A day in the season

What this chapter is for

Here we follow a real day of the season, hour by hour: who does what, on which screen and with which button. First at a small mill with 3 people, then at a larger mill with two sites. At the end comes the owner's weekly check.

The numbers stay the same across the chapter, so you can follow them from intake to withdrawal.

Small mill: 3 people

The people and their roles

Eleni took the Quality officer role from the start, with the onboarding Excel. Without it she could not classify, and no settlement could be finalized.

The settings in force

They were set on the first day (see the chapter "First day of setup"):

• Default terms: "Percentage in oil" 10%, "Settlement per batch".
• Charges: «Δακοκτονία» (olive-fly spraying), once € 2.00, mandatory. «Δοχεία» (containers), per unit 0.50, optional.
• Tanks: Δ-01 holds 1,200 kg of a 5,000 kg capacity.
• Line 1: one production line.

07:30 · Eleni: the price of the day

Eleni signs in and opens Today. At a glance she sees the queue, the intakes, production, quality, the settlements and the tanks.

Then she opens Prices:

1. In the Daily price entry form she picks the Quality (the site's class for extra virgin) and the Certification (conventional).
2. Effective date: today. Price €/kg (up to 6 decimals): 6.
3. She presses the button, which spells out €6.00/kg, the class and the date.

She looks at the table Current price per quality and certification for "▲ No price" rows. If she forgets the price one day, the settlement takes the latest prior price and says so. If a class has no price at all, every settlement with that class is blocked.

08:00 · Giorgos: the queue

Giorgos opens the Arrival queue.

• Nikos has an appointment. When he arrives, Giorgos presses Check in in the table Today's appointments not yet arrived.
• Maria comes without an appointment. Giorgos presses New walk-in (or the N key), finds her and presses Add to queue.

Nikos is first. When the scale is free, Giorgos presses Call, then Start intake.

08:15 · Giorgos: the intakes

In Fast intake, for Nikos:

1. He types Net weight (kg) 1000, as the scale shows.
2. He presses Accept lot. The lot gets a code.
3. The label printer is not connected, so he writes the code by hand on the sack.
4. He presses Review and complete intake, then Complete intake, and prints the receipt with Print receipt (not fiscal).

The same for Maria, with 500 kg.

Maria had no agreement. The system created one for her automatically from the default terms, 10%. Giorgos, as Intake operator, does not see the terms.

09:30 · Kostas: the production batch

Kostas opens Production.

1. On the Line 1 card he presses + New batch.
2. In Available olive lots he picks Nikos's lot (1,000 kg) and Maria's (500 kg).
3. He presses "Create batch with 2 olive lots · 1,500 kg". The batch is Ready to start.
4. He presses Start batch.

At 10:15 he records a measurement with + Add measurement: malaxing temperature 27.5, while the limit is 27 °C. A warning card appears. Kostas adjusts the malaxer, writes "lowered the temperature" in Operator comment and presses Acknowledge and continue. Without the acknowledgement the batch could not be completed.

11:30 · Kostas: the completion

The batch gave 270 kg of oil. In the Output section:

1. Oil produced (kg): 270.
2. Destination tanks: Δ-01, 270. Δ-01 will hold 1,470 kg.
3. Byproducts: if the site requires pomace, he presses + Add byproduct and types the kilograms.
4. He checks that Blockers says "No blockers."
5. He presses Review output and allocation and looks at the Allocation preview:
   • Nikos: 1,000 / 1,500 → 180.000 kg.
   • Maria: 500 / 1,500 → 90.000 kg.
   • Rounding residual (mill): 0.000 kg.
6. He presses the complete button, which spells out the kilograms and the tanks.

Completion does not ask for a fresh sign-in. The oil is now in Δ-01, but it is not credited to any producer yet.

12:00 · Eleni: the classification

Eleni opens Quality. The list Quality: batches awaiting classification shows the morning batch.

1. She checks the Inputs and the Computed outcome: conventional.
2. Under Lab measurements she types acidity 0.3.
3. Quality class (manual choice): the extra virgin class.
4. Batch certification: conventional.
5. She presses Finalize classification: ….

Eleni does this as Quality officer. As Central manager alone she could only read the screen.

17:00 · Giorgos: Nikos's settlement

Nikos comes to settle. Giorgos opens Settlement.

1. He presses New producer settlement and picks Nikos.
2. In the Gross allocation lines he sees the morning batch: "Gross 180.000 kg", classified. He ticks it and creates the draft.
3. Under Additional charges: «Δακοκτονία» is already ticked and locked. Nikos takes 4 containers: Giorgos adds «Δοχεία» and types Units 4.
4. He presses Save the charges and recalculate the draft.
5. He checks that there are no Blockers.
6. He checks the table Totals in kg of oil and in €:

Each charge becomes oil at the day's price: €2.00 ÷ €6.00 = 0.3333…, truncated to 0.333 kg.

7. He presses Finalize and credit X to producer. The button shows the 161.334 kg. No fresh sign-in is asked.
8. He presses Print statement and gives the settlement statement to Nikos to sign.

17:20 · Giorgos and Kostas: the withdrawal

Nikos wants to take 100 kg of oil now.

1. Giorgos, in Oil withdrawals: New withdrawal request, finds Nikos. Under The producer's settled oil he sees 161.334 kg in his class. He types kg the producer asks for 100 and presses Create request: … kg ….
2. Kostas, on the same request: types 100 against Δ-01 and presses Confirm delivery of … from … tank(s).
3. He prints the Olive oil withdrawal note. Kostas and Nikos sign.

After the delivery:

• Nikos has 61.334 kg of settled oil.
• Δ-01 holds 1,370 kg.

Giorgos opened the request and Kostas made the delivery. So two people saw the kilograms.

18:30 · Kostas: the count

Kostas measures Δ-01 and finds 1,369 kg. In Tanks he opens Δ-01, presses Count Δ-01 and types 1369. The 1 kg difference is recorded on the tank. Nikos's and Maria's oil does not change.

19:00 · Eleni: a look at Today

Eleni opens Today:

• Settlements: no open draft. Maria will come tomorrow for hers.
• Quality: no batch waiting.
• Tanks: none near capacity.
• Latest actions: the last 5 actions of the Audit.

Larger mill: two sites

The people and their roles

The company has two sites, in village A and village B, with two lines each.

Here quality, the till and the prices are with different people. The owner does not need the Quality officer role.

The day, by role

Site manager, 07:30. Opens Today for their site. Enters the day's prices in Prices, for every combination of quality and certification, organic included.

Intake operators, all day. One works the Arrival queue and the other the scale in Fast intake. In the waiting room, the Queue display shows who is called, with initials and the last 4 digits of the tax number.

• A producer with a broken-down truck must go first. The intake operator cannot change the order. The Site manager presses More → Change position, writes a reason and signs in again.
• A 12,000 kg lot is above the site's warning limit. The screen asks for a second press. The operator checks the scale: it was 1,200 kg. He fixes the field before accepting.

Production operators, all day. Each line runs one batch at a time. To mill only part of a 1,200 kg lot, the intake operator first splits it into 700 kg and 500 kg in Lot detail, with a fresh sign-in.

Quality officer, midday and afternoon. Classifies the batches in the list, oldest first, so that settlements do not wait. Records the line cleaning before every organic batch.

Cashier, afternoon. Does the settlements. One draft has the "No price" blocker for organic. The cashier sees "Ask a manager to enter a price for …". The Site manager opens the same draft and presses Enter a price: …. The form opens right there, prefilled. The cashier then finalizes.

Warehouse operator, afternoon and evening. Delivers oil on the open requests. One delivery came from the wrong tank: it cannot be edited. The Site manager reverses it, with a reason and a fresh sign-in, and the warehouse operator makes a new, correct delivery. In the evening, the count.

Site manager, evening. In Today looks at Settlements (how many drafts have blockers) and Tanks (which are near capacity). In Audit they see only their own site.

Accountant and back office, as needed. Finds intakes and settlements, and prints statements again. Changes no business records except registering new producers, and does not see the Agreements.

Central manager. Switches site in the Work context bar and looks at Today for each site. When a charge changes for everyone, they change it once and press Copy to all sites….

The weekly check

Once a week, for example on Friday, the owner opens Audit. It takes 10 minutes and is the cheapest control there is, especially when the same person does both the till and the intake.

1. From (date): Monday. Up to and including (date): today.
2. In Action they pick, one at a time:
   • the weight corrections;
   • the price corrections;
   • the settlement and delivery reversals;
   • the queue position changes.
3. They press Show entries and read When, Who and Subject.
4. For anything unclear, they open the subject from the row where it has a link, for example the Lot detail.

The Central manager sees the whole company and filters by Site. The Site manager sees only the selected site.

At the small mill, Eleni looks above all at Giorgos's weight corrections. Giorgos does both the intake and the till, so the Audit is the second pair of eyes.

See How to find who did what.

Exercise

On the demo, with dieythyntis.1, open Today and answer:

1. How many are waiting in the queue?
2. How many settlement drafts have blockers?
3. Which tank is fullest?

Then open Audit and find the latest settlement finalization: who did it and when?