Inbound Receipt / Purchase Order Receipt / Receipt Purchase Order [REC001]
Inbound Receipt / LCT Receipt / Receipt LCT [REC020]
This import process can be used during a Purchase Order and LCT Receipt to quickly import an ASN (Advanced Shipping Notice).
Typically, a packing list (known as the ASN) can be obtained from your suppliers. This is a physical file known as an advanced shipping notice (ASN) file. When the supplier ships to you, they generate an ASN file to be picked up by an EDI messaging service and later dropped off on your side. When the shipment arrives, you can import the file in SYSPRO, pre-populate the receipt, and then process it. This is a good step towards automating the EDI connectivity between your supplier and the DATASCOPE receiving department.
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If you don’t like reading, you can watch the video. |
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Try it!
Prerequisites
Purchase Order must be created in SYSPRO
Shipment must be created in SYSPRO
Plugins must have been configured.
Purchase Order Import
From the Main Menu, browse to Inbound Receipt / Purchase Order Receipt / Receipt Purchase Order
Enter a Purchase Order Number in the Purchase Order field or use the lookup icon to locate the correct Purchase Order.
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The Purchase Order must already be created in SYSPRO. |
Select the Refresh icon to refresh the data grid.
No Allocations should have been done and nothing should have been received for the selected Purchase Order. Typically, the Order Quantity will be equal to the Outstanding Quantity and the Received column will be highlighted in yellow.
To assist the user to not go and allocate each line individually, a Purchase Order file can be imported to quickly do all the Allocations.
Select the Import button.
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The PO Tracking ID Allocation Import plugin must first be configured before the Import pop-up will be activated - PO Tracking ID Allocation Import |
The Import pop-up will appear.
Click inside the field where it states <Click to Browse>.
The Windows File explorer will open and you can select the saved file.
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The file must be in a .csv format, and commas must be used between each item with no spaces. |
Let’s review the format of the file.
The format of the file must always be: PurchaseOrderNumber, PurchaseOrderLineNumber, DeliveryNoteNumber, StockCode, LotNumber, LotExpiryDate, Quantity, TrackingID
The first column will be the Purchase Order Number. Take note of the padding setting of 15 characters. The entire Purchase Order number must be entered.
Then the Purchase Order Line number, as it displays in the Receipt Purchase Order data grid. (1 refer to the first line in the data grid)
Next it must be the Delivery Note Number number.
Next it must be the Stock Code number.
If it is a Lot traceable stock code, then the Lot number must be listed. If it is not a Lot traceable stock code, then the field can be left blank.
Next, if it is a Lot traceable stock code, the Lot Expiry Date. Again, if it is not a Lot traceable stock code, then the field can be left blank.
Next, you enter the Quantity that must be allocated.
Lastly, you must enter the TrackID to which you will allocate the stock. Note, if you leave this blank the system will automatically allocate the stock to a TrackID.
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The Purchase Order import file will always have an header line. If you don’t include the header line it will use the first line as a header and not import that data. |
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Note that none of the fields can be left out, therefore there should be seven commas (which indicate seven columns) |
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The format of these import files can be adjusted and additional columns can be added by updating the .dll plugin files. Developer skills will be required for this as the .dll will have to be recompiled. |
Select the Import
button to import the file. If there is any irregularities a pop-up will appear stating what the problem is.
If the import is successful a pop-up will appear.
Select the Refresh icon to reload the data grid.
The Quantity should be equal to the quantity that has been received (in the Received column). If the quantities were not the same there will be a red cross in the Status column.
If all the items have a green tick mark, the Purchase Order can be Finalized.
Select the Finalize button in the bottom right-hand corner.
A printer pop-up will appear and TrackID labels will be printed.
The GRN number will be created.
LCT Receipt Import
From the Main Menu, browse to Inbound Receipt / LCT Receipt / Receipt LCT
Enter a Shipment Reference in the Shipment Reference field or use the lookup icon to locate the correct Shipment Reference number.
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The Purchase Order and Shipment must already be created in SYSPRO and linked. |
No Allocations should have been done.
To assist the user to not go and allocate each line individually, a LCT allocation file (which contain the LCT Shipments and Tracking ID allocation information) can be imported to quickly do all the Allocations. Typically, the SYSPRO user creates the LCT allocation file will be created by the SYSPRO user.
Select the Import LCT button.
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The LCT Tracking ID Allocation Import plugin must first be configured before the LCT Import pop-up will be activated - LCT Tracking ID Allocation Import |
The LCT Import pop-up will appear.
Click inside the field where it states <Click to Browse>.
The Windows File explorer Explorer will open and you can select the saved file.
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The file must be in a .txt or .csv format, and commas must be used between each item with no spaces. No headers allowed. |
Let’s review the format of the file.
The format of the file must always be: PurchaseOrder, PurchaseOrderLine, StockCode,LotNumber, LotExpiryDate, TrackID, Quantity
The first column will be the Purchase Order Number. Take note of the padding setting of 15 characters. The entire Purchase Order number must be entered.
Then the Purchase Order Line number, as it displays in the LCT Receipt data grid. (1 refer to the first line in the data grid)
Next it must be the Stock Code number.
If it is a Lot traceable stock code, then the Lot number must be listed. If it is not a Lot traceable stock code, then the field can be left blank.
Next, if it is a Lot traceable stock code, the Lot Expiry Date. Again, if it is not a Lot traceable stock code, then the field can be left blank.
Next, you must enter the TrackID to which you will allocate the stock. Note, if you leave this blank the system will automatically allocate the stock to a TrackID.
Lastly, you enter the Quantity that must be allocated.
This file can also be an Excel-based CSV file. Again, no header row must be included.
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Note that none of the fields can be left out, therefore there should be six commas (which indicate six columns) |
Select the Import button to import the file. If there is any irregularities a pop-up will appear stating what the problem is. All error must be fixed, before importing the file again.
If the import is successful a pop-up will appear.
Select the Update Receipt Totals button at the top of the data grid.
The Quantity (in the Shipping column) should be equal to the quantity that has been received (in the Received column). If the quantities were not the same there will be a red cross in the Status column.
These should be fixed before Finalizing the LCT.
Select the TrackID Allocation button and use the TrackID browse option to view and edit these lines.
If all the items have a green tick mark, the LCT can be Finalized.
Select the Finalize button in the bottom right-hand corner.
A printer pop-up will appear and TrackID labels will be printed.
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If TrackID numbers were supplied in the Import file, they will be printed on the TrackID labels. |
The GRN number will be created.
For more information on LCT Receipts, refer to LCT (Landed Cost Tracking) Receipts