Reception note confirmation (DMR53001)

In this program you enter the values that have been marked on the goods reception notes as received.

Note: If IBS Financials is installed, purchase orders, after reception, can be matched against the A/P invoice and variations in quantity, price and currency can be accounted. This is done when entering the A/P invoice in IBS Financials.

Note: If IBS Manufacturing is installed and activated and a purchase order line is connected to a manufacturing order, the amount and quantity confirmed in this program will update the manufacturing order.

Reception note

Enter the number identifying the reception note.

Reception date

The system defaults the current date as the reception date. This value can be changed to a past date, however, anticipated deliveries cannot be pre-booked by entering future dates. Enter the date when the goods were received.

Accounting period

Transport note

Enter the transport note number stated on the dispatch advice received from the supplier. The information can be used as a selection criteria when matching A/P invoices with purchase orders in IBS Financials.

Note: This field is mandatory if the order line being worked with belongs to a delivery schedule order. If the transport note has already been defined in the order line, this information will be automatically displayed in this field.

Actual dispatch date

Enter the actual dispatch date stated on the dispatch advice received from the supplier.

Note: This field is mandatory if the order line being worked with belongs to a delivery schedule order. If the actual dispatch date has already been defined in the order line, this information will be automatically displayed in this field.

Reception note confirmation (DMR53002)

This panel displays the reception note lines. If all lines are completely received, click Full reception. The system will then complete the quantity fields with the same quantity as the ordered quantity, or the shipment quantity if the reception note was created from an inbound shipment. Then click OK to continue.

The backlog code is displayed below the B column heading, but can be updated for each line. It is important to be aware, however, that if you change the setting from NO to YES in this program and the Backlog code in the Purchase order header is set to NO, an error message will be displayed. If this line should be backlogged, the backlog code on the Order header panel in the Purchase order maintenance routine must be changed to YES.

If this is an MDC stock replenishment order, then backlog handling for purchase order lines is allowed depending on its corresponding sales order line backlog definition in the supplying company. As the MDC sales order in the supplying company does not generate backlogged lines, these will be generated in the MDC stock replenishment purchase order’s reception note confirmation in the demanding company.

The received quantity in the demanding company cannot be greater than the confirmed quantity in the supplying company.

Any reminders for the purchase order are also displayed on the panel for each item line below the R column heading.

When in this program the original order can be changed and you can add information on both the order header and lines. This is done by clicking Order.

It is possible to report, by reception note line, which batch the quantity was received in if the item is under batch control.

Note: For batch-controlled items, the Batch entry panel can be accessed by two methods:

1. Enter any character below the B/S column heading and click OK.
2. When confirming the quantity by clicking OK and the batch quantity is not equal to the order quantity or erroneous information exists for the batch, the Batch entry panel will automatically be displayed.

If a return to supplier with cost type FIFO and batch-controlled item, the following will be executed:

• Cost price will be calculated for each record
• Bookkeeping transactions will be summarised and created for the whole order line.

If a transit BtB order, batch records will be created for the corresponding sales order line and updated in the transit quantity fields in the Batch file.

When batches are transferred to the BtB sales order, the Transit reserved quantity will also be updated in the Batch file for the sales order line record.

If landed cost is required for the order lines, as defined by the terms of delivery code on the order header, the Work with landed costs program can be accessed from this panel. Depending on if the lines on the reception note is included in a shipment or not, one or two function keys are displayed which can be used for defining landed cost. These are Distributed costs and Discrete costs.

If landed costs are required, the await cost check function can also apply for one, or all, order lines on the reception note.

Note: If this reception note was not created from a shipment and the Await cost check field in the Order line landed cost file differs for the order lines on this reception note, you cannot continue to process the reception. The Await cost check field has to be set to either YES for all order lines or NO for all order lines. Use the Purchase order maintenance routine to access the Work with landed costs program where the field can be changed.

Function keys

Order number

Only displayed if a normal reception note (i.e. the reception note is not included in a shipment). Displays the purchase order number.

Shipment ID

Only displayed when the reception note was created from a shipment. Displays the shipment in which the lines are included.

Rec note

Displays the reception note number.

Supplier

Only displayed if a normal reception note (i.e. the reception note is not included in a shipment). Displays the supplier number and name.

Shipp. agent

Only displayed if the reception note was created from a shipment.

Order type

Only displayed if a normal reception note (i.e. the reception note is not included in a shipment). Displays the purchase order type.

Rec line

Displays the reception line number.

Item

Displays the item code entered on the order line.

Order

Displays the order number.

Line

Displays the order line number.

Disp date

Displays the date that the dispatched goods were received.

Unit

Displays the unit of measure for the received goods.

Qty ord/Qty disp

The information in this column differs between displaying the ordered quantity defined on the purchase order line and the dispatched quantity from the corresponding IRO sales order line. The column heading for dispatched quantity is displayed when a reception note for an internal replenishment order is confirmed.

Qty ship

Only displayed if the reception note was created from an inbound shipment. Displays the quantity defined on the shipment line.

Qty rec.

Enter the quantity received. If the quantity requires decimals, the decimal sign should be entered along with the decimal amount. A maximum of three decimals is allowed. Valid number of decimals for this item was defined in the Item file.

Bin loc

Only displayed if the item is not under batch control. Enter the first Bin location where the item is to be stored. If it is a batch-controlled item the Bin location is entered on the Batch entry panel instead.

Note: If IBS Warehouse Management is installed and activated it will not be possible to enter a preferred bin location when receiving goods. If IBS Warehouse Management is not active then bin location will be handled for transit order lines.

B/S

Only displayed if a batch-controlled item or a serial number tracked item.

If a batch exists for the order line, a plus sign (+) is displayed beside this field for the line. To change the batch, enter any character below this column heading and click OK. The Batch entry panel will be displayed.

If serial numbers exist for the order line, a plus sign (+) is displayed beside this field for the line. To change the serial number, enter any character below this column heading and click OK. The Serial number entry panel will be displayed.

B

Indicate if the order line should be put on back order if not received in full. The default is retrieved from the Purchase order file, but can be changed.

R

Displays an asterisk (*) if an error exists on the order line (e.g. price is missing). Click Order to maintain the order and correct the error.

Reception note confirmation (DMR53004)

If you clicked Order from the second panel (DMR53002) and the reception note is created from a shipment where order lines from several different purchase orders are included, then this panel is displayed. You must select the order you want to maintain.

Shipment creation (DMR53006)

This Shipment creation window prompts if you clicked Create shipment and allows you to create a shipment for this reception note.

Normally shipments are created before the goods arrive at the warehouse. This is done via the Work with inbound shipments menu item. Shipments can be used to print a reception note containing purchase order lines from several purchase orders.

Creating a shipment in this routine can be useful if you want to book costs, such as freight and duty, later because you do not have all cost information available now.

Function keys

Shipment ID

Enter a shipment ID. The system will default a shipment ID as: P8888888/R9999999, where 8888888 is the purchase order number and 9999999 is the reception note number. For example: P0082602/R0090985

Shipping agent

This field is optional and only used for informational purposes.

Shipment description

Defaults with the Auto-Crt text but can be changed. Enter a text describing the shipment.

Handler

Displays your handler retrieved from the User profile table, but can be changed.

Await cost check

Indicates if cost booking should be done after the reception is confirmed.