The flowchart below outlines the recommended practice for processing new orders through m-power. A PDF version of this workflow is attached. Key points of this process are discussed with links to further details
The order process starts when the client indicates that they wish to proceed with an order. This may be a purchase order, email, verbal order or order placed through the client portal.
Entering The Job
- If the job has been manufactured before, the starting point is to find the previous job, copy it and update the copy with the new due date and other details.
- If the job has been quoted, then the starting point is to convert the quote to a job.
- Otherwise, the order is entered directly into the system
Sending an Order Confirmation
Once the job and pricing details have been entered into the system, we recommend that you send an order confirmation to ensure that both you and the client agree on the detailed requirements and pricing of the job.
If the client does not have an account:
- Raise and send an invoice for full or part payment to the client before proceeding.
- Tag the job with a status of 'waiting for payment' to allow accounts staff to filter the jobs they need to follow up for payment
Preparing Drawings (if required)
Company policy may allow drawings to be prepared for approval while you are waiting for the order confirmation or payment. If this is so:
- Change the status of the jobs to 'Awaiting Drawings' to allow the art department to filter jobs that require artwork
- Send the drawings to the client for approval - Change Status to 'Waiting Client'
Releasing the Job
'Releasing' the job records the point when you are willing to commit the job to production resources. Checklist items you may consider before releasing the job include:
- That you and the client agree on the requirements of the job | evidenced by the acceptance of the order confirmation and drawing approval
- Your Trading terms are accepted | evidenced by payment of the deposit invoice or falling with the standard account terms.
- That you can deliver the job to the agreed requirements | materials are available and delivery dates can be met
The following actions are recommended on releasing the job:
- The key tasks within the job are scheduled by the production manager
- The scheduled tasks automatically become visible on the schedule
- The predicted material requirements are committed to the job | this can happen automatically or as a manually reviewed process
- A 'timing recipe' may optionally be created | a timing recipe summarises the total material and labour requirements that are needed across the job when the job contains multiple different items
Scheduling the Job
Scheduling the job is discussed in detail in another section. The main points are:
- There are some key processes within your system that are bottlenecks and for which you have limited capacity due to machinery or personnel requirements, These processes should be tagged for scheduling
- The system will extract scheduled processes from released jobs and show them as a list
- You can assign these processes to resources (people or machines)
- Optionally, you may wish to assign these processes to occur on a specific date using a calendar function
- A person who has been assigned a process can view these processes on a list and/or a calendar. They can record time against these process, and mark them as 'complete' which indexes the process to the next stage in the workflow
Each job is different and will pass through the series of processes outlined on the job card. As it passes through each process we recommend that staff record time against these processes
- recording time updates the status of the job in Work-In_Progress
- Recording time provides productivity and job costing data
Creating a Despatch Docket
A despatch docket (often known as a packing slip) should be completed every time an element of the job is completed and sent to the client. This means one job might have one or many despatch dockets recorded against it.
creating a despatch docket by opening the job and pressing the despatch button. This creates the docket. Subsequent jobs can then be added to the docket if there are multiple jobs being despatched at the same time
Job review is the process of reviewing the completed job and ensuring requirements have been fulfilled and updating the workflow so that the next order is accurate. This process should include:
- reviewing whether the job has changed since the job was raised and whether there are extra costs that should be assigned to the invoice
- Comparing the materials that have been committed to the job, with the materials that have been used in the job. Any variances should be updated in the job summary area so that job costing is complete. Any materials used that were not on the jobcard should be added for future costing purposed
- Reviewing the timing against the job and correcting mistakes, investigating variances with staff, and adding times for processes that have been missed in scanning
- Reviewing the job cost summary and approving the job for invoicing
We recommend that invoices are created from delivery dockets as this created an internal link back to the items listed in the job. This link allows variations from the order to be found.
Once an invoice has been raised
- the invoice is emailed from the system
- The invoice is exported to the linked accounting system (MYOB or Xero)