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implementation:wms:purchase

28. Purchase Guide

With the Produmex Purchase module stock reception, put away and return can be executed on the shopfloor. Produmex offers specialized flows for purchasing:

  • Reception: To receive items based on GS1/EAN barcode, purchase order, container or ad hoc.
  • Put away: To move items to storage locations after the reception.
  • Purchase return: To return received items to the supplier.
  • Cross-docking: To transfer items from the supplier directly to the customer.
  • Bulk reception: To receive items directly into silo/tank locations.
  • ASN reception: To receive items based on an advanced shipping notice.
  • Receive from WHS: To receive items from a non-PMX warehouse to a PMX warehouse based on an inventory transfer request.
  • Create purchase document: To create a purchase order on the shopfloor.

28.1. Reception

28.1.1. Initiate the reception

From the ‘Purchase’ menu select the ‘Reception’ option.

28.1.2. Select a location

Select a dock. Every ’Unloading’ dock from warehouses assigned to the scanner can be selected. The selected dock defines the destination warehouse. If only 1 unloading dock is defined in the warehouses assigned to the current thin client, then the dock is automatically selected.

28.1.3. Select a filter

Purchase orders can be filtered in various ways:

  • GS1/EAN Barcode: Based on the GS1 barcode or EAN on the logistic unit or the items the system will identify the linked purchase orders. Only items from the selected purchase order(s) can be received.
  • Order: Only items from the selected purchase order(s) can be received.
  • No PO: The reception can be executed without a purchase order.
  • Container: Only items from the purchase orders linked to the selected container can be received.

28.1.3.1. Filter based on ‘GS1/EAN barcode’

When filtering purchase orders based on GS1/EAN the system asks the operator to scan the GS1/EAN product barcode of one of the items to be received. At least the GTIN should be present in that barcode. Additional information such as batch number, quantity, … may be present, but is not required.

After scanning the GS1/EAN barcode the system will check whether there are purchase orders containing this item.

No purchase order found

The ‘There was no PO found.’ message is displayed in the following cases:

  • The scanned barcode does not contain a GTIN.
  • The scanned item is not an inventory item.
  • There is no open and approved purchase order that contains the item with open quantity for the selected warehouse.

Only one purchase order found

If there is only one open and approved purchase order that contains scanned inventory item with open quantity for the selected warehouse, the system will automatically proceed with that purchase order.

More than one purchase order found

If there is more than one open and approved purchase order for the selected warehouse containing the scanned item with open quantity, the system will display the list of these orders. Scan the purchase order or select it from the list and press the right arrow button to proceed. If the ‘Show reserve invoices for purchase order selection?’ option is set to true on the Purchase delivery generator, purchase reserve invoices containing the scanned items will be also shown.

The following information is displayed:

  1. The document type. Possible values: PO: purchase order, PI: purchase reserve invoice
  2. The document number
  3. The business partner

Auto-select order
Press the ‘Auto-select order’ button to receive all open purchase orders grouped from a given supplier. On the next screen select the supplier from the list. The quantities of the items to be received will be grouped.

When booking the goods receipt, the purchase orders are taken one by one starting with the purchase order with the smallest doc entry/doc number. If the full quantity is received from that order, the system jumps to the next one.

Example: We have 4 identical purchase orders. Each order is for 10 pcs of ITEM01. If we receive 24 pcs, order 1 and order 2 is closed. The open quantity on order 3 is 6 and the open quantity on order 4 is 10.

If there are no SSCC barcodes among the scanned barcodes, or there is no label on the logistic unit, the system will proceed to the Select task screen after the purchase order(s) has been identified.

28.1.3.2. Filter based on ‘Order’

When the filter on order option is selected, a list purchase orders is shown. A purchase order is listed if it matches the following criteria:

  • The purchase order is open and approved.
  • There is at least one open line of the purchase order that contains an inventory item.
  • The purchase order is for the selected warehouse.

If the ‘Show reserve invoices for purchase order selection?’ option is set to true on the Purchase delivery generator, purchase reserve invoices will be also displayed.

Scan the purchase order/reserve invoice or select it from the list and press the right arrow button to proceed.

Please see the description of the ‘Auto-select order’ button above.

After the purchase order(s) has been identified, the system will proceed to the Select task screen.

28.1.3.3. Filter based on ‘No PO’

In practice it occurs that a supplier delivers goods without a formal purchase order in the system (e.g. if the order was made verbally, or was not entered in SAP Business One, etc.). Still it is possible to accept this delivery and receive these goods on the shopfloor and administratively. In this case the created Goods Receipt PO document will have no base document.

Select the filter ‘No PO’. On the next screen select the supplier from the list. The system will proceed to the Select task screen.

28.1.3.4. Filter based on ‘Container’

When selecting the filter ‘Container’, purchase type containers with the status ‘In transit’ will be listed on the screen. When there is no container found that verifies these criteria, the system will display the ’There was no container found’ message.

Scan the container or select it from the list. The system will proceed to the Select task screen.

28.1.4. Select task – Identical/ No identical logistic units

If there is a Produmex quality type defined that has to be specified in the beginning of the reception, the system will ask for the quality data before proceeding to the ‘Select task’ screen.

On this screen the user can define whether there are identical logistic units or not. Receiving identical logistic units means that the operator can receive simultaneously multiple logistic units of the same product(s) with the same batch numbers, best before dates and quantity. This offers the advantage that the operator will not have to go through the receiving procedure for each logistic unit separately.

If there are identical logistic units, press the button ’Identical logistic units’. After pressing this button, enter the number of the logistic units to receive. The number of the logistic units is not limited. Press the right arrow key to proceed.

If there are no identical logistic units, press the ’No identical logistic units’ button.

The system automatically skips this screen if the ‘Has no identical logistic units’ option is set to true for the vendor.

28.1.5. Scan barcodes GS1 label

Then scan the barcodes on the logistic label of the logistic unit. After having all the barcodes scanned, press the ’Done’ button. All the information from the GS1 barcodes will be saved into the memory and the system will not ask additional questions about the scanned information.

If there is no label on the logistic unit, press the ’No label on the logistic unit’ button.

The system automatically skips this screen if the ‘Has no logistic labels’ option is set to true for the vendor.

If the ’Allow to enter reason on purchase delivery’ option is set to true on the Purchase delivery generator, an additional ’Select a reason later on’ button is displayed on the screen. Press this button if you would like to add a reason after the item to receive is selected. After the button is pressed the system will return to this screen but the ’Select a reason later on’ button is not displayed. The reason can be selected after the item is specified.

28.1.6. Select a logistic carrier

On the next screen the list of logistic carriers is displayed. Select the logistic carrier from the list or press the ‘No logistic carrier’ button if no logistic carrier is present.

The system automatically skips this screen if the ‘Has no logistic carriers’ option is set to true for the vendor.

28.1.7. Identify the product

If there were no product barcode on the scanned label or no label has been scanned, the operator is asked to scan or select a product.

Without a purchase order
When receiving without a purchase order, every item that is both a purchase and inventory item can be selected.

Based on a purchase order
When receiving based on a purchase order or container, only items matching the following criteria can be scanned or selected:

  • The purchase order/container contains the item with open quantity.
  • The item is not registered for reception in the ASN table with the total open quantity for the given purchase order/container.

If the ‘Check data in UDF’s from PO line’ option is enabled on the Purchase delivery generator, purchase order lines are listed separately on the screen.

Select a reason

If the ’Allow to enter reason on purchase delivery’ option is set to true on the Purchase delivery generator, and the Scan barcodes GS1 label was automatically skipped, the system will ask the whether the user would like to enter a reason nor not. Press a button accordingly.

If the user pressed the ’Select a reason later on’ button on the Scan barcodes GS1 label screen or indicated that he would like to enter a reason, the Select a reason screen will open. Select a reason from the list. Every reason that can be used for purchase receipt will be listed.

Select a zone type

If the item has a zone type specified on the Inventory tab of the Item Master Data, an additional Select a zone type screen will open up.

Select a zone type from the list. Every zone type assigned to the item will be listed.

Press the ‘Select Reason’ button to add a reason to the selected zone type. This button is only active if the selected zone type needs a reason. On the next screen select a reason from the list. Every reason that could be used for zone types will be listed.

If the receiving dock is not located in a zone matching with the zone type of the item, an error message will open. Acknowledge the message by pressing the ‘Ok’ button. The system will return to the Scan a product screen.

28.1.7.1. Identify batch number

If the item is managed by batches, (and there was no batch number available on the barcode), specify the batch number. The default batch number depends on the extension selected for the Batchnumber 1 on company controller.

If the allow to select batch option is set to true on the Purchase delivery generator, the batch numbers currently in stock for the item are listed on the screen and can be selected.

When the item has a second batch number, add the second batch number as well. If the ‘Auto select implementation batch based on batch number?’ option is enabled on the Purchase delivery generator, and there is a second batch number in stock for the current batch, the system will automatically assign that second batch number and skip this screen.

If the ‘Check data in UDF’s from PO line? ’ option is enabled on the Purchase delivery generator, the system will check whether the entered data matches with the data on the purchase order. In the case of a mismatch a ‘Failed data check’ message will be shown. Press the ‘Yes’ button to enter the data again. Press the ‘No’ button to proceed with the entered data.

28.1.7.2. Specify the best before date

If the item has a best before date, and there was no best before date available on the barcode, add the best before date. The default best before date depends on the Expiry def. for reception value on the Produmex Purchase tab of the Item Master Data. The system will ask for reentering the best before date in the following scenarios:

  • There is a best before date for the batch that will expire later
  • The entered best before date does not match the required shelf life defined on the Produmex Purchase tab of the Item Master Data.
  • The ‘Check data in UDF’s from PO line? ’ option is enabled on the Purchase delivery generator, and the entered best before date does not match the best before date on the purchase order.

If the ‘Can the user change the generated best before date?’ option is not enabled on the Best before for reception generator, the user is not allowed to change the generated best before date. The system will skip the ‘Enter Best Before Date’ screen.

28.1.7.3. Specify additional information

If the item has other batch attributes set, identify those attributes as well.

28.1.8. Add the number of items

On the next screen add the number of items on the logistic unit. For more information about adding the quantity on the thin client please see: Screens for entering additional information.

Please note: On this screen the number of items on a single logistic unit can be added. If there are identical logistic units, do not add the total quantity of all logistic units.

Based on a purchase order
By default the following quantity is displayed:

  • The Default quantity on logistical unit set on the Produmex Inventory tab of the Item Master Data
  • If there is no default quantity set, then the quantity on the purchase order line

The maximum limit for the quantity to receive is the open quantity in the order unless the ‘Allow to exceed ordered quantity?’ option is enabled on the Purchase delivery generator.

The ‘Still to receive’ quantity depends on whether there are identical logistic units or not.

  • If there are no identical logistic units, the ‘Still to receive’ quantity is the open quantity on the purchase order.
  • If there are identical logistic units, the ‘Still to receive’ quantity is the open quantity on the purchase order divided by the number of identical logistic units (rounded down).

If the purchase order is linked to a sales order, an additional info icon is displayed on the screen. Press this icon to see the customer card code, name and the sales order number.

Without a purchase order
By default the following quantity is displayed:

There is no maximum limit for the quantity to receive.

The ‘Still to receive’ quantity is zero.

28.1.8.1. Capture weight

If the ‘Weight capture needed during reception?’ option is enabled for the item on the Produmex Purchase tab of the Item Master Data, the quantity of the item must be added by weighing.

The quantity of the items managed by serial numbers cannot be added by weighing.

Define a scale under the reception dock in the Organizational Structure. For more information about how to define a scale please see: Scale

In order to weigh a catch weight item during the reception, set the ‘Uom to use for purchase’ option to “Weight (UOM2)” or “Pieces and weight” on the Produmex Catch weight tab of the Item Master Data.

On the ‘Enter the weight’ screen the following information is displayed:

  1. The measured weight. The UoM is the UoM defined for the scale. The number of decimals displayed depends on the scale accuracy.
  2. If the scale has a defined zero command, the Zero button is displayed.
  3. If the scale has a defined tare command, the Tare button is displayed.
  4. The code of the connected scale.
  5. If there is more than one scale defined under the reception dock, an additional ‘Switch scale’ button is displayed.
  6. Purchase order number
  7. Item code – Description – Barcode

Press the icon to see the following information:

  1. Batch number
  2. Best before date
  3. Open quantity from the purchase order.

If the item is not a catch weight item, the received quantity will be the weighed quantity in the inventory UoM.
If the item is a catch weight item, the weighed quantity will be the received weight in the second UoM of the item.

If the ‘Print label at reception’ option is checked on the Produmex Purchase tab of the Item Master Data, the item label will be printed after the quantity has been added. Please note: in order to print the item label, the default report has to be added to the ‘Report label key’ field on the Produmex Inventory tab of the Item Master Data of the item.

28.1.10. Add more products

On the next screen verify whether there are remaining products on the logistic unit or not. The system automatically skips this screen if the ‘Never deliver mixed logistic unit’ option is set to true for the vendor.

To add the next item, press the ‘Yes’ button.

To finish the logistic unit, press the ‘No’ button. The system will register the logistic unit in the ASN table. If there were no logistic label, the system will create one. The ‘Reception: new logistic unit identified event (101)’ print event will be triggered and the system will print the logistic label. The default report for the print event is: DefaultGoodsReceiptLabel.rpt.

If the ‘Split received quantity into logistic units of default size’ option is enabled on the Purchase delivery generator, and the item has a ‘Default quantity on logistical unit’ set on the Produmex Inventory tab of the Item Master Data, the received quantity will be split to multiple logistic units based on the default quantity. An individual logistic label will be generated for each logistic unit, but only one Goods Receipt PO document will be created for the item.

If the ‘Ask user to print labels?’ option is set to true on the Purchase delivery generator, the system will ask whether to print the logistic label. Press a button accordingly.

28.1.10.1. Continue reception

If there are more open items on the purchase order, the system will show the ‘Enter the data for the next logistic unit’ message. Acknowledge the message by pressing the ‘Ok’ button. The system will proceed to the ‘Scan barcodes GS1 label’ screen.

28.1.10.2. Finish reception

If the reception was processed without a purchase order, or the ‘Receive all items in one purchase delivery?’ option is not enabled on the Purchase delivery generator, the system automatically generates the Goods Receipt PO document after the logistic unit is completed.

Otherwise the Goods Receipt PO document is only created after the receiption is finished. Based on the ’Group purchase delivery’ setting on the Business Partner Master Data, a grouped Goods Receipt PO document is created or separate Goods Receipt PO documents are created for each purchase orders.

The ‘Reception: purchase delivery note created event (100)’ print event is triggered and the system prints the document.

Based on a purchase order

After the total quantity of the order/invoice has been received, the purchase order will be closed or the status of the reserve invoice will be changed to ‘Delivered’.

Based on a container

After the container has been finished, the Goods Receipt PO document is created. When the ‘Auto close container when delivered? (Y/N)’ option is set to true on the Container management controller, the container will be closed after every line have been received. When this option is not flagged, the status of the container will be changed to ‘Delivered’ after the reception.

28.1.11. Additional steps

28.1.11.1. Go back
28.1.11.1.1. Items on the logistic unit

If the user presses the left arrow button during the reception and there are identified items on the logistic unit, the system will ask for confirmation.

Press the ‘Yes’ button to go back. The list of the items linked to the given logistic unit will be cleared.

Press the ‘No’ button to continue the reception.

28.1.11.1.2. Goods receipt not yet booked

When processing the reception based on a purchase order, it is possible that there are logistic units already registered for reception in the ASN table, but the Goods Receipt PO document is not yet booked. In such case when the user presses the left arrow button the system will ask whether book the goods receipt for the items in question or not.

  • Press the ‘Book receipt’ button to book the goods receipt document and receive the items into the warehouse.
  • Press the ‘Cancel receipt’ button to clear the list of items. No goods receipt document will be created and all ASN rows will be removed for the current user.
  • Press the left arrow button to go back. The system will return to the ‘Select filter’ screen. The items registered for reception will be kept in the ASN table. To continue the reception, select again the purchase order and proceed with the next logistic unit. When the reception is finished, the system books all the stock that is registered in the ASN table for the current user and purchase order.

28.1.11.2. Receive on location

If the ‘Receive on location instead of dock?’ option is enabled on the Purchase delivery generator, after a logistic unit is indicated as finished, an additional screen opens up.

On this screen the operator can scan a destination storage location. To select the location from a list, press the ‘Select a location’ button. Every location in the warehouse were the dock is located is listed. To see only the list of empty locations, press the ‘Select empty location’ button instead.

On the bottom of the screen the default location and the current stock of the item on the location is shown.

When the location suggestion is enabled for the warehouse, the Default location is the first suggested location calculated based on the logic described in Location suggestions.

When the location suggestion is not enabled for the warehouse, the Default location is the standard location set for the given warehouse on the Produmex Inventory tab of the Item Master Data of the item. If the items to move have different standard location set for the warehouse, no default location is displayed.

After the destination location is defined, the system creates the logistic label.

28.1.12. Quality status at the reception

If the extension set for the QS reception on company controller is ’Gets the quality status for reception’, the quality status of the received items is determined based on the following:

  • If the item has a ‘Released quality status reception’ set for the given supplier on the ‘Produmex Purchase’ tab of the Item Master Data , the quality status is the Released quality status reception for the supplier.
  • If the item has no ‘Released quality status reception’ for the given supplier, then the quality status of the received stock is the default quality status set for the item on the ‘Produmex Purchase’ tab of the Item Master Data
  • If the item has no default quality status, then the quality status of the received stock is the default quality status set for the company on the ’Defaults’ tab of the Organization structure

If the extension set for the QS reception on company controller is ’Gets the quality status for reception by batch’, the quality status of the received items is determined based on the following:

28.2. Put away

After the Goods Receipt PO document has been added in SBO, put away orders might be created based on the extension set for the PutAwayOrderGenerator.

Regardless of the Put Away Order Generator setting, no put away order will be generated in the following cases:

In this cases we recommend to move the items through an ad hoc movement.

Select locationScan SSCCScan SSCCScan destination

28.2.1. Initiate the put away

From the Purchase menu select the ‘Put away’ option.

28.2.2. Select a location

Select the source dock from the list. Every ‘Unloading’ dock is listed.

28.2.3. Scan an SSCC

Then scan the SSCC to put away. Only SSCC’s located on the selected dock can be scanned. On the screen products to put away are listed in separate lines with the SSCC indicated.

On the next screen every open put away order line is listed. Displayed information:

  • Item code – Item description – Barcode
  • SSCC number

28.2.3.1. Move SSCC
28.2.3.1.1. Full pallet put away orders

When using the ’Generates full pallet put away orders’ extension on the PutAwayOrderGenerator, the user has to move the full logistic unit. After the SSCC is scanned, the Scan a destination location screen is prompted.

28.2.3.1.2. Put away orders

When using the ‘Generates put away orders’ option extension on the PutAwayOrderGenerator, the user has to move the different items separately.

On the next screen scan a product or select it from a list after pressing the ‘Select a product’ button. Only items that are stored on the logistic unit can be scanned or selected. After the item is selected, identify the product if needed. If the product parameters (batch number, second batch number, best before date) are identical for the item, this screen is automatically skipped. On the next screen enter the quantity to move.

If the scanned SSCC did not contain multiple items when it was received, the system will ask whether to move the SSCC in one time or not.

  • Press the ‘Yes’ button to move the entire SSCC. The system proceeds to the Scan a destination location screen.
  • Press the ‘No’ button to move the articles products on the SSCC separated. Then identify the product of needed and enter the quantity to move.

Please note: The user has to move the full pallet even if the PutAwayOrderGenerator extension is ‘Generates put away orders’, when the logistic unit contains an item that matches the following:

  • The item is managed by SAP or PMX serial numbers.
  • The track location option enabled for the item.

If the logistic unit is a monolot and the item is managed by ‘On release only’ or PMX serial numbers and there are no serial numbers assigned to the logistic unit, the system asks whether to move the SSCC in one time or not.

28.2.4. Scan a destination location

Scan the destination location. To select a location from a list, press the ‘Select a location’ button. Every location for the warehouse where the dock is located will be listed. To see only the list of empty locations, press the ‘Select empty location’ button instead.

If the item to put away has a zone type defined, only locations located in a one with matching zone type can be scanned or will be listed.

On the bottom of the screen the default location is displayed. For more information about the default location please see: Default location calculation

28.2.5. Logistic unit is moved

After each item on the SSCC has been put away, the system will display the ‘Logistic unit/Items are moved’ message. Press the ‘Ok’ button to acknowledge the message.

The system will return to the ‘Scan SSCC’ screen.

Please note: No new SSCC is generated when moving the items separately. The items are moved without a linked logistic unit.

28.3. Purchase return

Apart from receiving and shipping items, a company also has to make sure that it can return purchased items to a supplier or can take back sold items from its customers. Produmex provides a ‘Return’ function for this.

If there is a problem with purchased articles that are received (e.g. damaged, expired, …) these can be returned to the supplier. Such a purchase return is initiated on shopfloor.

Select a supplierSelect a taskscan_sscc_locationscan_a_productadd_quantityadd_more_products

28.3.1. Initiate the return

To start the return process, select the ‘Purchase return’ option from the Purchase menu.

28.3.2. Select a supplier

Select the supplier to whom return the purchased items. Every ‘Vendor’ type business partner is listed.

28.3.3. Select a task

On the next screen indicate whether to execute the return based on a delivery document or not.

  • Press the ‘No delivery’ button if it is unknown which delivery the item belongs to. The system will automatically proceed to the ‘Scan SSCC or location’ screen.
  • Press the ‘Select a delivery’ button to return items based on a Goods Receipt PO document. On the next screen open purchase deliveries for the selected supplier are listed. The deliveries are sorted by: latest document due date/highest document number.

Note that invoiced Goods Receipt PO documents are closed, so these cannot be selected as a base document for a return. Credit notes cannot be booked from the scanners.

Displayed information:

  1. Due Date of the Goods Receipt PO document
  2. Supplier code and name
  3. Goods Receipt PO document number

28.3.4. Scan SSCC/location

Scan the SSCC or the location. The system will proceed to the ‘Scan a product’ screen.

If there is no logistic label present, press the ‘No SSCC’ button. The system will proceed to the ‘Scan a location’ screen.

28.3.4.1. Scan location

After the ‘No SSCC’ button has been pressed, scan the source location or select it from a list after pressing the ‘Select a location’ button. On the next screen select the source location.

No delivery

When retuning items without a delivery, every location is listed.

With delivery

When returning items based on a delivery, only locations where the items from the Goods Receipt PO documents are stored are listed.

28.3.5. Scan a product

Scan the product or select it from a list after pressing the ‘Select a product’ button.

No delivery

When returning items without a purchase delivery, an item can be scanned or will be listed if it is stored on the selected logistic unit/location.

If the item is stored on more than one SSCC on the location and no SSCC has been scanned, select the SSCC the item is stored on from a list. If there are items on that location that are not stored on a logistic unit, an additional ‘No SSCC’ button is displayed. Press this button to return items that are not stored on a logistic unit.

With delivery

When returning the items based on a purchase delivery, an item can be scanned or will be listed if the following verifies:

  • The item is stored on the selected logistic unit/location
  • The item is on the purchase delivery document

If the item is stored on more than one SSCC on the location and no SSCC has been scanned, select the SSCC the item is stored on from a list. If there are items on that location that are not stored on a logistic unit, an additional ‘No SSCC’ button is displayed. Press this button to return items that are not stored on a logistic unit.

After the product has been identified, a check will be performed.

  • If the details of the selected product match with the product details on the purchase order, the user can proceed.
  • If the details of the selected product does not match with the product details on the purchase order, an error message will be displayed. After acknowledging the message the system will return to the ‘Select product’ screen.

28.3.6. Add quantity

Add the quantity to return. For more information please see: Screens for entering additional information

No delivery

When returning items without a purchase delivery, the entered quantity cannot exceed the quantity on the logistic unit/location.

With delivery

When returning items based on a purchase delivery, the maximum quantity to enter depends on:

  • If the quantity on the purchase delivery exceeds the quantity on the logistic unit, then the maximum quantity the quantity on the logistic unit.
  • If the quantity on the purchase delivery is less that the quantity on the logistic unit, then the maximum quantity is the quantity on the order.

28.3.7. Add more products

On the next screen the system will ask whether there are more items to return or not.

Press the ‘Yes’ button to return further items. The system will go to the ‘Scan SSCC or location’ screen. On the ‘Scan SSCC or location’ screen an additional ‘Add the returns’ button will be displayed. Press this button to return the selected products.

Press the ‘No’ button to finish the return process. The system will display a ‘The return has been added.’ message. A Goods return document will be added in SAP B1. After all the products has been returned from a Goods Receipt PO document, the purchase document will be closed.

28.3.8. Go back

If there are items already added to return and the user presses the left arrow button, the system will ask for confirmation.

Press the ‘Yes’ button to book the return.

Press the ‘No’ button to go back without booking the return. The list of items to return will be cleared.

28.4. Cross-docking

In the cross-docking process goods are immediately delivered to the customer after the reception based on the sales order linked to the purchase order.

If the received stock is insufficient, a pick list will be generated in order to meet the required quantities from the sales order. To have a distinction between pick lists that are created for cross-docking, a cross-docking picklist type can be provided on the purchase delivery generator.

In order to automatically create the sales delivery note, set the ‘Auto reserve stock when purchase order is linked to sales order?’ option to true on the purchase delivery generator. Otherwise the received stock will not be locked and a pick list will be created for the total quantity in the sales order in the end of the reception.

Select locationSelect purchase orderSelect taskScan barcodesSelect logistic carrierIdentify itemEnter quantityAdd more productsContinue receptionAdd more products

28.4.1. Initiate the cross-docking

To start the process, press the ‘Cross-docking’ button from the Purchase menu.

28.4.2. Select a location

Scan a location or select it from a list. Only docks that can be used for both ’Loading’ and ’Unloading’ can be scanned or selected.

28.4.3. Select a PO

Select a purchase order. A purchase order is listed if the following verifies:

  • the purchase order has a linked sales order
  • the dock and the purchase order are in the same warehouse
  • the purchase order is open and approved
  • the purchase and the sales order is for an inventory item

28.4.4. Select a task

If there is a Produmex quality type defined that has to be specified in the beginning of the reception, the system will ask for the quality data before proceeding to the ‘Select task’ screen.

On this screen the user can define whether there are identical logistic units or not. Receiving identical logistic units means that the operator can receive simultaneously multiple logistic units of the same product(s) with the same batch numbers, best before dates and quantity. This offers the advantage that the operator will not have to go through the receiving procedure for each logistic unit separately.

If there are identical logistic units, press the button ’Identical logistic units’. After pressing this button, enter the number of the logistic units to receive. The number of the logistic units is not limited. Press the right arrow key to proceed.

If there are no identical logistic units, press the ’No identical logistic units’ button.

The system automatically skips this screen if the ‘Has no identical logistic units’ option is set to true for the vendor.

28.4.5. Scan barcodes

Then scan the barcodes on the logistic label of the logistic unit. After having all the barcodes scanned, press the ’Done’ button. All the information from the GS1 barcodes will be saved into the memory and the system will not ask additional questions about the scanned information.

If there is no label on the logistic unit, press the ’No label on the logistic unit’ button.

The system automatically skips this screen if the ‘Has no logistic labels’ option is set to true for the vendor.

If the ’Allow to enter reason on purchase delivery’ option is set to true on the Purchase delivery generator, an additional ’Select a reason later on’ button is displayed on the screen. Press this button if you would like to add a reason after the item to receive is selected. After the button is pressed the system will return to this screen but the ’Select a reason later on’ button is not displayed. The reason can be selected after the item is specified.

28.4.6. Logistic carrier

On the next screen the list of logistic carriers is displayed. Select the logistic carrier from the list or press the ‘No logistic carrier’ button if no logistic carrier is present.

The system automatically skips this screen if the ‘Has no logistic carriers’ option is set to true for the vendor.

28.4.7. Identify item

If there were no product barcode on the scanned label or no label has been scanned, the operator is asked to scan or select a product. only items matching the following criteria can be scanned or selected:

  • The purchase order/container contains the item with open quantity.
  • The item is not registered for reception in the ASN table with the total open quantity for the given purchase order/container.

If the ‘Check data in UDF’s from PO line’ option is enabled on the Purchase delivery generator, purchase order lines are listed separately on the screen.

If the item has a zone type specified on the Inventory tab of the Item Master Data, and the receiving dock is not located in a zone matching with the zone type of the item, an error message will open. Acknowledge the message by pressing the ‘Ok’ button. The system will return to the Scan a product screen.

28.4.7.1. Identify batch number

If the item is managed by batches, (and there was no batch number available on the barcode), specify the batch number. The default batch number depends on the extension selected for the Batchnumber 1 on company controller.

If the allow to select batch option is set to true on the Purchase delivery generator, the batch numbers currently in stock for the item are listed on the screen and can be selected.

When the item has a second batch number, add the second batch number as well. If the ‘Auto select implementation batch based on batch number?’ option is enabled on the Purchase delivery generator, and there is a second batch number in stock for the current batch, the system will automatically assign that second batch number and skip this screen.

If the ‘Check data in UDF’s from PO line? ’ option is enabled on the Purchase delivery generator, the system will check whether the entered data matches with the data on the purchase order. In the case of a mismatch a ‘Failed data check’ message will be shown. Press the ‘Yes’ button to enter the data again. Press the ‘No’ button to proceed with the entered data.

28.4.7.2. Specify the best before date

If the item has a best before date, and there was no best before date available on the barcode, add the best before date. The default best before date depends on the Expiry def. for reception value on the Produmex Purchase tab of the Item Master Data. The system will ask for reentering the best before date in the following scenarios:

  • There is a best before date for the batch that will expire later
  • The entered best before date does not match the required shelf life defined on the Produmex Purchase tab of the Item Master Data.
  • The ‘Check data in UDF’s from PO line? ’ option is enabled on the Purchase delivery generator, and the entered best before date does not match the best before date on the purchase order.

If the ‘Can the user change the generated best before date?’ option is not enabled on the Best before for reception generator, the user is not allowed to change the generated best before date. The system will skip the ‘Enter Best Before Date’ screen.

28.4.7.3. Specify additional information

If the item has other batch attributes set, identify those attributes as well.

28.4.8. Add the number of items

On the next screen add the number of items on the logistic unit. For more information about adding the quantity on the thin client please see: Screens for entering additional information.

Please note: On this screen the number of items on a single logistic unit can be added. If there are identical logistic units, do not add the total quantity of all logistic units.

By default the following quantity is displayed:

  • The Default quantity on logistical unit set on the Produmex Inventory tab of the Item Master Data
  • If there is no default quantity set, then the quantity on the purchase order line

The maximum limit for the quantity to receive is the open quantity in the order unless the ‘Allow to exceed ordered quantity?’ option is enabled on the Purchase delivery generator.

The ‘Still to receive’ quantity depends on whether there are identical logistic units or not.

  • If there are no identical logistic units, the ‘Still to receive’ quantity is the open quantity on the purchase order.
  • If there are identical logistic units, the ‘Still to receive’ quantity is the open quantity on the purchase order divided by the number of identical logistic units (rounded down).

If the purchase order is linked to a sales order, an additional info icon is displayed on the screen. Press this icon to see the customer card code, name and the sales order number.

To see the customer and the sales order number, press the information icon. The customer name (Card Code) – sales order number will be displayed on the screen.

28.4.9. Add more products

On the next screen verify whether there are remaining products on the logistic unit or not. The system automatically skips this screen if the ‘Never deliver mixed logistic unit’ option is set to true for the vendor.

To add the next item, press the ‘Yes’ button.

To finish the logistic unit, press the ‘No’ button. The system will register the logistic unit. If there were no logistic label, the system will create one. The ‘Reception: new logistic unit identified event (101)’ print event will be triggered and the system will print the logistic label. The default report for the print event is: DefaultGoodsReceiptLabel.rpt.

If the ‘Split received quantity into logistic units of default size’ option is enabled on the Purchase delivery generator, and the item has a ‘Default quantity on logistical unit’ set on the Produmex Inventory tab of the Item Master Data, the received quantity will be split to multiple logistic units based on the default quantity. An individual logistic label will be generated for each logistic unit, but only one Goods Receipt PO document will be created for the item.

If the ‘Ask user to print labels?’ option is set to true on the Purchase delivery generator, the system will ask whether to print the logistic label. Press a button accordingly.

28.4.9.1. Continue reception

If there are more open items on the purchase order, the system will show the ‘Enter the data for the next logistic unit’ message. Acknowledge the message by pressing the ‘Ok’ button. The system will proceed to the ‘Scan barcodes GS1 label’ screen.

28.4.9.2. Finish reception

If the ‘Receive all items in one purchase delivery?’ option is not enabled on the Purchase delivery generator, the system automatically generates the Goods Receipt PO document after the logistic unit is completed. Otherwise the Goods Receipt document is only created after the total quantity of the purchase order/container has been received. The ‘Reception: purchase delivery note created event (100)’ print event is triggered and the system prints the document.

After the total ordered quantity is received, and the delivery note has been added in SAP B1, a Processing cross-docking operation… message is displayed on the screen.

  • If the ’Allow to exceed ordered quantity? option is enabled on the Purchase delivery generator, it is possible to receive more than the ordered quantity. The delivered quantity will be equal to the received quantity.
  • If every item on the sales order has a linked purchase order, the items will be automatically shipped after the reception has been completed. In SAP B1 the purchase and the delivery document is added and the sales and the purchase order is closed. The system will return to the ‘Select a PO’ screen.
    Please note: When using the PMX sales delivery, the sales order is only closed after the PMX delivery is processed.
  • If not every item on the sales order has a linked purchase order, a pick list proposal and a picklist will be created for the items without a linked purchase order after the reception has been completed. The type of the generated pick list(s) is the pick list type defined as the ‘Cross-docking pick list type’ on the Purchase delivery generator. The system will automatically proceed to the Picking flow.
    Please note: If there is no free stock, the pick list proposal is not created.
  • If the ’Auto reserve stock when purchase order is linked to sales order?’ option is not enabled on the Purchase delivery generator, the stock is not locked during the reception. After the reception is completed, a cross-docking type picklist will be generated and the system will automatically proceed to the Picking flow.

28.4.10. Go back

28.4.10.1. Items on the logistic unit

If the user presses the left arrow button during the reception and there are identified items on the logistic unit, the system will ask for confirmation.

Press the ‘Yes’ button to go back. The list of the items linked to the given logistic unit will be cleared.

Press the ‘No’ button to continue the reception.

28.4.10.2. Goods receipt no yet booked

When processing the reception based on a purchase order, it is possible that there are logistic units already registered for reception in the ASN table, but the Goods Receipt PO document is not yet booked. In such case when the user presses the left arrow button the system will ask whether book the goods receipt for the items in question or not.

  • Press the ‘Book receipt’ button to book the goods receipt document and receive the items into the warehouse.
  • Press the ‘Cancel receipt’ button to clear the list of items. No goods receipt document will be created and all ASN rows will be removed for the current user.
  • Press the left arrow button to go back. The system will return to the ‘Select filter’ screen. The items registered for reception will be kept in the ASN table. To continue the reception, select again the purchase order and proceed with the next logistic unit. When the reception is finished, the system books all the stock that is registered in the ASN table for the current user and purchase order.

28.5. Bulk reception

With the bulk reception products can be received directly into silos and tanks.

Select a filterSelect itemEnter quantityScan destinationSelect a filterSelect a filterSelect a filter

28.5.1. Initiate the reception

From the ‘Purchase’ menu select the ‘Bulk Reception’ option.

28.5.2. Select a filter

Order

To receive items based on a purchase order, press the ‘Order’ button. On the next screen select a purchase order from the list. Every purchase order is listed that matches the following criteria:

  • The purchase order is open and approved
  • There is open quantity for an inventory item on the purchase order

To receive items based on multiple purchase orders grouped for a supplier press the Auto-select order. Select the supplier on the next screen. For more information please see: Reception: Select a PO

No PO

To receive items without a purchase order, press the ‘No PO’ button. On the next screen select a supplier from the list. Every ‘Vendor’ type supplier is listed.

28.5.3. Select a product

Scan the item to receive or select it from the list.

Order

When receiving items based on a purchase order, only open inventory items from the purchase order can be scanned or selected.

No PO

When receiving items without a purchase order, every item that is both a purchase and inventory item can be scanned or selected.

Enter a reason

If the ’Allow to enter reason on purchase delivery’ option is set to true on the Purchase delivery generator, and the Scan barcodes GS1 label was automatically skipped, the system will ask the whether the user would like to enter a reason nor not. Press a button accordingly.

If the user pressed the ’Select a reason later on’ button on the Scan barcodes GS1 label screen or indicated that he would like to enter a reason, the Select a reason screen will open. Select a reason from the list. Every reason that can be used for purchase receipt will be listed.

28.5.4. Enter the number of items

On the next screen add the number of items to receive. For more information about adding the quantity on the thin client please see: Screens for entering additional information.

Based on a purchase order
The maximum limit for the quantity to receive is the open quantity in the order unless the ‘Allow to exceed ordered quantity?’ option is enabled on the Purchase delivery generator.

The ‘Still to receive’ is the open quantity on the purchase order.

Without a purchase order
There is no maximum limit for the quantity to receive.

The ‘Still to receive’ quantity is zero.

Select a zone

If the item has a zone type specified on the Inventory tab of the Item Master Data, an additional Select a zone type screen will open up.

Select a zone type from the list. Every zone type assigned to the item will be listed.

Press the ‘Select Reason’ button to add a reason to the selected zone type. This button is only active if the selected zone type needs a reason. On the next screen select a reason from the list. Every reason that could be used for zone types will be listed.

If the receiving dock is not located in a zone matching with the zone type of the item, an error message will open. Acknowledge the message by pressing the ‘Ok’ button. The system will return to the Scan a product screen.

28.5.5. Scan a destination location

On the next screen scan the destination silo/tank.

To select it from a list, press the ‘Select location’ button. Every silo/tank location is listed. To see only the list of empty silo/tank locations, press the ‘Select empty location’ button instead.

On the bottom of the screen the Default location is displayed.

When the location suggestion is enabled for the warehouse, the Default location is the first suggested location calculated based on the logic described in Location suggestions.

When the location suggestion is not enabled for the warehouse, the Default location is the standard location set for the given warehouse on the Produmex Inventory tab of the Item Master Data of the item. If the items to move have different standard location set for the warehouse, no default location is displayed.

The stock is added to the selected silo/tank. No logistic unit is created.

28.5.6. Add more products

After identifying the destination silo/tank, the system will ask whether to add more products to the reception or not.

Press the ‘Yes’ button to add further products or press the ‘No’ button to finish the reception.

28.5.6.1. Continue reception

After the ‘Yes’ button has been pressed, the ‘Enter the data for the next logistic unit’ message will be displayed. Press the ‘Ok’ button to acknowledge the message. Next the system will return to the ‘Scan a product’ screen.

Press the ‘Select a product’ button to select the next product. The system will proceed to the ‘Select a product’ screen.

Press the ‘Receive items’ button to receive the items and finish the reception.

28.5.6.2. Finish reception

After the ‘No’ button has been pressed, the ‘The reception has been booked’ system message will be displayed. Press the ‘Ok’ button to acknowledge the message.

The Goods Receipt PO document is created in SAP Business One.

The Reception: purchase delivery note created event (100) print event is triggered and the delivery note is printed.

28.5.7. Go back

When the user presses the left arrow button and there are already added products, the system will ask whether to book to items or not.

  • Press the ‘Yes’ button to receive the items and to book the Goods Receipt PO document.
  • Press the ‘No’ button to go back without booking the receipt. The list of the added items will be cleared.

28.6. ASN reception

With the ASN reception flow items can be received based on an advance shipping notice.

Select a locationSelect an open ASNReceive items

28.6.1. Initiate the flow

Press the ‘ASN Reception’ button from the ‘Purchase’ menu.

28.6.2. Select a location

Scan the destination location or select it from a list. Only docks that are used for unloading only can be scanned or selected. The system automatically skips this screen if there is only one dock matching this criteria.

28.6.3. Select an open ASN

On the next screen select an open ASN. An ASN is listed if the following verifies :

  • The linked purchase order/reserve invoice is open and approved.
  • There is at least one open line of the purchase order/reserve invoice that contains an inventory item.
  • On the ASN table the status of the ASN line is open.

The ASNs that verify these criteria are listed in groups on the screen. Grouping criteria:

  • Vendor
  • Document type (Purchase order, Reserve invoice)
  • Group by value on the ASN table

28.6.4. Select the item from the list

On the next screen press the right arrow button to receive the items listed on the screen. Every open item linked to the ASN group are listed.

Displayed information:

  1. DocEntry.LineNumber
  2. Quantity
  3. Item code and description
  4. SSCC number
  5. Master SSCC number
  6. Batch number – Second batch number – Best before date

The ‘Receiving all items. This can take a few moments’ message appears. After every item from the given purchase order/ purchase reserve invoice has been received, the delivery document is added. The ‘Reception: purchase delivery note created event (100)’ print event is triggered and the delivery note is printed.

The purchase order is closed or the status of the reserve invoice will be changed to ‘Delivered’.

28.7. Receive from WHS

This flow is used to move stock from a warehouse that is not managed by Produmex to a warehouse that is managed by Produmex.

It uses an 'Inventory transfer request' document to move the stock between warehouses.

Select a dockSelect an inventory transfer requestScan the GS1 barcode(s)Identify identical logistic unitsIdentify productEnter batch dataEnter quantityAdd more products from the logistic unitFinish process

12.5.1.1. Setup source warehouse

This flow will use a transit warehouse not managed by Produmex as the source warehouse. Adjust the settings of the source warehouse on the User Defined Fields of the 'Warehouses-Setup' screen.

Setup source WHS

12.5.1.2. Initiate the flow

To initiate the flow, press the ‘Receive from WHS’ button. The button can be reached via two paths:

  • Logistics > Move > Receive from WHS
  • Purchase > Receive from WHS

12.5.1.3. Select a dock

Select the receiving dock from the list of the available locations or enter the code of the dock. Press the right arrow key to proceed.

12.5.1.4. Select an inventory transfer request

Select the inventory transfer request from the list of the orders or enter the number of the inventory transfer request. Press the right arrow key to proceed.

12.5.1.5. Scan the GS1 barcode(s)

Scan the barcode(s) on the logistic unit. After having all the barcodes scanned, press the ’Done’ button. All the information from the GS1 barcodes will be saved into the memory and the system will not ask additional questions about the scanned information.

If there is no label on the logistic unit, press the ’No label on the logistic unit’ button.

12.5.1.6. Identify identical logistic units

If there are no SSCC barcodes among the scanned barcodes, or there is no label on the logistic unit, the system will ask if there are identical logistic units.

If there are identical logistic units, press the button ’Identical logistic units’. After pressing this button, the system will ask the quantity of the identical logistic units. Enter the number of the logistic units. The number of the logistic units is not limited. Press the right arrow key to proceed.

If there are no identical logistic units, press the ’No identical logistic units’ button.

12.5.1.7. Identify product

Scan the barcode or press the ’Select a product’ button. After pressing the ’Select a product’ button, select the product from the list.

12.5.1.8. Enter batch data

If the batch number was not scanned previously, select it from the list. At this step, new batch numbers cannot be added to the system. Only batches available in the source warehouse can be selected.

Based on the item settings, additional data can be entered to the batch. Eg: Best Before Date, second batch number, batch attributes, etc.

12.5.1.9. Enter quantity

Enter the item quantity or scan the serial numbers. The entered quantity cannot exceed the open quantity defined in the inventory transfer request.

When an item has a serial number, the system will automatically offer the scanning option.

Based on the settings of the catch weight function, the system might ask for entering the weight as well.

After having entered the quantity, the system might print the item label(s), depending on the item settings.

12.5.1.10. Add more products from the logistic unit

After having entered the quantity, the system will ask whether there are other products on the logistic unit that are not scanned.

If there are other products on the logistic unit, press the ’Yes’ button. Identify the products on the logistic unit by going back to the Identify product step. For finishing the process, press the ’Receive items’ button. When pressing the ’Receive items’ button the system will book the inventory transfer.

If there are no other products on the logistic unit, press the ’No’ button. When pressing the ’No’ button the system will register the item. The data of the registered items is stored in ASN tables.

Because the data of the registered items is stored in the system, it is possible to continue the flow after an abortion without booking the items.

If there were no SSCC barcodes among the scanned barcodes, or there was no label on the logistic unit, the system will generate an SSCC barcode. The system will also trigger the ’Warehouse: a new LU has been created (700)’ print event and will print the logistic label. The default report for this print event is the ’DefaultLogisticsLabel.rpt’.

If the Move all items in 1 stock transfer? option is disabled on the Receive from WHS controller, the Inventory Transfer document is created and the system returns to the Select an inventory transfer request screen.

If that option is enabled, the system goes back to the Scan the GS1 barcode screen. On this screen an additional ‘Receive items’ button is displayed. The Inventory Transfer document is only created after the ‘Receive items’ button is pressed.

12.5.1.11. Finish process

Continue the flow on a next logistic unit by going back to the Scan the GS1 barcode(s) step. For finishing the process, press the ’Receive items’ button.

When pressing the ’Receive items’ button the system books the inventory transfer.The system also triggers the ’Warehouse: move has been added (701)’ print event and prints the delivery document.

After having booked the items, the system goes back to the Select an order screen, and the flow can be continued with another inventory transfer request.

12.5.1.12. Continue the flow after an abortion

In case of quitting after the item registration, the system offers the option ’Book receipt’. Despite not booking the receipt, the flow can be continued after the registration step, because the system stores the data of the registered items in ASN tables.

If there are registered items in the system that were not booked, after the Select an inventory transfer request step the system will ask whether to remove the registered items.

When pressing the ’Remove registered items’ button, the system will remove the registered items and the flow will continue from the Scan the GS1 barcode(s) step. When pressing the right arrow key, the flow will proceed with the registered items.

28.8. Create purchase document

Create a new purchase order on the shopfloor with the Create purchase document flow.

Select destination warehouseSelect a supplierScan a productProduct informationEnter quantityScan nextOrdered itemSelect a task

28.8.1. Initiate the flow

From the Purchase menu select ‘Create purchase document’ option.

28.8.2. Select the destination warehouse

Select the destination warehouse from the list. Every warehouse assigned to the thin client is listed.

28.8.3. Select a supplier

Select the supplier form the list. Every supplier is listed.

28.8.4. Scan a product

Scan a product or select it from a list after pressing the ‘Select a product’ button. Every purchase item can be scanned or selected.

28.8.5. Product information

On the next screen the system displays product information:

  1. Item code and description
  2. Number of items per purchase unit
  3. Item price
  4. Available quantity in the warehouse (Quantity on stock that is not locked)

Press the ‘Ok’ button to proceed.

28.8.6. Enter quantity to order

Enter the quantity to order. For more information about entering quantity in Produmex please see: Screens for entering additional information

There is no limit for the quantity to order.

28.8.7. Scan next product

Scan the next product or select it from a list after pressing the ‘Select a product’ button.

An additional ‘Purchase items’ button is displayed on the screen. Press this button to create the purchase order or to clear the list of items to purchase. The system proceeds to the ‘Ordered items’ screen.

To go back, press the left arrow button. When there are products in the list to order, the system asks for confirmation: Press ‘Yes’ to go back. The list of items to order is cleared. Press ‘No’ to proceed with the current order.

28.8.8. Ordered items

On this screen the list of items to order can be overviewed.

  1. Item code, Item name - description - barcode
  2. Ordered quantity
  3. Item price
  4. Total price of the order

Press the right arrow button to proceed.

Press the icon to remove the selected item from the list.

28.8.9. Select a task

To create the purchase order, press the ‘Purchase’ button. The purchase order is generated in SAP B1. The system goes back the ‘Scan a product’ screen.

To clear the list of items to purchase, press the ‘Cancel purchase order’ button. The system goes back to the ‘Select a supplier’ screen.

To add a new item to the list of items to purchase, press the ‘Add more items’ button. The system goes to the ‘Scan a product’ screen.

implementation/wms/purchase.txt · Last modified: 2018/06/11 12:51 by csuhaa