A product may be defined as an asset on its PMD sheet.
PMD sheet – asset sub-type
The decision on which product is defined as an asset should be taken by the OC. Refer to your OC to know which products are followed as assets in your section. For UniData products, the settings should be defined at HQ level and be valid for all instances related to this HQ. For local products, the settings should be defined at coordination level and be valid for all (project) instances related to this coordination.
Assets need to be traced throughout their life cycle; therefore, an asset form has to be created for each received asset and including all necessary information such as brand, model serial number, price, PO, guarantee period,…
The system will create one asset form per asset line of the Incoming Shipment. Therefore if several assets are received together (e.g. 2 land-cruisers) on a same line, the user will have to split the line into as many lines as there are assets so that you have only one asset per line (i.e. quantity should be 1 on each asset line) as each will have different data to encode on their asset form.
Go to:Warehouse / Warehouse Management / Incoming Shipments
Open the Incoming Shipment you wish to receive.
Click on the “Process” button.
Processing and Incoming Shipment with assets
3. Split the line (if necessary) to have one single asset per line. Note that you may have to repeat this operation several times. The objective is to have the quantity 1 on each asset lines of the IN to process.
Splitting a line to have 1 asset per line (step1)
Splitting a line to have 1 asset per line (step2)
Split line including assets
4. Click on the pencil located on the left of the asset you wish to receive
Editing one line on the Incoming Shipment
5. Enter the received quantity (should always be 1) and click on the magnifying glass located on the right of the “Asset” field.
Entering received quantity (1) and opening the asset search screen
6. The “Search Asset Forms” screen is opened. If the asset form already exists, you may select it here, but most of the times you will need to create a new one. Click on the “New” button” to do so.
Creating a new Asset Form (step 1)
7. Complete the Asset Form (blue fields are mandatory) and click on the “Save” button.
Creating a new Asset Form (step 2)
8. On the “Products to Process” screen, save the line by clicking on the floppy disk icon located on the right of the line (sometimes hidden).
9. Repeat the steps 4 to 8 for all the assets that you wish to receive.
10. Click on the “Process” button.
The asset(s) has/have now been received and is/are now in the specified location (LOG in this example).
The asset master data (Asset Form) can be seen through Products / Products / Assets / Asset Forms.
Asset master data
Note that you also have the possibility to register events & follow-ups on asset forms.
N. HOW TO RECEIVE A PRODUCT MANAGED BY BATCH NUMBER
Some products are even more sensitive than those managed by expiry date and need to be managed with a batch number. Batch number management is more accurate than the expiry date management and allows you to track the moves of specific batches and to manage batch recalls in case of quality issues.
Please refer to the introduction of the previous section and to the Products chapter if you want more information on the BN/ED settings of products and their consequences.
Remember that a product can be followed by BN and ED or by ED only (but not by BN only). A batch number always goes with an expiry date.
Go to:Warehouse / Warehouse Management / Incoming Shipments
Open the Incoming Shipment you wish to receive.
Click on the “Process” button.
Processing an Incoming Shipment
3. On the “Product to Process” screen, select the line you wish to receive via the pencil located on its left. Note that in this case we are receiving a product which is managed by BN and ED.
Editing a line of an Incoming Shipment
4. Enter in the field “Quantity to process“, the quantity that you are receiving.
5. Click on the magnifying glass on the right side of the “Batch Number” field.
If the batch master data already exists on your instance, select it in the “Search Batch numbers” screen.
Otherwise create the batch master data by clicking on the “New” button. Fill in the “Batch Number” and the “Expiry Date” fields on the “Batch number” window and save your changes by clicking on the “Save” button.
Entering quantity and BN of a product upon reception
Selecting a batch master data already existing
Creating a new batch master data (step 1)
Creating a new batch master data (step 2)
6. Save the line by clicking on the floppy disk icon located on the right of the line (sometimes hidden).
Saving the received line after entering quantity and BN/ED
7. If you wish to receive additional products, complete additional lines and save them. Otherwise you may click on the “Process” button.
Processing the Incoming Shipment
The product(s) reception has now been registered and product(s) are now in the specified location (MED in this example).
The batch master data can be seen through Warehouse / Traceability / Batch numbers.
Batch master data
In some situations you may receive a same product with 2 different batch numbers in a single freight sent by the supplier. In this case, you need to split the line in the “Product to Process” screen by clicking on the Split icon . Specify the quantity to be split and click “OK” on the “Split quantity” window. You can then receive the products and set the appropriate BN/ED. Refer to the previous sections for more details on the split functionality.
M. HOW TO RECEIVE A PRODUCT MANAGED BY EXPIRY DATE
Products can be followed by expiry dates and/or batch numbers according to their settings as defined in their PMD sheet.
PMD sheet – ED/BN settings
Some products, mostly drugs and other medical items are managed by expiry dates. This expiry date will have to be entered in the system at the first reception so that it can be viewed during the lifespan of the product in the system and will “follow” the product until its delivery to the client (including from one instance to another).
Note that ED/BN are actually master data as these records may be reused in other transactions This means that if a product is received and the ED “DD/MM/YYYY” and BN “X” are declared during its reception, the BN “X” with ED “DD/MM/YYYY” will be created (as master data) during the reception process. If later on, the same product with the same BN and same ED is received once again, you will not have to recreate the BN but you will be able to reuse it.
A product can be followed by BN and ED or by ED only (but not by BN only). If a product followed by BN and ED is received, the system will require the encoding a BN and an ED for this product when the IN will be processed. If a product followed by ED only is received, the system will require the encoding of an ED for this product when the IN will be processed. In both cases a BN (master data) will be created. In the first case (BN&ED mandatory) a BN will be created with the encoded BN and ED. In the second case (ED mandatory), a BN will be created with the encoded ED and a BN like MSFBN/00000X (e.g. MSFBN/000098) will be given to this batch by the system.
If a product is not defined as BN/ED mandatory in its PMD sheet, you will not be able to enter a BN/ED when this product will be received.
Batch numbers (master data) can be viewed through Warehouse / Traceability / Batch numbers.
Note that changing the BN/ED settings of a PMD sheet is not recommended, especially if the product has already been used.
These settings are defined by the OC and may vary from OC to OC (i.e. a product can be managed by BN&ED by an OC but not by the other one). Note that such a situation could have negative impacts if inter-section transactions are done between these OCs.
For UniData products, these settings should be defined a HQ level and should be the same for all instances related to this HQ. For local products, these settings should be defined at coordination level and should be the same for all instances related to this coordination.
In the below example, we receive a product which is followed by ED only. Note that in most of the cases, a product will be followed by BN and ED or not (i.e. both flags will be present in the PMD sheet or none of them). Please refer to your OC procedures to understand which products should be followed by BN and/or ED within your section.
Go to:Warehouse / Warehouse Management / Incoming Shipments
Open the Incoming Shipment you wish to receive.
Click on the “Process” button. Note that on the main IN screen, you may already see, thanks to the columns “B.NUM” and “EXP” which products will require a BN and/or an ED.
Incoming Shipment showing BN and ED settings of the products
3. On the “Product to Process” screen, select the line you wish to receive via the pencil located on its left. Note that in this case we are receiving a product which is managed by ED only.
“Products to Process” screen showing BN and ED settings of the products
4. Enter in the field “Quantity to process“, the quantity that you are receiving.
5. Click on the calendar icon located on the right of the “Expiry Date” field. Use the calendar to indicate when the received product will expire.
Entering quantity and ED of a product upon reception
6. If the ED (actually the batch master data) does not exist on the instance, a message informs you that this ED will be created in the system. Click “OK“. Note that if the ED already exists on the instance for this product, UniField will link the entered ED with the batch master data and retrieve it.
Information message for ED creation
7. Save the line by clicking on the floppy disk icon located on the right of the line (sometimes hidden).
Saving the received line after entering quantity and ED
8. If you wish to receive additional products, complete additional lines and save them. Otherwise you may click on the “Process” button.
Processing the Incoming Shipment
The product(s) reception has now been registered and product(s) are now in the specified location (MED in this example).
The batch master data can be seen through Warehouse / Traceability / Batch numbers. Note that in this example, as the product is ED mandatory only, the BN has been set by the system (to MSFBN/000010).
Batch master data
During the reception process, if you enter an ED which already matches with a batch master data existing on the instance, UniField will simply link the entered ED with the batch master data and retrieve it.
Entered ED already existing on a batch master data for this product
In some situations you may receive a same product with 2 different expiry dates in a single freight sent by the supplier. In this case, you need to split the line in the “Product to Process” screen by clicking on the Split icon . Specify the quantity to be split and click “OK” on the “Split quantity” window. You can then receive the products and set the appropriate expiry dates.
Splitting a line on the “Product to Process” screen
L. How to cancel & resource on an Incoming Shipment (at line level)
Cancel & resource on IN can also be done at line level.
Go to:Warehouse / Warehouse Management / Incoming Shipments
Open an Incoming Shipment whose state is “Available“. In the origin of the IN, you should see an IR or an FO.
Click on the red cross (“Cancel“) located at the right of the line you wish to cancel & resource.
Cancelling an Incoming Shipment at line level
3. In the “Cancel move” window, select “Cancel and Resource“.
Cancelling & resourcing an Incoming Shipment at line level
On the IN, the cancelled & resourced line switches to the state “Cancelled-r“. The IN (at header level) and the other lines keep the state “Available”.
On the PO, the corresponding line switches to the state “Cancelled-r” while the PO (at header level) and the other lines keep the state “Confirmed“.
On the sourced request (IR/FO), the cancelled & resourced line switches to the state “Cancelled-r”, while a new line (copy of the “Cancelled-r” one) is inserted on the IR in state “Resourced-v“. This new line can be resourced in the OST. The IR/FO (at header level) and the other IR/FO-lines keep the state “Confirmed”.
IN after cancel & resource at line level ( filter on “Show all”)
PO after cancel & resource has been done at line level on IN
IR after cancel & resourced has been done at line level on IN
K. How to cancel & resource an Incoming Shipment (at header level)
After a PO (or a PO-line) has been confirmed, there is no more possibility to change the content of the PO (or PO-line). If you want to change the supplier because he cannot provide the goods that you asked for, or if there is some other reason that the PO cannot be fulfilled, you have the possibility to cancel & resource at Incoming Shipment level.
Remember that this functionality is also available on Purchase Orders. As for Purchase Orders, cancel & resource will only be available on INs related to POs which have been created by the OST (from IRs or FOs sourced on order).
Go to: Warehouse / Warehouse Management / Incoming Shipments
Open an Incoming Shipment whose state is “Available“. In the origin of the IN, you should see an IR or an FO.
Incoming Shipments related to POs which have been created by the OST, following sourcing of IR/FO on order
2. Click on the “Cancel & Resource” button (with the red cross) located at the bottom of the main IN screen. Note that this button will only be available if the IN is related to a PO created by the OST, following the sourcing of an IR or an FO.
3. The system warns you that you are about to cancel & resource. Click on “OK” to proceed.
4. On the “Enter a Reason for Incoming cancellation” window, enter a reason (free text) in the “Change Reason” field and click on “Cancel Incoming” to proceed.
Cancel & Resource an Incoming shipment (at header level)
Confirming cancellation & resourcing of an Incoming Shipment
Entering a reason to explain cancellation & resourcing of an Incoming Shipment
The Incoming Shipment switches to the state “Cancelled” and all its lines also switch to the state “Cancelled”. The corresponding PO switches to “Cancelled” and all its lines switch to the state “Cancelled-r” (remember to set the filter to “Show all” if you want to see all the lines of the PO).
Cancelled & resourced Incoming Shipment
PO following cancel & resource on Incoming Shipment
The request (IR or FO) which was sourced on order to create the above PO has the state “Confirmed”. The lines corresponding to the ones which were cancelled & resourced on the IN switch to the state “Cancelled-r” while new lines (copy of the “Cancelled-r” ones) are inserted on the IR/FO in the state “Resourced-v“. These new lines can be resourced through the OST. Again, remember to set the filter to “Show all” on the IR/FO if you want to see all its lines (including the cancelled ones).
IR following cancel & resource on related Incoming Shipment
FO following cancel & resource on related Incoming Shipment
If the sourced request was an IR, the corresponding Delivery Order (OUT) is also cancelled (as well as all its lines). If the sourced request was an FO, the corresponding Picking Ticket (PICK) is also cancelled (as well as all its lines).
Note that if you decide to “cancel” rather than to “cancel & resource” this type of Incoming Shipment
(i.e. IN related to PO created by the OST following IR/FO sourcing), you end-up with:
-IN in state “cancelled” (as well as all its lines)
-PO in state “Cancelled” (as well as all its lines)
-IR/FO in state “Cancelled” (as well as all its lines)
-OUT/INT/PICK in state “Cancelled” (as well as all its lines)
J. How to cancel on an Incoming Shipment (at line level)
Cancellation on IN at line level can be done on an Incoming Shipment which has the state “Draft“. This will only occur if the IN has been created from scratch and cancellation at line level will result in line being deleted from the IN.
Cancellation on IN at line level cannot be done if the IN (in state “Available”) is related to a PO which was created from scratch.
Cancelling a line of an Incoming Shipment which is in state “Available” will be possible if the IN is related to a PO which has been created by the OST, following the sourcing of an IR/FO. In this case, the cancelled line on the IN will switch to the state “Cancelled” and all related lines on the related documents will also switch to “Cancelled“.
Go to:Warehouse / Warehouse Management / Incoming Shipments
Open an Incoming Shipment whose state is “Available” and on which you wish to cancel a line. Remember that the IN must be available and must be related to a PO which has been created by the OST.
Click on the “Cancel” button (with the red cross) located at the right of the line you wish to cancel.
On the “Cancel move” window which opens, select “Cancel Only“.
Cancelling one line of an Incoming Shipment
Line cancelled on IN (filter on “Show all lines” to see the Cancelled line)
I. How to cancel on an Incoming Shipment (at header level)
Sometimes Incoming Shipments have to be fully cancelled because they are no longer needed (with the agreement of the supplier) or because no supplier can deliver them. The cancellation of the Incoming Shipment will also impact the related Purchase Order, Commitment Voucher and any IR/FO associated.
This operation can be done at header level on an Incoming Shipment in state “Available“.
Go to:Warehouse / Warehouse Management / Incoming Shipments
Open an Incoming Shipment whose state is “Available“.
Click on the “Cancel” button (with the red cross) located at the bottom of the main IN screen. The system warns you that you are about to cancel. Click on “OK” to proceed.
On the “Enter a Reason for Incoming cancellation” screen, enter a reason (free text) in the “Change Reason” field. Click on “Cancel Incoming” to proceed.
Cancelling an Incoming Shipment
Confirming cancellation of an Incoming Shipment
Entering a reason to explain cancellation of an Incoming Shipment
Cancelled Incoming Shipment – Filtered on “Show all lines”
The Incoming Shipment switches to the state “Cancelled” and all its lines also switch to the state “Cancelled“. Please note that you have to filter on “Show all lines” or “Show cancelled lines” in order to display the Cancelled lines. The corresponding PO and all its lines switch to the state “Cancelled“.
PO following Incoming Shipment cancellation
Note that for an IN which is related to a PO created by OST following IR/FO sourcing, on top of the “Cancel” button, you will also have the “Cancel & Resource” button available at the bottom of the main IN screen.
If you decide to cancel an IN, all related documents will be impacted (PO, IR/FO, INT/OUT/PICK). If the related PO was created from FO sourcing, the related documents in the customer instance (PO, IN, INT/OUT…) will also be impacted once synchronization has been done on both sides.
H. How to receive products different from the ones ordered
It happens that suppliers are unable to deliver exactly the products that have been ordered (and confirmed) and instead deliver alternative or similar products (ideally after agreement from the client). As the corresponding PO (or PO-line) has been confirmed, it is no longer possible to amend it to change the products concerned. Therefore, this change will have to be done during the reception process on the Incoming Shipment.
Go to: Warehouse / Warehouse Management / Incoming Shipments
Click on the Incoming Shipment you wish to receive.
Click on the “Process” button.
Check that the products and quantities match with the delivery received from the supplier.
If one product does not match with a received product, click on the “Change Product” icon .
Enter the product actually received in the “New Product” field (in the “Change Product of Memory Move” window).
Enter the reason for the change in the “Change Reason” field (this is a free text).
Click on the “OK” button.
“Change Product” icon on the “Products to Process” screen
Changing a product on the “Change Product of Memory Move” window
8. The system sends you back to the “Products to Process” screen where the product has been changed accordingly.
“Products to Process” screen after product change
From this stage, you may process the reception normally. Note that several products can be changed if needed.
Note that the corresponding PO won’t be updated and will keep the product which was initially confirmed. By consequence, at the end of the process, you will have a mismatch between the “Closed” PO and the “Closed” IN.
G. How to import Vertical Integration files on Incoming Shipments
Most of the times, POs sent to ESCs are large POs which may include several hundreds of lines. As a consequence, INs created by the confirmation of these POs will also be large. In the Procurement chapter, you will find how Purchase Orders can be updated using VI files. The objective of this section is to explain how VI files generated by ESCs can be imported on Incoming Shipments to facilitate their processing. Note that OCs are using VI in different ways according to the ESC they work with. Please refer to the specific OC/ESC documentation to understand how VI files should be used in your section.
The general objective of vertical integration on INs is to decrease the amount of work needed in encoding and limit possibilities of errors when freights are received from ESCs. This is done by allowing importing files on “Available” INs. Files which should be imported on INs are actually the electronic packing lists (freights) provided by the ESCs. These files will include, on top of the shipped products and quantities, information on BN and ED of the shipped products if relevant.
Further development of this feature now enables the user to import as well packing information from the ESC supplier e- Packing list. At the same time as product reception, PICK and PACK process can be automatically processed as well. Note that this functionality has mainly been developed to ease the reception process at Coordination before sending the ESC goods to the projects.
Note that vertical integrations have been developed to enable exchange of information with ESCs but could also be used to exchange information with other suppliers as long as the developed solution can be used as such.
Go to:Warehouse > Warehouse Management > Incoming Shipments
Select an Incoming Shipment you wish to update and/or process. The partner of this IN should be an ESC and the IN should be in state “Available“.
Note that on the main IN screen, the “Export file” button together with the “Type of file” drop-down list allows you to generate a file with the current content of the IN in the format used for VI (Excel or XML).
Export file button and Type of file drop-down list on an Incoming Shipment
Export file format
2. Make sure you have the e-packing list corresponding to this IN which has been provided by your ESC.
3. Click on the “Process” button located at the bottom of the main IN screen.
4. On the “Products to Process” screen, you will have 2 options for import:
click on “Import IN” if you want to only receive the goods.
click on “Import IN, process IN & pick and pack” ( this button will only be displayed for IN sourced from FO) if you want to process the e-packing list till Draft Shipment (IN; PICK and PACK document will be Closed straight after import)
Please note that for both options, the import file is the same, the only thing that will differ is the amount of information you provide in the file. The Packing information will have to be filled in your import file if you chose to “Import IN, process IN…” whereas it could be left empty if you chose the other option.
The system opens the Incoming shipment simulation screen.
Importing an e-packing list on an Incoming Shipment
Incoming shipment simulation screen before import (same for both options)
5. In the “Type of file” field, select the type of file used by your ESC. Two formats are possible: Excel file (which is actually an XML format readable under Excel) or XML file (which is a pure XML format).
6. Click on the “add attachment” button.
7. Click “Browse“.
8. Select on the computer the VI file you wish to import on the IN. Remember that if you clicked on “Import IN, process IN & pick and pack” you will have to fill the information regarding the packing. These information are: “ Qty of parcels”, “from parcel”, “to parcel”, “weight” “Parcel ID“. These information will have to respect the same rules as the one from the PPL screen (LU-SU-4103 Packing). Note that several PPL per IN can be created by copying the orange and grey header columns for packing list (see below). Also the “Packing list” field can be filled with the information from the ESC.
Import file filled to process IN, Pick and Pack – fill the packing information
Product import file only – no need to fill in Packing information
9. Click “Open“.
10. Click on the “Simulate” button.
Incoming shipment simulation screen after import (Incoming shipment tab)
Incoming shipment simulation screen after import of “Import IN, process IN &pick and pack” (Details tab)
Incoming shipment simulation screen after import (Information tab)
The simulation screen shows the progress of the import in the “Percent completed” bar. Note that importing a file can last quite a long time if the e-packing list contains many lines.
The “State” field shows the state of the import.
On the “Incoming shipment” tab, you see on the left the current content of the IN header and on the right how the IN header will be updated if you confirm the importation with a click on “Import“. Updated/ imported header information such as “Freight”, “Transport mode”, “Notes” and “Messages ESC header” will be displayed here.
The “Details” tab show how lines will be updated if you confirm the import. (please check the above screen shot)The column CHG of the “Details tab” includes explanation on what is going to happen if you confirm the import.
“Ign.” means that the line is not included in the import file. As a consequence, this line is not processed and will ends-up in back order.
“Split” means that a line has been exploded in several parts, usually because different BN or ED are sent for a same product (but it could also be for other reasons such as different prices for a same product, a same product present on several packing lists from ESC,…)
Note that no new line can be added on the e-packing list. All items received through VI should have been confirmed on the PO. The “Ext.reference” field present in the XML file does not allow to add an extra line but only to receive a line which was added on the PO before its confirmation.
The “Information” tab shows additional information such as the number of updated lines and will give more information on the Packing import options (see screenshot above)
An “Error” tab could appear after simulation if the system detects problems in the e-packing list.
*** System will check the availability for all types of VI IN import, for example, In case of Incoming shipment for a destination location “Crossdocking”, and the user “Forced” one of the products as “Available” in an unrelated “OUT” from the same location “Crossdocking”, the import could not be processed. system will check at IN import (if IN>P/P/S) that products do not have a negative available stock in CD location, and if so, the import will be blocked and product code / qty displayed in warning message.
11.Divided to section a) and b):
a) If you agree with the changes proposed by the simulation screen, click on the “Import” button if you used “Import IN” option or on “Import, pick & pack” if you chose the “Import IN, process IN & pick and pack” option.
b) If you don’t want to validate the simulation yet or if you cannot because it is a blocking error (for instance you cannot use the “Import, pick & pack” in case the related PICK document has been converted to an OUT – you will get a clear message) , you can either go back to the IN main screen with no change and click on “Return to IN” button OR you might need more time to analyze the import file and changes and then you have the option to export the results of the simulation via Excel by clicking on “Print report”.
IN VI Simulation – Print report
Please note that all the differences between the IN main screen and the import file are highlighted in red (see above).
Note where import file contains a value in “Freight” field, this will be imported in to the “Ship Reference” on the screen of Incoming shipment.
12. Divided to section a) and b):
a) Following “Import IN, process IN & pick and pack” a Draft Ship will be created while Pick, sub-PICK and PPL document will be automatically created and Closed. Please note that there will be as many sub-Pick and PPL as they were Packing list on the import file ( on the screen below you can see the information form the imported file.
Note that you are directly directed to that screen only in case all lines have been processed, otherwise you will be redirected to the Back Order IN and you will have to check the creation of the SHIP document under Warehouse > Warehouse management> Deliveries> Shipment.
Draft Ship created after “Import IN, process IN & pick and pack”
NB:please note that in case there is a related synchronised IN at project it will be updated to “Available shipped” and all packing information will be displayed on the IN along with Qty and BN/ED (these data can be filtered if necessary). However, packing information will not be editable on this IN.
Available Shipped IN at project after synchronization
Available shipped IN process screen created at project – All packing info have been updated
b) Following “Import IN”, the system brings you back to the “Products to Process” screen where the data have been imported from the VI file. Note that you still have the possibility to do manual modifications on this screen.
“Products to Process” screen after import
13. If you agree with the changes done, click on “Process” to actually register the reception. You may also click on “Save as draft” to save the IN with the updates but without processing it. You may also click on “Cancel” if you want to discard the updates.
14. Observe what is done by the system (the received line has been registered on a new “Closed” IN while the 99 lines in back-order stay on the original “Available” IN).
Incoming Shipment after partial reception done through VI file
New Incoming Shipment created, processed and closed to receive the partial reception
Internal Move created, processed and closed to send the goods to the requesting location
Note that usually, if a freight is sent by an ESC, this freight will include the content of several POs. As each PO will correspond to one Incoming Shipment, several INs will be concerned by each freight. This is the reason why, for each freight, you will find several e-packing lists (several XML files). Each e-packing list will have to be imported on the corresponding IN, following the steps described above. In the “Notes” tab, the imported file name is registered. This will help user track the imported files per IN.
In case of partial shipments, this tab “Notes” will be blank for the back order INs without direct VI import.
Note that in addition to the Excel format import file, the system offers the option to use another bit more technical format, XML (this format can suit better your ESC system – see with your OC).
Example of file which can be imported on an IN (Pure XML format)
Please note that depending on your OC ESC’s development, automatic import of INs can be done via VI with UF. You need to refer to your OCs referent in order to get more information on this.
However, note that this automatic import introduces a new status: “Available updated”. This status means that after import the IN is not processed automatically and still need to be processed manually but information such as BN, ED, Qty, Cost, Packing list, Supplier packing list, Parcels “From P” “TO P”, Volume and Weight have been updated (only BN, ED and Qty can still be edited after import). Please note that new confirmed lines cannot be added to INs with this status.
If an Incoming Shipment is created from scratch, rather than entering all the lines of the IN manually, you may also choose to import those from an Excel file. Note that this file should have the XML Spreadsheet 2003 format and be organized as below.
Excel format to import on Incoming Shipment
Go to:Warehouse / Warehouse Management / Incoming Shipments
Click on the “New” button.
Enter the header information on the IN.
Click on the “Import lines” button.
Importing an Excel file on an Incoming Shipment
4. Click on the “add attachment” button.
5. Click on “Browse” and select on your computer the file you wish to import on the Incoming Shipment. Note that from this screen (Import of lines) if you click on the “Saveas” button, you will be able to generate a template of file which can be imported on INs.
6. Click “Open“.
7. Click on the “Importfile” button.
8. Click on the “Update” button until the “% completed” bar reaches 100%.
9. Check the result of the importation under “Information“.
10. Click on the “Close window” button.
11. The system displays the main IN screen with the imported lines.
Excel file imported on an Incoming Shipment
Note that the imported file may include BN and ED of products (according to the settings of the products defined on the PMD sheet). If this is done, batch numbers will be created on the instance and be visible through Warehouse / Traceability / Batch numbers. As we will see later in this LU, batch numbers are actually master data as they can be reused on other transactions.
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(if necessary) to have one single asset per line. Note that you may have to repeat this operation several times. The objective is to have the quantity 1 on each asset lines of the IN to process.
located on the left of the asset you wish to receive
located on the right of the line (sometimes hidden).
located on its left. Note that in this case we are receiving a product which is managed by BN and ED.
on the right side of the “Batch Number” field.
located on the right of the line (sometimes hidden).
. Specify the quantity to be split and click “OK” on the “Split quantity” window. You can then receive the products and set the appropriate BN/ED. Refer to the previous sections for more details on the split functionality.
located on its left. Note that in this case we are receiving a product which is managed by ED only.
located on the right of the line (sometimes hidden).
. Specify the quantity to be split and click “OK” on the “Split quantity” window. You can then receive the products and set the appropriate expiry dates.
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