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Add Assemblies & Sub-Assemblies


Page Contents:

Points to Note

Add an Assembly

Managing a Sub-Assembly 
Add Assembly Tutorial

If you have Batch Tracked Products

If you have Serialized Products

Attachments/ File Library

The Add Assembly page enables you to create an assembly for a product, using component products. If the assembling product has a Bill of Materials (BOM) created for it, Unleashed will use this BOM to determine the components and quantities required to fulfil the Assembled Quantity. If no BOM exists for the assembling product, a blank assembly will be created instead.

Points to Note

  • To create an assembly, the assembling product must exist as a record in Unleashed and be toggled on as an Assembled product.
  • An assembled product is made up of one or more components or a single Bill of Material. 
  • You can edit assemblies whilst their in Parked status.
  • Any changes made to an assembly will not change the product's BOM.
  • When you complete an assembly, the components are taken out of the available stock and the finished product is added to stock.
  • If you have an existing BOM for a product, the components and their proportional quantities will be automatically populated in it's assembly. When entering an assembled quantity in the assembly, the component quantities will update to proportionally align with the assembly's requirements. 

Add an Assembly

Assemblies can either be manually created or automatically. If the Can Auto Assemble setting is enabled with a product's BOM, when the product is allocated to a Sales Order and there is not enough available stock to fulfil the order quantity, an Assembly will be created for the outstanding quantity (for more details, see Auto Assembly). This is ideal if your products are built to order and you do not want to hold stock of assembled goods. 

However, if you assemble stock in bulk and therefore have it on hand prior to allocating it to orders or subsequent assemblies, you can manually create an assembly. To create a manual assembly, see the following steps:

  1. Go to Production | Assemblies | Add Assembly.
  2. In the *Product Code field, select the product that's due to be assembled. If the Product is successfully selected the Product Description field will be automatically populated.
  3. Complete the remaining specifications for the Assembly:

    • Source Warehouse: The warehouse from which the component products are taken from to build the assembled product. The component's Stock on Hand will decrease by the quantity plus wastage in this warehouse when the Assembly is completed.
    • Destination Warehouse: The warehouse when the assembled (finished) product will be added to when the Assembly is completed. The assembled product's Stock on Hand will increase in this warehouse by the Assembled Quantity.
    • Assembled Quantity: The quantity you want to assemble. Once you have entered the Assembled Quantity, you can adjust the component quantities used and remove lines using the bin icon where necessary, to better reflect what was actually used in this Assembly. 
    • Can Assemble Quantity: Displays the total amount of finished goods you can be assembled, based on the component quantities available in the Source Warehouse.
      NOTE: The most constrained component product in the Assembly will determine becomes the Can Assemble Quantity.
    • Total Cost: The total cost is a non-editable field. It's there to advise the current expected cost for completing the assembly, based on the component's and Supplier's costs.
    • Assemble By: Choose the date by which the assembly needs to be assembled (if using expected duration, this will update the Estimated Start Date).
    • Template: Choose the Doc Designer template that'll be used when the Assembly is printed.
    • Bill Of Materials: Click the blue, underlined field header to open a new tab with the BOM that was used to create the Assembly. The field in non-editable, but will how the BOM's reference number.
    • Expected Duration: The expected time it'll take for the assembly to be completed, based on the Expected Duration provided in the product's BOM. This field can be edited in the assembly to align with any real-time adjustments.
    • Actual Duration: The actual duration of the assembly in hours, minutes or seconds, or a combination (e.g. 6h 15m). This field is populated once the Assembly is completed. 
      NOTE: The "Assembly Duration" Role Permission (under Production, Assembly Details) is required to manage any duration this field in an Assembly.
    • Estimated Start Date:  The date Unleashed recommends production is started, based on the Assembly's Assembly By date and Expected Duration.
    • Comments: A free text field that will populate any comments included in the BOM. The Comment field can be edited at any time. 
    • Duration Comments: A free text that's available to add any comments in relation to the assembly's time to complete. This field is useful to help take account of any unexpected delays that may have occurred during production.
  4. Review the Assembly Lines that have populated based on the product's BOM, making amendments as necessary to align with the required production. 
    • Add any further components required to completed the Assembly.
      • *Component Product: The product must be toggled as a Component in it's product record for it to be available to add to the Assembly.
      • *Quantity: The component quantity required to complete the assembly. The Total Cost will update to align with the new Quantity once it's saved.
      • Wastage Qty: This field is not a required field but allows you to include a margin of error or expected wastage in the BOM. The total component quantity used within an Assembly is the sum of the *Quantity and Wastage Qty advised for the component. Furthermore, the Total Cost of the component (used to calculate the Total Assembly Cost) includes the the Wastage Qty's value with the *Quantity's value, based on the component's Average Landed Cost (ALC).
    • Remove any components that aren't required for the assembly using the Delete option in Action Cog icon. 
    • Edit the Quantity and Wastage Qty for the components being used by selectin each field and over-writing the existing values. 
    • Where Never Diminishing Product's (NDP) have been used to account for internal costs: 
      • The NDP's Unit Cost is populated from the Cost in the NDP's Sale tab, but can be overwritten per Assembly. 
      • If you have an accounting provider integration with Unleashed (Xero or Quickbooks), the Expense Account drop-down list will be available ONLY for NDP components.
      • The Expense Account advised in the BOM will automatically apply to any subsequent Assembly or Disassembly created, but can be edited per Assembly or Disassembly. 
      • When you complete an Assembly or Disassembly, a journal will be passed to the integrated accounting provider.
      • For more details, see Never Diminishing Products
  5. Add any Supplier Costs that have been incurred during the production of the Assembly via the Supplier Costs tab.

    • Supplier: The Supplier needs to exist in Unleashed before it can be attributed to an Assembly. For more details, see Add Supplier.
    • Cost: The total cost incurred for the assembly for the given Supplier.
    • Taxable: Use the checkbox to define whether the cost is taxable, tick to add tax. 
    • Exchange Rate: The conversion rate this will be applied to the Supplier cost, depending on the Supplier's currency. By default, the rate will populate from the Currency Rates in your settings, but can be overwritten per Assembly. 
    • Cost Date: The date the cost has been invoiced for, this is the date that will export on any Bill to Pay exported to your accounting integration. 
    • Reference: A free text field to advise the Supplier's reference number.
    • Currency: The Supplier's currency.
    • Tax: The tax rate that will be applied to the cost.
    • Comments: A free text field to include any further comments regarding the Supplier Cost. 
  6. Add Attachments to the Assembly to include external resources required for the Assembly's production via the Attachments tab. Either drag and drop a file into the greyed area or select from either browse local files (to upload from your device) or browse uploaded files (to select an attachment from Unleashed's File Library) to attach a document to the Assembly. 

    NOTE: Upload file size limit is 20 MB. Supported formats are: .png .gif .jpg .jpeg .bmp .webp .csv .pdf .doc .xls .xlsx .docx .msg .dwg .stp .dxf .ppt .pptx.
    webp images not supported in Doc Designer.

Managing a Sub-Assembly

If you have a product that is made up of components which are also assembled (and you already have the Bill of Materials set up), you can automatically create the next level from inside the original assembly. Please see the example below where the product "24pack" is created using four units of the 6pack.     

  1. Go to Production | Assemblies | Add Assembly

Screen Shot 2023-08-30 at 3.37.14 PM.png

If the component product(s) are assembled, you'll have the option to create the next level of the assembly workflow using the blue plus button shown above. When you click this button, you'll see the dialogue box below.

Unleashed will calculate the "Can Assemble" quantity and suggest the "Assembled Quantity" based on how much you need to assemble to be able to fulfill the main assembly.   
  1. After clicking the "Create Sub-Assembly" button, the blue plus button will change into an orange exclamation mark .

  2. When you click on it, you will be taken to the next stage where you will be able to manage that assembly. If you want to view the Sub-Assembly or complete it, you can do this from the upper level by using the action cog, shown below. 

This structure will repeat itself so long as new Sub-Assemblies continue to be created. 
  1. When finished with creating multiple assemblies, click "Save" (to save the transaction without processing it) or "Complete" (when ready to complete the transaction(s). 

Please keep in mind that deleting a Sub-Assembly will not impact the Parent transaction and vice-versa. 

A parent assembly cannot be completed until all Sub-Assemblies have been completed.

Assembly Tutorial

If you have Batch Number Tracking enabled 

Assemble a new batch

This function allows you to assemble new products and link a batch number and expiry date to it. It works on any assembly (assembled product has to be batch tracked) and allows you to add: 

When an assembly is completed, a record is created for the new batch. The Quantity, Expiry Date, Batch Number and other ingredients are saved.

Batch Numbers must be unique for the product. 

Batch Assembly diagram 

This diagram illustrates how Unleashed can monitor a component or ingredient from your Suppliers right through to the Customers.

Assemble a product with batch tracked components

If you want an assembly to be built with using batch tracked components:

When these are enabled, then a new column appears called Batch Number. This contains  - and + collapsible function where you can enter in the required quantity to assemble.

You can use the Filter Batch Number field to search for batch numbers. Alternatively, you can use the Select Oldest link to instantly select the oldest batch available. Once you have entered in your specified amount, you can save or complete accordingly (by clicking on Save or Complete buttons). 

To save time, enable the configuration Auto Assign Oldest Batch/Serial on the BOM to automatically allocate the Oldest Batch Number to Batch Tracked Component Products.

If you have Serialized Products 

Assemble Serialized Products
Assemble a serialized component product

Assemble Serialized Products

This function allows you to assemble new products and link serial numbers to it. It works on any Assembly and allows you to: 

Ensure that all serial numbers are assigned, otherwise it cannot complete.
This function is ideal for warranty purposes because when you assemble a kit or a number of kits, you can save the serial number for each of those kits. That serial number can then be used in future for warranty purposes.

When the Assembly is completed, a record is created. The Quantity, Serial Number and other ingredients are saved. See Assemble a serialized tracked component product for more information.

Assemble a serialized tracked component product

If you want an Assembly to be built with a dedicated serial number, or have a Component product with different serial numbers attached, then you need to have both the following selected.

Once these checkboxes are enabled, a new column appears called 'Serial Number.'  This contains  - and + collapsible function where you can assign and enter in the specified serial numbers you want attached to the Assembly.

To save time, enable the configuration Auto Assign Oldest Batch/Serial on the BOM to automatically allocate the Oldest Serial Number to Serial Tracked Component Products.

  • Assemble a new batch
  • Batch Assembly diagram
  • Assemble a batch tracked component product
  • Batch Number (mandatory field)
  • Expiry Date (optional field) 
  • As you receive a component/ingredient, you record its batch number.
  • The batch is tracked through the assembly process, enabling you to monitor every step along the way. For example, in the food and beverage industry, if you have an affected batch that you want to recall, then having the ability to track all of your components, allows you to have full control of the components used. For example if the 6WINEBOTTLE component product is batch tracked, the customer will be able to see that the 6WINEBOTTLE component that was part of the 24WINEBOTTLE assembly is affected, the business can then contact the suppliers and customers accordingly and recall the affected stock.
  • dedicated batch number, and
  • have a Component product from different batches, then you need to have both the Batch Tracked checkbox ticked and also the Component checkbox ticked on the Product you want to use.
  • Add Serial Numbers on the final product
    This can be easily achieved by:
  1. Tagging the product as 'Serialized' (on the Add Product page)
  2. From the Assemblies page you can apply a serial number to it, this can be done from the Serial Number tab on the Assemblies page.
  3. Use the Items field to add new Serial Numbers or the Filter Serial Numbers field provided to search for existing serial numbers and select accordingly.
  4. Click Add Serial and then Complete to complete your Assembly.
  • All of your Components can also have Serial Numbers linked to your final product. 
    This is also ideal for warranty purposes.  For example, you might have a warranty for an entire pack but you may only require one component item for the warranty, this function allows you to locate a component —via its serial number— item and then contact the supplier.
  • Serialized checkbox ticked, and the
  • Component checkbox ticked on the Product you want to use.
  1. If you have selected your finished Product, Assembly Quantity and are happy with the Bill of Materials for this production, simply click Complete at the top of your page, and your desired quantity is produced. If you wish to Delete, Print or Save (park) this assembly you can use the buttons at the bottom right of the page.
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