GRN Normal Edit MPLE

This screen allows the user to create or amend Goods Receipt Notes or Returns, for standard or rate type order lines. Only users who are Authorised Receivers, or are entered as the Accept user on the Order Line can enter a Receipt or Return against a particular Order Line.

Each Receipt and Return is against a single Order Line, while an Order Line may have many Receipts and Returns.

Information held on the Order and Order Lines may impose constraints on GRN data entry. The specific Order and Order Lines fields are:

Document Code

May be set so that GRNs are automatically created either by Order or by Invoice creation. Orders with this type of code do not allow manual creation of GRNs.

Receipt Controls

If present on an Order Line, they can impose tolerance checks on Quantities/Values and/or the Entry Date of the GRN.

Inspection Code

If present, it forces two-phase receipting of the goods, i.e. an Advised GRN is first created, then any processing indicated by the Inspection code is carried out, finally the GRN is released (The actual received Quantity is input).

Accept user

If present on an Order Line will restrict the entry of GRN's to either the specified user or any Goods Receiptor.

A Goods Receiptor will get a warning message if they enter a GRN for an Order Line with an Accept user.

Targeted Text

If the order was created with Text targeted to receipting then this text will be automatically displayed when inserting a GRN for the given Order.

Performance Monitor

The presence or absence of this code on an Order Line determines whether the receiptor can enter Performance Monitor data.

Once accepted, the GRN details are posted to the General Ledger, Commitment Accounting, Project Tracking and Inventory Management modules (if used).

NOTE A GRN first goes into either Advised or Outstanding status. It may be cancelled when in either of these states. Once the GRN has been matched against an invoice or credit note, the status is changed to Matched. The GRN cannot be cancelled once this is done.

Company

Displays your default Company Code. Mandatory field.

Order

Enter an Order Number.

Order Line

Enter an Order Line Number to display the Order Line for the Order indicated above. Only one row will be displayed for the Order. If you do not enter an Order Line Number then all valid Order Lines (i.e. those that are outstanding with a status of 0 and can accept receipts) for the Order indicated above will be displayed.

NOTE The Selection window may be accessed at any time during GRN Insert using the Additional Order special action. Details selected will overwrite those already present.

Receipt Date/Time

Mandatory field. Enter the date that the goods arrived. This date must not be greater than the current system date. Defaults from the current date and time.

Supplier

This field will default from the Order/Line field information. Displays the Supplier of the goods.

Name

Displays the Supplier Name.

Address

Displays the first line of the Supplier's Address.

Advice Note

Enter an Advice Note number. A maximum of 20 characters are available.

Many GRN's can have the same Advice Note. A warning will be given if note is not entered or given note has already been used on a GRN.

Delivery

Enter the Delivery Note Number on the Suppliers' Delivery Note. A maximum of 20 characters are available.

NOTE Many Orders/Items can have the same Delivery Note Number.

Line

Displays the Order Line Number of the Line on the Order against which the goods are to be received/returned as entered in the Selection window, or as transferred from the GRN or Order Line List screens.

If no Order Line Number was entered on the Selection window all valid lines for the Order are displayed.

If you are adding GRNs then enter the Order Line Number.

NOTE At least one line must be entered against an Order Number.

Each line represents an individual GRN unless receipts and returns are being used when two GRNs will be created.

Item

This field will default from the Order/Line field information. It displays the Item Reference on the Order line.

Item Description

Displays the description associated with the item.

Received Qty

Enter the quantity of the goods received and the associated UOM. If the UOM is not entered, it will default from the Order/Line.

NOTE For Returns, this field will be protected, together with the UOM.

UOM

Enter the UOM associated with the quantity of goods received. Defaults from the Order/Line.

NOTE For Returns, this field will be protected.

Location

This field will default from the Order Line information. Indicates the location of where the goods are kept. May be overwritten using a valid Location code to denote the area/department/location from which the goods originate as shown in Location - List MAK2.

Advised Qty

On creation of a receipt and when the associated Order/Line has an Inspection Code attached, then only the Advised quantity may be entered, together with the UOM.

If no Inspection Code is attached then a value may be entered in this field and the UOM.

If no value is entered, then the quantity received will default into this field and the UOM will default from the receipt UOM.

NOTE For returns, this field and the UOM will be protected.

Receipt

If Common Purchasing Company Controls flag Automatic Goods Receipt Numbering is set on, then this field will be protected.

If not, then a unique identifier for each GRN must be entered, containing a maximum of eight characters, one of which must be alphabetic.

Expected

This field will default from the Order Line information. Displays the expected delivery date of the goods.

Complete

Set this field off to indicate that no more receipts can be created for this Order/Line. The setting of this flag will result in any outstanding commitments which are against the order being backed out. If this flag is switched off, then any commitments that were previously reversed will be re-instated.

NOTE If the Order/Line relates to a Call Off Contract, setting the Complete flag when the ordered quantity has not been satisfied has the effect of adding the 'undelivered' quantity back into the Contract.

Accept

Displays the name of the User who is authorised to enter a GRN against the selected Order.

Inspection

Displays any Inspection Code associated with the Order/Line. If an Inspection Code is present, only Advised GRN's may be created as the first stage of two-stage receipting.

Replace

Enter the quantity of goods that are to be replaced by the Supplier, together with the UOM. If the UOM is not entered, it will default from the Order/Line.

The quantity entered may not exceed the quantity in the Received field.

Credit

Enter the quantity of goods that are to be returned to the supplier for credit, together with the UOM. If the UOM is not entered, it will default from the Order/Line.

The quantity entered may not exceed the quantity received for the Order/Line.

Reason

Only entered for a Return. The Reason Code (from the list of valid Reason Codes - MPAQ, identifies the reason why the goods have been returned to the supplier for replacement or credit.

Disposal

Only entered for a Return. The Disposal code (from the list of valid Disposal Codes - MPXE), identifies how faulty goods were disposed of.

NOTE If the Order Line has a Receipt Control (see above) then the Entry Date of the GRN and/or the Quantities may be checked to be within given tolerances.

In all cases the sum of the Replace and Credit quantities cannot exceed the total Received for the Order Line.

If Replace and/or Credit data are input successfully then the System will generate Two GRNs, one Receipt for the Advise/Receive quantities and one Return for the rejected Quantities.

Lot

Enter the Supplier's Lot Number for the Item. A maximum of 12 characters are available.

Ordered

Displays the Quantity ordered from the Order Line.

QUOM

Displays the Quantity UOM from the Order Line.

PUOM

Displays the Price UOM from the Order Line.

Advised

Displays the total quantity advised for the Order/Line. This excludes any quantity advised currently being entered.

Received

Displays the total quantity received for the Order/Line, excluding any quantity received currently being entered.

Replaced

Displays the total quantity of goods for the Order/Line which have been returned to the supplier for replacement.

Credited

Displays the total quantity of goods for the Order/Line which have been returned to the supplier for credit.

NOTE The sum of Replace and Credit may not exceed the quantity in the Received field.

Advised O/S

Displays the total quantity advised for this Order/Line which is available for release.

Type

Displays whether the GRN is a Standard (0) or Rate (1 ) type order. Only Standard or Rate type order lines will be selected.

Pmon

Displays the Performance Monitor code associated with the Order/Line. If one is shown then you can enter/view Performance Monitor data.

EC

Ticked or displays Y (according to version) if EC Movement data can be recorded against this GRN.

Outstanding

Displays the Quantity which has yet to be delivered by the Supplier. The Total is maintained on the Order Line and is a combination of the Goods Received and the Goods Returned quantities.

Text

Displays the Text Target Code associated with Receipting. It points the Order Text of a particular document type, depending on the Text Indicator.

SA

Defaults from the Order/Line. If Split Analysis is to apply, then valid values are:

1 - Percentage

2 - Quantity

3 - Value.

If Split Analysis does not apply, 0 is displayed.

Status

Indicates the status of the GRN. On creation, defaults to Outstanding.

Receipt Date

Defaults from the Receipt Date on the header.

Time

Defaults from the Receipt Time on the header.

General Ledger Company

Displays the General Ledger Company Code for this Order Line.

NOTE The field General Ledger Account is only shown when split analysis does not apply.

General Ledger Account

Displays valid General Ledger Nominal and associated management codes from the Nominal List MEBA and Management Code - List MEBD respectively.

Store

Displays the Store Location Code from this Order Line.

Carrier

Enter the name of the Carrier company delivering the goods. A maximum of 12 characters are available.

Containers

Enter the number of Containers that the goods are held in. A maximum of 17 characters are available. Defaults to zero.

Pallets

Enter the number of Pallets that the goods were delivered on. A maximum of 17 characters are available. Defaults to zero.

Bin

Enter the Bin Number for the location at the destination. A maximum of 8 characters are available.

Comment

Enter any comments on the goods delivery. A maximum of 40 characters are available.