Selecting reference document for creating loan or rental receipt

This page allows you to select a reference document for creating a loan or rental receipt. Tell me more

Select the “Create Loan / Rental Receipt” link under the “Loan / Rental Receipt” business component.

The “Select Reference Document” page appears.

The system displays the following field:

Date Format

The format in which the date field is displayed. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the "Enterprise Modeling" business component by default.

Enter the following fields in the “Direct Entry” group box if you know the exact loan order or rental order number:

Ref. Document #

The number identifying the loan order or rental order for which the loan or rental receipt must be created (Alphanumeric, 40).

Select the “Create Loan / Rental receipt” link provided alongside to create a loan or rental receipt for the reference document.

To search for a loan order or rental order

Enter the following fields in the “Search Criteria” group box to search for a reference document. Data entry in the following fields is optional:

Ref. Document	Use the drop-down list box to select the type of reference document for which the loan or rental receipt must be created. The system lists the values “Loan Order” and “Rental Order”. The system retrieves all documents of the type selected here.
Ref. Document #	The number identifying the loan order or rental order (Alphanumeric, 40). You can enter the reference document number in full or specify it partially using the “*” character. The system retrieves all reference document numbers that are similar to the number entered here.

The system displays the following field:

Trading Partner

The trading partner for the loan or rental transaction, which could be “Supplier” or “Customer”.

Supplier – indicates that the supplier has loaned the part. Trading Partner #, Trading Partner Name, will be considered as supplier #, Supplier Name for searching, if this option is selected.
Customer – indicates that the part has been rented out to the customer. Trading Partner #, Trading Partner Name, will be considered as Customer #, Customer Name for searching, if this option is selected.

Enter the following fields:

Ref. Document Category	Use the drop-down list box to select the category to which the reference document belongs. The system lists all the categories defined for the value selected in the “Ref. Document” field. If the “Ref. Document” field is left blank, the system lists all the categories defined for the “Loan Order” and “Rental Order”.
Trading Partner #	The unique code identifying the supplier or customer (Alphanumeric, 18). You can enter the trading partner code in full or specify it partially using the “*” character. The system retrieves all the reference document numbers with the trading partner code entered here.
Trading Partner Name	The name of the supplier or customer (Alphanumeric, 18). You can enter the trading partner name in full or specify it partially using the “*” character. The system retrieves all the reference document numbers with the trading partner name entered here.
Part #	The part number for the loan/rental order (Alphanumeric, 40). You can enter the part number in full or specify it partially using the “*” character. The system retrieves all loan orders or rental orders raised for the part number entered here.
Part Description	The textual description of the part (Alphanumeric, 150). You can enter the description in full or specify it partially using the “*” character.
Serial #	The serial number of the part for the loan/rental order (Alphanumeric, 40). You can enter the serial number in full or specify it partially using the “*” character.
Component #	The number identifying the component for which the reference document is created (Alphanumeric, 90). You can enter the component number in full or specify it partially using the “*” character.
Ref. Document Date From	The starting date in the range of dates during which the reference document was created (Date Format). The system lists all the reference documents that have been raised later than this date. This date must be in the same format as displayed in the “Date Format” field.
Ref. Document Date To	The ending date in the range of dates during which the reference document was created (Date Format). The system lists all the reference documents that have been raised earlier than this date. This date must be in the same format as displayed in the “Date Format” field. Ensure that this date is later than or the same as the date entered in the “Ref. Document Date From” field.

Note: In the case of rental orders, the system retrieves only those documents that are in “Shipped”, “Acknowledged” or “Partially Closed” status from the “Rental Order” business component. For the loan orders, the system retrieves the documents in “Authorized” status from the “Loan Order Administration” business component. Only documents with latest amendment number are retrieved by the system. Also, the system retrieves only those reference documents whose pending qty is greater than zero.

Calculation of pending quantity of the reference document: Pending Quantity = Order Quantity – Accepted Quantity in the Confirmed LRR document – Receipt Quantity in the LRR document in Received Status.

The system retrieves only those reference documents whose “Return Location” (Rental Order) or “Ship to Location” (Loan Order) is the same as the login organizational unit.

Click the “Search” pushbutton to displays the search results.

The system displays the following fields in the “Search Results” multiline:

Ref. Document	The type of reference document for which the loan or rental receipt must be created. The system displays “Loan Order” or “Rental Order”.
Ref. Document #	The number identifying the loan order or rental order.
Trading Partner #	The unique code identifying the trading partner, who could be a supplier or a customer.
Trading Partner Name	The name of the trading partner.
Part #	The part number for which the reference document (loan order or rental order) is created.
Part Description	The textual description of the part.
Serial #	The serial number of the part.
Component #	The number identifying the component for which the reference document is created.
Trading Partner	The trading partner for the loan or rental transaction, which could be “Supplier” or “Customer”. Supplier – indicates that the supplier has loaned the part. The loan receipt is created in this case. Customer – indicates that the part has been rented out to the customer. The rental receipt is created in this case.
Ref. Document Category	The category to which the reference document belongs.
Ref. Document Date	The date on which the reference document was created.

Click the hyperlinked reference document number for creating loan or rental receipt.

Note: The system retrieves only those reference documents which has pending quantity.

Selecting reference document for creating loan or rental receipt – An overview

This page allows you to select a reference document for creating a loan or rental receipt. If you know the reference document number you can directly enter it. Or, you can carry out a search based on the reference document type, number, category, trading partner code, trading partner name, part, part description, component number, serial number and range of reference document creation dates. The system retrieves the search results in the multiline.

If the reference document is a rental order, the system retrieves only the rental orders with latest amendment number in “Shipped”, “Acknowledged” or “Partially Closed” status from the “Rental Order” business component. If the reference document is a loan order, the system retrieves only the loan orders with latest amendment number in “Authorized” status from the “Loan Order Administration” business component.