VitaFlow Planning — production planning and management for food supplement manufacturing

Situation

In food supplement manufacturing, orders, raw materials, formulas, production plans, stock balances and accounting are tightly connected.

When that information is managed separately — usually in Excel files — it becomes hard to answer the essential questions:

• which materials specific orders require;

• what is currently short in the warehouse;

• what needs producing, and when;

• which batch to use first;

• what a product actually costs to make;

• which documents have to reach accounting.

What we changed

We built one production management system covering the whole path from customer order to accounting document:

order → material requirements → purchasing → production plan → production → write-offs → cost price → accounting.

How it works day to day

An order starts the planning itself. Using product formulas, the system works out which raw materials will be needed and compares that against stock.

Missing materials move into purchasing. Supplier enquiries go out automatically, and AI structures the replies — the manager sees price, lead time and quantity in one place instead of reading every email.

The production plan is built from real data. The planner sees not just orders but material shortages, priorities and likely delays.

Stock is handled by batch. The system always picks the oldest suitable batch, tracks serial numbers and expiry dates, and won’t let production start when stock is insufficient.

Cost price is calculated from actual data — including the transport cost share, so the figure is real rather than approximate.

Accounting stays where it was. Documents move to Rivilė in both directions: the system creates them, the accountant checks and posts them in their usual environment, and the production system picks that up automatically.

Customer portal

Customers can submit and review orders, see invoices and track progress, which cuts the time spent answering “how is my order doing?”.

Result

Instead of a pile of Excel files there is one system where the manager sees the production plan, the stock position and supplier quotes, while the accountant carries on working in Rivilė.

By the client’s own assessment, automating part of the processes saved more than two half-time roles — time now spent on higher-value work.

Milios’ role

Analysis of the existing production process, design of the future process, building the system, the production planning and cost price logic, the accounting integration and the customer portal.