Workflow Overview - Bizaxl Documentation

This page describes the full business journey for a manufacturing operation in Bizaxl. It shows how every module connects, which team is responsible at each stage, and what must exist before each step can begin.

End-to-End Manufacturing Workflow

Flowchart showing the full manufacturing journey from Sales Order through Production to Dispatch and Payment

Stage 1: Order Intake and Planning

Who: Sales Team, Production Manager A customer places an order. The Sales Team creates a Sales Order in Bizaxl, confirming the product, quantity, and expected delivery date. This Sales Order is the trigger for the production process. The Production Manager reviews open Sales Orders and creates a Production Plan. The Production Plan:

Pulls all open Sales Orders (or Material Requests) for items that need to be manufactured
Calculates how many units of each finished item need to be made
Checks current stock against requirements
Identifies raw material shortfalls

Key outputs from this stage:

Sales Order (confirmed customer commitment)
Production Plan (manufacturing schedule with material requirements)

Status flow: Sales Order moves from Draft to Submitted

Stage 2: Raw Material Procurement

Who: Purchase Manager, Procurement Team Once the Production Plan identifies material shortfalls, the system generates Material Requests for items that are not in stock. The Purchase Manager converts these into Purchase Orders sent to approved suppliers. When suppliers deliver materials, the Store Keeper creates a Purchase Receipt, which:

Records the physical receipt of goods
Updates raw material stock levels
Triggers a quality inspection (if required for that item)

The Accounts team then records the Purchase Invoice when the supplier bill arrives. Key outputs from this stage:

Material Requests (internal requests for stock)
Purchase Orders (formal orders to suppliers)
Purchase Receipts (goods received and stocked)
Quality Inspections on incoming materials (where required)

Status flow: Purchase Order moves from Submitted → To Receive → To Bill → Completed

Stage 3: Work Order Creation

Who: Production Manager Once materials are available (or expected to be available in time), the Production Manager creates Work Orders from the Production Plan. Each Work Order specifies:

The item to manufacture
The quantity to produce
The Bill of Materials to follow
The planned start and end dates
The source warehouse (raw materials), WIP warehouse, and target warehouse (finished goods)

Key prerequisite: An active, approved Bill of Materials for the item must exist before a Work Order can be created. Status flow: Work Order moves from Draft → Submitted (Not Started)

Stage 4: Material Transfer to Production

Who: Store Keeper, Production Supervisor Before production begins, the required raw materials are transferred from the raw material store to the Work-in-Progress (WIP) warehouse. This is done through a Stock Entry of type “Material Transfer for Manufacture.” This step updates stock balances to show materials are now in production rather than in the store. Status update: Work Order status updates to show materials have been transferred

Stage 5: Production Execution (Job Cards)

Who: Machine Operator, Production Supervisor Each operation defined in the BOM routing generates a Job Card. A Job Card is the operator’s instruction and time-recording tool for a single operation at a specific workstation. For each Job Card:

The operator opens the Job Card on their terminal or the Plant Floor view
They start the timer when the operation begins
They record time logs as the work progresses
They record the quantity completed
They close the Job Card when the operation is finished

If a machine stops unexpectedly, the operator records a Downtime Entry with the reason and duration. Quality inspections may be triggered at specific operations if the BOM is configured to require them. Status flow: Job Card moves from Open → Work In Progress → Submitted Status update: As Job Cards are completed, the Work Order’s operation progress updates automatically.

Stage 6: Finished Goods Receipt

Who: Store Keeper, Production Supervisor When production is complete, the Store Keeper creates a Stock Entry of type “Manufacture” to formally record the production output. This entry:

Deducts raw materials consumed from the WIP warehouse
Adds finished goods to the finished goods warehouse
Records any scrap or process loss

Status update: Work Order status moves to Completed when the manufactured quantity equals the planned quantity.

Stage 7: Quality Inspection of Finished Goods

Who: Quality Control Inspector If the item’s BOM or Manufacturing Settings require a final quality inspection, the Quality Inspector performs a Quality Inspection on the finished goods batch before they are accepted into the finished goods store. The inspection records whether each quality parameter passes or fails. If the batch fails, it is quarantined and a Non Conformance record is raised.

Stage 8: Goods Dispatch

Who: Dispatch Team, Sales Team Once finished goods are in the warehouse and the customer’s delivery date arrives, the Dispatch Team creates a Delivery Note against the Sales Order. The Delivery Note:

Deducts finished goods from the warehouse
Records the items, quantities, and delivery address
Triggers a Sales Invoice to be raised

Status flow: Sales Order moves from To Deliver to To Bill (or Completed)

Stage 9: Invoicing and Payment

Who: Accounts Receivable Team The Accounts team creates a Sales Invoice based on the Delivery Note. The Sales Invoice is sent to the customer. When the customer pays, a Payment Entry is recorded against the Sales Invoice to mark it as settled. For GST-registered businesses, the Sales Invoice automatically generates an e-Invoice and the relevant GST data is recorded for GSTR-1 filing.

Stage 10: Production Cost Reporting

Who: Finance Manager, Management After the Work Order is completed, the full production cost is available:

Raw materials consumed (from Stock Entries)
Labour time (from Job Card time logs, valued at workstation hour rates)
Overhead (operating cost from workstation definitions)

Finance reviews the Work Order Consumed Materials report and Production Analytics to compare actual costs against planned costs.

Role-Responsibility Summary

Stage	Role	Action
Order Intake	Sales Executive	Create Quotation, convert to Sales Order
Production Planning	Production Manager	Create Production Plan from Sales Orders, identify material needs
Procurement	Purchase Manager	Raise Purchase Orders for material shortfalls
Goods Receipt	Store Keeper	Create Purchase Receipt, update stock
Incoming QC	Quality Inspector	Inspect incoming materials
Work Order	Production Manager	Create and submit Work Order
Material Issue	Store Keeper	Transfer raw materials to WIP warehouse
Production	Machine Operator	Execute operations, record time on Job Cards
Floor Oversight	Production Supervisor	Monitor Plant Floor, manage Job Cards
Downtime	Machine Operator / Maintenance	Record Downtime Entries
Finished Goods	Store Keeper	Record manufactured goods via Stock Entry
Final QC	Quality Inspector	Inspect finished goods
Dispatch	Dispatch Team	Create Delivery Note
Invoicing	Accounts Receivable	Raise Sales Invoice
Payment	Accounts Receivable	Record Payment Entry
Cost Review	Finance Manager	Review production cost reports

Upstream and Downstream Dependencies

Item Catalogue
  └── Bill of Materials
        └── Work Order
              ├── Job Cards (per operation)
              ├── Stock Entry (material issue)
              └── Stock Entry (finished goods receipt)
                    └── Quality Inspection

Sales Order
  └── Production Plan
        └── Work Order
              └── (as above)

Purchase Order
  └── Purchase Receipt
        └── Purchase Invoice
              └── Payment Entry (outgoing)

Delivery Note
  └── Sales Invoice
        └── Payment Entry (incoming)

Status Reference

Work Order Status

Status	Meaning
Draft	Created but not yet submitted
Not Started	Submitted and authorised, materials not yet transferred
In Process	At least one material transfer or job card has been started
Completed	All planned quantities have been produced
Stopped	Manually halted before completion

Job Card Status

Status	Meaning
Open	Job Card created, work not yet started
Work In Progress	Timer started, operator is working
Submitted	Operation completed and time logged
Cancelled	Job Card voided

Production Plan Status

Status	Meaning
Draft	Being prepared
Submitted	Approved, Work Orders can be created
Completed	All planned items have been produced
Cancelled	Plan voided

​End-to-End Manufacturing Workflow

​Stage 1: Order Intake and Planning

​Stage 2: Raw Material Procurement

​Stage 3: Work Order Creation

​Stage 4: Material Transfer to Production

​Stage 5: Production Execution (Job Cards)

​Stage 6: Finished Goods Receipt

​Stage 7: Quality Inspection of Finished Goods

​Stage 8: Goods Dispatch

​Stage 9: Invoicing and Payment

​Stage 10: Production Cost Reporting

​Role-Responsibility Summary

​Upstream and Downstream Dependencies

​Status Reference

​Work Order Status

​Job Card Status

​Production Plan Status