Comprehensive ERP Solution for Donut Factory
Budget: $250 – $750 USD
FULL REQUIREMENTS DESCRIPTION – Donut Factory ERP (American Day)
Complete Functional Scope for Production, Inventory, Waste, Loss Prevention & Distribution Management
1. Overview
American Day requires a full ERP system to manage all factory operations: production, ingredient usage, product standardization, packaging, inventory, traceability, distribution to stores, waste monitoring, and detection of losses or theft.
The system must guarantee:
Consistent donut weight and recipe accuracy
Real-time inventory visibility (factory and all stores)
Batch and shelf-life traceability for every packaged unit
Automated packaging + weighing + labeling using a connected scale
Control of waste, shrinkage, and suspicious loss patterns
Automated suggestions for purchasing raw materials
Full transparency of production and stock movements
2. Core Modules
2.1. Master Data (Registration Module)
Ingredients (Raw Materials)
The system must allow registering:
Name
Category (flour, chocolate, fillings, toppings, packaging, oil, etc.)
Unit of measure (kg, g, L, unit)
Cost
Supplier
Shelf life
Batch number
Storage location
Finished & Semi-Finished Products
Product name
Intended weight per unit and per box
Shelf life
Category
Type (donut, topping, filling, combo, multi-pack, etc.)
Technical Sheets (Recipes)
Each product must have:
Full ingredient list
Exact grams per unit
Total yield of each batch
Theoretical weight per unit
Allowed weight tolerance (ex.: ±5g)
Classification (factory-only, store-ready, frozen, chilled, etc.)
2.2. Production Orders (POs)
The system must support:
Creating a Production Order with:
Product
Quantity to produce
Production date
Responsible employee
Automatic calculation of required ingredients based on recipe
Verification of ingredient availability
Alerts if stock is insufficient
PO status: Open, In Production, Completed, Canceled
2.3. Production & Packaging with Integrated Scale
This is a core part of the ERP.
Process Flow
Employee logs in at the packing station.
Selects the Production Order and product.
Places the empty box/tray on the scale (tare automatically).
Adds the donuts, clicks “Register Package”.
System must:
Read the REAL weight directly from the connected scale
Compare real weight vs theoretical weight
Flag deviations outside the tolerance range
System saves this box/batch into Factory Finished Goods Inventory, with:
Real weight
Number of units
Internal batch number
Production date & time
Expiration date
System prints a label containing:
Product name
Production date
Expiry date
Real weight
Batch number
QR code with embedded batch and production info
Each package becomes traceable as an individual item.
2.4. Inventory Management (Factory & Stores)
Factory Inventory
The system must support:
Entry of finished goods from production
Entry of raw materials from purchasing
Automatic consumption of ingredients based on recipes (theoretical usage)
Inventory by:
product
batch
weight
expiration date
storage area
Store Inventory
Shipments from factory become automatic store entries
Real-time stock level per store
Expiration tracking per store
Visibility of products near expiration
2.5. Transfers & Shipping to Stores (QR-Code Based)
Process Flow
The factory team prepares orders for each store.
Employee scans each package’s QR code.
System must automatically:
Deduct the item from factory inventory
Add the item to the correct store’s inventory
Maintain the batch/lot link for traceability
Shipping report generated for each store/date.
2.6. Waste, Loss, Deviation & Theft Prevention Module
Weekly Inventory Audit
The system must compare:
Theoretical stock (based on production, transfers, recipes)
Physical stock (via store or factory counting)
Waste Recording
User must record:
Product
Quantity
Reason:
Expired
Damaged
Oil excess / quality issue
Operational mistake
Theft suspicion
Missing product
Automated Alerts
System must notify management when:
Waste exceeds defined tolerance
A specific store shows unusual shrinkage
Specific products repeatedly show abnormal loss
Patterns indicate potential theft or mismanagement
Reporting
Waste by store
Waste by product
Waste by employee / shift
Weekly shrinkage percentage
Ranking of most problematic items
2.7. Purchasing & Raw Material Replenishment
System must:
Track current ingredient stock
Calculate average consumption per day/week
Determine minimum stock level and reorder point
Generate automatic purchase suggestions when stock is low
Keep supplier and price history
2.8. Reports & Analytics
Operational Reports
Production by day, shift, employee
Finished goods inventory
Raw materials inventory
Transfers to stores
Items approaching expiration
Loss & Waste Reports
Total waste per week/month
Waste by store
Waste by product
Loss % vs total production
Production & Efficiency KPIs
Planned vs produced quantities
Real average weight vs theoretical weight
Employee performance
Production efficiency by shift
3. User Roles & Permissions
Operator
Can record production and scan packages
Cannot edit historical data
Supervisor
Can approve waste
Can perform inventory adjustments
Can oversee store-level stock
Administrator
Full access
Manages registrations, recipes, cost tables, users
Can review all reports and logs
4. Traceability Requirements
System must track:
Raw material batches used in each donut batch
Finished goods batches shipped to each store
Production date, expiration date, and package-level data
QR code history: each scan must register where and when the item moved
5. Usability Requirements
Easy-to-use interface for factory operators
Quick workflows (minimal clicks)
Large buttons and clear labels for packing station
Automatic tare and weight capture
One-click label printing
Fast QR scanning flow
Complete Functional Scope for Production, Inventory, Waste, Loss Prevention & Distribution Management
1. Overview
American Day requires a full ERP system to manage all factory operations: production, ingredient usage, product standardization, packaging, inventory, traceability, distribution to stores, waste monitoring, and detection of losses or theft.
The system must guarantee:
Consistent donut weight and recipe accuracy
Real-time inventory visibility (factory and all stores)
Batch and shelf-life traceability for every packaged unit
Automated packaging + weighing + labeling using a connected scale
Control of waste, shrinkage, and suspicious loss patterns
Automated suggestions for purchasing raw materials
Full transparency of production and stock movements
2. Core Modules
2.1. Master Data (Registration Module)
Ingredients (Raw Materials)
The system must allow registering:
Name
Category (flour, chocolate, fillings, toppings, packaging, oil, etc.)
Unit of measure (kg, g, L, unit)
Cost
Supplier
Shelf life
Batch number
Storage location
Finished & Semi-Finished Products
Product name
Intended weight per unit and per box
Shelf life
Category
Type (donut, topping, filling, combo, multi-pack, etc.)
Technical Sheets (Recipes)
Each product must have:
Full ingredient list
Exact grams per unit
Total yield of each batch
Theoretical weight per unit
Allowed weight tolerance (ex.: ±5g)
Classification (factory-only, store-ready, frozen, chilled, etc.)
2.2. Production Orders (POs)
The system must support:
Creating a Production Order with:
Product
Quantity to produce
Production date
Responsible employee
Automatic calculation of required ingredients based on recipe
Verification of ingredient availability
Alerts if stock is insufficient
PO status: Open, In Production, Completed, Canceled
2.3. Production & Packaging with Integrated Scale
This is a core part of the ERP.
Process Flow
Employee logs in at the packing station.
Selects the Production Order and product.
Places the empty box/tray on the scale (tare automatically).
Adds the donuts, clicks “Register Package”.
System must:
Read the REAL weight directly from the connected scale
Compare real weight vs theoretical weight
Flag deviations outside the tolerance range
System saves this box/batch into Factory Finished Goods Inventory, with:
Real weight
Number of units
Internal batch number
Production date & time
Expiration date
System prints a label containing:
Product name
Production date
Expiry date
Real weight
Batch number
QR code with embedded batch and production info
Each package becomes traceable as an individual item.
2.4. Inventory Management (Factory & Stores)
Factory Inventory
The system must support:
Entry of finished goods from production
Entry of raw materials from purchasing
Automatic consumption of ingredients based on recipes (theoretical usage)
Inventory by:
product
batch
weight
expiration date
storage area
Store Inventory
Shipments from factory become automatic store entries
Real-time stock level per store
Expiration tracking per store
Visibility of products near expiration
2.5. Transfers & Shipping to Stores (QR-Code Based)
Process Flow
The factory team prepares orders for each store.
Employee scans each package’s QR code.
System must automatically:
Deduct the item from factory inventory
Add the item to the correct store’s inventory
Maintain the batch/lot link for traceability
Shipping report generated for each store/date.
2.6. Waste, Loss, Deviation & Theft Prevention Module
Weekly Inventory Audit
The system must compare:
Theoretical stock (based on production, transfers, recipes)
Physical stock (via store or factory counting)
Waste Recording
User must record:
Product
Quantity
Reason:
Expired
Damaged
Oil excess / quality issue
Operational mistake
Theft suspicion
Missing product
Automated Alerts
System must notify management when:
Waste exceeds defined tolerance
A specific store shows unusual shrinkage
Specific products repeatedly show abnormal loss
Patterns indicate potential theft or mismanagement
Reporting
Waste by store
Waste by product
Waste by employee / shift
Weekly shrinkage percentage
Ranking of most problematic items
2.7. Purchasing & Raw Material Replenishment
System must:
Track current ingredient stock
Calculate average consumption per day/week
Determine minimum stock level and reorder point
Generate automatic purchase suggestions when stock is low
Keep supplier and price history
2.8. Reports & Analytics
Operational Reports
Production by day, shift, employee
Finished goods inventory
Raw materials inventory
Transfers to stores
Items approaching expiration
Loss & Waste Reports
Total waste per week/month
Waste by store
Waste by product
Loss % vs total production
Production & Efficiency KPIs
Planned vs produced quantities
Real average weight vs theoretical weight
Employee performance
Production efficiency by shift
3. User Roles & Permissions
Operator
Can record production and scan packages
Cannot edit historical data
Supervisor
Can approve waste
Can perform inventory adjustments
Can oversee store-level stock
Administrator
Full access
Manages registrations, recipes, cost tables, users
Can review all reports and logs
4. Traceability Requirements
System must track:
Raw material batches used in each donut batch
Finished goods batches shipped to each store
Production date, expiration date, and package-level data
QR code history: each scan must register where and when the item moved
5. Usability Requirements
Easy-to-use interface for factory operators
Quick workflows (minimal clicks)
Large buttons and clear labels for packing station
Automatic tare and weight capture
One-click label printing
Fast QR scanning flow