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 |
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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 |
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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 |
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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 |
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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:
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:
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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:
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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 |
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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 |
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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 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 |
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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. Multiply
This multiplies the quantity on the sales or purchase order line with the supplementary units factor. Divide
This divides the quantity on the sales or purchase order line by the supplementary units factor. |
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: 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. |
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
If the GL analysis required setup option is enabled for a ledger account used in a program, then the Capture GL Analysis Entries program is displayed when you post the transaction, so that you can enter the analysis details.
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Care must be taken when enabling account analysis for a ledger code, as the Capture GL Analysis Entries program is automatically loaded each time you process a transaction to an account requiring analysis.
For example:
You may not want to select GL analysis for any of the following:
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Browse on Banks
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Browse on Tax Codes
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Browse on AR Branches
The exception to this is transactions that use the ledger control accounts defined in the General Ledger Codes setup programs. These don't load the Capture GL Analysis Entries program, regardless of whether GL analysis is required for the accounts.
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Transactions for a sub module require the module to be linked to General Ledger in Detail at company level (General Ledger Codes) or ledger code level (General Ledger Codes or GL Structure Definition).
GL analysis entries cannot be entered from a sub module if it is linked to the General Ledger in Summary.
- The GL analysis required setup option is ignored for ledger codes defined in the General Ledger Codes setup program, even when the ledger code is manually entered in a posting program (e.g. they may be automated, or called automatically by other programs, in which case they can't be stopped to allow the capture of GL analysis entries).
- The GL analysis required option is ignored when copying ledger codes to another company using the GL Copy, Merge and Delete program.
- If the GL analysis code used does not exist, then a message to this effect is displayed and the program does not prompt for analysis again. The GL journal is created but not posted until the ledger code, ledger analysis code and ledger journal are corrected.
- An Ask Me Later function is only available if the Force general ledger analysis setup option is enabled for the sub-module (General Ledger Codes).
- General Ledger analysis entries are always distributed in the local currency, regardless of the currency in which the original transaction is processed.
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If you no longer require GL analysis for a specific ledger code, then the GL analysis required option in the General Ledger Codes program must be disabled against that ledger code.
If you no longer require GL analysis at all, then this option must be disabled against all ledger codes.
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Delivery Terms and Shipping Locations can only be captured if:
- A valid entry is defined against the Nationality code setup option and the EC VAT system required setup option is enabled.
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or, the Capture non EC members delivery terms setup option is enabled.
- If default entries for these fields are defined in the Suppliers and Customers programs, they take precedence over those defined in the Setup Options program.
- To reflect Delivery Terms and Shipping Location on order documents, ensure that these fields are enabled in the document format setup programs (only available with Word and SRS document printing).
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 |
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PO LCT Shipment Receipt |
If access to this eSignature is denied, you cannot perform a shipment receipt in the Shipment Receipt program. |
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