Oracle Inventory Setups

Receipts

How to do it in the application

1.0 Receipts

1.1  Select the required Organisation using ‘Change Organization’.

1.2  Navigation ->Menu->Change Organization.

1.3  Form will appear as shown below, Choose from the list of Inventory organisation for which the material is to be received.

Click OK:

(Note: Inventory org short name will be displayed on top of the form with the form name)

           

1.3.1 Open the Receipts Window

Navigation Transactions > Receiving > Receipts

1.4  Find Expected Receipt window will appear (as shown below)

1.5   Select the Supplier and Internal tabbed region.

Specify any of the following, optional search criteria:

1.5.1    Select the receipt Source Type for the search:

Internal: An internal order generated from an internal requisition and sourced from your inventory, or an in transit inventory shipment. If you choose this option, the following fields are disabled: PO Number, Release, Line, Shipment, and Include Closed POs.

Supplier: A purchase order sourced from a supplier. If you choose this option, the Requisition Number and requisition Line number fields are disabled.

All: Internal- and supplier-sourced documents.

1.5.2        For a Supplier source type, enter the Purchase Order number. To be available, a purchase order must have at least one approved shipment for which the ship-to organization is the same as the current active organization. If you enter a purchase order number, you can also enter a Release number, Line number, and/or Shipment number for the purchase order. The Release field is applicable only when you have entered a purchase order number associated with a planned purchase order or a blanket purchase agreement. The list of values in the Release field includes all releases for the specified purchase order that are not final closed.

1.5.3    For an Internal source type, enter the Requisition Number. If you enter a requisition number, you can also enter a Line number. Available lines are those with the same ship-to organization as the current active organization.

• Enter the Supplier. For Source Type Internal, this is the organization. For Source Type Supplier, this is the supplier name, and you can also enter the Supplier Site.

• Select Include Closed POs to include soft closed purchase orders in the search. By not checking Include Closed POs, you exclude purchase orders that have a status of Closed or Closed for Receiving.

• Enter the Receiving Location.

Use the lower tabbed regions to further restrict the search.

• In the Item region, you can enter the following search criteria: Item number, Revision number, Category, item Description.
• In the Date Ranges region, you can select Due Today to limit the search to receipt lines due on the current date. Otherwise, you can enter a Due by date range. These dates correspond to the Promised Date (or Need-by Date if there is no Promised Date) on the Purchasing document or to the Promise Date (or Request Date if there is no Promise Date) on the RMA.

1.6  Select the Find button to initiate the search and display the selected source documents in the Receipts window. Purchasing first opens the Receipt Header window.Click the ‘Find’ button.

1.7  The Receipt header will appear as shown below.

1.8  User can create a new receipt (GRN), the option will default to that but if the user wants to add this to an existing receipt number (GRN) then he has to click the ‘Add to Receipt’ button and a window will appear and choose a existing receipt(GRN) from the list, as shown below.

1.9  Receipt date will default to the current date. Choose to alter the same if required.

 Note: User will not be allowed to receive material in a CLOSED period. The system will message for the same.

1.10    Receipt number will be automatically generated by the system on the header after the     transaction is saved.

1.11    Enter the waybill number or supplier’s delivery order number in the Bill of lading column. (This can be used for reporting purposes or for referencing back to suppliers records)

1.12    To enter the receipt line, minimize the receipt header form and user will see the screen as shown below.

1.13     Purchasing opens the Receipts window and displays all shipments that meet the search criteria when you choose the Find button in the Find Expected Receipts window. All the lines on the PO will default on to the receipt lines form showing original qty as per the PO.

1.14    In the lower part of the screen, Purchasing displays the following detail information for the current shipment line: Order Type, Order number, the Supplier or internal organization shipping the item or the Customer returning the item, Due Date, Item Description, Hazard class, Destination, UN Number, Header Receiver Note (from order document header), Shipment Receiver Note, and Routing.

1.15    Select the line you want to receive by checking the Check Box.

1.16    Enter the qty being received.

1.17    This can be same as per the PO line.

1.18    User can partly receive the material in such a case, overwrite the qty defaulted from the PO line.

1.19    If the receiving controls are setup to over receipt then the system will allow for the same.

1.20    UOM will default from the PO.

1.21    If the user has to see the Receipt HEADER information, press the HEADER button anytime.

1.22    Save your work.

1.23     The system will generate a Receipt number on the Receipt Header form.(As shown Below)

1.24    To see the System Generated Receipt Number Click on Header Button (left-side bottom of the form).

1.25    You will see the below screen.

1.26     In the Destination Type Field if the Receipt Routing is set to ‘Standard’ then the field will show a value of ‘Receiving’. The user will have to perform another step to update inventory which is covered under ‘Receiving Transactions’.

1.27    If the receipt routing is ‘Direct Delivery’ then the value will be ‘Inventory’. On saving the receipt the inventory will update with the new quantities.

1.28    If the receipt routing is ‘Inspection required’ then the value will be ‘Receiving’.

1.29    In the ‘Receiving transactions’ form the user will have to inspect the material before taking into inventory. This will be covered under topic ‘Receiving Transactions’.

Receiving Transactions (Including Inspection)

How to do it in the application

1. Use the window to select receiving Transactions

    Navigation: Transactions > Receiving > Receiving Transactions

1.1 Open the Find receiving Transactions window

1.2 Enter the Purchase Order number from the LOV or Receipt number from the LOV (This will be the same receipt number from the receipts form in the previous section)

Note: Receiving Transactions will have transaction lines only if the Receipt Routing method is ‘Standard’ or ‘Inspection Required’

1.3 Click the Find Button

1.4 Enable the check box

1.5 Enter the Actual Received Quantity (This will default or be the same as entered in the Receipts screen/form)

1.6 Destination type will default to ‘Inventory’ if the receipt routing method is ‘Standard’.

1.7 Enter the Subinventory in the ‘Subinventory’ field; this will determine the final destination of the material within an inventory organization.

Save your work.

If the receipt routing method is ‘Inspection required’ then do the following steps:

1.8 Click the button ‘Inspect’

1.9 Inspection screen opens (as shown below)

1.10 Total quantity on the PO line will default screen. Choose ‘Accept’ for the whole quantity or ‘Reject’.

1.11 If part quantity is to be accepted then choose Status as ‘Accept’ and the rest of the quantity choose ‘Reject’

1.12 Press OK.

1.13 After saving Destination Type status will become Inspect as shown below.

1.14 After Inspection is done.

1.15 After Inspection is done, close the ‘Receiving Transactions form’.

1.16 Re-open the ‘Receiving Transaction form’ to move the material from ‘Inspection’ to ‘Inventory’. The screen will appear as shown below.

1.17 Check the box on the left of the form.

1.14 Enter the Subinventory in the ‘Subinventory’ field; this will determine the final destination of the material within an inventory organization.

      Save your work.

Returns to Supplier (PO)

How to do it in the Application

1.1  Navigation -> Transactions->Receiving->Returns

1.1  Open the ‘Returns’ form.

1.2  Choose the Inventory Org from which to return materials / items from the list as shown below. If the items to be returned are for more than one Inventory Org then use the ‘Change organization’ to switch between Inventory Orgs.

Click OK

1.3  Choose the Inventory Org and the form will appear as shown below.

 (Note: Inventory org short name will be displayed on top of the form with the form name)

Use the Find Returns window to find source documents for which you can enter returns. Use the Supplier and Internal tabbed region to search for purchasing documents.

Supplier and Internal Region (To be used for PO Returns)

1.4  In the ‘Purchase Order’ field enter the PO Number against which the material is being returned. Choose from LOV.

1.5  If the user know the receipt number (GRN) against which the material was received earlier then enter the same in the ‘Receipt’ field. Choose from LOV.

1.6  After entering the PO number / Receipt number, Press ‘Find’ button. Form will appear as shown below.

1.7  Enter the qty being returned in the ‘quantity’ field.

1.8  In the ‘Return to’ field choose ‘Supplier’ from the LOV.(Note: PO will display the original qty ordered)

1.9  Enter any reason for return in the ‘Reason’ field. Choose from LOV.

1.10          Enter any comments in the ‘Comments’ field. (Note: This is a free text field.)

      Save your work.

Miscellaneous Transactions

How to do it in the application

Navigation:  Transactions > Miscellaneous Transactions

1.0 Choose the Inventory Org for which you want to do Miscellaneous Transaction from the list as shown below.

Click OK

Miscellaneous Issue

1.1 After selecting the Inventory Org Miscellaneous Transaction form will appear as shown below.

(Note: Inventory org short name will be displayed on top of the form with the form name)

1.2  Enter the date. This will default to current date when the form is open.

Note: System will not allow transactions in a closed period.

1.3  In the ‘Type’ field, choose from LOV.

1.4  In the ‘Source’ field enter the source. (Choose from LOV) as shown below.

Note: Selecting the Source for the Issue of the Material and Click the Transaction Line Button.

1.5  On Clicking Button ‘Transaction Lines’. Form will appear as shown below.

1.6  Select the Item from the LOV

1.7  Select the Subinventory from the LOV

Note: User can see Available and On-Hand Qty exist for this Item in the Inventory Organization at the bottom of the form.

1.8  Enter the Lot number if Lot number exists.

1.9  Enter the UOM

1.10          Enter the quantity

1.11          In the ‘Reference’ field enter the issue note number.

Miscellaneous Receipt

2.1  If it is Material Receipt

Navigation Path: Transactions >Receiving > Miscellaneous Transactions

2.1.1         Choose the Inventory Org for which you want to do Miscellaneous Transaction from the list as shown below.

Click

2.1.2        After selecting the Inventory Org Miscellaneous Transaction form will appear as shown below.

 Note: Inventory org short name will be displayed on top of the form with the form name

 

2.2   Select the Transaction Type Receipt form the LOV

2.3  Click Button Transaction Lines. Form will appear as shown below.

2.4  Select the Item from the LOV

2.5  Select the Sub Inventory from the LOV

2.6  Enter the Lot number if Lot number exist

2.7  Enter the UOM

2.8  Enter the quantity

      Save your work. System will give a message as shown below.

Sub Inventory Transfer

How to do it in the application

1.0 Navigation Transactions > Sub Inventory Transfer

1.1  Open the Sub Inventory Transfer window. This will open the form as shown below….

1.2 Enter the Transaction Date. System will default the current system date.

1.3  Select the transaction type from the LOV, choose Subinventory Transfer.

1.4  Click Button Transaction Lines. It will appear as shown below.

1.5  Select the Item from the LOV

1.6  Enter the Subinventory from where to transfer in the ‘Subinventory’.

1.7  Enter the Subinventory where the material is being transferred in the ‘To SubInv’ field.

1.8  Enter UOM

1.9  Enter the quantity.

1.10          In the ‘Reason’ field enter the reason for transfer. Choose from LOV.

1.11          In the ‘Reference’ field enter the Material Transfer note no. (Note: This has to be standardised by users as this is a free text field)

1.12           Save your work. System will give a message as shown below

Checking On Hand Quantity

Navigation On-Hand, Availability > On Hand quantity

2.1 Find On Hand Quantity window opens (Please See below Screen)

     Note: You can view on-hand quantities for items. You choose how the information is displayed and narrow the scope of the information by entering search criteria.

     Note: Depending on the function security assigned to your responsibility, you can view the on-hand quantities for an item in a single organization or across all organizations.

2.2 Enter search criteria for the following fields:

• Item: Enter an item whose quantities you want to view from LOV.

• Revision: If the item is under revision quantity control enter a value to view on-hand quantities for that revision only.

• Subinventory: Enter a Subinventory to view on-hand quantities in that Subinventory only.

• Locator: If under locator control, enter a locator to view on-hand quantities for that locator only.

• Lot: If the item is under lot control, enter a lot number to view on-hand quantities for that lot only.

• Quantity: Enter a range of quantities to limit the search.

2.3    Select how you want to display the information:

• Item:  Display the on-hand quantity by item.
• Revision: Display the on-hand quantity for each revision of the item or a specific revision.
• Subinventory: Display the on-hand quantity for the item in each Subinventory or a specific Subinventory in which it is located.
• Locator: Display the on-hand quantity for the item in each Subinventory and locator or a specific Subinventory and locator in which it is located.

2.4 Choose the Find button to start the search. The information displays in a detail folder window corresponding to the quantity type and display options you select.

2.6 If you want to check the stock in Subinventory click Subinventory Button

2.7 View the Quantity on Hand in each Subinventory (as Shown below)

     Note: If the user wants to see On-Hand qty for another Inventory Org then, use  ‘change organization’ and select another inventory org.

Physical Inventory

How to do it in the application

Note: To Conduct the Physical Inventory

Navigation:  Counting   > Physical Inventory > Physical Inventories

1.1  Open the Physical Inventory Window; you will see the form as shown below…

1.2    On Click Button ‘New’, you will see the form as shown below…

1.3  Enter unique Name, Approvals and Tolerances.

1.4  In the Count Sub Inventories details area, select ‘All’ if the counting is to be done for all subinventories OR Select ‘Specific’ Subinventory for which counting is to be done.

1.5  Enable ‘Allow Dynamic Tags’.

1.6  Click Button Snapshot.

1.7  Concurrent request for physical inventory is submitted – Note the number.(As Shown Below)

1.8  Go to Navigator Menu->View > Request

1.9  View the request is completed normal

1.10          Re- Query the Physical Inventory by Name and Check the status region in the snapshot form. (As shown below)

1.11           Snapshot complete Checkbox will be enabled. Date snapshot submitted will also be displayed.

Navigation: Counting > Physical Inventory > Tag Generation

Information: You use physical inventory tags to record the physical counts of inventory items. Physical inventory tags represent actual hard copy tags that some companies use to count inventory items. A tag contains the count for a group of a given item.

Although you can record only one item on a tag, multiple tags can reference the same item, with each tag referring to a unique physical location for an item.

Navigate to Tag Generation form

1.12          Choose the Physical Inventory in the ‘Name’ field.

1.13          Enable ‘Show Serial on Tags’.

1.14          In the ‘Starting Tag’ field enter the starting tag number.

1.15          Enter the ‘Digit Increments’ for each tag

1.16          System will calculate the ‘Ending Tag’ and ‘Number of Tags’ automatically based on the number of items in the physical inventory.

1.17          Click the Generate Button for Tag Generation.

1.18          Message will appear as below.

1.19          Print Tags

After Requesting for Tag Generation

Navigate to Report > All > View Request to View the Tag Generation

Inventory Tag Generated as Mentioned Below. This to be printed and given to counters for physical stock take.

     Note: Tag will have all details of each item.

To view the allotted Tags generate the following report

Reports->All->Physical Inventory Tag Listing

Parameters: ‘Name of the physical inventory earlier done’

Entering Counts

Navigation: Counting > Physical Inventory > Tag

To Enter the Physical Qty in the System

After recording your physical counts you must enter the quantity for each tag. In this window and as shown below you can query tags for easy data entry.

1.1  In the ‘Name’ field, choose from LOV the name of the physical inventory for which the snapshot was taken earlier.

1.2  Press the ‘Find’ button.

1.3  Snapshot date will be displayed.

1.4  In the ‘Default Counter’ field enter the name of the counter.

1.5  System will give a message ‘Query all Existing tags’ as shown below.

Since you generated default tags the item, revision, Subinventory, locator, lot, and serial number information for each item is displayed. You enter the count Quantity, unit of measure (UOM), and Counted By information.

1.6  Choose ‘Yes’.

1.7  It will display all the tags for that physical Inventory.

1.8  User can ‘Void all’ tags and create new tags or ‘Unvoid All’ tags if earlier voided.

1.9  In the ‘Qty’ field enter the Actual quantities counted.(as shown below)

1.10          In the ‘Detail’ region enter the name of the counter to ensure accountability.

     Save your work.

Approving Adjustments

Navigation: Counting > Physical Inventory > Approve Adjustments

(To Verify the Physical Qty with System Qty)

1.1  Enter the Physical inventory name and click Button ‘Find’

1.2   

1.2 System will give a message as shown above ‘Query out of tolerance adjustments only?’ , if you select ‘YES’ then based on the tolerance limit set it will display all only those items which are more than the tolerance limit. If you select ‘NO’ then it will display all irrespective of tolerance limits.

1.3  Item code, Snapshot quantity and the count quantity with variance in % will be displayed.

1.4  Click Button ‘Approve all’ for the approval of the out of tolerance quantities OR

1.5  Click button ‘Reject all’ for unapproved of the out of tolerance quantities.

1.6  Approver can also choose to approve some of the counts for some of the items.

After Entering the Physical Qty in the System

Navigate to Reports > All

Select the Physical Counts Reports.

Pending Transactions

Navigation Transactions > Pending Transactions

You can view, edit, and correct pending transactions before validation. These include transactions received through the transaction interface or those processed with the background processing option. Using the folder or single row windows, you can choose how to view the information appropriate for a particular transaction. You can also resubmit transactions for processing.

On Clicking, This will first open Organizations window. Select the required Organization and press OK Button.

This will Open Find Pending Transaction screen as shown below.

On this window user is allowed to select multiple criteria to find Pending Transactions.

To Resubmit Transactions for Processing

1. Check the Submit option next to the transactions you want to resubmit or choose Resubmit All from the Tools menu.

If you have many transactions to resubmit, use the Resubmit All option to select all transactions for processing and then selectively deselect individual transaction you do not want to resubmit.

2.      Save your work to submit the transactions for processing.

Material Transactions

Navigation Transactions > Material Transactions

To view detail associated with inventory transactions. You can search for transaction information by entering a combination of search criteria in Material Transaction Find Window.

This will open The Find Material Transactions window as shown below.

Enter any combination of search criteria and choose Find. The results display in the Material Transactions folder window.

View information in the following tabbed regions:

Location: Displays the item, subinventory, locator, revision, transfer locator, transfer subinventory, transfer organization, transaction date, and transaction type information.

Intransit: Displays the item, shipment number, waybill/airbill number, freight code, container, quantity, and transaction type information.

Reason, Reference: Displays the item, transaction reason, transaction reference, costed indicator, supplier lot, source code, source line ID, and transaction type information.

Transaction ID: Displays the item, transfer transaction ID, transaction header number, receiving transaction ID, move transaction ID, transaction UOM, completion transaction ID, department code, operation sequence number, transaction quantity, transaction ID, transaction date, source type, source, transaction type, source project number, source task number, project number, task number, to project number, to task number, expenditure type, expenditure organization, error code, and error explanation information.

Transaction Type: Displays the item, source, source type, transaction type, transaction action, transaction UOM, transaction quantity, transaction ID, and transaction date information.

Location: Displays the subinventory, locator, operation sequence, and transaction ID.

Type: Displays the transaction type (such as miscellaneous issue, sales order issue, or cycle count adjustment), source type (the origin of the inventory transaction), source (such as account number), the UOM, and the primary quantity (in the item's primary UOM).

Currency: Displays currency, the transaction value (for foreign currency), and displays the conversion (exchange) rate, type (such as Spot, Corporate, or User Defined), and exchange rate date.

Comments: Displays transaction reason, transaction reference, and the general ledger batch ID (if transferred to the general ledger).