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 Planning Goods Receipts Using Purchase Orders

Use

If you want to plan goods receipts using the Purchasing component, this component provides two sources of information for planning the receipt of ordered goods:

  • the purchase order

  • the shipping notification

Features

Information in a Purchase Order

When a purchase order is saved, the receipt of the ordered material is considered to be planned, because the purchase order contains all of the data relevant for the goods receipt, as follows:

Goods Receipt Indicator

This indicator specifies whether a goods receipt is expected to occur for this order item and, thus, whether the item is relevant for Inventory Management.

Vendor

The vendor from whom the goods were ordered is specified here.

Goods Receipt Message

The buyer can define in the purchase order that he/she is informed of every goods receipt. In the case of a goods receipt, he or she receives a corresponding MAIL message.

Material and Quantity

The ordered material and the quantity to be delivered, which are specified in the purchase order, are automatically proposed during entry of the goods receipt.

Underdelivery and Overdelivery Tolerances

The purchasing department can specify in the purchase order that the goods receipt may only be accepted if the delivered quantity lies within the overdelivery tolerance. If the quantity of goods received lies below the underdelivery tolerance, the system issues a warning message.

Planned Delivery Date or Week

Using reports to analyze the delivery dates or delivery weeks specified in the purchase orders, you can determine which deliveries are expected on a particular day, that is, what amount of work is expected at the goods receiving point, and which deliveries are not scheduled to arrive until later.

Latest Possible Delivery Date

For seasonal articles, you can define a date in the purchase order up to which a goods receipt will be accepted. If the goods are delivered after this date, the user receives a warning or an error message when entering the goods receipt.

Destination of the Goods

The purchasing department can order a material for the following destinations:

  • warehouse

  • consumption/usage

If material is intended for the warehouse, the orderer can define a storage location for it. This storage location is then automatically suggested by the system during entry of the goods receipt.

If material is intended for consumption/usage, it does not go into the warehouse but is instead passed on to the point at which it is needed. If, for example, a material was ordered for a cost center, it is delivered directly to the appropriate department.

You can recognize items to be posted directly to consumption by the fact that they have an account assignment category (for example, K ) and an account assignment (for example, cost center). For items to be posted directly to consumption, the purchasing department can enter a recipient or an unloading point in the purchase order. Both specifications are automatically proposed by the system during entry of the goods receipt. Note that you can change the unloading point, but not the recipient.

Note Note

The purchasing department can also order materials or services for which no material master record is defined. These are usually materials or services that are only purchased once (for example, material for paving a parking lot). The Purchasing department uses a text to describe the materials that do not have a material number and assigns materials to a material group, both of which are entered in the purchase order. These materials are not included in stock; instead, when they are received, they are posted to consumption.

End of the note.

Stock into Which the Goods Should be Posted

The purchasing department can specify in the purchase order whether the material should be inspected or posted directly into unrestricted-use stock.

If the Purchasing department has set the quality inspection indicator in the purchase order item, the system automatically suggests you post the material into quality inspection stock during entry of the goods receipt. At this point, it is still possible to change the indicator and post the material into unrestricted-use stock or into blocked stock. You can also post the material into quality inspection stock, even if the inspection indicator was not set in advance by the purchasing department.

Shipping Instructions

If the Purchasing department has specified any shipping instructions in the purchase order item, you must confirm compliance with these instructions at the time of the goods receipt.

Minimum Remaining Shelf Life

Purchasing can specify a minimum remaining shelf life in the purchase order which is different from the minimum remaining shelf life specified in the material master record.

If the expiration date check function is active, you must enter the shelf life expiration date or the production date of the material at the time of the goods receipt. The system then checks whether the remaining shelf life specified in the purchase order can be observed. If not, either a warning or an error message (depending how the system is configured) is issued.

Batch

If it is known, a batch can already be entered in the purchase order. Note that this batch cannot be changed when the goods receipt is entered.

When entering a goods receipt, you can also search for purchase orders using the following search criteria:

  • Vendor

  • Material

  • Delivery date

  • EAN/UPC code

  • Material number used by vendor

Information Contained in the Shipping Notification

The shipping notification permits more precise planning of the delivery advised by the vendor. In the shipping notification, Purchasing can record the following data relevant for goods receipt:

  • delivery date for each of the notified quantities

  • means of transport (for example, truck registration number)

    When entering the goods receipt, you can search for this number)

  • bill of lading

  • EAN/UPC code

  • material number used by vendor