CaliberERP — how the whole system works, on one map

Follow an order left to right through the eight phases of a factory. Below each phase: everything that phase can do. Then the layers that work across all of them — the screens, the tasks, the records, the rules. Amber means the system stops and asks a person. Green = working today · dashed purple = in development.

returns come back through the same inspection the demand requisitions order sent passed → stock failed kitted to the line finished goods delivered

1 · Demand

Win the order — and make an honest promise

2 · Plan

Turn demand into a plan you can actually meet

3 · Source

Buy the right things from the right suppliers

4 · Receive & Inspect

Let nothing bad in — and record why

5 · Store

Know exactly what you have, and where

6 · Make

Build it right — and be able to prove it

7 · Ship

Deliver on the date you promised

8 · Serve

Stand behind what you shipped

Quotations & pipeline

Quote customers and follow every deal from first contact to won or lost.

Sales order

The customer's order, captured line by line, in their currency.

Order confirmation

Three dates on every promise: what the customer wanted, what you planned, what you confirmed. Confirming a change automatically issues a new order revision.

working today
everything this phase does
Quotation lines in their own view Pipeline stages with win / loss Sales analytics by country & source Customer 360 — one screen, whole relationship Order book Milestone payment plans Order lines with all three dates Attach the customer's confirmation as proof Sales KPIs that follow your filters Amounts keep their original currency Sales supervisor's 360 board Blocked-country check on new customers

Demand & shortages

One honest answer to "what are we short of?" — the same number everywhere.

Material planning

The system proposes what to reorder and shows exactly why — the trigger and the numbers behind it. Turn suggestions into requisitions in one action.

Capacity & workbench

See the load against your capacity before you promise anything.

everything this phase does
Every suggestion explains itself — trigger + numbers One click: suggestions → requisitions Shortage netting across all demand Safety stock & reorder points per item Lead times on every item Confirmed beats planned beats wanted — always badged Planning performance: could the ask ever be met? Planning simulation Capacity planning views Planner's workbench — the day's decisions on one screen Full closed-loop MRP II engine

Requisition → RFQ → Order

From request to quote to purchase order — your approval levels applied automatically along the way.

Supplier confirmation

When the supplier confirms, the order becomes Confirmed. Anything different from what you sent triggers a new revision automatically. Unconfirmed orders chase the buyer after a few days.

working today

Supplier agreements

Frame agreements with real lifecycle states and committed values.

Subcontracting

Send your material out, see it sitting at the supplier, receive the finished work back in.

everything this phase does
Requisition, RFQ and order line views Select many lines → one PO or RFQ Buyer's workbench with a built-in chase list Spend analysis by supplier & category Your supply base on a living globe Supplier 360 — one screen per supplier Preferred suppliers per item Every issued change = a numbered revision Attach the supplier's confirmation as proof Blocked-country refusal — enforced, logged Make-vs-buy overrides need a sign-off Sanctioned-party screening (add-on)

Expected deliveries

What's overdue, due today, and due this week — sorted by the date that actually governs.

Goods receipt

Receive against what's genuinely outstanding — already-received lines step aside, differences are allowed but recorded.

Incoming inspection

Inspect in fair order — first in, first out, urgent first — against each item's plan.

Nonconformance (NCR)

One problem, one record — with the drawings, criteria, history and the supplier's track record right beside it. Every decision states whose fault it was: theirs or ours.

working today
everything this phase does
Receipt lines in their own view Inspection plans per item First-article inspection SPC control charts Safety flags Compliance evidence packages Corrective actions (CAPA), linked both ways Supplier quality record, fed automatically Delivery banding: overdue · today · this week Receiving operator's 360 board Quality supervisor's 360 board Cause must be stated on every decision

Stock

Every item, batch, serial and bin — honestly valued.

Movements

Every transfer and move, on the record.

Cycle counts

A count difference beyond your tolerance needs a manager's sign-off — with written reasons on both sides.

working today

Picking & kitting

Kits for production, picks for free-issue — ready when the line is.

Supplier-managed stock

Consignment and at-supplier stock, visible.

everything this phase does
Stock ageing Slow-moving stock Expiry dashboard — nothing expires unseen Inventory value & turns Inventory health at a glance Write-offs with honest values Stock takes Picking queue for the warehouse team Filter any column to blanks — find missing data instantly Data-quality scoreboard

Production order

Release work, watch it move across the board, and see its value grow as material and labour go in.

Build instructions

Step-by-step instructions for the operator — with the pictures and tools each step needs.

working today

Andon

An operator raises a call; the right person is notified instantly; nothing closes without a written resolution — and downtime records itself.

working today

Completion

Into finished goods — and the unit's passport closes.

everything this phase does
Kanban board Gantt schedule board OEE dashboard Work centre management Time tracking Scrap & yield Health cockpit — on-time rate & first-pass yield, and which orders they are Downtime records Consumable tools Concessions recorded into the passport Work-in-progress valued live Andon wall screens — built for a shop-floor TV Work-centre wall board Serialized tools + calibration — captured into each unit's build history

Dispatch queue

Today's outbound work, ordered by the date you promised.

Pick · pack · ship

Serial by serial, with the shipment and proof of delivery on the record.

everything this phase does
Serial-by-serial dispatch Shipments & proof of delivery Shipping documents Every outbound line shows which date governs it On-time — measured against what the customer wanted On-time — measured against what you confirmed How much confirmations drift over time Could the wanted date ever have been met?

Complaints

Customer issues, turned into actions.

Returns (RMA)

Returns come back through the same inspection your suppliers face.

Warranty claims

Decisions with approval rates you can see.

Repair orders

Received → repaired → returned, with turnaround times.

everything this phase does
Warranty approval rate Average decision time Repair turnaround times Open cases by customer Complaint → return → inspection, one chain After-sales KPIs that follow your filters Type any serial — see its whole life

The screens — a view for every seat in the building · from the operator's bench to the boardroom wall

The dashboardThe whole operation on one screen — and every number on it clicks through to the records behind it
Role workbenchesThe buyer, the planner, the inspector — each opens the day's decisions already gathered on one working screen
Supervisor 360 boardsQuality, receiving, sales, production — a full-wall live picture per area, refreshing itself
Executive 360The management view: the numbers that matter, honestly computed, nothing decorative
Shop-floor wall screensAndon walls and work-centre boards designed for a 16:9 TV on the floor — visible from across the hall
Health cockpitsProduction health, OEE, inventory health — trouble surfaces before it becomes a meeting
BI & analyticsReport catalogue and analytics screens · API keys for your own BI tools · a build-your-own report designer is in development

How work moves — the task backbone · nothing important travels by hallway conversation

One queue per personEverything assigned to you — from anywhere in the system — lands in one place, with due dates, priorities and unread state
Everything arrives as a taskA sign-off request, an andon call, an NCR to disposition, an approval to give — all the same muscle, all trackable
Notifications that persistA pop-up on your screen the moment it happens — and it stays until you act. Unread means unread
One tap to the workEvery task clicks straight through to the exact record it's about — never "go find it yourself"
EscalationA request nobody answers doesn't die quietly — it escalates to the next level, on a timer you configure
The trailWho asked, who acted, when, and what they said — kept, on every task

The foundation everything stands on — master data & engineering

Items & bills of materialEvery part, every structure — with where-used answers
Engineering changeChange requests → change notices, with the impact visible before you commit
Configuration baselinesWhat the product looked like, at any point in its life
Document registerControlled documents with revisions — the system knows which revision was in force on any date
FMEAFailure-mode templates beside the parts they protect
Assets & calibrationYour equipment, with calibration schedules that don't slip

Traceability — quietly collected at every step above, so one question never takes a week again

Batch & serial genealogyEvery receipt, issue, build step and dispatch remembers what went into what
The product passportType one serial and see its whole life — with a paperclip on every row opening the actual documents behind it
Print the Build History FileThe complete passport plus every linked document, as one PDF your customer's auditor asks for by name
Batch trace, both directionsA recall question — "which units got this batch?" — answered in one query

Control — where it matters, the system stops, asks a person, and writes the answer down

Approval levelsDocuments route to the people with the authority to approve them
Supervised sign-offsExceptions need a manager or QA — the requester states why, the approver states why they allowed it. From their own desk, or right at the bench
Blocked countriesTransactions with blocked countries are refused — not discouraged, refused — and logged
The money rulesEvery amount keeps its original currency and the home value from the day it was booked. The base currency locks once you're trading
The date rulesWhat the customer wanted can never be quietly edited away — plans and confirmations change, the ask stays

The everyday experience — rules every single screen follows

Lists you can work inSort, filter, rearrange, resize — and it remembers your layout, personally, forever
Numbers that answerEvery count and total clicks through to exactly the records behind it — no dead ends
KPIs that follow your filtersFilter to your supplier or your buyer, and every figure above the list speaks for that filter
Errors that helpIf something's missing, the message tells you what and how to fix it — red is reserved for real failures
Nothing hiddenScreens show every field — filled in, or honestly empty — and blanks are filterable, so missing data is findable
Find anything, instantlyType anything into the top bar — an order number, a serial, a person, half a word — and everything it matches surfaces live, grouped and permission-safe; Deep mode searches inside descriptions too
You're never lostBuilt-in guides per module, a first-run tour matched to your role, a glossary — and a report-a-bug button on every screen
YoursSix colour themes, your columns, your sidebar — your setup survives every update

Under the hood — on your server, in your building, under your control

Your data stays homeRuns on your own server — no cloud dependency, no monthly ransom for access to your own information
Hardened sign-inForced password change on first login, lockouts against guessing, unique keys per installation
Real backupsEncrypted, scheduled, and — the part most vendors skip — the restore is rehearsed and proven
Installs in an afternoonA guided installer for your server, a small client for every desk, and a first-run tour matched to each person's role
Updates you controlYou're notified, you choose when — backup first, in order, automatic rollback if anything fails
Privacy by defaultOptional error reporting to the vendor — off unless you turn it on, and never your business data
the order's journey loops & side flows passed / released stopped for a decision blue pilla signature capability amber pilla control point dashed pillin development