Purchase Orders > Landed Cost Tracking >Transaction Processing > Shipment Receipt

Shipment Receipt

You use this program to record the receipt of items you have tracked and want to cost using the Landed Cost Tracking system.

When goods arrive, you record the receipt of the entire shipment.

The landed cost of an item is calculated using information from the purchase orders (Browse on Vessels program) and the shipment invoices (AP Invoice Posting program).

Toolbar and menu

Field Description
Edit  
Change Shipment Use the Shipment Maintenance program to maintain the consignment details for the current shipment reference.
Shipment Tracking

Select this to access the Browse on Vessels program.

This enables you to add new vessels or consignments and change any tracking details, before receiving the shipment into stock.

Shipment

Enter the shipment reference for the shipment you want to receive.

You can select the Browse icon to use the LCT Shipment Reference Query program to view LCT shipment references and to select a specific shipment reference.

This reference is stored as the supplier's delivery note in both the GRN suspense and inspection files, unless an entry is made at the Supplier's delivery note field.

New Enter a different shipment reference to receipt. All details displayed for the current shipment are cleared.
Print Journal Print the Inventory journal created by the receipt of the shipment.
Change Shipment Use the Shipment Maintenance program to maintain the consignment details for the current shipment reference.
Shipment Tracking

Select this to access the Browse on Vessels program.

This enables you to add new vessels or consignments and change any tracking details, before receiving the shipment into stock.

Shipment Vessel Details

This pane displays details of vessel for the selected shipment.

Column Description
Vessel This indicates the vessel defined against the shipment (see Browse on Vessels).
Name This indicates the name of the vessel.
Departure date This indicates the date when the vessel left its port of departure.
Estimated date of Arrival This indicates the date on which it is estimated that the vessel will arrive.
Route This indicates the route by which the vessel is arriving.

Shipment Details

This listview displays the details of the shipment.

When you highlight a line in the listview, the details of the stock item are displayed in the Stock Information pane.

Posting Details

Field Description
Cancel Select this to enter a different shipment reference to receipt. All details displayed for the current shipment are cleared.
Post

Select this receive the shipment into stock.

The last generated inspection GRN number used is displayed when you receipt a line on a shipment into inspection, and GRN numbering is not set to manual (Purchase Orders Setup - GRN Tab).

You cannot process shipment receipts for warehouses to which you have been denied access (Operator Maintenance - Security tab).

Lines for items which are on hold (Stock Code Maintenance) are ignored.

For foreign currency receipts, the exchange rate used for the receipt is the exchange rate applicable at the time the purchase order was attached to the shipment, assuming a fixed exchange rate was not used. The local merchandise cost is calculated at the time the purchase order is attached to the shipment. Subsequent changes to the exchange rate do not change local merchandise cost and are ignored for purposes of the shipment receipt. If you maintain the consignment details prior to processing the receipt, then the local merchandise cost is recalculated based on the current exchange rate. Therefore, the local merchandise value is calculated and saved either when the purchase order is attached to the shipment or when the line is maintained.

If you selected the options: Include landed costs in last cost (Purchase Orders Setup - LCT tab) and Apply cost multiplier when processing receipts (Inventory Setup - General tab), then the cost multiplier value is included in the receipt cost of the item. You use the Warehouses for Stock Code program to define a cost multiplier against an item.

When you receive an item into stock, the warehouse cost is updated with the actual cost of the shipment. However, if you have not posted any invoices, then the invoice count is 0 and the expected cost is used as the basis for any calculations.

You will need to enter additional information if:

  • the items are Serialized

    If the item is serialized (either batch or manual) then you must enter the correct number of serial numbers. You can enter a range of serial numbers for the shipment amount. You can also enter an expiry date for the batch.

  • you are using Multiple Bins

    If you are using multiple bins in the warehouse in which the item is being received (Browse on Warehouses), you must enter one or more bins to distribute the receipt quantity. 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.

    You will be unable to select the Bins function if you selected the Print inventory document option. You will only be able to enter one bin location. If you de-select the Print inventory document option, you will be able to enter multiple bins.

    If multiple bins are not used either for the company or for this specific warehouse, then the default bin defined against the specific warehouse is used, otherwise the warehouse code itself is used.

  • the items require Inspection

    If the item is traceable, you must enter information about the lot(s) being received into inspection. If automatic lot numbering is selected (Lot Traceability Setup) then a lot number is automatically generated. Otherwise you will have to enter a lot number manually.

    You can only access the Lot field if:

    [Note]

    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.

    If the item is not serialized, you can specify up to 100 lot numbers for a purchase order line.

  • the items are linked to Jobs

    If the purchase order line is linked to a job, then you can post an entry to a job. If you post to a job, and the consignment has non-stocked items, you can update a subcontract operation.

    The Shipment reference will default as the delivery note number.

  • you are using the EC VAT system

    If the EC VAT system is in use (Tax Options) then you will have to enter EC SSD information when receipting a shipment from a supplier in an EC Member State (excluding local transactions). See EC SSD Information.

  • G/L analysis is required for the Warehouse GRN Suspense account for the item you are receipting (see General Ledger Codes and Browse on Warehouses).

    The GL Analysis program is displayed, enabling you to allocate the transaction amount(s) to the respective analysis codes.

If a shipment line is associated with a Sales order which is not a Scheduled order, you are prompted to action the sales order depending on the quantity received. You can set the following options on the LCT tab of the Purchase Orders Setup program to perform these actions automatically if required:

  • Automatically set sales order when receipt quantity = back order quantity

  • Automatically set sales order when receipt quantity is less than the back order quantity

  • Automatically update sales order when receipt quantity is greater than the back order quantity

Refer to Processing for processing details when using Actual Costing.

Receipt details  
GRN

Enter the goods received note number.

This field is displayed only if you indicated that the GRN suspense system is required (Purchase Orders Setup - GRN tab).

You cannot access this field if your GRN numbering is defined as: Automatic by shipment (Purchase Orders Setup - GRN tab).

GRN source

Select a GRN source code. This code can be used to subdivide GRN's when running the GRN Audit Trail Report.

This field is displayed only if you indicated that the GRN suspense system is required (Purchase Orders Setup - GRN tab).

Journal notation Enter a note which will be printed on the Inventory Journal Report.
Supplier's delivery note Indicate the Supplier's delivery note that must be used for the shipment.
Issue direct to job

Select this to automatically issue material to all the jobs attached to a LCT shipment.

[Note]
  • You are still prompted for a job number if an invalid job is attached to the shipment, or the material being issued to the job is not valid, or the purchase order line is associated with a subcontract operation.

Uninvoiced Cost Elements

This screen is displayed when you Post the receipt and there uninvoiced cost elements.

If you posted invoices against an LCT shipment, then those values are used as your actual costs when processing the receipt. If no invoice was posted against an element, then by default, the GRN value is based on the expected cost for the element, but you can set the cost of the element to zero.

Field Description
View Elements Select this to display the elements for the shipment using the Browse on Elements program.
Do you wish to continue to process the shipment receipt using the expected cost as the actual or leaving the actual cost as zero?  
Leave as Zero Select this to leave the element cost as zero. The GRN and actual merchandise values are not changed.
Use Expected Cost Select this to use the expected cost for the element. The GRN is updated with the expected costs.
Cancel Select this to cancel the receipt process.

Recap Totals

Column Description
Journal This indicates the inventory journal created for the shipment receipts during the current run of the program.
Transaction date

This indicates the date on which the transaction is recorded as being processed.

The date and time of the receipt is recorded as the actual current system date and time that the receipt was processed providing:

  • The setup option: Set accounting date to system date (Operators - Options tab) is selected
  • You do not manually change the transaction date when processing the receipt (see Receipt Date).

The current date and time of receipt has particular relevance to a 24 X 7 environment.

Posting period This indicates the period and year into which the receipt will be posted to the General Ledger.
Number of receipts This indicates the number of receipt transactions processed during the current run of the program.
Transaction value This indicates the total value of the receipt transactions processed during the current run of the program.

Stock Information

This pane displays the details of the stock code currently highlighted in the Shipment Details listview.

EC SSD Information

This screen is displayed when processing a receipt and the EC VAT system is in use (Tax Options). These fields are printed on the EC Declaration of Arrivals report.

Field Description
Nationality This indicates the nationality code for the country in which the account/supplier/customer is located.
[Note]

If the EC Vat system required option is in force (Admin Tax Options), then this field is mandatory.

Delivery terms This indicates the three-character alphanumeric Incoterms code, denoting the terms of delivery for the acquisition (arrival).
[Note]

The Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

For example, the Delivery term CIP (Carriage and Insurance Paid), indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. Shipping location).

This field defaults to the delivery terms defined against the supplier. If the terms are not defined against the supplier, then the delivery terms defined against the company for Arrivals is used.

This field is printed on the EC Declaration of Arrivals report.

Shipping location This indicates the Shipping location associated with the Delivery terms.
Nature of transaction

This indicates the Intrastat nature of transaction code for the acquisition (arrival).

This defaults to the default nature of transaction code defined against the supplier. If the code is not defined against the supplier, then the nature of transaction code defined against the company, is used. You can enter a different code if applicable.

This field is printed on the EC Declaration of Arrivals report.

Mode of transport

Enter the mode of transport used to deliver the shipment.

Traders reference

Enter an alphanumeric code as a trader's reference, for example the dispatch document number given by the supplier.

Tariff code

This is only enabled for the receipt of a non-stocked line. For a stocked line, the tariff code defined against the stock item (Stock Code Maintenance) is displayed.

Unit mass

This is only enabled for the receipt of a non-stocked line. For a stocked line, the mass per stocking unit defined against the stock item (Stock Code Maintenance) is displayed.

Supplementary units

This is only enabled for the receipt of a non-stocked line. For a stocked line, the field's setting defined against the stock item (Stock Code Maintenance) is displayed.

OK Select this to accept the information you entered.
Cancel Select this to ignore any information entered and to return to the previous screen.

Notes and warnings

GL analysis 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.

Application Help Pane

Application Help Panes provide step-by-step instructions for various functions within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program. The intention is that the pane provides information that is uncluttered and easy to navigate.

You can embed an Application Help Pane:

  • in the main SYSPRO menu

  • in any program with panes, if not using roles

  • when adding a role layout in Design Mode.

Notes and warnings

Intrastat considerations

  • Delivery Terms and Shipping Location's can only be captured if:

    • a valid Nationality code has been entered, and EC Vat is in force, or

    • the option to Capture delivery terms for non EC members is enabled in the Admin Tax Options program.

  • The Delivery Terms and Shipping Location defaults defined in AP Supplier Maintenance and AR Customer Maintenance take precedence over those defined in the Admin Tax Options program.

  • To reflect the Delivery Terms and Shipping Location on sales order and purchase order documents, ensure that these fields are enabled in the document format setup programs (only available with Word and SRS document printing).

  • Delivery terms are maintained using the Browse on Intrastat Delivery Terms program.

  • Shipping locations are maintained using the Intrastat Shipping Location Maintenance program.

  • Nature of transaction codes are maintained using the Browse on Intrastat Transaction Nature program.

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.