The arrival and receipt function is flexible, allowing you to perform actions
even if they are not planned and/or set up from the beginning. The most efficient
way of working is to use one of the receive cases together with default locations
adapted to the actions in the receive case.
In the receipt function, you can perform the following:
The working process of the receipt function is affected by:
Receive cases can be seen as guidelines in the working process. A common way of working is to have a default receive case and any inspection code specified for the relevant source object. This receive case and any quantity to inspect is then indicated by default when the source order is entered. Purchase orders gets the default receive case from the purchase order line. You can change a receive case directly on a purchase order line or in connection with the arrival registration. If you are changing from a receive case without inspection to a receive case with inspection, you also must indicate an inspection code. Note that for purchasing of inventory parts receive cases can be defined when supplier for purchase part records are created. The receive case Receive into Arrival is indicated by default if nothing else is specified.
Shipment orders with receiver type
Site gets the
default receive case from Site/Shipment
Management. Shipment orders with receiver
type Remote Warehouse
use the following order to find a default receive case:
The flexibility of the receipt function allows you to perform actions even if they are not included in the current receive case.
Example: If you have a receipt line with an inventory registered purchase part and the receive case Receive into Arrival (no inspection demand at all), you can move the parts to an inspection location, inspect the parts and enter the results, and then move them into a stock location.
The available receive cases are: Receive into Inventory, Receive into Arrival, Perform Putaway, Receive into Arrival, Receive into Arrival/Inspect at Arrival, Receive into Arrival/Inspect at QA, and Receive into QA/Inspect at QA.
| Receive Case | Inventory part | Non-inventory registered purchase part | No-number part |
| Receive into Inventory | Yes | No | No |
| Receive into Arrival, Perform Putaway | Yes | No | No |
| Receive into Arrival | Yes | Yes | Yes |
| Receive into Arrival, Inspect at Arrival* | Yes | Yes | Yes |
| Receive into Arrival, Inspect at QA* | Yes | No | No |
| Receive into QA, Inspect at QA* | Yes | No | No |
The receive cases with * mark in above table are not supported for shipment order receipts.
When the arrival registration is done, the parts are received directly into
a stock location, e.g., a picking location. You cannot use this receive case if mandatory create analysis has been chosen
in IFS/Quality Management. (A receive case with inspection is recommended for
such instances).
When the arrival registration is done, the parts are received to the default
arrival location and then moved to the best possible location available. Transport
tasks are created suggesting the move from the arrival location to the best
available location(s) in stock.
When the arrival registration is done, the parts are received into an arrival
location. (When entering a purchase order line, the receive case Receive into
arrival is indicated by default if nothing else is specified for the supplier
relationship for the purchase part.) Then the inventory parts and the
inventory registered purchase parts
should be moved into a stock location in order to complete the receipt. For non-inventory registered purchase
parts and no-number parts, the receipt is completed.
You cannot use this receipt case when using Control Plans - Purchasing in IFS/Quality
Management (It is recommended that you use a receive case with inspection for
such instances).
When the arrival registration is done, the parts are received into an arrival
location. The inspection should be done at the arrival location. Then, you can
enter the inspection results and move the inventory parts and inventory registered purchase parts
to a stock location. For non-inventory registered purchase parts and no-number
parts, the receipt is completed.
When the arrival registration is done, the parts are received into an arrival
location. Move the parts to an inspection location, inspect the parts, and then
enter the inspection results before moving the parts to a stock location.
When the arrival registration is done, the parts are received directly into
an inspection location. Inspect the parts and enter the inspection results before
moving the parts to a stock location.
When the arrival registration and any required inspection is performed (with or without an inspection location), the inventory parts should be moved into one or more stock locations, e.g., a picking location. Once moving into a stock location, the receipt line with inventory 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 to execute the move.
In some cases you have the need for receiving the part into arrival or QA in one address and then do a transportation to another address where the final receipt should be done. This can be handled by initiating a move with shipment order for parts and handling units in arrival and QA location. A shipment order will be created with the purchase order receipt as demand code and reference on the shipment order line. The selected parts or handling units will be excluded from the purchase order receipt and will be added back to the purchase order receipt in the new location once the shipment order is received.
The different statuses on a receipt line and on the corresponding source order line are:
In the arrival and receipt function, you can use three location categories:
arrival locations, inspection locations, and stock locations. (Note: No-number
parts and non-inventory registered purchase parts do not use any locations.)
When performing an action, such as an arrival registration or a movement, the
system is searching for an adequate location dependent upon the step that is
performed in the receive case flow. The proper location is indicated corresponding
to the priority order described below. Notice that a default stock location
cannot be retrieved per site.
An arrival location can be any of the following for shipment orders with receiver type Site and purchase orders:
For shipment orders with receiver type Remote Warehouse:
An inspection location can be any of the following for purchase orders:
A stock location can be any of the following for shipment orders with receiver type Site and purchase orders:
For shipment orders with receiver type Remote Warehouse:
A lot or batch is a quantity of parts produced together that shares the same
production specifications and costs. Each item is uniquely numbered to make
it possible to track back to the original shipment or production run. In IFS/Part
Catalog, you can indicate Lot Tracking, Not Lot Tracking, or Order Based. If
you have indicated Order Based, the lot/batch number is automatically generated
in connection with the arrival registration. If Lot Tracking is indicated, you
must enter a lot/batch number either at the arrival registration or later in
the receipt 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 at a later time. 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.
To be able to specify serial numbers, serial tracking at receipt and issue and serial tracking after delivery must have been activated 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, automatic or manual, also must be specified. Serial numbers can be reserved by clicking Serial Reservation on the purchase order line. Reserved serial numbers are used first and are automatically displayed at the arrival registration. Automatically generated serial numbers are automatically displayed. When specifying the serial numbers manually, you can click Sequence and create a sequence of numbers, adding prefixes and suffixes (both numerical and alphanumerical). When the serial tracking is activated, it will be mandatory 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.
The arrival and receipt can be canceled anywhere in the work flow, allowing
you to begin again by entering the source order arrival. However in the
Purchase order receipt, this is
not possible if an invoice has been matched to the receipt, if any parts have
been scrapped or returned, or if the connection between the receipt line and
the stock location is broken. (Note: On a receipt line with a quantity scrapped
or returned, you can undo this and then cancel the receipt).
When an arrival or a receipt is canceled, the status is changed to Canceled.
The source order line is automatically opened, and the status is rolled back
to Confirmed on the purchase order line and In
Progress on the shipment order line. If all receipt lines on
a purchase order are canceled, even the status on the purchase order header
is rolled back to Confirmed.
When a shipment order is or has been used to move purchased parts between different arrival and QA locations i.e. a shipment order line having demand code purchase receipt, then neither the purchase receipt or the shipment order receipt can be canceled.
The source order line is automatically closed when all receipt lines corresponding
to that source order line have the Received status. Also
the purchase order line have the Received status, when
the received quantity of the purchase order line is within the specified closing
tolerance. This assumes that the automatic closing function is enabled. The
source order line is closed, and the status is updated to Closed.
A purchase order line might need to be closed manually if, for example, it is
determined that the supplier cannot deliver the entire order or if the automatic
closing function is not activated. Close the purchase order line by clicking
Status and then clicking Close on the lower part of the page.
An inspection code indicates that the purchased parts must be inspected. A purchase
order line having a receive case containing an inspection demand also has an
inspection code. You cannot change the inspection code on the receipt line,
but the quantity to inspect can be changed in the proper field/column whenever
you desire. Even if the receipt line does not demand any inspection, it is possible
to specify a quantity to inspect.
When there is an arrival with purchase order lines having a receive case with
an inspection demand, the quantity to inspect is calculated or indicated by
the inspection code. On the other hand, these inspection codes may also be used
in control plans, which may in turn be used during the receipt process. Here
too, inspection codes determine the sample size of the received goods to be
inspected. The inspection code can be either a percentage or a fixed quantity.
However, if the inspection code has a fixed quantity to inspect, such as 5 parts,
and the purchase quantity is 2 parts, the system decreases the fixed quantity
to inspect to 2 parts. A message box informs you about the change.
A W/D/R number indicates that specific parts are somehow not fit for use, i.e.,
they are discrepant, deviant, rejected, etc. A particular location can contain
the same parts, but the parts have different W/D/R numbers. This number is used
for tracking or selection purposes and can be used, together with the availability
control.
You can specify a W/D/R number on the receipt line in connection with the arrival
registration. Then, you can update an existing W/D/R number or specify one or
more new numbers for a receipt line in the receipt function. In connection with
this action, you can print new barcode labels.
A W/D/R number can be specified for parts located in particular stock location
types (picking, floor stock, and production line). This is also possible for
the location types arrival and quality assurance.
The expiration date is the validity period of storage for the part. Commonly,
this date is calculated in connection with the arrival registration by using
any settings for durability days and durability weeks on the inventory part.
However, you can manually specify an expiration date on a specific receipt line
via the selection Set Expiration Date... in the Operations menu in the receipt
function. Independent of how this date is specified, you can change this date
by using the previously mentioned operation.
It is strongly recommended to use the expiration date along
with serial numbers or lot/batch numbers. Otherwise, the expiration date is
valid for all parts with the same part number on this specific location; if
you change the expiration date on a receipt line, you are changing the expiration
date for all parts with this part number on this particular location. However,
if you have the same part number but different W/D/R numbers in a specific location,
only the parts with the same W/D/R number must have the same expiration date.
Barcode labels can be printed when the source order arrival is entered.
Information printed on the barcode label for parts are part number, any lot/batch
number, any W/D/R number, pack size, any serial number, engineering change level,
and the barcode. The barcode ID is randomly assigned by the system.
When printing barcode labels for parts, a dialog appears where the number of
copies and standard pack size can be entered. The standard pack size is either
automatically indicated or should be specified. This depends on whether a default
value for the standard pack size is entered for the supplier for the related
purchase part. The quantity of barcode labels that will be printed is calculated
from the standard pack size. Example: The supplier always delivers the parts
in packages of 10 parts. This receipt line has an order quantity of 50 parts.
Enter 10 in this field and the system calculates how many barcode labels will
be printed. In this case, 5 barcode labels will be printed. If serial tracking
is used, the standard pack size must be 1; in the aforementioned example, 50
barcode labels would be printed if the parts were serial-handled.
Barcode labels can be printed several times. For parts, a barcode ID is assigned
every time you reprint the barcode labels.
If barcode labels have been printed for the receipt line and you must change
the W/D/R number, you must specify which specific barcode ID you are changing.
You must also specify whether you want to reprint the barcode label after the
update.
Functionalities of IFS/Quality Management can be used to enhance the receipt
process. If you are using IFS/Quality Management and have created an analysis,
tested the parts in question, and reported the results in this component, you
should use these results as a guideline when you enter the inspection results
in the receipt function.
You can either maintain the use of IFS/Quality
Management in the receipt function as an open option, or make it an integral
part of the receipt process. This depends on how the basic data is set up in
IFS/Quality Management:
The quantity to inspect in the receipt process may be obtained directly from
the receive case and its inspection code, or from the control plan and its inspection
code (if IFS/Quality Management is used), and is based on the quantity available
after any returning or scrapping.
The ownership transfer point decides if parts received into an arrival or quality
assurance location should be considered company-owned or supplier-owned. If
the Ownership Transfer Point list in the Company/Supply
Chain Information/Warehouse Management tab is set to Receipt
into Arrival, parts received into an arrival or quality assurance location are
owned by the company. As such inventory postings are created at the point of
receiving stock into an arrival or quality assurance location.
In the event the Ownership Transfer Point list is set to receipt
into inventory, parts received into an arrival or quality assurance location
are considered owned by the supplier until they are moved into a stock location,
e.g., picking, floor stock, shipment. As such inventory postings will
not 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 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.
The Post Price Difference at Arrival option in the Company/Supply
Chain Information/Warehouse Management tab decides whether
price differences should be calculated and posted at purchase order arrival
or at the time of matching invoices. If this option is enabled, 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.