Creating goods receipt

This page allows you to create a new Goods Receipt note (GR). Tell me more.

• Select the “Create Goods Receipt” link at the bottom of the “Select Reference Document” page. Alternatively, select the hyperlinked reference document number in the multiline of the same page.

The “Create Goods Receipt” page appears.

The system displays the following:

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

• Enter the following fields in the “Consignment Details” group box:

Note: The goods receipt date must not be earlier than the reference document date, the packing slip, the waybill date and the gate pass date.

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

• Enter the following fields in the “Consignment Details” group box:

Note: The packing slip date must not be earlier than the date of the reference document.

Note: The way bill date must not be earlier than the date of the reference document or the delivery note.

• Enter the following fields in the “Receipt Information” multiline:

Note: The received part number must be the same as the part number or must be the alternate part number defined for the selected part number in the “Part Administration” business component when the alternate type is “Allowed”.

 Note: Ensure that the received part is the same as the ordered part or as the “Alternate Part #” specified in PO, if the alternate type is “Specific Alternate”.

Note: For goods receipt based on purchase order of type “PBH” or “PBH Exchange”, the received part number should be the same as the ordered part or an alternate part of the ordered Part #, when the alternate type is “Allowed”.

Note: For goods receipt based on purchase order of type “PBH” or “PBH Exchange”, the received part number should be the same as the ordered part or as the alternate part specified in the PO, when alternate type is “Specific Alternate”.

The system displays the following in the “Receipt Information” multiline:

• Click the hyperlinked part number to view the part information.

Note: If reference document is purchase order, the system retrieves the “Part Description” as per the following logic:

• If the reference document type is 'Adhoc', the system retrieves the “Part Description” from the “Purchase Order” business component.

• If the reference document type is 'Service', the system retrieves the “Part Description” from the Service Master in the “Part Administration” business component.

• If the reference document type is other than 'Service' and 'Adhoc', the system retrieves the “Part Description” from the Part Master in the “Part Administration” business component.

• Enter the following fields in the “Receipt Information” multiline:

Note: The sum total of the Quarantined Quantity and the Visual Rejected Quantity must not be greater than the Received Quantity.

The system displays the following in the “Receipt Information” multiline:

Note: The “Ref.Doc Receipt List #” and “Constituent Type” will be displayed only for a goods receipt based on subcontract order.

Note: If the “Insp. WO?” field is set as “Required” or “As Required” in the “Create / Edit Purchase Order” activity of the “Purchase Order” business component, the system displays only “Yes” in the “Generate Insp.WO?” field.

The system displays the following:

• Select the hyperlinked component work order number to view the details of the component work order.

• Enter the following:

Note: The “Insp. Work Desc” field cannot be modified when a component work order has already been generated against the goods receipt.

Note: The “Insp. Work Desc” field can be specified only for the new line items added in the multiline

The system displays the following:

• Select the hyperlinked Certificate Of Maintenance number to view the sign-off information for the work units and the certificate of maintenance details for the received part.

To create the goods receipt

• Click the “Create Goods Receipt” pushbutton to create a goods receipt note.

The status of the GR is updated as “Received”.

If the reference document is “Release Slip” or “Purchase Order”, the system updates the received quantity for each line number of the release slip or purchase order document.

The system stores the login user ID and the system date in the “Created By” and “Created Date” fields respectively.

If reference document is “Purchase Order”, then for PO Type “Exchange” and “PBH-Exchange”, ensure that

•  the received quantity is same the as order quantity for each line.

•  the “Quarantined Qty” and “Visual Rejection Qty” in the multiline are left blank.

If the “Generate Insp. WO?” drop-down list box is set to Yes” for at least one record in the multiline, then the system ensures that there exists a dummy component of job type “Receipt Inspection” in the “Aircraft business” component.

The system saves the receiving warehouse and TCD details against the Goods Receipt (GR) document.

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

To freeze the goods receipt

• Click the “Freeze Receipt” pushbutton to freeze a GR.

Ensure that the default work center is defined for the part in the “Maintain Maintenance Info. For Part” activity of the “Aircraft” business component.

The status of the GR is updated as “Receipts Frozen”. Freeze receipts can be done only when the lot and serial information is provided for parts that are lot or serial number-controlled.

The system generates a component work order with job type as “Receipt Information” and maintenance type as “Inspection”, for every line item in the multiline which has the “Generate Insp. WO” field set as “Yes”.

The system generates the Component IDs for the serial number controlled parts of type “Component”, if the Component ID generation field is set as “Automatic” in the “Part Administration” business component.

The system updates the ownership for all the levels of the component as follows:

• Updates the ownership of the component as “Supplier”, the possession status as “PBH”  and the owner code with Supplier # in PO for GR of type “PBH/ PBH Exchange” with the stock status as “PBH”.

• Updates the ownership of the component as “Supplier”, the possession status as blank and the owner code with Supplier # in PO for GR of type “Consignment” with the stock status as “Consignment”.

• Updates the ownership of the component as “Owned” and the possession status as blank for GR of type other than “PBH/ PBH Exchange”, “Consignment”, “Service” and “Adhoc” with the default internal stock status defined in the “User Defined Stock Status” business component.

Note: The system will not update the ownership and stock status for GR of type “Service” and “Adhoc”.

The system checks for each GR line # that for all serial numbers with component condition as “New”, the Time Since New field is set to “Zero” in the “Edit Parameters Details” page.

The system checks for each GR line # that for all serial numbers with component condition as “Overhauled”, all the parameters except the Time Since New field is set to “Zero” in the “Edit Parameters Details” page.

The system performs the following while generating the component work order:

• Sets the “COM?“ field as “Required” in the “Maintain Purchase Information” activity of the “Part Administration” business component.

• Creates a component work order in “Scheduled” status and updates the sub task sign-off details, defined in the “Maintenance Task” business component, to the component work order.  

Note: The system will retain the component work order in the ”Fresh” status under the following conditions:

a) The inspection work unit is not defined in the “Part Administration” business component.

b) Authorization requirement is set as "Yes" for "Receipt Inspection" type of work order in the "Identify Non-maintenance Objects" activity of the “Aircraft” business component.

• Sets the “Main core Issue” field as “Not Required” in the created component work order created.

• Copies the inspection work unit to the generated component work order, if it is defined in the “Maintain Purchase Information” page of the “Part Administration” business component, against each line item.

• Updates the details of the component work order in the “Edit Inspection Information” page.

• Updates the status of the component work order and the certificate of maintenance number in the “Edit Goods Receipt” page, when component work order reporting is carried out.

Note: The system processes and updates the financial postings in the “Finance Book Processing” business component  from the “Account Group” business component.

To freeze the acceptance of goods

• Click the “Freeze Acceptance” to accept all the part numbers available in the GR.

Note: Freeze acceptance can be done only if the GR is in the “Receipts Frozen” status.

The system performs the following on clicking the “Freeze Acceptance” pushbutton:

• Updates the status of the line items as “Inspected” if the inspection type has been selected as “None” and the quarantined quantity is equal to zero.

• Updates the goods receipt status as “Inspected” if all the line level status has been updated as “Inspected” or if some line level items are in “Inspected” status and others in “Rejected” status.

• Updates the status as “Partially Inspected”, if some line level items are not in “Inspected”, “Rejected” , “Receipt Acknowledged” or “Moved” status.

• If the “Receipt Recording Option” for the Reference PO # is “GR Movement”, set document status as "Inspected", if all line level status is "Inspected" or if some are in “Inspected” status and the rest are in “Rejected” status or inspection is not required for any of the lines.

• If the “Receipt Recording Option” for the Reference PO # is “GR Acceptance”, set the document status as “Receipt Acknowledged”.

• Updates the received quantity details in the purchase order or release slip document based on which the goods receipt was raised, if the goods receipt is in status other than “Rejected”.

• Issues the Certificate Of Maintenance against every line item, for which a component work order has been generated, in the “Receipt Information” multiline.

• For the goods receipt created on a purchase order:

1. 1. The system updates the “Core Status” in the “Purchase Order” business component as “Core Due” or “Closed” for PO of type “Exchange” or “PBH Exchange”.

   2. For part of type “Component” the system updates the ownership details, the stock status, and the commercial details such as “PO Ordering Location”, “Purchase Order #”, “PO Date”, “Acquisition Value” and “Book Value” in the “Aircraft” business component.

   3. The stock status is updated as:

   • • “Consignment” for PO of type “Consignment”.

     • “PBH” for PO of type “PBH” or “PBH Exchange”.

     • “Accepted” for PO of type other than “PBH”, “PBH “Exchange” or “Consignment”.

1. 4. The “Acquisition Value” is updated as the PO value, for PO of type other than “Exchange”, and as the Weighted Average Cost for PO of type “Exchange”.

   5. The “Book Value” is updated as the Weighted Average Cost of the components during receipt, for PO of type other than “PBH” or “Consignment”. The “Book Value” is updated as “Zero” for capital parts and for PO of type “PBH” or “Consignment”.

• The system updates the status as “Rejected”, if all the received parts are rejected.

• Generates a subcontract receipt automatically for goods receipt based on subcontract order of service type “Conversion”.

• The system ensures that for the GR of types other than PBH/PBH Exchange, Consingment, “Service” and “Adhoc”, the default internal stock status is defined for the part type “Component” in the “User Defined Stock Status” business component.

• The system processes and updates the financial postings in the “Finance Book Processing” business component from the “Account Group” business component. Tell me more

• The system updates the cost center codes for the account Cost of Service Rendered (COSR)-External from the Cost Center Rule Definition business component, if the reference document type is “Customer Order”.

• The system credits the Supplier Suspense account and debits the Account Code Usage account or consumption account, if the Receipt Recording Option is “GR Acceptance”.

• The system debits the usage Cost Center Account, Consumption Cost Center or COSR Cost Center, if the Receipt Recording Option is specified as “GR Acceptance”, and if the reference document is Purchase Order.

•  The system debits the account mapped to the predefined usage “Write Off-Revenue Parts” and credits the “Supplier Suspense a/c” if the following conditions are satisfied:

1.  If the GR status is "Inspected' or '"Receipt Acknowledged".

2. If the “Receipt Recording Option” for the PO line item is set as “GR Acceptance”.

3. If the part is “Non-Stockable” or if it has the “Expensing Policy” set as “Expense on Receipt”.

 The system debits the account mapped to the predefined usage “PBH – Exchange Fee” and credits the “Supplier Suspense a/c” if the following conditions are satisfied:

1.  If the PO corresponding to the GR # is of type “PBH” or “PBH Exchange”.

2. If the GR status is "Inspected' or '"Receipt Acknowledged".

  The system debits the account mapped to the predefined usage “Write Off-Capital Parts” and credits the  “Supplier Suspense a/c” if  the following conditions are satisfied:

1. If the Part in the  GR Line # is of Expense Type 'Capital' and if the corresponding PO Line item does not have a 'Capex Proposal #'.

2. GR status is "Inspected' or '"Receipt Acknowledged".

• The system debits the account mapped to the predefined usage “Write Off-Revenue Parts” and credits the  “Supplier Suspense a/c” if the following conditions are satisfied

1. If the GR Line item is Non Stockable in a Release Slip based GR  (or )

2. If the Expensing Policy of the line item is set as ‘On Receipt’ in Part Administration

• The system ensures that the Records Update? is not set as “Pending” in the “Edit Serial Inspection” page ,if the part type is Component.

• The system ensures that the Parameter Values are updated in the parameter table maintained for Re-Initialize/ Update Parameter Value in the “Aircraft” business component, if the “Validate Verified Tech. Records on GR Acceptance” is set as “Required” in the Logistics Common Master” business component, the Records Update? is set as “Verified” for the parts of type Component.

• The system ensures that the Assembly Status for the component is not “Dormant”, if the “Validate Verified Tech. Records on GR Acceptance” is set as “Required” in the Logistics Common Master” business component, the Records Update? is set as “Verified” and the part is of type Component.

• The system ensures that the Component Maintenance Program of the component is in “Authorized” status, if the “Validate Verified Tech. Records on GR Acceptance” is set as “Required” in the “Logistics Common Master” business component, the Records Update? is set as “Verified” and the part is of type Component.

   The system updates the GR status as follows:

1.  “Receipt Acknowledged” when the last line item is accepted i.e., on freeze acceptance if all the line items in the GR document is “Non-stockable” and the Receipt Recording option in the PO is set as “GR Acceptance”.

2. “Partially Inspected” or “Inspected” depending on whether all the lines are inspected or not, if the GR has both “Stockable” and “Non-Stockable” parts.

3. Moved when the last Stockable line item is moved and the Line level status of the Non-Stockable parts in the GR is Inspected or Receipt Acknowledged as applicable if the GR has both Stockable and Non-Stockable parts and the Receipt Recording option in the PO is set as “GR Movement”

To proceed, carry out the following

• Select the “Edit Part No. Level TCD” link at the bottom of the page to enter the TCD at the part number level.

• Select the “Edit Document Level TCD” link at the bottom of the page to enter the TCD at the goods receipt level.

• Select the “Edit Lot / Serial No. Details” link at the bottom of the page to enter the serial number and lot number details of the received part number.

• Select the “Edit Inspection Information” link at the bottom of the page to enter the inspection information of the received part number.

• Select the “Edit User Defined Details” link at the bottom of the page to modify the user-defined details of the goods receipt.

• Select the “Edit User Defined Details” link at the bottom of the page to modify the user-defined details of the goods receipt.

• Select the “Record Hazmat Compliance” link at the bottom of the page to record the Compliance details for Hazmat parts in the document.

• Select the “Request New Part / Part Attribute Change” link at the bottom of the page to request new part or to change the attribute of the existing part.

• Select the “Attach Documents” link at the bottom of the page to attach the documents for goods receipt.

• Select the “Upload Documents” link at the bottom of the page to upload the documents for goods receipt.

• Select the “Generate Part Barcode Label - Non-Stockable” link at the bottom of the page to generate the barcode label.

• Select the “Edit Goods Receipt Note” link at the bottom of the page to modify the goods receipt note.

• Select the “Move Parts To Warehouse” link at the bottom of the page to move the received parts  to the warehouse.

• Select the “View Purchase Order’ link at the bottom of the page to view the purchase order details.

Note: You can launch this page only if login rights are provided.

• Select the “View Release Slip” link at the bottom of the page to view the release slip details.

Note: You can launch this page only if login rights are provided.

• Select the “View GR List” link at the bottom of the page to view the goods receipt for the reference document.

• Select the “View Associated Doc. Attachments” link at the bottom of the page to view the associated document attachments for goods receipt.

Creating goods receipt – An overview

A GR is created based on the selected reference document that is the “Purchase Order” (PO), “Subcontract Order” (SCO) or the “Release Slip” (RS). The details of the part numbers received can be updated against each part number available in the PO, SCO or the RS. The pending quantity to be received is immediately calculated.  

You can enter the alternate part details, in case the part number received is different from the one ordered. Alternate part numbers will be accepted if they have been defined in the “Part Administration” business component. You can also enter the quantity of the received part that has been visually rejected and the quantity that has been quarantined.

The system generates a unique number for the GR when it is saved. In case all the details pertaining to the GR have been incorporated the GR can be frozen. The status of the GR is updated as “Receipts Frozen”.

If all the part numbers available in the GR do not require inspection, then the acceptance can be frozen in this page. After the GR parts acceptance is frozen, you cannot enter or modify any details pertaining to the GR. In case the GR contains part numbers due for inspection, the inspection details must be updated before the acceptance is frozen. The status of the corresponding PO/RS is updated as “Closed” after the GR is frozen for acceptance and all the parts are received. The system stores the login user ID and the system date along with the creation details.

Prerequisites

• “Create Numbering Class” activity of the “Document Numbering Class” business component.

• “Create Parts Main Information” activity of the “Part Administration” business component.

• “Create UOM” activity of the “Unit of Measurement Administration” business component.

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

• “Create Pay Term” activity of the “Pay Term” business component.

• “Create TCD” activity of the “TCD” business component.

• “Create Purchase Order”activity of the “Purchase Order” business component.

• “Create Blanket Purchase Order” activity of the “Blanket Purchase Order” business component.

• “Create Release Slip” activity of the “Release Slip” business component.

• “Create Subcontract Order” activity of the “Subcontract Order” business component.

What you can do in this page

Specify the numbering type for the good receipts

Specify the user status for the goods receipt

Categorize goods receipt

Specify the consignment details for the goods received

Specify the received, rejected and quarantined part details

Specify the numbering type for the good receipts

You can specify the numbering type, which is a combination of the login organization unit and the “Goods Receipt” transaction type, for the goods receipt note that you create.

• Set the appropriate numbering type in the “Numbering Type” field for the goods receipt.

Specify the user status for the goods receipt

User status is the user-defined quick code that defines the status of the goods receipt. You can specify the user status for the goods receipt that you create.

• Set the user status in the “User Status” field for the goods receipt.

Categorize goods receipt

You can categorize the goods receipt that you create by using the quick codes that are already defined in the “Create Common Category” activity in the “Logistics Common Master” business component.

• Set the appropriate option in the “GR Category” field to categorize the goods receipt.

Specify the consignment details for the goods received

You can enter consignment details for the goods received such as the gate pass number, way bill, delivery note details, number of packs received, consignment weight and its unit of measurement.

• Enter the Packing Slip number in the “ Packing Slip #” field.

• Enter the Packing Slip date in the “Packing Slip Date” field.

• Enter the way bill number in the “Way Bill #” field.

•   Enter the way bill date in the “Way Bill Date” field.

•   Enter the gate pass number in the “Gate Pass #” field.

• Enter the gate pass date in the “Gate Pass Date” field.

Specify the received, rejected and quarantined part details

You can specify the quantity of parts that is received. After the inspection of received parts, you can specify the quantity of parts that are rejected or quarantined. You can also specify the reasons for rejection or quarantine of parts.

• Enter the quantity of parts received in the “Received Qty” field.

• Enter the quantity of parts quarantined in the ”Quarantined Qty” field.

• Enter the quantity of parts rejected by visual inspection in the “Visual Rejection Qty” field.

Financial Postings

The system does not update the financial postings in the “Finance Book Processing” business component, if (i) the “Under Warranty” field  is “Yes”, (ii) the “Warranty Claim” field has a value and either of the following conditions are true: (a) the “Accepted Amount” for all the parts is “0” or blank in the claim or (b) the “Accepted Amount” for even one of the parts is above “0” in the claim and the “Set Warranty Claim Cost as Replacement Part Cost” is “No” in the “Set Options” page of  the “Stock Maintenance” business component