Home > Production > Production How To's > Creating a Production OrderCreating a Production Order
In Spectra/myStratus, a production order is created from the invoice for a client's order.
Follow the steps below to create a new production order. Note: This is done from an invoice so, if needed, please refer to Creating a Session Invoice to learn how to create an invoice.
Create or open the invoice. This can be done from the from the Invoices hub or from the Invoices tab on the client or session record.
Click Production Order on the ribbon.
Complete the following steps on the New Production Order Information form:
Step 1 - Select the vendor for this production order. If you choose "Use all necessary vendors to fulfill this invoice," the software will automatically create a separate production order for each vendor needed to fulfill the client's order.
The items on your invoice must have a preferred vendor selected in your price list. Creating a new production order will not create a detail line for any item that does not have a preferred vendor selected. See the Price List Reference topic for more information.
Step 2- Decide if you want to create the production order details manually or have the software do it for you. If you ask the software to create the detail lines for you, only the items assigned to the selected vendor will be added to the production order. When you create an item in your price list, you assign a vendor to that item (see below). This is where Spectra/myStratus uses that information.
Note: You may change the vendor for individual items on specific invoices. See Creating a Session Invoice and Price List Reference for more information.
Click OK when you are done with these steps and the software will create the production order(s).
Verify or enter the following information on the General tab of the production order: (See Production Order Reference for details about each field.)
Client/Shipping - Client and shipping information is filled in from the invoice. This information is view-only and cannot be modified on the production order. To make a change, click Invoice in the View group on the ribbon to open the invoice. Make necessary changes and then save and close the invoice. Close and reopen the production order to see the changes.
Vendor Information - The vendor name and address should automatically be completed.
Invoice Information - Several details from the invoice are shown for your information. The only fields that can be modified from the production order are the Invoice Status and Status Due Date. Any changes on the production order will be reflected on the invoice.
General -
Order Type - Select the order type here. Note: The type chosen will determine the options available on the Order Detail tab described in step 5 below. Define order types in Maintenance > Production > Production Order Types. See also: Production Order Types
Order Date - Automatically assigned by the software.
Order Number - This field is not required, but including an order number makes tracking a production order much easier. You can use your own numbering system or the order number provided by the lab. Click "#" to have the software automatically assign an order number. Note: An order number is required to use the production order bar coding feature. See also: Bar Coding
Entered By - Defaults to the current user, but can be changed by selecting any other user from the drop-down list.
Completed By - Also defaults to the current user, but has a drop-down list to select a different user.
Status - Automatically defaults to the first step in the cycle as you defined it when setting up your production statuses. See also: Production Statuses
Status Due Date - The software calculates the due date based on the duration defined for the status. This can be done by projecting out from the order date or by working backward from the approximate delivery date of the invoice. By default the software calculates out from the order date. This can be changed in Maintenance > Preferences > Company (Studio) Preferences > Production. See also: Production Statuses, Automating Production Orders and Company (Studio) Preferences - Production
Assigned to Department - Department responsible for this status on this production order. To change the assigned department, click the drop-down box.
Assigned to User - User assigned to this status on this production order. To change the assigned user, click the drop-down box.
Priority Code - Assign a priority for internal use.
Reorder Reason - If this is a reorder, choose a reason for the reorder. Reorder reason can be set up in Maintenance > Production > Reorder Reasons. See also: Reorder Reasons
Financial - The Vendor Invoice Amount is required if you use production costs to create your Profit Analysis Report. Go to Maintenance > Preferences > Company (Studio) Preferences > Reports tab to define your cost calculation. See also: Company (Studio) Preferences - Reports and Profit Analysis
Open the Order Detail tab and enter or modify the order details. The options on this tab will vary based on whether the production order is for a print order or a generic order. This is defined in your Production Order Types. See also: Production Order Types
This type of production order includes tools for working with the ordered images.
Enter In-House and/or Vendor Notes.
Print a Work Order (for internal production) or Purchase Order (for external production). See also: Printing a Work Order and Printing a Purchase Order
Click Task on the ribbon to create a task related to the production order. The task will automatically be linked to the production order as well as to the related client, session, and invoice.
Click Save & Close when finished.