report progress of operations in My Production Plan

Jump to:

  1. Record start, pause, finish time.
  2. Report processed quantity.
  3. Over- or underproduction.
  4. Report scrapped products.
  5. Report packed products ("Packing" functionality).

Record operation's start and finish time in real-time

  1. Open the Manufacturing Order.
  2. Click on the Start Start button at the operation’s line to start work.
  3. Click on the Pause Pause button, if the operation is stopped, but it is not finished yet.
  4. Click on the Finish Finish button, when the operation is fully completed.

The button press times are recorded and accordingly the actual labor hours are calculated.

Report processed quantity

  1. Start an operation.
  2. When you click the Pause Pause or the Finish Finish button the software will ask you how many items were completed from the last start.
  3. Enter the quantity.
    - If the operation has been stopped several times, make sure to enter the quantity from the last start, and not the total quantity.
    - If there are additional or side-products defined in the BOM, also report the quantities of these that should be placed in stock.
Report Over- or underproduction:
  • Enter the actual quantity of products, when asked.
  • If the reported quantity of the final operation differs from the initially planned quantity, the software will display a confirmation dialogue. If confirmed, the quantity of the MO is updated.
  • The MO quantity can also be updated by the production manager at any time.
  • See also: Sub-assembly overproduction in a multi-level MO.

Reporting used materials in My Production Plan

Jump to:

  1. Real-time reporting of materials consumption.
  2. Consuming materials in bulk at MO finish.
  3. Adding materials to the MO.
  4. Scrapped parts, wastage.
  5. Used bulk packages ("Packing" functionality).
  6. Using a barcode reader.
  7. Reporting serial numbers of used components.

Real-time reporting of materials in My production plan

To report materials consumption line-by-line:

  1. Click on the Consume Consume button next to the part.
  2. Enter the number of used parts.

To report materials consumption in bulk, according to the number of finished goods:

  1. Click the button Consume parts for end-products above the materials table.
  2. Enter the number of finished goods.
    - The software consumes all booked parts proportionally. Consumed quantity = Entered quantity x (Booked quantity / MO total quantity)
    - When the "Packing" functionality is used, and packaging has been booked for MO, the packaging will not be consumed automatically. It must be consumed manually.

To undo consumption:

  1. Click on the Consume Consume button next to the part.
  2. Enter the quantity to un-consume with a negative (-) number.

Adding materials to the MO in My production plan

If some part was not booked previously or has been consumed in excess:

  1. Click on the Consume Consume button next to the part.
  2. Enter the number of used parts.
    - MRPeasy will try to book them from stock lots that are received (default by FIFO; or by FEFO, for perishable goods).
    - If there are not enough available materials, a notification will be shown.

If you want to book materials from a specific stock lot:

  1. Click Add a booking ("+") button on the materials line.
  2. You will see a list of available stock lots to choose from.
  3. Enter the desired quantity next to each stock lot you wish to book.

If some additional part, that was not on the list of materials, has been used:

  1. Click on the Add a booking ("+") button on the top right corner of the table
  2. Select the part.
  3. You will see a list of available stock lots to choose from.
  4. Enter the desired quantity next to each stock lot you wish to book.

Using barcodes for reporting materials consumption in My production plan

If you use a barcode reader:

  1. Scan the stock lot code of the material.
  2. If the material is booked, the consuming screen will open.
  3. Enter the quantity to consume.
  4. Save.

Finishing the MO in My Production Plan

  1. First, open the Manufacturing Order in My production plan.
  2. When all operations are finished, click on the Finish production button.
  3. If all parts have been consumed, the system will mark the manufacturing order as Done.
  4. If some parts have not been consumed, then the system will offer two options:
    - Consume all – consume all booked parts.
    - Release unused – bookings will be canceled and the parts will be available in stock. A note will be added to the MO stating the difference between planned vs reported materials.
  5. After making a decision, click again on the Finish production button.

Internet-kiosk

The Internet-kiosk gives a simple way for workers to report shop-floor progress. It is a simplified alternative to the My production plan.

In the Internet-kiosk, the production operations assigned to the user or the user's departments can be seen.

The concept is that the worker must take the uppermost operation and complete it:

  1. Operations with the earliest start time are shown first.
  2. If the two operations have the same start time, the one with the lower operation number in the MO is shown first.
  3. Completed operations of the unfinished MO-s are at the end of the list. (Operations of finished MOs are removed.)

The Internet-kiosk advanced mode enables additional functionality.

Jump to:

  1. Demo video: Using the "Internet-Kiosk".
  2. Configuring and accessing the Internet-kiosk.
  3. Production reporting in the Internet-kiosk.

Configuring and accessing the Internet-kiosk

Jump to:

  1. Access to the Internet-kiosk.
  2. Configure visibility of operations.
  3. Internet-kiosk advanced mode.
  4. Access to attached files.

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. 

This user will see MRPeasy in the kiosk mode after logging in.

Production reporting in Internet-kiosk

Jump to:

  1. Report operation's start, finish, and quantity.
  2. Finishing the Manufacturing Order.
  3. Materials used in production.
  4. Report serial numbers.
  5. Multiple users on one device.
  6. Color coding.

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).
Color coding

The color of the Start button indicates the status of the operation:

  • Not started
  • Paused
  • Finished

Finish the Manufacturing Order

When the last operation is finished in the Internet-kiosk, then the order is automatically finished:

  • all booked parts will be consumed,
  • finished products will be available in stock,
  • if more materials were required than was booked and could be consumed accordingly to the BOM, 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.

Materials used in production

When Internet-kiosk Advanced mode is enabled, it is possible to see materials in the Internet-kiosk.

When using the Internet-kiosk, all materials are marked consumed automatically after the completion of the first production operation.

For manual reporting of materials, My production plan should be used.

Report serial numbers in production

When Internet-kiosk Advanced mode is enabled, it is possible to track Serial numbers:

  • 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).

Multiple workers reporting on one device

Several workers can use one device to access their production plans and reporting.

  1. When logged in, move your mouse over your username Current user on the top right corner of MRPeasy.
  2. A list of currently signed-in users appears.
  3. Click on a username to change the user.
  4. Click on the User sign in Sign in with another user button, to log in with a user, who is currently not signed in from this device.

Signing out:

  1. Move your mouse over your username Current user on the top right corner of MRPeasy.
  2. Click Log out after the username, to log a user out.
  3. If you close the browser, all users will be logged out.

 

 

CRM Section - For Sales

The CRM section is a complete Customer Relationship Management system, which allows:

  • managing customer orders, 
  • tracking orders through the sales pipeline from quotation to shipping,
  • create quotations and invoices, tracking payments,
  • seeing sales statistics,
  • managing price lists,
  • managing customers and next contact dates,
  • handling customer returns,
  • seeing cashflow forecasts,
  • seeing the profit and loss statement for the entire company or by customers.

The CRM section has the following sub-sections:

CRM - Frequently Asked Questions

Working with Customer Orders:

  1. How to send an invoice, a quotation, a prepayment invoice, an order confirmation, a credit-invoice, or a pro-forma invoice?
  2. How to estimate costs and lead time for a quotation?
  3. How are the cost and profit calculated?
  4. How to check stock and book the products for an order?
  5. How to cancel or modify bookings for a customer order?
  6. How to ship the products?
  7. Kitting: how to make kits and bundles?
  8. How to enter a bespoke make-to-order product?
  9. How to toggle between the Sales pipeline and the list view of orders?
  10. What are Customer Order statuses?
  11. What are Product statuses?
  12. What are Invoice statuses?
  13. What are Payment statuses?
  14. How to import a Customer Order?
  15. Demo video: How to work with Customer Orders?

Customers:

  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?
  7. How to set a next contact date for a customer?

Invoices, quotations:

  1. How to send an invoice, a quotation, a prepayment invoice, an order confirmation, a credit-invoice, or a pro-forma invoice?
  2. How to issue a prepayment invoice and use prepayments?
  3. How to issue a credit-invoice and receive returned products?
  4. How to invoice a shipment?
  5. How to add my company logo on documents?
  6. How to choose which company details are printed on documents?
  7. How to edit the invoice layout?
  8. How to add footers to documents(e.g. terms and conditions)?
  9. How to display images of products on invoices, quotations, and order confirmations?

Shipments to customers:

  1. How to plan a shipment?
  2. How to book items for the shipment?
  3. How to print a Waybill, a Picking list?
  4. How to ship products? How to report picking?
  5. How to track shipped serial numbers?
  6. How to enter several delivery addresses or a separate billing address? 
  7. How to invoice a shipment?
  8. How to edit the Waybill layout?
  9. How to add my company logo on the Waybill?
  10. How to choose which company details are printed on the Waybill?
  11. How to add a footer to the Waybill (e.g. additional standard information)?

Pricelists:

  1. What is a price list?
  2. How to update a price list?
  3. How to update an item in all pricelists?
  4. How to import a price list?

Customer returns management:

  1. What is a customer return? What is an RMA order?
  2. What are the RMA statuses? What is the status of the customer's return?
  3. What are the available RMA types?
  4. How to receive returned products back into stock?
  5. How to inspect the returned products for deciding the RMA type?
  6. How to process a refund only?
  7. How to receive returned products and process a refund?
  8. How to receive returned products without a refund?
  9. How to process a repair or maintenance of products?
  10. How to process a replacement product?
  11. How to receive returned products and reject the return?
  12. How to add returned items into inventory?

Jump to other FAQs:

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. CRM FAQ.
  3. Video: How to work with Customer Orders?
  4. Send a quotation, an invoice, or an order confirmation.
  5. Create a customer order.
  6. Estimate costs and lead time for a quotation.
  7. Book products for a customer order.
  8. Ship products to the customer.
  9. Toggle between the Sales pipeline and the list view of orders.
  10. Customer Order statuses.
  11. Product statuses.
  12. Invoice statuses.
  13. Payment statuses.
  14. Cost and profit calculation.

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.
  • The table can be searched and filtered (see Usage tips for wildcards).
  • Click Saved searches to save a search or use a saved search.
  • 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.

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 the customer's confirmation. Assigned manually.
  3. Confirmed - the order is confirmed. Either booking needs to be made for products that 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.

Demo video: How to gain an overview of the status of all sales orders.

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.
  • Requested – all products are booked. But some products are not ordered yet. Their stock lots have status Requested.
  • Expected on time - all products are booked and are expected to be shipped on time, according to the 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 the 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 sh