Overview
This screen represents the acceptance/rejection of goods or services that were requested in a Purchase Order or received in a G/S Received Note. Partial acceptance is allowed for both goods and services, it is important to note that the user cannot accept goods or services that are not part of a previously obligated Purchase Order.
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Purchasing ► Receive / Return Notes
Receive / Return Notes
Field | Description |
Goods/Services Received Note ID | The unique identification code of the Return and Receive Note. |
| Workflow Status | The following are the defaulted states: Created, Approved, and the default status is Created. However, more states can be customized according as part of the Workflow Process Configuration. |
Note Type | Choices include Receive and Return. |
G/S Receive Note Reference | If the Note Type has been set to Return, this is the reference to the Goods/Services Received Note. If the Note Type has been set to Receive, only G/S Received Notes can be referenced. |
| Receipt Type | Refers to Receipt Type ID of Receipt Type of the Receive Note |
| Purchase Order | Indicates the Purchase Order ID that will be defaulted for each item in the Goods/Services Received/Rejected Note Details. |
| Fiscal Year | Fiscal Year when this Goods/Services Received Note was created. Automatically assigned by the system. |
| Fiscal Period | Fiscal Period when this Goods/Services Received Note was created. Automatically assigned by the system. |
| Receive/Return Date | Automatically populated current date by the system, user can change it. It is the date when the goods or services were actually received or returned. |
Issue Date | Date and Time when this Goods/Services Received Note was created. Automatically assigned by the system. |
Loan Period Begin Date | The date is (or was) scheduled to begin for the period covered by a loan. If attribute 'Receipt Type' value has attribute 'Require Term Dates' value equals to 'True', then system ask for this value. |
Loan Period End Date | The date is (or was) scheduled to end for the period covered by a loan. It should be greater than Loan Period Begin Date. If attribute 'Receipt Type' value has attribute 'Require Term Dates' value equals to 'True', then system ask for this value. |
Item Type | Specifies if this value has been created for receiving goods or services. Possible values are: Goods and Services, and the default value is Goods. The system cannot allow both Goods and Services within the same Goods/Services Received Note. This is needed due to receiving purposes, since Services are accepted by the Institution Unit that requested them and Goods are received by a Warehouse. |
| All Details are related to EV | This attribute refers that all the Good Receive Return Note Detailed of the GRN is linked to EV. Hidden attribute, automatically updated by the system when Note type is equal to ¨Receive ¨. |
| Default Purchase Order ID | This attribute used to define the default Purchase Order ID that will be defaulted for each item in the Goods/Services Received/Rejected Note Details. |
| PO uses Multi Coding Block | When the PO selected in the Default Purchase Order ID Uses Multi Coding Blocks by Item, the this field is visible and is used to defines the PO uses Multi Coding Block. |
Receiving/Returning Institution | For the case of goods, this is the warehouse responsible of receiving/returning the goods. When the warehouse selected is intended for Inventory Items storage, only the system will allow Inventory Item details, and the same applies for Fixed Assets. This value will be read only when the Note Type is selected as Return, as the system will copy this value from the referenced G/S Received Note listed in the G/S Receive Note Reference. When the Note Type is selected as Services, this value will reference the Institution Unit that requested the contracted service. |
Receiving/Returning Responsible | This is the employee that accepts/rejects the goods or services. If the user that is entering the Goods/Services Received Note information has an employee, this value will be inferred by the system and cannot be modified. Otherwise, the user should select from a list of the available employees. |
| Responsible Employee | Employee ID of Receiving/Returning Responsible employee. |
Vendor | The companies that sell products or services to the company that you work for. |
| Vendor Reference | It can be reference to document delivered by Vendor. |
| Vendor Document Date | Indicates date of the document received from a vendor. |
Carrier | The carrier that was used for this delivery (From the Vendor to the Institution of Receiving/Returning). |
Packages Received/Returned | The number of packages received/returned depending on the Note Type value. |
| Source | System populated read-only field to show the source of the GSRN. Possible values are Manual and Contract Management. |
| Created By | Indicates who created the GSRN. |
| Creation Date | Indicates the GSRN creation date. Auto updated by the system. |
| Approved By | Indicates who approved the GSRN. |
| Approval Date | Indicates the GSRN approval date. Auto updated by the system. |
Language | Country specific language used for remarks. |
Remarks | Additional notes or comments regarding the Goods/Services Received Note. |
Overview
System allows to attach files to support the purchasing process.
Attachment Tab screen fields
| Field | Description |
| Id | Identification code of the attachment. |
| Attachment Classification | Reference to attachment classification. |
| Language | Language used to describe the fields in attachment. |
| Title | Title of the attachment. |
| Description | Description of the File attached. |
| Attachment | File to be attached from this field. |
| Date Time | Time and Date of file attachment. |
| Date | Attached document date can be selected here. |
| User | Users by whom the field is attached. |
| Language | Language in this attached file. |
Overview
This tab holds details information for Goods/Services Received/Rejected Note.
Field | Description |
Correlative | Correlative Number, calculated by the system. Visible to user. |
Goods/Services Received Note Detail | This field is visible only when the GSRN type is 'Return'. System allow to select the Goods/Services Received Note in this field. |
Coding Block | GL Coding Block. Search function in the CoA Group with the attribute Budget Execution equal to True and to the offset Coding Block imposed. |
Purchase Order | If the note type is Return, this field automatically populated by the system according the the Receive Note Id selected in the main screen. If the Note Type is receive, this field populated by the system according to the purchase order selected in the main screen. |
Purchase Order Item | If Note Type id Return, system automatically populated the Purchase Order Item. If Note Type is Receive system allow user to select the the Purchase Order Item by dropdown list. |
Dscription | This field will appear after the selection of Purchase Order ID. This field holds the description of the purchase order item. |
Purchase Order Item Drop id | If Note Type id Return, system automatically populated the Purchase Order Item. If Note Type is Receive system allow user to select the the Purchase Order Item by dropdown list. |
Item | Item refers to Cateloque Item. This is read only field, automatically populated by the system if it is mentioned in purchase order. If Receive or Return note type is service, not have a reference in the Catalogue Item. |
Is Fixed Asset? | If Note Type is 'Receive' and G/S Note Type is 'Goods' and Asset Item ID is Automatically Assigned by the system, then this attribute will be Enabled, otherwise it is READ ONLY. |
Unit Cost | It represents the Unit Domestic Cost of the Received Item. This value will be obtained from the PO Item Domestic Cost. Wehn G/S Note Type is 'Service' this is the total cost for the contracted service excluding taxes. |
Unit Foreign Cost | It represents the Unit Foreign Cost of the Received Item. This value will be obtained from the PO Item Foreign Cost. When G/S Note Type is Service, this is the total cost for the contracted service excluding taxes. |
Unit of Measure | This is the Unit of Measure entered in the PO Item, this is a read only attribute. If Note Type is return, it is copied from the received note. |
Quantity Received/Returned | When Note Type is 'Receive' This value will be copied from the Item Drop Outstanding Quantity. Received quantity should not exceed outstanding quantity. When Note Type is 'Return' this value will be copied from the referenced GSRN. Returned quantity should not exceed accepted quantity in the referenced GSRN. |
Outstanding Quantity | If the Purchase Order Item Drop ID is defined, the system will display the outstanding quantity of the drop (original quantity - quantity received in previous GRN + quantity returned in previous GRTN) |
Quality Rejected | The user will enter the rejected quantity if any, should not exceed received quantity. Default is Zero |
Quantity Accepted | Display Only field calculated by the system = Quantity Received - Quantity Rejected. |
Rejection/Return Reason | To define the rejection reason if Quantity Rejected is greater than Zero |
Percentage of Progress Accepted | This is the progress of the contracted service accepted. Mandatory when Note type is Service and not applicable when Note Type is 'Return' |
Amount (Domestic) | It represents the total Domestic amount for the item (excluding taxes). |
Amount (Foreign) | It represents the total foreign amount for the item (excluding taxes). |
Tax Amount (Domestic) | Display Only field to show the total Domestic Tax Amount. Default value is Zero. |
Tax Amount (Foreign) | Display Only field to show the total Foreign Tax Amount. Default value is Zero. |
Language | Select country specific language for remarks |
Remarks | Additional notes or comments to this GSRN Detail. |
Is Finale Shipment | This attribute is not applicable if Note Type is 'Return'. Should not be visible if it is 'Return'. |
Tax Information | Collection of zero to more ‘Tax’ Detailed information. |
Perishable Lot | Collection of zero to more ‘Perishable Lot’. |
Overview
The objective of this tab to store tax related information for Goods/Services Received/Rejected Note.
Tax Information screen Fields
Field | Description |
Serial Number | Read only field, Auto-generated Serial Number starts with 1 for every new Order Drop Tax Information. |
Tax | Id of respective Tax. |
Price Includes Tax | It indicate whether the amount includes tax or not. |
Tax Percentage | Tax Percentage of the Tax. |
Tax Added/Deducted | This field indicates if the tax amount is added to the goods price or deducted from it. |
Tax Domestic Amount | Shows the Tax domestic amount, calculated by the system. |
Tax Foreign Amount | Shows the Tax foreign amount calculated by the system. |
Overview
The Perishable Lot Tab contains the required information for Lot Management.
Perishable Lot Tab screen Fields
Field | Description |
Perishable Lot ID | Unique Identifier for the Perishable Lot. |
Manufacturer Perishable Lot ID | User Defined. It represents the Unique Lot number assigned by the Manufacturer. |
Perishable Lot Expire Date | User Defined. Date when the lot items will expire |
Perishable LotQuantity On Hand | User Defined. It is the available quantity on theLot. |
Perishable LotReceived Quantity | User defined. It represents the quantity received during GRN for the Lot. |
Perishable LotProduction Date | User defined. Date when the lot items where produced. |
Remarks | User defined attribute. Relevant information about the item, special treatment, warranty conditions, etc. |