Creating Order, Packing, Delivery & Production Lists

In Univents, production lists can be generated in two ways: directly inside an event for a single occasion, or centrally in the Inventory for any date range spanning multiple events. Both approaches draw from the same booked products and result in a print-ready list.

Generate a Production List Inside an Event

Every event has its own bookings area, which serves as the basis for all lists.

1. Open the desired event and navigate to the Bookings section.
2. Click Update packing list. Univents reads all entered line items and shows you a comparison first: what is added, what is dropped and where the quantity changed. A badge on the button names the number of changes.
3. Nothing is written until you confirm. If you cancel, the list stays exactly as it was — not a single row is inserted, changed or deleted. Items that have already been loaded are never deleted.
4. You open the print-ready PDF view via the Print button next to it. It changes nothing about the list.

Printing also works without updating first. If you have never clicked Update packing list for an event, Univents calculates the line items live from the bookings when you print — the sheet then shows the same rows as the Bookings area, tag and category filter included. As soon as a packing list exists, Univents prints exactly that one, so checked-off quantities and retired line items are correct on the sheet.

Tip: Right next to it you will find the Attach schedule option as soon as the event has a schedule. Tick it before printing and Univents appends the schedule on its own page behind the line items — with time, title and description for each entry. If the event has several schedules, you can choose which ones to attach (e.g. only the kitchen schedule for the kitchen print, or multiple together). Without the tick, the printout looks exactly as before.

Tip: Every further update shows the same comparison before anything is written — so you always see what you are about to apply. How your team then checks the list off, records shortages and confirms loading is covered in Packing list: packing, shortages and loading.

Filtering Bookings for Targeted Lists

Before generating the production list, you can narrow down the line-item view to build, for example, a pure order list by product category or a packing list by tags.

1. Use the filter bar above the line-item table:
   • Tags — filter by product tags. The selection always starts with the fixed Without tag option: it shows exactly those line items that have no tag assigned — including free-text positions without an inventory article. The option is available even when the event currently has no tagged articles booked at all; if it says "No tags for this event", none of the listed items carries a tag — items you excluded from the packing list are not counted here.
   • Category — filter by product categories (useful for production lists broken down by kitchen area)
   • Delivery note — narrows the list down to a single delivery. When an event has several deliveries — welcome snacks, lunch and dinner, say — this shows exactly the items of one of them instead of all of them together. Without delivery note does the opposite and shows what is not on any delivery yet.
   • Delivery — toggle between All, Delivered, and Open (useful for delivery note workflows)
2. Enter a note for the whole list in the Internal Notes field on the right side of the filter bar and save it with Save Notes. This note will appear on the printout.
3. Click Create Delivery Note in the upper-left area if you want to generate a delivery note directly from the booked line items.

The tag and category filter you set carries over to the printed production list: what you see on screen is what ends up on the sheet — including the Without tag selection. The head of the list states which filter it was generated for.

If the Delivery note filter is set to a specific delivery, the Production list for delivery note(s) print dialog already has exactly that delivery note ticked. No more printing your way through the deliveries to find the one holding the dish you were after — you can still change the ticks in the dialog freely.

A bundle's tags apply to its components too. The material view does not show the booked bundles but their components. In the inventory, however, you usually tag the dish or the bundle. So that a tag filter does not swallow half your items, a component without tags of its own automatically takes on its bundle's tags. If an ingredient carries its own tags, only those apply — so a side dish explicitly tagged as cold does not end up in the hot production step.

Adding a Note to a Single Position

Besides the global note for the whole list, every individual line item can carry its own note — e.g. "no onions" or "customer special request":

1. In the line-item table, click the note icon on the desired row.
2. Enter the text in the field that opens and confirm with Save. A filled, coloured icon then shows that the position carries a note.
3. In the summarised view (Aggregated), the same icon appears on the combined row as soon as at least one of its underlying positions has a note — clicking it opens a dialog with all associated positions for editing.

On the production list printout, each position's note is shown in its own Notes column on the right of the table, instead of appearing small underneath the item description like before.

Which Unit the Printout Shows

The Unit column on the printout shows the product's packaging unit — "jar", "platter" or "crate" rather than a generic "piece". If you carry the same item in different containers, the kitchen sees the difference straight from the sheet, and you no longer have to write it into the position note.

Two things to know:

• The packaging unit only appears when the product's package size is 1, meaning one package holds exactly one counted item. If a package holds several — a crate of 24, for example — Univents keeps printing the base unit, so the number in the Quantity column still says exactly what is to be produced.
• The value is read from the product at print time. You do not have to regenerate an existing production list after adding or correcting the packaging unit in Inventory.

Removing Several Positions at Once

If you loaded a template and only need part of it, you do not have to delete the surplus rows one by one:

1. In the Bookings area, open the Positions view — or the Material view and then Positions. The checkboxes exist in both.
2. Tick the checkbox on the left of every row you want to remove. The checkbox in the header row selects all positions currently shown — combined with the filters for category, supplier or storage location this lets you remove, for example, all drinks in one go.
3. A bar appears above the table showing how many positions are selected. Click Remove positions there and confirm in the dialog.

The confirmation always states the exact number. Removed positions are permanently gone from the event afterwards — exactly like deleting a single row via the bin icon.

Parts of a package and ingredient rows from an adopted recipe carry no checkbox of their own: they belong to their parent position and are removed together with it.

Sending Supplier Orders Directly

Once a production list exists and products have been assigned to a supplier, the Supplier Orders section appears automatically above the filter bar.

1. Univents groups all line items by supplier.
2. Click Send to [Supplier] to dispatch the respective order. A status pill then indicates whether the order is marked as Sent, Confirmed, or Rejected.
3. Use Send All Open to dispatch all groups at once for which no order has been sent yet.

Products without an assigned supplier appear in the No Supplier group and cannot be sent directly.

Central Production List for Multiple Events

If you want to plan centrally for an entire week or any other date range, use the Production List tab in the Inventory.

This central overview shows all bookings of every non-cancelled event in the selected date range live — exactly like the Bookings area of a single event, just across every event. You do not need to have clicked Update packing list inside any event beforehand; a booked line item shows up here immediately. The Update packing list button inside the event still matters, though — it is the basis for the production status (Preparation / In Progress / Done) that this central overview displays once it has been set.

1. Navigate to Inventory in the main menu and select the Production List tab.
2. Choose a date range in the upper right: 7D, 30D, 90D, or Custom with a freely selectable From/To date.
3. Select a display mode:
   • Aggregated — combines identical products across all events and shows the total quantity
   • By Event — displays each event as its own group with the production status per line item
   • Positions — a flat list of all individual line items with status badges (Preparation / In Progress / Done)
   • By Production Category — groups items by the stored production categories and subcategories
4. Refine the view using the filter bar: Tags, Category, Supplier, Storage Location, and Event can be combined independently. In Aggregated display mode, an additional Order status filter is available (see the next section).
5. Toggle between Raw Quantity and Packed when products have a packaging size defined — Univents will automatically convert quantities into packaging units.
6. Click Print. Univents opens your browser's print dialog with exactly the list currently on screen — the same display mode, the same filters and the same raw/packed toggle. A header line above the list states the mode, date range, number of line items and the print date. From the print dialog you can also save as a PDF as usual.

Order Status and Open Quantities in Aggregated Mode

Two additional tools are available only in Aggregated display mode, and they answer directly what you still need to order from the supplier.

Order status filter — filters the aggregated rows by whether the underlying customer bookings are already confirmed, not by whether an order has already been placed with the supplier:

• All statuses — no restriction
• Unconfirmed — the required quantity doesn't yet come from any confirmed booking
• Partially confirmed — part of the required quantity is confirmed, part is not
• Customer confirmed — the entire required quantity comes from confirmed bookings

This lets you separate uncertain (not yet confirmed) demand from firm demand before placing an order.

Ordered and Open columns — independent of the order status filter, every row in the aggregated table also shows:

• Ordered — the quantity already sent or confirmed via a supplier order
• Open — the difference to the required quantity, highlighted in red as long as it's greater than zero

Together, the order status filter and the Open column answer what still needs to be ordered for a product, without you having to manually cross-check bookings against supplier orders already sent.

Bundle Items and Components

For bundle items, the production list now displays a Components block under the line item showing the required quantity for each component. The quantity is calculated as component factor × booked quantity of the bundle — allowing your kitchen to work directly from the production list without having to calculate how many individual ingredients are needed for all booked bundles. This block appears in readable form on the printed production list and helps your kitchen team avoid missing any components.

Frequently Asked Questions

Why are some products missing from the production list? The production list is based on the current state of bookings. Line items that are not assigned to an active event, belong to a cancelled event, or fall outside the selected date range will not be shown. Check the date range filter and verify that the event has the correct date. In the central Inventory overview, the server loads a default window of 30 days back to 90 days ahead; a notice appears if that window contains more line items than are shown.

Can I print a list for a single product category? Yes. In the event's Bookings area, set the Category filter to the desired category before generating the production list. In the central Inventory tab, use the same Category filter in the filter bar.

What is the difference between Raw Quantity and Packed? Raw Quantity shows the required amount in the product's base unit (e.g. 40 kg of flour). Packed automatically converts to packaging units when a packaging size is defined on the product (e.g. 80 packs of 0.5 kg each). If no packaging size is defined, a warning icon is shown and the raw quantity continues to be displayed.

Where do I enter notes that should appear on the printout? There are two levels: the Internal Notes field on the right of the filter bar applies to the whole list. For a single position, click its note icon in the line-item table instead — that note appears on the printout in its own Notes column.

How do I get entries out of the central production list again? The central overview is a live read-out of your bookings, not a list you maintain by hand – which is why there is no delete button. A row disappears once its basis does: remove the line item in the relevant event's Bookings area and it is gone from Inventory right away — no need to generate again. Cancel or delete the event and its rows go with it as well.