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BATCH / WORK ORDER

Purpose​

The Batch / Work Order screen is used to create and manage internal production lots for a part. It records the batch number, date, quantity, and optional reference number, and it can also allocate the required raw material or child material before production starts.

This batch then becomes the working quantity for downstream production and quality operations.

1. Workflow Summary​

Typical flow:

  1. Create the Batch / Work Order for the required part and quantity.
  2. Allocate material sources from available inspected stock, if allocation is enabled for your organization.
  3. Use the batch in downstream operations such as Control Task, Hourly Production, Assembly, and Serial Number Generation.
  4. Track the balance through Remaining Quantity.
  5. Use the completed batch in Final Inspection, Movement History, and stock reports.

2. Prerequisites​

Before creating a Batch / Work Order, confirm the following:

  • The required Part is available in Part Master.
  • The part is ready for production and has the required setup in the system.
  • The Batch No Prefix is configured in Organisation Details for auto-generation of the batch number.
  • If your organization uses restricted batch creation with material allocation, the required BOM items must already be available through approved or inspected stock.

3. Open the Batch / Work Order Screen​

You can open the screen from either of these menu paths:

  • Production & Quality -> Operations -> Batch / Work Order
  • Store -> Operations -> Batch / Work Order

This opens the Batch / Work Order Search page.

4. Search Batch / Work Order​

4.1 Search Filters​

Use the following filters on the search page:

  • Part: Filter by a specific part.
  • Batch / Work Order Number: Search by exact or partial batch number.
  • Qty Comparison: Select a comparison operator such as >=, <=, =, >, or <.
  • Remaining Qty: Search by available balance quantity.
  • Status: Filter by Active or Deleted.
  • Batch / Work Order From Date
  • Batch / Work Order To Date

4.2 Default Search Behavior​

When the screen opens:

  • From Date defaults to the first day of the current month
  • To Date defaults to today
  • Remaining Qty Comparison defaults to >=
  • Remaining Qty defaults to 0

4.3 Search Result Grid​

After clicking Search, the result grid shows:

  • Reference Number
  • Batch / Work Order Date
  • Batch / Work Order Number
  • Part
  • Quantity
  • Status
  • Remaining Quantity
  • View / Edit
  • Refresh

4.4 Refresh Remaining Quantity​

Use the Refresh icon in the result row to recalculate and fetch the latest Remaining Quantity for that specific batch.

This is useful after production, inspection, assembly, or any other downstream transaction consumes quantity from the batch.

5. Add Batch / Work Order​

Step 1: Start a New Entry​

  • From the Batch / Work Order Search page, click Add Batch / Work Order.

Step 2: Fill the Header Fields​

Enter the following details:

  • Ref / DC Number [Optional]

    • Enter the customer reference, DC number, or any tracking reference if required.

  • Part [Mandatory]

    • Select the part for which the batch is being created.

  • Batch / Work Order Date [Mandatory]

    • Select the batch date.

  • Batch / Work Order Number [Mandatory]

    • This is usually auto-generated by the system.
    • If the prefix is not configured in Organisation Details, batch number generation will not work as expected.
    • The batch number must be unique.

  • Quantity [Mandatory]

    • Enter the batch quantity.
    • Quantity must be greater than 0.

  • Remarks [Optional]

    • Enter remarks if needed.

Step 3: Review Bill of Materials​

If restricted batch creation is enabled in your organization, the screen shows a Bill of Materials section after the part is selected.

This section lists the required materials for the selected part, including:

  • Part
  • Type
  • Required Quantity
  • Allocated Quantity
  • Status
  • Material Sources

Step 4: Enter Quantity and Update Required Quantities​

  • After entering the batch quantity, the system recalculates the Required Quantity for every BOM row.
  • Required quantity is derived from the part BOM and the entered batch quantity.

Step 5: Auto-Allocate Material Using Refresh​

  • Click Refresh in the BOM header to auto-allocate material.
  • The system allocates available material using FIFO logic.
  • Older approved or inspected sources are picked first.

Step 6: Add or Edit Material Sources Manually​

If you need to override or review allocation:

  • Click Add Source or Edit Sources for a BOM row.
  • The material source dialog shows the available inspected material sources.
  • Select one or more sources and enter the quantity to allocate from each source.

Allocation rules:

  • Quantity cannot be negative.
  • Allocated quantity cannot exceed the available quantity for that source.
  • New selections must have a quantity greater than 0.
  • The total selected quantity should not exceed the required quantity.
  • Existing selections can be reduced or removed while editing.

Step 7: Check Allocation Status​

Each BOM row shows:

  • FULLY ALLOCATED when Allocated Quantity = Required Quantity
  • PENDING when allocation is still short

Step 8: Submit​

  • Click Submit to save the Batch / Work Order.

Submission is allowed only when:

  • All mandatory header fields are filled
  • Quantity is valid
  • The batch number is unique
  • If restricted batch creation is enabled, all required BOM rows are fully allocated

6. Edit Batch / Work Order​

Step 1: Search the Record​

  • Open the Batch / Work Order Search page.
  • Search the required record.
  • Click View / Edit.

Step 2: Understand Edit Mode​

When a Batch / Work Order is opened in edit mode:

  • Part becomes read-only.
  • Existing BOM allocations are loaded back into the screen.
  • Remaining quantity and current status are shown.

Step 3: Update Editable Fields​

You can update these fields only when the batch is still editable:

  • Batch / Work Order Date
  • Batch / Work Order Number
  • Quantity
  • Remarks
  • Material Sources

Step 4: Quantity Validation During Edit​

The system does not allow quantity to be reduced below the quantity already consumed.

In practice:

  • Consumed Quantity = Original Batch Quantity - Remaining Quantity
  • The edited quantity must be greater than or equal to the consumed quantity

Step 5: Save Changes​

  • Click Submit to save the updated record.

7. Edit Restrictions​

The screen becomes non-editable in these cases:

  • All batch quantity is consumed

    • When Remaining Quantity = 0, the record cannot be edited further.

  • Created through Purchase Inward

    • If the Batch / Work Order was created through Purchase Inward, it cannot be edited from this screen.

  • Deleted status

    • Deleted records are displayed as read-only.

8. Remaining Quantity Logic​

Remaining Quantity represents the balance quantity that is still available for downstream operations.

This quantity reduces when the batch is consumed in later processes such as:

  • Production operations
  • Control Task
  • Assembly
  • Serial generation and inspection-linked usage

Whenever you want the latest balance:

  • Use the Refresh icon in the search grid

9. Status Meaning​

  • Active: The batch is available and can still participate in the workflow, subject to remaining quantity and edit restrictions.
  • Deleted: The record is inactive and cannot be used for further editing.

10. Downstream Workflow After Batch Creation​

After a Batch / Work Order is created:

  1. The batch becomes available for production operations.
  2. Operators and QC users can select it in Control Task and related production screens.
  3. The batch quantity is progressively consumed by downstream processes.
  4. Completed serials and output quantities flow into Final Inspection.
  5. The resulting movement can be reviewed in:
    • Stock Ledger Report
    • Batch Wise Stock Report
    • Movement History

11. Practical Notes​

  • Batch number generation depends on configuration in Organisation Details.
  • Duplicate batch numbers are not allowed.
  • If material allocation is enabled, incomplete allocation will block submission.
  • Remaining quantity may need a manual Refresh in the search grid to show the latest balance after downstream transactions.

That’s it! You’ve learned how to SEARCH, ADD, and EDIT a Batch / Work Order, and how it fits into the production workflow in DMeX.