GRN Service Value Edit MPLF

This screen allows you to enter new Goods Receipt Notes (GRNs), Goods Return Notes or to amend existing Notes for Service Value Order Lines, Screen MPLE is used to enter Information for Normal or Service Rate Order Lines. Only Users who are Authorised Receivers, or are entered as the Accept user on the Order Line can enter a GRN against a particular Order Line.

Each Receipt and Return is against a single Order Line. 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 Invoice creation.

Orders with this type of code do not allow manual creation of GRNs.

Receipt Controls

If present on an Order Line 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 - 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 GRNs 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.

If automatic accruals are set in the Common Purchasing Company Controls, then accrual information is created when a GRN is entered.

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.

NOTE 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 Note that 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.

Receive

Enter the value of goods that has been received. The GRN will have Outstanding status.

This field will be protected for Return services.

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.

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.

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.

PMon

Defaults to the Performance Monitor code associated with the Order Line.

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.

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.

Type

Displays whether the GRN is a Service  (2) type order. Only Service type order lines will be selected.

Status

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

Replace

Enter the value of goods that are to be replaced by the Supplier.

Credit

Enter the value of goods that a Credit Note is to be issued for. Defaults to zero. The GRN will have Outstanding status.

Reason

Enter a valid Reason Code as shown on Reason Code - List MPAQ. An entry in this field indicates that goods are being replaced or a credit note is to be issued. Mandatory if there is an entry in the Replace or Credit fields.

Disposal

Enter a valid Disposal Code. Only valid if there is an entry in the Replace or Credit field. The Disposal Code indicates how the faulty goods were disposed.

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

In all cases the sum of the Replace and Credit values 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 Value and one Return for the 'rejected' Value.

Ordered

Displays the Quantity ordered from the Order Line.

Received

Displays the total Received Value from the Order Line. This will exclude the Receive Value you are currently entering.

Outstanding

Displays the Value 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 values.

Replaced

Displays the total Replaced Value from the Order Line. This will exclude the Replace Value you are currently entering.

Credit

Displays the total Credit Value from the Order Line. This will exclude the Credit Value you are currently entering.

EC

Set if EC Movement data can be recorded against this GRN.

SA

Defaults from the Order Line. If Split Analysis applies, then valid values are:

1 - Percentage

2 - Quantity

3 - Value.

If Split Analysis does not apply then 0 (zero) will appear in this field.

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 following 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 Name for the goods eventual destination. This may be the same as the Delivery.

Comment

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

Replace

Enter the value of goods that are to be replaced by the Supplier.

Credit

Enter the value of goods that a Credit Note is to be issued for. Defaults to zero. The GRN will have Outstanding status.

Reason

Enter a valid Reason Code as shown on Reason Code - List MPAQ. An entry in this field indicates that goods are being replaced or a credit note is to be issued. Mandatory if there is an entry in the Replace or Credit fields.

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

In all cases the sum of the Replace and Credit values 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 Value and one Return for the rejected Value.

Screen Specific Actions

See also

Receipt List by GRN MPLA

Receipt List by Supplier / Item MPLC

GRN Normal Edit MPLE

Purchasing Management Home Page