Modification of issues
Presentation
This screen is used to modify the stock movements carried out for an issue note line. On completion of this modification the stock movements will be automatically updated. As a function of the modification carried out, new stock movements will be created and stock movement reversals can be executed.
In the case of the issue notes that include a validation stage (for example the packing slips), this function is only accessible when the validation has been carried out. In this context it is the corrections linked notably to entry errors or modifications linked to the adjustment of suspended movements.
This function is used to modify the issued quantities by increasing or decreasing them. If the new issue quantity is null, the issue note line will be deleted after the user has been warned. If this is the last line on the issue note, the note itself will be deleted.
Other than the modification of the issued quantities, this function can also be used to modify the characteristics of the issued stock. In fact there is the possibility to choose the different stock lines and therefore the lot, sub-lot numbers or different serial numbers if entry errors have triggered incorrect issues.
Method of operation
The modification of the stock movements is made in a screen containing a grid of the stock lines issued and a left list that is used in selecting the new stock lines. The grid containing the stock lines issued can only be loaded by means of the left list. Only the quantity to be issued in stock units and the quantity issued in packing units are accessible in this grid.
It is possible to use the grid entry to enter suspended movements (or serial numbers for the products managed with serial numbers on issue). In this case, only the quantity in stock unit is mandatory. It is also possible to enter the information determining the suspended stock movement (Lot, Sub-lot, Serial number, Location). A suspended movement can only be established for the products managed with negative stock. A suspended movement can be entered because the stock is physically present but has not yet been entered on the system.
Screen for the issued stock lines
This screen is divided into three sections:
The first section shows the information from the stock line note. This includes the issue site concerned, the product code, the issue note number (for example shipment code) and the packing unit (sales unit in the case of a shipment) for the document line with the conversion coefficient between the document unit and the stock unit. The movement description for information purposes.
The second section recalls the context of the shipment line. The following information is found:
The initial quantity corresponding to the issue quantity on the issue note line.
The issued quantity, this is the new quantity issued on the issue note line expressed in stock unit. This information makes it possible to modify the issue quantity on the issue note line.
Total, this is the total quantity already selected within the stock issue to be modified.
Suspended issues, this is the quantity waiting adjustment on the issue note line expressed in stock unit.
The last section of the screen is a grid referencing the stock lines selected for the stock issue and the stock movements already carried out. It contains the following information:
The lot number
The sub-lot number
The start and end serial numbers. For the products managed with serial numbers on receipt/issue these two columns will only ever accessible for the management of suspended movements (see the Entry of a suspended movement button accessible on the line in the grid or in the Options menu from the menu bar). The serial numbers are loaded by selection of the stock lines. For the products managed by serial numbers on issue, there is the possibility (if no serial number sequence is associated with the product) to enter manually the start and end serial numbers on the stock line selected to carry out the issue. If for a selected stock line, the serial numbers to be assigned are not consecutive, a function accessible by right click on the line, Serial N° to be issued is then used to enter separate numbers. The entry of separate numbers will lead to a splitting of the selected line. For the serial numbers managed only on issue, there can be in stock, lines identified by a serial number. These lines corresponds to customer returns.
The location
The status
The quantity available in stock units for the selected stock line.
The quantity to be issued in stock units for this stock line in terms of the shipment. This quantity is the only information that can be modified, with the issues quantity in packing units, in the grid of selected stock lines. It is used to adjust the quantity to be taken on a stock line after it has been selected via the left list. In fact, the picking of a stock line in the browser loads the line in the grid with as the issued quantity the quantity remaining to be issued on the shipment line.
The quantity available in packing unit on the selected stock line.
The quantity to be issued in packing units for this stock line in terms of the shipment.
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.
The presence of certain columns in this grid depends on the product characteristics. In fact, the lot and sub-lot information only appear if the product is managed by lot. 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.
Left list containing the stock lines
The left list is used to select the eligible stock lines to process the issue of the stock for the issue note line. The stock information is presented as follows:
The Lot number
The sub-lot number
The serial 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 order in which the stock lines are presented depends on the allocation rules associated with the product category. If the product is managed by lot or serial number, the order is a function of the allocation rule. By lot, FIFO, FEFO, LIFO for products managed by lot, FIFO, LIFO or by Serial number for the products managed by serial number. For the other products, the left list will be sorted by location. The only difference concerning the left list and the allocation rule can stem from the order associated with the statuses. In fact, if the allocation rule authorizes for example the allocation of products with the status A or Q but by always starting with status A, the left list will display the stock lines as they are selected without consideration of the priority between statuses.
If the product is not managed by serial number, the stock lines in the left list will be displayed as follows as a function of the order defined by the allocation rule:
By lot : Lot + Sub-lot + Location + Stock chrono
FIFO : Lot creation date + Lot + Sub-lot + Location + Stock chrono
FEFO : Expiry date + Lot + Sub-lot + Location + Stock chrono
LIFO : Inverse sort of FIFO
If the product is managed by serial number, the stock lines in the left list will be displayed as follows as a function of the order defined in the allocation rule:
By lot and FEFO : Lot + Sub-lot + Serial number + Stock chrono
FIFO : Lot creation date + Lot + Sub-lot + Receipt date for the serial number + Serial number + Stock chrono
LIFO : Inverse sort of FIFO
It will be possible to sort the information displayed in a particular column by clicking on the column itself. It will also be possible to make selections by column by selecting the Rapid selectionmode on the chosen column.
When entering the unction the issue note line has available the totality of the issued stock lines (the suspended movements are displayed in red). The grid is loaded with the stock lines already issued and the left list is empty. If the user wants to display the available stock lines to proceed with a modification of the issued stock lines, it will be necessary to use the F5 key to refresh the left list. The lines already selected (still having stock available) are highlighted in the left list.
Once the stock lines are selected, it is necessary to save the entry. See the Save button.
It is possible to cancel the selection of a line loaded in the grid. For this, it is possible to either delete the line in the grid (it is not possible to zero a quantity in the entry screen), the left list is then refreshed, or to deselect it via the left list. Warning, whilst no modifications have been saved, the deleted line does not release the available stock to the stock line. This remark is only valid for the lines that have already been issued at the time of entering the function.
The particular case of kits and sales BOMs :
Commercial kits: the issue of stock of parent product and its components is inseparable. This signifies that if the issue quantity of the parent product is modified, the components will also be modified to the level of the quantity issued of the parent product. If the stock to be issued is insufficient for certain components, suspended movements will be automatically generated for the issue note if the components are managed with negative stocks authorized if not the modification will be refused.
Two cases can occur :
If the parent product is managed in stock, it is possible to access the stock issue function from the parent product. It will then be possible to modify the issued stock lines for the parent product in the same way as a classic product.
If the parent product is not managed in stock, it is not possible to access the function from the parent product.
In both cases, it is possible to manually modify the issued stock lines for the components by this function. The interest in accessing this function for a component is to modify the issued stock lines (modification of the lot, status...) or to specify the suspended movement. It is not possible to quit the function whilst the Quantity issued is different to the Total selected + the Suspended issue quantity. For a component, the suspended quantity must be manually specified by the Entry of a suspended movement button available by right click on the grid line or in the Options menu in the menu bar.
Sales BOMs : contrary to commercial kits, the links between the parent product and the components are not strict. This signifies that it is possible to modify the issue in an independent manner for the parent product or the components (if they are stock managed). It will be possible, for a component, to issue a different quantity to the link quantity with respect to the parent product.
Specific buttons in the stock line grid
When the product is managed with negative stock authorized and the total quantity of the selected stock lines is less than the issued quantity, the following button is then accessible by right click on a line in the grid.
Entry of a suspended movement :
When this function is activated, a line in red is generated in the grid with as the issue quantity, the quantity remaining to be issued. When the line is generated, no stock attribute is specified. If required it is possible to manually assign these attributes (Status, Location, Lot, Sub-lot, Serial number). In this case, the issue note line can only be used when the attributes assigned are in stock. This is used for example to give information on the lot, sub-lot or serial number whilst the receipt to stock has not been made on the system but they are physically available. The issue will then be adjusted once the system entry is carried out with the stocks having the characteristics identified (adjustment of the suspended movements).
Serial n°s to be issued :
This function is only accessible using a right click on the selected stock line for those products managed with serial numbers on issue only. It is used to allocate separate serial numbers to a selected stock line. The result of this entry leads to a splitting of the stock line to as many lines as the ranges entered for the issued serial numbers.
Menu bar
Options / Entry of a suspended movement
When this function is activated, a line in red is generated in the grid with as the issue quantity, the quantity remaining to be issued. When the line is generated, no stock attribute is specified. If required it is possible to manually assign these attributes (Status, Location, Lot, Sub-lot, Serial number). In this case, the issue note line can only be used when the attributes assigned are in stock. This is used for example to give information on the lot, sub-lot or serial number whilst the receipt to stock has not been made on the system but they are physically available. The issue will then be adjusted once the system entry is carried out with the stocks having the characteristics identified (adjustment of the suspended movements).
Options / Analytical dimensions
This function is used when the issue movement has been carried out to modify the analytical dimension codes of the different axes that have been initialised by the dimension code by default defined for the stock movements associated with the issue note. The analytical axes will no longer be modifiable once the stock movement associated with the issue note line have been posted.
Enquiries / Stock by site
This function is used to access the stock by site enquiry for the product currently being processed.
Enquiries / Management rules
This function is used to view the stock issue management rules that are applied to the product currently being processed. The information displayed includes the product category, the movement code used for the chosen transaction, the location category, the authorized statuses and sub-statuses...
Specific buttons
This button is used to save the selection of the stock lines to be issued. A control is carried out to verify that the total of the quantities for the lines of stock selected plus the suspended movements entered corresponds to the issued quantity. If this is not the case a blocking message will be returned.
It should be noted that the stock movement will be automatically carried out at this time. As a consequence the issue note line can be modified if the issue quantity has been modified.
This button is used to cancel all the modifications made on the lines entered. The total quantity selected is reinitialized with the total quantity originally selected and the initially issued stock lines are recreated.
This button is used to access the additional selection criteria used to filter the stock lines in the left list. This screen contains in addition, the following information (the existence of the information displayed in this screen depends on the management rules for the product concerned from the point of view of the lot and location management):
Origin
In this section of the screen the issue site, the product and the issue note number concerned are displayed.
Management rule
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 left list) 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).
Expired lots : It will also be possible to display the expired lots in the left list. These, as with all sub-statuses not authorized by the issue rule, can only be selected by a stock administrator.
Taking into account locations
Waiting put-away : If this criteria is activated, it will be possible to authorize the selection of goods waiting put-away (for products managed by location), that is to say those goods received to dock and not yet placed in their final storage locations. These products that have certain stock attributes that are yet to be assigned (lot, sub-lot, serial number), will be displayed in the left list, but they cannot be selected whilst their characteristics have not yet been specified.
Sub-contractor : This criterion is only significant in the context of Production management. If this criterion is activated, it will be possible to authorize the selection of components assigned to sub-contractors (for products managed by location).
Exclusive filters
They allow the entry of additional criteria that serve to restrict the selection of stock lines. These filters can already be assigned if they have been entered on the document which is the origin of the issue note (for example the order or the shipment request at the origin of a shipment line). For products that are lot managed it will be possible to enter a lot or an expression that is 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, it is possible to enter exclusive filters on the statuses (example: A*,Q1,Q2 all the stock lines with the status A and the stock lines with the status Q1 and Q2). Only the stock lines responding to these filters will be selected. The combination of the statuses entered must be included in the Issue rule associated with the corresponding document type. If the exclusive filters are entered for the statuses then the quality criteria on the statuses will be greyed out and will no longer be considered for the stock line filter.
Preferential filters
The preferential filter on location is displayed as a reminder. There is no significance in the picking of stock lines context. It can already be loaded if it has been assigned in the document line at the origin of the issue note line.
Additional filters
They allow the entry of additional criteria that serve to restrict the selection of stock lines. It is possible to make the selections on the free identifiers for the stock and on the stock lines for a specific packing unit.
Non available stock
Stock display: Yes / No. This parameter is used to specify if the left list should be displayed for the stock lines where the available stock is zero. These stock lines cannot be selected.
This button is used to cancel all the stock lines already selected. It is then possible to restart the selection of lines of stock. If no line appears in the grid, the button is not active.
This button is used to exit the function. The lines that have been selected during the entry are not considered.
Error messages
The selected quantity is less than the quantity to be processed
This message appears when the quantity of the selected stock lines does not correspond with the total issued quantity on the issue note line.
Status : X Lot : Y status not authorized or lot expired
This message appears when an attempt is made to carryout a selection on a line of stock where the status is not authorized by the issue rule or when a selection is made of a lot which has exceeded its expiry date. For these two examples, only the stock administrator is authorized to carryout this type of selection. These lines of stock do not appear by default, they are visible if the picking criteria have been modified.
The quantity cannot be zero, you must delete the line
This message appears when a zero quantity is entered on a selected line of stock. The deletion of a selected stock line must be carried out by deleting the line or de-selecting the line in the left list.
No stock available!
This message appears when a line of stock is selected where the available quantity is 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 available Quantity: X The stock having changed, the allocation cannot be carried out
This message appears when an attempt is made to save the selected stock lines to carry out the issue and that the available quantity for certain stock lines has changed between times (due to another issue for example).
Kit component. The quantity selected cannot be less than the quantity to be processed.
This message appears when for a kit component, the stock line selection is saved and that the sum of the Total selected + Suspended quantity is less than the quantity to be shipped. It is necessary in this case to manually assign the suspended stock in the stock line grid.
Site Product Location : Stock waiting put-away: Stock line incomplete :
This message will appear when an attempt is made to select a line of stock waiting put-away and where the characteristics for the product waiting put-away have not yet been registered (Lot, Sub-lot, Serial number).