Amending the release slip

This page allows you to amend the release slips, which are in the “Open”, “Under Amendment” or “Amended” status. Tell me more.

Select the “Amend Release Slip” link at the bottom of the “Select Release Slip” page. Alternatively, select the hyperlinked RS number in the multiline of the same page.

The “Amend 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 in the “RS Info” group box:

RS #	The RS number selected in the previous page.
Amendment #	The latest amended number of the RS.
RS Type	The type of the RS, which could be “Normal” or “Express”.
Status	The status of the RS, which could be “Open”, “Under Amendment”, “Amended” or “Returned”.

Note: If the document status is “Returned”, the system ensures that the amendment number is greater than zero.

The system displays the following 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. 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.

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

RS Date	The date on which the RS was raised.
Buyer Group	The buyer group identified for the procurement of the part.

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

The basic value of the RS being copied is within the maximum and minimum buying limit of the login user’s buyer group available in the RS document as defined in the “Buyer Group” component..
The login user is effective for the current date, in the buyer group available in the RS 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.

Modify the following fields, if required:

Priority	Use the drop-down list box to modify the urgency level for the RS. The system lists all the Priority codes in “Active” status as defined under “Maintain Priority Codes” activity of the “Logistics Common Master” business component.
For Aircraft Reg #	The aircraft for which the parts are required (Alphanumeric, 30). Mandatory, if 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 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.
Quality Attribute Check	The system displays “Yes” or “No” to indicate whether quality parameter is required or not.
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 sum of 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.

Ensure that this value is between 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 “Amend Release Slip” pushbutton.

Modify the following field, if required:

Part #

The number identifying the part that 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.

You cannot modify an existing part number.

The system displays the following:

Part Description

A textual description of the part.

Modify the following fields, if required:

Part Condition	Use the drop-down list box to modify the condition of the part. Mandatory. The conditions available are:
	New – Indicates that the part is new.
	New Surplus – Indicates that the part was acquired by another operator some time ago but has not been used since.
	Serviceable – Indicates that the part has been in use already.
	The system displays “New” by default, if the part number is not entered.

Order Qty.

The total quantity of the part ordered (Integer). Mandatory. The quantity must be greater than zero, and the total quantify 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 and not lesser than the already accepted quantity.

Note: The “Order Qty” 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 these types: “Rate” or ”Quantity”.

Balance BPO Qty = Total Qty of parts in the BPO – Ordered Qty of parts in the RS.

BPO Balance Value	The balance value of the BPO for the line item. This is the value for which RS can be raised with respect to that part.
RS Received Qty	The quantity of parts received.
RS Accepted Qty	The quantity of parts accepted.
Purchase UOM	The units of measurement in which the part must be purchased as defined in the “Unit of Measurement Administration” business component.

Modify the following field, if required:

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 Qty * (Cost / Cost Per).

Modify the following fields, if required:

Ship To	Use the drop-down list box to select the good 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.
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, if the part number is not entered.

You cannot modify the schedule type, if GR is already created for the RS.

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 warehouse, where the purchased parts must be stored (Alphanumeric, 10). Mandatory, if the 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 RS 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 must be allowed or not. 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 “Not Allowed” by default, if the part number is not specified.
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 “None” by default, if part number is not entered.

Matching Type	Use the drop-down list box to select the type of 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 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 sets this field to “Three way at GR” by default.

You cannot modify the matching type, if GR is already created for the RS.

Tolerance Type	The upper and lower limit 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 “None” by default, if the part number is not entered.

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 balance 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). The system displays the values retrieved from “Part Administration” business component by default, when the option "Default Receipt Tolerance" is set to "Default from Part Admin" in the "Set Options" activity.

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). The system displays the values retrieved from “Part Administration” business component by default, when the option "Default Receipt Tolerance" is set to "Default from Part Admin" in the "Set Options" activity.

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 “None” by default, if the part number is not entered.

Note: You need to select a value other than “None”, if the “Quality Attribute Check” 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 amendment of the RS (Alphanumeric, 255).

The system displays the following:

BPO Line #

The line number of the part in the BPO.

Check the box in the “Select” column of the multiline, to mark the parts to delete or amend the following:
Supply and distribution schedule for the part
Tax, charge and discount details for the part
Inspection details for the part
Click the Delete icon in the toolbar above the multiline, to delete the selected parts.

Amend the release slip

Click the “Amend Release Slip” pushbutton, to update the modifications.

The system generates the line number sequentially for the new parts entered in the multiline. The system updates the modified details.

If the schedule quantity for each line item is equal to the ordered quantity and the “Pay to Supplier” and “Pay Term” are in “Active” status, the system sets the status as “Amended”. Otherwise, the system sets the status as “Under Amendment”. The system stores the name of the login user and the current server date as the last modified date.

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

The system ensures that for each purchase request line item, the covered quantity is less than or equal to the ordered quantity.

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.

Confirm amendment of the release slip

Click the “Confirm Amendment” pushbutton, to confirm the amendment of the RS.

The system set the status as “confirmed”. The system stores the name of the login user and the current server date as the last modified date.

To proceed, carry out the following

Select the “Amend Terms & Conditions” link at the bottom of the page, to modify the payment terms and conditions for the RS.
Select the ”Amend Schedule & Distribution” link at the bottom of the page, to enter the supply details of the part.
Select the “Amend Part TCD ” link at the bottom of the page, to add tax, charges and discount for the individual parts in the RS.
Select the “Amend Document TCD ” link at the bottom of the page, to add tax, charges and discount for the RS on the whole.
Select the “Amend RS – PR Coverage” link at the bottom of the page, to modify the RS and purchase request coverage details.
Select the “Amend Inspection ” link at the bottom of the page, to enter the inspection details.
Select the “Amend User Defined Details” link at the bottom of the page, to enter the user defined details.
Select the “View GR List” link at the bottom of the page, to view the goods receipt details.

Refer to the topic "Viewing the goods receipt for the reference document" in the "Goods Receipt" business component online help for details.

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.

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

Created By	The name of the user who created the RS.
Created Date	The date on which the RS was created.
Last Modified By	The name of the user who last modified the RS.
Last Modified Date	The date on which the RS was last modified.
Approved By	The name of the user who approved the RS.
Approved Date	The date on which the RS was approved.

Amending the release slip – An overview

Amendment of RS is allowed only for those release slips for which no GR has been created or is under processing. You can add new parts for the RS, while amending the RS details.

Upon amendment, the system updates the status of the RS as “Amended”. If the scheduled quantity of the part is not equal to the ordered quantity, then the status is set as “Under Amendment”. The system increments the amendment number for the RS.

In this page, you can also confirm the amended RS. You can confirm the amended RS. Once confirmed, the RS attains the “Confirmed” status. The system stores the login user ID and the server date along with the modified details.

What you can do in this page

Amend the release slip type

Amend the condition of the part

Amend the organization unit for goods receipt

Amend the schedule type for the delivery of parts

Specify whether an alternate part can be procured

Amend the inspection type for the part

Amend the matching type for the procured parts

Amend the tolerance type for the part procurement

Amend the release slip type

You can modify the release type based on the situation in which the RS is raised.

Set the “RS Type” field as “Normal”, if you wish to procure any stockable item.
Set the “RS Type” field as “Express”, if you wish to raise an RS in an urgent situation.

Amend the condition of the part

You can change the condition of the part for which the RS is raised. The system lists “New”, “New Surplus”, “Overhauled”, “Serviceable” and “Unserviceable”, which define the various conditions of the part.

Set the “Condition” field as “New”, if the condition of the part is new.
Set the “Condition” field as “New Surplus”, if the condition of the part is new and has not been used.
Set the “Condition” field as “Serviceable”, if the part can be serviced after use.

Amend the organization unit for goods receipt

You can change the organization unit to which the parts need to be sent, on goods receipt.

Set the appropriate option in the “Ship To” field, to specify the organization unit for goods receipt.

Amend the schedule type for the delivery of parts

You can change the type of delivery, that is, whether the procured parts need to be delivered in a single shipment or multiple shipments. However, you cannot change the schedule type, if a GR is already raised for the RS.

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 can be procured

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

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

Amend the inspection type for the part

Different types of inspections are performed on the parts on goods receipt, to verify the quality of the parts. You can change the authority that can conduct the quality checks in the RS.

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

Amend the matching type for the procured parts

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

Amend the tolerance type for the part procurement

A tolerance range is allowed in terms of quantity or value during parts supply. You can change the basis on which the tolerance is allowed.

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.