Stock Issue
Chapter x – View Shipping Note
This section dwells on the Stock Issue business component and its activity View Shipping Note.
& View Shipping Note – A summary of the activity
This activity allows you to view shipping note that ascertains the items being shipped out of the warehouse in a transaction.
Selecting shipping note to view the shipping note details: You can either use the direct entry mode or enter the search criteria to retrieve the shipping note to be viewed. The search criteria allow you to narrow the search and select the records for which you require to view the shipping note details. You can view the shipping note details for the selected records in the “View Shipping Note” page.
Viewing shipping note details: The “View Shipping Note” page allows you to view the shipping note details for the selected shipping note. You can view the following key details:
4 Shipping Document Details
4 Shipping Details, which include the Ship to Address Details and Freight Details
4 Contact and Insurance Details, which include, Ship to Contact Details and Insurance Details
4 Packaging Details, Part Details and Other Details
Viewing Documents: You can view the documents attached to the shipping note in the “View Documents” page.
Generating Shipping Note Report: You can generate and print the shipping note report.
Getting familiar with the pages inside
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Go to page |
To carry out the task |
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Select Shipping Note |
Selecting shipping note to view the shipping note details |
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View Shipping Note |
Viewing shipping note |
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View Documents |
Viewing Documents |
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View Hazmat Compliance |
Viewing Hazmat Compliance |
What you can do in this activity
View Shipping Note
You can view the shipping note details for the selected shipping note.
4 Use the “Select Shipping Note” page to select the shipping note.
4 Use the “View Shipping Note” page to view the shipping note details.
4 Use the “View Documents” page to view the documents attached
4 Use the “View Report” page to view the shipping note report
4 Use the “View Hazmat Compliance” to view the hazmat compliance.
Selecting shipping note to view shipping note details
Ø Select the “View Shipping Note” link under the “Stock Issue” business component.
The “Select Shipping Note” page appears.
The system displays the following field:
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Date Format |
The format in which the date field is displayed in this page. 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. |
To select through direct entry
Ø Enter the following in the “Direct Entry” group box:
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Shipping Note # |
A unique number identifying the shipping note (Alphanumeric, 40). |
Ø Select the “View Shipping Note” link.
The “View Shipping Note” page appears.
To search for shipping note
Ø Enter the following fields in the “Search Criteria” group box. Data entry in the following fields is optional and you can prefix or suffix with the wildcard character * in the text fields to retrieve the values similar to the string entered.
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Shipping Note |
A unique number identifying the shipping note (Alphanumeric, 40). |
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Status |
Use the drop-down list box to select any one of the following statuses of the shipping note. § Fresh § Confirmed § Cancelled The system leaves the field blank by default |
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Reference Document # |
Use the drop-down list box to select the reference document associated with the shipping note. The valid options are "Repair Order", "Loan Order", "Rental Order", "PBH Exchange PO", "Exchange PO", "Stock Transfer", "Tools Issue", "Unplanned Issue", "Packslip Issue" and "Goods Return". The system leaves the field blank by default. Enter a code identifying the selected reference document in the adjacent field (Alphanumeric, 40). You can enter the code in full or specify it partially using the “*” character. The system displays all the reference document numbers that are similar to the value entered here. |
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Shipping Date: From/To |
The start date and end date of shipping for which you require to retrieve the shipping note details (Date Format). Ensure the Shipping To Date is not greater than current date. Ensure the Shipping From Date is not a date later than the Shipping To date and if Shipment To Date is left blank, ensure the Shipping From Date is not greater than the current date. |
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Shipping Attributes |
Use the drop-down list box to select the shipping attributes. The valid options are “Ship By", "Carrier Code" and blank. The system leaves the field blank by default. The system loads the values in the adjacent drop-down list box based on the selection of the shipping attribute and you can select the required value. If you select Shipping attributes as Ship By, the system loads the adjacent drop- down list box with unique values of active shipping method codes defined in Logistics Common Master business component along with different transportation types defined in “Category” business component. The system leaves the field blank by default. If you select Shipping attributes as Carrier Code, the system loads the adjacent drop-down list box with unique and active Carrier/Agency codes defined in Logistics Common Master and Carrier business component. The system leaves the field blank by default. |
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Trading Partner # |
Use the drop-down list box to select the trading partner for which you intend to view the shipping note details. The valid options are “Supplier” and “Customer”. The system leaves the field blank by default. Enter a unique code of the selected trading partner in the adjacent field. |
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Vehicle # / Flight # |
To retrieve the shipping note of items transported in a specific vehicle/flight, enter the number identifying the vehicle / flight used for transporting the stock to the specific warehouse (Alphanumeric, 20). |
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Way Bill # / Date |
To retrieve the shipping note with a specific way bill number, enter the Way Bill number in the first field. The date on which the waybill was raised (Date Format) in the adjacent field. The Date is mandatory if Way Bill # is entered and vice versa. |
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Part # |
To retrieve a shipping note created for a specific part, enter the code identifying the part for which the issue document has been raised (Alphanumeric, 40). You can enter the part number in full or specify it partially using the “*” character. The system displays all the issue document numbers that have part numbers similar to the value entered here. |
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Shipping Contact |
To retrieve a shipping note of the goods shipped by a person, enter the name of the contact person (Alphanumeric, 70). |
Ø Click the “Search” pushbutton to retrieve the search results.
The system displays the following details in the “Search Results” multiline:
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Shipping Note # |
A unique number identifying the shipping note. Hyperlink available. Hyperlink launches the “View Shipping Note” page to view the shipping note details. |
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Shipment Date |
The date of shipment. |
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Status |
The status of shipping note. |
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Shipping Note Type |
The system displays any one of the following options: § Direct – The system displays the value “Direct” if the shipping note is created using the "Record Direct Shipping Note" page. § GRS Based – The system displays the value “GRS Based” if the Reference Document Type of the selected record is “Goods Return”. § Issue Based - The system displays the value “Issue Based” if the Reference Document Type of the selected record is any value other than “Goods Return”. |
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Shipment Category |
The category of shipment. |
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Shipping Contact |
The name of the contact person who shipped the goods. |
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User Status |
The status of the user. |
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Ship By |
The mode of shipment. |
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Carrier Code |
The unique code of the carrier. |
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Hazmat? |
The system displays any one of the following options: § Yes - Indicates the part is identified as hazardous part or Hazmat part. § No - Indicates the part is identified as non-hazardous part or non-Hazmat part. |
To proceed, carry out the following
Ø Select the hyperlinked Shipping Note # in the multiline for which you require to view the shipping note details.
2 Selecting shipping note– An overview
You can either use the direct entry mode or enter the search criteria to retrieve the shipping note to be viewed. The search criteria allow you to narrow the search and select the records for which you require to view the shipping note details. You can view the shipping note details for the selected records in the “View Shipping Note” page.
Viewing Shipping Note
Ø Select the “View Shipping Note” link in the “Select Shipping Note” page.
The “View Shipping Note” page appears.
The system displays the following:
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Date & Time Format |
The format in which the date and time fields are displayed in this page. 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. |
The system displays the following in the “Shipping Document Details” group box:
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Shipping Note # |
A unique number identifying the shipping note. |
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Status |
The status of the shipping note. |
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Shipping Note Type |
The system displays any one of the following options: § Direct – The system displays the value “Direct” if the shipping note is created using the "Record Direct Shipping Note" page. § GRS Based – The system displays the value “GRS Based” if the Reference Document Type of the selected record is “Goods Return”. § Issue Based - The system displays the value “Issue Based” if the Reference Document Type of the selected record is any value other than “Goods Return”. |
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Shipment Category |
The category of shipment. |
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Shipment Date/Time |
The date and time of shipment. |
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User Status |
The status of the user. |
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Shipping Contact |
The name of the contact person who shipped the goods. |
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Contact Phone # / Fax # |
The contact person’s phone number/fax number. |
Ø Select the “Shipping Details” tab to view the shipping details.
Ø Select the “Contact & Insurance Details” tab to view the contact and insurance details.
Ø Select the “Shipping Details” tab in the “View Shipping Note” page.
Note: The system displays the “Shipping Details” tab details by default on launching the “View Shipping Note” page.
The system displays the following in the ”Ship to Address Details” group box:
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Ship To |
The system displays any one of the following options: § Supplier -Indicates the goods are shipped to the supplier § Customer -Indicates the goods are shipped to the customer § Warehouse - Indicates the goods are shipped to the warehouse § Others - Indicates the goods are shipped to any other entity other than supplier/customer/warehouse. |
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Ship To Code |
The unique code of the entity to which the goods are shipped. |
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Ship To Address ID |
The address identifier of the entity to which the goods are shipped. The system loads and defaults the values based on the Ship to Code value entered. |
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Recipient Name |
The name of the recipient. |
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Ship to Address |
The address of the recipient. |
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City |
The name of the city of the recipient. |
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State |
The name of the state of the recipient. |
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Country |
The name of the country of the recipient. |
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Zip Code |
The zip code of the recipient. |
The system displays the following in the ”Freight Details” group box:
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Ship By |
The mode of shipment |
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Carrier Code |
The code identifying the carrier through which the stock must be shipped. |
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Vehicle #/ Flight # |
The number identifying the vehicle / flight to be used for transporting the stock to the specific warehouse. |
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Bill of Lading # |
The unique Bill of Lading number. |
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Way Bill # / Date |
The unique Way Bill number in the first field. The date on which the waybill was raised in the adjacent field. |
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Pack Slip #/ Date |
The unique Pack Slip number in the first field. The date on which the delivery note was raised in the adjacent field. |
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Shipping Payment |
Use the drop-down list box to select the shipping payment. The system loads the drop-down list box with all the active Shipping Cost Codes defined in the interacting Logistics Common Master. The system leaves the field blank by default. |
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Freight Amount |
The sum of freight charges that has been levied. |
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Freight Terms |
Any terms of the freight. |
Ø Select the “Contact & Insurance Details” tab in the “View Shipping Note” page.
The system displays the following in the “Ship To: Contact Details” group box:
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Contact Person |
The name of the contact person (Alphanumeric, 80). |
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Fax # |
The fax number of the contact person (Alphanumeric, 70). |
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Phone # |
The phone number of the contact person Alphanumeric, 70). |
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Extn. |
The telephone extension number of the contact person (Alphanumeric, 70). |
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Mobile # |
The mobile number of the contact person (Alphanumeric, 70). |
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The e-mail id of the contact person (Alphanumeric, 60). |
The system displays the following in the “Insurance Details” group box:
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Insurance Liability |
The system displays any one of the following options to indicate who should bear the insurance amount. |
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§ Self – Indicates the person who does the shipment must bear the insurance amount. |
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§ Third Party - Indicates any other third party bears the insurance amount. |
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§ None - Indicates the insurance is not required. |
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Insurance Amount |
The sum of the insurance amount. |
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Insurance Terms |
Any terms for the insurance. |
The system displays the following in the “Packaging Details” group box:
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No. of Packs |
The number of packs of the goods. |
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Packed by Emp. |
The name of the employee who packed the goods. |
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Packaging Code |
Use the drop-down list box to select the packaging code. The system loads the drop-down list box with all the active Packaging Codes defined in the interacting Logistics Common Master business component. |
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Container # |
The unique number of the container. |
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Packaging Dimension |
The dimensions of packaging. |
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Gross Weight |
The gross weight of the pack. |
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Packaging/Handling Terms |
Any packaging/handling terms associated with the pack. |
The system displays the following in the “Part Details” multiline:
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Part # |
The number identifying the part. |
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Part Description |
A description of the part. |
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Quantity |
The quantity of the part. |
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UOM |
The unit of measurement of the part. |
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Serial # |
The serial number of the part (Alphanumeric, 40). |
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Lot # |
The lot number of the part (Alphanumeric, 18). |
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Unit Cost |
The unit cost of the part. |
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Currency |
The currency of the unit cost of the part. |
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Value |
The value obtained by multiplying the unit cost and quantity. |
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Unit Packaging Code |
The package method of the part. |
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Package Details |
Any packaging details associated with the part. |
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Remarks |
Any other additional remarks pertaining to the part. |
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RMA # |
The unique Return Material Authorization (RMA) number associated with the part. |
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RMA Date |
The date on which the Return Material was authorized. |
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Requested Ship By |
The name of the person who requested the shipment of the parts. |
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Shipping Advice |
Any shipping advice associated with the shipment of parts. |
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Issue # |
The unique code identifying the stock issue. |
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Issue Date |
The date on which the issue number was created. |
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Ref. Document Type |
The type of reference document. |
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Ref. Document # |
The unique identifier of the reference document. |
The system displays the following in the “Other Details” group box:
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File Name |
The name of the file associated with the transaction. |
Ø Select the “View File” link to view the file associated to the transaction.
The system displays the following in the “Other Details” group box:
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Shipping Remarks |
Any remarks pertaining to the shipping. |
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Cancellation Comments |
Any comments pertaining to the cancellation of the shipping note. |
The system displays the following in the “Record Statistics” group box:
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Created By |
The name of the user who created the shipping note. |
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Created Date |
The date on which the shipping note was created. |
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Last Modified By |
The name of the user who last modified the shipping note. |
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Last Modified Date |
The date on which the shipping note was last modified. |
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Confirmed By |
The name of the user who confirmed the shipping note. |
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Confirmed Date |
The date on which the user confirmed the shipping note. |
To proceed, carry out the following
Ø Select the “View Documents” link at the bottom of the page to view the documents attached to the shipping note.
The “View Documents’ page appears.
Ø Select the “View Hazmat Compliance” link at the bottom of the page to view hazmat compliance.
The “View Hazmat Compliance” page appears.
Ø Select the “Generate Shipping Note Report” link at the bottom of the page to generate the shipping note report.
Note: The system ensures the following:
4 Shipping Note # is valid.
4 Shipping Note # field is not blank.
Viewing shipping note– An overview
Viewing shipping note details: The “View Shipping Note” page allows you to view the shipping note details for the selected Issue # or GRS# reference document. You can view the following key details:
4 Shipping Document Details
4 Shipping Details, which include the Ship to Address Details and Freight Details
4 Contact and Insurance Details, which include, Ship to Contact Details and Insurance Details
4 Packaging Details, Part Details and Other Details
Viewing Documents
Ø Select the “View Documents” link at the bottom of the “View Shipping Note” page.
The “View Documents” page appears.
The system displays the following in the “Shipping Note Info” group box:
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Shipping Note # |
A unique identifier of the shipping note. |
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Status |
The status of the Shipping Note. |
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Shipping Note Type |
The system displays any one of the following options: § Direct – The system displays the value “Direct” if the "Record Direct Shipping Note" page is launched from the left pane. § GRS Based – The system displays the value “GRS Based” if the Reference Document Type of the selected record is “Goods Return” in the entry page. § Issue Based - The system displays the value “Issue Based” if the Reference Document Type of the selected record is any value other than “Goods Return” in the entry page. |
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Shipment Category |
The category of shipment. |
The system displays the following in the “Reference Document Details” multiline:
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Reference Doc Type |
The type of the reference document, which could be “Stock transfer”, “Repair Order, “Rental Order”, PBH Exchange PO”, “Exchange PO”, , “Loan Order”, "Pack Slip", "Tools Issue" or “Unplanned Issue”. |
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Document ID |
A code identifying the reference document. |
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File Name |
The name of the file used for reference. Hyperlink available. Hyperlink displays the file details. |
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Remarks |
Any remarks pertaining to the documents attached. |
Ø Click the hyperlinked File Name in the multiline to view the file.
: Viewing Hazmat Compliance
This page is used to view the hazmat compliance of various receipts, issue and return transactions. Depending on the Ref. Document # in the main page, the system fetches and displays the details of the Hazmat parts in the multiline. Details like Hazmat ID, Hazmat Class, Handling Instructions, Packing Instructions and File Name of the part are fetched from Part Administration business component. Select the “View Hazmat Compliance” link in the main page.
The “View Hazmat Compliance” page appears.
The system displays the following field:
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Date Format |
The format in which the date field is displayed in this page. 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. |
The system displays the following field:
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Ref. Document Type |
Indicates the type of the reference document. |
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Ref. Document # |
The number identifying the reference document. |
The system displays the following details in the “Hazmat Part Details” multiline:
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Part # |
The number identifying the part. |
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Part Description |
The description of the part. |
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Hazmat ID |
The hazmat ID of the part. Hyperlink available. Hyperlink launches the “View Hazmat Information” page to view the hazmat details. |
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Hazmat Class |
Indicates the hazmat class to which the part belongs. |
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Hazmat Compliance? |
The system displays either “Yes” or “No” option to indicate whether hazmat compliance is required for the part or not. |
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Remarks |
Any remarks pertaining to the hazmat compliance. |
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Packing Instructions |
The packing instructions for the part. |
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Handling Instructions |
The handling instructions for the part. |
The system displays the following details in the multiline:
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File Name |
The name of the file attached. Hyperlink available. Hyperlink displays the file details. |
Ø Enter the following in the “Other Details” group box:
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Emergency Contact |
The contact number in the case of any emergency. |
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Comments |
Any other comments pertaining to the hazmat compliance. |
The system displays the following details in the “Record Statistics” group box:
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Last Modified By |
The login ID of the user who modified the hazmat compliance details. |
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Last Modified Date |
The date on which the hazmat compliance details were modified. |