Generic processes for using Producepak. Choose which processes work best for your business. For Premium clients, ask your consultant for a custom set of processes.
Setup
You need to configure Company, Employee, Part before you can use the app.
Settings are found by tapping your profile picture at top right, select "Settings"
Admin: Thousands of settings that control processes and behavior of the app. It's recommended that you don't change these settings.
Company: Enter or import suppliers, customers, farms, edit your company profile.
Employee: Add more users/employees, set their permissions, roles, and access to sites and screens.
Part: Setup/import the items you buy, manufacture, and sell.
Purchases
Order inventory from your suppliers (eg: raw produce, ingredients, packaging materials), the Purchases screen creates Purchase Orders. Using this screen suggests you will use Create Inventory > Create from PO to receive the delivery. Change “Closed” to ON to hide an order if it is finished but not filled.
[Read more here].
1. Create Purchase:
Tap + to add a new Purchase Order, select Supplier, estimated delivery date and other optional details, OK
2. Purchase order items:
Select Part & item details, OK and New (to add more items), or OK and Send to finish this Purchase and send alerts.
Orders
Enter customer orders here.
[Read more here].
1. Create Order:
Tap + to add a new Order, select Customer, delivery date, Customer Ref (this is the customers Purchase Order number) and other optional details, OK
2. Order items:
Select Part & item details, tap the add more icon to enter another item, or OK and New (to add more items), or OK and Send to finish this Order and send alerts.
New inventory: Supplier delivery
Receive a delivery from a supplier if there is no Purchase order for this delivery. Usually you will create a label for each pallet, bulk tote, or same Part. If there are multiple Parts on one order, create multiple labels. Requires employee role Create from supplier.
[Read more here].
1. Create Inventory:
Enter the details of one pallet being delivered.
If there are multiple Pallets of the same Part increase the number of Pallets.
2. Print labels:
At the bottom of the screen you will see available labels and documents to print, tap on your chosen label to print it.
3. You can immediately create your next item being delivered by changing the Supplier / Part / features etc and tapping the OK button again.
New inventory: Harvest
Create a delivery generated by a harvest. Requires employee role Create from harvest.
[Read more here].
1. Create Inventory:
Enter the details of each item being delivered.
2. Print labels:
At the bottom of the screen you will see available labels and documents to print, tap on your chosen label to print it.
New inventory: Create from PO
Receive a delivery from a supplier if there is a Purchase order for this delivery. Usually you will create a label for each pallet, bulk tote, or same Part. If there are multiple Parts on one order, create multiple labels or split one item into multiple pallets. Requires employee role Create from PO.
[Read more here].
1. Create Inventory:
Scan, or enter the Purchase order number, or search for a PO number.
Select a row and the split icon to split one row into multiple pallets. Update the pallet by tapping on the Pallet number.
2. Print labels:
At the bottom of the screen you will see available labels and documents to print, tap on your chosen label to print it.
New inventory: Rapid inventory
Use this screen to allow users to create inventory from a batch. Requires employee role Create from batch.
[Read more here].
1. Create Inventory:
Tap the items you are creating, and their details.
2. Print labels:
At the bottom of the screen you will see available labels and documents to print, tap on your chosen label to print it.
The screen is immediately to create the next item.
New inventory: Touch
Receive a delivery from a supplier if there is no Purchase order for this delivery. Usually you will create a label for each pallet, bulk tote, or same Part. If there are multiple Parts on one order, create multiple labels. Requires employee role Create from touch.
[Read more here].
1. Create Inventory:
Follow the prompts to create your inventory by tapping the images.
Enter a traceability code, and weight or units if required.
2. Print labels:
On the last screen you will see available labels and documents to print, tap on your chosen label to print it.
New inventory: Batch
Use this screen to record Batch outputs (ie: the finished (or partially finished) items we packed in a batch. Requires employee role Create from batch.
[Read more here].
1. Create Inventory:
Enter the details of the item packed.
2. Print labels:
At the bottom of the screen you will see available labels and documents to print, tap on your chosen label to print it.
Sort / pre-grade raw produce
Use this process to change Features on raw produce. This is useful if you receive a delivery, then wish to set the grade / features at a later date/time.
Is there any unsorted/ungraded inventory? Got to Dashboards > Inventory > Details > filter for your produce with Feature “None”.
1. Select the pallet or inventory from the Inventory screen
Scan the inventory or pallet label, or enter pallet / inventory number, or use Select from list icon.
2. Adjust the quantity (if necessary)
If you want to grade only a portion of the inventory that is selected, tap on its Units and enter the number of units you wish to grade (these will be moved to a new pallet when process is completed, print a new pallet label!)
3. Select "Move to new pallet"
Select the Site & Warehouse, and NEW Grade / Features for the selected inventory
Tap OK to finish the transaction.
4. Print labels
Print a label if you created a new pallet, or optionally print a new label for the old pallet.
Inventory & pallet management:Select, edit, delete, change warehouse, move to pallet
Use these processes to manage inventory & pallets. Edit and delete requires specific employee roles. More info on inventory management processes here.
All processes below are on the Inventory screen.
Select pallet/inventory:
Scan the inventory or pallet label, or enter pallet / inventory number, or use Select from list icon. Tap OK when you finish selections. If you only wish to select a portion of the inventory, tap Units and enter the number of Units you wish to manipulate.
Edit or Delete
After selection, select the Edit icon to edit or delete.
Move selected inventory/pallet to another Warehouse:
After selection, select Change Site then Warehouse, tap OK.
Print new labels when you are done.
Move to pallet / Split a pallet:
After selection, select Move to pallet, then scan for a pallet (or use Search for pallet, or Create a new pallet), or Site, and Warehouse, tap OK.
Print new labels when you are done.
Schedule batches to pack:Projections
To schedule batches to pack specific customer Orders use this process. Requires specific employee roles such as Batch Admin and Dashboards screen. More info on Projections here.
When you create batches using this process, an alert can be sent to the line or production manager.
All processes below are on the Projections screen.
Select orders:
Use the filters to select the date ranges of orders you wish to work with.
Scroll down to view the raw materials required and any potential shortages.
You are packing:
Scroll down to view the You are packing section, tick Parts/Orders you want to pack in a batch.
Scroll down and select one of these options:
Pack selected items in new batch:
This will create a new batch and assign the selected items to be packed in that batch.
Add selections to existing batch:
This will assign these items to be packed in an existing batch.
Pack each in individual batches:
A batch for each selected item will be created.
Batch packing process
Use these processes to pack using batches.
Requires employee roles like Add To Batch, Create From Batch, and Batch Admin (to create and delete batches). More info on batch processes here.
CREATE A BATCH
- From the Batch screen tap + to create a new batch and enter optional details, OK
- Add Batch Inputs: Use the Select From List or Scan Inventory icon to select the raw materials you want to put into this batch (known as Batch Inputs). These usually include raw produce, and sometimes packaging materials.
- Use the More Details icon on your batch to view Inputs and Outputs at any time, or optionally the Add Employee / Services icon to add these to the batch as a Batch Input cost.
- When the batch is finished packing, if you have some left over inventory that you will pack in another batch later, on the Inputs tab, use the "Remove" link and enter the amount of inventory that you are removing (this inventory will be available to pack in a future batch). We recommend you "close" the batch when its finished, so no one can incorrectly make Batch Outputs from it by editing the Batch and switching it to "closed".
RECORD BATCH OUTPUTS
In this step we record what we packed, choose from these options:
Create outputs directly from Batch screen:
Tap the New Inventory icon, follow the prompts to create your inventory (usually a pallet at a time) and print labels as required.
Create outputs from New Inventory > Batch screen: If you wish to allow the production manager to create and manage Batches, and the team member that creates the inventory simply creates the inventory only, use this process:
From New Inventory screen, tap Batch, select a Batch, now select the details of the inventory that was packed. Print labels when done.
Logistics
View progress of unfilled orders, set shipping details like driver, registration, trailer no, transport company. Print BOL, dispatch note, invoices. View balance of inventory to fill open orders, and required production values.
Requires Logistics Admin or Dashboard permissions on employee. Full screen details here.
Tap the search icon to filter as required. Each "View" presents differently formatted shipping and production information.
Fill an order directly from this screen by tapping it (requires Sell Inventory role)
Tap "Hide" to hide an order if its closed.
Type Text
Sell inventory (no order)
Requires Sell Inventory role on employee. Additional Inventory screen details here.
These processes are on the Inventory screen and can also be started from the Invoice screen.
1. Select inventory to sell:
Scan the inventory or pallet label, or enter pallet / inventory number, or use Select from list icon. Tap OK when you finish selections. If you only wish to select a portion of the inventory, tap Units and enter the number of Units you wish to manipulate.
2. Create or select invoice:
Select "Invoice", either tap + to create a new Invoice, or select an existing invoice, now tap "Finish sale".
3. Dispatch details
From this screen set optional details and:
Close invoice: select this option to close this invoice (you won't be putting any more inventory onto it).
Print documents: print BOL or Invoice (requires Finance Admin role) as required.
Attach: attach photos of the truck during and after loading or any other documents that may be useful for insurance or proof of quality purposes (for more see Chain-Trace)
Back: if you need to add more items to the order or remove something.
TO COMPLETE THE SALE TAP "OK & send alerts". This is very important, this step sends alerts to customers (if configured on Company) and makes the invoice available for your finance app.
Sell inventory on Order
Requires Sell Inventory role on employee. Additional Inventory screen details here.
These processes are on the Inventory screen and can also be started from the Invoice and Logistics screens.
1. Select order: Tap "Orders"
2. Fill the order: Choose a method:
AUTOFILL
Tap the Autofill icon to the left of the order if you want it automatically filled using FIFO.
MANUALLY SELECT INVENTORY
Tap the Customer name, now tap the Select Inventory From List icon to select your inventory: Scan the inventory or pallet label, or enter pallet / inventory number, or use Select from list icon. Tap OK when you finish selections. If you only wish to select a portion of the inventory, tap Units and enter the number of Units you wish to manipulate.
ADD TO EXISTING INVOICE
Tap the Customer name if you wish to view existing invoices for this order and add additional items (useful for orders that you fill slowly over a period of hours or days). Tap the invoice you want additional inventory added onto, now tap Select Inventory From List icon and select inventory.
3. Dispatch details
Tap "Finish sale" after you inventory is selected.
From this screen set optional details and:
Close invoice: select this option to close this invoice (you won't be putting any more inventory onto it).
Print documents: print BOL or Invoice (requires Finance Admin role) as required.
Attach: attach photos of the truck during and after loading or any other documents that may be useful for insurance or proof of quality purposes (for more see Chain-Trace)
Back: if you need to add more items to the order or remove something.
TO COMPLETE THE SALE TAP "OK & send alerts". This is very important, this step sends alerts to customers (if configured on Company) and makes the invoice available for your finance app.
Edit an existing invoice
Use this process if you need to edit an existing invoice.
Use search to find the invoice, tap edit on the invoice:
To change a price: tap the price and enter a new price. This will save a note in InvoiceItem.Notes that the price was changed.
To add labor, freight, or service charges: Tap the labor icon above the Invoice Items.
If the inventory record contains a mistake: You need to remove the inventory from the invoice by tapping the - icon, then go to Inventory and search for it, edit it, then add back to the invoice (Inventory > "Invoice" search for the invoice, Select Inventory From List icon, Finish Sale, OK & send alerts).
Stocktake
Requires Make stocktake, or Inventory admin (for Stocktake approval) employee. Additional Inventory screen details here.
Managers can use the process below, except select "Approve stocktake" instead of Stocktake.
1. From Inventory screen: Select Stocktake from more options menu at top right.
2. Filter by location or category.
3. Enter values for inventory if the actual quantity is different than the quantity in the app.
4. Tap OK to save your stocktake.