Purchase Order Inspection

Enter the number of the GRN for the line item you are receiving.

Use the Browse icon to display details of outstanding GRN numbers in the inspection file (see Inventory GRNs in Inspection).

This indicates the goods received note reference number.

This indicates the warehouse for which the goods were purchased.

This indicates the revision for the stock item, if the item is defined as an ECC controlled item (Stock Codes).

This indicates the supplier's certificate number if applicable.

This indicates the supplier's delivery note reference.

Indicate the date you want to use as the transaction date for transactions processed during the current run of the program or until you indicate a different date.

This indicates the current expiry date for the lot items.

This is calculated as the shelf life period defined against the stock item to the current date.

If the lot already exists on file and has an expiry date greater than zero, then that date is displayed.

This indicates the date by when the lot items should be sold.

This indicates the date when the lot items were manufactured.

Select this to accept the quantity entered and to create a transaction for the quantity counted, inspected, scrapped, rejected or returned, depending on the option you selected.

The values displayed in the Inspection Quantities pane are updated according to the transaction posted.

Select this to process a transaction for the quantity inspected.

Select this to process a transaction for the quantity rejected.

Enter the quantity of the item counted.

Enter the quantity of the item inspected.

Enter the quantity of the item scrapped.

Indicate the reason for scrapping the item(s).

Scrap reason codes are maintained using the Scrap Reasons program.

Enter a narration, if required. This text can be printed on inspection documents.

This text is written to the InvInspectDet.Narration field and can be used for reporting purposes.

If you add the DetNarration field to your inspection document (Maintain SRS Document Templates) then the narration is printed on your document.

This defaults to the description for the Reject code you selected.

Select this to use the Inventory Serial Entry for Inspection program to capture the serial numbers to scrap.

Manual serial numbers or batch serial numbers are captured, depending on the method of serial tracking defined against the stock item (Stock Codes).

This option is only enabled if Serial tracking is required for the stock item and the option: Record serial numbers during receipt is selected (Stock Codes).

Select this to pay the supplier of the item(s) you scrapped.

If you select this option and the GRN suspense system is required (Purchase Orders Setup) then a GRN line is created for the scrapped item(s).

This indicates the description defined against the ledger code selected.

Select this to use the warehouse unit cost defined against the stock item for the receipt (Inventory Warehouse Maintenance for Stock Code).

Select this to use the cost specified at the time of entering the purchase order, excluding tax, for the receipt.

Select this to manually enter the total cost for the quantity of items being receipted.

This indicates the unit cost assigned to the stock item (Inventory Warehouse Maintenance for Stock Code).

It can also indicate the total cost, depending on the cost basis selected.

If you select the Cost basis as Total cost, then you can enter the total receipt cost in this field.

See Field considerations in Notes and warnings.

Enter the quantity of the item rejected.

Indicate the reason for rejecting the item(s).

These codes are the same as the Scrap reason codes and are maintained using the Scrap Reasons program.

Enter a narration, if required. This text can be printed on inspection documents.

Indicate the supplier to whom the rejected items are being returned.

This defaults to the supplier against whom the purchase order was raised.

Select this to use the Inventory Serial Entry for Inspection program to capture the serial numbers to reject.

Manual serial numbers or batch serial numbers are captured, depending on the method of serial tracking defined against the stock item (Stock Codes).

This is only enabled if Serial tracking is required for the stock item and the option: Record serial numbers during receipt is selected (Stock Codes).

Enter the quantity of the item returned to you from the supplier.

Enter a narration, if required. This text can be printed on inspection documents.

Select this to receipt the returned quantity into a new lot number.

This option is only enabled if the item is defined as lot traceable (Stock Codes) and you selected the option Return from supplier above.

If you are using automatic lot numbering, then the next lot number is allocated to the receipt quantity.

This indicates the original quantity received into inspection from Purchase Order Receipts.

The value in this field equals the quantity received to date on the GRN.

It is automatically updated with the Quantity entered on the Receipt Into Inspection pane. It is also updated when you use the Reverse Receipt option to reverse all or part of the quantity received.

This indicates the quantity of the item that has been counted. This is zero when the item is first received into inspection.

This is changed using the Count option. It is also updated when you use the Reverse Receipt option to reverse all or part of the quantity received.

If you selected the Counted complete option, then the Counted quantity is automatically set to equal the Advised quantity.

This indicates the quantity of the item that has been inspected.

This is zero when the item is first received into inspection.

The value displayed here is purely documentary and does not affect the processing of a two-stage receipt.

This field can be changed using the Inspect option. It is also updated when you use the Reverse Receipt option to reverse all or part of the quantity received.

This indicates the quantity of the item that has been scrapped.

This is zero when the item is first received into inspection.

This is changed using the Scrap option.

This indicates the date on which the inspection transaction was processed.

This indicates the transaction quantity.

Select this to return to the previous screen without accepting any stock from inspection.

Enter a concession reference associated with the specific Lot, if applicable.

This applies only for Traceable items (Stock Codes).

A concession usually indicates that although the item deviates from the original specification, it is still acceptable to, and fit for, its purpose.

This indicates the unit cost assigned to the stock item (Inventory Warehouse Maintenance for Stock Code).

It can also indicate the total cost, depending on the cost basis selected.

If you select the Cost basis as Total cost, you can enter the total receipt cost in this field.

This only applies when Multiple bins in use is enabled against the warehouse into which you are receipting the item (Warehouses). When not select against the warehouse, the bin location assigned to the stock item (Inventory Warehouse Maintenance for Stock Code) is displayed in this field and cannot be changed.

If you selected the option: Multiple bins in use (Warehouses) for the warehouse receiving the item and the Preference: Show default bin for receipts, then the bin location assigned to the stock item (Inventory Warehouse Maintenance for Stock Code) is displayed in this field, but can be changed. If the Preference: Show default bin for receipts, is not selected, then no bin number of displayed in this field. You must enter a bin number if multiple bins are required for the warehouse (Warehouses).

If the bin does not exist, it is automatically created providing the option: Create bins at inventory transaction (Inventory Setup) is enabled. If this option is not enabled, then you must either enter an existing bin or use the Inventory Bin Maintenance program to create a new bin.

A maximum of 50 multiple bin locations can be entered per transaction.

Select this to use the Inventory Serial Entry for Inspection program to capture the serial numbers to accept.

Manual serial numbers or batch serial numbers are captured, depending on the method of serial tracking defined against the stock item (Stock Codes).

This option is only enabled if Serial tracking is required for the stock item and the option: Record serial numbers during receipt is selected (Stock Codes).

This is applicable when Inventory is linked to the General Ledger (General Ledger Integration) and the option: Request ledger code for - Purchase order receipts - Credits is enabled (Inventory Setup).

If Inventory is linked to General Ledger in summary or detail, then the ledger code entered is validated.

The default ledger code used is the Inventory Ledger Interface entry for Receipts (General Ledger Integration) if either the GRN suspense system is not installed, or the GRN suspense system is installed but you indicated that GRN matching is not required for the supplier (Suppliers).

The GRN suspense control account (General Ledger Integration) is used as the default if the GRN suspense system is installed; a non-stocked line is being receipted; and you indicated that GRN matching is required for the supplier (Suppliers).

For stocked lines, where the GRN suspense system is installed, the ledger code defaults to the entry made at the GRN suspense ledger code within the Warehouses program. If this entry is blank, then the account defined within the General Ledger Integration program is used (General Ledger Integration) providing that you have indicated that GRN matching is required for the supplier (Suppliers).

The default ledger code can be changed if the option: Request ledger code for - Purchase order receipts - Credits is enabled (Inventory Setup). If this setup option is not selected, then this field is not enabled.

This is available only when processing a non-stocked receipt.

The ledger code entered during purchase order entry is displayed here as the default. Otherwise the ledger code defined at the Non-stocked field (General Ledger Integration) is displayed as the default.

You can change this default entry when the option: Request ledger code for - Purchase order receipts - Debits (Non stocked) is enabled (Inventory Setup). If this option is not enabled, then this field is not enabled.

Select this to assign the line item to a job. You then enter the job number.

If you issue an item (stocked or non-stocked) directly to a job, then ensure that your WIP and Inventory modules are in the same posting month. This is achieved by running the required number of month ends in either module until the posting month is the same for both modules.

If the Inventory module is not installed then ensure that your WIP and Purchase Order modules are in the same posting month. However, since the Purchase Order module does not have its own month end function, you need to manually adjust the current month from within your Purchase Order Setup options.

If the item is linked to a sales order, then this field is disabled, because the item cannot be issued to a job.

This is displayed if the GRN suspense system is installed and the item is neither traceable nor requires inspection.

The code can be in the range 1 to 5, indicating the source of the transaction. For example: A code of 1 can indicate returns.

Totals for each code are printed on the GRN Audit Trail report.

You must identify the required coding structure. The default source code is 1.

Enable this option to include pre-production elements in the calculation of costs. These costs are then added to the receipt cost entered.

Only pre-production elements of cost defined with a calculation method of Single are applied.

Select the Edit hyperlink to distribute the non-merchandise cost to specific general ledger codes.

This is available under either of the following conditions:

• a non-merchandise value was entered against the order line
• using the Receive Quantity function, you selected the Apply cost multiplier option and specified a cost multiplier value not equal to 1, or you entered a non-merchandise cost amount.

The following message is displayed when the Receipt cost of the item is zero:

The calculated cost of the merchandise portion is zero. Do you want to include the non-merchandise cost in the last cost?

• Select Yes to proceed to the Non-Merchandise Distribution screen, to cost the multiplier value against the item. When you post the distribution:

  • The journal is created as usual when a non-merchandise portion is entered.

  • The non-merchandise portion is added back to the Receipt line.

  • The Inventory last cost & last non-merchandise costs are updated on the warehouse.

  • A zero value GRN is created for the merchandise supplier, whilst a GRN for the non-merchandise amount is created for the Non merchandise supplier.

  • If you chose to issue directly to a job, then the material, labor, master and posting files are updated/created with the value of the issue.

• Select No to return to display the Cost Multiplier screen, so you can deselect the Enter non-merchandise cost option to post the receipt of the item without applying a non-merchandise cost.

Select this to accept the information you entered.

This indicates the Intrastat nature of transaction code for the acquisition (arrival).

This defaults to the default nature of transaction code defined against the supplier. If the code is not defined against the supplier, then the nature of transaction code defined against the company, is used. You can enter a different code if applicable.

This field is printed on the EC Declaration of Arrivals report.

Enter an alphanumeric code as a trader's reference, for example the dispatch document number given by the supplier.

This is only enabled for the receipt of a non-stocked line. For a stocked line, the mass per stocking unit defined against the stock item is displayed.

This is only enabled for the receipt of a non-stocked line.

For a stocked line, the field's setting defined against the stock item is displayed.

This indicates the factor used by the system to convert the order quantity on the sales or purchase order line to calculate the supplementary units, and defaults to 1.

For Intrastat triangulation transactions, the agent, customer and supplier countries must be EU nations and the nationalities must exist in the AdmNationalities table (Nationality Maintenance).

Indicate your Intrastat triangulation role for this transaction:

None

Select this to record Intrastat triangulation information without playing an actual role in the transaction.

Agent

Select this if you are an agent for this purchase order line (i.e. you don't dispatch or receive the goods).

You must specify the dispatch and destination states when selecting this option.

Customer

Select this if you are the customer of this purchase order line.

You must specify the destination state when selecting this option.

This lets you specify the state to which Intrastat triangulation goods are sent using the Nationalities program.

Save the cost multiplier information entered.

Indicate what portion of the transaction value for the stock item comprises non-merchandise costs.

Note that if the option: Apply cost multiplier to process receipt (Inventory Setup) is not enabled, then the cost multiplier displayed is not applied to the receipt (i.e. the cost multiplier displayed here is only applied if the Apply cost multiplier option above is enabled).

The values calculated using a cost multiplier depend on the costing method defined for Inventory (Inventory Setup, or Warehouses when costing per warehouse):

• Using a costing method other than Standard:

  Total Transaction value = Quantity x New Cost x Cost Multiplier

  Total Merchandise Value = Quantity x New Cost

  Total Non-merchandise value = Transaction Value - Merchandise Value

• Using Standard Costing:

  Total Transaction Value = Quantity x Standard cost

  Total Merchandise Value = (Quantity x Standard Cost) / Cost Multiplier

  Total Non-merchandise value = Transaction Value - Merchandise Value

The Cost multiplier value is posted to the ledger account defined in the Non-merchandise Distribution pane.

Select this to automatically enter the amount not yet allocated to a ledger code into the Amount field of the entry currently selected in the list view.

Return to the previous screen.

Indicate the supplier of the non-merchandise portion of the purchase order receipt.

If the GRN suspense system is required (Purchase Orders Setup) but you do not enter a supplier, then no GRN transaction is created for the non-merchandise value.

Indicate the General Ledger account code to which to post the non-merchandise value.

This indicates the receipt date for the transaction.

This indicates the quantity receipted.

This indicates the unit of measure in which the item is stocked.

The quantity available is the quantity on hand less the quantity allocated to sales orders for the item in the selected warehouse.

The quantity allocated to sales orders is the order quantity and includes quantities on back order.

This indicates the outstanding non-immediate warehouse transfers shown against the target warehouse.

This indicates the quantity of outstanding purchase orders, made-in jobs and supply chain transfers.

Controls access to the receipting of purchase orders into inspection in the Purchase Order Inspection and Purchase Order Receipts programs.

Controls access to the Count Stock function for items in inspection within the Purchase Order Inspection and Purchase Order Receipts programs.

Controls access to the Reject Stock function in the Purchase Order Inspection and Purchase Order Receipts programs.

Controls access to the Return Stock function in the Purchase Order Inspection and Purchase Order Receipts programs.

Controls whether an operator can receipt items into a lot that has expired using the Inventory Movements, Job Receipts, Purchase Order Receipts and Purchase Order Inspection programs.

When allowed, a warning is displayed if the operator receipts an item into an expired lot. The operator can cancel the transaction or process the receipt.

This password restricts access to receipting a traceable item that requires inspection into stock (using the Purchase Order Inspection program) when the quantity accepted is less than the order quantity by the percentage defined against the Acceptable quantity over/under supply option (Purchase Orders Setup).

The percentage variance is calculated as follows:

((Inspection qty advised - (Inspection qty accepted + qty being accepted)) / Inspection qty advised) x 100

Where the result is greater than zero, a warning is displayed that the entered receipt quantity is less than the order quantity by the percentage defined against the Acceptable quantity over/under supply option. When selecting OK to continue, the password defined here is requested.

This password restricts access to setting a purchase order line to Complete when the quantity received is less than the purchase order quantity. The option to mark a purchase order line as complete is displayed when using the Post function of the Purchase Order Receipts program.

This password is only applied when the Acceptable quantity over/under supply percentage is greater than zero (Purchase Orders Setup).