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This page allows you to create a Goods Receipt Document (GR) based on the selected ordering document or reference document. Tell me more
Select the “Create Receipt Document” link in the “Select Reference Document” page to create the receipt document
The “Create Receipt Document” page appears.
The system displays the following in the header
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Status |
The status of the GR |
Enter the following fields in the “Receipt Details” group box
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Receipt No. |
The unique number identifying the GR (Alphanumeric, 18) Mandatory. This number is automatically generated and displayed by the system at the time of creating the GR, based on the numbering type selected in this page. The number should be entered if the “Numbering series” is “Manual” |
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Receipt Date |
The date on which the GR is created (Date Format) |
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Numbering Series |
Use the drop-down list box to select the numbering series for the “Receipt No”. The drop-down lists all the valid numbering types that is having prefix-suffix combination in the “GR” OU for the transaction type “Receiving” and “GR” along with blank option |
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Entry No. |
The entry number for the unloading number |
Enter the following:
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Receipt Folder |
Use the drop-down list box to select the folder of the GR by which it is referred. The drop-down lists all the user defined values in the “Type Setup” Component for the “GR Folder” |
Enter the following fields in the “Receipt Details” Group box. The values are defaulted if the reference document is “Unloading Doc”
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Gate Pass No. |
The unique code identifying the gate pass (Alphanumeric, 18) |
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Gate Pass Date |
The date of creation of the gate pass (Date Format) |
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Carrier |
Use the drop-down list box to select the carrier through which items will be transported. |
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Zoom facility available |
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Carrier Name |
The system displays the carrier name. |
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Vehicle No. |
The registration number of the vehicle in which the items are received (Alphanumeric, 20) |
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Mode of Transportation |
Use the drop-down list box to select the mode of transportation of the items |
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No. of items/Packages |
The number of items or packages delivered by the vehicle (Integer) |
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UOM |
The unit of measurement of the consignment (Alphanumeric, 10) |
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Help facility available |
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Delivery Note No. |
The unique number identifying the delivery note given by the transporter (Alphanumeric, 18) |
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Delivery Note Date |
The date of the delivery note (Date Format) |
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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. |
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Net Weight |
The weight of the item. It is calculated as gross weight minus tare weight. |
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Tare Weight |
The weight of the container. |
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LR\WB\BL No. |
The unique number identifying LR\WB\BL (Lorry Receipt \ Airway Bill \ Bill of Ladding) receipt number for creating receipt document. |
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LR\WB\BL Date |
The date on which LR\WB\BL (Lorry Receipt \ Airway Bill \ Bill of Ladding) receipt is created. |
Enter the following fields in the “Receipt Details” Group Box
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Freeze Receipt Level |
Use the drop-down list box to select the level at which GR is to be frozen for further processing. The option available are as follows |
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Total Value (Base) |
The total value of the GR in base currency. |
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Freeze Receipt Date |
The date on which the GR is frozen (Date Format) |
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Employee Code |
The code identifying the employee who created the GR |
The system displays the following details in the “Ref. Doc. Details” group box.
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Refrd. Doc. |
The intermediate document referred by the GR. This normally refers to the intermediate reference document like the Pre-GR Acknowledgement, Unloading Document and Goods Return Note. |
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Refrd. Doc. No. |
The unique code identifying the referred document |
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Ref. Doc. Line No. |
The line number of the item in the referred document |
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Ref. Doc. |
The type of the reference document. The types of reference document are Purchase Order, Purchase Release Slip, Subcontract Order, Subcontract Release Slip, and Sale Order. |
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Ref. Doc. No. |
The unique code identifying the reference document |
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Amendment No. |
The unique code identifying the last amendment, made to the reference document. |
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Created At |
The organization unit in which the reference document was created |
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Ref. Doc. Date |
The date of creation of the reference document |
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Type |
The type of the reference document |
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Ref. Doc. Folder |
The classification of the reference document |
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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) |
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Auto Invoicing |
Displays whether invoice is automatically generated on freezing the GR |
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Supplier/Customer Code |
The unique code identifying the supplier or the customer |
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Name |
The name of the supplier or customer |
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Zoom facility available |
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Contact Person |
The Name of the person who can be contacted in case of any clarification regarding the procurement of Items in the GR on behalf of the Supplier |
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Zoom facility available |
Enter the following fields in the “Reference Doc. Details” group box
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Shipped from |
Use the drop-down list box to select the supplier location from which the item is shipped. The drop-down lists all the “Address ID” available in the “Supplier Component” |
The system displays the following information in the “Reference Document Details” group box:
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Credit Note No. |
The number identifying the credit note. |
Enter the following fields in the “Reference Document Details” group box:
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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. |
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Help facility available. |
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Ref. ID. |
A unique reference ID generated by the system for each LC No - Bank code combination. (Alphanumeric, 70). |
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Help facility available. |
The system displays the following information in the “Reference Document Details” group box:
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LC Expiry Date |
The date after which the LC becomes invalid for further transactions. |
Click “Get all Order Line No.” to display the Line numbers details associated with reference document in the “Line Details” multiline
The system generated the following on creating the document
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Receipt Line No. |
The unique line number of the item in the GR |
Enter the following fields in the “Line Details” multiline
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Ref. Doc. Line No. |
The line number of the item in the reference document (Integer) |
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Press <Enter> Key |
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Help facility available |
The system displays the following information in the “Line Details” multiline
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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. |
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Schedule No. |
The unique code identifying the schedule for which the items are received. |
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Schedule Date |
The date on which the items in the schedule needs to be delivered |
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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. |
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Item Code |
The unique code identifying the item |
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Variant |
The variant of the item |
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Desc. |
The textual description of the item |
Enter the following fields in the “Line Details” multiline
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Delivery Note Qty |
The number of units to be delivered as per the delivery note (Integer) |
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Received Qty |
The actual number of units received as per the GR (Integer). This value should be greater than zero. The received quantity should not be greater the sum of pending receipt quantity and receipt tolerance quantity |
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Receiving 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 in the “Line Details” multiline
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Order Qty |
The number of units ordered as per the reference document |
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Pending Receipt Qty |
The number of units of the line item not yet received as per the reference document |
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Pending Receipt Qty = Order quantity – total quantity received + Total rejected quantity |
Enter the following fields in the “Line Details” multiline
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Quarantine Qty |
The number of units quarantined (Integer). This value should be equal to zero in order to freeze the document |
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The status of the GR is set “Draft” if the quarantine Qty is above zero on clicking the “Create Receipt Doc” pushbutton |
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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 in the “Line Details” multiline
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UOM |
The unit of measurement of the item |
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Adhoc Item Class |
The adhoc class to which the item belongs if the item is a non-codified item |
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Drawing Revision No. |
The engineering drawing revision number pertaining to the line item |
Enter the following fields in the “Line Details” multiline
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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 |
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The system displays the following information in the “Line Details” multiline
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Matching Type |
The matching type for the item as per the reference document. Two Way, Three Way at PO, Three way at GR, Four Way at PO and Four Way at GR |
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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”. |
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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. |
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Tolerance %(-ve) |
The negative tolerance percentage for the delivery 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. |
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BOM Code |
The unique code identifying the bill of material, which defines all the constituent items and their quantities of the subcontract item. |
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Consignment Rule |
The rules attached to the usage of the items if it is of consignment type. |
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Order’s Ref. Doc. Type |
The type of document referred by the reference document. |
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Order’s Ref. Doc. Line No. |
The line number of the document referred by the reference document |
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Other GR Received Qty |
The Total number of units of the line item received in all the earlier receipts |
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Other GR Accepted Qty |
The total number of units accepted of the line item |
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Other GR rejected Qty |
The total number of units of the line item rejected in all the earlier receipts |
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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 |
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PO Rate |
The cost of the item specified in the PO |
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Rate Per Qty. |
The quantity of the item for this the PO rate is specified. |
Enter the following:
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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.
The system displays the following information in the “Line Details” multiline
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Project OU |
The OU where the project was created. |
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Project Code |
The code identifying the project. |
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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.
Click “Create Receipt Doc.” At the bottom of the page to save the Receipt details
The system displays the success message
The status of the GR is set to “Fresh”
The system displays the following fields:
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Created By |
The Login id in which the GR has been created. |
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Created Date |
The Date on which the GR has been created. |
Click “Freeze Receipt ” At the bottom of the page to save the Receipt Details and approve it for further processing
If the “Freeze Receipt Level” is “Line” and if the number of stages to do the freeze receipt is “Two” then line items whose status is “Fresh” is updated to “Quantity Frozen” and 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 view the Item Details of the GR
Select the “BOM Details” link at the bottom of the page to view the Bill of Material for Subcontract Order reference document
Select the “Specify Source 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 to assign the line items to consumption points.
Select the “Attach Notes” link at the bottom of the page to Attach Notes
Select the “Edit Receipt Document” at the bottom of the page to modify the GR
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.
Select the “Update Form Details” link at the bottom of the page to specify the form details of the reference document.
Create Receipt Document - An Overview
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The GR cannot be created without referring to the Reference Document. The GR can refer to only one reference document. The unit of measurement (UOM) and the cost of the items should be the same as the UOM and the cost of the item in the reference document. If any change is needed the reference document needs to be amended with the new UOM and cost before proceeding with the GR.
This page allows you to specify all the delivery details for the GR like the carrier name, vehicle number in which the items are transported, transportation mode, number of items transported, UOM of the items, the consignment weight of the items delivered and the employee responsible for receiving the items. These details are displayed if the reference document is an unloading document.
You can view all the details pertaining to the reference document and the referred document. The referred document details are displayed only if it is Pre-GR Acknowledgment, the Unloading document or the Goods Return Note.
On entering the line number of the item in the reference document the system displays all the details pertaining to the line item like item code, variant, description, the quantity specified in the delivery note, the number of items received as per the schedule, the quantity order of the item, the number of units not received pertaining to the delivery schedule, the tolerance level of the items, the type of inspection to be done on the items.
You can freeze the GR 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”
On entering the received quantity and/or TCD details, Freeze Receipt can be done. The system calculates the purchase value of the line item as sum of the basic value of item, line TCD value and the document level TCD value apportioned to the item.
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 of the same 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.
