Receipt

General information

The receipt process handles two main processes: purchase parts that arrive at dock (with or without dispatch advice) and purchase parts that are delivered directly to the end customer. Several circumstances affect the working process, such as pallet handling, serial tracking, and lot/batch tracking.

One of the main principles in the receipt function is the receive case. The receive case functions as a guideline for the current arrival of the working process. However, the flexibility of the receipt function enables you to perform actions even if the current receive case does not include these. The possible receive cases are:

• Receive into Arrival
• Receive into Inventory
• Receive into Arrival, Perform Putaway
• Receive into Arrival, Inspect at Arrival
• Receive into Arrival, Inspect at QA
• Receive into QA, Inspect at QA

The types of parts that each receive case can manage include:

When the purchase order line is entered, the Receive into Arrival receive case is indicated by default if there is none specified for the related supplier for the purchase part. It is common with all types of parts to be entered as Arrived once they arrive at the dock. However the procedure will vary depending on the circumstance, such as the part type and the receive case that were indicated on the purchase order line.

A quality control can be performed in relation to the receipts. Receipt lines that have an inspection demand generally originate from a purchase order line with the following receive cases: "Receive into Arrival, Inspect at Arrival," "Receive into Arrival, Inspect at QA," or "Receive into QA, Inspect at QA."

Common to all receive cases is the cancellation of arrival and receipt anywhere in the work flow. As a consequence, you can start over by entering the purchase order arrival. This is however not possible if an invoice has been matched to the receipt, if any part has been scrapped or returned, or if the connection between the receipt line and the stock location is broken (Note that on a receipt line with a scrapped or returned quantity, you can undo the scrap/return and cancel the receipt.).

Description of Process Objects

The work flow for each receive case, i.e., the included process objects, includes:

Receive Incoming Dispatch Advice

The supplier has the opportunity to send you a dispatch advice message with information on the delivery, i.e., a DESADV message, received via EDI/MHS. You can receive orders with or without the supplier's serials or lot/batch numbers, and correct faulty messages or change information.

Information on delivery note, dispatched quantity, and date of dispatch are updated on the connected purchase order. Once the message is in Created status and all the lines are set to Created or Changed, it will be possible to create a full receipt of the entire shipment. And once the individual part order line is set to Created status, it will be possible to create a partial receipt.

Parts Arrive from Supplier

The purchase parts arrive from the supplier and is placed at your dock.

Report Arrival

This process object is divided into three scenarios:

• Report arrival - this scenario is normally used, except when handling dispatch advice and direct receipt of no-number parts.
• Report direct receipt of no-number parts - this is used when no-number parts should be entered as arriving directly from the purchase order. The no-part order line is entered as arrived, and the order line status is changed to Closed. You can view and cancel the receipt lines in the receipt function. Receipt history is logged for each line entered. When an inspection is required, you must continue to the Purchase Order Receipt window. The status on the receipt line is then set to To be Inspected. When you enter the inspection results, the status on the receipt line changes to Received.
• Report arrival using dispatch advice - this is used when arrivals should be done by using a dispatch advice. When reporting an arrival from a dispatch advice, you can choose between reporting an entire shipment as arrived or reporting a partial arrival of single lines.

The following receive cases use this process object:

• Receive into arrival
• Receive into inventory
• Receive into arrival, perform putaway
• Receive into arrival, inspect at arrival
• Receive into arrival, inspect at QA
• Receive into QA, inspect at QA

Serial-handling: The arrival registration is performed in different dialog boxes depending on whether the parts are serial-handled, or if serial numbers will be defined at the arrival registration or afterwards. If you are dealing with serial-handled parts and have decided to postpone the serial number assignment, enter the arrival by using the dialog box for parts without serial numbers.

Pallet-handling: Pallets are created for pallet-handled parts that are placed in a pallet arrival location. However, you can handle pallet-handled parts in the same manner as single-handled parts and then create pallets in IFS/Inventory. If the parts are divided among pallets, the quantity of parts per pallet can be modified.

Arrival Report: A printout of the arrival report in connection to the arrival registration can be produced. However, you have the option to print this later on.

Create Purchase Order from Arrival: You have the option to create a new purchase order from the arrival registration window. This can be useful when goods arrive without an order from your company. This occurs, for example, when a supplier refills a consignment stock located in your warehouse. When the goods arrive, you then do not have a corresponding purchase order line on which to enter the arrival, thus a purchase order line has to be created afterwards. Once a purchase order line is created, enter the arrival in the usual manner.

The effects of an arrival entry include:

Move into Inspection Location

The following receive cases use this process object:

• Receive into arrival, inspect at QA

Due to the receive case "Receive into arrival, inspect at arrival," the inspection should be performed and the inspection results should be entered in an inspection location, i.e., a quality assurance location. Move the parts into an inspection location. The pallets must be moved into a pallet quality location by using a pallet transport task.

Perform Quality Inspection

The following receive cases use this process object:

• Receive into arrival, inspect at arrival
• Receive into arrival, inspect at QA
• Receive into QA, inspect at QA

If necessary information is entered in IFS/Quality Management, you can create an analysis in the receipt function and then enter test results in the aforementioned component. Notice that these control operations are not connected to inspection codes or to the entry of inspection results in IFS/Purchasing. The testing results can be used as guidelines when entering the inspection results in IFS/Purchasing.

The inspection should then be performed and the inspection results entered. The quantity to inspect is calculated by the inspection code. In connection with reporting, the inspection results' faulty parts can be scrapped, returned for rework, or returned for credit. A replacement order can be created for parts that are returned for credit. If for some reason you have entered a scrap or return by mistake, you can undo this action. To do so, enter an inspection approval for parts where the scrap or return is undone.

Once the quality inspection is completed, the receipt is also completed and the receipt line acquires the Received status with regards to lines with non-inventory registered purchase parts and no-number parts. Also, the receipt line with inventory registered purchase parts acquires the To be Received status.

Handle Arrival

The following receive cases use this process object (This process object can be regarded as optional since no activity is crucial for the working process.):

• Receive into arrival
• Receive into arrival, inspect at arrival
• Receive into arrival, inspect at QA
• Receive into QA, inspect at QA

Before the inventory registered purchase parts are received into a stock location, you can add or update information such as the expiration date, W/D/R number, lot/batch number, split into serials, and printing of barcode labels, depending on the settings for the part.

Move into Stock

The following receive cases use this process object:

• Receive into arrival
• Receive into arrival, perform putaway
• Receive into arrival, inspect at arrival
• Receive into arrival, inspect at QA
• Receive into QA, inspect at QA

When the arrival registration and any required inspection is performed (with or without an inspection location), the inventory registered purchase parts should be moved into one or more stock locations, e.g., a picking location. Pallet-handled parts are moved by using pallet transport tasks. The stock location type for pallet-handled parts can be pallet, pallet deep, or pallet buffer.

Once moving into a stock location, the receipt line with inventory registered purchase parts acquires the Received status and the receipt-handling is completed.

For parts with perform putaway enabled, the best possible location is found and the parts are moved to that location. Transport tasks are created.

Purchased Parts that are Directly Delivered to the End Customer

This process is used when the requirement of the purchase comes from a customer order and the parts are to be sent from your supplier directly to the end customer, without passing through your warehouse. This data is entered in a specific window, and the end result being that the purchase order is closed and the customer order line receives the Delivered status, i.e., if no partial deliveries remain on either orders.

The direct delivery function is initiated when a customer order with the supply code "Purchase Order Direct" is entered and released. This generates a purchase requisition that should be released and converted to a purchase order. The purchase order then needs to be released.

Handle Receipt for Direct Delivery

When you have received the delivery note from your supplier, enter the delivered quantity and confirm the transaction. The purchase order is automatically closed and the status is changed from Released or Confirmed to Closed. The customer order receives the Delivered status and the customer can be invoiced, assuming that no partial deliveries remain on either orders. If the supplier has partially delivered an order and is unable to fully deliver this, it is possible to manually close the purchase order.