Report Arrival with Serials

Explanation

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

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. You can also split the receipt line into several locations by indicating different destination locations for specific serial numbers. Partial receipts can be entered for a receipt line that is partially delivered by the supplier. Some of the indicated data can be changed either directly on the receipt line or in the corresponding dialog box.

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. If the catch quantity is reported at arrival for an arrival or QA location, the following will apply:

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

• Any catch quantity is accepted; null, zero, or greater than zero.
• If the entered catch quantity is greater than 0 (zero), the location for this part will require a catch quantity as long as the inventory quantity is greater than zero.

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

• The system ignores any entered catch quantity, the transaction is accepted with no messages. 

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

• The system demands a catch quantity, and if a catch quantity is not entered (or zero is entered), then a message is displayed.

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

To be able to report the arrival with serial numbers, serial tracking at receipt and issue and serial tracking after delivery, must have been activated in IFS/Part Catalog. A serial rule, either automatic or manual must also be specified. Serial numbers can be reserved using the Operations menu on the purchase order line. The reserved serial numbers are used first, and they are automatically displayed in the Serial No column. Automatically generated serial numbers are also automatically displayed in the Serial No column. When you specify the serial numbers manually, you can click Sequence and create a sequence of numbers, as well as add prefixes and suffixes (both numerical and alphanumerical).

Example: Prefix = ABC, Suffix = DEF

This example would give ten serial numbers: ABC110DEF, ABC111DEF, ABC112DEF, ABC113DEF, ABC114DEF, ABC115DEF, ABC117DEF, ABC120DEF, ABC121DEF, ABC122DEF.

When serial tracking is activated, it is required to specify serial numbers during the arrival and receipt flow. If the part is serial tracked in inventory, it will always have a serial number in inventory and throughout the life cycle. If the part is serial tracked at receipt and issue but not serial tracked in inventory, the part will not have a serial number in inventory.

Supplier warranty information defined for the purchase order line will be copied to the Part Serial window when the part is tracked. A valid period is calculated for all time-based supplier warranty conditions for the part.

If the Customer Order Connection parameter is set for a warranty type, the calculation takes place when the part is delivered to a customer.

If the Convert to Customer Warranty parameter is set, the supplier warranties are copied to customer warranties on the purchase part in the Part Serial window. The Valid To and Valid From parameters are also copied.

Note: When the MRO demand code is used, you cannot modify the receipt conditions, the condition code, or the serial number at arrival registration.

When registering the arrival of a serial, you have the option of changing the operational condition of the serial to either Operational or Non Operational.

Prerequisites

• A purchase order with at least one order line must have been created, and released or confirmed.
• To enable serial tracking, you must activate serial tracking at receipt and issue as well as serial tracking after delivery in IFS/Part Catalog. If serial tracking in inventory is activated, then serial tracking at receipt and issue must also be activated. A serial rule, either automatic or manual, must also be specified.
• If reserved serial numbers should be used, these numbers must have been reserved on the purchase order line.
• 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 chosen 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).
• Receive into Inventory must not have been selected as the receive case if you have chosen Mandatory Create Analysis in IFS/Quality Management.
• If you wish 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 wish 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 will be entered as arrived. The receipt line status will be different depending on the receive case:

• Receive into Inventory: The receipt line acquires the Received status.
• 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 you have chosen 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 even if the line had not been connected to a project activity but the demand code is set to Project or Project Delivery, parts will be received into the project inventory. In all the other cases, inventory parts will be received into the standard inventory.

If the Ownership Transfer Point list in 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 no inventory postings will be created until the parts are moved into a stock location.  These parts will not affect the inventory value or inventory part statistics. Quantities of these parts in the arrival or quality assurance locations will be included in the supply/demand views so as to avoid multiple supplies for a demand created. Receipts made into 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 in 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.

For serial handled inventory registered purchase parts with a Company Owned ownership type, postings are created for each serial number 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 the parts that have either Customer Owned or Supplier Loaned ownership types.

For parts with component parts or a supplier material structure, where the back flush of the components has been decided, a direct automatic issue of the component parts will take place upon arrival registration of the main part. The quantity of the component parts back flushed 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 is taken into consideration when there are not enough component parts available at the back flushing location. If the parts do get back flushed, the back flushed quantity will get updated accordingly.

If the Post Price Difference at Arrival check box on the Company/Distribution tab is selected, price differences will be booked both at 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.

When reporting the arrival of parts that are owned by a customer for whom the part acquisition values are handled, the unit price (excluding any discount or additional cost) from the purchase order lines will be used to automatically create the initial estimate part acquisition values. This is true as long as the values have not been entered on the applicable acquisition value level (part, lot/batch, or serial) for the arrived part numbers.

If the serial-tracked parent part has been in inventory before, its persistent ownership is updated in both the Part Serial and the As Built Structure windows. Additionally, the persistent ownership of component material that is not Supplier Loaned changes to the new part ownership of the parent part.

When the arrival is made with consignment stock management (a Consignment ownership type), postings are created with 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 is included in the purchase price. Postings are created with the 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, so when calculating the value of the parent part, 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 an purchase exchange order is registered, the following accounting occurs:

• 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.

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 a tracked purchase part arrives, this part is stored in the Part Serial window. Also, the supplier warranty information is copied from the purchase order line part to the Part Serialwindow.

When transferring supplier warranty data to the Part Serial window, calculation of the valid supplier warranty period takes place if the part is tracked. The Arrival Date is used and all the time based warranty conditions are given a Valid From and Valid To date, using the minimum and maximum values given on the different warranty conditions connected to the purchase order line. The Valid From and Valid To attributes are stored in the Part Serial window to be transferred later to IFS/Service Management.

If the Customer Order Connection parameter is set for a warranty type, the calculation takes place at the time of delivering the sales part in which the purchase part is included.

If the Convert to Customer Warranty parameter is set, the supplier warranties are copied to customer warranties on the purchase part in the Part Serial window. The Valid To and Valid From parameters are also copied.

If the Print Serviceability Tag check box is selected, the serviceability tag is printed for the serial. Serviceability tag refers to the tag used in the Aviation industry to clearly identify an uninstalled component or assembly and its current status. The serviceability status is automatically determined by the system based on the operational status and operational condition (current or new operational condition) of the serial. Therefore,

• If the operational status of the serial is Scrapped, the serviceability tag is printed with the Scrapped serviceability status.
• If the operational condition of the serial is Operational, the serviceability tag is printed with the Serviceable serviceability status.
• If the operational condition for the serial is Non Operational, the serviceability tag is printed with the Unserviceable serviceability status.

If you have selected a new operational condition, the operational condition of the serial is changed to the new value. If a serviceability tag is selected to be printed for the serial, the new operational condition will be used to determine the status in which the tag should be printed.
 

Window

Register Purchase Order Arrivals

Related Window Descriptions

Register Purchase Order Arrivals
Receive with Serials/Lots

Procedure

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 with Serials/Lots.
4. The Receive with Serials/Lots dialog box opens. You must enter a receipt reference when the automated invoicing function (self-billing) is used. You can also adjust some data on the receipt line. (For further information, see the corresponding activity description.)
5. In the New Operational Condition field, enter the new operational condition for the serial. Entering a value in this field is optional. Note: If this field is left blank when moving the serial to inventory, the serial will receive its current operational condition.
6. Select the Print Arrival Report check box if you want to print an arrival report.
7. Select the Print Serviceability Tag check box to order the serviceability tag report for the serial being received. 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.
8. When reserved serial numbers exist or the automatic serial rule is used, the serial numbers in the Serial No column are displayed automatically. If the manual serial rule is used and reserved numbers do not exist, you must either enter a serial number for each part line or use the sequence generator.
9. To use the sequence generator, click Sequence and the Enter Sequence/Interval dialog box opens. Specify a prefix or suffix if desired. Enter a start value and an end value for the sequence and confirm by clicking OK. This dialog box closes and you are returned to the previous dialog box.
10. 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.