Tally & Sign-off · Standard Operating Procedure

1. Purpose

The Production Tally Sheet bridges WIP Tracking and Finished Goods. The floor team uses it to capture the raw piece-count coming off a machine across a shift — eight hourly slots of good, scrap and rework, plus operator initials. When the supervisor confirms the tally, the document is locked, the recorded net_qty becomes the authoritative quantity entering QC inspection, and the next-step FGRN is unlocked.

This document mirrors the Sage X3 "Production Tracking", Syspro "Operation Time and Quantity Posting", SAP "Production Order Confirmation" (CO11N), and NetSuite "Work Order Completion" partial-confirmation. Where Sage uses a numeric grid in the Operation tracking screen, PalmStat captures the same data on a printable A4 with hourly rows that match the operator's clock-on / clock-off cadence.

The tally sheet is the only document in the lifecycle owned primarily by an operator (not a planner / supervisor). The 4-state lifecycle (DRAFT → SUBMITTED → CONFIRMED → REJECTED) is enforced at the API layer.

2. When to use

• A batch transitions to PLANNED or IN_PROGRESS — the tally tile becomes available on the Tally Sheet page.
• Hourly capture during the run — operator updates the hourly count as units come off the line.
• Cross-shift handover — the existing tally is left in DRAFT and continued by the next shift's operator.
• Mid-run pause for a machine breakdown — tally is saved as draft, re-opened after repair.
• End-of-shift submit — operator submits, status flips to SUBMITTED and awaits supervisor sign-off.
• Supervisor confirm — status flips to CONFIRMED, document locks, QC inspection unlocks.
• Supervisor reject — if numbers look wrong (e.g. machine downtime not reflected), supervisor rejects with a reason; status flips to REJECTED and operator must recount.
• Reprint blank template — for paper-only capture when a tablet/PC is not available on the line.

3. Data sources

The tally-sheet view (frontend/js/views/tally-sheet.js) calls API.tallySheets against the tally_sheets table introduced in the route's ensureSchema() bootstrap. Every row below is wired into a real column.

4. Step-by-step workflow

1. Operator opens Tally Sheet view — /tally-sheet route. View hydrates from API.tallySheets.list() + API.productionBatches.list().
2. Pick eligible batch — the "Batches awaiting tally" grid lists every batch in PLANNED or IN_PROGRESS with no CONFIRMED tally yet. Operator clicks the tile for their machine.
3. Tally modal opens — pre-fills batch ref, FG product, machine, shift, planned qty. The 8-row hourly grid is auto-populated based on shift (DAY 06:00→14:00, NIGHT 18:00→02:00).
4. Capture operator + assistant identities — operator enters their clock no. and name (and assistant if any).
5. Hourly count — once per hour the operator updates the row for that slot: count (good), scrap, initials. Cumulative total auto-recomputes via the modal's recalc() function.
6. Save draft — POST /api/tally-sheets on first save (creates the row), PATCH /api/tally-sheets/:id on subsequent updates. Status remains DRAFT; the document is editable.
7. Submit at end of shift — operator clicks Submit for sign-off. POST /api/tally-sheets/:id/submit validates that at least one count row is > 0 and flips status to SUBMITTED. The document is now read-only for the operator and visible to the supervisor.
8. Supervisor reviews — supervisor opens the same modal in confirm mode. They cross-check totals against the Job Card hourly grid (which is paper) and machine output history.
9. Supervisor confirms — POST /api/tally-sheets/:id/confirm stamps supervisor_clock_no, supervisor_name, supervisor_signed_at. Status → CONFIRMED. The document is locked. QC inspection is now unlocked, and the FGRN can be issued.
10. Or supervisor rejects — POST /api/tally-sheets/:id/reject with a reject_reason. Status → REJECTED. Operator must reopen, fix and resubmit.
11. Print & archive — the printed copy carries operator + supervisor signatures (and stamps). Scanned and uploaded; document_links ties it to the underlying batch.

5. Roles & permissions

Permission gate enforced by requireRole('admin','supervisor','operator','planner') on POST routes; submit/confirm endpoints add stricter role checks.

6. Common scenarios

7. Related documents

8. Approval signatures

9. SLA & escalation

10. Glossary

• Hourly count — Number of good units coming off the line in a given hour slot.
• Scrap — Units rejected at the line because of process defect (mis-fold, ink smudge, etc.).
• Net qty — Computed as tally_total − scrap_total. The number that flows into the FGRN as actual_qty.
• DRAFT → SUBMITTED → CONFIRMED — The 3-step state machine. CONFIRMED is locked and audit-immutable.
• REJECTED — Supervisor returned the tally to DRAFT with a reject_reason. Operator must fix and resubmit.