Stock issues 

Presentation

This screen is used to determine or to modify the stock to be issued for a line on a stock issue note. Once the stock has been determined or modified (stock issue note saving or creation), the selected stock lines will be allocated in detail.

In the case of notes that provide for a validation stage (shipment advice note is an example), the issue of stock for these lines is carried out at the time of validation, if not, the movements are made on saving or creating the document.

A detailed allocation consists in reserving goods on a stock line. This means explicitly reserving a license plate number, a lot number, a sub-lot number, a version number, a serial number with a specific status, within a packing unit or stock unit and for a specific location (and a specific warehouse when warehouses are managed).

For the determination of stock lines to be issued, the stock management rules defined for the Product category and for the given movement type apply (a link between Movement code and Movement type can be defined and used by the note transaction), namely upon picking so as to control the status of the product to be issued.

The allocation rules are those used to choose the stock lines to issue in the stock issue proposition function (see the Proposal button). These allocation rules are restricted by the issue rule defined for the given stock movement (authorized sub-statuses, expired lot, picking locations, versions). The allocation rules also provide a sorting feature for the stock lines suggested in the selection panel, based on the main order chosen for the stock issue (FIFO, LIFO, FEFO, By lot).

If no allocation rule is available, then the system will set the issue to lines in stock units in a FIFO order.

Operating mode

The selection of the stock lines to be issued is performed in a screen that includes:

  • a table of the stock lines to be issued,
  • a selection panel that you can use to select the stock lines and/or serial numbers for product serial numbers managed in Global receipt & issue.

The table listing the stock lines is loaded:

  • By picking from the selection panel
  • By the automatic proposal by clicking Proposal in the Actions panel Only the quantity to issue in stock units and the quantity in packing units can be accessed in this table.

You can access the table to enter:

  • shortages. In this case, you only need to specify the quantity in stock units. You can also enter information used to determine the stock to be issued (Lot, Sub-lot, Version, Serial number, Warehouse, Location). A stock shortage can only be recorded for those products that allow negative stock management. A stock shortage can be entered either because the stock is physically present but has not been recorded in the system; or because the picking location used is in shortage.
  • serial numbers for product serial numbers managed in Issue or in Global receipt & issue.

Stock lines to be issued screen

This screen is divided into three sections:

The first section shows the information from the issue note line:

  • the issue site concerned,
  • the product code,
  • the note entry number (delivery code for instance)
  • the packing unit (sales unit for deliveries) of the document line and the conversion coefficient for the document unit and stock unit.
  • the transaction description. It can be modified in this screen. It is initialized by the description of the movement that was entered on the issue note line. If you modify this description, the new description will be recovered on the issue note line. The description of the movement will be the same for all the issue movements linked to this issue note line.

The second section recalls the context of the shipment line:

  • the Quantity to be issued: this is the quantity on the line in the issue note expressed in stock unit.
  • Total:this is the total quantity already selected within the stock issue to be carried out.
  • Shortages: this is the shortage quantity on the issue note line expressed in stock units.

The last section of the screen features a table that references the stock lines selected for the stock issue It contains the following information:

The lot number

The sub-lot number

The major/minor version

The start and end Serial numbers

    • For products whose serial numbers are managed in Receipt/issue mode, these two columns can never be accessed except for the management of stock shortages (see Issue a stock shortage accessed from the Actions icon on the table line or from the Options menu in the action panel). The serial numbers are loaded based on the selection of stock lines (each stock line corresponds to a serial number).
    • For products which serial numbers are managed on Issue, you have the possibility (if no serial number sequence is associated to the product) to enter manually the start and end serial numbers on the stock line selected to carry out the issue. These numbers will then help identify the numbers issued upon delivery validation. For serial numbers managed only on issue, the stock can include stock lines identified by a serial number. These lines correspond to customer returns.
    • For products which serial numbers are managed in Global receipt & issue, you have several possibilities to select the detail of the stock to issue:
      1/ Select stock lines by picking. On each line, select the starting serial number by clicking Serial number selection from the Actions icon. This method is particularly adapted in the case of a continuous sequence of serial numbers corresponding to the quantity to issue. The ending number is then automatically loaded. If the serial number sequence is discontinuous, you need to create as many lines as there are continuous sequences by indicating, for each line, the starting serial number and relative quantity.
      2/ Select serial number sequences by clicking Serial number to issue from the Actions panel. This selection applies to all stock lines. In the window, specify the quantity and starting serial number. Each serial number sequence must be continuous and must correspond to the entered quantity. This method is most suited for stock applying to an important number of lines and serial numbers.
      3/ Directly select by picking the serial numbers from the selection panel. This method is useful when you want to issue a small amount of serial numbers or when the serial number sequence is not continuous or if the serial numbers belong to various stock lines.
      After validating your serial number selection, the issue table is loaded with as many issue lines as sequences of issued serial numbers.
      Similarly, the same number of stock movements and issued serial number sequences are generated. The serial number is not a differentiator: the stock line will be kept and not split if several separate serial number sequences were to be issued. In order to ensure the traceability of serial numbers, the same number of records and serial numbers are created in the STOTRK - Traceability table.

The container number

The location

The warehouse

The

The quantity available in stock units for the selected stock line.

The quantity to be issued in stock units for this stock line and specific to the delivery. This quantity is the only information that can be modified, with the quantity to be issued in packing units, in the table of the selected stock lines. It is used to adjust the quantity to be collected on a stock line after it has been selected via the selection panel. In fact, the picking of a stock line in the selection panel loads the line in the table with, as the issue quantity, the quantity remaining to be issued on the delivery line.

The quantity available in packing unit on the selected stock line.

The quantity to be issued in packing units for this stock line, specific to the delivery.

The packing unit for the stock line.

The conversion coefficient between the packing unit and the stock unit.

The total quantity in stock for the selected line expressed in stock unit.

The expiry date for the lot if relevant.

Identifiers 1 and 2

User zones 1 and 2

The Owner site

SEEINFOSome columns being included in this table depend on the product characteristics. The following information:

  • The lot and sub-lot only appear if the product is managed by lot.
  • The license plate number only appears if the product-site is managed in LPN mode (license plate number).
  • The lot expiry date only appears if expiry management is activated and that the product is lot managed.
  • Equally the Serial number only appears if the product is managed by serial number.
  • The location of the product will only be present if the Product-site is managed by location. In this case, the warehouse is only displayed if the storage site manages warehouses.
  • Major and minor versions are only displayed in the tracking of versions is activated.

Selection list of stock lines

Use the Stock selection list to select the eligible stock lines and process the issue of the stock for the issue note line. The stock information includes:

The lot number

The sub-lot number

The version number. Stock lines are not filtered based on the version status. Use the picking criteria to add a filter on versions.

The serial number (not displayed when the product is managed with serial numbers and the stock line corresponds to one or many serial number ranges).

The license plate number

The location

The stock line status

The available quantity in stock units for the stock line

The conversion coefficient between the packing unit and the stock unit

The packing unit code for the stock line

The two free identifiers for the stock line

The analysis request

The Use-by date

The owner site

The warehouse


You can sort the information displayed in a column by clicking the required column. You can also make selections by column: choose the Rapid selectionmode on the chosen column.

When accessing the function, two situations can arise:

  • The stock note does not show any stock lines to issue. In this case, the table is empty and the selection panel is loaded with the stock lines which it is possible to select. The quantity to issue is equal to the quantity to deliver.
  • The stock note shows some stock lines to issue, or only stock lines to issue. In this case, the table is loaded with the stock lines already allocated and the selection panel is empty. If you want to display the available stock lines in order to carry out a modification on the stock to be issued lines or to add info to the previously allocated stock lines (to carry out the issue), press Esc. and F5 to refresh the selection panel. The lines already selected (still having stock available) are highlighted in colors in the selection panel.

Once the stock lines are selected, they need to be saved using the Save button.

In the case of deliveries, it should be noted that a detailed allocation of the stock lines to be issued will only be carried out for the selected lines on the saving of the delivery.

It is possible to cancel the selection of a line loaded in the table. To do so, you can:
- either delete the line in the table (you cannot use a null quantity in the entry screen): the selection panel is refreshed,
- or cancel the selection using the selection panel.

SEEINFOAs long as no modification has been saved, the deleted line cannot restore the available stock in the stock line. This behavior is only valid for lines that were already allocated when entering the function.

Specific case of sales kits and BOMs:

Sales kits: the issue of the parent product stock and of the stock of its components cannot be distinguished. This means that if a parent product is issued, its components will be generated at the level of the issue quantity of the parent product. If the stock to issue is not enough for some components, shortages will be automatically generated on the issue note even if the component management mode does not authorize negative stock. For components, the addition of the allocated quantity + shortage quantity divided by the link quantity is always equal to the addition of the allocated quantity + shortage quantity of the component. If negative stock is prohibited for at least one of the components, and this component has generated at least one shortage, the delivery validation (stock issue) will not be authorized as long as the shortage has bot been adjusted. A delivery line showing a shortage is displayed in blue as long as the delivery has not been saved.

Two cases can occur :

  • If the parent product is managed in stock, you can access the stock issue function from the parent product. You can then select the stock lines to issue for the parent product like for a standard product.
  • If the parent product is not managed in stock, you cannot access the function from the parent product.

In both cases, you can manually modify the lines of stock to be issued for the components by this function. The interesting aspect of this function for a component is that the stock line to issue can be modified (lot, status, etc . Modification) or a shortage quantity can be defined You will not be able to exit the function if the Quantity to be issued is different from the Total selected + Stock shortage quantity. For a component, the stock shortage quantity must be specified manually by clicking Stock shortage issue available in the Actions menu on a table line or via the Options menu in the menu bar.

Sales BOMs: unlike sales kits, the links between the parent product and the components are not strict ones. This means that you can issue the parent product or components independently (if they are stock-managed). For a given component, you can issue a quantity different from the link quantity, with respect to the parent product.

Specific actions in the stock line table

When the product is managed with negative stock authorized and the total quantity of the selected stock lines is less than the quantity to be issued, the following actions can be accessed from the Actions menu on a table line. For commercial kit components, you can access this action even if the component is not managed with negative stock authorized.

Stock shortage issue:

When you activate this action, a line in red is then generated in the table with, as the quantity to be issued, the quantity remaining to be issued. When the line is generated, no stock attribute is specified. If you want to, you can enter attributes manually (Status, Warehouse, Location, Lot, Sub-lot, Major/minor version, Serial). In that case, the stock issue note line can only be addressed when the entered attributes are in stock. This is used for example to give information on the lot, sub-lot, major version, minor version or serial number even though they have not been entered in stock automatically yet but are physically available. The issue will be adjusted once the system entry is carried out with stock having the characteristics identified (issue note line allocation on negative stock or adjustment on pending movements).

Serial no. to be issued:

This action can only be accessed from a selected stock line linked to products with serial numbers managed on Issue or Global receipt & issue. This action opens a window where you can select serial number sequences.

  • Issue management
    In this window, enter for each sequence, the first serial number of the sequence to be issued. The last serial number is determined automatically based on the quantity to be issued.
  • Global receipt and issue management
    Enter the quantity to be issued and enter or select the Starting serial number. The Ending serial number is then automatically loaded. Each serial number sequence must be continuous and must correspond to the entered quantity.
After validating your serial number selection, the issue table is loaded with as many issue lines as sequences of issued serial numbers.


Actions panel

Options/Issue a stock shortage

When you activate this action, a line in red is generated in the table with, as the quantity to be issued, the quantity remaining to be issued. When the line is generated, no stock attribute is specified. If needed, you can manually enter attributes (Status, Warehouse, Location, Lot, Sub-lot, Major/minor version, Serial). In that case, the stock issue note line can only be addressed when the entered attributes are in stock. This makes it possible to enter for example a lot number, sub-lot number or serial number even though these numbers have not been entered in stock automatically yet but are physically available. The issue will be adjusted once the system entry is carried out with stock having the characteristics identified (issue note line allocation on negative stock or adjustment on pending movements).

Inquiry/Stock by site

Click this action to access the stock by site inquiry for the product currently being processed.

Inquiry/Management rule

Click this action to view the stock issue management rules that are applied to the product currently being processed. The following information is displayed: the product category, the movement code used for the chosen transaction, the location category, the authorized statuses and sub-statuses...

Specific actions

Click this action to save the selection of stock lines to be allocated in detail (to carry out the issue). A control is run to check that the addition of the quantities of selected stock lines and the entered shortages matches the quantity to issue. If this is not the case, a question is asked to the user.

Two possible cases can arise:

Either the product authorizes negative stock management The system displays a message asking the user if they want to generate a shortage for the remaining quantity. When exiting the function, the issue note line will be displayed in blue, meaning that shortages are contained on this line. It will then be possible to create or save the issue note, the shortages and stock allocations will be generated then. A shortage generated for the remaining quantity does not mention any particular stock information.

* Or the product does not authorize negative stock management The system displays a message asking the user if they want to continue. There will be not shortage generation. When exiting the function, the issue note line will be displayed in red, meaning that all the stock information is not defined for this line. In that case, the issue note cannot be created or saved (an error message appears to warn the user).

* For sales kits, it is possible to generate shortages, even if the components are not managed with authorized negative stocks. On the other hand, you cannot save the selected stock lines for a component as long as the total selected lines + the remaining quantity is lower than the quantity to issue. You will have to manually create the shortages to manage if the available stock is not sufficient.

The allocation of stock lines and the generation of shortages will only take place on creating or saving the delivery.

Click this action to cancel all the modifications made on the selected lines. The total selected quantity is reset by the original total selected quantity and the initially allocated stock lines are displayed.

Click this action to trigger an automatic proposal for the lines of stock to be issued. The system will interpret the allocation rule of the product category to submit the stock lines to issue by limiting these stock lines using the stock management rule of the movement to create (sub-statuses authorized for the movement, obsolete lot or picking locations). Before using this function, it is possible to enter exclusive or preferential filters according to the management mode of the product. These filters will be added to the product allocation rule. These filters can already be loaded if they have been entered on the note line (order or delivery request for example) at the origin of the issue note line (delivery for example) during the process. This screen contains the following information:

The first section of this screen - Origin, displays the shipment site concerned, the product, the delivery number.

* The second section of the screen, Filters (exclusive), is used to enter exclusive filters. For products that are lot managed, you can enter a lot or an expression used to describe a group of lots (for example: LOT*A ? all lots starting with LOT and ending with A plus one character). For all the products, you can enter exclusive filters on the statuses (example: A*,Q1,Q2 all stock lines with status A and stock lines with status Q1 and Q2). Only those stock lines meeting these criteria can be selected. The entered combination of statuses will have to be included in the Issue rule associated with the issue type and the movement code entered in the issue note transaction.

* Use the third part of the screen, Filter (preferential), for the products managed by location to enter a location or an expression providing the description of a group of locations (example: LOC*B? all the locations starting with LOC and ending with B plus one character). This filter is used to orientate the search in a manner that prioritizes the chosen location, but that does not prevent the selection of other locations if there remain quantities to be processed. The search is run on the remainder according to the product allocation rule. If the detailed allocation rule associated with the product category defines the picking locations, the picking location will then be specified by default.

The exclusive filters present in this screen are also used to load the selection panel containing the stock lines. Consequently, the stock lines that do not match these criteria will not be submitted

SEEINFOWhen accessing this function in issue note modification mode, and stock lines are already allocated for the chosen issue note, the function will only suggest stock lines for stock shortage quantities. Lines that are already allocated will be restored automatically. If you want the system to propose new lines, you need to trigger a complete stop on the slip line (in case the product authorizes negative stocks or if it is a kit component) and go back to the stock issue function.

Click this action to access the additional selection criteria used to filter the stock lines in the selection panel. This screen contains the following information (this information being displayed or not in this screen depends on the management rules for the impacted product from a lot and location management viewpoint):

Origin

This section of the screen specifies the issue site, the product and the number of the relevant issue note.

Quality criteria

Authorized sub-statuses: The authorized sub-statuses are those defined by the issue rule for the movement type used and also the movement code function defined in the issue note transaction. It is possible to modify these authorized sub-statuses to view the stock lines (in the selection panel) that are not authorized by the issue rule. The stock lines that are not authorized by the issue rule cannot be selected (except by a stock administrator see the user parameter STOADMIN - Stock administrator), but their presence can be used to rapidly view the stock lines that could potentially be available. Namely the stock lines to control (status Q).

Expired lots: It will also be possible to display the expired lots in the selection panel. Like sub-statuses unauthorized by the issue rule, expired lots can only be selected by a stock administrator.

UBD lots: You can filter lots having a use-by date that qualify on issue.

Include locations

Pending storage: If this criteria is activated, it will be possible to authorize the selection of goods awaiting storage (for products managed by location), that is to say, those goods received to dock and not yet placed in their final storage locations. Products having certain stock attributes that may have yet to be assigned (lot, sub-lot, serial number), will be displayed in the selection panel, but they cannot be selected if their characteristics have not yet been specified. If a selection is performed on a product on dock, the detailed allocation will be updated when the product is stored (new location, new status, etc.).

Subcontracting: This criteria is only relevant in a production management context. If this criteria is activated, the selection of components entrusted to subcontractors is authorized (for products managed by location).

Filters (exclusive)

Use these filters to enter additional criteria to limit the selection of stock lines. These filters can already be added if they have been entered on the document which is the origin of the issue note (for example the order or the delivery request at the origin of a delivery line). For products that are lot managed, you can enter a lot or an expression used to describe a group of lots (for example: LOT*A ? all lots starting with LOT and ending with A plus one character). For all the products, you can enter exclusive filters on the statuses (example: A*,Q1,Q2 all stock lines with status A and stock lines with status Q1 and Q2). Only those stock lines meeting these criteria can be selected. The combination of the statuses entered must be included in the Issue ruleassociated with the corresponding document type. If the exclusive filters are entered for the statuses then the quality criteria on the statuses will be grayed out and will no longer be considered for the stock line filter.

Filter (preferential)

The preferential filter on location is displayed as a reminder. It is not relevant in a stock line picking context. It can already be loaded if it has previously been entered on the document line at the origin of the issue note.

Unavailable stock

Stock display Select this check box to display in the selection panel the stock lines having an available stock equal to zero. These stock lines cannot be selected.

Additional filters

Use these filters to enter additional criteria to limit the selection of stock lines. You can for example make selections on license plate numbers, free stock identifiers or stock lines in a specific packing unit.

Included in stock

You can specify if only the stock belonging to the site must be considered. If the stock belonging to another site can be considered, specify the given owner site (this setup only applies to sub-contracting).

Issue rule

Filter set up locations: check this box to only filter locations that have been set up and can be used upon issue (crossing allocation rules, management rules and locations set up for the Product-site).
Filter versions: when checking this box, only versions compatible with the management rules of the product and the versions statuses are displayed. If you do not check the box, the complete available stock is displayed.

Filter warehouse

It is loaded by the warehouse specified in the note line, and is displayed as a reminder. If no warehouse has been entered on the issue note line, it is loaded by default with the warehouse set for the Product-site, for the movement type. It can be modified or cleared.
For every issue flow, the considered warehouse is the one linked to the corresponding movement type:
- Miscellaneous issue: Internal movement
- Deliveries (normal): Shipment
- Delivery (sub-contracting): Subcontract shipment
- Returns: Shipment
- Assembly (for the component): Material consumption
- Disassembly (for the parent product): Material consumption
- Production tracking Material consumption
- Material tracking plan: Material consumption
- Sub-contract consumptions: Subcontract consumption
SEEINFOStocks attached to a location of the Customer and Sub-contractor type are never filtered by this criteria.

Click this action to cancel all the already-selected stock lines. You can thus start the selection of the stock lines all over again. If the table does not contain any lines, the button is not activated.

Click this action to exit the function. The lines that had been selected during the entry will not be considered.

Error messages

Status: X Lot: Y status not authorized or lot expired

This message appears when the user tries to select a stock line whose status is not authorized by the issue rule or when they try to select a lot whose Use By Date is exceeded. In both cases, the stock administrator is the only one authorized to perform this type of selection. These stock lines do not appear by default. They only appear if the picking criteria have been modified.

The quantity cannot be equal to zero, you need to delete the line.

This message appears when a quantity equal to zero is entered on a selected stock line. The deletion of a selected stock line must be carried out by deleting the line or de-selecting the line in the selection panel.

No available stock

This message appears when the user selects a stock line whose available stock is equal to zero.

Stock characteristics XXX (will be displayed the lot if the product is lot managed, the serial number if the product is serial number managed, the status, the location if the product is location managed) Quantity required: X quantity available: X; The stock having changed, the allocation cannot be carried out

This message appears when trying to save the selected stock lines to allocate the document line but the available quantity of some stock lines has changed in the meanwhile (as a result of another allocation for example).

Kit component. The quantity selected cannot be less than the quantity to be processed.

This message appears when a kit component not managed with authorized negative stock is impacted. The user saves the selection of stock lines and the addition of of the Selected total + shortage quantity is lower than the quantity to deliver. In this case, it is necessary to manually enter the stock shortage in the stock line table.

Site Product Location: Stock awaiting storage: Stock line incomplete:

This message will appear when trying to select a line of stock awaiting put-away and the characteristics for the product to put away have not yet been entered (Lot, Sub-lot, Serial number).

Tables used

The tables used are the following:

SDELIVERY table (Delivery header)

SDELIVERYD table (Delivery detail)

SMVTH table (Movement header)

SMVTD table (Stock movement detail)

STOALL table (Allocations)

ITMMVT table (Product-site totals)

STOCK table (Stock lines)

STOLOT table (Lot numbers)

STOSER table (Serial numbers)