What should we buy?
ProblemThe purchasing plan under-counted large pack sizes, mixed up kilograms and grams, and ignored alternatives and orders already on the way.
SolutionOpen work orders, open order remainders and target stock are combined in one calculation. Units are converted, spare stock of alternatives and incoming purchase orders are deducted, and quantities are rounded up to the supplier’s minimum. A draft purchase order is prepared per supplier; postponed items keep their reason and date.
Stock & warehouseHard gate
Preventing and merging duplicate cards
ProblemWhen the same raw material existed on two cards, stock was split in two and formulas consumed from the wrong one.
SolutionCreating a card with a similar name triggers a warning and requires explicit confirmation. Merging duplicates moves formula, lot, stock movement, count and purchase lines onto one card; past decisions remain as history.
FEFO: first expiry, first out
ProblemLots close to expiry stayed on the shelf while newer deliveries were used first.
SolutionConsumption uses the lot that expires first. Expired lots do not count as free stock, and lots nearing expiry trigger a notification every morning.
Quarantine gate
ProblemNobody could tell what was in quarantine; the screen only offered a “release” button.
SolutionThe quarantine queue shows product, shade, lot, quantity, the work order it came from, how many days it has waited and the issue. Goods that have not been released never enter saleable stock.
Four-eyes principle
ProblemPeople were closing requests they had opened themselves and approving their own purchase orders.
SolutionThe person who opens cannot be the one who approves: lab analysis and approval, R&D requests, purchase orders above a threshold, a second chemist’s approval for large batches. Thresholds live in settings; once a threshold is exceeded, the rule applies even if the general switch is off.
Duplicate work order gate
ProblemA second work order was opened for the same product on the same order, reserving materials twice.
SolutionWhile an open work order exists for the same order, product and size, a new one cannot be opened. If it is intentional, explicit confirmation is required and recorded in the work order’s notes.