Register Receipt of Parts With Serial- and/or Lot/Batch Number

Explanation

At times, you might need to enter receipts manually without purchase orders or shop orders. If parts are set to use serial-tracking at receipt and issue, or serial-tracking in inventory, serial numbers are entered or generated using the dialog box that appears when you save the part information. An important point to make is that, if numbers have been reserved in advance, these are used first. Otherwise, the first higher available number is used. This means that if, for instance, the numbers 1, 24, and 56 are used in a serial number sequence, 57 will be the first higher available number. In addition, when serial numbering is set to automatic, alphanumerical serial numbers are not allowed. The automatic lot/batch numbering is based on order number and will not work when you enter receipt of parts.

To simplify the reading of the necessary procedure, there are two different versions available which are pretty much self-explanatory. 'Procedure, automatic numbering' explains the procedure when you want to use automatic numbering, and 'Procedure, manual numbering' when you want to use manual numbering.

Prerequisites

• The part cannot be locked for counting.
• An inventory value must have been specified for the part (unless there is an override cost in the inventory part register).
• The part cannot be a blow-through or a phantom part (planning method T, O, or K).
• The inventory location type must be picking, pallet delivery, floor stock, or production line.
• The appropriate location and location group must have been entered in IFS/Inventory, Inventory Locations.
• The serial-handled and/or lot/batch-handled part is entered in IFS/Inventory, Inventory Part.
• To be able to use the serial number and/or lot/batch number functionality, you need to activate it in the Part window.
• When the Define Cost Structure dialog box opens up, to get the suggested cost structure displayed by default, you must not have selected the Get Default Cost Structure Manually check box on the Site/Extended Site Info/Inventory tab.
• To define the cost structure with cost sources, posting cost groups, and OH (overhead) accounting years, you must have set up the basic data in cost details in Cost Details Basic Data.

System Effects

• The part with serial tracking in inventory is entered as received into stock with serial- and/or lot/batch number.
• An inventory part that is serial tracked at receipt and issue, but not serial tracked in inventory, is entered as received into stock without the serial number.
• A lot/batch tracked inventory part is entered as received into stock with the lot/batch number.

Window

Receive Inventory Part

Related Window Descriptions

Receive Inventory Part
Serial Number
Enter Sequence/Interval
Define Cost Structure

Procedure

1. In the upper part of the Receive Inventory Part window, either populate or query for the part number in question.
2. If desired, you can add a note to be entered in this inventory transaction. You can consider this note as a way of indicating who is responsible for the transaction or the cause.
3. In the lower part of the window, you can see one or several locations where your parts are located. Click in the Quantity Received column in front of the location to which you want to add parts, and then enter the number of received parts. If you want to indicate an inventory location other than that displayed: Click in the lower part of the window, select New, and enter the quantity and inventory location.
4. If the part is catch unit enabled, enter the catch quantity which you have received.
5. Optionally, you can enter an expiration date.
6. If you have chosen to indicate a location other than that displayed, enter your possible lot/batch number in the Lot/Batch No column.
7. If you have chosen to indicate a location other than that displayed, you can enter the W/D/R number.
8. Save.

If you do not have a standard cost defined for the part or if the part is set up with Zero Cost Only, you must manually define the cost structure for the part. This should be done in the Define Cost Structure dialog box that opens up when saving the line.

To define the cost structure follow the procedure in Option 1 or 2. The Define Cost Structure dialog box will re-appear once for each line that you have entered on the Receive Inventory Part window:

Option 1:

1. As the Define Cost Structure dialog box appears, a cost structure will be suggested and displayed by default. The suggestion is based on the inventory part unit cost or the last inventory transaction, and dependent on the inventory part cost level setting on the Inventory Part/Cost tab. If you want to use the suggested cost structure, skip over to step 6. If not, continue from step 2.

Note: The first time a part is received, the dialog box will not show a suggested structure.

2. If required, update values in the Cost/Unit fields of existing lines.
3. Click Remove to remove any unnecessary lines.
4. To add a new line, click New. Click on the Cost Bucket ID field and select a suitable cost bucket from the list of values.
5. If you using cost details, enter suitable values in the Cost Source ID and OH Accounting Year fields.
6. Enter a value in the Cost/Unit field.
7. Repeat steps 4-6 and enter as many new cost detail lines as required. Note that you should always maintain at least one line with a material type cost bucket in your cost structure.
8. Click OK.

Option 2:

1. Click Split Cost.
2. In the Split Costs into Details dialog box that props up, enter a value in the Total Unit Cost field.
3. Click OK. The total cost will be split up into cost detail lines in accordance with the settings in IFS/Costing.

Create number sequence for serial parts:

1. For automatic numbering:
   If you are using the serial number for the part, the Serial No dialog box appears. Since you are using automatic numbering of the part, you already have a suggestion for the serial number(s). If it is satisfactory, select OK. Otherwise, you can edit the suggestion and select OK. You also can select Clear and Sequence. If you choose to do so, another dialog box appears where you can enter a sequence of numbers. Note that alphanumerical (e.g., IFS1200) serial numbers are not allowed when the numbering is automatic.
   For manual numbering:
   If you are using a serial number for the part, the Serial No dialog box appears. Select New and enter the serial number(s). You can also select Sequence. If you choose to do so, another dialog box will appear where you can enter a sequence of numbers.
2. You have four possible number sequences:
   Sequence: Select New and enter your sequence in the From Serial No and the To Serial No fields. You can select preview to get an example view.
   Sequence with prefix: Select Add Prefix and enter your prefix, e.g., 100. Enter your sequence in the From Serial No and the To Serial No fields. You can select Preview to view an example.
   Sequence with suffix: Select Add Suffix and enter your suffix, e.g., 1999. Enter your sequence in the From Serial No and the To Serial No fields. You can select Preview to view an example.
   Sequence with a combination of prefix and suffix: Select and enter prefix and suffix. Enter your sequence in the From Serial No and the To Serial No columns. You can select Preview to view an example.
   Padding: Additionally, you can use the padding function if you want to generate a sequence with zeros added to the beginning of each serial number up to the total defined length. e.g., if you have set the length in the Set Length field as 4, your result for the serial number 1 will be 0001. Padding will be added after the prefix. E.g. if prefix is XX, the serial will be XX0001.
3. Click OK when completed. Depending on your previous choices, you may have to select OK twice in the dialog boxes.