Selecting reference document for creation of GR

This page allows you to search for and select a reference document to create a goods receipt note. Tell me more.

Select the “Create Goods Receipt” link under the “Goods Receipt” business component.

The “Select Reference Document” page appears.

The system displays the following:

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.

Enter the following field in the “Direct Entry” group box, if you are aware of the reference document number, for which you want to create a Goods Receipt note (GR).

Ref. Document #

A code identifying the reference document for which you want to create a GR (Alphanumeric, 40).

Note: For reference document of type “Exchange” or “PBH Exchange”, ensure that the core status of the document is not “Core Due”.

Select the “Create Goods Receipt” link provided alongside, to create a GR for the selected reference document.

To search for a reference document

Enter the following fields in the “Search Criteria” group box, to search for the reference document for which you want to create a GR. Data entry in the following fields is optional.

Ref. Document	Use the drop-down list box to select the reference document, which could be “PO” or “RS” or “SCO”. The system displays “PO” by default.
Ref. Document #	A code identifying the reference document for which you want to create a GR (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 one entered here.
Ref. Document Type	Use the drop-down list box to select the reference document type. Based on the reference document such as purchase order or release slip or subcontract order, the system lists all the PO types such as “Adhoc”, “Consignment”, “Dropship”, “Exchange”, “Express”, “General”, “PBH”, “PBH-Exchange”, “Sample” and “Service”, Release Slip types such as “Express” and “Normal” or Subcontract Order such as “Activity”, “Conversion” and “Regular”, as defined in the “Purchase Order” or “Release Slip” or “Subcontract Order” business components respectively. The system leaves the field blank by default.
Note: A goods receipt cannot be created for a subcontract order of type “Adhoc”.
Ref. Document Category	Use the drop-down list box to select the document category. All the PO/RS/SCO categories available in the “Purchase Order”, ”Release Slip” or “Subcontract Order” business components mapped to the login organization unit are available for selection. The system displays blank by default.
Ref. Document Date From/To	The duration of reference document dates for which the reference document details must be retrieved. The reference document date must be in the same format as displayed in the “Date Format” field. From date: The starting date in the range of reference document dates from which the reference document details must be retrieved (Date Format). The system lists all the reference documents that are raised later than this date. Ensure that the date entered in the “From” field is earlier than the date entered in the “To” field. By default, the system displays the date that is one month earlier to the system date. To date: The ending date in the range of reference document dates until which the reference document details must be retrieved (Date Format). The system lists all the reference documents that are raised earlier than this date. The system date is displayed by default.

Note: If the “From Date” is entered and the “To Date” is left blank, the system date is taken as the “To Date”.”. If the “To Date” is entered and the “From Date” is not specified, then the earliest date available in the system will be taken as the “From Date”.

Ref. Document Warehouse #	Use the drop-down list box to select a code identifying the warehouse for which you want to create a goods receipt (Alphanumeric, 40). The system lists all active warehouses mapped to the Goods Receipt transaction in the login OU.
Supplier #	The code identifying the supplier on whom the reference document must have been raised (Alphanumeric, 45). You can enter the code in full or specify it partially using the “*” character. The system displays all the reference document numbers that have supplier codes similar to the one entered here.
Supplier Name	The name of the supplier on whom the reference document must have been raised (Alphanumeric, 150). You can enter the supplier name in full or specify it partially using the “*” character. The system displays all the reference document numbers that have supplier names similar to the one entered here.
Part #	The code identifying the part for which the reference 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 reference document numbers that have part numbers similar to the value entered here.
Part Description	The description of the part for which the reference document has been raised (Alphanumeric, 150). You can enter the description in full or specify it partially using the “*” character. The system displays all the reference document numbers that have descriptions similar to the value entered here.
Part Type	Use the drop-down list box to select the type of the part. The part types present in the “Part Administration” business component are available for selection.
View Part Info	Check the box to view the part details of the reference document. The system leaves the box unchecked by default.

Click the “Search” pushbutton to retrieve the search results

The system displays the following in the “Search Results” multiline, based on the search criteria entered.

Note: The system retrieves the PO/GR/SCOs, which are in the “Open” or “NT Closed” status. In case of amendments all the PO/GRs in the “Open” status are retrieved.

In case the “View Part Info” box has been checked, the system retrieves all the part details of the reference document in the “Search Results” multiline.

Note: If “Ref. Document” is “Purchase Order” and “View Part Info” is checked, the system retrieves the “Part Description” and “Part Type” based on the following conditions:

If the “Ref. Document Type” is “Adhoc”, the system retrieves the “Part Description” from the “Purchase Order” and “Part Type” as “Service” in the multiline.
If the “Ref. Document Type” is “Service”, the system retrieves the “Part Description” from the Service Master in the “Part Administration” business component and “Part Type” as “Service” in the multiline.
If the “Ref. Document Type” is other than “Service” and “Adhoc”, the system retrieves the “Part Description” and “Part Type” from the Part Master in the “Part Administration” business component

Note: If the “Ref. Document” is “Subcontract Order”, the system retrieves the details only for the “Subcontract Order” that is in “Open” status with some pending quantities to be received.

Note: The system retrieves the PO/RS for the warehouse selected in the 'Ref. Document Warehouse #' field.

In case the “View Part Info” box has been checked, the system retrieves the details for the PO/RS along with the respective UOM and pending quantity.

In case the “View Part Info” check box is unchecked then the system retrieves the details based on the following conditions:

If ‘Ref Document Warehouse #’ is blank, then the system fetches all the PO/RS documents for which the pending quantity is more than zero. In the case of unique warehouse, the warehouse is fetched from the PO/RS document. Else the string “—Multiple Warehouse—“is displayed. Pending Qty and UOM are not fetched.

If a value is selected in the 'Ref Document Warehouse #' combo, then the system retrieves the PO / RS document for which the Warehouse in the document line # is same as that selected in the filter, and the pending quantity of the line item is greater than Zero. Pending Qty and UOM are not fetched.

Ref. Document #	A code identifying the reference document for which you want to create a goods receipt note.
Part #	The number identifying the part.
Part Description	The description of the part.
Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.
Part Type	The type of the part.
Ref. Document Type	The type of the reference document.
Ref. Document Date	The date on which the reference document was raised.
Ref. Document	Indicates the reference document. It could be “Purchase Order”, “Subcontract Order” or “Release Slip”.
Ref. Document Category	The category to which the reference document belongs.
Ref. Document Warehouse #	The code identifying the warehouse applicable for the reference document
Pending Quantity	The quantity that is yet to be received i.e. the difference of the ordered quantity and the already received quantity.
UOM	The unit of measurement of the part that is yet to be received.

Click the hyperlinked reference document number in the multiline, to create a GR for the reference document.

Selecting reference document for creation of GR – An overview

If you know the reference document number, you can enter it directly. Otherwise, you can carry out a search based on the reference document, the number of the reference document, the type of the reference document, the category to which the reference document belongs and the date range within which you want to retrieve the reference documents. You can also search based on the supplier code, the name of the supplier, the part number, the description of the part and the type of the part.

The system retrieves all the reference documents, which are in the “Active” status, based on the search criteria entered. The reference document could be a Purchase Order (PO), Subcontract Order (SCO) or a Release Slip (RS). Apart from retrieving the reference documents, this page also gives you an option to view the details of the part available in the reference document.