Modifying unplanned receipt details

This page allows you to modify the details of the unplanned receipt . Tell me more.

• Select the “Edit Unplanned Receipt” link in the “Select Receipt” page. Alternatively, select the hyperlinked receipt number in the multiline of the same page.

The “Edit Unplanned Receipt” page appears.

The system displays the following:

The system displays the following in the “Receipt Details” group box:

• Enter the following in the “Receipt Details” group box, to modify the details of the selected receipt:

The system displays the following field above  the “Line Details” group box:

The system displays the following in the “Line Details” multiline, for parts that are already recorded in the unplanned receipt:

• Enter the following field in the “Line Details” multiline, to add parts in the unplanned receipt:

Note: 1) 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". 2) If the part is owned by a supplier for which stock valuation is required, the valuation method for the part must be “Actual Cost”.

The system displays the following in the “Line Details” multiline:

• Enter the following fields:

Note: Fractions can be entered, only if the UOM has been set to allow fractions in the “Create UOM” activity of the “Unit of Measurement Administration” business component.

Note: If this field is left blank, the system displays the “Stock UOM” set for the part in the “Part Administration” business component.

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 selected is of the  “Free” type.

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 WH-Zone selected is of the “Free” type.

Note: 1) The stock status selected 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) However, 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”.

Note: 1) You can enter the total part cost, if the valuation method of the received part is “Standard Cost”, and if “Allow Input of Stock Value for Standard Cost Parts” is set as “Yes”, in the “Set Options” activity. 2) 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. 3) Do not enter total part cost, if: a) Part ownership is Customer. b) Part ownership is Supplier and, stock valuation for the supplier of the part is not required. c) Expense type for the part is Capital. 4) 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.

 Click the “Get Storage Details ” pushbutton, to retrieve the storage details for  the part.

• The system retrieves the zone and bin details for the part with placement strategies set as "Fixed Storage", "Storage Proximity", "Existing Stock Addition", or "Next Empty storage" in the “Maintain Storage Allocation & Strategies“ activity of the ”Storage Administration” business component. If all the parts have the placement strategy set as “Manual”, the system displays an error message on clicking the "Get Storage Details" pushbutton.

• When the warehouse is of storage type “Normal”, and 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:

1. 1. 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; this is applicable 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.

   2. 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.

   3. For the customer owned parts, the system retrieves the zone and bin information from the “Storage Administration” business component, provided 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:

Note: 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.

• Select the unplanned receipt document in the multiline for deletion, cancellation or modification.

• Click the Delete icon in the toolbar above the multiline, to delete the part line number selected in the multiline.

If the part available in the line is serial number-controlled or lot number-controlled the corresponding serial number and lot number details entered will also be deleted.

If the part available in the line is of part type “Component” , then the corresponding parameter details entered will also be deleted.

More details on Restricted parts

To update the modified details of unplanned receipt

• Click the “Edit Unplanned Receipt” pushbutton, to update the modified unplanned receipt details.

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: If the received part is of type "Component", the condition of the received part must be allowed in the receipt warehouse, as specified in the "Edit Warehouse - Stock Status / Condition Allowed" page of the "Storage Administration" business component. For example, if warehouse ‘W001’ is defined to store parts in “New” or “Overhauled” condition, only parts in this condition can be moved to the warehouse.

Note: You cannot create/edit an Unplanned Receipt if the Expense Type for any part is set to “Capital”.

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.

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:

1. 1. 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, if the type of the warehouse is "Free".

   2. 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, if the type of the warehouse is “Normal” and the type of the zone is “Free".

   3. 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, if the warehouse and the zone are of type “Normal” and 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":

1. 1. 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, if the type of the warehouse is "Free".

   2. 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, if the type of the warehouse is “Normal” and the type of the zone is “Free".

   3. 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, if the warehouse and the zone are of type “Normal” and the bin is specified.

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.

The system stores the login user ID and the server date in the “Last Modified By” and the “Last Modified Date” fields.

To cancel unplanned receipt

You can cancel an unplanned receipt, when the receipt is not required and change the status to “Canceled”.

• Click the "Cancel Receipt" pushbutton to cancel the unplanned receipt.

The system updates the status of the receipt as “Cancelled” .

Note: This action is workflow-enabled. Notification messages can be sent as per the settings you have defined in the "Workflow Management" business component.

If the part available in the line is serial number-controlled or lot number-controlled the corresponding serial number and lot number details entered will also be deleted.

The system displays the following in the “Record Statistics” group box:

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 “Create Warehouse Information” activity of the “Storage Administration” business component.

• The storage category of the part selected must be “Exclusive” in the zone. 

• The storage rule of the part selected must be “Only At” in the zone.

Ensure the following, if the status of the receipt is “fresh” and 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.

Ensure the following, if the “Capacity Constraint” of the warehouse selected is “Volume” and the type is “Free”:

The “Capacity Constraint” set to “Volume” must be defined in the “Create Warehouse Information” activity of the “Storage Administration” business component.

• All the parts of the unplanned receipt is in “Volume” and must be defined in the “Create Parts Main Information” activity of the “Part Administration” business component.

• For conversion of “Volume UOM” in the warehouse to “Volume UOM“ in the stock receipt, ensure that the conversion factor is defined in the “Maintain UOM Conversion” activity of the “Part Administration” business component.

• The volume UOM of the part and the volume UOM of the warehouse must be different. Also the conversion factor of the two must be different, as defined in the “Create Parts Main Information” activity of the “Part Administration” business component.

• Multiply the “Quantity” with the UOM of the unplanned receipt for each part. Convert the value to “Volume UOM” of the part.  Again, convert “Volume UOM” of the part to “Volume UOM” of the warehouse using the standard rounding options.

Ensure the following, if the “Capacity Constraint” of the warehouse selected is “Weight” and the type is “Free”:

The “Capacity Constraint” set to “Weight” must be defined in the “Create Warehouse Information” activity of the “Storage Administration” business component.

• All the parts of the unplanned receipt are in “Weight” and must be defined in the “Create Parts Main Information” activity of the “Part Administration” business component.

• For conversion of “Weight UOM” in the warehouse to “Weight UOM“ in the unplanned receipt, ensure that the conversion factor is defined in the “Maintain UOM Conversion” activity of the “Part Administration” business component.

• The weight UOM of the part and the weight UOM of the warehouse must be different. Also the conversion factor of the two must be different, as defined in the “Create Parts Main Information” activity of the “Part Administration” business component.

• Multiply the “Quantity” with the UOM of stock receipt for each part. Convert the value to “Weight UOM” of the part.  Again, convert the “Weight UOM”of the part to “Weight UOM” of the warehouse using the standard rounding options

Ensure the following, if the “Capacity Constraint” of the warehouse selected is “Volume” and the zone type is “Free”:

• All the parts of the unplanned receipt is in “Volume” and must be stored in zone of  the “Free” type.  These parts must be defined in the “Create Parts Main Information” activity of the “Part Administration” business component.

• For conversion of “Volume UOM” in the zone to “Volume UOM“ in the unplanned receipt, ensure that the conversion factor is defined in the “Maintain UOM Conversion” activity of the “Part Administration” business component

• Multiply the “Quantity” with the UOM of unplanned receipt for each part. Convert the value to “Volume UOM” of the part.  Again, convert the “Volume UOM” of the part to “Volume UOM” of zone using the standard rounding options.

Ensure the following, if the “Capacity Constraint” of the warehouse selected is “Weight” and the zone type is “Free”:

• All the parts of the stock receipt are in “Weight” and must be stored in the zone of  the “Free” type.  These parts must be defined in the “Create Parts Main Information” activity of the “Part Administration” business component.

• For conversion of “Weight UOM” in the zone to “Weight UOM“ in the stock receipt, ensure that the conversion factor is defined in the “Maintain UOM Conversion” activity of the “Part Administration” business component

• Multiply the “Quantity” with the UOM of each part in the stock receipt. Convert the value to “Weight UOM” of the part.  Again, convert the “Weight UOM” of the part to “Weight UOM” of the zone using the standard rounding options.

Ensure the following, if the “Capacity Constraint” of the warehouse selected is “Volume” and the bin type is “Normal”:

• All the parts of the stock receipt are in “Volume” and must be stored in the bin of the “Free” type.  These parts must be defined in the “Create Parts Main Information” activity of the “Part Administration” business component.

• For conversion of “Volume UOM” in the bin to “Volume UOM“ in the stock receipt, ensure that the conversion factor is defined in the “Maintain UOM Conversion” activity of the “Part Administration” business component

• Multiply the “Quantity” with the UOM of each part in the stock receipt. Convert the value to “Volume UOM” of the part.  Again, convert the “Volume UOM” of the part to “Volume UOM” of the bin using the standard rounding options.

Ensure the following, if the “Capacity Constraint” of the warehouse selected is “Weight” and the bin type is “Normal”:

• All the parts of the stock receipt are in “Weight” and must be stored in the bin of the “Free” type.  These parts must be defined in the “Create Parts Main Information” activity of the “Part Administration” business component.

• For conversion of “Weight UOM” in the bin to “Weight UOM“ in the stock receipt, ensure that the conversion factor is defined in the “Maintain UOM Conversion” activity of the “Part Administration” business component

• Multiply the “Quantity” with the UOM of  each part  in the stock receipt. Convert the value to “Weight UOM” of the part.  Again, convert the “Weight UOM” of the part to “Weight UOM of the bin using the standard rounding options.

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”.

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 “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.

Refer to “Entering serial and lot number details for unplanned receipts – An overview” for more details.

• 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.

Modifying unplanned receipt details – An overview

This page allows you to modify the details of the unplanned receipt. You can modify the details of the receipt in the “Draft” or “Fresh” status. You can modify the details of the warehouse, the reference documents and the parts received. Once the status of the receipt changes to “Fresh”, the receipt can be sent for confirmation. The system stores the login user ID and the server date along with the modification details.

What you can do in this page

Modify unplanned receipt

Cancel unplanned receipt

Modify unplanned receipt

You can select and modify a receipt 

• Use the “Select Receipt” page to select a receipt and modify it.

• Use the “Edit Unplanned Receipt” page to modify the receipt.

Cancel unplanned receipt

You can cancel a receipt, if the modifications of the receipt need not be incorporated or when the receipt is not required.