Purchase Orders > GRN system > GRN Adjustment

GRN Adjustment

You use this program to maintain details of Goods Received Notes (GRNs) for a purchase order.

You can also use this program to adjust any GRN transactions created through a purchase order receipt (Purchase Order Receipts) and stored in the GRN suspense file.

GRN Adjustment

Field Description
Supplier Indicate the code of the supplier for whom you want to adjust GRNs.

List of GRNs

[Note]

The options in the GRN Selection pane enable you to indicate your preferences for displaying GRNs in the List of GRNs listview (see GRN Selection).
Field Description
Add Select this to add a new GRN.
Change Select this to maintain the entry currently highlighted in the List of GRNs listview.

Adjustments can be made to any unmatched GRN numbers within the suspense file. The GRN value can be increased or decreased as required.

A transaction journal number is automatically created each time this function is used. The corresponding General Ledger journal is created and posted according to your selections on the General Ledger Integration form (refer to Effect of automation level selected).
Change GRN Supplier Select this to assign the entry currently highlighted in the List of GRNs listview to a different supplier.

If GRN matching is not required for the supplier, then you are prompted to enable GRN matching for the supplier now.
Unmatch GRN

Select this to set the GRN line to a status of unmatched. You typically set the GRN to unmatched to indicate that further postings are expected against the GRN.

See Coding considerations in Notes and warnings
More lines Select this to display the next set of rows according to the number of rows you selected to display at the Rows option.

This function is only enabled when there are more rows to display and is not enabled when you select to display All rows.
Rows Indicate the number of rows you want to display in the listview.

This is useful if you have a large amount of data. Filtering the number of rows to display, as opposed displaying all rows, means that the data is loaded more quickly in the listview.

List of GRNs Listview

This listview displays the GRNs for the selected supplier.

Column Description
GRN This displays the GRN reference number.
Purchase order This displays the purchase order to which the GRN is related
Outstanding value This indicates the current value outstanding against this GRN in the local currency. GRNs are stored in the local currency.
Matched This indicates the current matched status of the GRN. Part is displayed in this column to indicate that the GRN is partially matched when the GRN matched flag on the GRN Detail file is set to N, but there is a value matched against the GRN.

See Coding considerations in Notes and warnings
Delivery Note This displays the supplier's delivery note reference number.
Revision This indicates the revision number for a stock item which is defined as ECC controlled (Stock Codes).
Release This indicates the release number for the stock item which is defined as defined as ECC controlled (Stock Codes).
Supplier This indicates the supplier against whom the GRN was processed.

GRN Adjustment

Field Description
Save Select this to save the details you entered.
Cancel Select this to clear any entries you made in this pane.
GRN maintenance details These fields are enabled when you select to add or change a GRN.
GRN number This indicates the GRN number you are adding or maintaining.
Current o/s GRN value This indicates the current value outstanding against this GRN.
Current/Adjustment value This indicates the value of the GRN or the adjustment value required.

If you are adding a GRN, then you need to enter the GRN value in this field.

If you are changing an existing GRN, then you need to enter the amount by which you want to adjust the GRN in this field.

[Note]

All GRN values must be entered in local currency.
Delivery note This indicates the supplier's delivery note reference number.
Reference

This enables you to enter a reference for the adjustment.

This reference is printed on the GRN Journal (GRN Journal).
Journal notation

This enables you to enter a journal notation for the adjustment.

This notation is printed on the GRN Journal (GRN Journal).
Ledger code This indicates the General Ledger code to which the GRN value or adjustment amount entered must be posted.

See also: Notes and warnings.
Current period This indicates the posting period and year to which the entries will be posted.

You can select this to use the Change Posting Period program to change the posting period and year to the relevant period required to post entries.

You cannot change the period once you have entered and saved an adjustment or a new GRN during the current run of the program. This prevents adjustments from being posted to different periods for the same journal (i.e. you cannot post an adjustment to a different period in the same run of the program).
Withholding tax expense type This indicates the expense type defined in the Stock Codes program.
[Note]

  • This is only available when withholding tax is required (Company Tax Options Setup).

  • The expense type applies to both stocked and non-stocked items.

  • The Goods expense type is used by default when no expense type was assigned.
GRN supplier details These fields are enabled when you select the Change GRN Supplier option to assign the highlighted GRN to a different supplier.
New supplier

This indicates the supplier to whom the GRN must be assigned.
Change all GRN lines

Select this to change all GRN lines with the same number and supplier to reflect the New supplier entered (i.e. only those GRNs with the same number and supplier matching the highlighted GRN are changed).

List of Matched Transactions

This listview displays the transactions for the line currently highlighted in the List of GRNs listview. These transactions are displayed when you select the Display Matched GRNs option.

GRN Selection

The options in this pane enable you to indicate your preferences for displaying GRNs in the List of GRNs listview.

Field Description
Refresh GRNs Select this to redisplay the information in the List of GRNs listview to reflect changes you made to the options in this pane.

This function is only enabled when you make a change to the selections.
Autoload Values These options enable you to indicate how you want to save the selections made in this pane.

You can choose to set all selections as they were when you last ran the program (i.e. Load Previous Form Values) or save your selections in the pane as your default preferences for all companies, or for the current company only (i.e. Save Form Values as Default or Save Form Values for this Company).

If you have saved form values for the company or as the default, then you can remove these settings and restore them to the form's default preference selections.
GRNs  
GRN selection Indicate the GRN(s) you want to display in the listview.
Purchase orders  
Purchase order selection Indicate the Purchase order(s) for which you want to display GRNs in the listview.
Receipt dates  
Receipt date selection Indicate the Purchase order receipt date(s)

for which you want to display GRNs in the listview.
Include options  
Include non-stocked items Select this to display GRNs for non-stocked items in the listview.
Display matched GRNs Toggle between displaying matched or unmatched GRNs in the listview.

When you display matched GRNs, the GRN transactions for the entry currently highlighted in the List of GRNs listview are displayed in the List of Matched Transactions listview.

Notes and warnings

Restrictions and limits

  • You should not use this program to reverse GRNs. Refer to the Tasks section of the Purchase Order Receipts program for the correct procedures to reverse GRNs.

  • You cannot reverse a GRN (process a negative GRN) for an item defined as requiring inspection (Stock Codes). You need to use the Purchase Order Receipts program to reverse the transaction.

Coding considerations

  • When a GRN is matched, partially or fully, the value that was matched resides in the GRN value matched field of the GRN Details file.

    When you unmatch a GRN, it does not disconnect it from the current invoice or set the GRN value matched back to zero. It simply changes the GRNMatchedFlag on the GRN Detail file. This means that it is possible for the GRN to be displayed as partially matched, but the GrnMatchedFlag in the Grn Details file to show N.

    Unmatching a GRN therefore does not re-instate the value and quantity of the GRN. Any invoices already matched to the GRN remain matched as they were.

    Invoices incorrectly matched must be corrected by either adjusting the GRN, or posting a credit note against the invoice and matching it to the GRN to reverses what was posted by the invoice. The process you follow depends on the outcome you require (i.e. Do you want to keep the invoice in tact, but adjust the GRN, or do you want to credit the invoice and adjust the GRN value/quantity).

GL Analysis considerations

  • If the GL analysis required option is enabled for a ledger account used in this program (General Ledger Codes or GL Structure Definition) then the Capture GL Analysis Entries program is displayed when you post the transaction, so that you can enter the analysis details. For a sub module transaction, the sub module must also be linked to the General Ledger in Detail at company level (General Ledger Integration) or at ledger account code level (General Ledger Codes or GL Structure Definition). GL analysis entries cannot be entered from sub modules if the sub module is linked to the General Ledger in Summary at company level or at ledger account code level.

    Note that the GL analysis required option is ignored for all GL codes which are defined in General Ledger Integration. This applies even when the GL code is manually entered in a posting program. Although GL integration programs may be entered manually, they may also be called automatically by other programs or may be automated, which means that they can never be stopped to allow GL analysis entries to be captured.

    If the GL analysis code used does not exist in the GenAnalysisCat table, then a message to this effect is displayed and the program will not prompt for analysis again. The GL journal will be created but not posted until the GL code, GL analysis code and GL journal are corrected.

    The Ask Me Later function is only available when the option: Force GL Analysis - GL journal posting is enabled for the sub-module (General Ledger Integration).

    General Ledger analysis entries are always distributed in the local currency, regardless of the currency in which the original transaction is processed.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction Description
AP Supplier changed

Controls access to supplier maintenance in the Suppliers, Browse on Suppliers and GRN Adjustment programs.

It can also be used to prevent switching on GRN matching for a supplier from within the Purchase Order Receipts program by using the %GrnMatchReq variable in a condition against this eSignature transaction.
PO GRN Adjustment

If access to this eSignature is denied, you cannot adjust a GRN in the GRN Adjustment program.
PO Change GRN Supplier

If access to this eSignature is denied, you cannot change the supplier against a GRN in the GRN Adjustment program.
PO GRN Unmatch GRN

If access to this eSignature is denied, you cannot unmatch a GRN in the GRN Adjustment program.
PO GRN Add Non-merchandise Entry

Controls access to the addition of a non-merchandise GRN in the GRN Adjustment program.

Unmatch a GRN

You typically set the GRN to unmatched to indicate that further postings are expected against that GRN.

  1. From the GRN Adjustment program, enter the supplier against whom the GRN(s) to be unmatched are assigned.

  2. Select the Display Matched GRNs option from the GRN Selection pane.

  3. Select the Refresh GRNs option from the GRN Selection pane to view the matched GRNs for this supplier.

  4. From the listview displayed, highlight the matched GRN you want to unmatch.

  5. Select the Unmatch GRN option.

  6. From the GRN Matching screen displayed, select YES to unmatch the selected GRN.

    The Matched column in the listview now displays the word No for the GRN you unmatched. Unmatching a GRN does not disconnect it from the current invoice. It simply changes the matched flag on the GRN Detail file.

Change the supplier for a GRN

  1. From the GRN Adjustment program, enter the supplier against whom the GRN(s) to be changed are assigned.

  2. From the listview displayed, highlight the GRN you want to assign to a different supplier.

  3. Select the Change GRN Supplier option.

  4. Enter the new supplier code to which this GRN must be assigned.

  5. Optionally select to change all GRNs with the same number to the new supplier.

  6. Select Save to change the supplier.

View transactions against matched GRNs

  1. From the GRN Adjustment program, enter the supplier for whom you want to view transactions.

  2. Select the Display Matched GRNs option from the GRN Selection pane.

  3. Select the Refresh GRNs option from the GRN Selection pane to view the matched GRNs for this supplier.

  4. Highlight the GRN line for which you want to view the transactions.

    The transaction details for the selected GRN are displayed in the List of Matched Transactions listview.