Receiving New Parts Into Stock

Note: The steps described here are for receiving a new part, or parts, into stock from a supplier. The process for receiving an old or worn part from a customer involves the same steps with additional items described in receiving an old or worn part from a customer.

You can receive new parts into stock in two ways:

• Use the standard purchase control facility to manually receive the parts in, line by line

• Use the "Receive/delete" option to receipt an entire order or GRN in at a time

The latter method is normally used if advice note upload software is available for the manufacturer.

What do you want to do?

Receive a part through purchase control

Receive an entire order or GRN

Receiving a Part Through Purchase Control

You can receive a part through purchase control only if its return label allows creation of a surcharge part record in purchase control. To receive into stock a surcharge part (conforming to the parameter settings required for inclusion) through purchase control you are required to enter the return label number and expiry date.

To initiate the order record

1. On the main menu select Purchase control

   The Purchase control menu is displayed.

2. On the Purchase control menu select the Purchase control option

   The Purchase Control form is displayed (after an Operator selector popup).

3. Click the Header button on the Purchase Control form

   The Purchase Order Header form is displayed.

   Note: The order may include more than one part type.

You can generate a new order number or choose an existing order number.

4. To generate a new order number:

1. Click the New button on the Purchase Order Header form

   This generates a new order number -- displayed in the Order text box.

2. Click the ellipsis button [...] on the Purchase Orders form's Supplier text box

   The Supplier Accounts form is displayed.

3. Click the Short Name button on the Supplier Accounts form

   The grid is populated with suppliers.

4. Select an entry, and click the OK button

   You return to the Purchase Order Header form with the Supplier details entered.

4. To choose an existing order number:

1. Click the Order text box's ellipsis button [...]

   The Purchase Orders form is displayed.

1. Click the Account button on the Purchase Orders form

   Account records are displayed in the grid.

2. Select an account from those displayed in the grid and click the OK button

   Note: For the return label tracking to work, the selected account must be for a supplier to whom surcharge return applies.

   You return to the Purchase Order Header form with the account (order and supplier) details entered.

5. After filling out the Purchase Order Header form click the Save button

   The header is created and the Purchase Header form is re-displayed with a blank Order field ready for you to create another order header.

6. When you have finished creating order headers click the Close button on the Purchase Header form

   You are returned to the Purchase Control form.

   Note: The Purchase Control form is displayed with no apparent changes. The header, however, exists.

To create the purchase transaction record

1. Click the Purchase Control form's New line... button

   The Purchase Transaction form is displayed.

2. Enter an order number in the Number text box (in the Order group box) or click the Number text box's ellipsis button [...]

   In the latter case the Purchase Orders form is displayed. (Click the Account button to populate the grid, select an entry, and click the OK button to return to the Purchase Transaction form with the Order number text box containing your selection.)

3. Similarly enter a value into the Purchase Transaction form's Part text box. (Clicking the field's ellipsis button [...] displays the Stock Records form. Click its Part Number button to populate the grid, select an entry, and click the OK button.)

   Note: Beware that certain part numbers represent old or worn parts returned by a customer. (For example they may have 'XP' appended to the part number.) For receiving an old or worn part from a customer see the additional steps described in the help page Receiving an Old or Worn Part from a Customer.

   The Purchase Transaction form is re-displayed, with the Part Number text box filled with your selection.

4. Fill out the fields in the Purchase Transaction form's Detail group box and click the Save button

   A line (record) is displayed in the Purchase Control form's grid, but the Purchase Transaction form is re-displayed on top, ready for you to input (or select) another part number to go in the same order (represented by the order header).

5. When you have finished adding part number records to the order click the Purchase Transaction form's Cancel button

   You return to the Purchase Control form whose grid contains the new lines.

6. On the Purchase Control form select the entry and right-click with the pointer cursor on the 'St' field. On the pop-up menu select Receive to indicate that the part has been received into stock.

   The Purchase Transaction form is displayed.

7. Fill out the Purchase Transaction form's other fields as required, including those in the Last GRN group box, and click the Receive button

   The relevant line in the Purchase Control form's grid has its 'St' field set to the value 'R' but the Auto-created Surcharge Return Labels form is displayed on top.

   Note: The Auto-created Surcharge Return Labels form automatically enters the label number based on the date and time the part was received. You should over-type it with the correct label reference number. If the correct number is not known it can be amended at a later date in return label maintenance.

8. Make any changes to the order line via the Auto-created Surcharge Return Labels form, which returns you to the Purchase Control form.

Updating Return Label Records

If the information requested is unknown when you create the record you must manually update the entry with a return label number and expiry date (in return label maintenance) when the information becomes available.

You can generate a report listing all surcharge returns containing a blank expiry date, and which therefore need completing.

In the Amend Surcharge Return Label form you can set or amend the expiry date by clicking the Change button.

Note: There is a mapping file that can contain expiry date information based on supplier, part number or surcharge code. For example you may set up a local supplier as 30 days on any surcharge part purchased from them. Alternatively, if the manufacturer uses surcharge codes, you may set the expiry time against each code. If an entry exists then the system calculates the expiry date and pre-populates the Amend Surcharge Return Label form's date field. If the date is incorrect or blank it can be set using the Change button.

Receiving an Entire Order or GRN

See also:

Receiving a part through purchase control

Receiving an old or worn part from a customer

The mass receipt facility enables you to receive into stock parts lines on an order in one go, either by order number or GRN number. Use GRN number where the franchise has advice-note-upload software available. The expiry date is, when possible, calculated from the mapping file, otherwise it is left blank.

1. On the main menu select Purchase control

   The Purchase control menu is displayed.

2. On the Purchase control menu select Receive/delete order

   The Mass Receive/Delete Order form is displayed.

Related Topic: Surcharge return tracking (tasks overview)