Maintain Goods Received Documents {FPMO3-1}

This option allows for the maintenance of Goods Received Vouchers to be received. An order is a prerequisite for a Goods Received Vouchers and a Goods Received
Voucher is a prerequisite for a Supplier Return. Items on a document can be a combination of Not Defined and Define items..

The following is a summary of definitions and actions that must exist before the user can process a document in this option.

Access to the option {USERS-2}, and {USERS-3} on level Update or Select. Select users can only query the information of the option.

The Restrictions on the Documents {FCSM-4}

The User can be restricted to Department, Cost Centre Account Category and/or Amount Ranges.

The Restrictions for this option are:

Access Restriction Codes	Allows Type of Document
FP	All
FPG	G

The Rules are:

A user is only restricted if linked to one of the restrictions.

For more details see manual on option {FCSM-4}

The area within which a user maintains GRV's is dependent on the permissions given to the user; refer the Finance Permissions Operational Manual.

Set System Operational Definitions {FCSM-1}, TAB - System Operation Definitions

Code

Sub System

Description Action

Use GRV Refer to {FCSM-1}

This rule does not apply to this option. Document numbers are always automatic. The following Auto Generated Numbers {FCSM-3} must be set:

22	SUPPLIER RETURN

Auto Print - GRV Delivered Refer to {FCSM-1}

GRV approval syste(M)/us(E)rs

Number of Electronic Authorisations

2nd Electronic Authorisation Minimum Amount

GRV accrual account code

Accrual account immediately on GRV

AUTO PRINT - GRV DELIVERED

AUTO PRINT - GRV UNDELIVERED

AUTO PRINT - GRV DELIVERY NOTE

Populate GRV Interface Tables

Stock GST/VAT Inclusive/Exclusive

Transaction Types for Goods Received or Supplier Return Events {FCSO-7}

The users have no control over the Transaction type in this option, it is maintained by the program. Transaction Types must be defined in option {FCSO-7} for the following events.A GST / VAT link transaction must be defined and linked to both event to process the input tax transaction should stock be carried in the system GST/VAT exclusive.

Event	Description	Type of Document
SG	PM – Good Received Voucher	G
SS	PM - Supplier Return	S

Foreign Currencies {FCSO-21}

Set the Type of exchange rate in Block 1 for the PM subsystem.
Maintain the rates in Block 2 and 3.
Process sequence 2 frequently.

PM Subsystem Cycle. {FCSM-2}

A user of this option must ALWAYS validate that the PM current cycle is correct before processing any documents.

The action a user can perform in this option.

Create a Document

Can be done by update only user.

This option does not have a processing status and this means that the user must process a document in only one session

Relationship between documents in this option

An order can have more than one GRV.
A GRV can copy information only from one Order.
A GRV can have more than one Supplier Return.
A Supplier Return can copy information only from one GRV.

Fields in the option:

Block 1: Goods Received Voucher

An order is a prerequisite for GRV.
The user may enter a creditor/supplier code and tab to the "Originate From Document Number".
On the "Originate From Document Number" a list displays all valid order numbers with items not yet received from the creditor/supplier.
On entering or selecting an order number the undelivered GRV linked to the order is displayed.
The unique key of this block is "Document Number and Document Type".

Field	Type & Length	Description
Creditor Code	N9	A creditor code is a code which uniquely identifies a creditor/supplier as defined on {FPMM-2}.The <List of Values> lists the creditor code and name. Selecting or entering a creditor code first limits the list of orders to the creditor/supplier supplied. Upon entering the creditor code the creditor name, currency and currency description are automatically displayed..
Originate from Document Number	A10	Enter or select a valid order number from the <List of Values>. Pop Up Menu - available on originate from document number field. LOV Original Document Numbers - Lists valid Originate from Documents per creditor and displays the creditor code, type of document, document number, processed date, document date.
Originate from Type of Document	A2	The field is a display only field populated from the Originate From Document entered or selected from the <List of Values> on the Originate From Document number field.
Document Number	A10	This will be generated by the program. The following Auto Generated Numbers {FCSM-3} must be set: 02 GOODS RECEIVED VOUCHERS
Document Type	A2	Displays the document type 'G' for Goods Received Voucher, which is the only document that can be used in this option.
Total	N17.2	Displays the document total in respect of the items on the GRV.

Example:

Block 2: Block Description

On <NEXT BLOCK> from Block 1 the items from the Order will be inserted into Block 2

The user cannot create new records in this block.
The unique key of this block is composed of the fields Document Number, Document Type, and Line Number.

Field	Type & Length	Description
Description	A4000	The first 30 characters of the item description from the original document will be displayed. The field is not accessible to the user. Pop Up Menu - available on field description. Item Description - Selecting the option will display the full item description.
Unit	A8	The unit code from the original document will be displayed. The field is not accessible to the user.
Originate from Quantity	A8	Displays total available quantity of the item on the Order (original document). The field is updateable by the user and updating the qunatity on a GRV reduces the available quantity of the order. The user is restricted in reducing the order quantity to the number of units already recived on the item.
Previously Received	A8	The total quantity of all GRV's for the item on the Order (original document) will be displayed. The field is not accessible to the user.
Quantity	N9.3	The number of order units that have been received. Unit can have up to 3 decimals. A GRV can receive more units than the quantity ordered. If the paid received indicator is set to quantity the user must enter the total number of order units received. If the paid received indicator is set to monetary the field is a display only field and the system will calculate the quantity value using the cost entered by the user in the cost field. Pop Up Menu - available on field quantity. Maintains Internal Delivery Instructions - Selecting the option will drill down to the Maintain Internal Delivery Instructions for the line on the GRV. Financial Item Detail - Selecting the option will drill down to the Financial Item Detail Quantity screen for the line on the GRV or, if stock to the financial item detail Stock screen for the line or, if a library item to the financial item detail Library screen for the line on the GRV. Item Per Unit - If this is a library item that is received the user must indicate how many Item records must be created in the library. This is be done by selecting the option. On commit a <List of Values> of library item created will be displayed to the user. Set Received Paid Indicator - Selecting the option pops up a pop-up screen where the user can set the method by which goods will be received. Good can be received in quantity or in monetary value. The paid / received indicator on a GRV is updateable until the first unit of the item has been received (first GRV) thereafter the indicators is set for the item. The default set on orders is quantity. View Stock Levels - The option {FPMO4-21} is only active on the menu if the item received is a stock item. Selecting the option displays the stock on hand for the stock item in Order Units.
Unit Price	N15.2	The currency value of one unit. The value entered must be in the creditors currency. The unit price from the original document will be displayed. The field is updateable by the user if the document is a GRV. Pop Up Menu - available on field unit price Unit Price - Selecting the option drills down to the Item Unit Price screen. On a supplier return the user may not update the unit price information.
Available Cost	N15.2	The cost of the item as calculated by the order quantity using the GRV unit price structure less the total cost of all GRVs for the item. In other words what remain to be GRV'd on the order in cost.
Cost	N15.2	If the paid received indicator is set to quantity the field displays the total VAT inclusive cost value before trade discount for the item in the creditors currency and is not updateable by the user. If the paid received indicator is set to monetary the user must enter the total VAT inclusive cost value before trade discount received in creditors currency. Pop Up Menu - available on field cost. Maintains Internal Delivery Instructions - Selecting the option will drill down to the Maintain Internal Delivery Instructions for the line on the GRV. Financial Item Detail - Selecting the option will drill down to the Financial Item Detail Cost screen for the line on the GRV.
Total	N15.2	Displays the total item value in local currency VAT inclusive of the item.
Paid Received Indicator	A1	Displays the paid received setting of an item. This is a display only item and the user must set the indicator on the quantity field.
Item Type	A1	Displays the Item Type of the item, e.g. Stock, General, Library or Non-Defined Item.

Example:

Processing Rules
	No special processing rules

Dt/Ct ,	GLA,	Value,
Debit ,	Stock,	Total value of the line on the GRV,	114-00
Credit ,	Stock Movement,	Total value of the line on the GRV		114-00

Dt/Ct,	GLA,	,	Value
Debit,	Stock,	GST / VAT Exclusive value on the line on the GRV ,	100-00,	,
Debit,	Input,	GST / VAT on the line on the GRV 15,	15-00
Credit,	Stock Movement	Total value of the line on the GRV,	.	115-00

Date	System Version	By Whom	Job	Description
28-May-2007	v01.0.0.0	Amanda Nell	t134659	New manual format.
27-Feb-2009	v01.0.0.1	Marchand Hildebrand	t152121	System Owner Proof Read
24-Feb-2011	v02.0.0.1	Marchand Hildebrand	t164941	Allow update of order quantity form GRV
18-Dec-2012	v02.0.0.2	Marchand Hildebrand	t183060	Add finance permissions
21-Jan-2020	v04.1.0.0	Ndivhanga Mushando	t241650	Manual correction and update to 4.1