Shipment Receipt

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

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

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

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