Batch Production Data Entry for Inventory with Import from Excel (Using Datatrack)
Purpose
To provide a method of entering product harvested from a specific location, track it and receive it into On-Hand Inventory for sale.
Workflow
A typical workflow would be:
- There are two basic workflows considered for this process:
- Product is picked from the greenhouses/fields and entered in this program as a batch to be adjusted after the grading process or
- Product is picked and moved to the packing house for grading, tally sheets created and entered as a batch identifying the source.
- Products are finished, in containers and grouped onto rolling tables to await transportation to the warehouse for sale to customers
- Labels can be printed prior to product arriving at the warehouse to save time during the processing procedure.
- The only report needed when posting is summary quantity of product by grade posted to on-hand inventory.
Overview
A grower may have several remote farm locations with, or without, internet access. The process will be for the farm locations to submit batches of products during the day and the next morning before the product arrives in the warehouse. If there is no Internet connection, then the batches may be entered in once they arrive at the warehouse and graded by the receiving warehouse personnel.
A printed list of each batch will be checked for product quality and adjust the number of stems entered if the batches were submitted by the pickers.
Step 1: The Batch Entry Screen
The Batch Entry Screen is the starting point for this process.
Batch # is the current batch number and will automatically increment as new batches are added. This cannot be changed.
Lot # is automatically assigned for each picker.
Date will automatically fill in with today’s date, and cannot be changed.
Source is the farm the product has been harvested from. As a pre-requisite, you must enter the farm names into the Source Maintenance Table, and the Batch Entry column box must be checked. The Source Maintenance Table is accessed through the Vendor Menu:
Picker is the person who is inputting the data
The Category, Sub-Category, Subset, Product Code Search and Description Search filters are to help locate the items being harvested so quantity may be entered.
Only Load Batch Entries checkbox will filter out and display only the items that have had quantities added to them when checked.
The inventory item’s cost is captured from the inventory item as either “landed costs or WAC” based on the System Control settings.
Step 2: Entering a batch of product using an Excel Spreadsheet
Click on the Import Batch Data to import your Excel file
This will load all of your data into the screen
Click on SAVE then Complete Batch
This will create a Print preview window
You can then print this for your records or close the window
Next you will receive confirmation that the lots were uploaded into your SMARTSystem Inventory
Step 4: Posting quantities to on-hand inventory
Only Batch Production Managers can post harvested batches to on-hand inventory.
This setting is located in the person’s Staff record (Staff > Staff Entry) on the “Staff Options” tab.
Once a person is designated as a Batch Production Manager, a hidden button will be visible on the screen to “Complete Batch.” Clicking on it will cause the quantities to get added to on-hand inventory with the original Lot# so product can be tracked back to the source.
When all changes are completed, click the button to “Complete Batch. The inventory will be posted to your on-hand amounts, and a batch report will automatically launch.
When viewing the “Inventory Detail Items” for each of the products received, each item within the batch will create a receiving lot with the batch number in the Internal Comments field to identify Batch Receiving.
