Creating the release slip

This page allows you to create an RS based on the selected BPO. Tell me more.

Select “Create Release Slip” link in the “Select BPO” page. Alternatively, select the hyperlinked BPO number in the multiline of the same page.

The “Create Release Slip” 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.

The system displays the following field in the “RS Info” group box, when you click the “Create Release Slip” pushbutton.

RS #

A unique number identifying the RS document. This number is generated and displayed by the system at the time of creating the RS, based on the numbering type selected in this page.

Enter the following fields:

Numbering Type	Use the drop-down list box to specify the numbering type for the RS. The system lists the “Active” numbering types defined in the “Create Numbering Class” activity under the “Document Numbering Class” business component. All the numbering types set for the “Release Slip” transaction type are available for selection.
RS Type	Use the drop-down list box to specify the type of the RS. The options available are:
	Normal – The RS, which can have any stockable items.
	Express – The RS raised in urgent situations.
	The system displays “Normal” by default.

The system displays the following field:

Status	The status of the RS. The various status of the RS are explained below:
	Draft – An RS created without some mandatory information. This status indicates that all the RS details have not yet been completely entered.
	Fresh – Indicates that the RS has been created but has not been authorized. A “Fresh” RS can be modified, canceled or authorized.
	Stage X – An RS attains this status when it is authorized . The stage increases by one during multiple levels of authorization. An RS in the “Fresh” status can be authorized.
	Open – Indicates the RS is authorized and goods can be received with respect to this order. An “Open” RS can only be amended.
	Canceled – Indicates the RS is canceled. An RS in the “Draft” and “Fresh” status can be canceled.
	Hold – Indicates that the RS is temporarily put on hold. You can hold the RS in the “Open” status. The RS when released from the “Hold” status will attain the “Open” status again. Goods cannot be received when an RS is in this status. This can be used when there is some dispute with the supplier.
	Short Close – Indicates that the RS is closed. You can short close an RS, if the balance parts are no longer required. A “Short Closed” RS cannot be used as reference for receipt.
	Under Amendment – Indicates that the “Open” RS is under amendment or the RS has been taken up for amendment.
	Amended – Indicates that the RS is amended.
	Closed – Indicates that the RS is closed. You can close the RS, if all the parts ordered through the RS are accepted and/or the receipt falls within the tolerance percentage of the tolerance type for the part.

To copy details from an existing release slip

Enter the following field in the “Copy From” group box, if you wish to create an RS based on an existing RS.

Copy RS #

The number identifying the RS based on which a new RS must be created (Alphanumeric, 18). Ensure that the RS is not in the “Draft” status.

Help facility available.

Click the “Copy RS Details” pushbutton, provided alongside to copy the RS details.

The system copies all the details from the RS specified in the “Copy RS #” field.

The system ensures that the Operational Status of the supplier specified in the release slip being copied is not set as “Hold Release Slip” in the “Add Location Details” activity of “Supplier” business component.

If the “Buyer Control” option is set as “Needed” in the “Set Purchase Options” activity of the “Logistics Common Masters” business component. The system copies all the details from the RS specified in the “Copy RS #” field and Creates a RS , on satisfying the following conditions:

The login user has been identified as a buyer of type ‘Primary’ in at least one ‘Active’ buyer group ‘Effective’ for the current date.
The login user has been mapped to the buyer group available in the release slip being copied, if the Buyer Group is not null.
The login user’s primary buyer group has rights to create a release slip.
The login user’s primary group is mapped to the “Part Type” and “Part Category” of the parts available in the release slip being copied.
The basic value of the RS being copied is within the maximum and minimum buying limit of the login user’s primary buyer group. By default, the system displays the login user’s “Primary Buyer Group”.

By default, the system displays the login user’s “Primary Buyer Group”.

Click the “Create Release Slip” pushbutton, to create a new RS with the copied details.

The system creates a new RS in the “Fresh” status.

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

BPO #	The number identifying the BPO based on which the RS is raised.
BPO Date	The date on which the BPO was raised.
BPO Type	The type of the BPO, which could be “Rate”, “Quantity” or “Value”.
BPO Category	The category to which the BPO belongs.
BPO Location	The organization unit in which the BPO was created.
Agreement #	The code that identifies the agreement document based on which the BPO was created.
Supplier #	The code that identifies the supplier.
Supplier Name	The name of the supplier. Zoom facility available.
Address	The address of the supplier, as specified in the BPO. Zoom facility available.
BPO Valid From	The date from which the BPO is valid.
BPO Valid To	The date till which the BPO is valid.
BPO Basic Value	The basic value of the BPO.
Balance BPO Value	The maximum value till which an RS can be raised with reference to the BPO. The system displays this field, if the BPO is of the “Value” type.

To enter RS details

Enter the following in the “RS Details” group box:

RS Date

The date on which the RS has to be raised (Date Format). Mandatory. Ensure that the date is later than the BPO authorization date and not later than the current server date. The system sets the current server date by default.

The system displays the following field:

Buyer Group

The group consisting of one or more buyers, who are identified for the procurement of specific items.

If the “Buyer Control” in the “Set Purchase Options” activity of the “Logistics Common Master” business component is set as “Needed”, the system displays the buyer group if:

The login user has been mapped as a buyer of primary type in the “Buyer Group”.
The “Buyer group” has been mapped to the RS document in the ‘Edit Document Mapping” screen under the “Buyer Group” component

Note: If the no “Buyer Group” is available to satisfy the above condition, then the system will not allow the RS page to be launched.

Enter the following fields:

Priority	Use the drop-down list box to select the urgency level for the RS. The system lists all the ‘active’ priorities defined under “Maintain Priority Codes” activity of the “Logistics Common Master” business component. Ensure that the priority is valid and in “Active” status. Data selection is mandatory.
For Aircraft Reg #	The registration number of the aircraft for which the parts are required (Alphanumeric, 30). Mandatory, if the priority is set as “AOG”. Ensure that the number is valid and already defined in the “Create Aircraft Information” activity of the “Aircraft” business component.
	Help facility available.
User Status	Use the drop-down list box to select the user-defined status of the RS. The system lists all the “Active” user status as defined in the “Create User Status” activity, for an RS, of the “Logistics Common Master” business component. The system sets the field blank by default.
Category	Use the drop-down list box to select the category to which the RS belongs. The system lists all the “Active” categories as defined for the RS in the “Create Common Category” activity of the “Logistics Common Master”. The system sets the field blank by default.

The system displays the following:

Exchange Rate

The exchange rate of the currency entered with respect to the base currency of the organization.

Enter the following field:

Quality Attribute Check

Use the drop-down list box to specify whether quality check is required or not. The system provides the options ”Yes” and “No”. The system displays “Yes” by default.

The system displays the following:

Basic Value	The sum of the “Basic Value” fields displayed for all the line numbers in the multiline.
Base Currency Value	The value of the RS in the base currency. The base currency value is calculated as follows: Base Currency Value = Total Value * Exchange Rate
Additional Charges	The additional charges incurred due to taxes or charges, inclusive of discounts. The system displays the total TCD amount entered for all the line numbers in the “Edit Part TCD Details” page and the TCD amount entered for the RS in the “Edit Document TCD Details” page.
Total Value	The total value of the RS. The sum of the basic value and the additional charges is displayed here.

Note: The system calculates the basic value, additional charges, total value and the currency value, when you click the “Create Release Slip” pushbutton.

Ensure that this value is within the maximum and minimum authorization limit values for the RS as defined in the “Create Route” activity of the “Authorization Profiles” business component.

The system displays the following fields in the “Part Details” multiline:

Line #

The line number generated by the system, for every part entered in the multiline. The system generates this number when you click the “Create Release Slip” pushbutton.

Enter the following fields:

Part #	The number identifying the part which has to be procured by raising the RS (Alphanumeric, 18). Mandatory. Ensure the following:
	The part is defined in the “Create Parts Main Information” activity of the “Part Administration” business component and the part must be in the “Active” status and set as “Purchasable”.
	The part is referred to in the BPO.
	The part is mapped to the supplier and the login organization unit.

The system displays the following:

Part Description

A textual description of the part.

Enter the following fields:

Part Condition	Use the drop-down list box to select the condition of the part. The conditions available are:
	New – Indicates that the part is new.
	New Surplus – Indicates that the part was acquired by another operator or supplier a while ago but has not been used since.
	Serviceable – Indicates that the part has been used after servicing. The system displays condition specified in the BPO by default.

Order Quantity

The total quantity of the part ordered (Decimal). Mandatory. The quantity must be greater than zero, and the total quantity for all the lines for this part should be greater than the “Minimum Order Quantity” defined for this part in the “Part Administration” business component.

Note: The “Ordered Quantity” can be in fractions, if fractions are allowed in the “Units of Measurement Administration” business component and it is validated against the pending quantity at any given instance.

The system displays the following:

Balance BPO Qty

The maximum quantity of the part that can be ordered with respect to the specified BPO. This is displayed if the BPO is of the type “Rate” or “Quantity”.

Balance BPO Quantity = Total Qty of parts in the BPO – Order Qty of parts in the release slip.

BPO Balance Value	The balance value of the BPO for the line item.
Purchase UOM	The units of measurement of the part that must be purchased as defined in the “Unit of Measurement Administration” business component.

Enter the following field:

Line Item Cost

The cost of the part for the specified quantity (Decimal). Mandatory.

Note: The cost must be greater than zero.

If the cost is not specified, it is displayed from the “Edit Supplier Details” activity of the “Supplier” business component.

If the BPO is of the “Rate” type, you cannot modify the cost.

The system displays the following fields:

Cost Per

The quantity of the part for which the cost is specified.

For example, if the cost of one box of oil tins is $100 and the number of tins in one box is 50, the system displays 50 in the "Cost Per" field.

Hence, the cost of a single unit = Cost / Cost Per.

Line Item Value

The basic value of the line item.

The system calculates the line item value as:

Line Item Value = Order Quantity * (Cost / Cost Per).

Enter the following fields:

Ship To

Use the drop-down list box to select the goods receipts organization unit to which the part must be supplied. The system lists all the goods receipts organization units mapped to the “Release Slip” business component.

If the “Goods Receipt” business component is deployed in the login organization unit and mapped to the “Release Slip” component, then the system sets the login organization unit by default.

Note: The organization unit must be in the “Active” status.

Schedule Type

Use the drop-down list box to select the delivery type of the part. The options available are:

Single – Indicates that the part has to be delivered in a single shipment.

Multiple – Indicates that the part can be delivered in multiple shipments.

The system displays “Single” by default.

Earliest Due Date

The earliest need date of the part (Date Format). Mandatory, if the schedule type is “Single”. The earliest due date must be later than the RS date.

Warehouse #

The code identifying the storage location, where the purchased parts must be stored (Alphanumeric, 10). Mandatory, if “Schedule Type” is single.

Help facility available.

Note: Ensure that the warehouse is already defined in the “Storage Administration” business component, and is in the “Active” status. The part type, for which the purchase order is raised, must have already been mapped to this warehouse.

Alternate Part #	Use the drop-down list box to specify whether alternate part for the part may be supplied or not, if the supplier does not have stock of the chosen part number. The system provides the options: “Allowed” and “Not Allowed”. If the alternate part number is allowed, then the alternate numbers must be defined in the “Maintain Alternate Part Nos” activity of the “Part Administration” business component. The system displays the value specified in the BPO by default. Otherwise, the system displays “Allowed” by default.
Inspection Type	Use the drop-down list box to select the type of inspection to be done on the part, at the time of delivery. The inspection types available are:
	Self – Indicates that the part has to be checked by the maintenance controller or the person who receives the part.
	By Inspector – Indicates that the part is going to be checked by an external source.
	None – Indicates that no check is required for the part at the time of delivery. The system displays the value specified in the BPO by default. Otherwise, the system displays “None” by default.

Matching Type	Use the drop-down list box to select the type of invoice matching to be done. The following are the various matching types available:
	Three way at RS – When the invoice tolerance is checked at the total RS quantity and amount, against all the GRs and not on the individual GR received quantity and amount.
	Three way at GR – When the invoice tolerance is checked with the individual GR received quantity and amount, and not on the total RS quantity and amount.
	Four way at RS – When the invoice tolerance is checked at the total RS inspected quantity and amount, and not on the individual GR inspected quantity and amount.
	Four way at GR – When the tolerance is checked with the individual GR inspected quantity and amount, and not on the total RS quantity and amount. The system displays the value specified in the BPO by default. Otherwise, the system displays “Three way at GR” by default.

Tolerance Type

The upper and lower limits within which the quantity or the basic value received can vary. The tolerance limit affects the basic value of the RS either positively or negatively. Use the drop-down list box to specify the tolerance type. The tolerance types available are “Value”, “Quantity” or “Both”.

The system displays the value specified in the BPO by default. Otherwise, the system displays “None” by default.

Tolerance %

The tolerance percentage for the part. The tolerance percentage must be positive and less than 100 (Alphanumeric, 5).

For example, if the tolerance limit defined for an item is 2%, and the vendor dispatches 98.5 tons of the items against the 100 tons ordered. Now the RS would get closed without any further follow-up for the remaining 1.5 tons, which is within the tolerance percentage of the ordered quantity.

Note: The “Tolerance %” must be entered, if the “Tolerance Type” is specified.

Receipt +ve Tolerance (%)

The positive tolerance (in percentage) acceptable on the ordered quantity that can be received (Decimal).

Note: The "Receipt +ve Tolerance (%)" should be greater than zero and less than or equal to the Receipt +ve Tolerance (%) as given in the BPO for that line number.

Receipt -ve Tolerance (%)

The negative tolerance (in percentage) acceptable on the ordered quantity that can be received. (Decimal).

Note: The “Receipt -ve Tolerance (%)” should be greater than zero and less than or equal to the Receipt -ve Tolerance (%) as given in the BPO for that line number.

Quality Attribute

Use the drop-down list box to select the parameter for the qualitative inspection of the part. The system provides “Standard”, “Customized” and “None” as options.

The system displays the value specified in the BPO by default. Otherwise, the system displays “None” by default.

Note: You need to select a value other than “None”, if the “Quality” field is set as “Yes”.

If the Quality Attribute is set as “Standard” or “Customized” for a row in the multiline, ensure that Quality Attributes with Usage as Purchase have been mapped to the part number in that row.

Remarks

Any additional remarks pertaining to the RS (Alphanumeric, 255).

The system displays the following:

BPO Line #

The line of the part in the BPO.

Check the box in the “Select” column of the multiline, to mark the parts to raise an RS for deletion.
Click in the Delete icon in the toolbar above the multiline, to delete to the selected parts.
Click the “Create Release Slip” pushbutton, to create the RS for the selected parts.

If the option 'Buyer Control' is set as 'Needed' in the “Set Purchase Options” activity in the “Logistics Common Master” business component, and the buyer group is available in the release slip document, the system ensures the following:

The basic value of the release slip is within the “Buyer's Buying Limit” as defined for the login user in the corresponding buyer group in the “Buyer Group” component.

The login user is effective for the current date, in the buyer group available in the document.

The buyer group in the document has purchase rights for the “Part Type” and “Part Category” of the parts in the document, as defined in the “Edit Part Type Mapping” screen and “Edit Part Category Mapping” screen in the “Buyer Group” component.

The system generates the line number sequentially for the parts entered in the multiline. The system creates RS only for those parts whose order quantity is specified.

The system updates the Pay Term, Pay To Supplier, Packaging Code, INCO Term, Insurance Term, Shipping Payment and Ship By details, only if they are in “Active” status.

The system updates the status of the RS as “Fresh”, if all the parts have the schedule type as “Single” and the ‘Pay to Supplier’ and ‘Pay Term’ are in “Active” status. Otherwise, the system sets the status of the RS as “Draft”. The system stores the name of the login user and the current server date as the created date.

The system calculates and updates the Basic Value, Additional Charges, Total Value and Basic Currency Value.

The system ensures that the Operational Status of the supplier is not set as “Hold Release Slip” in the “Add Location Details” activity of “Supplier” business component

To proceed, carry out the following

Select the “Edit Terms & Conditions” link at the bottom of the page, to modify the payment terms and conditions for the RS.

Select the ”Edit Schedule & Distribution” link at the bottom of the page, to enter the supply details of the part.

Select the “Edit Part TCD Details” link at the bottom of the page, to add taxes, charges and discounts for the individual parts in the RS.

Select the “Edit Document TCD Details” link at the bottom of the page, to add taxes, charges and discounts for the RS on the whole.

Select the “Edit RS – PR Coverage” link at the bottom of the page, to modify the RS and purchase request coverage details.

Select the “Edit Inspection Details” link at the bottom of the page, to enter the inspection details.

Select the “Edit User Defined Details” link at the bottom of the page, to enter the user-defined details of the RS.
Select the “Edit Release Slip” link link at the bottom of the page, to modify the details of the RS.
Select the “Generate Release Slip Report” link at the bottom of the page, to generate the release slip report.
Select the “Authorize Release Slip” link at the bottom of the page to authorize the release slip.

Creating the release slip – An overview

You can create an RS by copying an existing RS. The system generates a unique number for the RS that you create. This page displays all the Blanket Purchase Order (BPO) details like number, type, category to which the BPO belongs, date on which the BPO was raised, BPO location, supplier details, BPO basic value and balance value.

What you can enter in this page

You can enter the priority, user-defined status and the category for the RS. You can specify the need date on which the parts are required.

You can enter part details such as the part number, condition of the part and quantity ordered. This page also allows you to specify the organization unit where the part has to be delivered, schedule type, inspection type, matching type, tolerance type and tolerance percentage.

The system generates the line number for the part sequentially at the time of creating the RS.

Copying details from existing work orders

This page also allows you to create an RS by copying the details from an existing RS. However, you cannot copy details from an RS, which is in the “Draft” status or created for a different BPO.

Prerequisites

The numbering type must be defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component.
The part details must be defined in the “Create Parts Main Information” activity of the “Part Administration” business component.
The alternate part numbers must be defined in the “Maintain Alternate Part Nos” activity of the “Part Administration” business component.
The supplier must be defined in the “Create Supplier” activity of the “Supplier” business component.
The warehouse must be defined in the “Create Warehouse Information” activity of the “Storage Administration” business component.

What you can do in this page

Copy details from an existing release slip

Classify the release slip based on the part you need to purchase

Categorize the release slip

Specify condition for the part you need to purchase

Specify the organization unit for goods receipt

Specify the schedule type for the delivery of the part

Specify whether an alternate part type can be procured for the part

Specify the inspection type for the part

Specify the matching type for the part

Specify the tolerance type for the part procurement

Copy details from an existing release slip

You can copy details from an RS that is already defined. Details such as the category, date, part type, supplier, supplier name, basic value, exchange rate, additional charges, total value and buyer group are copied.

Enter the number of the RS from which details must be copied, in the “Copy An Existing RS” group box.
Click the “Copy RS Details” pushbutton, to copy the details.

Classify the release slip based on the part you need to purchase

You can create RS of different types, based on the type of item that you need to purchase.

Set the “RS Type” field as “Normal”, if you wish to procure any stockable item.
Set the “RS Type” field as “Express”, if the item procured is required urgently.

Categorize the release slip

You can categorize the RS using the quick codes that are already defined in the system.

Set the appropriate option in the “Category” field, to categorize the RS.

Specify condition for the part you need to purchase

You can specify the condition of the part for which the purchase order is raised.

Set the “Condition” field as “New”, if the part is new.
Set the “Condition” field as “New Surplus”, if the part is new and has not been used.
Set the “Condition” field as “Serviceable”, if the part is used after servicing.

Specify the organization unit for goods receipt

You can specify the organization unit to which the parts must be sent on goods receipt.

Use the “Ship To” field to specify the organization unit for goods receipt.

Specify the schedule type for the delivery of the part

You can specify the type of delivery, that is, whether the procured parts need to be delivered in a single shipment, or in multiple shipments.

Set the “Schedule Type” field as “Single”, if you need the parts to be delivered in a single shipment.
Set the “Schedule Type” field as “Multiple”, if you need the parts to be delivered in multiple shipments.

Specify whether an alternate part type can be procured for the part

You can specify whether to allow the purchase of alternate parts, in case the parts mentioned in the RS are not available.

Set the “Alternate Part #” as “Allowed”, if you wish to allow the purchase of alternate parts.
Set the “Alternate Part #” as “Not Allowed”, if you do not wish to allow the purchase of alternate parts.

Specify the inspection type for the part

Different types of inspection are performed on the parts after receipt, to verify the quality of the parts. You can specify the authority that can conduct the quality checks in the RS.

Set the “Inspection Type” as “Self”, if the person who receives the part must perform the inspection.
Set the “Inspection Type” as “By Inspector”, if the inspection must be performed by an external agency.
Set the option in the “Inspection Type” as “None”, if inspection is not required for the procured parts.

Specify the matching type for the part

Parts are checked at the time of delivery to ensure that the payment is made for the proper quantity and value of items. The quantity ordered, the quantity received or the quantity accepted is matched with the quantity invoiced. You can specify the type of matching that needs to be performed in the RS.

Set the “Matching Type” as “Three Way at RS”, if you wish to match the invoice tolerance quantity and value with the total quantity and value against the RS, and not against individual GRs.
Set the “Matching Type” as “Three Way at GR”, if you wish to match the invoice tolerance quantity and value with the total quantity and value against individual GRs.
Set the “Matching Type” as “Four Way at RS”, if you wish to match the invoice tolerance quantity and value with the inspected quantity and value for an RS, and not against individual GRs.
Set the “Matching Type” as “Four Way at GR”, if you wish to match the invoice tolerance quantity and value with the inspected quantity and value against individual GRs.

Specify the tolerance type for the part procurement

A tolerance range is allowed in terms of quantity or value during parts supply. You can specify whether tolerance is allowed in terms of value, quantity or both.

Set the “Tolerance Type” field as “Value”, if you wish to allow tolerance based on the value of items ordered.
Set the “Tolerance Type” field as “Quantity”, if you wish to allow tolerance based on the quantity of items ordered.
Set the “Tolerance Type” field as “Both”, if you wish to allow tolerance based on both the value and quantity of items ordered.