Food Production and Supply
In the food industry, production must be considered together with timely procurement of the correct raw materials, implementation of the product recipe, controlled execution of production steps, recording of quality results, and timely delivery of the finished product to the customer.
XtraCRM combines production, product recipe, work order, quality, wastage, inventory, purchasing, sales, and finance features, enabling the management of commercial and operational processes from raw material entry to delivery of the finished product in a single center.
How does the process work in the industry?
The process usually begins with a customer order, periodic production plan, or stock requirement. The product to be produced, quantity, and target date are determined.
From the product's recipe, the required raw materials and packaging needs are calculated. Purchasing processes are initiated for components insufficient in stock.
When materials are ready, a production order is created. According to the operations in the recipe, steps such as preparation, processing, cooking, filling, packaging, or similar tasks are performed.
During production, material consumption, completed quantities, wastage, and quality results are recorded. Approved products are added to inventory and delivery processes for customer orders are initiated.
How is XtraCRM adapted to your company's way of working?
Each food business has different products, production methods, and quality control points. In the XtraCRM Production module, recipes, operations, work centers, production orders, quality points, and custom fields can be configured according to your business's system.
You can create your production process from the stages "Planned, Waiting for Material, Ready for Production, In Production, Quality Control, Packaging, Completed, and Stocked."
You can define different recipe, operation, and control areas for baked goods, dairy products, beverages, ready meals, packaged food, meat products, frozen products, or food raw materials.
Product-specific fields you can use
Product code and product name
Product category
Production unit
Standard production or batch quantity
Shelf life
Storage conditions
Allergen information
Type and quantity of packaging
Net and gross weight
Product variant
Production line
Quality control requirements
Target temperature or measurement values
Batch or lot information
Production date
Recommended consumption or expiration date
Technical documents and certificates
Product-specific explanations
Fields that must be on the legal label or production records should be determined separately according to the product group and the processes of the enterprise.
Manage product recipes
With Product Recipes (BOM), it can be defined from which raw materials, semi-finished products, and packaging materials a product will be produced.
Usage amount, unit, and expected scrap rate can be recorded for each component. Production needs can be planned based on the standard batch quantity.
Semi-finished products can be defined with their own recipes to create a multi-level production structure. This way, not only the direct raw materials of a product, but also the intermediate goods used in production can be tracked.
Track recipe and product revisions
Changes made to the product formula, material quantity, or production method can be tracked through revisions.
Old and new recipe versions can be compared to see which component, quantity, or scrap rate has changed.
Engineering or product development changes can be managed through request and approval processes. Evaluation and control steps can be created before activating a new recipe version.
Thus, the version of the recipe used in past productions can be preserved.
Plan production orders
A production order can be created using the product to be produced, recipe, planned quantity, and production dates.
A production order can first be prepared as a draft. After checking the recipe, components, and operations, it can be released to start production.
If production is for a customer order, the production order can be linked to the sales order. Productions made for stock can be tracked separately with planning information.
The planned, ongoing, and completed quantities of the production order can be monitored.
Manage operations and work orders
Operations such as preparation, mixing, cooking, cooling, filling, packaging, or similar can be added to the production recipe.
When the production order is released, work orders linked to operations can be created. The following information can be tracked for each work order:
Operation name and sequence
Linked production order
Work center or production line
Responsible employee
Planned quantity
Completed quantity
Rejected quantity
Planned start and end time
Actual start and end time
Operation status
Additional information specific to production
This way, it is possible to see which stage the production is at and which tasks are waiting to be completed.
Track work centers and production capacity
Production lines, machines, preparation areas, filling points, or packaging departments can be defined as work centers.
Working hours and daily capacity information can be maintained for each work center. The planned load, consisting of work orders, can be compared with the available capacity.
Warnings can be seen for plans that exceed capacity. Thus, it can be evaluated which work center is overloaded and whether jobs need to be distributed to different times or resources.
Manage raw material and packaging stocks
Raw materials, semi-finished products, packaging, and finished products can be tracked in stock records.
The needs on the product recipe and current stock quantities can be evaluated together to identify missing components. Purchasing can be planned for materials approaching critical levels.
According to the enterprise’s traceability structure, information such as lot, batch, production date, expiration date, or supplier batch number can be recorded with custom fields.
If mandatory batch-serial traceability or regulatory record-keeping is required beyond XtraCRM's standard stock structure, this need must be verified and configured separately.
Manage purchasing and supply processes
Purchase orders can be created for raw materials and packaging items that are insufficient in stock.
Supplier, product, quantity, price, currency, and expected delivery date can be tracked. Tasks can be assigned to the purchasing team for delayed deliveries.
During goods receipt, delivered quantities, supplier delivery notes, and related documents can be recorded. A quality or return process can be established for unsuitable materials.
Keep supplier information centralized
Raw material, packaging, and service suppliers can be managed as company records. Contact details, authorized persons, products, orders, and documents can be associated with the same account.
Contracts, price quotes, certificates, and other documents related to suppliers can be added to the record. Reminders can be created for document expiry dates.
Supplier selection processes can be supported by evaluating information such as delivery time, price, and quality history.
Record material consumption
Components required according to the recipe can be viewed in the production order. Material consumptions occurring during production can be recorded.
Planned quantities and actual consumptions can be compared to evaluate overuse or underuse.
The lot or batch information of the used material can be added to the production record with custom fields according to the company's own record system. Thus, an operational link can be established between the production result and the materials used.
Manage production notifications
A production notification can be created for the realized production. The notification can record good products, rejected products, and completed quantities.
Multiple notifications can be entered for a single production order to track partial productions. You can see how much of the planned quantity has been completed and how much remains.
The process can be set so that production output cannot be added to usable stock without passing the necessary quality checks.
Create quality control points
Quality control points can be defined for raw material acceptance, production stages, and finished products.
The following information can be monitored at control points according to the company's products:
Visual inspection
Weight and quantity
Temperature
Humidity
Density
Dimension or measurement
Packaging inspection
Label inspection
Sample information
Acceptance and rejection result
Description and control notes
The type of quality control, sample size, and acceptance criteria can be configured according to the company's own quality plan.
The inclusion of production output that has not completed or failed mandatory quality control in usable stock can be prevented.
Track nonconformities and corrective actions
If a problem is detected in quality control, a non-conformance record can be created. The source of the non-conformance, its significance level, the affected product, and quantity can be recorded.
The non-conformance can be associated with the product, production order, job order, or quality control.
The root cause, responsible person, corrective actions to be taken, and target date can be tracked. The outcome and verification of completed actions can be recorded.
Recurring non-conformances can be evaluated based on product, recipe, supplier, or production line.
Manage scrap and waste records
Scrap generated during production can be associated with the production or job order. The amount of scrap, its cause, product, and operation details can be recorded.
Scrap reasons can be classified as follows:
Raw material quality
Measurement or weighing error
Production setting
Machine breakdown
Cooking or processing issue
Packaging error
Quality rejection
Expiration or spoilage
User error
Other production reasons
Reports can show which products, recipes, work centers, or operations have more losses.
Configure batch and lot tracking according to your business
Special fields such as lot number, production date, shift, production line, and responsible employee can be created for the production batch.
Supplier lots of the raw materials used and the resulting product lot can be linked to the production record. Quality results and production documents can be kept under the same record.
When investigation related to a specific lot is required, the production order, consumptions, quality records, and customer deliveries can be evaluated together.
XtraCRM is not offered as a certified food traceability or laboratory system. The traceability depth required by the business due to regulations should be separately verified and an appropriate system should be established accordingly.
Track product shelf life
Production date, recommended consumption date, or expiration date can be stored in special fields in the product or lot record.
Reports and follow-up tasks can be created to identify stocks with approaching dates. Priority dispatch of products can be planned according to the company's warehouse processes.
For products with a short shelf life, production and sales plans can be evaluated together to reduce unnecessary stock and waste.
Manage customer and sales orders
Dealers, markets, restaurants, hotels, distributors, or corporate customers can be managed as CRM accounts.
Customer requests can be converted into offers and sales opportunities. Approved offers can be tracked as sales orders.
Product, quantity, price, delivery date, delivery method, and payment terms can be recorded in the order. Production needs can be planned for products not in stock.
Repeat order opportunities can be created by evaluating the customer's past orders and purchasing frequency.
Organize delivery processes
Completed and quality-controlled products can be prepared for customer orders.
Delivery date, address, transportation method, and responsible team can be recorded. Warehouse preparation, document checks, and customer notifications can be assigned as tasks.
If there is partial delivery, pending products, or delays, explanations and new follow-up dates can be created.
XtraCRM does not replace automatic cold chain measurement or live vehicle temperature tracking systems; it can be used to manage the commercial and operational steps of delivery.
Plan machine and equipment maintenance
Production machines and equipment can be tracked with maintenance records. Equipment cards can hold status, location, responsible person, and maintenance information.
Periodic and preventive maintenance plans can be created to monitor the next maintenance dates. In case of malfunction, maintenance requests and maintenance work orders can be opened.
Operations performed during maintenance, time used, costs, and production downtime can be recorded. This way, the impact of unplanned downtimes on production can be evaluated.
Manage feedback and product complaints
Product complaints from customers can be linked with relevant customer, product, order, or batch information.
Complaint type, report date, affected quantity, investigation results, and actions taken can be recorded.
If necessary, a quality nonconformity and corrective action process can be initiated. Notifications to the customer and resolution outcomes can be stored in the history.
Track billing and collection processes
Completed sales orders can be linked with finance and billing processes.
Invoice date, due date, currency, and payment status can be tracked. Tasks can be assigned to finance or customer responsible for overdue receivables.
Supplier invoices and production-related expenses can be recorded to evaluate product and period costs.
Define authorizations according to task distribution
Different access and operation permissions can be defined for sales, production planning, purchasing, warehouse, quality, maintenance, finance, and management teams.
While the production team manages production and work orders, the quality team can record inspection results. The purchasing team can monitor suppliers and orders, the warehouse team stock movements, and the finance team invoices.
Recipe changes, quality decisions, and certain financial transactions can only be carried out by authorized users.
Create a measurable structure for management
Open customer orders, planned productions, orders awaiting materials, ongoing work orders, products awaiting quality approval, scrap, and maintenance activities can be monitored on management screens.
The following information can be evaluated based on product, recipe, production order, supplier, customer, or period:
Customer orders and delivery status
Planned and actual production
Raw material needs
Available and critical stocks
Purchasing and supply status
Planned and actual consumptions
Quantity of accepted and rejected products
Quality control results
Nonconformities and corrective actions
Scrap quantities and reasons
Work center capacity loads
Maintenance tasks and downtime periods
Billing and collection status
XtraCRM does not force your business into a fixed food production model. By configuring product recipes, operations, quality control points, custom fields, purchasing and sales processes according to your production setup, you can make the entire process from raw material supply to delivery of the finished product to the customer more controlled, measurable, and traceable.
XtraCRM is not a laboratory, HACCP verification, or regulatory compliance system. Food safety plans, mandatory analyses, legal records, and official compliance processes must be conducted separately by the business in accordance with relevant regulations and standards.