Register Receipt of Parts With Serial- and/or Lot/Batch Number
Explanation
At times, you might need to enter receipts manually without purchase orders
or shop orders. If parts are set to use serial-tracking at receipt and issue, or serial-tracking
in inventory, serial numbers are
entered or generated using the dialog box that appears when you save the part
information. An important point to
make is that, if numbers have been reserved in advance, these are used first. Otherwise,
the first higher available number is used. This means that if, for instance, the numbers
1, 24, and 56 are used in a serial number sequence, 57 will be the first higher available
number. In addition, when serial numbering is set to automatic, alphanumerical serial
numbers are not allowed. The automatic lot/batch numbering is based on order number and
will not work when you enter receipt of parts.
To simplify the reading of the necessary procedure, there are two different versions
available which are pretty much self-explanatory. 'Procedure, automatic numbering'
explains the procedure when you want to use automatic numbering, and 'Procedure, manual
numbering' when you want to use manual numbering.
Prerequisites
- The part cannot be locked for counting.
- An inventory value must have been specified for the part (unless there is an override
cost in the inventory part register or the part has
Company Rental Asset ownership).
- The part cannot be a blow-through or a phantom part (planning method T, O, or K).
- The inventory location type must be picking, floor stock, or production
line.
- The appropriate location and location group must have been entered in IFS/Inventory,
Inventory Locations.
- The serial-handled and/or lot/batch-handled part is entered in IFS/Inventory,
Inventory
Part.
- To be able to use the serial number and/or lot/batch number functionality, you need to activate it
in the
Part
window.
- When the
Define Cost Structure
dialog box opens up, to get the suggested cost structure displayed by
default, you must not have selected the Get Default Cost Structure Manually
check box on the Site/Extended Site Info/Inventory tab.
- To define the cost structure with
cost sources, posting cost groups, and OH (overhead) accounting years, you must have
set up the basic data in cost details in
Cost Details Basic Data.
- The ownership type of the parts must be Company
Owned or Company Rental Asset.
System Effects
- The part with serial tracking in inventory is entered as received into stock with serial- and/or lot/batch
number.
-
An inventory part that is serial tracked at receipt and issue, but not
serial tracked in
inventory, is entered as received into stock without the serial
number.
-
A lot/batch tracked inventory part is entered as received into stock with
the
lot/batch number.
Window
Receive Inventory Part
Related Window Descriptions
Receive Inventory Part
Serial Number
Enter Sequence/Interval
Define Cost Structure
Procedure
- In the upper part of the
Receive Inventory Part
window, either populate or query for the part number in question.
- If desired, you can add a note to be entered in this inventory transaction. You can
consider this note as a way of indicating who is responsible for the transaction or the
cause.
- In the lower part of the window, you can see one or several locations where your parts
are located. Click in the Quantity Received column in front of the location to which you
want to add parts, and then enter the number of received parts. If you want to indicate an
inventory location other than that displayed: Click in the lower part of the window,
select New, and enter the quantity and inventory location.
- If the part is catch unit enabled, enter the catch quantity which you have
received.
- Optionally, you can enter an expiration date.
- If you have chosen to indicate a location other than that displayed, enter your possible
lot/batch number in the Lot/Batch No column.
- If you have chosen to indicate a location other than that displayed, you can enter
the W/D/R
number.
- For new records, or where there is no quantity in
stock or quantity reserved, the ownership will default to Company Owned but
you can change the ownership to Company Rental Asset.
- Save.
If you do not have a standard cost defined for the part
or if the part is set up with Zero Cost Only, you must manually define the cost
structure for the part. This should be done in the
Define Cost Structure
dialog box that opens up when saving the line.
To define the cost structure follow the procedure in Option 1 or 2. The
Define
Cost Structure dialog box will re-appear once for each line that you have
entered on the
Receive Inventory Part window:
Option 1:
- As the Define Cost Structure dialog
box appears, a cost structure will be suggested and displayed by default.
The suggestion is based on the inventory part unit cost or the last
inventory transaction, and dependent on the inventory part cost level
setting on the Inventory Part/Cost tab. If you want to use the
suggested cost structure, skip over to step 6. If not, continue from step 2.
Note: The first time a part is received, the dialog box will not show a
suggested structure.
- If required, update values in the Cost/Unit
fields of existing lines.
- Click Remove to remove any unnecessary
lines.
- To add a new line, click New. Click on
the Cost Bucket ID field and select a suitable cost bucket from the
list of values.
- If you using cost details, enter suitable values
in the Cost Source ID and OH Accounting Year fields.
- Enter a value in the Cost/Unit field.
- Repeat steps 4-6 and enter as many new cost detail
lines as required. Note that you should always maintain at least one line
with a material type cost bucket in your cost structure.
- Click OK.
Option 2:
- Click Split Cost.
- In the Split Costs into Details
dialog box that props up, enter a value in the Total Unit Cost field.
- Click OK. The total cost will be split up into
cost detail lines in accordance with the settings in IFS/Costing.
Create number sequence for serial parts:
- For automatic numbering:
If you are using the serial number for the part, the
Serial No dialog box
appears. Since you are using automatic numbering of the part, you already
have a suggestion for the serial number(s). If it is satisfactory, select
OK. Otherwise, you can edit the suggestion and select OK. You also can
select Clear and Sequence. If you choose to do so, another dialog box
appears where you can enter a sequence of numbers. Note that alphanumerical
(e.g., IFS1200) serial numbers are not allowed when the numbering is
automatic.
For manual numbering:
If you are using a serial number for the part, the
Serial No dialog box
appears. Select New and enter the serial number(s). You can also select
Sequence. If you choose to do so, another dialog box will appear where you
can enter a sequence of numbers.
- You have four possible number sequences:
Sequence: Select New and enter your sequence in the From Serial No and the
To Serial No fields. You can select preview to get an example view.
Sequence with prefix: Select Add Prefix and enter your prefix, e.g., 100.
Enter your sequence in the From Serial No and the To Serial No
fields. You
can select Preview to view an example.
Sequence with suffix: Select Add Suffix and enter your suffix, e.g., 1999.
Enter your sequence in the From Serial No and the To Serial No
fields. You
can select Preview to view an example.
Sequence with a combination of prefix and suffix: Select and enter prefix
and suffix. Enter your sequence in the From Serial No and the To Serial No
columns. You can select Preview to view an example.
Padding: Additionally, you can use the padding function if you want to generate a sequence with zeros added to the beginning of each serial number up to the total defined length.
e.g., if you have set the length in the Set Length field as 4, your result for the serial number 1 will be 0001. Padding will be added after the prefix. E.g. if prefix is XX,
the serial will be XX0001.
- Click OK when completed. Depending on your
previous choices, you may have to select OK twice in the dialog boxes.