For brands that perform their own manufacturing or use a co-man, work orders can be a useful tool to track the creation of new inventory and the consumption of components.
Work Orders can also be used to manage Kit to Stock or Kit to Order items.
Statuses of work orders
Understanding the different statuses of Work Orders (WOs) is crucial for efficient management and tracking. Below are the various statuses that a WO can have in Settle:
Draft: This status indicates that the WO is still being prepared and has not yet been finalized. You can edit and make changes to the WO until it is marked as complete.
Open: An open status signifies that the WO has been finalized and sent to the supplier. It is now awaiting fulfillment and delivery.
Closed: This status is applied once all items in the WO have been received and the order is fully complete. No further actions are required.
Canceled: A WO with this status has been canceled and will not be fulfilled. This might occur due to changes in requirements or errors in the order.
Archived: Archived WOs are those that are no longer active but are kept for record-keeping purposes. They can be referenced if needed but are not part of the current workflow.
These statuses help in effectively managing and tracking the progress and completion of purchase orders, ensuring a smooth procurement process.
Creating a work order
Creating a Work Order in Settle is streamlined and simple.
Start at the navigation bar on the left side of your screen and select “Work Orders”.
Select the "Create work order" button at the top right side of your screen.
Fill out the relevant information, including the WO #, Vendor, and any Memos. The Issue date is automatically set to the day you create the Work Order, although this can be changed. Additionally, add Delivery Information, including Shipping vendor, and Destination. If you do not have a piece of information on hand, you can always edit the WO later.
To add line items to the Work Order, enter the Item name, UoM, and quantity. The SKU field is equipped with a search function, so you only need to remember the name of the item, and we’ll look up the SKU for you. Note that as information is added or edited, the documentation will also be updated simultaneously to make visualization of the WO easier.
To add another line item, select the “Add Line” button and follow step 4.
Once you have filled out all the information, hit "X".
Note that only items with Bills of Materials (BOMs) can be added.
Receiving a work order
Go to the Work Orders tab in the left-hand navigation bar and select the WO you want to receive.
Click the “Create GRN” button or "Upload PDF file".
Choose "+ Add without attachment," and a PDF with your GRN will appear on your screen.
Adjust the line items as needed, adding lot codes (if any) to each line item and updating the received quantity.
Update the fields in the WO Details panel on the right side of your screen. This includes the GRN # (which is auto-populated but can be changed), issued on date, memo, and delivery information. You can also link any PO or Bill to the GRN. The WO will automatically link to this GRN, and once all items are fully received, the WO status will change to "Closed."
To save the GRN, select the "X" button.
Archiving a work order
To archive a work order, please contact our support team at support@settle.co.
Inventory changes with work orders
With Work Orders, inventory levels will update based on the following:
Work Order is set to an Open status: Inventory of components will be deducted. Inventory for finished goods will be added with a reserved status.
Work Order has GRN connected: Inventory for those finished goods will be updated to Available. Note that, in this case, the status of the WO won't impact inventory levels of those finished goods. As long as the GRN is received, the inventory levels will update.