Shipment Receipt

You use this program to record the receipt of items you have tracked and want to cost using the Landed Cost Tracking system.

When goods arrive, you record the receipt of the entire shipment.

The landed cost of an item is calculated using information from the purchase orders (Shipment Tracking Entry program) and the shipment invoices (AP Invoice Posting program).

Toolbar and menu

Field Description
Edit  
Change Shipment

Use the LCT Shipment Maintenance program to maintain the consignment details for the current shipment reference.

Shipment Tracking

Select this to access the Shipment Tracking Entry program.

This enables you to add new vessels or consignments and change any tracking details, before receiving the shipment into stock.

Shipment

Enter the shipment reference for the shipment you want to receive.

You can select the Browse icon to use the LCT Shipment Reference Query program to view LCT shipment references and to select a specific shipment reference.

This reference is stored as the supplier's delivery note in both the GRN suspense and inspection files, unless an entry is made at the Supplier's delivery note field.

New

Enter a different shipment reference to receipt. All details displayed for the current shipment are cleared.

Print Journal

Print the Inventory journal created by the receipt of the shipment.

Change Shipment

Use the LCT Shipment Maintenance program to maintain the consignment details for the current shipment reference.

Shipment Tracking

Select this to access the Shipment Tracking Entry program.

This enables you to add new vessels or consignments and change any tracking details, before receiving the shipment into stock.

Shipment Vessel Details

This pane displays details of vessel for the selected shipment.

Column Description
Vessel

This indicates the vessel defined against the shipment in the Shipment Tracking Entry program.

Name

This indicates the name of the vessel.

Departure date

This indicates the date when the vessel left its port of departure.

Estimated date of Arrival

This indicates the date on which it is estimated that the vessel will arrive.

The estimated arrival date is not automatically updated with the actual arrival date when a shipment receipt is processed. The Actual arrival date must be manually updated using the LCT Vessels program.

Route

This indicates the route by which the vessel is arriving.

Shipment Details

This listview displays the details of the shipment.

When you highlight a line in the listview, the details of the stock item are displayed in the Stock Information pane.

Column Description
Unit price (current)

This displays the unit purchase order foreign price converted to the local currency at the current exchange rate, unless a fixed rate is defined against the purchase order (in which case the fixed rate is used) or the exchange rate was established in the LCT Shipment Maintenance program (in which case the established rate is used).

This column is not displayed by default. Use the Field Chooser option to add it to the listview if required.

Posting Details

Field Description
Cancel

Select this to enter a different shipment reference to receipt.

All details displayed for the current shipment are cleared.

Post

Select this to receive the shipment into stock.

The last generated inspection GRN number used is displayed when you receipt a line on a shipment into inspection, and GRN numbering is not set to Manual in the Set Key Information program.

You cannot process shipment receipts for warehouses to which you have been denied access in the Operators program.

A warning message is displayed when a stock item included in the receipt is on hold or partial hold. If you select to continue, then any stock items on hold are ignored and the rest of the lines are receipted.

For foreign currency receipts, the exchange rate used for the receipt is the exchange rate applicable at the time the purchase order was attached to the shipment, assuming a fixed exchange rate was not used. The local merchandise cost is calculated at the time the purchase order is attached to the shipment. Subsequent changes to the exchange rate do not change local merchandise cost and are ignored for purposes of the shipment receipt. If you maintain the consignment details prior to processing the receipt, then the local merchandise cost is recalculated based on the current exchange rate. Therefore, the local merchandise value is calculated and saved either when the purchase order is attached to the shipment or when the line is maintained.

The extended calculated landed cost of the item is included in the receipt cost when the Include landed costs in last cost setup option is selected.

When you receive an item into stock, the warehouse cost is updated with the actual cost of the shipment. However, if you have not posted any invoices, then the invoice count is 0 and the expected cost is used as the basis for any calculations.

You will need to enter additional information if:

  • the items are Serialized.

    If the item is serialized (either batch or manual) then you must enter the correct number of serial numbers. You can enter a range of serial numbers for the shipment amount. You can also enter an expiry date for the batch.

  • you are using Multiple Bins.

    If you are using multiple bins in the warehouse into which the item is being received, you must enter one or more bins to distribute the receipt quantity. If the bin does not exist, it is automatically created providing the option: Create bins at inventory transaction is enabled (Inventory Setup). When this option is not enabled, you must either enter an existing bin or use the Inventory Bin Maintenance program to create a new bin.

    You cannot select the Bins function if the Print inventory document option is enabled, because you can then only enter one bin location. If you deselect the Print inventory document option, then you can enter multiple bins.

    If multiple bins are not used either for the company or for this specific warehouse, then the default bin defined against the specific warehouse is used (if defined), otherwise the warehouse code itself is used.

  • the items require Inspection.

    If the item is traceable, you must enter information about the lot(s) being received into inspection. A lot number is automatically generated when automatic lot numbering is enabled (Set Key Information). If not, then you must enter a lot number manually.

    You can only access the Lot field if:

    • the item is defined as traceable.
    • Lot numbering is Manual (Set Key Information).
    • the option Lot is equal to job is not enabled (Set Key Information).

    You can only re-use the same lot number for different stock codes when the option: Use same lot on multiple stock codes is enabled (Lot Traceability Setup).

    If the item is not serialized, then you can specify up to 100 lot numbers for a purchase order line.

  • you are using multiple lots.

    Select the Edit hyperlink to add multiple lots being received into stock using the Bins, Lots & Serial Capture program.

    This hyperlink is not available if:

    • you are processing a negative receipt.

    • you have enabled automatic numbering for lots.

    • you are using inspection and have selected the WIP setup option Capture lots at end of WIP inspection.

    • you have already selected the lots.

    • the item is serialized.

    If multiple bins are in use, the bin must be entered before selecting the hyperlink.

    If values are entered in the expiry date and concession fields, these will be used as default values when adding multiple lots.

    The error message This lot number already exists under a different stock code is displayed if the Use same lot on multiple stock codes setup option is disabled and your Numbering method for Lots is defined as Manual.

  • the items are linked to Jobs.

    If the purchase order line is linked to a job, then you can post an entry to a job. If you post to a job, and the consignment has non-stocked items, you can update a subcontract operation.

    The Shipment reference will default as the delivery note number.

  • you are using the EC VAT system.

    If the EC VAT system is in use (Company Tax Options Setup) then you have to enter EC SSD information when receipting a shipment from a supplier in an EC Member State (excluding local transactions).

  • GL analysis is required for the Warehouse GRN Suspense account for the item you are receipting.

    The Capture GL Analysis Entries program is displayed, enabling you to allocate the transaction amount(s) to the respective analysis codes.

    See also: Notes and warnings.

If a shipment line is associated with a sales order which is not a scheduled order, then you are prompted to action the sales order depending on the quantity received. You can set the following options in the Landed cost tracking section of the Purchase Orders Setup program to perform these actions automatically if required:

  • Receipt quantity = back order quantity

  • Receipt quantity < back order quantity

  • Receipt quantity > back order quantity

Receipt details  
Reference

Enter the goods received note number.

The program validates if the Numbering method for GRN numbers is defined as Manual and the Key type is defined as Alphanumeric in order to determine which field to use as the GRN/Reference number against the InvJournalDet, InvMovements, InvSerialTrn, and LotTransactions tables.

This applies only if the GRN suspense system is required (Purchase Orders Setup).

You cannot access this field when the option Auto GRN for each shipment is enabled (Set Key Information).

GRN source

Select a GRN source code. This code can be used to subdivide GRN's when running the GRN Audit Trail Report.

This applies only if the GRN suspense system is required (Purchase Orders Setup).

Journal notation

Enter a note to print on the Inventory Journal Report.

Supplier's delivery note

Indicate the Supplier's delivery note that must be used for the shipment.

Issue direct to job

Select this to automatically issue material to all the jobs attached to a LCT shipment.

You are still prompted for a job number if any of the following apply:

  • an invalid job is attached to the shipment

  • the material being issued to the job is not valid

  • the purchase order line is associated with a subcontract operation

Uninvoiced Cost Elements

This screen is displayed when you Post the receipt and there are uninvoiced cost elements.

If you posted invoices against an LCT shipment, then those values are used as your actual costs when processing the receipt. If no invoice was posted against an element, then by default, the GRN value is based on the expected cost for the element, but you can set the cost of the element to zero.

Field Description
View Elements

Select this to display the elements for the shipment using the LCT Elements for a Shipment program.

Do you wish to continue to process the shipment receipt using the expected cost as the actual or leaving the actual cost as zero?  
Leave as Zero

Select this to leave the element cost as zero. The GRN and actual merchandise values are not changed.

Use Expected Cost

Select this to use the expected cost for the element. The GRN is updated with the expected costs.

Cancel

Select this to cancel the receipt process.

Recap Totals

Column Description
Journal

This indicates the inventory journal created for the shipment receipts during the current run of the program.

Transaction date

This indicates the date on which the transaction is recorded as being processed.

The date and time of the receipt is recorded as the actual current system date and time that the receipt was processed providing:

  • the Operators option: Set accounting date to system date is enabled.
  • you do not manually change the transaction date when processing the receipt.

The current date and time of receipt has particular relevance to a 24 X 7 environment.

Posting period

This indicates the period and year into which the receipt will be posted to the General Ledger.

Number of receipts

This indicates the number of receipt transactions processed during the current run of the program.

Transaction value

This indicates the total value of the receipt transactions processed during the current run of the program.

Stock Information

This pane displays the details of the stock code currently highlighted in the Shipment Detailslistview.

EC SSD Information

This screen is displayed when you process a receipt from a supplier in an EC Member State (excluding local transactions) and the EC VAT system required setup option is enabled (Setup Options > Tax > Company Tax Options).

These fields are printed on the EC Declaration of Arrivals report.

Field Description
Save

Select this to accept the information you entered.

Intrastat details  
Delivery terms

Optionally indicate the three-character alphanumeric Incoterms code, denoting the terms of delivery.

This code is also used when processing a purchase order for a supplier in an EC Member State and ultimately for use on the Supplementary Declaration.

The Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

For example:

The Delivery term CIP (Carriage and Insurance Paid) indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. shipping location).

If this field is left blank, then the default delivery terms defined against the company for the Arrivals setup option is used.

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

Nature of transaction

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.

Mode of transport

Enter the mode of transport used to deliver the shipment.

Traders reference

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

Tariff code

This is only enabled for the receipt of a non-stocked line. For a stocked line, the tariff code defined against the stock item is displayed.

Unit mass

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.

Shipping location

Optionally indicate the default shipping location associated with the Delivery terms.

Supplementary units

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.

Supplementary unit

This indicates the Supplementary code defined against the stock code for stocked lines.

This field is blank for non-stocked lines.

Supplementary units factor

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.

Supplementary units method

This indicates the method used to calculate the supplementary units and defaults to Multiply.

Intrastat options

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).

The country of origin doesn't have to be an EU nation.

Intrastat exempt

Select this to indicate that the order line is exempt from Intrastat triangulation.

Triangulation role

Indicate your Intrastat triangulation role for this transaction:

Dispatch state

This lets you specify the state from which the Intrastat triangulation goods are dispatched using the Nationalities program.

The dispatch state must be a member of the European Community (EC).

Destination state

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

The destination state must be a member of the European Community (EC).

Country of origin

This lets you specify the country where the goods originated using the Nationalities program.

The country of origin is required for all Intrastat triangulation transactions.

Notes and warnings

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
PO LCT Shipment Receipt

If access to this eSignature is denied, you cannot perform a shipment receipt in the Shipment Receipt program.