Efficient Order & Production Management
Introduction
The Orders dashboard is powerful, but simply knowing where the buttons are isn't enough to run an efficient production floor. This guide outlines the recommended workflows and strategic habits for Production Managers and Floor Supervisors. By following these best practices, teams can reduce bottlenecks, ensure accurate audit trails, and streamline the path from "New Order" to "Fulfillment."
1. Configuring Your Workspace (Setup)
Before diving into daily tasks, configure the grid to match your specific role. You do not need to view every piece of data available.
Tailor Columns to Roles:
Production Floor: Enable columns for SKU, Recipe Token, Status, and Expected Finish Date (XFD). Disable financial columns like Price.
Shipping Clerks: Enable Carrier, Service Level, Requested Ship Date, and Order Number.
One Factory at a Time: If you manage multiple facilities, resist the urge to jump back and forth. Select one Factory from the top-left dropdown and clear that queue before switching. This prevents shipping items from the wrong inventory pool.
2. Daily Production Routine
Establish a rhythm for processing orders to ensure high-priority items are never missed.
Morning Review: Priority & Past Due
Start every shift by filtering the list using the sidebar toggles:
Check "Priority": These are your VIP orders. Assign these to specific work cells immediately.
Check "Past Due": Investigate why these are stuck. Do they need an XFD Shift or a remake?
Check "Status: New Order": Move these to the initial production stage (e.g., "Print" or "Cut") immediately to keep the pipeline full.
The "Status" as a Gatekeeper
Do not wait until the end of the day to update statuses. Update the status as the physical action occurs.
When a batch of items is printed, use Bulk Actions to move them to "Printed."
Why? Real-time updates prevent double-work and allow Customer Support to see accurate progress without calling the factory floor.
3. Managing Travelers & Documentation
Travelers are the passport for the product as it moves through the factory.
Configure Templates First: Before trying to print, ensure your templates are set up correctly in Settings > Travelers. Creating specific templates for specific product lines (e.g., "Apparel Traveler" vs. "Hard Goods Traveler") reduces confusion on the floor.
Batch Printing: Never print one by one unless necessary. Select 10-20 "New Orders" at a time, use the Act on Items menu, and bulk export the PDF. This saves time and paper.
4. Handling Exceptions & Delays
In production, delays happen. The key is how you document them.
Don't Ignore Dates- Shift Them: If an order cannot meet its deadline, do not simply leave it as "Past Due." Use the Shift XFD (Expected Finish Date) action.
Always Use Reason Codes: When shifting an XFD or placing an order On Hold, always select a reason code (e.g., "Machine Down," "Out of Stock").
Benefit: At the end of the month, you can run reports on these reason codes to identify your biggest bottlenecks.
Remake Strategy: When issuing a Remake, use the "Notes" field to explain exactly what went wrong (e.g., "Print smear on logo"). This data is crucial for Quality Assurance teams to reduce future waste.
5. Fulfillment & Shipping
Accuracy at the shipping station is the final quality check.
Batch Fulfillment by Carrier: To speed up the process, use the Filter or Sort headers to group orders by Carrier (e.g., group all UPS orders). Select them in bulk and click Fulfill.
Verify Addresses: When the fulfillment popup appears, do a quick visual scan of the addresses. If an address looks incomplete (missing State or Zip), cancel the action and flag the order for Customer Service.
Print Packing Lists with Labels: Always check the "Print Packing List" box during the fulfillment flow to ensure the physical paperwork matches the shipping label generated.
6. Audit & Communication
Avoid using sticky notes or verbal instructions for specific orders.
Digital Paper Trail: If a customer changes a request or a priority changes, use the Add Comment feature in the Order Details panel.
Review Timeline: If an order status seems wrong, check the Timeline in the details view to see who moved the order and when. This ensures accountability.
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