Daily Tasks: Creating Orders and Production

The instructions and information below should give you a rough idea how to create orders and production for the day. For more detailed information, please see other help articles for how-tos. This article assumes a basic familiarity with POMeSYS Host. Please note that we have included additional module information for certain tasks.

1. Generate Recurring Orders

The first step in the daily process is to generate all recurring orders for the next production day (the default setting in POMeSYS-Host is 1 day, or tomorrow). Once all orders are generated, usually within a few seconds, you need only wait until the cut off time for your customers to call or fax in changes.

For those that use POMeSYS-Remote, you should wait until after the cut-off time. Once that has passed, you can import Remote orders to host. Your customers have the ability to change or otherwise edit their orders before the cut off time, so they will be ready to go.

Once all orders are processed for the production day, you can now create the necessary production reports.

2. Creating Production Reports

You can create production reports from the Orders module or the Inventory module. We strongly recommend using the “Memorize” feature to save the exact specifics of all reports. This saves the report under Reports > System > Memorized so that you can run them easily.

Production reports created from Reports > Orders > Production do not display ingredients or recipes. However, they do show the quantity of finished items to create. These reports also include Packing reports and Delivery reports. These diverse reports can be customized and memorized for later use.

To use the Inventory module, you will first need to release orders to production (Transactions > Orders  > Release Orders to Production). After creating and naming a production list, go to Reports > Inventory > Production Sheet. In this drop down menu, select the newly created report.

All production reports should be printed as needed.

3. Print Sales Orders for Delivery (delivery tickets)

Depending on your needs, sales order tickets can be printed, emailed, or sent to our handheld delivery devices.

Begin at Reports > Orders > Print OR E-mail Orders. From here, select “By Batch” and then select Print or Email under “Transmit Forms Via.” Sales orders emailed will be sent to the primary email address associated with with customer. Usually two copies of each ticket are required. One is given to the customer for his or her records. The other is signed for proof of delivery.

If you use handheld devices for delivery, go to Export > To Handheld Devices and select the options you need. Once ready, click Export Data and the data will be sent.

4. Closing Orders

Once all orders are loaded and out for delivery, you can close the orders for that day. This action or step tells the program that these are no longer active orders. Once they are closed, you can still make adjustments to them. Go to Transactions > Orders > Close/Unclose Orders. Select Close Orders and By Batch to close all open for the day at once.

5. Making After Delivery Adjustments

This process is only necessary if there are changes to the orders after delivery. Go to Transactions > Manage Orders > Make After Delivery Adjustments to make needed changes. In the first field, enter the sales order number you need to make changes to. You can change the quantity delivery and quantity returned. When finished, click the green diskette to save changes and enter other adjustments. Once this process is complete, you can convert orders to invoices.

If using handheld delivery devices, you can perform an import of data that will include this information. Go to Import > From Handheld to complete this step.

6. Creating Invoices from Orders

Now that all adjustments have been made and all orders delivered for the day, you can move everything to the Accounts Receivable module. Go to Transactions > Manage Orders > Convert Orders to Invoices. NOTE: once this is done, only header information can be changed. All items and the amounts cannot be changed.

Now that your orders are invoices, you can bill your customers. You can print or send invoices or statements via email from Reports > Receivables > Print OR Email Invoices.