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This page allows you to record an unplanned receipt. Tell me more.
Select the “Create Unplanned Receipt” link under the “Stock Receipt” business component.
The “Create Unplanned Receipt” page appears.
The system displays the following:
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Date Format |
The format in which the date 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 “Receipt Details” group box:
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Receipt # |
A unique number identifying the unplanned receipt. This number is generated and displayed by the system, when the “Create Unplanned Receipts” pushbutton is clicked. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Document Numbering Class” business component. |
Enter the following fields in the “Receipt Details” group box:
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Numbering Type |
Use the drop-down list box to select the numbering type for the Unplanned Receipt transaction. Mandatory. The system lists the numbering types that have already been defined in the “Create Numbering Type” activity of the “Document Numbering Class” business component, that are in the “Active” status. The numbering type set as default for the Unplanned Receipt transaction in the “Document Numbering Class” business component, is displayed by default. Note: You must not select a numbering type that is mapped to a group company, if the unplanned receipt is being created for the login company. However, if you are creating the unplanned receipt for a warehouse exclusively mapped to a group company and, if "Separate Numbering Type for Trading Partner Transactions" between the login company and the group company is ‘1’ in the Maintain Options for Partner Transactions activity of Organization Setup, the system automatically generates the unplanned receipt # on creation based on the numbering type set for the Unplanned Receipt transaction between these companies in the same activity. If "Separate Numbering Type for Trading Partner Transactions" is set as ‘0’, you can select the numbering type for generating the unplanned receipt #. |
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Warehouse # |
Use the drop-down list box to select the warehouse for the “Unplanned Receipt” transaction. Mandatory. The system lists all the “Active” warehouse as defined in the “Create Warehouse Information” activity of the “Storage Administration” business component, that allows “Unplanned Receipt” transaction. Note: 1) The warehouse must be exclusively mapped to the supplier, if the received part is supplier-owned and, stock valuation for the supplier is mandatory. On the contrary, if stock valuation is not required for the supplier, the warehouse you select must not allow valuated parts regardless of ownership. 2) If you are creating unplanned receipt for external-owned None-Controlled parts, storage category of the warehouse must be ‘Exclusive’ for the Supplier#/Customer#. However, for Serial & Lot-Controlled parts owned by customer/supplier, storage category can be ‘Shared’. |
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Status |
Use the drop-down list box to set the status of the unplanned receipt. Mandatory
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Receipt Category |
Use the drop-down list box to set the receipt category. The system lists all the quick codes of the “Receipt Category” type defined in the “Create Quick Codes” activity that are in the “Active” status. |
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User Status |
Use the drop-down list box to set the user status for the unplanned receipt. The system lists all the user status of the “User Status” type defined in the “Create Quick Codes” activity that are in the “Active” status. |
Enter the following field in the “Receipt Details” group box:
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Receipt Date |
The date on which the unplanned receipt is received (Date Format). This receipt date must be in the same format as displayed in the “Date Format” field in this page. Ensure that the date entered here is earlier than or the same as the system date. Mandatory. |
The system displays the following in the “Receipt Details” group box:
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Server Date |
The server date |
Enter the following fields in the “Receipt Details” group box:
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Account Usage |
Use the drop down list box to select the accounting usage to be used. The system lists all the “Active” user defined “Usage” as defined in the “Account Rule Definition” business component. The system displays “Blank” by default. |
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Note: 1) Ensure that the “Account Usage” is selected for the unplanned receipt, if (i)any of the part has the expense type as “Revenue”, or a part with Issue Basis other than “Returnable”exists, only when the current business component interacts with the “Account Rule Definition” business component. (ii) the “Expensing Policy” is not set as “On Receipt”. (iii) the “Ownership” of the part is neither “Customer” nor “Supplier”. 2) Do not enter account usage, if: i) Part ownership is Customer. ii) Part ownership is Supplier and, stock valuation for the supplier of the part is not required. iii) Expense type for the part is Capital. |
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Costing Usage |
Use the drop down list box to select the costing usage. The system lists all the “Active” user defined “Usage” as defined in the “Cost Center Rule Definition” business component. The system displays “Blank” by default. |
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Note: 1) Ensure that the “Costing Usage” is selected for the unplanned receipt, if (i) any of the part has the expense type as “Revenue” or a part with Issue Basis other than “Returnable” exists, only when the current business component interacts with the “Cost Center Rule Definition” business component. (ii) the “Expensing Policy” is not set as “On Receipt”. (iii) the "Ownership” of the part is neither “Customer” nor “Supplier”. 2) Do not select costing usage, if you have not selected account usage. |
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Part Ownership |
Use the drop-down list box to select the ownership of the part. The system provides the following options:
The system displays “Internal” by default. |
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Ownership Document # |
A unique number identifying the ownership document (Alphanumeric, 40). Data entry in this field is mandatory, if the part ownership is set to “Owned”. |
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Supplier # |
The code identifying the supplier who owns the received part. (Alphanumeric, 45). The supplier number must be in “Active” status and as defined in the “Register Supplier” activity of the “Supplier” business component. Data entry in this field is mandatory, if part ownership is set to “Supplier”. Help facility available. |
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Customer # |
The code identifying the customer who owns the received part (Alphanumeric, 45). The customer number must be in “Active” status and as defined in the “Create Customer” activity of the “Customer” business component. Data entry in this field is mandatory, if the part ownership is set to “Customer”. Help facility available. |
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Ref Document # |
A unique number identifying the reference document based on which this unplanned receipt is created (Alphanumeric, 40). Data entry in this field is mandatory, if supplier number and customer number are entered. |
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Remarks |
Comments regarding this unplanned receipt (Alphanumeric, 255) |
The system displays the following field above the “Line details” multiline:
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Base currency |
The value of the base currency of the login organization. However, if the received part is owned by a supplier/group company for which stock valuation is mandatory and, if "Enable Automatic Accounting for Inventory Transactions on behalf of Dest. Company" is set between the login company and the group company, the base currency of the group company is displayed here. |
The system displays the following in the “Line Details” multiline:
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Line # |
The number generated by the system sequentially for every line containing a part number. |
Enter the following field in the “Line Details” multiline:
Note: At least one row must be entered in the multiline.
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Part # |
The number identifying the part (Alphanumeric, 40). Mandatory. This number must have been defined in the “Create Parts Main Information” activity of the “Part Administration” business component and must be in the “Active” status. Note: If the part is owned by a supplier for which stock valuation is required, the valuation method for the part must be “Actual Cost”. Help facility available. |
Note: A part, for which “Storage Allocation Mandatory” is enabled in the “Maintain Planning Information” activity of the “Part Administration” business component, cannot be stocked in warehouse of type "Free".
The system displays the following in the “Line Details” multiline:
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Part Description |
The description of the part that has been received |
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Part Type |
The type of the part |
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Part Control Type |
The type of part control, which could be “Serial Number”, “Lot Number”, “Both” or “None”. |
Enter the following fields in the “Line Details” multiline:
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Quantity |
The number of units of the part that has been received (Decimal). Mandatory. Ensure that this field is greater than zero. |
Note: Fractions can be entered, only if the UOM has been set as “Allow fractions” in the “Create UOM” activity of the “Unit of Measurement Administration” business component.
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UOM |
The unit of measurement (UOM) of the part received (Alphanumeric, 10). Mandatory. This UOM must have been defined in the “Create UOM” activity of the “Unit of Measurement Administration” business component and must be in the “Active” status. Help facility available |
Note: If this field is left blank, the system displays the “Stock UOM” set for the part in the “Part Administration” business component.
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WH – Zone # |
The number identifying the zone in which the part must be stored in the warehouse (Alphanumeric, 10). This zone number must have been defined in the “Create Warehouse Information” activity of the “Storage Administration” business component and must be in the “Active” status For None-Controlled external-owned received parts, the zone#/bin# must be mapped to the supplier #/customer # with storage rule as “Only At”. “Also At” must be the storage rule for Serial / Lot controlled parts. Help facility available |
Note: Ensure that this field is not left blank, if the warehouse selected is of the “Normal” type. You can leave this field blank, if the warehouse is of the “Free” type.
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Bin # |
The number identifying the bin in which the part must be stored in the zone (Alphanumeric, 10). This bin number must have been defined in the “Create Warehouse Information” activity of the “Storage Administration” business component and must be in the “Active” status. For None-Controlled external-owned received parts, the zone#/bin# must be mapped to the supplier #/customer # with storage rule as “Only At”. “Also At” must be the storage rule for Serial / Lot controlled parts. Help facility available |
Note: Ensure that this field is not left blank, if the zone selected is of the “Normal” type. You can leave this field blank, if the warehouse is of the “Free” type.
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Stock Status |
Use the drop-down list box to assign a user-defined stock status for the unplanned receipt. The stock status must have been created in the “User-defined Stock Status” business component. The system displays the stock status set as default for the “Unplanned Receipt” transaction type. Mandatory |
Note: 1) The stock status must be valid for the warehouse selected for storage. 2) The stock status of all parts in the receipt must either support or not support valuation. This means the receipt document cannot have parts of which some are valuated while others are not. 3) The stock status attribute “Ownership-Internal” must be set to “Yes” in the “User Defined Stock Status” business component, if the “Part Ownership” is “Internal”. 4) The stock status attribute “Ownership-Supplier” must be set to “Yes” in the “User Defined Stock Status” business component, if the “Part Ownership” is “Supplier”. 5) Additionally, if stock valuation is mandatory for a supplier-owned part, the stock status must also support valuation. Alternately, the reverse of this must also be true. 6) The stock status attribute “Ownership-Customer” must be set to “Yes” in the “User Defined Stock Status” business component, if the “Part Ownership” is “Customer”.
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Total Part Cost |
The total cost of the part (Decimal). For a Standard Cost part, the cost entered here will be considered only if “Allow Input of Stock Value for Standard Cost Parts” is set as “Yes”, in the “Set Options” activity. Otherwise, the Standard Cost specified in the “Part Administration” business component will be considered. For parts with other valuation methods like LIFO, FIFO etc. the cost entered in this field will be considered. The system updates this field with “Zero” value on clicking “Create Receipt” pushbutton, if this field is left blank and the Expensing Policy is set as “On Receipt” in the interacting “Part Administration” business component. |
Note: 1) For a part with valuation method as “Weighted Average” and stock status as “Accepted” if the “Total Part Cost” field is left blank, the system calculates the cost as the product of the weighted average rate of the part and the quantity of the received part. 2) For parts with valuation method “LIFO” or “FIFO” if the “Total Part Cost ” field is left blank, the system updates the cost of the part with the “Standard Cost” as set in the “Part Administration” business component. 3) Do not enter total part cost, if: i) Part ownership is Customer. ii) Part ownership is Supplier and, stock valuation for the supplier is not required. iii) Expense type for the part is Capital.
Click the “Get Storage Details” pushbutton, to get the storage details for the selected parts.
The system retrieves the zone and bin details for the part with placement strategy set as "Storage Proximity", "Existing Stock Addition", or "Next Empty Storage", in the “Maintain Storage Allocation & Strategies“ activity of the ”Storage Administration” business component.
For the warehouse of storage type “Normal”, if the “Placement Strategy” for the part is other than “Manual” as defined in the “Maintain Storage Strategies” page of the “Storage Administration” business component, the system performs the following on clicking the “Get Storage Details” pushbutton:
For the supplier owned parts, the system retrieves the zone and bin information from the “Maintain Storage Strategies” page of the “Storage Administration” business component if the default zone and default bin information are defined in the “Maintain Storage Strategies” page. Otherwise, the system retrieves the warehouse-zone-bin information to which the supplier is mapped, from the “Maintain External Stock Allocation” page of the “Storage Administration” component.
For internal parts, the system retrieves the zone and bin information based on the part-warehouse-stock status combination from the “Maintain Storage Strategies” page of the “Storage Administration business component, if available. Otherwise, the system sets the fields “WH-Zone #” and “Bin #” to blank by default.
For the customer owned parts, the system retrieves the zone and bin information from the “Storage Administration” business component if the default zone and default bin information are defined in the "Maintain Storage Strategies" page. Otherwise, the system retrieves the warehouse-zone-bin information to which the customer is mapped, from the “Maintain External Stock Allocation” page of the “Storage Administration” component.
Enter the following in the "Attachments" group box:
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File Name |
The name of the file used for document reference that is associated with the unplanned receipt (Alphanumeric, 50). |
Click the “View File” link provided alongside, to view the file or reference document details associated with the unplanned receipt.
Check the box in the multiline, to mark a part number for entering the serial and lot number details.
Note: The serial number and lot number details must be entered if the part number received is serial number-controlled or lot number- controlled.
If the serial number logic of the part has been selected as “Manufacturer”, the number entered as the manufacturer serial number must be unique to all the warehouses belonging to the login organization units in the “Create Part Information” activity of the “Part Administration” business component.
Select the “View File” link provided alongside, to view the file or reference document details associated with the unplanned receipt.
Click the Delete icon in the toolbar above the multiline, to delete the part number selected.
Select the part number for entering the serial and lot number details.
Note: The serial number and lot number details must be entered if the part number received is serial number-controlled or lot number- controlled.
Click the “Create Receipt” pushbutton, to update the unplanned receipt details.
The system updates the status of the receipt as “Fresh” .The system updates the status of the receipt as “Draft”, if the part numbers received are serial number-controlled or lot number-controlled.
Note: This action is workflow-enabled. Notification messages can be sent and you can configure further processing of this document in the "Workflow Management" business component.
Note: You cannot create an Unplanned Receipt if the Expense Type for any part is set to “Capital” in “Part Administration” Business Component..
Note: If the “Stock Status” is selected as “PBH”, ensure that “Under PBH” is set as “Yes” in the “Edit Supplier Part Mapping” page of the “Supplier” business component.
Based on the Work Flow configuration, once the “Stock Receipt” document attains the status “Fresh”, the system notifies the users who have been assigned the rights to “Authorize” the stock receipt in the “Work Flow” business component for the authorization of the document.
The system validates if the Part Classification is allowed in the receipt warehouse, based on the Part Classification mapped to the warehouse in the “Storage Administration” business component.
Note: If the Part Classification is set as “None” or not defined in the “Part Administration” business component, then the part is classified as Non-Repairable.
For none-controlled parts with ownership set to "Customer" or "Supplier", the system ensures the following:
The specified warehouse is mapped to the trading partner as an exclusive storage category in the “Maintain External Stock Allocation” page of the “Storage Administration” business component. This is applicable, if the type of the warehouse is "Free".
The warehouse-zone combination is mapped to the trading partner as an exclusive storage category in the “Maintain External Stock Allocation” page of the “Storage Administration” business component. This is applicable, if the type of the warehouse is “Normal” and the type of the zone is “Free".
The warehouse-zone-bin combination is mapped to the trading partner as an exclusive storage category in the “Maintain External Stock Allocation” page of the “Storage Administration” business component. This is applicable, if the warehouse and the zone are of type “Normal” and if the bin is specified.
For serial number-controlled, lot number-controlled, or both serial number-controlled and lot number-controlled parts with ownership set to "Customer" or "Supplier":
The specified warehouse is mapped to the trading partner as exclusive or shared storage category in the “Maintain External stock Allocation” page of the “Storage Administration” business component. This is applicable, if the type of the warehouse is "Free".
The warehouse-zone combination is mapped to the trading partner as exclusive or shared storage category in the “Maintain External stock Allocation” page of the “Storage Administration” business component. This is applicable, if the type of the warehouse is “Normal” and the type of the zone is “Free".
The warehouse-zone-bin combination is mapped to the trading partner as exclusive or shared storage category in the “Maintain External stock Allocation” page of the “Storage Administration” business component. This is applicable, if the warehouse and the zone are of type “Normal” and if the bin is specified.
The system ensures that the “Non-Stockable” field is set as “No” in the interacting “Part Administration” business component for each part in the multiline.
Ensure the following, if the warehouse is of the "Normal" type and the zone is of the "Free" type:
The storage category and rule must be defined in the “Maintain Storage Allocation & Strategies” activity of the “Storage Administration” business component.
The storage category of the part selected can be either “Shared” or “Exclusive” –at the zone level.
The storage rule of the part selected can be either “Also At” or “Only At” at the zone level.
Ensure the following, if the warehouse is of the “Normal” type and the zone is of the “Normal” type:
The storage category and rule must be defined in the “Maintain Storage Allocation and Strategies” activity of the “Storage Administration” business component.
The storage category of the part selected can be either “Shared” or “Exclusive” at the bin level.
The storage rule of the part selected can be either “Also At” or “Only At” at the bin level.
Automatic mapping of warehouse#-zone#-bin# to supplier#/customer#
If “Storage Allocation for External Ownership Parts" is set as "Automatic" in the Set Options activity of Stock Maintenance, the system automatically maps the supplier #/customer # to the storage area and, sets storage category and storage rule to values as explained here:
For None-Controlled parts, the storage category for at the zone#-bin # must be mapped as ‘Exclusive’ while it must be ‘Shared’ for Serial / Lot controlled parts.
The storage rule for the zone#-bin# for all part types is set as “Also At”.
More details on Restricted parts
To proceed, carry out the following
Select the “Serial & Lot Details” link at the bottom of the page, to enter the serial and lot number details for the part number selected in the multiline.
Select the “Edit Unplanned Receipt” link at the bottom of the page, if you wish to modify the details of the unplanned receipt.
Select the “Edit References” link at the bottom of the page, to enter the reference details pertaining to stock receipt.
Select the “Record HAZMAT Compliance” link at the bottom of the page to record HAZMAT compliance information for the HAZMAT parts in the receipt.
Select the “Record Inspection Details” link at the bottom of the page to record the inspection information for unplanned receipt.
Select the “Upload Documents” link to upload documents/files associated with the unplanned receipt into the common repository.
Select the “View Associated Doc. Attachments” link to view documents/files associated with the unplanned receipt from the common repository.
Select the “View Part File” link to view the image of the part selected.
Creating unplanned receipts – An overview
This page allows you to record an unplanned receipt. An unplanned receipt does not have a purchase order or a release slip as a reference document. It could probably have an inter-office memo as the reference document. The warehouse, zone and bin details can also be entered for the receipt.
You can assign a “Draft” status to the unplanned receipt, if the details have not been entered completely. Once the information is complete, the receipt can be assigned the “Fresh” status.
Indicate part ownership for the unplanned receipt
Allocate the parts received, to various warehouse zones and bins
Indicate part ownership for the unplanned receipt
Unplanned receipts refer to the receipt of parts in a warehouse without reference documents such as the purchase order and the release slip. You can indicate the type of ownership of these parts, as explained below:
In the “Part Ownership” drop-down list box,
Select “Supplier”, if the part has been received from the supplier.
Select “Customer”, if the part has been received from the customer.
Select “Internal”, if the received part is owned by the login organization unit.
Select “On Exchange”, if the part has been received on exchange with another part belonging to the login organization unit.
Allocate the parts received, to various warehouse zones and bins
You can specify the various warehouses, zones and bins in which the parts must be stored.
Enter the warehouse in which the unplanned receipt must be stored, in the “Warehouse #” field in the “Receipt Details” group box.
In the “Line Details” multiline, enter the various zones and bins to which the parts must be allocated, in the “WH – Zone #” and “WH – Bin #” fields.