Select Reference Document For GR

Select Reference Document

This page allows you to search for and select a reference document to create a Goods Receipt Document (GR). Tell me more

Select the "Create Receipt Document" link under the “Receipt Acknowledgment” business component

The “Select Reference Document” page appears

If you are aware of the reference document, the OU where the reference document was created and reference document number, enter the values in the following fields.

Ref. Doc.	Use the drop-down list box to select the reference document. The list of options available are as follows
	Purchase Order – Indicates that the reference document is purchase order
	Purchase RS – Indicates that the reference document is purchase Release Slip
	Subcontract Order – Indicates that the reference document is subcontract order
	Subcontract RS – Indicates that the reference document is subcontract order release slip
	Goods Return Note – Indicates that the reference document is Goods return note
	Sales Order – Indicates that the reference documents is sale order
	ASN – Indicates that the reference document is ASN (Advance Shipping Note)
	Cargo Clearance – Indicates that the reference document is Cargo Clearance.
Created At	Use the drop-down list box to select the organization unit where reference document was created. The drop-down is populated with blank option which is the default, Login Organization unit and all ordering Organization units of Purchase Order, Purchase RS, Subcontract Order, Subcontract RS, Sale Order (GRN will be for the login OU)
Ref. Doc. No.	The unique code which identifies the reference document (Alphanumeric, 18)

Select the “Create Receipt Document” link below the “Ref Doc No.” field to create the receipt document based on the reference document
Enter the following fields in the “Search Criteria” group box

Ref. Doc.	Use the drop-down list box to select the type of reference document. The list of options available are as follows
	Purchase Order – Indicates that the reference document is purchase order
	Purchase RS – Indicates that the reference document is purchase release slip
	Subcontract Order– Indicates that the reference document is subcontract order
	Subcontract RS – Indicates that the reference document is subcontract release slip
	Pre-GR Ack – Indicates that the reference document is Pre-GR acknowledgment
	Unloading Doc - Indicates that the reference document is unloading document
	Goods Return Note - Indicates that the reference document is goods return note
	Sale Order - Indicates that the reference document is sale order
	ASN – Indicates that the reference document is ASN(Advance Shipping Note)
	All – All types of reference document
	Cargo Clearance – Indicates that the reference document is Cargo Clearance.
Ref. Doc. No. From	The starting number, in the range of reference document numbers, from which the reference document details must be retrieved. (Alphanumeric, 18). You can enter the reference document number in full or specify it partially using the “*” character. The system retrieves all the reference document whose reference number is similar to the code entered here. Leave this field blank, to retrieve all the reference documents irrespective of its number
Ref. Doc. No. To	The ending number, in the range of reference document numbers, till which the reference document details must be retrieved. (Alphanumeric, 18). You can enter the reference document number in full or specify it partially using the “*” character. The system retrieves all the reference document whose reference number is similar to the code entered here. Leave this field blank, to retrieve all the reference documents irrespective of its number
Ref. Doc. Type	Use the drop-down list box to select the type of reference document. The list of options available are as follows
	General - Indicates the GR is created for general type of purchase order or purchase order release slip
	Consignment - Indicates the GR is created for consignment type of purchase order or purchase order release slip
	Capital – Indicates the GR is created for capital type of purchase order or purchase order release slip
	Conversion – Indicates the GR is created for conversion type of subcontract order or subcontract release slip
	Service – Indicates the GR is created for service type of subcontract order or subcontract release slip
	Activity – Indicates the GR is created for activity type of subcontract order or subcontract release slip
	Normal - Indicates the GR is created for normal type of sale order
	Certificate on Delivery – Indicates the GR is created for certificate on delivery type of sale order
Ref. Doc. Date From	The starting reference document date, in the range of reference document dates, from which the reference document details must be retrieved (Date Format). Ensure this date is lesser than or equal to the system date. The system lists all the reference documents that are raised later than this date. Leave this field blank, to retrieve all the reference documents, irrespective of the starting date.
Ref. Doc. Date To	The ending reference document date, in the range of reference document dates, till which the reference document details must be retrieved (Date Format). Ensure this date is lesser than or equal to the system date. The system lists all the reference documents that are raised till this date. Leave this field blank, to retrieve all the reference documents, irrespective of the ending date
Folder	Use the drop-down list box to search by the folder of the reference document by which it is referred. The drop-down lists all the user defined values in the Type Setup Component for the Reference Document. Select “All” to display all the reference document irrespective of its folder
Created At	Use the drop-down list box to search by the organization unit where reference document was created. The drop-down lists the login OU and all the ordering OUs of Purchase Order, Purchase RS, Subcontract Order, Subcontract RS, Sale Order. Select “All” to display all the reference document irrespective of where it is created.

Note: If the reference document is GRN or unloading document Create At OU will be Login OU.

Adhoc Item Class	Use the drop down list box to select the classification under which the non-codified items are defined. The drop-down displays all the “Adhoc item class” defined in the “Type Setup” Component and None is the default value.
Item Code	The unique code identifying the Item (Alphanumeric, 32) You can enter the item code in full or specify it partially using the “*” character. The system retrieves all the reference documents containing item code similar to the code entered here. Leave this field blank, to retrieve all the reference documents, irrespective of the item
Variant	The variant of the item (Alphanumeric, 8). You can enter the variant in full or specify it partially using the “*” character. The system retrieves all the reference documents containing variant code similar to the variant entered here. Leave this field blank, to retrieve all the reference documents, irrespective of the variant of the item
Desc.	The textual description pertaining to the item-variant (Alphanumeric, 150). You can enter the description in full or specify it partially using the “*” character. The system retrieves all the reference documents containing description similar to the description entered here. Leave this field blank, to retrieve all the reference documents, irrespective of the description of the item-varaint or Adhoc Item Class
Supplier/Customer Code	The unique code identifying the supplier or customer (Alphanumeric, 16) You can enter the supplier/customer code in full or specify it partially using the “*” character. The system retrieves all the reference documents containing supplier/customer code similar to the supplier/customer code entered here. Leave this field blank, to retrieve all the reference documents, irrespective of the supplier/customer code
Name	The name of the supplier/customer associated with reference document (Alphanumeric, 60) You can enter the name of the supplier or customer in full or specify it partially using the “*” character. The system retrieves all the reference documents containing the supplier or customer name similar to the supplier/customer name entered here. Leave this field blank, to retrieve all the reference documents, irrespective of the supplier/customer name

Click the "Search" pushbutton to display the search results in the multiline

The system displays the following fields in the multi-line

Reference Doc.	The type of the reference document. The different types possible are Purchase Order (PO), Purchase Release Slip (RS), Subcontract Order (SCO), Subcontract Release Slip (ScRs) or Sale Order (SO)
Ref. Doc. No.	The unique code identifying the reference document
Referred Doc.	The intermediate document referred by the GR. This normally refers to the intermediate reference document like the Pre-GR Acknowledgement, Unloading Document, Goods Return Note
Referred Doc. No.	The unique code identifying the referred document
Referred Doc. Line No.	The line number of the item in the referred document
Created At	The OU where the reference document is created
Date	The creation date of the reference document
Supplier/Customer Code	The unique code identifying the supplier or customer
Name	The name of the supplier or customer
Folder	The classification of the reference document by which it is referred

Check the box in the “Select” column of the multiline, to mark the reference based on which the GR is created

Select Reference Document - An Overview

If you know the reference document, the OU where the reference document was created and reference document number, you can enter it directly. Otherwise, you can carry out a search based on the reference document, the number of the reference document, the type of the reference document, the folder reference document belongs and the date range within which you want to retrieve the reference documents. You can also search based on the supplier code, the name of the supplier, the item code, the description of the item and the variant of the item.

The system retrieves all the reference documents, which are in the “Open/Authorized/Frozen” status, based on the search criteria entered. Apart from retrieving the reference documents, this page also gives you an option to view the details of the item available in the reference document.