MRPeasy is a perfect fit for manufacturing and distribution companies with 10-200 employees.

Micro-companies, if they aren't in the high-tech industry or don't have previous ERP/MRP system implementation experience, may lack the competence for system deployment.

Additionally, using such a complex system in a very small company may not yield satisfactory financial results or improve effectiveness.

Depending on the specific challenges they face, big companies may require a more integrated system and additional functionality.

In any case, we strongly recommend you read and fulfill the Implementation Guidelines.

Implementation of MRP or ERP software is a complex project, regardless of the price of the software. Depending on the size and scope of the implementation, the project can take from a month to a year.

Successful implementation depends largely on the quality of cooperation between supplier and buyer but also largely on understanding the following rules of successful implementation: 

• Implementation of manufacturing software is a serious project. The buyer must set up a project group, appoint its leader, and provide the necessary resources (mainly time) and authority. An implementation schedule must be defined and executed in cooperation with the supplier. The head of the company is not required to be the leader of the implementation project, but they must provide support and control.

• It is not practical to automate everything at once, and such an implementation would be very costly. The implementation project should be divided into reasonable steps, including separating the organizational activities from purely technical issues. 

• The aim of the project should not be automating the existing order but rather improving the efficiency and control of production. During the implementation project, the company can streamline its business processes using the best practices available, which allows the enterprise to be managed more effectively. 

• It is reasonable for the final decision on implementation to be made based on the results of the test run. To test the software, it is recommended that it be allowed to manage a part of the daily work – for example, automating the production of orders from the customer.

Yes, they are here:

/files/manual.pdf

Please see the general workflow chart here (PDF file):

/files/general-workflow-chart.pdf

The first thing to do is to take a test drive, just as you would when purchasing a car.

If you haven't yet, upload the demo data in the "Demo data and videos" section and watch the videos explaining the basics. It will save you a lot of time.

Just use the demo data to understand the logic. 

Remember that you can always go back to the "Demo data and videos" section to clear any changes you've made. You can clear all transactions, start with the demo dataset, or delete the demo data and start with a fresh database.

Once you understand how the system behaves, please do not forget to open the Implementation Guidelines.

You can clear your database in the software section Settings -> Database maintenance by choosing "Empty database" or "Delete all orders and stock".

We do not provide automatic deletion of our generic demo data, in order to save data consistency.

The test task is to determine how MRPeasy can solve your company's challenge(s).

The test task consists of three main parts:

1. The objectives of testing. 

   For example, "I need to know exactly what materials I need to purchase and which are already available."

2. A detailed description of the business case. 

   E.g., "Customer A ordered 500 units of product X. 100 units of product X are in stock, 100 are in production. I need to schedule production for another 300 units to fill this order. I also need to order materials since there are not enough in stock. The customer wants to know when I can deliver. How can I solve this problem?"

3. The relevant and simplified* data.

   E.g., what is the product? What materials does it consist of? What steps are taken at which stations to produce it? What is the lead time for materials? Who is the vendor? Etc.

    

The output of the test task is the procedure (or possibly multiple alternatives) for solving the core challenge(s). Based on this, you will see how MRPeasy will benefit your company and, ultimately, how to integrate it into your daily operations.

________
* Why use simplified but not real information yet?

• Firstly, to save extreme amounts of time. To figure out how to see purchase requirements, there is no need to simulate the production of a product with 200 parts. Just a few parts in the BOM will give the same answer but with less clutter. 

• Secondly, you should not get hung up on basic data entry if the goal is to test a function. Plus, if you make an entry error, it's easy to quickly find it and fix it if you have a few data points.

   

It is possible to manually enter everything into MRPeasy once the information is necessary and when it comes in. Sometimes, it will also make sense to upload information all at once if you have a lot of it.

Demo video: Importing data.

If you are uploading information to an empty database, it's recommended to follow these steps:

1. Import Vendors and their information.
2. Set up Workstation Groups and Workstations. These cannot be set up via an import.
3. Import Storage Locations.
4. Import Items. Optionally, the current stock quantity and cost can be imported during item creation, as well as one Purchase Term per article with article import.
5. Import inventory levels if skipped in step 4.
6. For purchased goods, import Purchase Terms, if skipped in step 4, or have more than 1 per item.
7. For produced items, import BOMs.
8. For produced items, import Routings.
9. Import Customers.
10. Import Price Lists.

Samples for each import are available in the User Manual.

Switching from another ERP to MRPeasy can be relatively smooth if you follow a structured approach, though there’s no one-click solution. Here's a practical step-by-step method to migrate efficiently:

✅ 1. Audit Your Current System 

Before switching, ensure you:

• Export your stock items, BOMs, customers, and suppliers. 

• Identify which data you need in MRPeasy.

✅ 2. Export Data from other ERP

If your old ERP allows CSV exports for most data,

export key datasets like:

• Products/Inventory

• Bills of Materials

• Customers

• Suppliers

✅ 3. Clean and Format Data

MRPeasy has specific templates for importing:

• Visit: MRPeasy Import Instructions

• Adjust CSV headers and formats to match MRPeasy’s structure.

• Clean up any legacy or unused data during this step.

✅ 4. Import into MRPeasy

Log in to MRPeasy and use the prepared CSVs to upload:

• Items and their inventory levels

• BOMs

• Customers

• Suppliers

We recommend leaving the historical sales, purchase, and manufacturing orders in another ERP. Open orders should be carefully transferred using CSV file uploads and manual input.

Demo video: Importing data.

✅ 5. Test the Setup

Before going live:

• Run a few test production orders, then clean the database of test orders.

• Check inventory flow and order processing.

• Verify reports and costing.

✅ 6. Train Your Team

Even if MRPeasy seems intuitive, some features behave differently from other ERPs. Provide training or use MRPeasy’s documentation/videos to onboard the team.

✅ 7. Plan the Cutover

Choose a date to stop using the other ERP and start using MRPeasy. Make sure:

• All open orders and inventory are reflected in MRPeasy.

• You handle transitional reconciliations (e.g., stock balances, pending POs/SOs).

Bonus: Consider Help

• MRPeasy onboarding support or third-party consultants (if you're short on time or internal resources).

• Some ERP consultants offer “other ERP to MRPeasy” services.

If you want, we can help you map specific export files from another ERP to MRPeasy import templates. Just open a support ticket and upload the files.

Your computer should have a default mail program set to send documents (for example, PO) via e-mail (by clicking the button "Send PO").

You can find out how to do that by searching for "how to set default mail client" in any search engine. 

In case of any difficulties, seek help from your local IT specialist. 

Otherwise, save the document as a PDF and attach it to your e-mail.

We provide temporary test accounts for up to 6 times. Sign up for a new account, and you can use it for free until the free trial period ends.

Several of our clients have used a parallel test account for quite a long time for various reasons:

• To test a new functionality
• To train staff
• To try new ways of working

As usual, all accounts are initially free; however, after the free trial period, they are billed according to the current price list.

If you wish to create an additional account with the same email that is already used, use an alias. An alias is the email with the address, for example, john.brown+1@company_domain.com, where john.brown@company_domain.com is the original email.

When you need to copy your current data from your paid account to a new account and experiment with it without fear of changing the good database, we can do it once for free. Further, it is for the price of one working hour.

Please make a backup copy of the database in Settings -> Database Maintenance and attach it to your ticket. Note that uploading a database backup between accounts requires both accounts to be on the same pricing plan.

If the file is too large, please upload it to some cloud storage (Dropbox, OneDrive, Google Drive, etc.) and send us the link.

Also, tell us the account number where it should be uploaded. We will do this in 1-2 business days.

Question:

Let's say when I create a MO, number "MO-00048" is assigned. If that was a mistake, I won't save it and cancel it. After, If I create a new MO, "MO-00049" will be assigned automatically. Is it possible that I get the previous number i.e. "MO-00048" but I never created that MO. Having MO in order will really help us. If some number is missing in between, we can know that the MO is missing.

Answer:

Yes, this is how the software works. A unique number is assigned each time a user starts to enter new data. This guarantees that even if several users add similar data simultaneously, each entry will receive a unique number and be saved.

For example, your account has 2 users. If one user starts to add an item (or any other entry), this item will receive the number "A-00001." If the second user adds an item before the first user saves their item, the second item will receive the number "A-00002" but not "A-00001." However, at the time the second user starts to add the item, it is not known whether the first user will save the item or cancel.

Your data is in great hands.

The software and databases are located on dedicated servers to which only a few authorized personnel have access. Your data is accessed on an ‘as-needed’ basis only and only after you have approved it. 

We also use AWS, which is the best-known cloud storage provider.

We back up our system in real time.

All data is backed up in real-time to servers in hot reserve, which we can switch to if needed. In addition, we regularly make full-service backups, which we encrypt and then transfer to another location just to be extra safe.

However, this applies to the entire pool of databases, which stores the databases of all customers. We do not make backups and cannot restore the database of a specific client. Read the User Manual on how to make a backup copy of your specific database.

Your connection is secure and always available.

The connection is encrypted by the latest security standards because your data is for your eyes only.  Our service has always been up and running 99.9% of the time, and we intend to keep it that way. 

MRPeasy is available in the US, the UK, Canada, several other countries in the Americas, the Euro area, Switzerland, Scandinavia, Australia, New Zealand, South Africa, Egypt, Japan, Taiwan, Hong Kong, Singapore, Malaysia, Israel, Turkey, and the Gulf countries.

We provide various features for the supported countries: currency, etc.

We do not recommend using MRPeasy if you are not from a supported country. You may encounter technical difficulties, and we cannot help. 

The list of supported countries may change from time to time.

Our prices are in US dollars, except for the UK and Europe.

Yes, using the MRPeasy system for stock management and CRM is possible. The stock management functionality within the MRPeasy software is among the strongest on the market. 

You can hide unnecessary modules using the user access rights option.

Please take into consideration that when our customer uses MRPeasy as a stock management software only, then

 - if the customer is a trading company, then OK;

 - if the client is a manufacturing company, they must manually add final products to the stock and manually write off raw materials.

To use the system effectively and realize benefits, in total, there must be at minimum 5-10 persons (i.e., users) presented in the company account, and the following roles must be represented: the salesperson, the stock manager, the production planner, the shop floor worker, and the purchasing manager. Understanding how these roles perform together in the system might take some time and effort. 

For more help:

• You can use our support services, which are brought in Settings -> Support section of the program.
• You can turn to our Authorized Consultants: /consultants/.
• You can turn to our User Manual, which describes existing functionality 100% and has many step-by-step instructions with appropriate demo videos.
• We have Implementation Guidelines and Testing Manual.

However, we believe you understand that it is impossible to consult you via support tickets to deploy the system in your company, especially if you do not have relevant experience with similar solutions. Since we do not know your company and have never met you, we can only explain how our system works. We cannot say how you should organize your business process or how to use MRP software. Hence, MRPeasy is self-service software.

MRPeasy is a software company; our product is a self-service platform where all clients use the same instance of cloud-based software. 

Since we want to focus on building great software, we cannot offer MRP/ERP implementation consultations.

Still, we are here to help with functionality questions (we can explain and teach MRPeasy functionality), but we leave implementation services to local professionals in your area. 

Our independent partners can provide implementation consultations - Authorized Consultants, under an agreement between you and them.

For more information, please log in and visit Settings -> Support.

Attention! Since January 2022, we have no longer provided such a service as customization. 

The terms and conditions below were valid until then.

1. We add new functionality at our discretion. MRPeasy provides one software instance to all clients, so we provide customizations that will be used by all clients, not just personal development. Because of that, we cannot provide exclusivity on the customizations made. Paid customization does not legally belong to the payer. 

2. We receive many requests and proposals, so our Technology department cannot provide quotations for customization to clients in the testing phase. 

3. We charge US$ 150 (£115, €130) per working hour. Projects are developed after the full down payment is received. 

4. MRPeasy is a complex software system consisting of more than a million lines of code. The quote includes not only research, analysis, design, development, testing, and rollout but also the support of customization during its lifetime. Even a small change contains up to fifteen stages and rarely takes less than four hours. 

5. Quotes and respective invoices are valid for 14 days.

6. Unfortunately, for technical reasons, we cannot discuss several customizations simultaneously. Please open the next ticket when the previous customization is finished.

7. We do not follow how our clients use MRPeasy and do not always know why you need the requested feature. Even if the feature is developed, this doesn't guarantee that your future customization request will be fulfilled. For a reason—technical or organizational—our Technical Department might be unable to fulfill a further customization request, even when connected with an already developed feature.

8. Development is carried out following your written request or provided technical documentation after receiving your full advance payment. We have a no-refund policy.

Prices are listed per user/month on our website.

Users beyond ten first users cost $79 per month per group of 10.

Please check this using the pricing calculator on our pricing page here: 

/pricing/

The annual price is 11 times the monthly price.

Your pricing depends on:

• Pricing plan chosen
• Number of users
• Chosen billing cycle: monthly or annually.

For signing up, you receive 15 free days. To get 15 more free days:

For technical reasons, there is no special place in MRPeasy where you can enter your PayPal account information.

Please wait for our proforma invoice. Then, when you pay it from a PayPal account, a billing agreement will be created.

Unfortunately, you can pay monthly or annually, but you cannot pay for 3, 6, or 24 months. 

In the case of annual payment, we provide a month for free, so you will pay for only 11 months.

You can choose your payment cycle in Settings -> Account and Billing -> Profile.

Please go to Settings -> Account and Billing -> Profile, click Edit, then choose and save the plan you want to upgrade to.

If you are a paying customer, the program will create an additional invoice for you to pay once. Your plan will be updated automatically after payment.

We pay great attention to protecting data so it does not fall into the wrong hands or be lost in case of a hardware crash.

Data protection at MRPeasy works as follows:
(More information is available for registered users upon request).

You can enter your new address and VAT number yourself in Settings -> System settings -> Company details.

If your company is in the EU and you haven't entered the EU VAT number, our invoices will include a 22% VAT.

This plan has a minimum required number of users, which is 2. Because of that, the monthly invoice is per 2 users.

1) "Users: Unlimited" means that the number of users in one account is not limited.

You can have 100, 200, or even 300 users when needed. We have several big clients, and we understand that it is important for them that the number of users in one account is not limited. 

2) The system generates a proforma invoice when you wish to add a full user to your account. This is because our pricing is per user, and this information is also stated at the top of our price list.

Some of our competitors have pricing per account, but we found pricing per user more suitable for our clients. Several clients have confirmed that pricing per user is more convenient and flexible.

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 that function has not created special data. For example, to disable the functionality of 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 you want to downgrade to.

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

We must keep your database in order when you pause your activity for some time.

Therefore, a regular payment for at least one user is required. 

Use annual payment or/and a cheaper pricing plan to lower the fee.

To change the administrator:

1. Log in as the administrator.
2. Go to Settings -> Human resources -> Users.
3. Open the user details of the person you wish to assign as the new administrator.
4. Check the "Admin" checkbox.
5. Confirm.
6. Save.

We offer the following discounts:

• A different price per user in 4 pricing plans,
• Users beyond the first 10 cost US$ 79 (£59, €69) per group of 10 users.
• Making an annual payment grants you a month free - you only pay for 11 months.

You can delete users in Settings -> Human resources -> particular user's settings -> Delete.

For your information, our service is a full self-service. The support team cannot:

• create, delete, and renew customer accounts,
• add or delete users,
• add, edit, or remove data,
• add or change payment information.

When you need to restore a user, type the user's email address into the "Username" search field on the Settings -> Human resources -> Users page. You will see that this user is deleted as it is a strike-through. 

Open the user (button Edit) and scroll all the way down to the user's details page. At the bottom, you can see the Restore button. Clicking it will restore this user. 

The subscribed (paying) client account is active 14 days after the proforma invoice is issued for the new billing cycle.

After 14 days of non-payment, account access is limited as follows:

• Access to the Settings section is not limited.

• Read-only rights remain for any other software section. (The data can be accessed but not edited.)

An account is deleted 28 days after non-payment.

Attention! A deleted account cannot be restored for technical and organizational reasons, even if you have a backup file.

To delete your account go to Settings -> Account and Billing -> Profile -> Delete MRPeasy account. The account will be deleted right away.

When an account is deleted, no new charges apply, and no refund will be provided.

Only the administrator of the MRPeasy account can delete the account. 

Thank you for the time you are putting into testing. 

There are two possibilities regarding how to proceed with the testing:

• If already entered data is important, please pay our monthly proforma invoice;
• If it is unimportant, please sign up for a new trial account. To use the same email address, delete the existing account first.

Please also read this FAQ article:

/resources/account/#testing-not-finished

Remember that the backup file cannot be used in a new account. 

A company can have up to 6 trial accounts, which amounts to 3-6 months of free testing in total.

We have many customers who use the parallel paid test account for various reasons:

• To test a new functionality
• To train staff
• To try new ways of working.

However, please keep in mind that testers don’t require separate accounts. A user can be added to the existing account at Settings -> Human Resources.

This is a more or less typical situation that we come across at MRPeasy. People think it is necessary to make a ‘big decision’ first.

MRPeasy has many successful customers in nearly all manufacturing industries. Many of our customers have been surprised to learn that production planning software is available without paying between $50,000 and $200,000 a year.

A traditional ERP system implementation flow typically includes the following requirements: 

1. Meeting the distributor's sales team.
2. Making decisions based on a slide show. 
3. Paying for the software. 
4. Agreeing on the implementation project. 
5. Paying for the implementation. 
6. Waiting 6-36 months to see what you got.

MRPeasy’s workflow differs greatly; here’s how:

1. You can try the full-blown system for free. 
2. If you need a longer trial period, pay a monthly fee and test it out for as long as needed. 
3. Just decide and then implement it.

After your initial small payment, you'll be on a rolling contract - you can stop payments at any time without any further obligations.

What do you pay for when you order customization?

The Product and Technology Departments work daily on MRPeasy service development. Our software development roadmap comprises more than 300 proposals, requests, and projects.

When you order customization, you pay for the change in the Technology Department's priorities. We guarantee that the function will be developed ASAP (typically within 2-8 weeks), depending on complexity.

So, we develop the software according to customers' needs; only the developments ordered as paid customization will be performed earlier.

Our customization terms also explain our approach in the section "Getting Started."

/This article is outdated as of 01/01/2022 we no longer offer paid customizations./

For a better understanding of the scale of our operations, we would like to note that our system deletes several dozen accounts daily. Nobody from our side:

• Creates, deletes, or renews customer accounts manually.

• Adds or deletes users.

• Adds, edits, or removes data.

• Adds or removes payment information.

• Contacts customers by phone or any other method. All regular emails are automated, incl. billing notifications.

When the invoice is issued, the software displays a notification message during the first two weeks that alerts users. They are allowed to use all functions.

After that, the functionality is blocked for two weeks, and only the Settings module is accessible. So, it’s not only emails that exist to inform the client about an unpaid invoice.

After 4 weeks of non-payment, the account is deleted automatically, according to the Terms of service.

MRPeasy requires a lot of computing resources since all of its clients use a common infrastructure, so the resources must be fairly divided. This is why MRPeasy software editions have various limits for actively used data in the system.

Many companies that make-to-order (MTO) or engineer-to-order (ETO) encounter these limitations because they generate a lot of data that is for one-time use only.

In MRPeasy, once you reach a limitation, one of two things can be done:

1. Archive old data.
2. Upgrade to the next edition with greater limits.

For archiving old data, find your old items that are no longer in active use and then “delete” them one by one or by using the bulk editing function.

This will only remove the item from active use. Thereafter, it will be archived but will still be in the system. The item can still be found in the database by its number or even just part of the number.

For bulk archiving, use the archiving functionality in Settings -> Database maintenance.

MRPeasy is cloud-based, affordable, and user-friendly AI-powered ERP/MRP software for small manufacturers (10-200 employees).

The pricing is made to be the most affordable when you have 10+ users. Users beyond 10 cost £59/€69/$79 per group of 10 users only.

So, if for 10 users you would pay X US dollars a month, then for 50 users it would be X + ($79 x 4) only.

Use the Pricing Calculator at the Pricing page for the exact quotation.

No, unfortunately. You can choose a pricing plan per account but not per user.

Likewise, it is impossible for some users to use monthly billing, and some - annual.

Our billing system works automatically according to your account information and what you have entered or triggered.

The support team cannot:

• Create, delete, or renew customer accounts.

• Add or delete users.

• Add, edit, or remove data.

• Add or change payment information.

• Provide individual terms.

There are two ways to cease billing:

• Delete your payment information in Settings -> Account and billing -> Payment data.

• Delete your account in Settings -> Account and billing -> Profile.

Regarding our refund policy, see our Terms and Conditions, section 21.

The data what is stored in your database in MRPeasy can be divided into two parts:

• the data that you have entered;
• the data what is the result of your usage of the system.

As a rule, the data that you have entered can be exported.

The data resulting from your system usage can usually be exported, but because of technical limitations, it may not always be in the most convenient form.

Unfortunately, it cannot be done with one click.

On every page where export is technically allowed, you can find the button "CSV" or "Export to CSV."

In Settings -> Human Resources you can add users by clicking the "+" button.

Read more on how to add users.

/resources/user-manual/settings/human-resources/users/#free-user

So-called "free users" should have ALL their rights checkboxes unchecked, 100%, including the right for the Free Use section.

A paid user (full user, normal user) is someone who has access to the system, a user who has credentials to view, create, or update something. It's someone who can log in, in normal mode or internet-kiosk mode.

A free user (team member) is essentially not a user of the system, but just a named person in the system, for whom you can keep records. A free user does not have access. This is beneficial for example when someone leaves your company, you can convert the paid user to a free user instead of deleting him/her, to keep records of that person's actions. 

To make a free user from a full user, simply uncheck ALL the checkboxes, with any rights.

Yes, that is correct. The number of users in an account is unlimited.

However, when your free test period is ended, new users are payable.

The first invoice is created until the end of the current billing period.

Please do not worry, the billing system does not take money automatically for additional services like:

• Adding users.

• Upgrading pricing plans.

• Purchasing training hours.

You can ask us to delete this incorrect invoice by opening a support ticket, or you can wait till 14 days has passed, after which it will expire automatically.

In any case, such proforma-invoice doesn't impose any obligations on you.

This is the correct behavior. Regular users cannot change their passwords if they have forgotten them.

The manager of the person in your company, the account administrator, must change the password in Settings -> Human Resources -> particular user's data.

In this case, MRPeasy will update the name of the customer or product, if this information is different.

Please create a PO in MRPeasy in the same way that you would create a bill in QuickBooks. If you do not enter a tax separately when you are in QuickBooks Online, please do not enter it in MRPeasy either.

QuickBooks has localizations with different functions. For example, in the Australian version of QuickBooks Online, it is possible to configure taxes such as 'Collected on purchases' and 'Purchase tax is reclaimable'. In addition, a bill has a separate field for tax. In the US version this functionality is not available.

1. With a well-designed integration configuration and QuickBooks Online usage pattern, the reports in MRPeasy (in points 2, 3, and 4 below) can correspond 100% to QuickBooks Online accounts.

However, in other setups, these numbers may be more difficult to compare.

• Mainly this is due to the fact that the balance synchronization does not work by comparing some accounts in MRPeasy and QuickBooks Online. Instead, complete transactions are posted onto corresponding accounts.
• The QuickBooks Online accounts may additionally be affected by
  • different starting balances,
  • other transactions from QuickBooks Online,
  • and non-standard accounts mappings of the integration (e.g. a product's inventory account is mapped on the WIP account).

What always can be compared one-to-one are:

1. The manual journals made by MRPeasy in QuickBooks Online.
2. And the corresponding detailed reports in MRPeasy.
   These can be found at MRPeasy -> Settings -> System settings -> Integrations -> QuickBooks -> Synchronization logs.

2. The overview of the movements of goods and the inventory balance can be seen in the Stock -> Stock movements report. 

• Be aware that the displayed WIP value there represents a different thing than in the context of QuickBooks Online integration.
• In stock movements, WIP is only the value of used materials in unfinished production.
• More about this report: /resources/user-manual/stock/movement/

3. The WIP in the context of QuickBooks Online integration is the total cost of unfinished manufacturing orders, including direct labor and applied manufacturing overhead.

The total cost of unfinished manufacturing orders can be found in Production planning -> Statistics reports by looking at current unfinished manufacturing orders.

4. If the MRPeasy Standard Accounting module is enabled, the "Work In Progress" account will also reflect the WIP the same way as the QuickBooks Online integration, the inventory accounts can be configured to reflect those in QuickBooks Online, etc.

5. When comparing balances, some additional limitations of the integration should be kept in mind:

• Transactions in MRPeasy and QuickBooks Online may have different dates.
  • Transactions inside MRPeasy reports can sometimes be backdated (the transaction was created at a later date, but it is effective from an earlier date).
  • Transactions are never posted to QuickBooks Online as backdated. These are posted with the date of the synchronization.
• The automatic synchronization happens once per day every evening. To force synchronization now, press Synchronize now at Settings -> System settings -> Integrations -> QuickBooks Online. 

Xero advises not to use its inventory tracking for manufacturing companies. 

In general:

Most accounting software packages track inventory as follows:

1. When a purchase order is created, the item is added to the inventory.

2. When an invoice is created, the item is subtracted from inventory.

This needs to be the same item. Usually, the average cost method is used to calculate the cost of goods sold.

What they cannot do:

MRPeasy can achieve all of the above, thus inventory tracking needs to be performed in MRPeasy.

Read more on Xero integration.

1. With a well-designed integration configuration and Xero usage pattern, the reports in MRPeasy (in points 2, 3, and 4 below) can correspond 100% to Xero accounts.

However, in other setups, these numbers may be more difficult to compare.

• Mainly this is due to the fact that the balance synchronization does not work by comparing some accounts in MRPeasy and Xero. Instead, complete transactions are posted onto corresponding accounts.
• The Xero accounts may additionally be affected by
  • different starting balances,
  • other transactions from Xero,
  • and non-standard accounts mappings of the integration (e.g. a product's inventory account is mapped on the WIP account).

What always can be compared one-to-one are:

1. The manual journals made by MRPeasy in Xero.
2. And the corresponding detailed reports in MRPeasy.
   These can be found at MRPeasy -> Settings -> System settings -> Integrations -> Xero -> Synchronization logs.

2. The overview of the movements of goods and the inventory balance can be seen in the Stock -> Stock movements report. 

• Be aware that the displayed WIP value there represents a different thing than in the context of Xero integration.
• In stock movements, WIP is only the value of used materials in unfinished production.
• More about this report: /resources/user-manual/stock/movement/

3. The WIP in the context of Xero integration is the total cost of unfinished manufacturing orders, including direct labor and applied manufacturing overhead.

The total cost of unfinished manufacturing orders can be found in Production planning -> Statistics reports by looking at current unfinished manufacturing orders.

4. If the MRPeasy Standard Accounting module is enabled, the "Work In Progress" account will also reflect the WIP the same way as the Xero integration, the inventory accounts can be configured to reflect those in Xero, etc.

5. When comparing balances, some additional limitations of the integration should be kept in mind:

• Transactions in MRPeasy and Xero may have different dates.
  • Transactions inside MRPeasy reports can sometimes be backdated (the transaction was created at a later date, but it is effective from an earlier date).
  • Transactions are never posted to Xero as backdated. These are posted with the date of the synchronization.
• The automatic synchronization happens once per day every evening. To force synchronization now, press Synchronize now at Settings -> System settings -> Integrations -> Xero. 

Do you use a personal OneDrive or OneDrive for Business?

If it is OneDrive for Business, then this issue can be caused by OneDrive account permissions. According to OneDrive documentation:

"Note: You can only get shareable links for files in OneDrive for Business if the user's tenant admin has enabled external sharing."

So, please check these permissions yourself, or ask your OneDrive's administrator to check if external sharing is enabled at  https://admin.onedrive.com/?v=SharingSettings.

Create non-inventory items and use them in purchase orders/bills.

Please read about non-inventory items in our User Manual here:

Attention! Do not forget to enter the ‘Arrival Date’. Otherwise your purchases will not be counted.

In MRPeasy sales orders are called Customer Orders.

Go to the CRM section and click on the “+” button to create a new Customer Order (CO). COs keep all information regarding one order organized: the customer information, ordered items, bookings, related manufacturing orders, quotes and invoices, shipments.

Read more about customer orders.

1. Initially, all orders that have been created and a quote has not been set up, will be in “Quotation” status. 

2. Once the quote has been sent, the status has to be changed manually to “Waiting for confirmation”. 

3. If the customer confirms, then the status has to be changed manually to “Confirmed”. If the customer doesn’t confirm, the status has to be changed manually to “Cancelled”.

4. If all items have been booked for the CO (via “Check stock and book items”), but the Manufacturing Orders are not in production, then the status changes automatically to “Waiting for production”.

5. If the production has started for the items ordered, the status changes automatically to “In production”.

6. Once production for all items has been finished, the status changes automatically to “Ready for shipment”.

7. Once all items have been shipped, the status changes automatically to “Shipped”. If this status is manually selected and shipments have not been made, ordered products are not taken off stock.

8. Once the items are received by the customer, the status has to be changed manually to “Delivered”. If this status is manually selected and shipments have not been made, ordered products are not taken off stock.

Read more about the statuses of customer orders.

There are two views for Customer Orders: the table view and the funnel view (Can be switched from the top right of the Customer Orders table). The table view gives more details, but the funnel view gives a very good overview of the sales process.

The table view:
This is a very detailed view of all the orders. It allows for searching and filtering to find the correct information.
On top of the table, it is possible to choose whether to view either “Customer Orders” or ordered “Items”.

For example, if you want to see which orders of items are confirmed, then you can look at the “Items” view of the table and filter orders by status “Confirmed”. This gives you the list of items that need to be either produced, sold from stock or purchased.

The funnel view:
This is a very simple visual representation of current progress, which helps to make sure that the sales process is moving forward. All orders have to be worked from the left to the right.
Once an order is shipped and invoiced, it is not displayed in the funnel anymore.

Read more about representations of customer orders.

See also “What do the statuses of a Customer Order mean?”

Please go to CRM -> Customer orders and select "Items" view.

You can configure columns that you want to see and filter the report by any value (including product name, part number or period).

To estimate costs and dates:

1. Open the Customer Order (CO).
2. Click on Estimate costs and dates.
3. Choose whether to take the material cost from stock or vendor.
4. Enter your profit margin.
5. Click on the Calculate costs and dates button.

The software will give you the estimated cost, price and availability date for every item that the customer ordered.

To create a quote:

1. Go back. (Take note that the estimated prices have been saved to each item)
2. On the CO, in the Invoices section, add a new invoice.
3. Save the invoice, its type is quotation by default.

Read more about quotations.

1. Open the Customer Order.
2. Scroll to the Invoices section, click "+".
3. Click save. (The type is Quotation by default.)
4. To send the quotation:
   • Click on Send e-mail. This will open your e-mail client with a pre-filled e-mail ready to be sent.
   • Click on PDF for customer to download the PDF and then send it.

You can add users and define their access rights in Settings -> Human resources.

Read more about how to manage users.

1. Create a CO
2. Book goods (“Check stock and book items”)
3. Create a shipment
4. Pick items in the shipment (“Pick all items"), once shipped.

NB! Stock Movements information is not updated when an invoice or a shipment is created, but only when items have been shipped (i.e. picked for the shipment).

1. Open the Customer Order.
2. Scroll down to Shipments and click on "+" to add a new.
3. Save the shipment.
4. Click Pick all items or pick individually, and then confirm in the pop-up alert. This will take the items from stock and update the Shipment status to “Shipped”.

Along with this, the corresponding CO is updated to “Shipped”, if all items are now shipped for the CO.

Read more on how to ship products to customers.

It could happen because:

• items have not been booked; or
• a shipment has not been finalized; or
• the CO status is not marked as “Shipped” or “Delivered”.

(Take note that once all items have been shipped, the CO status automatically changes to “Shipped”)

Read more about CRM Statistics.

Please create a shipment and pick all items.

Read more how to ship products to customers.

See also "How to ship products? How to get items off stock?"

Forecasts are located in Procurement -> Forecasting. This functionality is used for planning purchases and manufacturing based on the entered sales forecast.

Please see the question "Can a forecast be loaded on a specific date, e.g. 1000 pcs in September, so that MRPeasy generates purchase requisitions?"

To raise a purchase or a manufacturing requirement from a sales order, you need to open the Customer Order (CO):

• Click on “Check stock and book items”;
• Click on “To book items”;
• Confirm.

This will do the following:

• It will try to book requested items from stock, if available;
• If not available, then
  - if it’s a manufacturing item, it will raise a manufacturing requirement (unless you allow the software to create manufacturing orders automatically);
  - if it’s a purchased item, it will raise a purchase requirement (unless you allow the software to create purchase orders automatically).

You will see the manufacturing and purchasing requirements in “Stock -> Critical on-hand”. The purchase requirements are also shown in “Procurement -> Critical on-hand” and "Procurement -> Requirements".

If you do not see the requirements, then you need to set the “Reorder point” value for the articles, at least as 0.

Purchasing needs for materials are raised only when a Manufacturing Order is scheduled.

Here’s a video that might be helpful for understanding how to work with sales orders (Customer Orders): https://youtu.be/6Y7neFbQ1MU

Please also see the answer to "How do I know what materials I need to purchase?"

Question:

Is it possible to have the Customer Order number show up on the Invoices? Our customers are struggling to match the customer order and the Invoice.

Answer:

Yes, it is possible.

Please go to Settings -> System settings -> PDF editor -> Edit -> Layouts: Invoices and turn ON field "Order".

After that customer order's number will be printed in the invoice PDF.

To charge for shipping, consultation, design, and other services, our customers usually use the following approach:

• Create a new regular stock item "delivery" (as procured), quantity 100000 (any big), cost zero (or your real cost, see below).
• Choose the unit of measure, for example, km, hour, etc.
• Add this item to customer orders and/or invoices with your real price.
• For separating these items from inventory items, please create a separate product group.

In this way:

• You will be able to charge your customers and get statistics of provided services during a period from item reports.
• If the item has a cost (for example, shipping that you order from a vendor of yours), this allows linking customer orders with purchase orders and thus allocating costs towards particular customer orders

About an alternative option read here.

To enter purchase terms for an item:

• Open the item in Stock -> and then the Stock items section.

• Mark the item as a ‘Procured’ item.

• Scroll down to the ‘Purchase’ terms table and then click on "+" to add something new.

Whenever possible, ‘Purchase Terms’ should be defined for all purchased articles (i.e. the article’s vendor(s), lead time(s), the price per unit, etc). This allows for prefilling POs, but it also enables the ability to estimate cost and lead times for production (which is also useful information for quoting!).

Read more about how to define purchase terms.

Go to the ‘Procurement’ section of the software and click on the "+" button to create a new ‘Purchase Order’ (PO).

When a ‘Purchase Order’ (PO) has been created its status is ‘New’. You can use the ‘Created’ date to create a plan for sending the PO in the future.

POs with a ‘New’ status should be sent to vendors. From ordering to receiving, all actions can be recorded in the same document, the PO’s status will progress accordingly as well. After filling out the ‘Order’ date field, the status of the PO will change to ‘Ordered’. After filling out the ‘Shipping’ date, its status will change to ‘Shipped’. After filling out its ‘Arrival’ date, its status will change to ‘Received’.

Stock lots will be created for the items you purchase. The items will be in ‘Planned’ status until the ‘Arrival’ date has been marked on the PO, once the items are received. Then the stock lot will be updated as ‘Received’. 

Read more about purchase orders.

To change the PO status to ‘Received’, enter the ‘Arrival date'.

Read how to receive purchased items.

1. Open the purchase order.

2. If some item was received partially, enter the arrived quantity into the field ‘Expected quantity’.

3. Enter the ‘Arrival date'.

4. Save.

Read more about partial arrivals.

The vendor's unit of measurement (UoM) can be easily converted to your stock unit. You can make purchases in the vendor's preferred UoM and have it automatically converted to your preferred UoM.

To do that you need to open the stock item from the ‘Stock’ section, and in the item's ‘Purchase Terms’ you need to specify the vendor-specific UoM. 

Read more on how to convert vendor's units of measurement.

You need to define additional currencies in ‘Settings’ beforehand. See how to configure currencies.

Currency can now be chosen when creating a ‘Purchase Order’. A default currency can be assigned to a vendor in the vendor's details.

Yes, forecasting functionality (Procurement -> Forecasting) allows you to enter your predicted sales numbers and will calculate material requirements for the production. You can directly generate ‘Purchase Orders’ and ‘Manufacturing Orders’ from the forecast.

If you are using an ‘Enterprise’ package, you can enter a ‘Due’ date when these items need to be in stock. In that case, the software will use backward scheduling to plan ‘Manufacturing Orders’ to finish just in time. Also, it will indicate the last order dates for raw materials, so that they can arrive just in time. 

Read more about manufacturing and procurement forecasting.

Yes, vendors can be imported from:

1. A spreadsheet, see here;
2. Quickbooks Online, see here; or
3. Xero, see here.

On the ‘Dashboard’ there is an indicator known as a ‘Late PO’ - this shows the number of POs that should have been received already, but have not. Clicking on it will bring up the list.

In general, the PO table filtering will help you with all this. For example, to bring up a list of items that need to be there in the next five days:

1) Open the ‘Purchase Orders’ screen and view it by items.

2) Choose the statuses: ‘New’, ‘Ordered’, and ‘Shipped’. 

3) Choose your ‘Expected’ date and mark it as 5 days from today.

4) Click on ‘Search’.

There are some reports in MRPeasy that make it easy to find out what you need to purchase:

Creating Purchase Orders (POs) from Critical on-hand list:

• For each item, it is possible to set its critical low available quantity, the Reorder point, under its details in Stock -> Items. After falling below, the available quantity will turn red, notifying of the need to purchase it.
  
  
• Even if you do not keep stock for some items, it is recommended to have the Reorder point quantity for each item at least defined as 0. Then, if there is a need to order it, the item will show up in the list. 
  
  
• If the Reorder point quantity has been assigned to all items, the Critical on-hand report will show all material requirements for Purchasing. This includes materials that are required in manufacturing orders, but there is not enough available in stock or on order. 
  
  
• To see the list of items whose quantity is below their reorder point, go to Stock -> Critical on-hand. This can also be accessed from the Dashboard from Items below reorder point indicator.
  
  
• To create POs you need to click on the shopping cart icon on the end of the materials line. MRPeasy will also look for other materials on that list that can be purchased from the same vendor and add them to the same PO. 

See more in User Manual

Populating the "Critical on-hand" list from a Customer Order (CO):

1. When the CO is open click on “Check stock and book goods”
2. Click “To book items”

For more details, see also the answer to the question "How to raise purchasing or manufacturing requirements from a Customer Order?"

Automatic PO creation from a Customer Order (CO):
If the sales manager in the CRM uses the option “Generate Purchase Orders for missing raw materials” for booking goods for a CO, then POs will be automatically created.

1. When the CO is open click on “Check stock and book goods”
2. Check “Generate manufacturing orders for missing products” and “Generate Purchase Orders for missing raw materials”
3. Click “To book items”

See more in User Manual

Creating POs directly from Manufacturing Orders (MOs):
Materials can be ordered in the planning phase or after the MO has been saved.

If the MO hasn’t been saved:
1. Click on the edit button on the Bill of Materials line.
2. Click on the edit button on the material’s line.
3. Then on the bookings screen click “Create a purchase order or input purchase invoice”.

See more in User Manual

If the MO has been saved:
1. When the MO is open, click on the button “Add a booking” on the material’s line.
2. Then on the bookings screen click “Create a purchase order or input purchase invoice”.
3. Fill the PO.
If the material has a vendor assigned, then the PO is prefilled.
The software will try to group all missing materials from this MO that can be purchased from the same vendor.

NB! Once the PO is saved, goods are not booked for the MO yet!
When the PO is saved, MRPeasy will ask you whether the software should automatically book these goods for a MO. Alternatively, you need to click on “Back” to go to the booking screen and then confirm the booking.

See more in User Manual

Creating POs directly from a Forecast:
A forecast automatically finds the material requirements for the products entered in the forecast. Along with the material requirements, the forecast will give you the option to generate POs. When using the Enterprise package, it is possible to backward schedule POs in a way that they will be received just in time for manufacturing.

Steps:
1. Create and save a Forecast.
2. Tick the materials you wish to procure.
3. Click on “Create purchase orders”

See more in User Manual

When calculating a forecast, the software groups the same products on the same date. If manufacturing orders are planned for different dates, parts are shown separately, so that it would be possible to only order parts that are required. 

If you want to order the same parts for different dates in one purchase order, please tick the checkboxes of all these parts and then click the button "Create purchase orders". This will group all the selected parts by vendors.

There are different ways to do that, depending on the circumstances:

1. If you store goods at both your office and warehouse:

• You should use the Multiple Stocks and Production Sites functionality of MRPeasy. Then the "Ship to" address will be automatically added to the PO PDF according to the site you select in the PO.

2. If you only have one stock that is different from your legal address:

• You could append the "Ship to" address below your legal address in Settings -> System settings -> Regional settings -> Legal address. Then, both addresses will be visible in the PO PDF.
• Or, you could create a Custom Field for purchase orders and include it in the PO PDF using the PDF Editor.

BOMs and Routings can be entered in item's details.

1. Go to the Stock section.
2. Find the item.
3. Open its details and scroll down to Bills of Materials and Routings
4. Click on the "+" button to add new.

Important! If an article is defined as a procured item (option "This is a procured item" is checked), then these sections are hidden and Purchase Terms table is displayed instead. 

Read more about stock items here, BOMs here, and Routings here in the User Manual.

BOMs and Routings can also be imported in bulk: see here and here in the User Manual.

You can have as many levels as you wish for a BOM.

It works simply: if you have a subassembly (which has a BOM and routing) and you want to use that in a product, then add the subassembly to the product’s BOM. Now you have a multi-level BOM. 

Thus, each sub-level assembly has to have a stock article.

If you are making a manufacturing order for the top level, and any of the lower level assemblies are not in stock, then the manufacturing operations for the sub-level components will be nested under the same manufacturing order.

Using the "Play" and "Stop" buttons, which register the start and end of the operation. This data can be compared with what was planned. It is also possible to enter comments during production.

Workers will see the reporting screen which can be accessed from

1. section "My production plan";
2. from the MO when you click on "Go to production" button; or
3. from the internet kiosk.

Options 1 and 2 will take you to the same screen. On that screen you can report:

• Consumed materials in the Materials table:
  - individually (shopping cart icon on material line), and
  - in bulk by indicating the number of products finished (big shopping cart icon on the top right of materials table).
• Start/Stop times and finished quantity in the Operations table.
• MO is finished, the "Finish production" button will finalize the MO.
• Parts with serial numbers used in specific products with serial numbers (if the functionality is enabled)

See also the question "Can I edit quantities of raw materials in an existing Manufacturing Order?"

See more in User Manual

• It is possible to edit the bookings in a Manufacturing Order (MO) by editing the booked quantities with buttons "Add a booking" and "Return to stock" in the materials section of the MO. This easily allows you to reduce materials or add extra materials if needed.
  
  
• When you are finishing a MO, then if not all materials are marked as consumed, the software will ask you whether you would like to release or consume the unused.
  
  
• If you are reporting consumed materials with the function "Consume parts for end-products", then the software will consume all parts according to its BOM. If there are extra materials needed (e.g. you overproduce), the software will try to automatically make extra bookings if these have not been made manually earlier.
  
  
• Please take note, if you change a BOM, this will not influence any MO that was created previously.
  
  

See more in User Manual

There are several ways for creating Manufacturing Orders (MOs), which raise Material Requirements.

1. Creating a MO directly in "Production Planning -> Manufacturing Orders". 
   If MO is created then available raw materials are booked for the MO automatically. 
   If some are missing, these need to be procured, and can be seen in the "Procurement -> Requirements" report. 
   If the raw materials have a reorder point indicated (even 0), then the missing requirements will also show up in "Procurement -> Critical on-hand" and "Requirements".
   POs can also be directly created from the MO.
   See User Manual
   
   
2. Through a Customer Order (CO) at "CRM -> Customer Orders -> Customer Order details".
   If you book goods for a CO (button “Check stock and book goods”), there are two checkboxes you can tick:
   (1) generate manufacturing orders and
   (2) generate purchase orders for missing materials.
   The available materials are booked to the MOs and, if selected, Purchase Orders (POs) are raised for the missing materials.
   See User Manual
   
   
3. Through the "Stock -> Critical on-hand" report.
   If you have set the reorder point levels for products (even 0), then this report will show you which products you need to make and how many. At the end of each item’s line, there is a button to start a Manufacturing Order for this item and quantity.
   See User Manual
   
   
4. Through the "Stock -> Forecasting -> Forecast details".
   If MO is created then available raw materials are booked for the MO automatically.
   If some are missing, these need to be procured, and can be seen in the "Procurement -> Requirements" report. 
   If the raw materials have a reorder point indicated (even 0), then the missing requirements will also show up in "Procurement -> Critical on-hand" and "Requirements".
   POs can also be directly created from the MO.
   See User Manual
   
   

If you make-to-order then course (1) could be the easiest.

If you make-to-stock then courses (2), (3), and (4) might give the best results.

See also the answer to the question "How to raise purchasing or manufacturing requirements from a Customer Order?"

See the question "What are the different approaches to creating Manufacturing Orders and filling Material Requirements?"

You would need to use the Critical on-hand report in which sums up all requirements. 

Creating Purchase Orders (POs) from Critical on-hand list:

• For each item, it is possible to set its critical low available quantity at stock under its details in Stock -> Items. After falling below, the available quantity will turn red, notifying of the need to purchase it.
  
  
• Even if you do not keep stock for some items we recommend having the Reorder point quantity for each item at least defined as 0. Then, when there is a need to order it, the item will show up in the list. 
  
  
• If the Reorder point quantity has been assigned to all items, the Critical on-hand report will show all material requirements for Purchasing. This includes materials that are required in manufacturing orders, but there is not enough in stock. 
  
  
• To see the list of items whose quantity is below their set critical quantity, go to Stock -> Critical on-hand. This can also be accessed from the Dashboard from Items below reorder point indicator.
  
  
• To create POs you need to click on the shopping cart icon on the end of the materials line. MRPeasy will also look for other materials on that list that can be purchased from the same vendor and add them on the same PO. 

See more in User Manual

Please also see answer How do I know what materials I need to purchase?

It is possible to produce several products in one manufacturing order.

Read about Co-Product BOM functionality in User Manual

The Subcontracting functionality enables placing subcontracting Purchase Orders to manage outsourced services or manufacturing done by subcontractors (vendors).

This functionality provides support for the following types of subcontracting:

1. Some operations in your production process are outsourced to your vendor.
2. A product is wholly produced by subcontractor(s), while you only issue materials.

There are two alternative approaches that can be used:

1. Using only Purchase Orders.
   • Suitable only if you do not perform any operations.
   • Suitable if there is one subcontractor or a supply chain of several.
2. Using Manufacturing Orders and Purchase Orders combined.
   • Suitable if the vendors perform some operations in your production process.
   • Suitable if there is one subcontractor or a supply chain of several.
     • May be preferred if there is a chain of several subcontractors, while you do not perform any operations.

Read more from the User Manual: Subcontracting.

There are currently two options for re-scheduling a manufacturing order:

1. By changing any date in the manufacturing order, in the Operations section.
This does not affect other dates. All other dates should be changed manually.

2. By going to Production planning -> Production schedule and choosing the "Manufacturing orders" view type (It is selected by default). Any manufacturing order that has not been started yet can be dragged by mouse to a new date. This will reschedule it completely and all dates will be updated accordingly. You can see a demonstration of this functionality in our video:

https://youtu.be/S_WfENGcyjY?t=145 (it starts at 2:05).

Changing dates in purchase orders do not reschedule the associated manufacturing orders. The manufacturing order's part status will simply update accordingly (if parts are expected on time, or late).

The overlapping must be defined in the routing when entering work operations. If an operation starts before the previous one has ended, a checkbox "Overlap" must be checked. When checked, it is asked to enter the quantity. This field specifies the number of products that must be ready in the previous operation when the next operation begins. Specifying this as zero would mean complete overlapping, parallel execution.

For production orders in the chart "Sequence", it is possible to specify the number of the operations that precede the operation (with or without overlapping).

MRPeasy allows to click on "start" button even if all materials are not reported arrived, or the previous procedure is not reported completed. This avoids situations when one worker forgets to report and all the next workers are locked out.

If resources are not physically available, then logically, there is no reason to click "start".

If resources are physically available, even if someone forgot to report it, then the operation should still start and be reported correctly. 

These situations should never stop the factory from operating.

This information is available at Production Planning -> Manufacturing orders: please click the button 'Choose columns' in the upper right corner of the table and scroll the list to the bottom. The following columns will be useful:

• Planned time, h
• Actual time, h
• Duration difference, h
• Duration difference %.

This is a question of methodology.

For example, in a real-life scenario, on a production line, when an operation was finished, the next operation can and should be immediately performed - even if the previous worker forgets or did not have time to yet report it in software.

If the software would lock up, one of two serious consequences can happen:

1. workers would go on working and omit to report at all since the software is locked. It would be very difficult to backtrack all actions which should have been reported, but were not;
2. production would stop until the reason for lock-up is found and corrected. This could potentially result in serious delays and financial loss.

Situations like these, if solved with a software procedure instead of an organizational procedure (e.g. implementing Six Sigma, ISO, or other management methodologies; or simple due diligence by following stock lot numbers, etc.), can result in other unforeseen but very serious consequences.

When your product is fully or partly engineered according to customer's specifications, or if the product's manufacturing technology is standardized, but the product is configured to customer's specifications, then these manufacturing modes are called Engineer-to-Order or Configure-to-Order.

When no two products are the same, then each new product is a totally new item for the software and must be separately defined, in most cases.

For saving time in these situations, MRPeasy has various functionality in place:

1. You can very quickly duplicate and modify a similar product, which has been made before, or which is entered on purpose as the technological foundation.
2. The function "BOM with Parameters / Matrix BOM" helps to pre-define all possible product variations if the configurations are parametric, and parameter values are discrete (i.e. can be fully pre-defined).
3. You can upload new engineered products via CSV or via an API connection.
4. You can use "Make-to-Order Manufacturing Orders" for simple bespoke products, where you can manually type in required parts during Manufacturing Order creation, without the need for a BOM or a Routing.

All the previous options are demonstrated in the demo video about "Make to Order Manufacturing": /demo-videos/make-to-order-manufacturing/

Since these manufacturing modes create many single-use-only items, it is recommended to regularly archive the old items, after they are no longer in use.

Inventory can be adjusted in Stock -> Inventory.

A detailed description is available in the User Manual.

In case of several sites/warehouses in right upper corner under the button "All Sites" choose needed site/warehouse, where adjustment should be done.

For cycle counts and other stocktakes, MRPeasy also has a dedicated Stocktake functionality, available in the Professional package. It covers planning the count, recording the counted quantities, reviewing the differences, and adjusting the inventory at Stock -> Stocktakes. 

To make an invoice is not enough for reducing stock.

The shipment should be made, and the goods should be picked up from stock.

Please read more detailed in User Manual

The simplest explanation is that a stock lot is one batch of some product. 

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

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

Once this information has been recorded and associated with the stock lot number, then this allows to

• exactly know, what is in stock, in which batches and locations, how much is the actual value, etc.;
• see if anything is going to expire and act accordingly;
• stock lot-specific information like Delivery notes, Certificates of Conformance, or other documents;
• exactly track the actual cost of each end-product, since the actual cost of materials used is known.

General advice about stock lots:

It is an internal business object in the MRPeasy software, used for providing FIFO method of using goods, and also for above-mentioned functionality.

In your daily business, you should not operate with stock lots.

It is functionality that lets you record the detailed history of each item that is processed in your company.

How does a lot of tracking work?

Lot tracking ensures that the history of every product and material is known. Technically this means the following:

• Each batch of an item is tracked and identified separately.
• Every time a material is purchased, a unique lot number is recorded for it.
• During production, materials are consumed from specific stock lots. The stock lot numbers are recorded. 
• Each production run produces a new lot (batch) of products.
• Stock lots from where products were given out are recorded for each sale.
• Defects in products can be traced back to specific production operations or material purchases in seconds.
• For a defective batch of materials, it is possible to identify all products which are affected.

How does a lot tracking work in MRPeasy?

The warehouse management functionality (WMS) together with manufacturing planning and reporting functions (MRP-MES) in MRPeasy offer full lot and serial number traceability. This makes MRPeasy perfectly suited for ensuring material and product traceability:

• Lot tracking is automated and is always working.
• Unique lot numbers are automatically generated when products enter the system.
• Notes and files, e.g. certificates, can be attached to individual stock lots.
• Expiry dates of materials and products are managed.
• MRPeasy proposes which lots to pick items from – no manual lot number recording needed by the worker.
• MRPeasy makes sure that no product or material can be overbooked by managing the reservations properly.
• If materials or products need to be picked, the lot number, location, and quantity are always indicated to the workers.
• It is possible to divide one batch of materials (a stock lot) between different production runs, or customers.
• In addition to stock lot numbers, it is possible to track serial numbers of individual parts.
• The actual cost of each batch of products is known (from direct materials cost).

 See also What is a stock lot?

Non-inventory items are provided especially for not using in production.

For example, your chairs, tables, flowers, equipment, and other shop and office stuff.

Please use inventory items for your bill of materials.

More information in User Manual

Real cost:

It’s important to understand that the cost of all items in MRPeasy is their real cost. Each batch of items gets its exact cost, which is saved at the stock lot details (see Stock -˃  Stock lots).

The cost is not average purchase price or not a BOM average of materials in stock, etc.

When specific items are consumed in manufacturing then their real price will make up the price of the produced item. The cost of manufactured items is used materials cost + workstations cost + workforce cost. This will be saved in the stock lot details.

BOM cost approximation:

The BOM document only approximates the cost of materials.

It does not necessarily represent the realities of production, it’s just an approximation, one variation of the many combinations of inputs possible. The production has not taken place yet.

If there are variations in input prices, then it's not possible to predict with 100% accuracy what will be the real cost of the final product.

Only, once you start planning to purchase, then the materials will get their real price. And once you start planning production, the materials from a specific lot (with a specific price) are booked and their cost carries on to the finished product.

Getting an accurate cost estimate:

If you wish to get a cost estimate of produced items, then you need to simulate the manufacturing processes:

1. Use the "Estimate costs and dates" function in a Customer Order.
2. Start planning a Manufacturing Order.

There has to be an input to take prices from. If the cost approximation is not displaying anything, then either some or all materials do not have purchase terms or stock lots.

See User Manual here and here.

Getting an accurate cost estimate:

If you wish to get a cost estimate of produced items, then you need to simulate the manufacturing processes:

1. Use the "Estimate costs and dates" function in a Customer Order.
2. Start planning a Manufacturing Order.

The cost in Stock -˃ Items displays:

1. the average cost of all items in stock, this is the average real cost.
2. or the estimated cost, if the item is not in stock.

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 a 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).

For data consistency reasons it is not possible to update the quantity of stock lot directly.

If you need to adjust a quantity of a particular stock lot, then it can be done through the document that created that lot:

1. if this lot is purchased, please open the purchase order, and adjust the quantity there;
2. if the lot is produced, please open the manufacturing order;
3. if the lot is added manually, please create another lot or write-off.

Probably the easiest way is the following:

1. go to Stock -> Stock lots, find the lot and open lot's details;
2. there is a field "Source" that contains whether a link to the parent document or a text "Manual lot";
3. if the lot is not created manually, click the link, and adjust the quantity there.

Question: 

Following a quality inspection on a stock lot, where is it possible to view the results of the inspection and prove that the inspection was carried out. It is required for our quality certification that we can show that parts were inspected and successfully passed the quality inspection.

Answer:

If the stock item has the setting "Quality control -> Yes", then its procured lot/batch can have three statuses:

• On Hold - it means that inspection hasn't done yet.
• Received - it means that inspection passed successfully.
• Rejected - it means that lot has been rejected during the inspection.

You can filter the stock lot list by the statuses in Stock -> Stock lots.

So, if the stock lot has status Received, it means that the lot has passed the inspection.

If to speak about the notes, then they can be added to any stock lot. If it is more convenient, the custom field can be added to stock lots. Inspection protocol, if it is a separate document, can be attached to a stock lot as an external file.

In the User Manual there is an article regarding inspection:

/resources/user-manual/settings/system/professional-functions/quality-control/#how-it-works

There are many ways in which this can happen.
For example:
the item was used as material in a production order, and has been fully utilized.
However, this order was later removed.
In this case, the material is automatically returned to the stock.

If you really do not have such a product in stock, then do the following:
1. Restore the item using the Restore button.
2. Write off this amount.
3. Delete the item again.