Report Arrival of Entire Shipment

Explanation

All receipt lines must be entered as arrived and, when using dispatch advice, this is done in Register Full Shipment Arrivals or Register Partial Shipment Arrivals. This includes the orders concerning inventory registered purchase parts and non-inventory registered purchase parts.

You can, however, receive an entire shipment if you decide to accept it as it is, without processing any lines separately.

In such case user can click on the Incoming Dispatch Advice header and perform Receive using the dialog. Here the user can specify the site/location for the receipt or use the defalut site/ location proposed by the system if those values exist. Receipt reference value by default would be the delivery note no of the Incoming Dispatch Advice but later can be modified by the user before receiving the shipment.

If one or more of the following applies to any of the order lines, the Receipt Reference value is mandatory before performing the header receipt:

• Receipt reference reminders are set up for the supplier of the purchase order.
• Receipt level invoice matching is used for the invoicing supplier of the order line.
• Self-billing is indicated for the order line. (In this case a receipt reference must be entered.)

Prerequisites

• A Source Order should exist to be received (e.g., a purchase order with at least one order line must have been created, then released and/or confirmed)
• To enable automatic entry of the suppliers serial number and lot/batch number, a serial rule, you must specify either Manual or Lot tracking in IFS/Part Catalog. You must also activate both the Inventory Serial Tracking and After Delivery Serial Tracking in IFS/Part Catalog.
• All lines using automatic invoicing (self-billing) must have been entered with the same supplier, site and currency.
• A dispatch advice must have been sent from the Sender and must be in status Created or Changed.

System Effects

The inventory registered parts are entered as arrived if you have chosen so in the displayed dialog box. The dispatch advice part lines acquires the status Arrived. The dispatch advice acquires the status Arrived.

When using the automated invoicing function (self-billing), the supplier invoice is generated when the arrival is entered into the system where the ownership transfer point is set to Receipt into Arrival. The receipt reference that you have entered is used as the invoice number. The supplier invoice is based on the quantity received, i.e., the received quantity, and the purchase price is used to calculate the invoice amount. A separate invoice line is created for each receipt line having the same receipt reference. The invoice is automatically matched and ready to be paid. All automatically created invoices can be viewed in Self-billing Invoice Analysis window. In this window you can study any error text.

Window

Incoming Dispatch Advice, Register Full Shipment Arrival

Related Window Descriptions

Incoming Dispatch Advice, Register Full Shipment Arrival, Receive dialog, Receipt Reference

Procedure

From the Incoming Dispatch Advice window:

1. Populate or query for the delivery note in question.
2. Activate the Operations menu in the upper part of the window and choose Receive.
3. In the Receive dialog you can accept the default receipt reference or enter a different reference, and click OK.

From the Register Full Shipment Arrivals window:

1. Populate or query for the delivery note in question.
2. Select the line with the shipment you want to receive.
3. Choose Receive from the Operations menu.
4. In the Receive dialog you can accept the default receipt reference or enter a different reference, and click OK.