Purchase Order Inspection

You use this program to receipt items from inspection into stock. You can inspect the goods and either accept, reject, or scrap them, before actually updating the stock on hand.

Items defined as traceable or requiring inspection (Stock Code Maintenance) must be received into inspection.

Toolbar and menu

Field	Description
Options
Set date	Select this to set the date for transactions processed during the current run of the program. If you do not set this date, then all transactions posted from the Purchase Order Inspection program are created with the company transaction date (typically today's date).
GRN	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).
Accept into Stock	Select this to receipt the goods which have been inspected into stock.
Print Journal	Select this to print the journal created for the transaction.

Inspection Details

Column	Description
GRN	This indicates the goods received note reference number.
Supplier	This indicates the code of the supplier from whom the goods were received.
Warehouse	This indicates the warehouse for which the goods were purchased.
Stock code	This indicates the code of the stock item being inspected.
Revision	This indicates the revision for the stock item, if the item is defined as an ECC controlled item (Stock Codes).
Release	This indicates the release for the stock item, if the item is defined as an ECC controlled item (Stock Codes).
Certificate	This indicates the supplier's certificate number if applicable.
Receipt date	This indicates the Purchase Order receipt date for the line item.
Delivery note	This indicates the supplier's delivery note reference.
Purchase order	This indicates the purchase order number for the line item.
Transaction date	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 field becomes available when you select the Set date function from the Options menu.
Lot	This indicates the lot number allocated to the line item. 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.
Lot expiry 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. If lot numbering is automatic, then any dates associated with lots must be entered in the calling program (i.e. you won't be able to enter it in the Bins, Lots & Serial Capture program). You can change the expiry date as long as the lot does not already exist in the LotDetail table.
Use by date	This indicates the date by when the lot items should be used.
Sell by date	This indicates the date by when the lot items should be sold.
Internal expiry date	This indicates the date by when the lot items will expire internally.
Manufacturing date	This indicates the date when the lot items were manufactured.
Dispatch date	This indicates the date by when the lot items should be dispatched.
Best before date	This indicates the best before date of the lot item.

Inspection Functions

You can't Inspect, Accept, Scrap or Reject the quantity if it exceeds the Quantity counted, or it exceeds the sum of the Accepted, Scrapped and Rejected quantities.

Field	Description
Post	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.
Count	Select this to process a transaction for the quantity counted.
Inspect	Select this to process a transaction for the quantity inspected. This option becomes unavailable when the Inspection Engine within in Quality Management module is used, as the inspection is done using the Inspection Test Queue program.
Scrap	Select this to process a transaction for the quantity scrapped.
Reject	Select this to process a transaction for the quantity rejected. This option becomes unavailable when the Inspection Engine within in Quality Management module is used, as the inspection is done using the Inspection Test Queue program.
Return	Select this to process a transaction for the quantity returned to the supplier.
QM Return	Select this to process a transaction for the quantity returned to the supplier. This option is-only-available when the Inspection Engine within in Quality Management module is used.

Quantity Counted

You use the Count option to indicate the quantity of the item counted.

Field	Description
Quantity counted	Enter the quantity of the item counted.
Serial numbers	Select this to use the Inventory Serial Entry for Inspection program to capture the serial numbers counted. 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 enabled (Stock Codes).
Count complete	Select this to indicate that the count is complete (i.e. you do not intend to count any further quantities for the item). Setting the count to complete does not prevent you from processing additional counts for the item, as over-receipting for jobs / purchase orders is allowed. This option is automatically selected if the quantity you enter in the Quantity counted field is equal to or more than the quantity in the Advised quantity. You can set the count to complete without having to enter a quantity. You can set the count to complete when the quantity is zero providing a quantity was previously counted. This option is automatically selected if the value in the Counted field equals or is greater than the value in the Advised field. The Count complete option can also be set when processing the receipt into inspection.

Field

Description

Quantity counted

Enter the quantity of the item counted.

Serial numbers

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

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 enabled (Stock Codes).

Count complete

Select this to indicate that the count is complete (i.e. you do not intend to count any further quantities for the item).

Setting the count to complete does not prevent you from processing additional counts for the item, as over-receipting for jobs / purchase orders is allowed.

This option is automatically selected if the quantity you enter in the Quantity counted field is equal to or more than the quantity in the Advised quantity.

You can set the count to complete without having to enter a quantity.

You can set the count to complete when the quantity is zero providing a quantity was previously counted.

This option is automatically selected if the value in the Counted field equals or is greater than the value in the Advised field.

The Count complete option can also be set when processing the receipt into inspection.

Quantity Inspected

You use the Inspect option to indicate the quantity of the item inspected.

Field	Description
Quantity inspected	Enter the quantity of the item inspected.
Document	This indicates the reference number for the inspection document.
Inspection complete	Select this to indicate that the inspection is complete (i.e. you do not intend to inspect any further quantities for the item). You can set the inspection to complete without having to enter a quantity.

Field

Description

Quantity inspected

Enter the quantity of the item inspected.

Document

This indicates the reference number for the inspection document.

Inspection complete

Select this to indicate that the inspection is complete (i.e. you do not intend to inspect any further quantities for the item).

You can set the inspection to complete without having to enter a quantity.

Quantity Scrapped

You use the Scrap option to enter the quantity of the item which has been scrapped, together with a reason for the scrapping.

You typically scrap an item that is beyond economical repair or an item that is being used for testing.

You can select to still pay the supplier for the item(s) you scrap when the option Liable to supplier for scrapped items is enabled (Purchase Orders Setup).

Scrapping items does not have an effect on stock levels or costing. Scrapping merely removes the quantity from the Qty in inspection field.

The GRN only contains the stock value once the item is receipted into stock. While an item is in inspection, there is no GRN for that item, only an inspection GRN. Therefore, scrapping items at this stage has no effect on the GRN at all, unless you select the option to be liable to the supplier for scrapped items, in which case a General Ledger entry is created.

Field	Description
Quantity scrapped	Enter the quantity of the item scrapped. You cannot scrap a negative quantity.
Document	This indicates the reference number for the scrap document.
Scrap reason	Indicate the reason for scrapping the item(s). Scrap reason codes are maintained using the Scrap Reasons program.
Description	This indicates the description defined against the Reject code you selected.
Narration	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.
Default warehouse to use	Enter the warehouse code to use for creating and printing the inventory journal for the receipt of the non-stocked item. This only applies when you process a receipt for a non-stocked item and you do not have a default warehouse defined against your operator code (Operators - Defaults) or against the company (Company Maintenance).
Serial numbers	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).
Print scrap note document	Select this to print an on-line scrap note document using the Inventory Document Print program. See also: Notes and warnings. This option is disabled if you selected to print Inspection documents in Batch mode only (Inventory Setup). In this case, you use the Inspection Document Print program to print the inspection documents.

Liability for Scrapped Documents

This pane is only displayed if you selected the setup option: Liable to supplier for scrapped items (Purchase Orders Setup).

Field	Description
Pay supplier for scrapped items	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).
Ledger code	Enter the General Ledger account to which the value of the scrapped item must be posted. This defaults to the Warehouse variance account (Warehouses).
Ledger description	This indicates the description defined against the ledger code selected.
Cost basis	These options indicate the cost basis for the line item. The cost basis specified in the Purchase Order Receipts program is used as the default, but can be changed. See Field considerations in Notes and warnings. If you set your Inventory Costing method to Standard (Inventory Setup or Warehouses if costing is set per warehouse), then the standard warehouse cost defined against the item is automatically used as the receipt cost. This is irrespective of whether you use this option to select a different cost basis. The reason this option is not disabled when your costing method is set to Standard, is that would typically change the cost basis (for example to Purchase price) if the GRN value differs from the standard cost. The difference between the cost basis selected (for example the purchase price) and the standard cost is posted to the purchase price variance account.
Current cost	Select this to use the warehouse unit cost defined against the stock item for the receipt (Inventory Warehouse Maintenance for Stock Code).
Price at entry	Select this to use the exchange rate used when the purchase order was entered as the rate for calculating the purchase price. This option is only displayed when receipting a foreign currency purchase order.
Purchase price	Select this to use the cost specified at the time of entering the purchase order, excluding tax, for the receipt.
Manual entry	Select this to manually enter the unit cost of the item for the receipt.
Total cost	Select this to manually enter the total cost for the quantity of items being receipted.
Price + tax	Select this to use the cost specified at the time of entering the purchase order, including tax, for the receipt.
Unit cost	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.
Cost uom	This indicates the unit of measure applicable to the receipt cost.
GRN source	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.

Quantity Rejected

You use the Reject option to indicate the quantity of the item rejected.

A rejected item is typically one that could be still repaired. It could be returned to the supplier for repair or sent to an internal department for repair. Another reason for rejecting items could be that the supplier delivered the items too early or too late.

Rejected items returned to a supplier are marked as off site. You use the Goods in Inspection Offsite program to list these items.

When the (now repaired) rejected items are returned from the supplier, you use the Return function to process them.

Rejecting an item does not remove it from inspection. The only activities which remove an item from inspection (other than processing a Reverse Receipt transaction) are Accept and Scrap.

To reverse "rejected" items, you must first "return" the quantity into inspection and then "scrap" the items to set the quantity in inspection to zero. The Reverse Receipt function (Purchase Order Receipts) takes the quantity out of inspection back into the purchase order as if you did not receipt it in the first place.

No lines are created against the GRN for rejected items when the GRN system is required (Purchase Orders Setup).

When you post the transaction, the off-site quantity is updated with the quantity rejected.

Field	Description
Quantity rejected	Enter the quantity of the item rejected.
Document	This indicates the reference number on the reject document.
Scrap reason	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.
Description	This indicates the description defined against the scrap reason code you selected.
Narration	Enter a narration, if required. This text can be printed on inspection documents.
Return to supplier	Select this if the rejected items are being returned to the supplier.
Supplier	Indicate the supplier to whom the rejected items are being returned. This defaults to the supplier against whom the purchase order was raised.
Supplier name	This indicates the name of the supplier selected.
Serial numbers	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).
Print return note document	Select this option if you want to print an on-line return note document using the Inventory Document Print program. See also: Notes and warnings. This is disabled if you selected to print Inspection documents in Batch mode only (Inventory Setup). In this case, you use the Inspection Document Print program to print the inspection documents.

Quantity Returned

You use the Return or QM Return option to enter the quantity of the item which has been returned from the supplier and needs to be inspected and accepted into stock.

This option is-only-available when the Inspection Engine within in Quality Management module is used.

Typically, these items would have been rejected and are now being returned to you for re-inspection and acceptance.

Field	Description
Quantity returned	Enter the quantity of the item returned to you from the supplier.
Document	Enter the reference number for the return document. This would typically be the Reject document number you created when you initially rejected the item(s)
Narration	Enter a narration, if required. This text can be printed on inspection documents.
Return from supplier	Select this if the item was returned to you from the supplier. You must select this option if you want to reduce the off-site quantity created when the item was initially rejected and returned to the supplier. If you do not select this option, then the off-site quantity is not reduced.
Return under new lot number	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.
Serial numbers	Select this to use the Inventory Serial Entry for Inspection program to capture the serial numbers to return. 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).

Inspection Quantities

Column	Description
Advised	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.
Accepted	This is defined as zero when the item is first received into inspection. Each subsequent Accept into stock function adds to this figure.
Counted	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.
Count completed	This indicates whether the counting of the item is complete.
Inspected	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.
Inspection complete	This indicates whether the inspection is complete. The calculation for determining when an item is no longer in inspection is: `Advised - (Accepted + scrapped + (rejected - offsite))`.
Scrapped	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.
Rejected	This indicates the quantity of the item that has been rejected. This is zero when the item is first received into inspection. This is changed using the Reject option. Rejected items returned to a supplier are marked as off site. You can use the Goods in Inspection Offsite program to list these items.
Quantity off-site	This indicates the total quantity of the item which is not longer on your site (e.g. returned to the supplier). This is zero when the item is first received into inspection.

Inspection Transactions

This displays the inspection transactions processed to date for the selected GRN.

Column	Description
Date	This indicates the date on which the inspection transaction was processed.
Transaction	The following transactions are created when receipting an item into inspection or when processing inspection transactions: Advised Counted Inspected Scrapped Rejected Returned Accepted Reversed
Quantity	This indicates the transaction quantity.
Document	This indicates the document number created for the transaction.
Concession	This indicates the concession reference associated with the specific lot, if applicable. This field is only relevant if the item is defined as Traceable (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.

Transaction Example

Explanation of GRN inspection transactions and Quantity in Inspection:

Receipt a quantity of 10 into inspection. Quantity in inspection = 10
Count the items. Counted = 10. Quantity in inspection = 10
Accept 5 items only as the other 5 do not meet the required standard. The 5 accepted items will be placed into stock and the GRN value for these 5 items will go to the GRN system for matching. Quantity in inspection = 5.
From the 5 items still in inspection, you reject 3 (these can be sent back to the supplier or can stay in inspection). Quantity in inspection = 5.
The remaining 2 items are totally unacceptable and you scrap them. Quantity in inspection = 3.
You revise the 3 items you rejected. You decide that 2 of these are acceptable and the third one must be scrapped. Quantity in inspection = 1 after accepting the 2 items into stock. Quantity in inspection = 0 after scrapping the third item.

Summary of GRN transactions for this example:

GRN created for a quantity of 10 - but still in inspection. Qty in inspection updated to 10. GRN files not updated.
5 items are accepted. GRN written to GRN files at outstanding value of 5 items. Qty in inspection reduced by 5.
3 items rejected. No change in Qty in Inspection or GRN files.
2 items scrapped. Reduce the Qty in inspection by 2. No changes to GRN files.
3 items returned. No change in Qty in inspection or GRN files
2 items accepted. Reduce the Qty in inspection by 2 and update the GRN files.
1 item scrapped. Reduce the Qty in inspection by 1. No changes to GRN files.

Only accepting, scrapping and reversing the receipt effects the Qty In Inspection value.

Accept into Stock from Inspection

This screen is displayed when you select the Accept Into Stock option. It is used to receipt the goods which have been inspected into stock.

Field Description

Cancel

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

Post

Select this to process the receipt according to the information you entered.

Any linked sales orders or jobs are updated and the ledger codes entered against the purchase order line are used for distribution.

The following applies when the purchase order is linked to a sales order:

Your selection at the option: Order linked to a receipt (Sales Orders Setup) determines whether the ship or reserved quantity is updated on the sales order.
If the purchase order receipt quantity is greater than the quantity required for the sales order, then you are prompted to either:
- increase the sales order quantity to equal the purchase order receipt quantity.
- leave the sales order quantity as is and receipt the additional quantity into stock.

The average cost of the stock item is not recalculated when you process a negative receipt if your Costing method is set to Average and you enabled the option: Do not calculate average cost (Inventory Setup). In this case, the variance between the current average cost and the cost entered is posted to the Warehouse variance account defined against the warehouse to which the stock item belongs (see Warehouses).

A warning is displayed if the entered receipt quantity exceeds 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 this result is less than zero, the password defined for the over supply of a purchase order is requested and where this result is greater than zero, the password defined for the under supply of a purchase order is requested.

If you posted invoices against an Landed Cost Tracking shipment, then those values are used as your actual costs when processing the receipt into inspection. If no invoice was posted against an element, then by default, the GRN value is based on the expected cost for the element. This program does not check for zero value elements. Any LCT elements that should not be included in the inspection receipt should therefore be removed from the shipment before processing the receipt into inspection.

Accept into Stock from Inspection

Quantity

Enter the quantity to be received from inspection into stock.

This defaults to the total quantity available to accept into stock, but can be changed.

Concession

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.

If you need to record a concession number against a lot, then ensure that you enter it during the receipt process as you cannot capture it later.

You can select the preference: Give warning about blank concession number entered to display a warning message when you do not enter a concession number.

Cost basis

These options indicate the cost basis for the line item.

The cost basis specified at the time of entering the purchase order is used as the default, but can be changed.

You cannot select a Cost basis if you are using Standard costing (Inventory Setup) and you receipt in a Kit type item. In this case, the cost defaults to the warehouse cost and cannot be changed.

The standard warehouse cost defined against the item is automatically used as the receipt cost if your Inventory costing method is Standard in Inventory Setup or in Warehouses when using costing per warehouse. This is irrespective of whether you select a different cost basis here.

The reason this option is not disabled when your costing method is set to Standard, is that you would typically change the cost basis (for example to Purchase price) if the GRN value differs from the standard cost.

The difference between the cost basis selected (for example the purchase price) and the standard cost is posted to the purchase price variance account.

Option	Description
Current cost	Select this to use the warehouse unit cost defined against the stock item for the receipt (Inventory Warehouse Maintenance for Stock Code).
Purchase price	Select this to use the cost specified at the time of entering the purchase order, excluding tax, for the receipt.
Manual entry	Select this to manually enter the unit cost of the item for the receipt. See Password considerations in Notes and warnings.
Total cost	Select this to manually enter the total cost for the quantity of items being receipted in the Total cost field.
Price + tax	Select this to use the cost specified at the time of entering the purchase order, including tax, for the receipt.
Price at entry	Select this to use the exchange rate used when the purchase order was entered as the rate for calculating the purchase price. This option is only displayed if you are receipting a foreign currency purchase order.
Current price	Select this to use the exchange rate currently defined in the exchange rate table (see Browse on Currencies) to calculate the purchase price. This option is only displayed if you are receipting a foreign currency purchase order.
Original GRN cost	This is only available when you are reversing a receipt. Select this to reverse a receipt using the original GRN cost used when the item was receipted. This enables you to post the reversal at the original GRN cost, including additional apportionment costs such as freight, irrespective of the costing method used for the original receipt.

Unit cost

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.

Cost uom

This indicates the costing unit of measure for the stock item.

Bin location

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.

Bins/Serials

Select this to allocate the receipt quantity to a specific bin or bins.

This function is only enabled if:

the option: Multiple bins in use is selected for the warehouse receiving the item (Warehouses).
you did not indicate that you require on-line documents (Inventory Setup). If you require online documents, then you can only enter a single bin. This is due to a limitation in printing multiple bins on the document using the Inventory Document Print program.

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

Serial numbers

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).

Notation

Optionally enter a notation associated with the transaction.

This notation is then printed on the Inventory Journal Report and displayed in the GL Zoom on Inventory Journal program.

Ledger code

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.

Ledger description

This indicates the description defined against the selected Ledger code.

Debit ledger

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.

If the purchase order is linked to a job and you defined a ledger code against the job (Job Entry) then that ledger code is displayed in this field and cannot be changed.

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.

Debit ledger description

This indicates the description defined against the debit ledger code entered.

Issue direct to job

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.

Job

The job number assigned to the original purchase order line is displayed as the default.

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

GRN source

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.

Default warehouse to use

Enter the warehouse code to use for creating and printing the inventory journal for the receipt of the non-stocked item.

This applies when you process a receipt for a non-stocked item and you do not have a default warehouse defined against your operator code (Operators - Defaults) or against the company (Company Maintenance).

Use single type ABC elements

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.

This option is only available if the Activity based costing required setup option is enabled.

Apply cost multiplier

Select this to apply non-merchandise costs arising from the receipt of a stock item into a warehouse against which a cost multiplier is defined.

The Last cost of the receipted item only includes the cost multiplier value if the option Include non-merchandise costs is enabled (Purchase Orders Setup).

The Apply cost multiplier option is displayed only if the warehouse associated with the stock item being receipted is defined with a cost multiplier that is not equal to 1 (Inventory Warehouse Maintenance for Stock Code).

To apply a cost multiplier, the option Apply cost multiplier to process receipt must be enabled (Inventory Setup).

See Field considerations in Notes and warnings.

Non-merchandise distribution

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.

Capture additional lot names

Enable this option if you need to assign additional lots to the order line being processed.

When you select to post the transaction, the Additional Lot Maintenance program is then loaded, enabling you to capture the additional lot details.

This option only applies to traceable stock items.

However, this is not available for items that require inspection, as additional lots can only be allocated when the item is received into stock.

Additional lot details can be viewed in the Traceability Query program.

EC SSD Information

This screen is displayed when you select Accept into Stock when processing 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.
Cancel	This ignores any 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.

Cost Multiplier

This screen is displayed when you select Edit from Non-merchandise distribution field.

Field	Description
Save	Save the cost multiplier information entered.
Cancel	Return to the previous screen.
Cost multiplier	Indicate what portion of the transaction value for the stock item comprises non-merchandise costs. This defaults to the cost multiplier defined against the warehouse for the stock item, but can be changed if required. 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.
Enter non-merchandise cost	Enable this option if you want to enter the actual non-merchandise value, rather than using the value in the Cost multiplier field which is calculated by the system. You can then override the default value displayed in the Non-merchandise cost field. This option must be enabled when the Receipt cost is zero, but you want to apply a non-merchandise cost.
Non-merchandise cost	Enter the actual non-merchandise amount to apply to the transaction. This field is only available if you enabled the Enter non-merchandise cost option. The cost that you enter here is used as the non-merchandise cost and the system does not calculate an amount using the cost multiplier. A non-merchandise cost can be applied to an item when the Receipt cost is zero providing all of the following apply: the option Include non-merchandise cost is enabled (Inventory Setup ) Standard costing is not in use (Inventory Setup) a cost multiplier is defined against the stock code/warehouse for the item being receipted (Inventory Warehouse Maintenance for Stock Code). ) a stocked item is being receipted. the Receive Quantity option is used to receipt the item. a Non-merchandise cost is entered.

Non-Merchandise Distribution

If Inventory is linked to General Ledger (General Ledger Integration) then once you accept the Cost Multiplier information, you need to distribute the non-merchandise portion of the receipt costs to the appropriate GL accounts.

Field	Description
Apply Undistributed	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 listview.
Save	Save the distribution details.
Cancel	Return to the previous screen.
Reference	Enter the reference to print on the Journal Report.
Supplier	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.
Supplier description	This displays the name of the Supplier.
Ledger code	Indicate the General Ledger account code to which to post the non-merchandise value.
Ledger code description	This displays the description of the Ledger Code.
Amount	Enter the amount to distribute.

Receipt Totals

The information in this pane is updated for each line/GRN accepted into stock.

Column	Description
Transaction date	This indicates the receipt date for the transaction.
Posting period	This indicates the period in which the receipt is posted.
Hash quantity	This indicates the quantity receipted.
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

Column	Description
Stocking uom	This indicates the unit of measure in which the item is stocked.
Stock on hand	This indicates the quantity of the item physically in the warehouse. This includes quantities on hold.
Stock available	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. The quantity available includes stock on hold, stock in expired lots, stock locked by Engineering Change Orders and stock in bins that are on hold. The reason is that the quantity on hand (used in the calculation) is the quantity physically in the warehouse and includes quantities on hold.
Stock free	This is calculated as: Stock on hand - Allocated + On back order
In transit	This indicates the outstanding non-immediate warehouse transfers shown against the target warehouse.
Allocated	Calculated as: (quantity on back order + sales order ship quantity + qty reserved for WIP allocations). These quantities exclude unallocated scheduled order back order and ship quantities. Note that the ship quantities for credit notes are NOT included in the sales order ship quantity. Credit note quantities are never included in the allocations as these quantities are only available once the credit has been fully processed.
On order	This indicates the quantity of outstanding purchase orders, made-in jobs and supply chain transfers.
On back order	This indicates the sales order back order quantity. This quantity excludes unallocated scheduled order back order quantities.
In inspection	This indicates the quantity of purchased items awaiting inspection (i.e. receipted into inspection but not receipted into stock).

Notes and warnings

GL Analysis

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.

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:
- Browse on Banks
- Browse on Tax Codes
- 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.
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.
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.

Bought-out at warehouse level considerations

If an item is defined as bought-out at warehouse level (Inventory Warehouse Maintenance for Stock Code) then the supplier defined against the warehouse is used instead of the supplier held against the stock code.

Printing considerations

Purchase order inspection documents can be printed online using the Inventory Document Print program if you indicated that the Document selections option for PO receipts and for Inspections is On Line and Batch (Inventory Setup).
When printing on-line, a document is generated for each transaction processed (i.e. for each purchase order receipt line).

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 Receipt into inspection	Controls access to the receipting of purchase orders into inspection in the Purchase Order Inspection and Purchase Order Receipts programs.
PO Accept into stock from inspection	Controls access to the Accept into Stock function for items in inspection within the Purchase Order Inspection and Purchase Order Receipts programs.
PO Count inspection item	Controls access to the Count Stock function for items in inspection within the Purchase Order Inspection and Purchase Order Receipts programs.
PO Inspect item	Controls access to the Inspect Stock function in the Purchase Order Inspection and Purchase Order Receipts programs.
PO Reject inspection item	Controls access to the Reject Stock function in the Purchase Order Inspection and Purchase Order Receipts programs.
PO Scrap inspection item	Controls access to the Scrap Stock function in the Purchase Order Inspection and Purchase Order Receipts programs.
PO Return inspection item	Controls access to the Return Stock function in the Purchase Order Inspection and Purchase Order Receipts programs.
PO Kit receipt	Controls access to the receipting of kits in the Purchase Order Inspection and Purchase Order Receipts programs.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

Activity	Description
Inv Allow receipts against expired lots	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.
PO Inspection functions	Controls whether an operator can access the Inspection function in the Purchase Order Receipts program. Disabling this activity prevents the operator from accessing the Purchase Order Inspection program. You can enable this activity and use additional activities to prevent operators from accessing selective options within the Inspection function if required. These include: inspecting items scrapping items rejecting items returning items accepting items counting items changing the scrap liability for scrapped items
PO Inspection inspect	Controls whether an operator can access the Inspect option function in the Purchase Order Inspection program.
PO Inspection scrap	Controls whether an operator can access the Scrap option function in the Purchase Order Inspection program.
PO Inspection reject	Controls whether an operator can access the Reject option function in the Purchase Order Inspection program.
PO Inspection return	Controls whether an operator can access the Return option function in the Purchase Order Inspection program.
PO Inspection accept	Controls whether an operator can access the Accept option function in the Purchase Order Inspection program
PO Inspection count	Controls whether an operator can access the Count option function in the Purchase Order Inspection program.
PO Inspection change scrap liability	Controls whether an operator can access the Liability for Scrapped Documents pane in the Purchase Order Inspection program.

Field considerations

Operator access to the following fields within this program can be restricted. You configure this using the Security Fields function of the Operators program.

Field	Description
INV Show costs in purchase order receipts	This option applies specifically to the Purchase Order Inspection, Purchase Order Receipts, and Inventory Journal Summary Zoom programs and enables you to control the following within these programs: Suppress the display of Costs and prices. Prevent the operator from changing the cost basis. Prevent the operator from receipting an item which has a cost multiplier greater than 1 (the option to apply the cost multiplier is not displayed). Suppress the price, order value, and outstanding value when the operator selects to zoom on purchase order lines. Prevent the operator from printing the inventory journal for the receipt online.

Field

Description

INV Show costs in purchase order receipts

This option applies specifically to the Purchase Order Inspection, Purchase Order Receipts, and Inventory Journal Summary Zoom programs and enables you to control the following within these programs:

Suppress the display of Costs and prices.
Prevent the operator from changing the cost basis.
Prevent the operator from receipting an item which has a cost multiplier greater than 1 (the option to apply the cost multiplier is not displayed).
Suppress the price, order value, and outstanding value when the operator selects to zoom on purchase order lines.
Prevent the operator from printing the inventory journal for the receipt online.

Password considerations

Password access to the following functions in this program may be defined in the Password Definition program. When defined, the password must be entered before you can access the function.

Password	Description
Inv Override 'under receipt' from inspection into stock	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.
Inv Override 'over receipt' from inspection into stock	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 greater 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 less than zero, a warning is displayed that the entered receipt quantity exceeds 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.
PO Override on 'under supply' of a purchase order	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).
PO Override on 'over supply' of a purchase order	This password restricts access to setting a purchase order line to Complete when the quantity received is more 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).
PO Manual entry of a cost when receipting purchase orders	This password restricts access to the Cost basis - Manual Entry when receipting purchase orders using either the Purchase Order Receipts or Purchase Order Inspection program.

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