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Confirm a purchase order reception note with serial numbers

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The following describes how to confirm a reception note for items under serial number tracking control. Note: If you are registering a large amount of serial numbers using a scanner, the Serial number entry panel can be accessed in scanner mode by use of the Scan function key. The program then automatically checks if a serial number has already been registered regardless of the amount of serial numbers. You are also able to delete existing serial numbers.

  1. Select the Confirm purchase order reception notes menu item.
  2. On the first Reception note confirmation panel, you must enter the following information:
    3. Reception note number
    Reception date
    Defaults with the current date, but can be changed to a past date. Anticipated deliveries, however, cannot be pre-booked by entering future dates. This date updates all confirmed Purchase order lines as well as the Inventory transaction file and all Statistical files.
    Accounting period
    Defaults with the current period. You can only change this if Allow change period is set to YES in Work with IBS user profiles for your user profile. The period updates the Inventory transaction file, the Bookkeeping transaction file and the Purchase statistics file.

    Click OK to update.

  3. You access the second Reception note confirmation panel, listing all lines. Note: The same fields are mandatory (including the rule for entering received quantity) as described in step 3 in Confirm a purchase order reception note, with the following exceptions:
    4. Bin loc
    Mandatory entry. The value is used as default for each serial number on the Serial number entry panel.
    B/S
    This is a one position input field, only displayed if the item is under serial number tracking control or under batch control (see Confirm a purchase order reception note with batches for the latter). If you enter any character in this field and click OK, the Serial number entry panel is prompted (see below) for the actual order line. Note: If serial numbers already exist for the order line, a plus sign (+) is displayed to the right of this field.
  4. If you entered a character in the B/S field and clicked OK, or if you confirmed the reception note by clicking OK and serial numbers for the entire order line quantity does not exist, you access the Serial number entry panel. The fields on this panel are defaulted from the Item file/Inventory information or Item file/Supplier information panels. They are used to automatically propose serial numbers when you receive items into stock. The system defaults the serial number according to what you enter on this panel. Note: If you want to enter serial numbers manually, leave these fields blank.
    5. Number mask
    Defines how the system shall build the serial numbers as a proposal on the Serial number entry panel. You can enter the following:
    • “X” – Alphanumeric character
    • “9” – Numeric character
    • “.” – Dot. Will be replaced by a digit from the Serial number range.
    • “_” – Underscore. Will be replaced by a value from the same position in the Fixed part value field.
    Fixed part value
    A part of the serial number that is equal for all serial numbers. If underscores have been entered in the same position in the Number mask field, they will be replaced by this fixed value.
    Serial number range
    These fields are defaulted according to the order line quantity. If Number mask contains any dots, they will be replaced by digits from the entered range.

    Serial number example
    If you enter the following:

    • Number mask: ____….__ (4 underscore, 6 dots, 2 underscore)
    • Fixed part value: ABCD XX
    • Serial number range: 1 – 6

    the system will propose serial number ABCD0001XX to ABCD0006XX.

    Note: The serial numbers proposed by the system are only a suggestion. You can change them on the Serial number entry regardless of how the Mask is defined.

    Click OK to update.

  5. You access Serial number entry, where you have the following options:
    • If the Number mask, Fixed part value and Serial number range fields were completed on the previous panel, the system proposes serial numbers according to the entered values and the order line quantity. You can accept these serial numbers by clicking OK.
    • You can click Change mask and let the system propose new serial numbers.
    • You can change serial numbers that are proposed.
    • If this panel is displayed after you have changed the order line quantity on the Reception note confirmation panel, do as follows:
      • Add new serial numbers if you have increased the quantity.
      • Mark serial numbers for deletion if you have decreased the quantity.

    Update after entry
    Click OK to update after you enter serial numbers for the entire order line quantity. The following occurs:

    Note: If quality control is to be performed for the item, the serial numbers will be updated as not being in stock. This is to prevent these serial numbers from being used before the quality control routine is completed. See About quality control of incoming goods.

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