This section is the Production Order List. It contains the list of Production Order records.

Overview:

Production Order list allows registration of Production orders (or Request for Quotation) for use within system modules. Production orders are for processing by Purchasing from requesting of quotation until approved or cancelled. Each successful registration adds to the number of production order for approval in the list and each provided with a system generated code to distinguish one record from another.

Definition of Terms:

Production Order List - database of company Production Orders

Production Order Record/Profile - consists pertinent information about the Production Order; found under Purchase Order-Production Order

User Involve:

Purchasing is responsible for creating a Production Order (PO) base on Purchase Request sent by Project Manager. Purchasing act as coordinator between the supplier and project manager. They are all in charge of maintaining a transparent and accurate Purchase Order system.

Forms:

Production Order (PO)

can be:

- PO acts as a request for quotation until approved by project manager

- an approved PO is a formal form use to justify ordered materials given set of conditions

General Procedure/Instruction:

A. Creating a Production Order

a.1. identify the Purchase Request you want to have Production order/s

a.2. sort items on request whether for purchase or for production

a.2. fill-up a Production Order profile and list the items you need to fabricate; see Production Order Profile

a.3. edit message box to personalize message

a.4. click save to make a “draft” Production Order

B. Sending a Production Order

b.1. select the Production Order you want to send to Supplier as request for quotation (as PO if approved)

b.2. review and finalize the details

b.3. click “Print PO” to print a copy of PO for sending via fax or export data to excel to create PO in other formats

b.4. have authorize signatures on the PO and send copy to supplier via fax or email

b.5. click “Post” to notify user (PM) that request for quotation was sent to supplier

C. Confirming a Production Order

c.1. receive feedback from supplier about the sent PO (request for quotation)

c.2. discuss quotation with the assigned PM (pm will either approve or disapprove)

c.3. provider feedback to supplier (supplier may provide more favorable offer then proceed to c.2)

c.4. finalize PO (send an approved/cancelled copy if needed)

c.5. click “ordered” if approved or “cancelled” if rejected

c.6. proceed to creating Transfer Job Order – when item/s are ready for transfer as instructed by supplier; see Job Order Transfer List

When to create a Transfer JO for Production Order:

Unlike Purchasing Order, Production order requires supply of raw material for further fabrication. Thus requiring at least a pair of transfer JO - for out-going item/s and incoming item/s. Both requires instruction or go signal from supplier as coordinated by Purchasing. Upon receipt of schedule when to supply raw materials, purchasing should create a production type Transfer JO informing warehouse about the items they need to provide. And upon fabrication by supplier and signal of availability, purchasing should create another production type transfer JO informing warehouse the details of items need to pick-up or receive from supplier.

D. Re-Ordering a For Revision Production Order

note: re-ordering means changing for revision status PO to Ordered status upon consideration of change in purchase request quantity as well as informing suppliers about the revised orders provided with revised formal PO.

points to consider:

* quantity of items to add/deduct from approved order

* timing of revision (status of orders/materials)

* preference of supplier with regards in changing of orders/PO

upon consideration you may proceed by:

d.1. select a “For Revision” PO you want to re-order

d.2. discuss with supplier about the revision

d.3. check for possible revision of PO Qty - enter new PO qty if any

d.4.a if no changes made click “Ordered” (items on list not affected by revision)

d.5.b if with changes,

d.5.b (option 1: revise previously approved PO)

d.5.b.1 resend printed PO with revised quantity (using re-printed or previously signed PO) as agreed in discussion

d.5.b.2 follow section C. Confirming a Purchase Order c.1 to c.4

d.5.b.3 update PO Qty base on the total approved quantity in PO (previously approved Qty +/- revision)

d.5.b.4 click “ordered” to notify that revised PO was processed and updated

d.5.b.5 proceed to creating/revising? Transfer Job Order/s; see Job Order Transfer List

d.5.b (option 2: consider a new PO for additional order/s)

d.5.b.1 click “Ordered” without making changes in PO qty

d.5.b.2 follow section A,B & C to order additional PO qty

System Record Status:

Production Order Status are as follows:

• Draft - the list of items for Production order is being finalized
• New - Production order details are final and sent to supplier for review and pricing
• Ordered - Production order was approved by project manager and acknowledge by supplier
• Cancelled - Production order is rejected by project manager or supplier due to reasonable reasons
• For Revision - an Ordered PO affected by changes in PR requested item

For information about Production Order details please see about page under Production Order Profile.