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Creating a Production Order

  • Updated

Available in:  Agile |  Aware  | Analyzer | Multi-Outlet

Creating a production order in reciProfity is a straightforward process that helps you organize and manage what needs to be made for each customer. This guide walks you through how to start a new order, fill in the necessary details, and link recipes so everything is ready for production and invoicing.

How To Create New Production Orders

  1. Select the hamburger menu in the top left corner.
     
  2. Select Production Orders.

     
  3. In the Production Order page, select the button.

     
  4. From the Select Customer field, start typing the customer's name and select it from the drop-down menu, and then click the button to move onto the next page or to abort.

     
  5. Populate the Production Order with the necessary information. For detailed descriptions of each field, refer to the field list provided in the next section.
     

Production Order Fields 

The following fields are available for configuration on the Production Order:

  • Order Number: Grayed out and auto-populates.
  • Invoice Number: Grayed out and auto-populates. The first four digits are the reciProfity's Unit number, followed by the next available sequential number.
  • Customer Alias (required): Auto-populates based on the previous screen's selection. 
  • Order Received Date: Auto-populates the current date.
  • Order Production Date: Auto-populates the date the Submit Order button is selected.
  • Order Shipped Date: Auto-populates the date the Ship Order button is selected.
  • Order Type: Displays the type of order—Manual or CATAPULT. This field is read-only.
  • Order Total: The original order total of recipe items only.
  • Shipped Total: The invoice total, including recipe items, delivery fee, taxes, and discounts.
  • Shipped Sub Total: The total of all Shipped Ext Cost values, excluding freight. This field is read-only.
  • Order Status: Displays the order's status, such as pending, submitted, or shipped.
  • Show/Hide Details: Reveals the associated customer's information.
    • Contact Name: The name of the contact for the relevant Production Order. 
    • Contact Email: The email address for the associated contact.
    • Contact Phone: The phone number for the associated contact.
    • Customer Code (required): The customer code for the associated contact.
    • Business Name (required): The name of the business associated with the Production Order.
    • Notes: Notes can be added by the reciProfity user.
    • Freight: Freight/delivery fee can be added.
  • PLU: The serving recipe's PLU, which must match Catapult’s SUID. The serving recipe must have a PLU assigned before it will be visible in this drop-down menu.
  • Name: The serving recipe's description.
  • CATAPULT QTY: Visible only for CATAPULT orders. This field is grayed out and read-only. It displays the original order quantity from CATAPULT and is auto-populated from the original order quantity field. This column appears just before the Order Qty column and is hidden for manual orders.
    • Note: In future releases, this column may display a different label for non-CATAPULT integrations. This behavior is not part of the current release.
  • Order Qty: The number of servings ordered.
  • Shipped Qty: The number of servings shipped.
  • Item Cost: Auto-populates from the serving cost field in the serving recipe.
  • Order Ext Cost: The extended cost of the Order Qty.
  • Shipped Ext Cost: The extended cost of the Shipped Qty.

new prod order.png

Using customer-related fields like Customer Alias, Customer Code, Business Name, and contact details help ensure each order is accurately linked to the right customer. This makes it easier to track past activity and supports smoother production and invoicing.

 

Editing a Production Order

Once the button is clicked, the page title changes from New Production Order to Edit Production Order. The order number, invoice number, order received date, and order total fields all update. Additional serving recipes can be added, and the existing recipes can be modified. Clicking again will update the order.

 

edit prodution order.png

  • The PLU and Name columns allow users to add serving recipes to the order.
  • The Order Qty column allows users to specify the desired quantity. All other columns in the serving recipe pane are grayed out initially. Users will be able to fill in those columns as the order progresses through the various stages of pending, in-production, and shipped.
  • The button permits the user to remove the serving recipe from the order.

Note that if CATAPULT is connected to reciProfity, a CATAPULT QTY column will display the original quantity from CATAPULT. This field is not editable.
 

HOW TO: Automatically Fill Shipped Quantities in Production Orders

To quickly match shipped quantities to ordered quantities during production, you can use the Fill All feature. For step-by-step instructions and behavior details, see: HOW TO Automatically Fill Shipped Quantities in Production Orders. 

Linking Recipes to Order Items

When an order is in Pending status, users can link recipes to items listed in the “Order Items Without Recipes” section.

  • The “Link Recipe” button is available only while the order is Pending. Once the order is Submitted, the button is no longer visible.
  • If a recipe exists for the PLU of an item in the bottom section, clicking “Link Recipe” will:
    • Locate the matching recipe.
    • Move the item to the main order section at the top of the screen.

This process ensures that only recipe-linked items are included in the production sheet and invoiced correctly.
 

Order Items Without Recipes 

When an order is received from Gateway, any line items that do not have a matching recipe for their PLU will appear in a separate section labeled “Order Items Without Recipes” at the bottom of the screen.

As you can see in the image below, these items must be linked to a recipe using the “Link Recipe” button (available only while the order is in Pending status) in order to be moved to the main order section and included in production and invoicing.
 

Picture111.png

These items are excluded from the invoice sent to Gateway and CATAPULT when the order is marked as Shipped. As shown in the image below, once the order is marked as “In Production,” the Link Recipe button is no longer available.
 

image 11.png

Toggle Visibility

Click the “Hide” button to collapse the “Order Items Without Recipes” section.

image 55.png

Click “Show order items without recipes” to expand and view the section again.

image99.png

 

Recipe Deletion Rules for Production Orders

Recipe deletion affects production orders differently based on the order’s status. These rules explain when a deleted recipe is unlinked from an order and when it is retained for historical accuracy. 
 

Pending Orders

Pending orders are still editable. If a recipe is deleted, it is unlinked from the production order and moved to the Order Items Without Recipes section. The item is excluded from production and invoicing until it is linked to a recipe again. This allows users to correct or replace recipes before production begins.
 

In Production Orders

Orders marked In Production are locked to protect active production work. Recipes linked to an In Production order cannot be deleted. The Delete button is disabled, and a tooltip explains that the recipe is currently used in an In Production order. This prevents changes that could affect ongoing production.
 

Produced, Shipped, and Canceled Orders

Produced, shipped, and canceled orders are finalized and preserved for record keeping. If a recipe is deleted, it remains linked to the production order and does not move to the Order Items Without Recipes section. Recipe details, including name, PLU, quantities, and costs, remain visible in the order. This keeps historical production orders accurate and auditable even if the recipe no longer exists.

Note: Deleting a recipe that is retained on a finalized order does not prevent users from reusing the same PLU or recipe name in a new recipe.
 

Save Production Order

These options control how changes to a production order are saved, submitted, or finalized as it moves through the production process:
  • SAVE: Preserves changes.
  • CANCEL: Aborts changes and returns to the previous screen. If there are changes to the order, it also serves as the back arrow.
  • SAVE AND CLOSE: Preserves changes and returns to the main Production Order page.
  • SAVE AND NEW: Preserves changes and opens a new Production Order.
  • SUBMIT ORDER: Preserves changes and submit the order to the Production Sheet.
  • SHIP ORDER: Preserves changes, ships, and invoices the order.

 

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