Report Arrival

Explanation

All the receipt lines must be entered as arrived; this is done in the Register Purchase Order Arrivals. This includes the orders concerning inventory registered purchase parts, non-inventory registered purchase parts, and no-number parts. An exception to this is any receipt line with the demand code Customer Order Direct. That kind of receipt line is entered through the direct delivery function.

The arrival registration is performed in different dialog boxes, depending on whether the parts are serial handled and whether the serial numbers will be defined at the arrival registration or later. If you are handling serial handled parts and have decided to postpone the serial numbering, you should enter the arrival by using the dialog box for parts without serial numbers. There are also separate dialog boxes for the parts that are received from internal order transit. These parts are delivered from a site and received at a site that belongs to the same company. In these dialog boxes, you can only pick and receive the parts that exist in order transit.

For catch unit enabled parts, it is optional to report the catch quantity at arrival if the arrival goes into an arrival or QA location. However, if the catch quantity is reported at arrival for an arrival or QA location, the following will apply:

• Using a new arrival, a QA location, or a location at which the inventory quantity is equal to zero:

• Any catch quantity is accepted; zero, greater than zero, or you can even leave the field blank.
• If the entered catch quantity is greater than 0 (zero), this location will require a catch quantity as long as the inventory quantity of the part is greater than zero.

• Using an arrival or QA location at which the inventory quantity is greater than zero, and no catch quantity:

• The system ignores any entered catch quantity, and the transaction is accepted without any errors.

• Using an arrival or QA location at which the inventory quantity is greater than zero, and the catch quantity is greater than zero:

• It is required to enter a catch quantity. If you enter 0 (zero) or if you leave the field blank, a message will be displayed.

You can either process one line at a time or select several lines and receive them all together. In the dialog box, you can remove any lines that you have selected by mistake. It is also possible to split the receipt line into several locations. Partial receipts can be entered for a receipt line that is partially delivered by the supplier. Some of the indicated data can be changed directly on the receipt line or in the corresponding dialog box.

You can increase or decrease the quantity. The over-delivery check can be activated for the purchase part. Therefore, if you increase the quantity and exceed the over delivery tolerance, a message appears.

When the parts that should be inspected according to a control plan for purchasing arrive, they can be received only to an inventory location that belongs to purchasing, e.g., Arrival, Pallet Arrival, QA, or Pallet QA location. If you try to move them to another inventory location type, a message will appear.  

When receiving rental parts, it is possible to start the rental charging cycle at the time of the arrival of goods. This is called automatic start rental. You can decide on the start rental date, quantity, lot batch numbers, serials numbers that you want to start rental automatically at the time of receipt.

Prerequisites

• A purchase order with at least one order line must have been created, and then released or confirmed.
• When the charge/no charge (component part) function has been used (you have supplied the supplier with material or components that the supplier needs to manufacture or to pack the parts that you are buying) the components must have been fully delivered to the supplier.
• If you have selected Mandatory Control Plan in IFS/Quality Management, you should have an active control plan connected to the receipt before you report arrival. (If not, the parts cannot be moved into inventory, but only to an arrival or QA location).
• If you have selected Mandatory Create Analysis in IFS/Quality Management, you should have a receive case. (If not, the parts cannot be moved into inventory, but only to an arrival or QA location).
• If you want to have analyses created automatically at a certain interval, the triggers must have been defined in the control plan for purchasing.
• If you want to use multiple units of measure when entering the quantities of a part, the inventory part must have been connected to an input unit of measure (UoM) group, and the Purchasing Usage Allowed check box on one or more of the Input UoMs (belonging to that input UoM group) must have been selected.  
• If you want to consider the inventory parts received into an arrival or quality assurance location as Supplier Owned, select the value receipt into inventory from the Ownership Transfer Point list, on the Company/Distribution tab.
• If you want to book price differences both at purchase order arrival and then later at invoice matching, select the Post Price Differences at Arrival check box on the Company/Distribution tab.

System Effects

The inventory registered purchase parts are entered as arrived. The receipt line status is different, depending on the receive case:

• Receive into Inventory: The receipt line acquires the Received status.
• Receive into Arrival, Perform Putaway: The receipt line acquires the Received status. A transport task is created and the parts are moved to the best available location.
• Receive into Arrival: The receipt line acquires the To be Received status.
• Receive into Arrival, Inspect at Arrival: The receipt line acquires the To be Inspected status.
• Receive into Arrival, Inspect at QA: The receipt line acquires the To be Inspected status.
• Receive into QA, Inspect at QA: The receipt line acquires the To be Inspected status.

For non-inventory registered purchase parts and no-number parts:

• Receive into Arrival: The receipt line acquires the Received status.
• Receive into Arrival, Inspect at Arrival: The receipt line acquires the To be Inspected status.

If the purchase order originates from a customer order, the customer order is updated with the quantity that has been reported upon the receipt. This is valid for both inventory and non-inventory registered parts.

If you have selected Mandatory Create Analysis under Basic Data for Quality Management, the Qty to Inspect field in the Purchase Order Receipt window will get the highest sample size according to the data points that will be included in the analysis.

The inventory into which the parts will be received depends on the demand code, and whether the purchase order line had been connected to a project activity.

If the purchase order line had been connected to a project activity and the demand code is set to Project Inventory, or if the line had not been connected to a project activity but the demand code is set to Project or Project Delivery, the parts will be received into project inventory. In all other situations, inventory parts will be received into the standard inventory.

If the Ownership Transfer Point list on the Company/Distribution tab is set to Receipt into Arrival, parts received into an arrival or quality assurance location will be considered as owned by the company, resulting in inventory postings being created. If the Ownership Transfer Point list is set to Receipt into Inventory, parts received into an arrival or quality assurance location will be considered as owned by the supplier, and inventory postings will not be created until the parts are moved into a stock location. These parts will not affect the inventory value or inventory part statistics. The quantities of these parts in the arrival or quality assurance locations will be included in the supply and demand views, to avoid multiple supplies for a created demand. Receipts made into the arrival and quality assurance locations will be included in the inventory calculation of purchase costs.

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, 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. In this window, you can study the error text.

If the purchase order comes from an outside operation, the remaining quantity for the outside operation is decreased by the arrived quantity on the Shop Order/Operation tab. The operation history transaction is updated.

For the parts with component parts or a supplier material structure, and a decision to back flush the components, a direct automatic issue of the component parts will take place upon arrival registration of the main part. The quantity of the back flushed component parts corresponds to the quantity of the main part received and the quantity per assembly. The parts will be issued from the specified back flushing location to the supplier. Whether a negative quantity on hand is allowed for the inventory part will be taken into consideration, when there are insufficient component parts available at the back flushing location. If the parts do get back flushed, the back flushed quantity will be updated accordingly.

When the purchase order line has a tax code with deductible tax percentage less than 100 for parts with inventory valuation method FIFO, LIFO or Weighted Average, then non-deductible tax amount will be a part of the purchase cost and will be added to the arrival postings. When the purchase order line has parts with inventory valuation method Standard Cost and its inventory unit cost consists of a non-deductible tax, then the non-deductible tax amount will be a part of the purchase cost and will be added to the arrival postings.

If the Post Price Difference at Arrival check box on the Company/Distribution tab is selected, the price differences will be booked both at the purchase order arrival against the purchase order price, and then later at invoice matching against the invoiced price.  For a positive price difference on the arrival transaction, i.e., if the price on the purchase order is higher than the cost of the transaction, postings are created with the debit posting type M19 - Price diff Purch, HIGHER PRICE, and the credit posting type M10 - Goods receipt with purchase order. For a negative price difference on the arrival transaction, postings are created with the debit posting type M10 - Goods receipt with purchase order, and the credit posting type M20 - Price diff Purch, LOWER PRICE.

For inventory registered purchase parts with a Company Owned ownership type, postings are created with the debit posting type M1- Inventory, and the credit posting type M10 - Goods receipt with purchase order. However, postings are not created when receiving parts that have either Customer Owned, Supplier Owned, or Supplier Loaned ownership types. For non-inventory parts and no-number parts, postings are created with debit posting M92 - Purchase Non-Inventory Material Arrival, and the credit posting M91- Non-Inventory Receipt with PO, which are not invoiced. For inventory parts with Company Rental Asset ownership inventory transactions are created without postings, and in addition purchase transactions are created with M91 and M92 postings.

If purchase charges were included in the part cost, then the charges will be booked separately at arrival where credit posting type M189 - Arrival Charges is used.

When the purchase order charge line has a tax code with deductible tax percentage less than 100, then non-deductible tax amount will be added to the charges arrival posting (M189).

When reporting the arrival of parts that are owned by a customer for which part acquisition values are handled, the unit price (excluding any discount or additional cost) from the purchase order lines will be used as automatically-created initial estimate part acquisition values, if the values are not already entered on the applicable acquisition value level (part or lot/batch) for the arrived part numbers.

When the arrival is made with consignment stock management (a consignment ownership type), postings are created with the debit posting type M60 - Consignment Stock, and the credit posting type M61 - Consignment Stock Receipt.

When the arrival is made and the charge/no charge (component part) function is used, the accountings are the following:

• Charged: The parent part is considered as the only part received. The cost for the component parts are included in the purchase price. Postings are created with debit posting type M1- Inventory, and the credit posting type M10 - Goods receipt with purchase order.
• Not Charged (including supplier material): The parent part is considered as the only part received. The purchase price does not include the cost of the component parts, therefore when the value of the parent part is calculated, the component parts are considered. Two postings are created. One normal arrival posting with the debit posting type M1- Inventory, and the credit posting type M10 - Goods receipt with purchase order. To balance the WIP account an additional posting is created with the debit posting type M10 - Goods receipt with purchase order, and the credit posting type M15 - WIP at Supplier.

When the arrival of a purchase exchange order is registered, the accountings are the following:

• Core Deposit: If a core deposit is to be paid for the new part, the normal arrival postings are used.
• Reduced Price: If a reduced price is to be paid for the new part (e.g., no core deposit is paid, but instead the supplier reduces the purchase price by the value of the returned unserviceable part), the following two postings occur: 
  1) An arrival posting with an M1 - Inventory debit posting and a M10 - Goods Receipt with Purchase Order credit posting
  2) An additional posting with an M1- Inventory) debit posting and an M142 - Exchange Cost in Purchase credit posting.

For detailed descriptions of all the system events and posting types, see the document Financial Events and their Bookings.

When parts on a manual pegged purchase order line are being received into inventory, the received quantity is automatically allocated to the demands that are pegged to the purchase order line, in the ascending due date order. The pegged quantity is reduced by the received quantity on all the received objects. When a purchase order line is partially delivered or some of the arrived material is rejected (and therefore the peggings are not fulfilled), you will be notified through an event if the pegged demands were not fulfilled. If you would like to receive this notification, use the Unfulfilled Pegging event.

The analyses will be created according to the triggers connected to the data points in a control plan. If a non-conforming trigger exists in the control plan, you will not be able to move a part from the arrival or QA location before the analysis is confirmed.

If the Print Serviceability Tag check box is selected the serviceability tag is printed in the serviceability status you entered. Serviceability tag refers to the tag used in the Aviation industry to clearly identify an uninstalled component or assembly and its current status.

Window

Register Purchase Order Arrivals

Related Window Descriptions

Register Purchase Order Arrivals
Receive
Receive with Serials/Lots
Receive from Internal Order Transit
Split Receipt from Internal Order Transit 
Input UoM Parameters
Print Serviceability Tag 

Procedure

Report Arrival:

1. In the Register Purchase Order Arrivals window, either populate or query for the appropriate purchase order lines.
2. You can modify some data directly on the receipt line. (See the corresponding activity description for further information.)
3. Select one or several lines, right-click and then click Receive Order.
4. The Receive dialog box opens. You must enter a receipt reference when the automated invoicing function (self-billing) is used. You can also modify some data on the receipt line. (For further information, see the corresponding activity description.) Note: It is required to enter a lot/batch number when receiving lot tracked parts received from internal order transit.
5. Select the Print Arrival Report check box if you want to print an arrival report. If you want to print bar codes, select the Print Barcodes check box.
6. Select the Print Serviceability Tag check box to order the serviceability tag report for the component being received. When you click OK in this dialog box, a separate dialog box will open where you need to enter the relevant serviceability status for which the serviceability tag is to be printed. Note: If the value of the PRNT_SERVICE_TAG_ACS object property in System Definition/Object Property is set to TRUE, this check box will be selected by default. The value of this check box can be changed, if needed.
7. Confirm by clicking OK.
   Note: If the purchase order is generated from a shop order with an outside operation which is the last operation, and the Receive into Inventory on Last Operation check box is set to TRUE on the used work center, a receive shop order dialog box will open. Entering the correct location, the quantity and clicking OK will receive this shop order.

Report Arrival and split the arrival into several locations:

1. Either populate or query for the appropriate purchase order lines.
2. You can modify some data directly on the receipt line. (See the corresponding activity description for further information.)
3. Select one or several lines, right-click and then click Receive Order.
4. The Receive dialog box opens. You must enter a receipt reference when the automated invoicing function (self-billing) is used. You can also modify some data on the receipt line. (For further information, see the corresponding activity description.) Note: It is required to enter a lot/batch number when receiving lot tracked parts received from internal order transit.
5. Select the Print Arrival Report check box if you want to print an arrival report. If you want to print bar codes, select the Print Barcodes check box.
6. Select the Print Serviceability Tag check box to order the serviceability tag report for the component being received. When you click OK in this dialog box, a separate dialog box will open where you need to enter the relevant serviceability status for which the serviceability tag is to be printed. Note: If the value of the PRNT_SERVICE_TAG_ACS object property in System Definition/Object Property is set to TRUE, this check box will be selected by default. The value of this check box can be changed, if needed.
7. Click Split and the Receive with Differences dialog box opens. Adjust the quantity on the existing line. Click New to specify a quantity and a location on this line. Repeat this for each desired location. The sum of the quantities should be the same as the quantity arrived. Note: It is required to enter a lot/batch number when receiving lot tracked parts received from internal order transit.
8. Confirm by clicking OK.
9. Close the previous dialog box by clicking Cancel.

Report Arrival for parts received from internal order transit (parts are delivered from a site and received at a site that belong to the same company ).

1. Populate or query for the appropriate purchase order lines.
2. You can modify some data directly on the receipt line. (See the corresponding activity description for further information.)
3. Select one line at a time, right-click and then click Receive From Internal Order Transit. 
4. The Receive from Internal Order Transit dialog box opens. You can modify some data on the receipt line. (For further information, see the corresponding activity description.) If you want to print an arrival report, select the Print Arrival Report check box. If you want to print bar codes, select the Print Barcodes check box.
5. Confirm by clicking OK.
6. Close the previous dialog box by clicking Cancel.

Report arrival for the serial or lot/batch tracked parts received from an internal order transit, which were directly delivered from an external supplier. Note that this indicates an order flow between an internal customer and internal supplier, where the internal supplier in turn buys the parts from an external supplier who directly delivers to the internal customer.

1. Populate or query for the appropriate purchase order lines.
2. You can modify some data directly on the receipt line. (See the corresponding activity description for further information.)
3. Select one line at a time, right-click and then click Receive From Internal Order Transit.
4. The Split Receipt from Internal Order Transit dialog box opens. You can modify some data on the receipt line. If the part is lot/batch tracked, you can enter different lot/batch numbers by adding receipt lines in the lower section of the dialog box. If the part is serial-tracked, you will be able to define serial numbers after clicking OK. 
5. Select the Print Arrival Report check box if you want to print an arrival report. Select the Print Barcodes check box if you want to print bar codes.
6. Confirm by clicking OK.
7. Close the previous dialog box by clicking Cancel.

Note: If the Input UoM Group check box is selected in the Receive window or the Register Purchase Order Arrivals window, you can enter the quantities in units other than in the inventory unit of measure. To do this, click Input UoM, and in the Input UoM Parameters dialog box that opens, select an input unit of measure and enter the parameters. The inventory quantity is calculated using the values entered for input variables.

For more details, please refer to the activity Select Input UoM and Enter Parameters.

Note: If the delivery date has been specified as the supplier invoice tax liability date in the Tax Liability Date Control window for a tax code, the supplier invoice must be entered manually and the self-billing invoice creation process will be stopped with an error.