Bottled Water Production Process

System 21 Manual

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 Table of Contents:

Production Order Creation 3

Production Order Amendment 6
Component Item Amendment 8
Component Item Removal/Deletion 10
Component Item Addition 12
Production Order Enquiry 15
Item/Stockroom Enquiry 17
Trial Allocation (Order Release) 19
Material Status Report 23
Printing of Spooled File 26
Confirm Shipment Receipt 27
Order Release 28
Issue Materials to Production 33
Unplanned Issues 41
Material Issuance Enquiry 43
Material Issuance Adjustments 47
Production Receipt Enquiry 56
Re- Open Order 61
Production Booking Adjustment 63
Production Order Completion 68
Production Order Deletion 71

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Create Production Order:
Note: A production order is also called a work order.

1. Go to 1/PCM – Order Maintenance

Press F8 – Create New Order button

In the next screen, fill out the following fields:

a. Item – the item that will be produced
b. Route Code
c. Quantity – Production Order Quantity
d. Due Date
e. Start Date

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Item
a. You can type the item code if you already know it.
b. If not, you can do an item search by typing a question mark ‘?’ in the field and then pressing F4 to
show the list of items. To select an item, put a ‘1’ beside the item code.

Set the Route Code to ‘1’. Enter the production order Quantity, Due Date and Start Date. The format of the
dates is MMDDYY.

Press Enter once you have provided the needed information.

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Notice that at this point, the system has not yet assigned a Production Order number. To confirm the
production order, press F19 – Create Details.

The system will then assign a Production Order number (W######).

Note this Production Order Number. The status of the order is Confirmed.

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Amend Production Order Details:

2. Once you have created a production order, the order type is initially set to Standard. This means that the order
details are exactly the same as the details in the item’s BoM (Bill of Materials).

System 21, however, allows you to amend the production order details prior to releasing it. You can change the
quantity and shrinkage of the component items, add and/or remove new component items, etc… Note that
amending the order details will not affect the BoM; the changes will be applied only to this specific production
order.

Press F18 – Amend details to do some changes in the production order.

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3. In the next screen, you will see detailed information about the Production Order: Order Number, Parent Item,
Quantity, Stockroom, operations and their component items. If you see “More: +” in the lower right section of
the screen, you need to scroll down or press Page Down to see the rest of the component items.

In this production order, there are five operations involved: (10) Filling. Each operation has component items
under it – referred to as Inputs, which are also numbered (Input Sequence).

Later, you will see how the Operation Number and Input Sequence will be used in adding new operations and
components to this production order.

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4. To amend details of a component item such as quantity or shrinkage, put a ‘1’ in the box next to it and press
Enter.

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Fill in the new quantity or shrinkage, and press Enter to commit the changes you made.

Press Enter again when you see the screen below.

The new quantity and shrinkage is now reflected.

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5. To remove or delete a component item, put a ‘1’ in the box next to it and press Enter.
For this example, we will delete the Paint (Input Sequence #40) under Operation 10 (Production Date Coding).

Press F11 – Delete.

Press F11 – Delete again in the next window to confirm deletion.

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Notice that there is no more input item #40 under Operation 10.

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6. To add a new component item, you need to specify the Operation No. in which it will be used as well as the
Input sequence. For this example, let’s put back the Ink that we have removed in the previous step.

In the first field after “Enter Sequence to Maintain”, put ‘10’ (Operation – Production Date Coding)
In field beside it, put ‘40’ since it there is no other input in that operation, and then press Enter.

It is suggested to use Input Sequence in multiples of 10 (e.g. 10, 20, 30, etc…) so that we can insert new
component items in between them if needed (say, input # 11 between 10 and 20).

In the next window “Input Item Maintenance”, you will see the Operation is set to ‘10’ and Input Seq is set to
‘40’. Fill in the Input Item, the issuing stockroom, quantity and shrinkage (if any), and then press Enter.

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Press Enter again in the next screen to confirm the addition.

The new item is now reflected.

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7. If you are done with amending the production order details, you can then update the production order to save
the changes you have made. Press F8 – Update to save the changes.

A pop up window will be displayed to confirm that the order details were updated. Press Reset to continue.

Press F3 – Exit to close the window.

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8. To view the details of a Production order, go to 1/PCE – Enquire on Orders. Fill the Production Order Number
and press Enter.

The first screen will show you general details about the production order: Status, Type, Order quantity,
Completed quantity and outstanding quantity. Note that since we have amended the order details, the type is
now Amended Standard – this means that we have amended the Standard BoM for this specific order.

To review the materials needed to produce this order, click F15 – Material.

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In the Material Review screen, you will see all the components required to fulfil the production order as well as
the operations and input sequences. This screen also shows the quantity required, issued and outstanding for
this production order.

a. Qty Required – quantity required to fulfill the production order; quantity that was set during production
order creation
b. Qty Issued – quantity that was issued out to production
c. Qty O/S – quantity that was not yet issued out, outstanding, based on the Qty Required (Qty Required
minus Qty Issued)

Since we have not yet issued out any materials, the Qty O/S is still the same as Qty Required.

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9. Once a production order is confirmed, the On Order Qty of the parent item (item to be produced) will be
updated.

Go to 3/INE – Item/Stockroom. Fill in the Item code and Stockroom and press Enter.

In the next screens, you will see that the Production Order Qty was added to the On Order quantity.

Click F24 – More Keys to see the other options that you can navigate to.

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Click F24 – More Keys again until you see F18 – Stock Availability. Press F18 to view the pending production
orders for the parent item.

In the Stock Availability Enquiry screen, you will see all outstanding production orders related to that parent
item. Press Page Down until you see the production order that you have created.

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10. Production Order Release and Trial Allocation

Go to 3/PCM – Order Release to release the order.

Fill in the Production Order number and press Enter.

To release an order means that it is ready to be processed. This also means that you have enough available
quantity of materials that you can allocate for this production order.

Note that once you have released the order, the available quantity of the component item will be reduced by
the required quantity specified in the production order, and will be transferred to the allocated quantity.

Press F18 – Trial Allocate to view the trial allocation. This simulates the issue of materials to the order and
highlights potential shortages.

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In the Material Availability Enquiry screen, you can verify if the available quantity in your stockroom is enough
to fulfill the required quantity. A double asterisk (**) will be displayed along the line item to indicate that you
have insufficient available quantity in the issuing stockroom.

In our example, we can see that the available quantity of the item 75H2O048019 – CARTON – ABSOLUTE 500M
is less than the Qty Required. Therefore we will not yet release this production order; otherwise the available
quantity in the issuing stockroom for 75H2O048019 will result to negative.

If there is no shortage, then you can proceed with Order Release. Click here.

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The Qty Available displayed is only the quantity that is available for stockroom WR. In order to view the other
stockrooms which also have that item, press F15 – All Stores.

The Qty Available will then be updated to reflect the item’s total quantity in all stockrooms where the item is
enrolled. To check which stockrooms also store the item, put a ‘1’ in the box beside the item.

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In this example, we can see that aside from stockroom WR, stockroom 2A – Main Warehouse -- has enough
quantity that can fulfill the required quantity for this production order. This means that we need to request
additional stocks from 2A to fulfil the required quantity before we release the production order.

Press F3 – Exit to exit the screen and go back to the main Order Release window.

You can exit the Order Release window for now since we are not yet ready to release the order. Press F3 to exit.

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11. To generate a report that will show all items with shortages, go to 22/PCE – Report by Material Status

Fill in the following details:

a. Report Sequence – set to ‘3’

b. Order Number – put the Production Order No. in the From and To fields
c. Put ‘1’ in the Order Status fields Planned, Confirmed and Released
d. Put ‘1’ in the Include Issuing Stockroom Only
e. Put ‘1’ in Print Shortages Only

Press Enter to generate the report.

A pop up window like below will be displayed. Press Reset to continue.

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To view the report, go to WRKSBMJOB. This is already added to your Favourites; Double Click on it to open.

If it is not present in your Favourites, type WRKSBMJOB in the Quick Launch and press Enter to open it.

A job named “PC_ORSHORT” will be generated in WRKSBMJOB. To view the generated report or “spooled file”,
put ‘8’ in the box beside it.

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The generated report is named PC032PT. To view it, put a ‘5’ in the box next to it.

The report will highlight the item/s with which the issuing stockroom has shortage. This report can be printed
and can serve as the “RS” or Requisition slip that can be forwarded to Materials Department.

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12. To print a report or spooled file, put a ‘2’ in the box next to it.

Type the printer name in the Printer field and press Enter.

The printed report can be brought to the Materials Department, and which they will use as basis for stocks
transfer.

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13. Once Materials Department receives the RS, they will create a Record Transfer Out (41/INP) transaction in the
system. A report will be generated and will be given to the receiving stockroom.

This report will show the following information among others: items to be transferred, quantity, lot number,
etc… It also has a reference no., which will be used by the receiving stockroom (in our example, stockroom WR)
in confirming receipt of the transferred items.

14. To confirm receipt of materials from the Main warehouse, go to 42/INP – Confirm Shipment Receipt. Enter the
Reference No. in the Distribution Order Number field and press Enter.

To receive all items, put ‘1’ in the Select all Lines to Update, and press F8 – Update.

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 You will be directed to the main Confirm Shipment Receipt screen and message at the bottom part of the
screen will inform you that a job has been submitted to perform updates. This only means that the inventory
level of the item/s you just received in stockroom WR will be updated.

15. When you have enough quantity for all the items in the production order, you can then release the order.

To release the order, go to 3/PCM – Release Order, but do a trial allocation again to verify that you have
sufficient quantity indeed in the issuing stockroom.

The screen below shows the trial allocation for the production order W000759. As you can see, the Qty
Available of item 75H2O048019 is now sufficient to cover the Qty Required.

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Before we release the order, let us first look at the current inventory status of item 75H2O048019 in the issuing
stockroom WR. Go to 3/INE – Item/Stockroom and fill in the Item Code and Stockroom and press Enter.

Prior to Order release, the Available quantity is 14159.962 while the Allocated quantity is 0.

Take note again of the formula for the Physical Quantity:

Physical = Available + Allocated + Frozen

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In the next screen, let us see what happens to the inventory status of the materials after the order is released.

To release the order, Press F8 – Order Release.

Once the order is released, you will be directed to the Order Release main screen. Press F3 to Exit.

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The Order release function produces four (4) spooled files as depicted below.

Once an order has been released, its status changes from “Confirmed” to “Released”.

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As for inventory status of the materials, the Qty required will be deducted from the Qty Available and
transferred to the Allocated Quantity.

While in this screen (Item/Stockroom – 3/INE), click F24 – More Keys to see the other options that you can
navigate to.

Click F24 – More Keys again until you see F18 – Stock Availability. Press F18 to view the production orders to
which this item is allocated.

In the Stock Availability Enquiry screen, press F13 – Allocations to see all outstanding production orders related
to this material.

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In the screen below, the quantity 14000 PC is allocated to our work order W000759.

16. To issue materials to Production, go to 11/PCM. This is used to issue out the ACTUAL QUANTITY that was used
in the production.
Enter the Production Order, the Issue Date (actual date), and the Workstation, and then press Enter.

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The next screen is the Record Issues and Adjustments screen. This is where you do the actual issuances and
adjustments. All the input items are listed down, with the default values of the Issue Qty fields set to the Qty
Required in the production order. If the item is lot-controlled, you will be required to select a lot in the Batch
column.

Note that you can still change the values in the Issue Qty field based on the actual consumption of the
production order.

If there is a plus sign ‘+’ in the lower right section of the screen, it means that there are more input items in the
list. Press Page Down to see the other input items.

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To proceed with the issuance, fill in the actual quantity issued in the Issue Qty fields. If the actual quantity issued
is the same as the Qty Required, then you can leave it as is. Next, put a question mark ‘?’ in all fields under the
Batch column. These are the items that are lot-controlled, and therefore require a lot/batch. Then press Enter.

A pop up window will be displayed for every input item requiring a lot number. To select a lot, put a ‘1’ beside it.

Note that for this material, you will have to do this twice—one for each lot. First, select lot “020614-1” and then
change the quantity afterwards.
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Once you have provided the lots and the correct quantity, press F8 – Confirm All Issues to confirm the issue of
all the items in the window.

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If there are input items with outstanding quantity in the Issue Qty column, then you can continue issuing out
materials similar to what was shown in the previous steps.

Press F9 – Confirm Selected Issues

At this point, you have already issued out the quantities of all the component items used in this production
order.

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17. Suppose that during the production run, there are some items used that are not part of the original production
order. While you are in the Issue Materials to Production window, you can use Unplanned Issues to issue out
materials and charge them to this production order.

Press F19 – Unplanned Issues and the Record Unplanned Issue window will pop up.

Fill in the following:

a. Operation Sequence
b. Unplanned Input (Item Code)
c. Quantity
d. UOM
e. Stockroom
f. Reason Code

To select an operation sequence, clear the field and press F4 to view the selection list. Put a ‘1’ in the box to
select.

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To select a reason code, put a question mark ‘?’ and press Enter to display the selection list. Put a ‘1’ in the box
to select.

Once you have filled in the necessary details, press F8 – Confirm Issue.

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 In the Record issues and Adjustments screen, you will see that the unplanned input is now reflected.

18. To view the material issuances related to a production order, go to 1/PCE – Enquire on Orders.
Just type in the order number and press Enter.

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Notice that the Quantity Complete is still 0, because we have not yet made any production booking yet. What
we have done is only material issuance. Press F15 – Material to display the summaries and details of all material
issues. At this point, the status of the production order is “Active”.

In the screen below, you can see that the Qty O/S are all zeroes. To view the detail of each material issuance,
put a ‘1’ in the box beside the component item and press Enter.

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Below is an example of the detailed view of a material movement. You can see the issued quantity, the
stockroom, the UOM, Batch Reference/Lot and the User ID.

If you look at stock movements (this is like the stock card in System 21), you will see this transaction as
Manufacturing Issue. To view the stock movements, go to 4/INE – Stock Movements and fill in the item code
and stockroom and press Enter.

In this example, we will use the CAP – 30mm GREEN at WB stockroom.

You can determine which specific transaction is related to your production order by looking at the Reference
column. To display the details of this Manufacturing Issue transaction, put a ‘1’ in the box beside it.

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The screen below shows the detailed view of the stock movement.

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19. Suppose you realize that you have made an over issuance for a single input item, then you can do adjustments
using 11/PCM – Issue Materials to Production. For our example, let’s say that we have over issued 5 PC of item
74H2O048012. Initially, we issued out 331636.036 PC, when it should have only been 331631.036 PC.

In the Issue Materials to Production screen, put a -5 in the Issue Qty and the batch, and press F8 – Confirm All
Issues to confirm the adjustment.

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When you go back to 1/PCE – Enquire on Orders, you will see the Qty Issued is now updated.

Similarly, this adjustment will also generate a stock movement of type Manufacturing Issue. The only difference
is that it will have a positive quantity.

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20. Once you are done with material issuance to production, you can now proceed with Production Order Booking.
This task is used to record the production output of a specific production order.

Go to 12/PCM – Production Order Booking, and fill in the actual date of production in the Date field.

Select the Work Station used in the production. You can directly fill in the Work Station Code if you know it
already, or you can out a question mark ‘?’ and press F4 to view the list. To select a work station code, put a ‘1’
in the box beside it. Then press Enter.

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Next, you need to provide the Work Order Number.

Then, provide the Operation to which you will record the booking. You can directly fill in the Operation Code if
you know it already, or you can out a question mark ‘?’ and press F4 to view the list. To select an operation
code, put a ‘1’ in the box beside it. Then press Enter.

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Next, provide the Lot number and the Quantity (put in the Good field) for this batch of production output, and
press Enter.

In the pop-up screen, Press F8 – Confirm to confirm the quantity.

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Since Finished Goods Items are lot-controlled, you will be taken to the Lot Header Maintenance window. The
Production Date is set to the current date. You can change it if need be. The press Enter so that the system will
calculate the Expiry Date, First and Last Available Dates based on what is set in Item Maintenance.

Press Enter again once the Expiry, First and Last Available Dates have been populated.

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In the pop-up screen, Press F8 – Update.

You will then be taken back to the Production Order Booking main screen.

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Press Enter so that the Booking Details Summary will be displayed in the right side of the screen. Press F8 –
Update to update and confirm the booking.

Press F3 - Exit so that the Production Order will be updated.

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21. To view the production receipts related to a production order, go to 1/PCE – Enquire on Orders.
Just type in the order number and press Enter.

Notice that the Quantity Complete field has a value now – 13,000 BX, which is the quantity in our first
production booking. Aside from the Quantity Complete, the Quantity Outstanding has been updated also to
680 BX. The status of the order is still “Active”.

To view a summary of the production receipts made for this order, press F16 – Receipts.
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Below is an example of the summary view of production receipts. You can see the production date, receipt
quantity, the stockroom, the UOM, and the batch reference/lot.

If you look at stock movements, you will see this transaction as Manufacturing Receipt. To view the stock
movements, go to 4/INE – Stock Movements and fill in the item code and stockroom and press Enter.

In this example, we will use the parent item 92ABS045172 at WB stockroom.

You can determine which specific transaction is related to your production order by looking at the Reference
column. To display the details of this Manufacturing Receipt transaction, put a ‘1’ in the box beside it.

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The screen below shows the detailed view of the stock movement.

If you want to book the outstanding quantity of 680 BX, then simply go back to the 12/PCM – Production
Receipt Booking and redo the steps shown here. You can also provide a new lot number if you want to.

Since you are completing the Production order quantity, you will see a pop up display indicating Order
Completion. Just press Enter to proceed.

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Press F8 – Update to update and confirm the booking.

Press F3 - Exit so that the Production Order will be updated.

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When you enquire the order in 1/PCE – Enquire on Orders, you will see that you have no outstanding quantity
and the status is Completed.

When you press F16 – Receipts, you will see the two production lots that you have booked.

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22. Once the production order is completed, you can no longer make any adjustments in terms of production
booking. If you have made an over booking for the production order and you need to make adjustments, then
you will have to RE-OPEN the production order using 6/PCM – Order Completion.

Note that you can only make production bookings if the production order status is Active.

Go to 6/PCM – Order Completion. Provide the Production Order No. and press Enter.

In the next screen, press F13 – Re-open Order.

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Press F13 again to confirm re-opening of the production order.

Notice that the status of the order changes from ‘Completed’ to ‘Active’. Press F3 to exit.

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 Press F3 again to exit the Order Completion window.

23. To do adjustments in your bookings, go to 12/PCM – Production Order Booking, and fill in the actual date of
production in the Date field, as well as the Work Station, and press Enter.

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Put ‘1’ in the Rev Ind (Reverse Indicator) field to indicate that this will be a deduction to the booking you made
prior. Provide also the work order number, operation, lot number and the quantity to be deducted (to be put
in the “Good” field). In this example, we are deducting 150 BX. Press Enter.

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Press F8 – Confirm to confirm the adjustment.

Press F8 – Update

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You will then be taken back to the Production Order Booking main screen.

Press Enter so that the Booking Details Summary will be displayed in the right side of the screen. Press F8 –
Update to update and confirm the adjustment.

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Press F3 - Exit so that the Production Order will be updated.

Note that at this point, the status of the order is still “Active” since you have an outstanding quantity of 150 BX
(the quantity we just adjusted). The Quantity Complete has been updated also – 13,530 BX.

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If you will no longer fulfil the remaining quantity of 150 BX for the production order, you can now complete the
order using 6/PCM – Order Completion. This task will change the status of the order from “Active” to
“Completed”, and the Qty Outstanding will be zero.

To do this, go to 6/PCM and provide the Production Order number, then press Enter.

Press F8 – Complete Order.

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Press F8 again to confirm order completion.

The status is now ‘Completed’ and the Outstanding Quantity is 0. Press F3 to exit.

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If you look at stock movements, you will see this transaction as Manufacturing Adjustment. To view the stock
movements, go to 4/INE – Stock Movements and fill in the item code and stockroom and press Enter.

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24. If you have a production order that is in ‘Confirmed’ status, you can delete the order through 1/PCM – Order
Maintenance.

Go to 1/PCM – Order Maintenance and provide the Production Order no. and press Enter.

Press F11 – Delete Order to delete the order.

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Press F11 again to confirm order deletion.

You can confirm the status of this deleted work order by going to 1/PCM.

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