You use this program to maintain the integrity of the data in the Goods Received Notes sub-module and to remove all Goods Received Notes (and associated journals) that have been matched (i.e. all GRN's which have been reconciled against an invoice).
This is achieved through the following functions:
- Balance
- Purge
- Update out of balance GRNs
- Validate and correct supplier mismatches
You should run this program once a month after the GRN Audit Trail has been produced. Matched GRNs are removed only once they have been printed on this report.
| Field | Description |
|---|---|
| Start Processing | Select this to begin processing the function you selected. |
| Select this to print the information currently displayed in the Report output pane. | |
| Save Form Values | This option is only enabled in Design mode (Automation Design). Your selections are saved and applied when the
program is run in automated mode. Form values and defaults are applied at operator level. They are not saved at role or group level. |
| Field | Description | ||||||
|---|---|---|---|---|---|---|---|
| Purge function | |||||||
| Function | Indicate the processing function to
perform.
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| Options | |||||||
| Update out of balance GRNs |
Select this to update any out-of-balance GRNs. When you select this option, the program checks that the information in the GRN Master file, the GRN Detail file and the GRN Matched files concurs. |
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| Validate and correct supplier mismatches | Select this to correct supplier mismatches that could occur when a GRN is transferred to a different supplier. | ||||||
| After processing completed |
These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design). |
This pane displays the results of the processing function you selected once processing is complete (unless you selected the option to close the application from the After processing completed section).
The system performs the following routine when doing a Balance:
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Each GRN record is extracted from the GRN suspense file and the total of all the adjustments/entries posted for this supplier/GRN combination are totalled.
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The total of all the adjustments/entries posted for this supplier/GRN combination is subtracted from the original GRN value. The difference is compared to the current value of the GRN. If there is a variance, the current value is updated.
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The program then accumulates the value of matched records and compares the figure with the matched value on the GRN suspense file. If there is a variance then the total value matched on the GRN file is updated.
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Any variances encountered are printed on the report. If all the figures were correct then no report is produced.
The system performs the following routine when doing a Purge:
![[Note]](images/note.png)
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The GRN Master file/table is only updated from the time you select the setup option Check for duplicate GRN's (Set Key Information). Depending on when this option was selected, and if the rebuild of the GRN master was run, there could be differences between the master and the details records. The GRN Master file/table is purged at the same time as the GRN Detail file/table. There is no one-to-one relationship between these two files/tables, as there can be several entries in the GRN Detail file for the same GRN number. A master record is only removed when all the details pertaining to it have been removed. |
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GRN records are deleted only if they match ALL of the following conditions:
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The calculated current GRN value is zero (i.e. the GRN is fully matched). The calculated current GRN value is the difference between the original GRN value and the matched value.
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A GRN Audit Trail report has been printed.
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The GRN matched flag is set to Y.
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The age of the GRN (in months) is greater than the value defined at the option Number of months to retain - Matched GRNs (Purchase Orders Setup).
If the Inventory module is installed, then the age of the GRN (in months) is calculated by comparing the current financial year and month of the Inventory module to the month and year in which the GRN was matched.
If the Inventory module is not installed, then the age of the GRN (in months) is calculated by comparing the current financial year and month of the Purchase Order module to the month and year in which the GRN was matched.
The current financial year and month values in the Purchase Order module must be updated manually.
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GRN purchase price variance records are deleted if they have been printed (see GRN Invoice Variance) and they are older than the value defined at the option: Retention periods - GRN price variances (Purchase Orders Setup).
Inserting Application Help
You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.
Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.
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Open the program for which you want to insert application help into a customized pane.
This functionality is only available for a program that has panes.
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Right-click any form field.
You can also click the triangle menu icon that appears in the title area of a pane.
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Select Insert Application Help from the context-sensitive menu.
The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.
Removing the Application Help pane
If you no longer want to display application help in a pane for your current program, you can simply remove it.
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Select the Close icon in the right-hand corner of the application help pane.
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Confirm that you want to delete the pane.