Edit Receipt Document

This page allows you to modify the details of the Receipt Document (GR). Tell me more

Select “Receipt No.” link from the Resultant Multiline or enter the Receipt Number at the top of the page and click on “Edit Receipt Document”.

The “Edit Receipt Document” page appears

The system displays the following in the header

Status

The status of the GR

The system displays the following information “Receipt Details” group box

Receipt No.

The unique code identifying the receipt document

Enter the following in the “Receipt Details” group box

Receipt Date	The date of creation of the receipt document (Date Format)
	Press <Enter> Key
Receipt Folder	Use the drop-down list box to select the GR folder
Entry No.	The entry number for the unloading number

Modify the following fields in the “Receipt Details” group box if required. These values needs to be entered if the reference document is “Unloading Doc”

Gate Pass No.	The unique code identifying the gate pass (Alphanumeric, 18)
Gate Pass Date	The date on which the Gate Pass is Created (Date Format)
Carrier	Use the drop-down list box to select the carrier through which items will be transported.
	Zoom facility available
Carrier Name	The system displays the carrier name.
Vehicle No.	The registration number of the vehicle in which the items are received (Alphanumeric, 20)
Mode of Transportation	Use the drop-down list box to select the mode of transportation of goods. The drop-down lists all the user defined values from the “Type Setup” component for “GR MOT”. This drop-down list box takes the default value defined in the type setup component as default value.
No. Of Items/Packages	The number of items or packages delivered by the vehicle. (Integer)
	Help facility available
Delivery Note No.	The number identifying the delivery note
Delivery Note Date	The date on which the delivery note is released.
Gross Weight	The aggregate or combined weight of the item (Integer). If gross weight is entered, the weight UOM field must also be entered. The gross weight must be a whole number if the weight UOM does not allow fractions.
Net Weight	The weight of the item. It is calculated as gross weight minus tare weight.
Tare Weight	The weight of the container.
LR\WB\BL No.	The unique number identifying LR\WB\BL (Lorry Receipt \ Airway Bill \ Bill of Ladding) receipt number for creating receipt document.
LR\WB\BL Date	The date on which LR\WB\BL (Lorry Receipt \ Airway Bill \ Bill of Ladding) receipt is created.
UOM	The unit of measurement of the item.
	Help facility available
Employee Code	The unique code of the employee who is responsible for unloading (Alphanumeric, 25)
Remarks	Remarks for the Receipt Document (Alphanumeric, 255) Mandatory
	Zoom facility available
Freeze Receipt Level	Use the drop-down list box to select the level at which receipt document is to be approved for further processing. The option available are as follows
	Line – Indicates that the selected line is frozen for further processing
	Document - Indicates that the document is frozen for further processing
Total Value (Base)	The total value of the GR in base currency.
Freeze Receipt Date	The date on which the receipt document is frozen (Date Format)

The system displays the following information in the “Reference Document Details” group box

Refrd. Doc.	The intermediate document referred by the Receipt Document. This normally refers to the intermediate reference document like the Pre-GR Acknowledgement, Unloading Document, Goods Return Note.
Refrd. Doc. No.	The unique code identifying the referred document
Ref. Doc. Line No.	The line number of the item in the referred document
Ref. Doc.	The original document referred by the receipt document. This could be the Purchase Order, Purchase Release Slip, Subcontract Order, Subcontract Release Slip, and Sale Order.
Ref. Doc. No	The unique code identifying the reference document
Amendment No.	The number representing the last amendment made to the reference document
Created At	The OU where the reference document is created
Ref. Doc. Date	The date of creation of the reference document
Type	The type of reference document. Which could be general, capital, consignment conversion, activity and service
Ref. Doc. Folder	The classification of the reference document by which the company refers
Invoice before GR	Displays “Yes” if invoice can be generated before goods receipt else “No” (This will be applicable if the ordering document is referred through Pre-GR Acknowledgement)
Auto Invoicing	Displays whether invoice is automatically generated on freezing the receipt document
Supplier/Customer Code	The unique identification code of the supplier or customer
Name	The name of the supplier or customer
Contact Person	The contact person in the supplier organization

Enter the following fields in the “Reference Document Details” group box

Shipped From

Use the drop-down list box to select the location from which items were shipped. The drop-down lists all the “Address Id in the “Supplier Component”.

The system displays the following information in the “Reference Document Details” group box:

Credit Note No.

The number identifying the credit note.

Enter the following fields in the “Reference Document Details” group box:

LC No.	The number identifying the Letter of Credit (LC) issued by the bank. (Alphanumeric, 30).The Ref. ID. and LC No combination is unique.
	Help facility available.
Ref. ID.	A unique reference ID generated by the system for each LC No - Bank code combination. (Alphanumeric, 70).
	Help facility available.

The system displays the following information in the “Reference Document Details” group box:

LC Expiry Date

The date after which the LC becomes invalid for further transactions.

The system displays the following information in the “Project Details” group box:

Project OU	The OU where the project was created.
Project Code	The code identifying the project.
Project Description	The description of the project.

Note: The Project details will be displayed when the PO and SCO has a reference of Project Code.

Enter the following fields in the “Selection Criteria” group box

Line Status

The status of the line number.

Click the “Default” pushbutton to display the receipt details in the multiline based on the line status selected in the drop-down

The system displays the following information “Line Details” multiline

Receipt Line No.

The line number of the item in the receipt document

Enter the following fields in the “Line Details” multiline

Ref. Doc. Line No.	The line number of the item in the reference document (Integer)
	Help facility available

The system displays the following information “Line Details” multiline

Output/Input Line No.	The next level of unique line number associated with Ref. Doc Line No. For example when items are received as input items as a part of subcontract order, the line number associated with the specific input line number is displayed here. This applicable only for Subcontract Order, Subcontract Release Slip and Sale Order.
Schedule No.	The unique code identifying the schedule for which the items are received.
Schedule Date	The date on which the items needs to be delivered
Output/Input Type	Displays the course of action through which the item is received as a result of the ordering document. This applicable only for Subcontract Order, Subcontract Release Slip. The different types are Primary Output, Secondary Output, Returnable Input and Customer Supplier Parts
Item Code	The unique code identifying the item
	Data hyperlink available
Variant	The variant of the item
Description	The textual description of the item

Modify the following fields in the “Line Details” if required

Delivery Note Qty.	The number of units to be delivered as per the delivery note (Integer)
Received Qty	The actual number of units received as per the GR (Integer).Mandatory This value should be greater than zero. The received quantity should not be greater the sum of pending receipt quantity and receipt tolerance quantity
Receive Bay	Use the drop-down list box to select the user defined location where the items are received. The drop-down lists all the user defined values of the “GR Receiving Bay” from the “Type Setup” component

The system displays the following information “Line Details” multiline

Order Qty	The number of units ordered as per the reference document
Pending Receipt Qty.	The number of units of the line item not yet received as per the reference document
	Pending Receipt Qty = Order Quantity – Total Quantity Received + Total Rejected Quantity

Modify the following fields if required

Quarantine Qty	The number of units quarantined (Integer). This value should be equal to zero in order to freeze the document
Quarantine Bay	Use the drop-down list box to select the location where the items quarantined are placed. The drop-down lists all the user-defined values of the “GR Quarantine Bay” from the “Type Setup” component.

The system displays the following information “Line Details” multiline.

UOM	The unit of measurement of the item
Adhoc Item Class	The adhoc class to which the item belongs if the item is a non-codified item
Drawing Revision No.	The engineering drawing revision number pertaining to the line item

Enter the following:

Inspection Type	Use the drop down list box to select the type of inspection needed on the items. Three types of selection are possible in the list box, they are
	Self – Indicates that the part has to be checked by the person who receives the part.
	Third Party – Indicates that the part is going to be checked by an external agency.
	None – Indicates that no check is required for the part at the time of delivery.

The system displays the following details

Matching Type	The matching type for the item as per the reference document. The possible types are Three Way at PO, Three Way at GR, Four Way at PO and Four Way at GR.
Tolerance Type	The upper and lower order limit within which the quantity or the basic value received can vary. The tolerance limit affects the basic value of the purchase order either way. Use the drop-down list box to select the tolerance type. The tolerance types available are “Value”, “Quantity” or “Both”.
Tolerance % (+ve)	The positive tolerance percentage for the delivery of items. For example, if the tolerance limit defined for an item is 2%, and the vendor dispatches 101.5 tons of the items against the 100 tons ordered. Now the ordering document line item would be closed without any further follow-up payment for the balance 1.5 tons, which is an additional portion of the ordered quantity.
Tolerance %(-ve)	The negative tolerance percentage for the delivered of items. For example, if the tolerance limit defined for an item is 2%, and the vendor dispatches 98.5 tons of the items against the 100 tons ordered. Now the ordering document line item would be closed without any further follow-up for the balance 1.5 tons, which is a negligible portion of the ordered quantity
BOM Code	The unique code identifying the bill of material, which defines all the constituent items and their quantities of the subcontract item.
Consignment Rule	The consignment type of the reference document. The two types of consignment rules are Consumption and Break Lot.
Order’s Ref Doc. Type	The type of document referred by the reference document.
Order’s Ref Doc. No.	The line number of the item in the document referred by the reference document
Order’s Ref . Doc. Line No.	The line number of the original reference document referred by the line of item
Other GR Received Qty	Total Received Qty for the Line No. in all the earlier Receipts
Other GR Accepted Qty	The total number of units accepted of the line item
Other GR Rejected Qty	The total number of units of the line item rejected in all the earlier receipts
Line Status	The status of the line item. The values that can be possibly displayed are draft, fresh, qty frozen, values frozen, Freeze Receipt, Freeze Acceptance
Freeze Receipt Date	The date on which the item frozen
PO Rate	The cost of the item specified in the PO
Rate Per Qty	The quantity of the item for this the PO rate is specified.

Enter the following:

Remarks

Any comments regarding the item. (Alphanumeric,255).

Note: If Remarks is not provided, then the system concatenates Item Desc/Qty-UOM/Currency Code@Rate and displays as Remarks at line level.

Click the “Edit Receipt Doc.” pushbutton at the bottom of the page to save the changes made to receipt document.

The system displays the success message

The status of the receipt document is set to “Fresh”

Click the “Delete Receipt Doc.” pushbutton at the bottom of the page to save the changes made to receipt document.

The status of the GR is set to “Deleted” provided the GR is not in the “Values Frozen” status and no line items are in the “Value Frozen” status

Click the “Freeze Receipt” to freeze the document for further processing
If the “Freeze Receipt Level” is “Line” and the number of stages to do the freeze receipt is “Two” then line items whose status is “Fresh” is updated to “Quantity Frozen”, the line items whose status is “Values Frozen” is set to “Freeze Receipt”. The line status is set “Freeze Acceptance” if the inspection type of the line item is “None”
If the “Freeze Receipt Level” is “Line” and the number of stages to do the freeze receipt is “One” then selected line item status is set to “Freeze Receipt”. The line status is set “Freeze Acceptance” if the inspection type of the line item is “None”
The status of the document is set to “Quantity Frozen” if all the line items are in the “Quantity Frozen” state.
The status of the document is set to “Values Frozen” if all the line items are in the “Values Frozen” state
The status of the document is to “Partial Freeze Receipt” if the status of atleast one line item is “Freeze Receipt”
The status of the document is set to “Freeze Receipt” if all the line items are in the “Freeze Receipt” state.
The status of the document is to “Partial Freeze Acceptance” if the status of atleast one line item is “Freeze Acceptance” and all the other line items should be in the “Freeze Receipt” state

Click “Print ” pushbutton at the bottom of the page to print the receipt document.

To proceed, carry out the following

Select the “Item Details” link at the bottom of the page to specify the Item Details of the Receipt Document
Select the “BOM Details” link at the bottom of the page to specify the Bill of Material for Subcontract Order reference document
Select the “Specify Lot No/Serial No” link at the bottom of the page to specify the serial or lot number details for the line items
Select the “Specify Value Details” link at the bottom of the page to specify the TCD Details for the line items
Select the “Specify Inspection Details” link at the bottom of the page to specify the Inspection Details of the goods received
Select the “Specify Movement Details” link at the bottom of the page to specify the movement details of the goods received
Select the "Specify Assignment to Consumption Points" link at the bottom of the page specify assignment to consumption points.
Select the “Attach Notes” link at the bottom of the page to Attach Notes
Select the “Specify SCO Job Work Reconciliation” link at the bottom of the page to reconcile the issue materials for sub contract order.
Select the “Supplier Details” at the bottom of the page to view the Supplier Details
Select the “View Stock status review-OU wise” at the bottom of the page to view the Organization Unit wise Stock status
Select the “View Stock Status Review –WH wise” at the bottom of the page to view the Warehouse wise Stock status.
Select the “Tax Calculation – Summary” link at the bottom of the page to view the summary of the tax calculation details.
Select the “Operational Checklist” link at the bottom of the page to specify the checklist details during goods receipt.
Select the “Update Form Details” link at the bottom of the page to specify the form details of the reference document.

Edit Receipt Document – An Overview

The page displays all the information pertaining to the Reference Document of the Receipt Document like the Referred Document type, Reference document line number, Supplier or customer code, supplier or customer name. The referred document details are displayed only if it is Pre-GR Acknowledgment, the Unloading document or the Goods Return Note.

You can modify all the details pertaining to the unloading document. You can modify the reference document line number for the received item. You can also modify the details like the received quantity, Quarantine quantity, and Quarantine bay and inspection type.

This page allows you to either modify the GR or delete it. You can freeze the receipt document in this page either at the line level or at the document level. Freezing at the item level makes only that line item available for the next activity. Freezing at the line level can only be done if there is no TCD amount applicable at the document level. Freeze Receipt can be done in one or two stages depending on the value set to the system parameter “No. of stages to do Freeze Receipt”. This system parameter can be set to either “ONE” or “TWO”. Freezing the document at the line level when the system parameter is set to “ONE” will set the status of the line item to “Freeze Receipt” and it will be set to “Freeze Acceptance” if the inspection type for the line item is “None”

Freezing the line item whose status is “Fresh” when the system parameter is set to “TWO” will set the status of the same to “Quantity Frozen”, the status will be set to “Freeze Receipt” for those line items whose status is “Value Frozen” and it will be set to “Freeze Acceptance” if the inspection type for the line item is “None”

When freezing is done at the document level the status of the document is updated based on the status of the line items.