Production Planning Outwork

• Production planning is activated per Transaction Type on the Settings tab.
• Organisations with multiple departments or processes, can create multiple Work Order Transaction Types and activate production planning for each one.
• Each Work Order Transaction Type has its own production planning board.
• A single Work Order can contain multiple items that must be produced. The production planning module separates the jobs and tasks for each item that is part of an estimate.
• The expected transaction flow is Quotation > Sales Order > Work Order. However, work orders may be created directly.
• Behind the scenes, planning fields are integrated into the materials and routing sections (tasks and outwork) of estimates.
• As part of the Work Order Menu options, production views are used to manage jobs, outwork, materials, services, and timekeeping. 

The Outwork View displays all the current jobs that are outsourced.
Fields with blue captions may be edited.
The navigation depends on where you added Work Orders to your menu.
Navigation: … Work Orders > Menu (button) > Outwork

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Outwork List View

Buttons Explained

Button	Description
View	Generates a list of entries as per the selected data filters.
Arrow on View Button	Reset Data Filter: Resets all the data filters.
Output	Prints, previews, or exports the selected report if Output Templates are added. Exports the current display in .xlsx format.
Edit	Allows Users to edit the entry.
Actions	Allows for changes to be made to multiple records that can be selected using Ctrl + Left Click. The options are: Batch Update: Changes all the selected records when Update (button) is clicked. The options are: – Required: Changes the required date to the one selected on the dropdown list. – Status: Changes the status of the outwork item to the one selected on the dropdown list. – Supplier: Changes the supplier to the one selected on the dropdown list. Copy to Purchase Orders: Creates a Purchase Order. (Text many vary. It is the copy command created under Copy Rules.) Multiple items can be selected in which case purchase orders are created per supplier.
Menu	Settings – User Access – Edit Transaction Type Views – Transaction – Transactions – Items Views – Production – Jobs – Materials – Tasks – Outwork Layout

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Filters Explained

First use No Date to identify transactions without dates. Only use the date filters once all the dates have been entered (e.g. Required dates).

Filter	Description
Date	A dropdown list with date options (e.g. No Date, Today, This Year).
← →	Adjusts the Date in the direction of the arrow.
Date … to …	Allows users to set their own Dates (based on the selection under Set).
Due Date (radio button)	Applies the selected date to filter the records according to their transaction Due Dates.
Req Date (radio button)	Applies the selected date to filter the records according to their transaction Required Dates.
Required (radio button)	Applies the selected date to filter the records according to their Outwork Required Dates.
Pending (checkbox)	Filters the view to show Pending jobs.
Active (checkbox)	Filters the view to show Active jobs.
Complete (checkbox)	Filters the view to show Complete jobs.

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Fields Explained

Field	Description
ID	The system-generated number for the entry.
Trans ID (PO)	The system-generated number for the Purchase Order transaction.
Status (Status Trans)	The Status of the transaction.
Trans No.	The transaction and item number of the Purchase Order if one has been created.
Date	The Transaction Date.
Req Date	The Required Date. If the date is before today, it is shown in red. Required dates are typically used to indicate the date by which the customer requires the goods.
Due Date	The Due Date. This date is shown in red if it is later than the required date. Due dates are typically used to indicate when the goods must be ready.
Company	The name of the Customer or Supplier.
Reference	The reference typed on the transaction.
Product	The name of the product (e.g. estimate description).
Trans ID	The system-generated number for the transaction (e.g. work order).
Status (Item)	The status of the item on the original transaction.
Status (Outwork)	The status of the outwork item. Statuses are created here: Edit Transaction Type (e.g. Work Order) > Menu (button) > Edit Statuses (Production Outwork).
Type	The type of item (e.g. OWK for outwork).
Outwork	The name of the item.
Supplier	The supplier selected for the item. A supplier is provided if the supplier price or estimate attribute fields on the item are completed. Alternatively, a supplier can be selected from the dropdown list.
Required (Req Date Outwork)	The date on which the outwork is required.
Qty (Req)	The quantity required.
Qty (Out)	The quantity outstanding.
Unit	The unit of the outstanding quantity.
Resolved	The code, number, and date of the Purchase Order. The block is colour-coded to match the status of the purchase order.
Created	The date on which the entry was created.
Updated	The date on which the entry was updated.
Updated By	The User who last updated the entry.
Widget	A submenu, which can also be accessed by right clicking the entry, with the following functions: – Open Transaction: Opens the Work Order. – Open Resolve Transaction: Opens the transaction listed in the Resolved column, if one has been created. – Open Linked Item: Opens the outwork item. – View Item Summary: Displays a summary of the outwork item. – Copy to Purchase Orders: Creates a purchase order for the outwork item.

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Outwork Tutorials

These tutorials explain how to use the various functions available for Production – Outwork.

How to Edit Individual Entries

1. Navigate to Work Orders.
2. Click Menu (button) > Outwork.
3. Set the filters as needed (use No Date to show all the outwork entries).
4. Click View (button).
5. Click Edit (button).
6. Click any of the fields in the columns with blue captions:
   • Status: Select a status for the outwork item.
   • Supplier: Prefilled, but a different supplier can be selected from the dropdown list.
   • Required: The date by which the supplier must deliver the work.
7. Click Save (button).

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How to Edit Multiple Entries (Batch Updates)

1. Navigate to Work Orders.
2. Click Menu (button) > Outwork.
3. Set the filters as needed.
4. Click View (button).
5. Click Actions(button) > Batch Update.
6. Select the entries you want to change. (Use Ctrl + Left click to multi-select.)
7. Select one of these options next to Update: ​
   1. Status: Select a status from the dropdown list.   
   2. Supplier: Select a supplier from the dropdown list.
   3. Required: Select a required date on the calendar on which the Outwork is required.  
8. Click Update (button).
9. Confirm the change.

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How to Create a Resolve Transaction

The required date shown on the Purchase Order is the required date on the first selected item (i.e. the date entered on the Required column next to Supplier).

1. Navigate to Work Orders.
2. Click Menu (button) > Outwork.
3. Set the Date and Status filters as needed.
4. Click View (button).
5. Click the entry or entries you want to create a transaction for. (Use Ctrl Left click to multi-select.)
6. Click Actions (button) > Copy to Purchase Orders.
   • Note: The description might have different wording (it is the user-provided caption for the Copy Rule).
7. If successful, the Purchase Order Number and Date is displayed in the Resolved column. 

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How to Open the Resolve Transaction

1. Navigate to Work Orders.
2. Click Menu (button) > Outwork. 
3. Set the Date and Status filters as needed.
4. Click View (button).
5. Right click an entry that has a transaction number and date in the Resolved column and select Open Resolve Transaction from the context menu.
   • Note: If the Resolve column is blank, a resolve transaction has not yet been created. 

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How to View a Linked Item

1. Navigate to Work Orders.
2. Click Menu (button) > Outwork.
3. Set the filters as needed.
4. Click View (button).
5. Right click an entry and select Open Linked Item from the context menu.
   • Note: The item is opened on a popup and can be edited. However, the popup does not provide for general item-related functions such as creating new items.  

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How to View an Item Summary

1. Navigate to Work Orders.
2. Click Menu (button) > Outwork.
3. Right click an entry and select View Item Summary from the context menu.
4. If the entry is an item (as opposed to a custom entry), the summary is displayed on the right.

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How to View the Work Order Transaction

1. Navigate to Work Orders.
2. Click Menu (button) > Tasks.
3. Set the filters as needed.
4. Click View (button).
5. Right click an entry and select Open Transaction from the context menu.
6. The Work Order is opened.
   • Note: Use the navigational arrow next to the text Edit Work Orders to return to the Tasks production view.

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