> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Workflow Overview
> The complete end-to-end manufacturing journey in Bizaxl — from receiving a customer order through to dispatch and payment, with every team's role explained.
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
***
## 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:
1. The operator opens the Job Card on their terminal or the **Plant Floor** view
2. They start the timer when the operation begins
3. They record time logs as the work progresses
4. They record the quantity completed
5. 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 |