Production add-on

Production is a paid add-on to the Kancelarija plan for companies that build machines, equipment or larger jobs to order. Instead of a bill of materials in advance, every machine or job gets a project: you charge parts from stock, services and material from received invoices and small costs to it, keep the schematics and drawings with it, and the programme composes the list of built-in parts and the cost price from that. On completion the finished product enters stock at the cost price, and the customer invoice is made from the project — so the margin is visible in the same place.

The add-on is in beta: what exists works, and the remaining pieces arrive in turn. What does not work yet is listed at the end of the chapter.

Who sees it and what they may do

The module is opened by the super admin, administrator, member and technician; the accountant reads it and changes nothing. The technician works without prices: opens a project, charges parts from stock and returns them, sees the list of built-in parts, the attachments and the serial number — but does not see amounts, does not enter manual costs or invoice lines, does not complete the project and has no costing PDF. Prices are for the other roles; who sees what across the programme is in the Team chapter.

Trial, price, switching off

On the Subscription → Add-ons page click “Try free for 30 days” and confirm in the dialog. The trial lasts 30 days and can be used once per company. The add-on costs 10 € a month billed annually, 12 € billed monthly (excluding VAT) and is charged on the same proforma invoice as the subscription: with a checkbox when buying or renewing, or as a prorated charge mid-period. It is switched off with the checkbox at renewal. It works only with the Kancelarija plan — a project charges stock and lines of received invoices and works alongside work orders, and those are Kancelarija modules. The Biro plan does not carry the add-on. More on billing: Subscription and payment.

After the add-on expires, projects, attachments and PDFs remain available for viewing and download — they are your documents. Only changes are locked: new charges, attachments, status changes and completion require an active add-on.

Project

You open a project in Production with the “+ New project” button or from a quote, proforma invoice or purchase order (the Copy → Project button on the document) — the customer and the estimated value are then carried over, and you complete the name. The number PRJ-year-sequence is assigned immediately.

• Type — product (the finished product goes into stock on completion) or service (installation, servicing, a job without a machine — stock receives nothing). You choose it at the start; a completed project’s type cannot be changed.
• Customer (optional) — the partner the machine or job is made for.
• Model and serial number — you assign the serial number once it is known; it is unique within the company. Both appear on the project and on the customer invoice.
• Start date, delivery deadline, estimated value (from the quote or contract — compared with the cost price) and description.

Statuses: In preparation → In progress → Completed, plus On hold (waiting for the customer, a part or a decision; charges remain) and Cancelled (the job is not done; return the charges to stock first). You change the status with the “Change status” button; moving to “In progress” records the start date if there is none. “Completed” is not chosen by hand — it comes through Completion (below). A cancelled project can be returned to preparation.

The list of projects has a search by number, name, customer, model or serial number, the filters In progress / Completed / Cancelled / All, and the columns deadline, status and cost price (roles with prices).

Deletion is possible only for a project in preparation or cancelled and without charges — the project, its attachments and history are deleted, and the number is not reassigned. Everything else is cancelled rather than deleted.

Charges — what was built in and what it cost

The project has a Charges table. An item arrives from three sources:

From stock (“+ From stock”) — you pick the item (goods, material or product), the quantity, the date and a note (e.g. “built into the frame”). The part is taken off stock at the average cost at the moment of charging and posted as consumption (account 511 against inventory) — the same as with a work order. If the item has no average cost, the item enters without a price and does not count towards the cost price (the programme shows this as “{n} without a price”). Stock may go negative — a warning, not a prohibition (enter the stock-in from the invoice when it arrives).

From a received invoice — on the page of an approved received invoice the “Charge to project” button: you pick the project and tick the lines (painting, sandblasting, subcontracted cutting, steel bought for this machine). The amount per line is the line value after discount pro rata to the quantity; when VAT is not deductible, including VAT; a foreign-currency invoice at its exchange rate. One line can be split across several projects (the total charged quantity may not exceed the line quantity). The invoice was already posted by its purpose when you approved it, so the charge creates no new journal entry — it only enters the cost price. Two rules keep a cost from entering twice: a line you have imported to stock is not charged directly (you charge the part from stock), and a line charged directly is not imported to stock until the charge is cancelled. A manually entered invoice with a charged line cannot be edited or reversed while the charge stands. The item carries the invoice’s delivery date — an invoice with a delivery date before the opening balance cut-off stays “before the start of bookkeeping”, and the programme says so with a warning when you charge it. If the supplier reverses the invoice on SEF after the charge, the item gets the “invoice reversed” mark (and completion warns about it) — cancel it if the cost no longer applies.

Manual cost (“+ Manual cost”) — name, amount in dinars, date, note: transport of the machine to the customer, small costs, an estimate of labour as a single amount. It creates no journal entry. The “Cost exists in the books” checkbox says the cost is posted on another basis (an invoice not charged here) — it then also enters the accounting cost price, otherwise only the internal one.

Cancelling. A charge from stock has the “Return to stock” button: the part goes back into stock, the journal entry is reversed, and the item stays in the list as cancelled. If a stocktake was done after the charge date, the programme warns you to check it. An invoice line and a manual cost are cancelled with the “Cancel” button — the line is freed for another charge, the invoice itself stays as it is.

Charging is possible while the project is in preparation, in progress, on hold and after completion (the item gets the “after completion” mark — see below). Nothing is charged to a cancelled project. If the company has an opening balance cut-off, a charge from stock dated before the cut-off is refused; a manual cost with such a date is accepted with the “before the start of bookkeeping” mark.

Cost price, estimate and margin

At the top of the project are three cards:

• Cost price (accounting) — the sum of charges from stock, invoice lines and manual costs that are in the books. It goes into the value of the finished product. Below it is the internal price, which adds the manual costs outside the books.
• Estimated value — from the quote or contract, with the cost price’s share as a percentage.
• Invoiced · margin — the sum of invoices issued from the project excluding VAT, less credit notes, and the margin against the internal price (amount and percentage).

Unvalued items (without a price) enter neither price; the number of such items is shown next to the card.

Attachments — schematics and drawings with the machine

The Attachments section keeps electrical and pneumatic schematics, drawings, manuals and the rest with the project: you choose the file, the kind (Electrical schematic, Pneumatic schematic, Drawing, Manual, Other) and a description (e.g. “revision 2, after the cabinet change”). Accepted are PDF, images, CAD (DXF, DWG, STEP, IGES), ZIP, DOCX, XLSX, TXT and CSV — up to 50 MB per file; a project may hold up to 100 MB, the company 250 MB in total (the usage bar sits next to the section). PDFs and images open in a new tab, the rest is downloaded. The file travels from the browser straight to storage, so large drawings go through too; an attachment is deleted with the button next to it (the file is removed from storage). An attachment still being uploaded is confirmed by whoever is uploading it; an interrupted upload is cleaned up by itself after an hour. Downloads are recorded in the project history.

Attachments are not exported in bulk (see Data export) — they are downloaded one by one; deleting the company deletes them too.

Completion

When the machine is finished, click “Complete project”. The dialog asks for the completion date and shows the consequences in figures.

For a project of type product you choose the finished product — an existing product-type item from the item list (stock +1) or a new item (name by the model; you enter the selling price on its card later). The finished product goes into stock 1 pc at the accounting cost price, and the programme posts the entry debit 120 Finished products / credit 630 Income from own work capitalised for that amount. The items that entered that value get the “in product value” mark. If the project has charges without a price, the dialog says so — they do not enter the value. A project of type service is simply closed; stock receives nothing.

Later costs. Charge a late subcontractor invoice to a completed project — the item gets the “after completion” mark and enters the margin. While the finished product sits unsold in stock, the “Update product value” button adjusts its value too: the old entry is reversed and a new debit 120 / credit 630 is posted at the new cost price. When part of the costs is dated before the opening balance cut-off (or the stock-in was already recorded as an opening balance), no new entry is created automatically — the existing automatic entry is reversed and the accountant posts the whole amount; the dialog says so in advance and the project history records it. Once the product has been sold or moved in stock, the value can no longer change — the cost stays in the margin only.

Return to progress. A project can be returned to “In progress” while the finished product sits untouched in stock: the product is taken off (−1), the debit 120 / credit 630 entry is reversed, the marks are removed from the items. After the product has been sold or moved, returning is not possible, and neither is it while an invoice from the project is issued — cancel the invoice first.

If the company has an opening balance cut-off and part of the charges is dated before it, the stock-in is recorded in full, but the debit 120 / credit 630 entry is not created automatically — not even for the part after the cut-off, because one entry carries the whole amount; the accountant posts it (the dialog shows the part before the cut-off).

Customer invoice from the project

The “Create invoice” button opens a new invoice filled from the project: for a product the line is the finished product with its model and serial number (the invoice is made after completion), for a service a service line (the invoice is possible while the job is still in progress). The invoice carries a link to the project — its page says which project it came from, and on the project the Invoices from the project section lists the invoices with their status and the invoiced total. If the project was opened from a quote, proforma invoice or purchase order, the invoice inherits that link too, so the purchase order shows as fulfilled.

The sale of the finished product takes it off stock at that project’s cost price (cost of products sold 631 against 120) — not at the model’s average, because every machine is different. Parts charged to the project are not taken off again on the invoice. The finished product is invoiced once: while the invoice stands, the “Create invoice” button is not offered, and an issued invoice from a product project must carry the finished product as a line with quantity 1 (other lines may accompany it). A reversal or credit note of the invoice reduces the invoiced amount; after a reversal a new invoice is possible. Editing or reversing an issued invoice returns the machine to stock at its own cost, so the model’s average cost stays correct.

PDFs and reports

• List of built-in parts (PDF) — the machine file: name, quantity, unit of measure, source (supplier and invoice number, supplier code when there is one) and date, without prices — for spare parts and servicing; the technician can download it too.
• Project costing (PDF) — the same list with amounts, the cost price (accounting and internal), the estimated value, the invoiced amount and the margin — for the owner and the accountant; roles without prices do not have it.
• Projects in progress as at a date (button on the project list; the link also sits on the balance sheet) — work in progress as at a chosen date: projects opened by that date and not completed on it, with the sum of charges up to that date, in the books and internal. It is the basis for the manual entry on account 110 at period end — duplo does not post it automatically. The page has a PDF too.

History

At the bottom of the project is the History: opening, data changes, status and serial number changes, every charge and cancellation, attachments added, downloaded and removed, completion, return to progress, value updates and issued invoices — with the time and the name of whoever did it. Amounts in the history are visible only to roles that see prices. Deleting a project stays recorded in the team history.

Posting — in short

A charge from stock posts consumption (511 against 131 / 101 / 120), completion the finished product (debit 120 / credit 630), a sale by an invoice from the project that machine’s cost of products sold (631 / 120). Invoice lines and manual costs post nothing new — the invoice is already in the books by its purpose. The entries are visible in the Accounting add-on; posting runs without it too, in the background. A charge whose posting failed stands in Not posted. Details: Automatic postings.

What does not work yet

• a bill of materials in advance and requirements planning (“what else to order”) — planned as a copy of a completed project;
• working hours (labour enters as a manual cost as a single amount);
• an automatic work-in-progress entry on 31 December (the report gives the amount, the accountant posts it);
• later valuation of a charge that entered without a price;
• attachment folders and versions, viewing CAD files in the browser;
• service history per serial number; disassembling a finished product; a semi-finished product as a type; a machine for the company’s own use (the transfer to fixed assets is done by the accountant).