A few useful words
- SKU
- A unique code for an item, such as a screw or carton. It is not necessarily its barcode.
- Product
- The finished item you plan to make and sell.
- BOM / Product BOM
- The list and quantity of materials needed to make ONE unit of a product.
- Warehouse
- The place or stock category where an item is recorded.
- Reserved
- Stock already allocated to work; it may not be available for another order.
- Post / Apply
- A step that applies an operation to records. Review the details before using it.
A complete first exercise: 10 practice kits
Use a separate training workspace with no other demand or reservations. Zero waste; all quantities are pieces.
| Item | For one kit | Opening stock | Needed for 10 kits | Shortage |
|---|---|---|---|---|
| DEMO-SCREW | 4 | 30 | 40 | 10 |
| DEMO-BOX | 1 | 10 | 10 | 0 |
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1. Sign in and check your workspace
Sign in to your workspaceWhat to do
- Open Hamvara MRP using the application link above. You need an internet connection.
- Enter the Workspace, Username and Access Key provided for your business. Select Sign in. An access key is your login credential; it is not an order or product code.
- Check the company workspace shown at the top before entering anything. Cloud connected confirms that a cloud session was established.
- If sample products already exist, ask whether this is a demo workspace. Do not delete them to create an empty company.
What you should seeYour workspace name and account appear above the application. The left-hand menu includes Dashboard, Items & SKU, Warehouse Stock, Product BOM and Orders.
2. Understand saving before you start
Top status badges · SettingsWhat to do
- Open Settings. Check Company Name, Currency and Device / Workstation Name; enter only settings agreed for your company. Select Save Settings.
- In editable tables, finish a field and click or tab out of it. Many table changes save automatically after a short delay.
- Wait until Saving… changes to Saved and the cloud badge shows Cloud saved after your edit.
- If Save failed appears, stop editing and check your connection. Note the error and contact support before refreshing; your latest edit may not be on the server.
What you should seeThe saved indicator confirms the edit completed. You can return to the same section and check the value.
3. Create two materials and one product
Items & SKU → + New SKU · Products → + New ProductWhat to do
- In a training workspace, open Items & SKU and select + New SKU. Replace the temporary code with DEMO-SCREW. Enter Description: Practice screw; Type: Component; Unit: Piece (ADET); Main Warehouse: Raw Materials.
- Create DEMO-BOX with Description: Practice box; Type: Packaging; Unit: Piece (ADET); Main Warehouse: Packaging. A barcode can be left blank for this exercise.
- Open Products and select + New Product. Enter Product Code: DEMO-KIT, Description: Practice kit, and Unit: Piece (ADET). Review Planned Lead (h) before real production.
- After each row, leave the edited field and wait for Cloud saved. Search for the codes to check that each was created only once.
What you should seeDEMO-SCREW and DEMO-BOX appear in Items & SKU; DEMO-KIT appears in Products.
4. Enter the stock you already have
Warehouse StockWhat to do
- Count your physical stock before entering opening quantities. For this exercise, use only the training quantities in the example below.
- Open Warehouse Stock and select Raw Materials. Find DEMO-SCREW and set Qty in Raw Materials to 30. Leave the field and wait for Cloud saved.
- Select Packaging. Set the DEMO-BOX quantity to 10 and wait for the save confirmation.
- Keep Reserved at zero for this isolated exercise. For your own business, confirm existing reservations with the responsible person.
What you should seeYou have 30 screws in Raw Materials and 10 boxes in Packaging. Changing the selected warehouse changes the quantities you see.
5. Tell MRP what one kit consumes
Product BOMWhat to do
- Open Product BOM and select DEMO-KIT. Select + Material to add a component line.
- For DEMO-SCREW, choose Raw Materials as Source Warehouse and enter Usage Quantity = 4, Waste % = 0.
- Add DEMO-BOX from Packaging with Usage Quantity = 1 and Waste % = 0. Check that both units are Piece (ADET).
- Set Version = 1.0 and an Effective date, then select Save New BOM Version. Check Version History and the saved status beside the BOM.
What you should seeOne kit needs four screws and one box. Version 1.0 appears in Version History.
6. Enter a small customer or production order
Orders → + New Order LineWhat to do
- Open Orders and select + New Order Line.
- Enter Order No.: DEMO-ORDER-01; Customer: Practice customer; Product Code: DEMO-KIT; Quantity: 10. Check that the correct product description appears.
- Set the order Date and a realistic Due Date. Leave Priority as Normal for this exercise. Write Training only in Notes.
- Finish the edited fields and wait for Cloud saved. Do not enter this practice order in a live customer workspace.
What you should seeThe order table contains one line for 10 practice kits. Creating an order does not itself complete production or ship stock.
7. Find out whether you can produce
RequirementsWhat to do
- Open Requirements and find DEMO-ORDER-01.
- Read Required, Available and Shortage for each material. In the isolated exercise, screws should show Required 40, Available 30, Shortage 10. Boxes should show Required 10, Available 10, Shortage 0.
- Not Producible means the order is blocked by materials. Incomplete BOM means the recipe needs correction. Producible means the material check passes; it is not a promise that labor, machines or delivery dates are ready.
- If your numbers differ, check the order quantity, BOM usage, source warehouse, existing orders, reserved stock and waste percentage. Use Export CSV if you need a copy of the requirement list.
What you should seeYou can explain the shortage: 10 kits × 4 screws = 40 screws required; only 30 are available, so 10 more are needed.
8. Record materials that actually arrive
Goods Receipt → + Manual Goods Receipt · Quality & NCRWhat to do
- When the extra 10 screws physically arrive in the practice scenario, open Goods Receipt. Select + Manual Goods Receipt and enter SKU DEMO-SCREW, destination Raw Materials, Quantity 10, Receipt Date and Reference / Document No. DEMO-GR-01. Add the supplier and relevant lot details.
- Select Submit for QC once. The receipt first goes to Quarantine with PENDING_QC; it is not yet available in the destination warehouse.
- The authorized quality reviewer opens Quality & NCR, finds the linked inspection, records the actual Result and selects Apply decision. ACCEPTED moves the receipt to PENDING_MANAGER.
- The authorized manager returns to Goods Receipt and selects Manager approve for that receipt. Check its POSTED status and the destination stock, then reopen Requirements.
What you should seeAfter acceptance and manager approval, the training stock becomes 40 screws in Raw Materials. The screw shortage for this isolated order becomes zero.
9. Hand the ready order to production
Production ExecutionWhat to do
- Open Production Execution. Select the now-producible order from the list and select + Work Order. If the list is empty, return to Requirements and resolve its blocker first.
- Review the work order before Release & reserve. This allocates materials; it does not mean finished goods already exist.
- When the physical materials are handed to production, the authorized user follows Issue to Shop Floor. Record actual work and output through the enabled production controls.
- For your first completion, ask the production lead or Hamvara to walk through the configured output, material-consumption and final-quality steps. Check final quality acceptance and the Product warehouse before treating a batch as ready for delivery.
What you should seeA work order is visible and its status reflects the real stage of work. Released or In production is not the same as Completed.
10. Finish the day with a simple check
Dashboard · Reports & Analytics · Top barWhat to do
- Review Dashboard → Action Required for shortages and pending actions.
- Open Reports & Analytics. Select Inventory by Warehouse or Goods Receipts, set the date/warehouse filters and select Refresh. Use Export CSV or Print / Save PDF when needed.
- Compare important stock quantities with physical stock. Record actual new deliveries and production activity in their proper sections, not by overwriting totals.
- Wait for Cloud saved. Backup requests a server-side backup in SaaS; check its confirmation. Full Backup downloads hamvara_data.json; confirm that the file downloaded when you need an authorized offline copy. On a shared computer, select Sign out.
What you should seeYou know which tasks are unfinished and whether the last changes reached the cloud.
If something does not look right
I cannot sign in.
Check Workspace and Username with the person who issued them. Re-enter the Access Key carefully. A 401 usually points to credentials; connection errors can have another cause. Send the error text to support without sending your key.
I cannot find my item or order.
Clear the search filter, check Previous / Next and confirm the selected warehouse and company workspace. Avoid creating a second record until you have checked.
The stock arrived but still shows a shortage.
Check whether it is in Quarantine, whether QC and manager approval are complete, and whether the BOM uses the same destination warehouse.
Saved failed or the page mentions a newer revision.
Stop parallel edits. Coordinate with the other user and support before reloading. Note your pending changes; refreshing can discard unsaved edits.
A button is disabled or access is denied.
Read the displayed blocker and ask the person responsible for your account or approvals. Do not change roles or controls just to make the button work.
Later, with support
Universal Import, Planning & Standards, finite-capacity scheduling, barcode pairing, accounting policies and production closing can be learned after the basic flow. Advanced AI guidance can explain terminology and prepare questions, but cannot confirm that a stock movement was saved or authorize a transaction.
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