Scheduled tasks & Batch Expiry

Hi all,

We are a small organic fertilizer company which produces batches to order.

We produce a product that is only used to create the final product and it has a shelf life of 8-10hrs
We must overproduce this intermediate product with every batch (ex the order require 100gal and we can only produce batches of 500gal at a time)

What actually happens is at the end of the work day (no additional final products to produce) we take whatever is left over and throw it on the compost pile.
The compost pile is also an ingredient to the final products, so it has a value in itself

My guys tend to do the physical things by the book, but fail to document what they do ... so I need an easy to execute system set up.

So a number of questions come from this scenario:

1) can I somehow require that at the end of the day the remaining stock of a batch is disposed of? (maybe only having a max amount of stock in the warehouse?)
2) if a batch expires, can it automatically trigger a warning? or better yet, no longer be available to use (in batch dropdown)
3) How do I add it to another item (compost)?  Or could I make compost it's own warehouse and then do the stock transfer to the warehouse?
4) How do I report the stock as surplus or waste? 
5) can any of this be automated (time trigger an action?)

Any ideas of how to manage this batch expiry issue would be gratefully appreciated.

Corinne



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On 15-Aug-2014, at 7:20 pm, Corinne Claypool <c....@gmail.com> wrote:

Hi all,

We are a small organic fertilizer company which produces batches to order.

Corrine - seems like a very interesting business - +1 for organic and +1 for waste management.


We produce a product that is only used to create the final product and it has a shelf life of 8-10hrs
We must overproduce this intermediate product with every batch (ex the order require 100gal and we can only produce batches of 500gal at a time)

What actually happens is at the end of the work day (no additional final products to produce) we take whatever is left over and throw it on the compost pile.
The compost pile is also an ingredient to the final products, so it has a value in itself

My guys tend to do the physical things by the book, but fail to document what they do ... so I need an easy to execute system set up.

So a number of questions come from this scenario:

1) can I somehow require that at the end of the day the remaining stock of a batch is disposed of? (maybe only having a max amount of stock in the warehouse?)

you have to fix this in your "real world" - where do you keep the stock that needs to be disposed of? Maybe you can put a board there "empty at the end of the day"

2) if a batch expires, can it automatically trigger a warning? or better yet, no longer be available to use (in batch dropdown)

Check out email alerts:

https://erpnext.com/user-guide/setting-up/email-alerts

3) How do I add it to another item (compost)?  Or could I make compost it's own warehouse and then do the stock transfer to the warehouse?

You can use Stock Entry to record these transactions

4) How do I report the stock as surplus or waste? 

Make separate Items for each type of compost / fertilizer

5) can any of this be automated (time trigger an action?)

Could be, you might have to do some customization.

Overall my experience tells me that you should build your workplace so that all these actions become apparent. I am sure you know, but check out ideas from lean manufacturing, specially 5-S and "visual control"


Any ideas of how to manage this batch expiry issue would be gratefully appreciated.

Corinne



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Thank you so much for your speedy reply

We are quite proud of our footprint in the world too :-)

In the real world the action is to just spray out whatever remains in the tank onto the pile.  Like I said, they do that faithfully (it is actually part of the cleaning process)  To date, they don't record how much is disposed of at all as the shop floor has no more than 500gal at any one time.  Our current database just ignores the remainder and if you could pull a report that gave you your stock totals (which you can't ... I didn't build it:-) ) it would like like we have 1000's of gallons in the warehouse.  Hence the reason to implement a better constructed piece of software.

When I look at stock movements, it seems the only way to remove stock from your company is to "issue" it ... is that what I would use to "scrap" the leftovers?  We ultimately want to know how much this disposal practice is costing us and at least need to declare the loss for taxes.  I there a report I can pull that lets us know the value of issued materials?  How else would you dispose of expired materials within ERPNext?



On Friday, August 15, 2014 12:01:22 PM UTC-5, Rushabh Mehta wrote:

On 15-Aug-2014, at 7:20 pm, Corinne Claypool <c....@gmail.com> wrote:

Hi all,

We are a small organic fertilizer company which produces batches to order.

Corrine - seems like a very interesting business - +1 for organic and +1 for waste management.


We produce a product that is only used to create the final product and it has a shelf life of 8-10hrs
We must overproduce this intermediate product with every batch (ex the order require 100gal and we can only produce batches of 500gal at a time)

What actually happens is at the end of the work day (no additional final products to produce) we take whatever is left over and throw it on the compost pile.
The compost pile is also an ingredient to the final products, so it has a value in itself

My guys tend to do the physical things by the book, but fail to document what they do ... so I need an easy to execute system set up.

So a number of questions come from this scenario:

1) can I somehow require that at the end of the day the remaining stock of a batch is disposed of? (maybe only having a max amount of stock in the warehouse?)

you have to fix this in your "real world" - where do you keep the stock that needs to be disposed of? Maybe you can put a board there "empty at the end of the day"

2) if a batch expires, can it automatically trigger a warning? or better yet, no longer be available to use (in batch dropdown)

Check out email alerts:


3) How do I add it to another item (compost)?  Or could I make compost it's own warehouse and then do the stock transfer to the warehouse?

You can use Stock Entry to record these transactions

4) How do I report the stock as surplus or waste? 

Make separate Items for each type of compost / fertilizer

5) can any of this be automated (time trigger an action?)

Could be, you might have to do some customization.

Overall my experience tells me that you should build your workplace so that all these actions become apparent. I am sure you know, but check out ideas from lean manufacturing, specially 5-S and "visual control"


Any ideas of how to manage this batch expiry issue would be gratefully appreciated.

Corinne



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@rushabh_mehta

On 15-Aug-2014, at 11:47 pm, Corinne Claypool <c....@gmail.com> wrote:

Thank you so much for your speedy reply

We are quite proud of our footprint in the world too :-)

In the real world the action is to just spray out whatever remains in the tank onto the pile.  Like I said, they do that faithfully (it is actually part of the cleaning process)  To date, they don't record how much is disposed of at all as the shop floor has no more than 500gal at any one time.  Our current database just ignores the remainder and if you could pull a report that gave you your stock totals (which you can't ... I didn't build it:-) ) it would like like we have 1000's of gallons in the warehouse.  Hence the reason to implement a better constructed piece of software.

You should record all of this as "Stock Entry" (of type Material Receipt or Material Issue), maybe put it as a part of the daily checklist


When I look at stock movements, it seems the only way to remove stock from your company is to "issue" it ... is that what I would use to "scrap" the leftovers?  We ultimately want to know how much this disposal practice is costing us and at least need to declare the loss for taxes.  I there a report I can pull that lets us know the value of issued materials?  How else would you dispose of expired materials within ERPNext?

When you issue the stock, you have to add do it against an account. In ERPNext each material entry is linked to an accounting entry. This way every time you scrap your leftovers, you can expense them out. Make sure that you value your stock correctly in each stock entry.




On Friday, August 15, 2014 12:01:22 PM UTC-5, Rushabh Mehta wrote:

On 15-Aug-2014, at 7:20 pm, Corinne Claypool <c....@gmail.com> wrote:

Hi all,

We are a small organic fertilizer company which produces batches to order.

Corrine - seems like a very interesting business - +1 for organic and +1 for waste management.


We produce a product that is only used to create the final product and it has a shelf life of 8-10hrs
We must overproduce this intermediate product with every batch (ex the order require 100gal and we can only produce batches of 500gal at a time)

What actually happens is at the end of the work day (no additional final products to produce) we take whatever is left over and throw it on the compost pile.
The compost pile is also an ingredient to the final products, so it has a value in itself

My guys tend to do the physical things by the book, but fail to document what they do ... so I need an easy to execute system set up.

So a number of questions come from this scenario:

1) can I somehow require that at the end of the day the remaining stock of a batch is disposed of? (maybe only having a max amount of stock in the warehouse?)

you have to fix this in your "real world" - where do you keep the stock that needs to be disposed of? Maybe you can put a board there "empty at the end of the day"

2) if a batch expires, can it automatically trigger a warning? or better yet, no longer be available to use (in batch dropdown)

Check out email alerts:


3) How do I add it to another item (compost)?  Or could I make compost it's own warehouse and then do the stock transfer to the warehouse?

You can use Stock Entry to record these transactions

4) How do I report the stock as surplus or waste? 

Make separate Items for each type of compost / fertilizer

5) can any of this be automated (time trigger an action?)

Could be, you might have to do some customization.

Overall my experience tells me that you should build your workplace so that all these actions become apparent. I am sure you know, but check out ideas from lean manufacturing, specially 5-S and "visual control"


Any ideas of how to manage this batch expiry issue would be gratefully appreciated.

Corinne



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