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Lines Selected To Be Shipped

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On this tab the following fields can be viewed:

 

hmtoggle_plus1Allocations

If focus has been attained on a Part Number in the Part Number cell in the grid, and the Allocations button is clicked, the Sales Allocation View for the selected part will be called, with the stock settings as defined in the View Stock Frame.

hmtoggle_plus1Apply

The user must have a security profile linked to the function Production to Customer with an access allowed of Change.

 

The "Apply" button is enabled when one or more order line(s) have been selected for shipping (in the grid) and where the user has the required security access.

 

When the "Apply" button is clicked, the following updates are performed:

 

1.If the Equipment Base Option is Yes, serialised is Yes "Y" or Record Later "R", and line type is not Customer Special "SPEC", the user is taken to the Equipment Base tab when the "Apply" button is clicked.

 

2.If Equipment Base Option is Yes, Serial and Lot Tracking To End Item Level is Yes, and the order line is a Customer Special "SPEC" line, the system will check for serialised or lot controlled issued components.

 

3.The Number_Control stored procedure is executed to determine the next invoice number and, where applicable, the next delivery note number. If you are not using the using the system front end for updates, the following parameters can be passed to the stored procedure:

 

FIELD

 TYPE

FieldName

 Varchar(30)

NextNumber

 Varchar(50)

 

4.The stored procedure, Movement_Prod_To_Cust is executed.  If you are not using the system front end to do updates, the following parameters can be passed to the stored procedure:

 

FIELD

 TYPE

Organisation_Code

 Varchar(20)

NextNumber

 Varchar(30)

Account

 Account

Bank_Code

 char(3)

Bank_Transaction_Date

 Smalldatetime

Completion_Date

 Smalldatetime

Concession_Number

 Varchar(10)

Controlling_Division

 varchar(4)

Fixed_Account

 Yes_No

Line_Number

 smallint

Line_Type

 char(4)

Order_Number

 varchar(30)

Pallet

 varchar(30)

Part_Number

 varchar(30)

Qty_Shipped

 int

Revision

 Varchar(5)

Source

 Char(1)

Unit_price

 Decimal(16,5)

Dividion_Code

 Varchar(4)

Pallet_Selected

 Bit

 

The system checks that the order is still valid and determines the current financial year.

 

5.The  "Quantity Complete" and "Contractual Quantity Complete" for the applicable order line will be updated by up-adjusting the current values respectively with the quantities in the "Base Ship Qty" and "Contractual Ship Qty" fields.

 

6.If the order full balance outstanding of the order line was shipped, the line status will be set to "Closed". Note: The full balance for the Contractual Quantity must be shipped to set the status to closed.

 

7.If the order line has a linked order issue requisition, the requisition status will also be set to "Closed" if the line status is set to "Closed".

 

8.If a pallet was shipped the Pallet Instance table is updated for the fields 'Ship to Organisation' and 'Date Shipped'.

 

9.A movement (from Production to Customer) will be inserted for every line shipped, recording all the detail that was entered and execute the movement journals where applicable. The quantities will be recorded in both the base and contractual units of measure.

 

10.An order line cost of sales record will be inserted in accordance with the quantity shipped and the related material, labour and overhead cost.

 

11.The Shipping Journal will be executed.

 

12.If the line is a product sales or spares sale and the applicable product code allows components requirement back flushing, any un-issued component requirements will be issued from stores participating in back-flushing stock, thus resulting in an update of the requirement's issued qty and the quantity on hand in the Location table. The quantity will be issued in accordance with the ratio between the order line ship quantity and the required quantity of any components. Note that serialised or lot controlled parts will not be issued.

 

13.If the order line has order operations, the order operation actuals not yet reported will be back flushed in accordance with the ratio between the ship quantity and the operation quantities.

 

14.In accordance with the Invoice option, debtor invoice shipping lines and links will be added to a selected, existing invoice or a new debtor invoice with lines and links will be added.

 

15.The amounts on the debtor line and links will either apply the sales unit price from the order line or will apply the currently valid Sales catalogue price for the order line part. This depends on the catalogue price option if the sale was performed via the application of a sales catalogue. The Sales Order Price Source record for the order line governs which price is to be applied.

 

16.The tax amounts are calculated by applying the currently valid tax percentage for the tax code specified for the order line.

 

17.If the Print Invoice button was clicked, the Debtor invoice will also be "Print Approved" and printed and the relevant debtor journals will be executed.

 

18.If a receipt number was selected for a cash sale, the debtor line links will be immediately settled via the application of the required portion of the selected bank transactions unapplied cash amount and inserts to the Debtor Settlement table.
hmtoggle_plus1Clear

When the "Clear" button is clicked, all the lines in the Lines Selected for Shipping grid are cleared from the grid. The order lines will then reappear on the first tab as available lines for shipping.

hmtoggle_plus1Delivery Note Number

This field cannot be maintained and serves the purpose of displaying the delivery note number after a successful shipping transaction has been performed.

 

Depending on the Invoice option, the delivery note will have either the same or a different number to that of the Invoice.

 

RELATED TOPIC: Number Control on System Configuration

hmtoggle_plus1Delivery Note\Invoice Option

This frame displays the delivery note and invoice options as applicable to and defined for the Customer on its External Organisation record. If the invoice option specifies that links are to be added to an existing invoice, the user must specify the invoice by selecting an invoice number in the Invoice Number field.

hmtoggle_plus1Grid

It is populated with the part number, parent serial number, revision, stock status, remaining "dol"  units, and the part description from the Order Line, Part Revision and Movement tables.

 

When "Select" is checked and the stock status is used "U", the user can change the "Remaining DOL Units" value.

hmtoggle_plus1Invoice Number

This field is selected whenever the Invoice option is "L", which requires lines and links to be added to an existing Invoice that has not yet been print approved or printed.

 

A number of settings for the Customer govern, which invoices will be populated for selection. The settings are:

 

Allow Multiple Orders Per Doc

This setting governs whether documents such as invoices, credit notes and delivery notes can have links spanning multiple customer orders.

 

If set to "Yes", it would not matter if the Invoice already contained links for other customer order numbers. If set to "No", the links can only be added to invoices containing links for only the same order number as the lines being shipped to the Customer).

 

On Hold Link Enforce New Doc

This setting governs whether links can be added to an Invoice that already has 1 or more links that have been placed on hold. If set to "No", only invoices without, "On Hold" links will be displayed for selection.

 

Independent Accounting

This setting governs whether the Customer performs independent accounting and can therefore be billed or credited.

 

If set to "Yes", invoices for the selected customer will be displayed for selection. If set to "No", the customer's parent organisation is the one to be billed and therefore Invoices of the customer's parent organisation, where the customer appears as the "ship to organisation", will be displayed for selection.

 

After a successful shipping transaction, the selected Invoice or the new Invoice that was created, will appear in this field.

 

RELATED TOPIC: Number Control on System Configuration

hmtoggle_plus1Invoice Options

This field displays the debtor invoice option as applicable to and defined for the Customer on its External Organisation record and cannot be set to another value via this function.

 

Option "L" specifies that all resulting shipping links must be added to an existing invoice of the customer (or it's parent organisation if the customer does not perform independent accounting).

 

If option "L" applies, a shipping line and link will be inserted on the selected invoice.

Even though the screen may display option "L", it will be ignored if no invoice has already been specified, whether by neglect or due to the fact that there are currently no invoices to be selected since all invoices have been "Print Approved" or "Printed".

 

If option "L" is displayed, but the user selects the option to print the Invoice, option "N" will be executed to ensure that the delivery note an printed invoice corresponds in terms of the number of lines and contents.

 

Option "N" states that a new Invoice must be created, but that the Delivery note must carry it's own separate number.

 

Option "S" states that a new Invoice must be created, but that the Delivery note must carry the same number as the Invoice.

hmtoggle_plus1Lines Selected to be Shipped

When this tab is clicked, all lines selected for shipping on the Lines Available To Be Shipped tab, are carried over to this tab and added to any lines already present in the grid.

 

The user can adjust the quantities to be shipped and can type quantities in the base unit of measure or contractual unit of measure. The only exceptions are the shipping of pallets, where the complete pallet contents is shipped and the quantities of individual parts cannot be changed.

 

Once the final selection of the lines to be shipped is made and all quantities have been specified, decide whether the invoice must be printed (select or unselect the Print Invoice check box) and then click "Apply" to process the shipping movement and resulting transactions.

hmtoggle_plus1Lines Selected to Be shipped

The user can adjust the quantities to be shipped and can type quantities in either the base UOM or contractual UOM. The only exceptions are the shipping of pallets, where the complete pallet contents is shipped and the quantities of individual parts cannot be changed.

 

Once the final selection of the lines to be shipped has been made and all quantities have been specified, decide whether the invoice must be printed (select or deselect the Print Invoice check box) and then click the "Apply" button to process the shipping movement and resulting transactions. If the Invoice option from the Customer's external organisation record states that the debtor lines and links must be added to an existing invoice, then select the invoice number in the "Invoice Number" field prior to clicking the "Apply" button, else a new invoice will be created.

 

Select

A checkbox is provided to specify which lines will be shipped when the "Apply" button is clicked.  When the lines are populated, all lines are selected by default.

 

Should the user however, decide that a particular line should not be shipped at this stage, the checkbox can be unchecked providing the lines have not been selected via a pallet or the mode to auto select a user-defined ship quantity for a specific part number is selected. Unchecked lines will thus not be shipped on apply.

 

Order Number

It is a read only field that displays the Customer order number of the line to be shipped.

 

Line Number

It is a read only field that displays the line number of the selected line to be shipped.

 

Completion Date

It is a read only field that displays the planned ship date of the selected line to be shipped.

 

Base Qty Outstanding

It is a read only field that displays the total outstanding (back order) quantity of the selected order line as expressed in the part's base (stocked) unit of measure. For lines without part numbers (non-stocks and customer specials), the field will display the outstanding quantity in the order line unit of measure code.

 

Base Ship Qty

This field is applied to specify the quantity to be shipped The quantity must be expressed in the part's base (stocked) unit of measure as displayed in the column "Base UOM".

For order lines without part numbers (non-stocks and customer specials) the quantity must be expressed in the order line unit of measure.

 

The ship quantity may not exceed the "Base Qty Outstanding". The quantity can be expressed as a decimal value, but only if the order line part allows decimal movements as defined for the Part Master record.

 

For order lines without part numbers (non-stocks and customer specials) the quantity can only be expressed as a decimal value if the order line unit of measure allows decimal movements as defined for the unit of measure record.

 

Typing of any value in this field will automatically recalculate the value in the "Contractual  Ship Qty" field (which will be the same value unless the order line has a unit of measure conversion) unless the "Lock Conversion" option has been unchecked.

 

If the "Lock Conversion" has been unchecked (which is only permitted for product sales and spares sales where a unit of measure conversion exists that is not enforced via the Part UOM Conversion settings), the typing will not recalculate the "Contractual Ship Qty" value.

However, the new conversion stated by the user must be within the "Max UOM tolerance %" specified via the Part UOM Conversion settings.

 

The quantity entered in this field is applied as the movement quantity as well as the linked quantity of the resulting debtor, invoice shipping link.

 

Base UOM

For order lines with part numbers, the part's base (stocked) unit of measure is displayed in this column. For order lines without part numbers (non-stocks and customer specials) the order line UOM is displayed in this column.

 

Contractual Ship Qty

This field is applied to specify the quantity to be shipped. The quantity must be expressed in the order line's contractual unit of measure (which will be the same as the parts base unit of measure unless a unit of measure conversion applies to the order line).

 

The contractual ship quantity may not result in a base ship qty that exceeds the "Base Qty Outstanding". The quantity can be expressed as a decimal value, but may only result in a decimal value for the "Base Ship Qty" if the order line part allows decimal movements as defined for the Part Master record.

 

For order lines without part numbers (non-stocks and customer specials) the quantity can only be expressed as a decimal value if the order line unit of measure allows decimal movements as defined for the unit of measure record.

 

Typing of any value in this field will automatically recalculate the value in the "Base Ship Qty" field (which will be the same value unless the order line has a unit of measure conversion) unless the "Lock Conversion" option has been un checked.

 

If "Lock Conversion" has been unchecked (which is only permitted for product sales and spares sales where a unit of measure conversion exists that is not enforced via the Part UOM Conversion settings), the typing will not recalculate the "Base Ship Qty" value.

However, the new conversion stated by the user must be within the "Max UOM conversion Tolerance %" specified via the Part UOM Conversion settings.

 

The user can also choose not to type the ship qty in this field, but rather in the "Base Ship Qty" field. The quantity entered in this field is applied as the movement alternate unit of measure quantity as well as the linked quantity invoiced of the resulting debtor invoice shipping link.

 

Contractual UOM

The order line unit of measure is displayed in this column. For order lines with part numbers, this unit of measure will be the same as the part's base unit of measure unless a unit of measure conversion applies to the order line.

 

Lock Conversion

This option is checked by default, since it is assumed that for order lines with unit of measure conversions, the conversion ratio as expressed on the order line is to be maintained at the time of shipping.

 

The system does however allow for an alteration to the conversion, but only for product sales and spares sales where the conversion is not enforced via the Part UOM conversion settings.

 

The need to alter the conversion ratio for a specific shipment is mainly due to scenarios where, the conversion ratio is influenced by the manufacturing process (as might be found in conversions between mass and volume/length when converting KG to Meters).

 

The user can uncheck the locking and manually specify the ratio between the base and contractual ship quantities, but only within the limitations set by the "Max UOM Conversion Tolerance %" specified via the Part UOM Conversion settings.

 

Part Number

This read only field that displays the part number of the selected line to be shipped. The field will not display a value for non-stock and customer special lines.

 

Line Type

It is a read only field that displays the line type of the selected order line (product sales, spares sales, non-stock, repair or customer special).

 

Line Description

It is a read only field that displays the line description of the selected line to be shipped.

 

Contract Line

It is a read only field that displays the contract line of the selected line to be shipped. The contract line may differ from the order line number and reflects the line number as stated on the contract/purchase order from the Customer.

 

Concession Number

It is a read only field that displays the concession number (where applicable) as entered for the selected order line on the previous tab.

 

Base Qty Complete

It is a read only field that displays the cumulative quantity that was shipped for the selected order line. If earlier partial shipments were made for the order line, all shipments up to date (less cumulative returns) will be reflected in this field as expressed in the part's base (stocked) unit of measure.

 

Base Qty Ordered

It is a read only field that displays the quantity ordered of the selected order line, as expressed in the part's base (stocked) unit of measure. For lines without part numbers (non stocks and customer specials), the field will display the quantity as expressed in the order line unit of measure code.

 

Unit Price

It is a read only field that displays the sales unit price of the selected order line. The unit price is expressed in the part's base unit of measure and in the base currency. For lines without part numbers (non stocks and customer specials), the field will display the sales unit price in the base currency, since no unit of measure conversions will apply, but possibly a currency conversion.

 

Account

It is a read only field that displays the sales account of the selected order line. This account will be credited with the sales value once the debtor invoice is print approved.

 

Revision

It is a read only field that displays the revision number of the part as specified for the selected order line to be shipped (which may not necessarily be the latest revision of the order line part).

 

Bank Code

It is a read only field that displays the bank code for the bank transaction that was selected via the Cash Sale Receipt Number on the previous tab where the customer is not permitted to buy "On Account".

 

Bank Transaction Date

It is a read only field that displays the bank transaction date for the bank transaction that was selected via the Cash Sale Receipt Number on the previous tab where the customer is not permitted to buy "On Account".

hmtoggle_plus1Permits

This button jumps to the Permits function. This allows viewing of Permits Linked to the selected Order Line.

hmtoggle_plus1Print Invoice

The user must have a security profile linked to the function Print Documentation Invoice Printer with an access allowed of Add or Change.

 

This button is enabled after a successful shipping transaction but only if the intention to print was stated via the "Print Invoice" check box prior to clicking the "Apply" button.

When this button is clicked, the status of the created debtor's invoice will be changed from "Created" to "Print Approved" and then to "Printed", and the invoice will be printed to the printer assigned via the Print Library User Defaults function.

 

The print button will also be disabled after clicking, to prevent more that 1 print of the original invoice.

 

The invoice can also be printed at a later stage via the Print Documentation function once the invoice has been print approved. This is advised especially where one or more of the shipped lines have advance payments or escalation clauses and where the debtors clerk needs to perform certain adjustments via the addition of either credit links or additional cost links to finalise the invoice prior to printing.

hmtoggle_plus1Print Delivery Note

The "Print DN" button is enabled when a successful shipping transaction has been performed. The delivery note number is displayed in the "Del Note Number" field and will either be the same or different from the Invoice number.

 

The delivery note will be printed to the printer assigned via the Print Library User Defaults function.

hmtoggle_plus1Pick Status

When clicked the Picking Status of all lines in the grid is displayed as an added column.

 

Fully Picked : means all requirements for that line has been picked.  Partially Picked or Allocated : means that at least some Requirements were either picked and/or allocated.  Not Applicable : means there are no Requirements that need to be issued. (Could be Non Stock Lines.)