Work in Progress > Job Postings > Job Receipts

Job Receipts

You use this program to receive a manufactured item into stock from a Work in Progress job.

The program also allows you to automatically kit issue component and labor transactions held against the job and to reverse a job previously receipted (see Reversal of Job Receipt).

Toolbar and menu

Field Description
Options  
Preferences Indicate default selections when processing job receipts (see Preferences).
Set Transaction Date Select this to change the date that must be used for the transaction.
[Note]

This facility should be used with caution - see Transaction Date.
Job

Indicate the job against which you want to process a receipt.

You cannot receipt a job if a partial or full hold exists on any stock item assigned as a material allocation to the job.

If you selected the Preference: Automatic kit issue of job required (Preferences), then you are prompted to kit issue the job (see Job Issues).
Play Select this to view multimedia objects attached to the job.
Post

Select this to distribute the calculated material and labor amounts and post the entries.

The value of material and labor must together equal the total cost of the receipt.

  • Variances

    • Variances are posted when:

      • the Job Receipts program is used to process the receipt
      • the receipt is for a stocked item
      • the job is set to complete when the receipt is processed
      • the variance does not exceed the maximum variance amount or percentage specified at the option: Automatically cleared variance (WIP Setup - General 1 tab).

    • WIP variances arising from a difference between the expected cost of the job and the actual cost of the job is posted to the Automatically cleared variances account (General Ledger Integration) when a value or percentage is set against the option Automatically cleared variance (WIP Setup - General 1 tab) and your inventory costing method is configured as Standard.

    • WIP variances arising from a difference between the value of material/labor issued to the job and the value of material/labor distributed from the job on receipts is posted to the Automatically cleared variances account (General Ledger Integration), irrespective of your costing method when the options: Automatically cleared variance and Apply automatic variance for all cost methods are selected (WIP Setup - General 1 tab).

    • The BOM costs against the stock code's warehouse are used (Warehouses for Stock Code) and not the BOM costs against the stock code (Stock Code Maintenance) when calculating the variance on the standard cost on receipt in when the option: Apply warehouse BOM costs (Inventory Setup - General tab) is selected.

  • Multiple bins

    If the option: Place multiple bins on hold when receipting a job is set to Prompt operator (WIP Setup - General 2 tab), then you are prompted to place the bin into which the job has just been receipted on hold.

    If this option is set to Automatic, then the bin is automatically placed on hold.

  • Lots and Serials

    The Track Component Lots and Serials to Parent program (enabling you to link the lots and serial numbers of component parts to the parent part) is called when all of the following apply:

    • You selected the options: Require component to parent lot tracking and/or Require component to parent serial tracking (WIP Setup - Lots and Serials tab)
    • The components and the parent part are defined as serialized and/or lot traceable (Stock Code Maintenance - Tracking tab)
    • You selected the option: Capture serials at end of WIP inspection and/or Capture lots at end of WIP inspection (WIP Setup - General 1 tab).

  • Inspection

    • The job is receipted into WIP inspection when the option: Work in progress inspection required (WIP Setup - General 1 tab) is selected.

      You use the WIP Inspection Maintenance program to inspect the items and receive them into stock.

      When posting a positive receipt:

      • The quantity in inspection is increased by the quantity receipted.
      • The warehouse quantity on order is reduced by the quantity receipted.

      • The setup option: Place multiple bins on hold when receipting a job (WIP Setup - General 2 tab) is ignored by the Job Receipts program.

        The reason is that lot, bin and serial numbers allocated when receipting a job into inspection are held in inspection until the item is accepted into stock using the WIP Inspection Maintenance program.

      • The quantity manufactured against the job is increased.
      • If you set a value against the option: Automatically clear WIP variances less than (WIP Setup - General 1 tab) and your inventory costing method is configured as Standard, then any WIP variance arising from a difference between the expected cost of the job and the actual cost of the job is posted to the Automatically cleared variances account (General Ledger Integration).
      • All other processing for the receipt is done by the WIP Inspection Maintenance program when the item is accepted into stock.

      When posting a negative receipt:

      • You are prompted to enter the WIP inspection reference to reduce if incomplete inspection references exist for the job.

      • If the stock item is serialized (Stock Code Maintenance - Tracking tab) and the setup option: Capture serials at end of WIP inspection is not selected (WIP Setup - General 1 tab), then you must specify the serial numbers to reverse.

      • If the item is defined as traceable (Stock Code Maintenance - Tracking tab) and the setup option: Capture lots at end of WIP inspection is not selected (WIP Setup - General 1 tab), then the lot number saved against the inspection reference is automatically used.

      • If the option: Multiple bins in use is selected against the warehouse (Browse on Warehouses), then the bin number defined against the inspection reference is automatically used.

      In addition, the following occurs:

      • The quantity in inspection is reduced by the negative quantity entered.
      • The warehouse quantity on order is increased by the negative quantity entered providing the job is not complete.
      • The quantity manufactured against the job is reduced, as are the issues from WIP.

      • The quantity manufactured against the inspection reference is reduced and if applicable, the quantity inspected.

      • The value of the receipt into inspection and the current value in inspection are reduced by the transaction value.

      • The inspection reference cannot be reduced by more than the quantity manufactured less the quantity already accepted, scrapped and reworked.

        If, when processing a negative receipt, the sum of the quantity accepted, scrapped and reworked equals the reduced quantity manufactured, the inspection reference is automatically set to complete.

    • If the parent item is defined as traceable, but the option Without inspection is selected (Stock Code Maintenance - Tracking tab), then the parent item is not taken into inspection, regardless of whether work in progress inspection is required.

    • You must enter the password before you can complete the job receipt into inspection when a password is defined for the activity: WIP Inspection (Password Definition).

    • When WIP inspection numbering method is set to Manual (WIP Setup - Numbering tab), you are prompted to enter an inspection reference number.

  • Sales Orders

    The following applies when the job is linked to a sales order:

    • If the receipt quantity exceeds the quantity on back order against the sales order, you can indicate whether the balance of the quantity must be receipted into stock or whether the order and ship quantities against the sales order must be increased (see Job Linked to Sales Order).

    • Serial numbers are captured against the job receipt when the option: Capture serial numbers for orders is selected (Sales Order Setup) and multiple bins are in use and/or the item is lot traceable.

    • Your selection at the option: Order linked to a receipt (Sales Order Setup - Details tab) determines whether the ship or reserved quantity is updated on the sales order.

    • When reserving stock, the Job Receipts program will always allocate lot, bin and serial information except when a reserved quantity already exists on the sales order and no lot, bin and serial information exists for this reserved quantity.

      For example:

      You created a sales order with:

      • Order qty = 10
      • Reserved qty = 2
      • Back order qty = 8
      • Lots, bins and serials not allocated at time of reserving (i.e. not allocated to the reserve quantity of 2).

      When you receipt the job for the remaining 8 on backorder, lots, bins and serials will not be allocated. The reason is that you cannot have lot, bin and serial information against the 8 items you are now placing in reserve from the job, but not against the 2 items already in reserve.

  • Co-products and notional parts

    • When receipting co-products, a variance journal is created for each co-product set to complete, according to your selections at the setup option: Automatically cleared variance (WIP Setup -General 1 tab).

    • The manufactured quantity for a notional part is updated as a ratio of the total quantity of co-products to manufacture for the job.

      Over receipts of co-product quantities are not included in the calculation.

  • Costing

    • When process a negative job receipt and FIFO costing is in use, if the WIP value does not equal the FIFO bucket cost, a total variance journal is created for the difference.

      The journal transaction type is ‘t’ and the variance is posted to the Warehouse variance account (Warehouse Maintenance).

      The notation on the journal is: 'Negative job receipt incorrect FIFO bin used.'

    • Refer to Processing for processing details when using Actual Costing.

Preferences

You use the Preferences option to indicate default selections when processing job receipts.

Field Description
Save Select this to save your preferences against your operator code.
Close Select this to save the preferences for the current run of the program only.
Preferences  
Retain last cost basis selected

Select this for your last selection made at the Cost basis field to be used as the default for the next job receipt.

If you receipt a job that has zero WIP value, the costing method reverts to Current cost, irrespective of your selection at this preference. Similarly, if your costing method is defined as FIFO (Inventory Setup) and you receipt a job with zero WIP value, the cost basis is changed to Manual cost.
Automatic kit issue of job required Select this to automatically kit issue the components and labor transactions against the job when processing a job receipt.
Warn about blank concession no. entered

Select this to be notified by the system that no entry has been made at the concession number field.

This only applies only to jobs created for traceable items
Give information about generated lot Select this to establish the lot number that was generated if you have posted to a job for a traceable item, and you are using automatic lot numbering.
Do not set job as complete automatically

Select this to prevent a job from being set to complete automatically when the receipt quantity is equal to or greater than the quantity to still manufacture.

If you select this option then the Job complete check box on the Job Receipts screen is always set to unchecked.
Default for SO quantity on over receipt This preference applies to over receipting a job linked to a sales order.

Your selection here determines which option is selected by default, but can be changed at the time of processing the over receipt (see Job Linked to Sales Order).
Increase order quantity Select this if you want to adjust the sales order quantity.

Your selection at the option: Order linked to a receipt (Sales Order Setup - Details tab) determines whether the ship or reserved quantity is updated on the sales order.
Leave order quantity as is Select this if you do not want to adjust the sales order quantity.

Kit Issue

If you selected the Preference: Automatic kit issue of job required (Preferences) then you can issue component parts and labor allocations to a confirmed job from the Job Receipts program.

Field Description
Kit Issue Select this to issue component parts and labor allocations to the confirmed job using the Job Issues program.
Cancel Select this to return to the previous screen without performing the kit issue.
Kit Issue  
Unit of measure This indicates the unit of measure of the item.
Quantity

Enter the quantity for which you want to issue component parts and labor.

This defaults to the quantity outstanding (not yet receipted) against the job, but can be changed.

If you enter a negative quantity, then the labor portion of the receipt is not reversed. Labor is a time factor, and once incurred, its cost is not written back. If you want to adjust the labor portion of a negative receipt, you need to use the Labor Posting program.
Reference Enter a reference for the issue.
Notation Enter a notation for the issue.

Distribution of Material and Labor WIP Amounts

This screen is displayed when you select the Post function. It enables you to distribute the calculated material and labor amounts and post the entries.

The value of material and labor must together equal the total cost of the receipt.

If you selected Actual costing > Lot traceable and/or Actual costing > Batch serial, then actual costing overrides any other costing method defined either by company or by warehouse and applies to all lot/batch serialized items in inventory. When receipting a lot traceable or batch serialized item, actual costing is used (i.e. the WIP value to distribute is based on the actual cost and not the current inventory warehouse cost). In addition, the option: Automatically clear WIP variances less than is only applied if the option: Apply automatic variance for all cost methods is also selected (WIP Setup - General 1 tab).

The values are calculated as follows (using the column names from the Inventory Master table):

  • If you are using Standard costing, then the apportionment is calculated based on the BOM costs held on the parent's inventory master record (i.e. material, labor, subcontract, fixed overhead and variable overhead) as follows:

    Material distribution = Receipt Quantity * (LabourCost + MaterialCost + FixOverHead + VariableOverhead + SubContractCost) - Receipt Quantity * StdLabCostsBill

    StdLabCostsBill is the total (setup, startup, run, teardown, fixed and variable overhead) cost per unit of all the operations attached to the item itself. The StdLabCostsBill value is calculated in the Cost Implosion program and is used for netting off the material distribution costs when receipting in a job.

    Labour distribution = Distribution Total - Material distribution

    When using standard costing, this value could be negative. The reason is that when a job is receipted from Work in Progress, the system calculates the material cost from the Bill of Materials and then deducts this cost from the standard cost. The balance of the cost is assumed to be labor. If the material value consumes the whole standard cost, then the remainder of the BOM cost, which is what is allocated to labor, is therefore negative.

  • If you are not using Standard costing and your Cost basis for the receipt is set to Use WIP value then:

    Material distribution = Material Costs to Date (Held on job header)

    Labour distribution = Labour costs to Date (Held on job header)

  • If you are not using Standard costing and your Cost basis for the receipt is set to Actual cost then:

    Material distribution = Calculated material cost per * Receipt Quantity

    Labor distribution = Calculated labor costs per * Receipt Quantity

  • If you are not using standard costing and your Cost basis for the receipt is set to Current cost or Manual entry then:

    Material distribution = (Value to distribute * Expected Material Cost per) / (Expected Material Cost per + Expected Labour cost per)

    Labor distribution = Value to Distribute - Material Distribution

Field Description
OK Select this to accept the distribution of the material and labor values.
Cancel Select this to return to the previous screen.
Total WIP value to distribute This displays the total work in progress amount for the current receipt.
Value of material to reduce WIP This displays the material value for the current receipt.
Value of labor to reduce WIP This displays the labor value for the current receipt.

Job Linked to Sales Order

This screen is displayed when you post the job if the job is linked to a sales order and the job receipt quantity exceeds the quantity on back order against the sales order.

[Note]

This screen is only displayed for the first over receipt of the job. Any additional receipt quantities processed for the job are automatically placed into stock.

Your selection at the option: Order linked to a receipt (Sales Order Setup - Details tab) determines whether the ship or reserved quantity is updated on the sales order.

Column Description
Sales order This indicates the number of the sales order linked to the job.
Line This indicates the sales order line number for which the job was created.
Receipt quantity This indicates the job receipt quantity you entered.
Back order quantity This indicates the back order quantity on the sales order, for which the job was created.
Field Description
OK Select this to process the receipt according to your selections.
Cancel Select this to return to the previous screen.
Option Indicate whether the balance of the quantity must be receipted into stock or whether the order and ship quantities against the sales order must be increased.

The option select defaults to your selection at the preference: Default option for sales order quantity on over receipt (Preferences).
Increase order quantity Select this to set the order quantity against the sales order to the job receipt quantity plus the quantity already shipped on the sales order.
Leave order quantity as is Select this to leave the sales order unchanged.

The outstanding back order amount is moved to ship and the remaining quantity being received in from the job is moved into stock (i.e. once allocations have satisfied the sales order, the balance of the job quantity receipted goes into stock).

If multiple bins are installed and/or the stock item is serialized or traceable, then bins/lots/serials are allocated to the sales order in the sequence they were entered until that quantity is satisfied, and the balance goes into stock.

Transaction Date

You use the Set Transaction Date option from the Preferences menu (Preferences) to change the date that must be used for the transaction.

Transaction Date

The transaction date defaults to the current system date, if you selected the option: Set accounting date to system date (Operator Maintenance). The transaction date is used as the journal start date and the inventory movement date.

For example, if the transaction extends over two days (e.g. the processing of the transaction begins before midnight and ends after midnight) then the actual date of posting is used instead of the date on which the program was loaded. In this example, the date after midnight is used as the transaction date.

[Note]

We recommend that you exercise caution when setting the transaction date.

A number of programs provide the facility to change the date that must be used for the transaction.

If you change the transaction date manually, then the entered date is used regardless of the actual date on which the transaction is posted.

Regardless of the date you enter, however, the transaction is posted to the General Ledger period that matches the period of the module at the time the transaction is posted (i.e. posting to the General Ledger is period-driven, not date-driven).

Because reports are date-driven, changes to the transaction date can affect the information that is included in the report.

Transaction Date

Field Description
Transaction date Indicate the date that must be used for the transaction.
OK Select this to set the transaction date to the date you entered.
Cancel Select this to return to the previous screen without changing the transaction date.

Job Details

Field Description
Job This indicates the job against which you are currently processing the receipt.
Job description This indicates the description defined against the job.
WIP Ledger code This displays the Work in Progress General Ledger account defined against the job (see Browse on Jobs).
Quantity

Indicate the quantity of the job being receipted.

If you are receipting an item which is traceable and for which a sample quantity must be inspected (Stock Code Maintenance - Tracking tab), then you enter only the quantity you want to receipt directly into stock (without inspection) in this field. You then enter the quantity to inspect in the Inspection quantity field. The total receipt quantity is therefore the quantity entered in this field plus the quantity entered in the inspection quantity field.

[Note]

  • If the job is linked to a sales order, and the receipt quantity is greater than the back order quantity, then the program allows you to increase the sales order quantity by this amount.

    Your selection at the option: Order linked to a receipt (Sales Order Setup - Details tab) determines whether the ship or reserved quantity is updated on the sales order.

  • You will be unable to receipt a job linked to a sales order for which a delivery note has already been printed if the activity: S/O Maintain s/order after d/note print is denied against your operator code (Operator Maintenance - Security tab).

  • If processing a negative receipt (with average costing installed) then the cost is recalculated only if you have not selected the option: Do not calculate average cost on negative receipt (Inventory Setup) and the receipt does not result in a negative quantity on hand for the item.

  • If you receive a quantity that is more than the original quantity to manufacture for the job, then the On order quantity against the warehouse is only reduced by the original quantity to manufacture. This prevents the On order quantity against the warehouse from being understated.

  • You will be unable to enter a quantity which is greater than the outstanding quantity or which is greater than the outstanding quantity less the Quantity in inspection if the activity: WIP Allow over-receipts for jobs is set to Denied against your operator code (Operator Maintenance - Security tab).

  • This field is disabled if the receipt is for a co-product (see Review of Co-products for Job).
Inspection quantity

Enter the receipt quantity that you want to receipt into inspection. Once in inspection, you use the WIP Inspection Maintenance program to receipt the item into stock.

This field is only enabled if you selected the setup option: Work in Progress inspection required (WIP Setup - General 1 tab), and you are receipting an item defined as traceable and for which a sample quantity must be inspected (Stock Code Maintenance - Tracking tab).

This field is disabled if the receipt is for a co-product (see Review of Co-products for Job) or for a negative receipt quantity.
Job complete

This indicates whether the job is complete and is ticked automatically if the receipt quantity is equal to or more than the quantity to manufacture.

You can uncheck this option when processing a negative receipt against a previously completed job.

When you set a job to complete:

  • Outstanding operations are also set to complete, unless the option: Work in Progress load levelling required (WIP Setup - General 1 tab) is selected.

  • All allocations are set to complete and any reserved stock for them is released.

When you set a notional part job to complete and all co-product quantities have been manufactured, the notional part quantity manufactured is set to the notional part quantity to make.

When you set a job which is not fully kitted to complete, the Tear Down time is not added to the job. Tear down time is only processed when operations are set to complete in kit issues/labor postings.

Completed jobs are only purged by the WIP Period End program if there are no outstanding values held against the job.

You can set a previously complete job to incomplete if lots or serials were reserved for the parent item or any allocations. A warning is displayed that there are reserved lots and serials for the WIP Job. If you select to continue the process, all reserved lots and serials against the WIP parent item are flagged as incomplete, provided these allocations were either partially posted to, or there were no issues. Note that the system re-reserves the balance outstanding against allocation. This treatment applies to both serials and lots.

Setting the job to incomplete after having set it to complete does not re-reserve stock for allocations. Stock for these allocations must be manually re-reserved using the WIP Reservations Review program as required.

You can prevent the automatic selection of this option by configuring the preference: Do not set job as complete automatically (Preferences).

This field is disabled if the receipt is for a co-product (see Review of Co-products for Job).
Co-product complete This field is disabled if the receipt is for a co-product (see Review of Co-products for Job).
Cost basis

These options are disabled when

  • your costing method is set to Standard for all warehouses (Inventory Setup - General tab) and you did not select the option: Update last cost if standard costing in use (Inventory Setup - Options tab)
  • you are using costing by warehouse and the warehouse into which you are receipting the item is set to Standard (Warehouse Maintenance) and you did not select the option: Update last cost if standard costing in use (Inventory Setup - Options tab)

If your Costing method is set to Standard (Inventory Setup or Warehouse Maintenance) and you selected the option: Update last cost if standard costing in use (Inventory Setup - Options tab), then these options are enabled.

When you use Standard costing, the transaction value to post is calculated using the standard cost defined against the warehouse. The apportionment of the transaction value between material costs and labor costs is done as follows: All material costs from the bill of material are accumulated to give the total material cost for the item. This total material cost is subtracted from the transaction value (the standard cost defined against the warehouse) and the difference is then the total labor cost. A WIP variance occurs if the actual material and labor costs for the job differs from the standard cost defined against the item. You use the Job Variance program to print a report of these variances.
Current cost Select this to use the current inventory cost of the item (extracted from the warehouse file) as the basis according to which the value of work in progress must be reduced.

This cannot be selected with FIFO or LIFO costing (Inventory Setup - General tab or Browse on Warehouses if costing is by warehouse).
Use WIP value Select this to use the outstanding work in progress value (calculated by the system) as the basis according to which the value of work in progress must be reduced.

The WIP value is the total cost of issues and labor postings to date against the job.

This cannot be selected if the WIP value is negative or zero. If you are processing a negative receipt or the WIP value is zero, then the Current cost method is applied.
Actual cost

Select this to use the actual material and labor costs of the job (issued and outstanding) as the basis according to which the value of work in progress must be reduced.

This is calculated as:

(A+B+C) divided by D

where:

  • A indicates the transaction value of issued material and labor
  • B indicates the outstanding labor multiplied by the current labor rate
  • C indicates the outstanding material multiplied by the warehouse cost
  • D indicates the quantity to manufacture (not the quantity currently being receipted)
If you selected Actual costing > Lot traceable and/or Actual costing > Batch serial (Inventory Setup - General tab), then any materials and operations not issued are calculated into the actual cost using the expected cost. The Allocations alert caption indicates whether outstanding materials or operations exist for the job.
Manual entry Select this to enter your own value at the Receipt cost field as the basis according to which the value of work in progress must be reduced.
Expected cost Select this to use the original expected material and labor costs held against the job header as the basis according to which the value of work in progress must be reduced.
Receipt cost When your cost basis is defined as Manual entry, this field enables you to indicate the unit cost of the items you are receipting.
Cost uom This indicates the cost unit of measure and cannot be changed.
Reference Indicate the source of the transaction (e.g. the work order number of the job that manufactured the item so that you can trace back to the job details). This reference is printed on the Inventory Journal Report.
Notation Enter notes for the receipt that you want be printed on the Inventory Journal Report, after the transaction details.
Update bin This is available only if multiple bins are not required for the company.

Select this to enter a bin location. This will change the bin location field against the warehouse record.
Bin location

Indicate the bin location into which the manufactured item will be received. If you have enabled the option: Multiple binsin use against the warehouse receiving the item (Warehouse Maintenance), then an entry must be made here.

If the bin does not exist, it is automatically created providing the option: Allow creation of bins when processing inventory transactions (Inventory Setup - Options tab) is selected. If this option is not selected, you must either enter an existing bin or use the Inventory Bin Maintenance program to create a new bin.

If you are processing a negative receipt, the bin must exist regardless of your selection at the option: Allow creation of bins when processing inventory transactions (Inventory Setup - Options tab).

If the job is linked to a sales order and you receipt the quantity into a bin which is on hold, the sales order remains on back order.

If you are not using multiple bins,then the warehouse code is displayed in this field.
Lot

This is enabled when you receipt a job for an item which is defined as traceable (Stock Code Maintenance - Tracking) and the option: Automatic lot numbering (Lot Traceability Setup) is not enabled.

Enter the lot number which must be allocated to the item.

If you selected the setup option: Work in progress inspection required (WIP Setup - General 1 tab) and the option: Capture lots at end of WIP inspection (WIP Setup - General 1 tab) then this field is disabled. The lot information is then captured when you accept the item into stock using the WIP Inspection Maintenance program.

If you have not selected the option: Capture lots at end of WIP inspection (WIP Setup - General 1 tab) then the lot number must be entered here. If, however the item requires sample inspection, then this field is enabled regardless of the option: Capture lots at end of WIP inspection and the lot number applies to the quantity that is taken into stock.

You cannot receipt the item into an expired lot if the activity: Allow receipts against expired lots is set to Denied against your operator code (Operator Maintenance - Security tab).

If you reserved lots for the item (Parent/Lot Serial Reservation), then this field defaults to the lot number that was reserved. If multiple lots were reserved, then this field defaults to the first lot reserved for the parent item.

If the setup option: Allow substitution of lots/serials for parent (WIP Setup - Lots and Serials tab) is not selected or the activity: WIP changing reserved lots/serials for parent is set to Denied against your operator code (Operator Maintenance - Security tab), then you can only receive the items into a lot number that was reserved for the job.

If you selected the option: Same lot to be used on multiple stock codes (Lot Traceability Setup), then you can reuse the same lot number for different stock codes.

You can only access the Lot field if:
Concession

Enter a concession reference associated with the specific Lot, if applicable.

A concession usually indicates that although the item deviates from the original specification, it is still acceptable to and fit for its purpose.

[Note]

If you need to record a concession number against a lot, then ensure that you enter it during the receipt process as you cannot capture it later.

You can select the preference: Give warning about blank concession number entered to display a warning message when you do not enter a concession number (Preferences).

This field is only enabled if the item is defined as lot traceable.
Lot expiry

This indicates the current expiry date for the lot. This is calculated as the shelf life period defined against the stock item (Stock Code Maintenance - tracking tab), to the current date.

If the lot already exists on file and has an expiry date greater than zero, then that date is displayed.

This field is only enabled if the item is defined as lot traceable.
Material reference Enter a reference for the material allocation transaction, which can be used to track the material posting.
Use single type ABC elements

Select this to include pre-production elements in the calculation of costs. These costs are added to the receipt cost entered. Only pre-production elements of cost defined with a calculation method of single are applied.

This option is only enabled if the setup option: Activity based costing required is not set to No (Bill of Materials Setup - AB Costing tab) and the option: Activity based costing required is selected against the stock item you are receipting (Stock Code Maintenance - Other tab).

Refer to Activity Based Costing Introduction for additional information on AB costing.
Serial numbers

Select this to use the Serial Entry for Receipts program to assign serial numbers to stock items that are defined as serialized and if serial numbers are captured during receipt (Stock Code Maintenance - Tracking tab).

If you selected the setup option: Work in progress inspection required (WIP Setup - General 1 tab) and the option: Capture serials at end of WIP inspection (WIP Setup - General 1 tab) then this field is disabled. The serial information is then captured when you accept the item into stock using the WIP Inspection Maintenance program. If you have not selected the option: Capture serials at end of WIP inspection (WIP Setup - General 1 tab) then the serial number(s) must be allocated before you can complete the job receipt.

If the setup option: Allow substitution of lots/serials for parent (WIP Setup - Lots and Serials tab) is not selected or the activity: WIP changing reserved lots/serials for parent is set to Denied against your operator code (Operator Maintenance - Security tab), then you can only receive the items into a lot number that was reserved for the job.

A maximum of 1000 serial numbers per receipt can be receipted against a single stock code.
Unit of measure This indicates the unit of measure for the item being receipted.
Session details  
Transaction date This indicates the transaction date for the receipt.

This can be defined using the Set Transaction Date option from the Options menu (see also Transaction Date).

Co products Receipts

This screen is displayed when you process a job receipt for a notional part.

The options enable you to receipt in quantities manufactured against the co-products attached to the notional part.

Field Description
Review Co-products Select this to display all co-product in the review according to your selections.

If you are processing a negative receipt, then co-products with a manufactured quantity of zero are excluded from the review.

Close Select this to return to the previous screen.
Co-products Receipts  
Job This indicates the job for which you are processing the receipt.

If the job was previously set to complete, then a warning message is displayed and you are prompted to continue. If you select to continue and a password is defined against the option: WIP Posting to a completed job (Password Definition), then you will have to enter the appropriate password to continue.
Notional quantity Enter the quantity of the notional part for which you want to process the receipt. This defaults to the outstanding quantity for the job.

The quantity entered here is used to calculate the default quantity to receive for each co-product. The default quantity to receive for a co-product is calculated as:

Notional quantity x Co-product quantity per.

If the default quantity to receive for the co-product is greater than the manufactured quantity for the co-product, then the quantity to receive for the co-product defaults to the quantity manufactured.

You can select the Review Co-products option and from there select the Change option from the Edit menu to change the quantity to receive for individual co-products.

To process a negative receipt for co-products back to a completed job, you need to select the option: Include completed co-products and then enter a negative quantity in the Notional quantity field.
Job complete

Select this to set the job as complete while receipting the co-products.

This option is automatically selected unless you selected the preference: Do not set job to complete automatically (Preferences) or unless any co-product is incomplete after the receipt using the notional quantity entered (i.e. co-product quantity to make) > ((notional quantity x co-product quantity per) + quantity already manufactured for the co-product).

When this option is selected:

  • all co-products for the job are set to complete, irrespective of whether you selected them in the review
  • if there are outstanding costs against any co-product (for which you are not receipting a quantity into stock) and that cannot be automatically cleared according to the automatically cleared variance value (WIP Setup - General 1 tab), then the job is not set to complete
  • for co-products not selected in the review and for which there are outstanding costs which are less than the automatically cleared variance value, the variance value is automatically cleared. An inventory journal with a transaction type of 'w' is created. This applies to all costing methods.
  • all allocations are released and all operations are set to complete
  • the dynamic capacity file/table is update accordingly
  • all reserved lots/serials are released for all allocations and co-products. Reserved lots/serials for co-products with an open allocation in WIP inspection are not released

If you select to complete the job at this stage and there are material or labor postings outstanding for the job, then when you select the Review Co-products option, the message: There are outstanding materials or operations for this job. Do you wish to continue? is displayed. If you select OK and a password is defined against the option: WIP Completing a job if outstanding p/o's/materials/operations (Password Definition), then you will be prompted for the password.

The job is only set to complete once all co-products selected are receipted. If you select to 'Close' at any point before posting the last co-product using the Job Receipts screen, then the job is not set to complete.
Include completed co-products Select this to include co-products already set to complete in the review. The co-products you select are included in the review.

You must select this option if you want to process a negative receipt (reverse a receipt) for a co-product.
Co-product line selection Indicate the range of co-products to receipt for the job.
Operation selection Specify the operation(s) for which you want to receipt the co-product that are completed by the operation(s).

Review of Co-products for Job

This screen is displayed when you select the Review Co-products function from the Co-products Receipts screen.

The co-products you selected to include in the review are displayed in a listview.

If you are performing a negative receipt, then the co-products with a manufactured quantity of zero are excluded from the review.

The following options can be selected from the listview menu:

Field Description
File  
Select All Select this to receipt all valid co-products displayed in the review. Co-products with errors are not excluded (see Review of Co-products for Job).

You can also use the Shift key or the Ctrl key together with your mouse button to select the co-products to receipt from the listview.
Post Select this to process the receipt of the selected co-products.

When you select this option, the Job Details screen is displayed enabling you to allocate bins, lots and serials where appropriate and to enter the receipt cost, reference and notation for each co-product (see Job Details).

[Note]

Each co-product is processed as a separate transaction irrespective of the number of co-products being receipted.

If any co-product requires inspection and a password is defined against the option: WIP inspection (Password Definition), then you are prompted for the password. If you do not provide the correct password, then all co-products requiring inspection are excluded from the receipt process. If a sample inspection is required for any co-products, then only the quantity to receipt into stock is processed and the quantity to receipt into WIP inspection is not processed. In addition, the job is not set to complete even if you selected the Job complete option.
Exit Select this to return to the Job Receipts screen.
Edit  
Change Select this to change the quantity to receive for a co-product. This option is not available for co-products against which error messages exist.
Close Select this to return to the previous screen.
Change Select this to change the quantity to receive for a co-product. This option is not available for co-products against which error messages exist.
Change Co-product Line

This screen is displayed when you select the Change option from the Edit menu.

Field Value Description
OK   Select this to accept the changes you made and to return to the listview.
Cancel   Select this to return to the listview.
Change Co-product line    
Co-product line This indicates the co-product line you are currently maintaining.
Stock code This indicates the stock code for the co-product.
Description This indicates the description for the co-product.
Unit of measure This indicates the unit of measure for the co-product.
Co-product complete Select this to set the co-product to complete when its receipt is complete. This option is automatically select unless you selected the Preference: Do not set job to complete automatically (Preferences) or unless the quantity to receipt for the co-product is less than its quantity outstanding.

This option is disabled if you selected the option: Job complete on the Co-products Receipts screen.

Quantity Enter the quantity of the co-product that you want to receive into stock.
[Note]
  • If the Notional quantity is positive, then a positive receipt must be processed for all the selected co-products in the review.
  • If the Notional quantity is negative, then a negative receipt must be processed for all co-products in the review.

If the co-product is defined as a manual serialized item (Stock Code Maintenance), then the quantity to receive may not exceed 1000, as only 1000 manual serials can be allocated in one transaction. In addition, the quantity to receive cannot include decimals.

If you are processing a negative receipt, then the following rules apply:

  • the quantity to receive may not exceed the previously manufactured quantity for the co-product. In this case the default is the manufactured quantity.
  • if the co-product does not require inspection or if all WIP inspection references have been accepted into stock, then the negative quantity to receipt is taken out of stock. Therefore, the negative quantity to receipt cannot be more than what is available in stock if the stock on hand is not allowed to go negative (Inventory Setup - General tab). In this case the default is the quantity available in the warehouse.
  • if the co-product requires inspection and a quantity exists in WIP inspection, you will be prompted to select the WIP inspection reference to reduce. The quantity in inspection against the warehouse is reduced, therefore the negative quantity cannot be greater than either the quantity in WIP inspection or the quantity in inspection against the warehouse. In this case the default is the warehouse inspection quantity.
  • if your costing method is set to FIFO or LIFO (Inventory Setup - General tab) you are prompted to select the FIFO bucket to reduce. The negative receipt quantity may not cause the FIFO bucket on hand to become negative (see FIFO/LIFO Bucket).
Inspection quantity Enter the quantity of the co-product that must be receipted into inspection.

You can only enter a quantity in this field if the co-product requires sample inspection (Stock Code Maintenance - Tracking tab) and work in progress inspection is required (WIP Setup - General 1tab).

If the co-product requires full inspection, then the full quantity to receipt is automatically taken into WIP inspection. If the item is not traceable, then the full quantity to receipt is taken directly into stock.
Review of Co-products for Job Listview

The following information is included for each co-product:

Column Description
Complete

Yes in this column indicates that the co-product will be complete once you post the receipt.

This defaults to Yes if the receipt quantity for the co-product is equal to or exceeds the outstanding quantity for the co-product calculated using the Notional part receipt quantity entered.

If you do not want the co-product to be set to complete by default, then you can select the Preference: Do not set job as complete automatically.' However, if you select the option: Job complete when you enter the Notional part quantity, then the co-product is set to complete, irrespective of your selection at this preference (Preferences).
Quantity This indicates the quantity to receipt for the co-product.

This is calculated as: Notional quantity x Co-product quantity per.
Error/warning message

The following error messages may be displayed in this column and will exclude the co-product from the receipt process:

  • Stock code on hold
  • Stock code not on file
  • Co-product not stocked in warehouse

  • Job key not equal to lot key.

    This occurs if you have not selected the option: Same lot to be used on multiple stock codes, but you have selected the option: Lot number equal to job number (Lot Traceability Setup) and the job and lot numbers are not the same.

The following warning message may be displayed

  • Receipt qty greater than qty outstanding - warning only

    The co-product will still be included in the receipt.

    If you are processing a negative receipt and the co-product's manufactured quantity is equal to zero, then the co-product is excluded from the review.
Co-product Information

The information displayed in this pane relates to the co-product currently highlighted in the Co-products Selection listview.

FIFO/LIFO Bucket

Field Description
Do you wish to adjust the quantity in a specific bin? This message is displayed when you process a negative receipt for a co-product and your costing method is set to FIFO or LIFO.
Co-product line This indicates the co-product line for which you are processing the negative receipt.
Stock code This indicates the stock code for the co-product.
Yes Select this to indicate the specific FIFO bucket to reduce.
No Select this if you do not want to specify the specific FIFO bucket to reduce, but still want to include the co-product in the receipting process.
Exclude Co-product Select this if you want to exclude the co-product from the receipting process.

Job Information

The following details for the job are included in this pane:

Column Description
General

  • Stock code

    This indicates the stock code for which you are processing the receipt.

  • Rev/Rel

    This is displayed for ECC control items and indicates the revision/release number for the stock item.

    This is the default wording for this field, but is replaced by whatever text you against the User-defined fields: Revision and Release (Bill of Materials Setup - Engineering Change Control tab).

  • Warehouse

    This indicates the warehouse into which the stock item must be receipted from the job.

  • Customer

    This indicates the customer defined against the job, if applicable.

  • Sales order

    This indicates the sales order linked to the job, if applicable.
Quantity

  • Outstanding

    This indicates the difference between the initial job quantity and the quantity that must still be receipted against the job.

  • Manufactured

    For a notional part, this is updated as a ratio of the total quantity of co-product parts to manufacture for the job.

    For example:

    A notional part has the following co-products attached:

    • A with a quantity per of 5
    • B with a quantity per of 2
    • C with a quantity per of 1
    • D with a quantity per of 2

    You create a job for the notional part with a quantity to make of 15.

    This means you are manufacturing the following co-product quantities (quantity of notional part to make multiplied by co-product quantity per):

    • A - 75
    • B - 30
    • C - 15
    • D - 30

    This means a total of 150 co-products are manufactured for the job.

    You receipt a quantity of 12, against any co-product(s), and the notional part quantity manufactured is: 12 / 150 x 15 = 1.2

    [Note]

    Any quantities over receipted against any co-product(s) is not included in the calculation.
WIP values

  • WIP value

    This field displays the total work in progress value already receipted against the job.
Allocations alert This indicates whether outstanding materials or operations exist for the job. This is of importance if you are using Actual costing (Inventory Setup - General tab) and you selected the Cost basis - Actual cost. The reason is that any materials and operations not issued are calculated into the actual cost using the expected cost.

List of Journals

This displays the journal(s) generated within the run of the job receipt program.

By default the Journal number, Journal date, Warehouse and Operator code are displayed, but you can select to display additional columns of information for the journal by using the Field Chooser option.

Details of individual journal lines are displayed in the Journal Entries pane.

Journal Entries

This listview displays more detailed information on each entry per journal number created for the journal(s) generated during the current run of the program.

The journal lines (entries) are generated as you process receipts and select the Post option.

Reversal of Job Receipt

It is possible to reverse a job receipt, by entering a negative amount in the Quantity field (i.e processing a negative receipt).

If you process a negative receipt and are using Average costing, then the cost is recalculated only if you have NOT selected the option: Do not calculate average cost on negative receipt (Inventory Setup) and the receipt does not result in a negative quantity on hand for the item.

If you are using FIFO costing and you process a negative receipt where the receipt value differs from the FIFO bucket value, the variance is posted to the WIP variance account and the WIP control account. The electronic signature variables Receipt cost and FIFO cost, enable you to create a user defined condition to check whether these are equal before allowing the receipt to be posted.

When reversing a job, the Actual cost is used not the Expected cost. The reason is that the cost of an item may have changed since the job was created or allocations were added or over issued.

The basic principle which applies when reversing a job receipt is that the stock must be available in the warehouse. For example, for a serialized item, the serial itself must be available in the warehouse before you attempt to reverse the job received.

  • Reversal of a Job Receipt attached to a Sales Order

    When you process the (positive) receipt of a job attached to a Sales Order, the Sales Order line Back Order Quantity is reduced with the received quantity and the Quantity in Ship or Reserved is increased by this quantity. If you do an Inventory Query you will see that it is Allocated to a Sales Order (i.e. it is allocated and not available).

    In order for you to perform the negative Job Receipt you will have to place the Sales Order line in Backorder again. Then the Stock code (and serial) will be available in the warehouse again and you can perform the negative Job Receipt.

  • Reversal of a Job Receipt attached to a Master Job

    When you process the (positive) receipt of a Job attached to a Master Job, the quantity (and serials) are automatically issued to the Master Job. The stock is now in the Master Job itself and not available in a warehouse so you cannot perform a negative Job Receipt of the Sub Job.

    In this case, you will have to detach the Sub Job from the Master Job and then do a negative Issue of the relevant stock code and serial to the Master Job. Now the Stock code (and serial) are available in the warehouse again. Now you process a negative Job Receipt on the Sub Job to reverse the original Job Receipt.

    Re-attach the Sub Job to the Master Job and continue as normal.

  • Reversal of a Job Receipt for a job with reserved lots and serials

    If you receipted a job with reserved lots or serials and then processed a negative receipt against the (complete or incomplete) job, you can re-reserve the reserved lots and/or serials according to the following:

    • For the Parent serial/lot, the system checks that it has not been sold and that there is still sufficient quantity on hand in stock, before allowing you to re-reserve it.
    • Regardless of your selection at the setup option Retain all serial information after a negative receipt (Inventory Setup - Options tab), the system checks the number of transactions against the reserved serial. If there is only one transaction, it is assumed you made an error and lets you re-reserve the serial number. If more than one transaction exists for the serial, it is assumed that the serial has been processed/issued/used and it will prevent you from re-reserving it.

    • All parent serials that were set to complete by the job in a receipt are also reversed.

      For example:

      You created a job for a quantity of 5 and you reserved the following serials at time of job creation:

      Serial Reserved Qty Qty Receipted Complete
      750-001 1.00 0.00 N
      750-002 1.00 0.00 N
      750-003 1.00 0.00 N
      750-004 1.00 0.00 N
      750-005 1.00 0.00 N

      You receipt in two and mark the job as complete.

      The files are updated as follows:

      (Note that the last three serials are marked as complete but do not have a Qty Receipted because you did not actually receipt them in).

      Serial Reserved Qty Qty Receipted Complete
      750-001 1.00 1.00 Y
      750-002 1.00 1.00 Y
      750-003 1.00 0.00 Y
      750-004 1.00 0.00 Y
      750-005 1.00 0.00 Y

      You now process a negative receipt for the two previously receipted and set the job to incomplete. You are prompted to indicate the two serials (750-001, 750-002). The receipt quantity is reversed and the serials are set to incomplete.

      The remaining three serials are also set to incomplete providing they do not have a Qty receipted, scrapped, reworked or in inspection against them.

      This applies to Manual and Batch serials as well as to lots.

      [Note]

      This only applies when processing a negative allocation on a job that was complete and that you are now setting to incomplete.

    • The reserved component serials/lots are also be re-reserved accordingly.

      If a lot or serial is not re-reserved, a warning message is displayed indicating that not all component lots/serials were re-reserved.

    • You can reverse a job receipt for a manual serialized item which has reserved serials and is linked to a master job or to a sales order.

      When the check to see if there is a quantity available against the serial to reverse it, the program checks to ensure that the sales order/master job is valid and that a reversal can take place against the sales order line or allocation.

Notes and warnings

Restrictions and limits

  • This program is used to receipt jobs for stocked items only. To receipt jobs for non-stocked items you must use the Part Billings program.

  • You cannot perform job receipts if the Inventory and Work in Progress modules are not in the same month and year.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the Electronic Signatures program.

eSignature Transaction Description
WIP Stocked job receipts

Controls access to the Post function in the Job Receipts and Job Receipts Import programs.

Coding considerations

  • If the GL analysis required option is enabled for a ledger account used in this program (General Ledger Codes or GL Structure Definition) then the GL Analysis program is displayed when you post the transaction, so that you can enter the analysis details.

    The Ask Me Later function is only available when the option: Force GL Analysis - GL journal posting is enabled for the sub-module (General Ledger Integration - General Ledger tab).

    General Ledger analysis entries are always distributed in the local currency, regardless of the currency in which the original transaction is processed.

Troubleshooting

Error messages

When information has changed which could invalidate the posting of the job receipt, the following message is displayed:

"The transaction has been invalidated because information directly relating to posting the job receipt has been updated prior to posting. No updates have taken place."

Possible reasons for this error message being displayed are:

  • A notional part has no co-products

  • The Lot key is not the same as the Job key

  • The job's warehouse is not on file

  • The lot has expired

Hints and tips

Improving performance

You can improve the response time of this program when posting multiple job receipts by:

  • unpinning the List of Journals pane

  • unpinning the Journal Entries pane

These listviews are refreshed for each transaction posted.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.