Stock >  Receipt/issue transactions >  Miscellaneous issues  

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Use this function to generate the multi-product stock issue notes for a given site.

the stock to be issued can be entered:

  • directly on the note line if you are sure about the characteristics of the stock to be issued,
  • by picking among a selection of stock lines that can be filtered based on the criteria you have specified,
  • by automatic determination, based on the allocation rule dedicated to internal movements, on the product management rule specific to the miscellaneous issue movement and on the entered filters.

During the movement Posting, a miscellaneous stock issue triggers the automatic generation of a capitalized expense. The Fixed assets module must be managed in the folder, and a set of conditions must be met. These terms are detailed below.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

A miscellaneous issue note is entered on a single screen. The presentation of the note depends on the transaction chosen.

If a single transaction is set up, no choice is offered on entering the function. Otherwise, a window opens to display the list of transactions likely to be used. The choice can also be restricted by access codes.

Header

Presentation

According to the setup of the chosen transaction, you can associate a movement code, a project code and a group code to the issue note.

Movement group: This statistical information is recorded in the stock journal when saving the receipt/issue movements. This movement group is contained in the miscellaneous table no. 9. The value given in the transaction setup corresponds to a default value that can/cannot be visualized and/or modified according to the transaction setup (entry field, displayed, hidden).

Movement code: This information originates from the miscellaneous table no. 4. It defines the stock receipt and issue rules specific to some transactions. For example, a dedicated transaction associated with experienced users can authorize the receipt to stock of goods in A status while the other users may be associated with a transaction authorizing the receipt to stock of goods in Q status. Obviously this will only be possible for product categories authorizing this type of receipt rules and associated with such a movement code (see the product category function).

 

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Fields

The following fields are present on this tab :

Enter or select a storage site at which the selected product is active.

The Selection icon (magnifying glass) only suggests products that are referenced in the products-sites table.
  • Entry (field VCRNUM)

The document type, the document number and the document line number are used to identify the origin of the stock movement:

  • Supplier receipt
  • Customer delivery
  • Work order
  • Receipt movement
  • Description (field VCRDES)

This is the description of the document.
  • Allocation date (field IPTDAT)

This is the date which is used when posting the movement. It defaults to today's date but can be changed to an earlier date, if the selected date is in an open period in the accounting calendar.

SEEINFO You cannot enter a date later than today's date.

Movement group, initialized by the movement group of the transaction being used.

This field contains the reference of the project for which the information has been entered.
This field is not controlled in a table.

  • In a request for quotes, this field is empty by default.
  • in a purchase order, this field can be initialized by default using the Project reference of the previous line or that of the request for quotes considered.

It is possible to enter a free code or a project code defined in the Project object in the CRM activities module. In this latter case, the user has two possibilities to enter such a code:

  • the first contextual menu, Selection, is used to select a project from a selection list containing all the projects defined in object Projects,
  • the second contextual menu Projects is used to directly access the Projects object, according to the user's authorizations, and then to carry out a selection.

If the order arises from a requirement and this requirement has a project code, the project code of the order will be initialized with this project code.
  • Warehouse (field WRHE)

The presence of this box is subject to the activity code WRH.
Movement warehouse, suggested by default for all the document lines.
It must be entered if it is defined as mandatory at the level of the entry transaction.
It is loaded in priority with the warehouse defined for the user. If it fails to be set up at user lever, it is initialized with the warehouse defined, by default, at site level for this type of movement.

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Tab Lines

Presentation

The presentation of an issue note line is defined by the setup of the transaction being used.

Mandatory information

The only mandatory information on issue line entry is as follows:

Product: enter the product code to be issued.
In the Product field, use the Actions icon to access:

  • the description of main product management rules by clicking on Stock management data,
  • the list of units defined for the product and their respective management mode by clicking on Units.

Product description: this field is loaded with the standard description of the product but it can be modified.

Unit: according to the setup of the transaction it is possible to carry out the issue movement in a packing unit, chosen from the list of units defined for the product or in stock unit alone. This unit is the issue document unit (used in the allocation rules).

Quantity to issue: expressed in the unit mentioned above.

The other information on the line concerns the stock and the line analytical dimensions whose presence is set up in the issue transaction used.

Determination of the stock to be issued

The entry of stock information on the issue line is not mandatory: this information is used as a filter when determining the stock lines to be issued.

There are several ways of determining the stock to be issued:

Enter all the characteristics of the stock to be issued on the note line; these characteristics are always unique (one single lot, one single sublot, one single consecutive serial number range etc.)
In this case, if the entered information correspond to a stock line (or a 'N' number of stock lines for serial numbers), this is what the issue will be based on.

If this information is multiple (several lots to be issued), you should not enter anything at the issue line level: you must select these lots in detailed entry of Stock issues

* The issue note transaction is set up for the automatic determination of the stock to be issued. In this case, if your entry does not correspond to a single stock line, the system attempts to automatically determine the stock to be issued on the basis of the filters you entered in the issue note line, for the detailed allocation rule specific to the internal movements for the product category and the product management rule specific to the miscellaneous issue movement management. If no stock line corresponds to these different criteria, the system will then open the detailed entry window for the Stock issues and you will be able to select the lines of the stock to be issued by picking.

The issue note transaction is not set up for an automatic determination of the stock to be issued and the stock information entered on the issue note line is not sufficient to precisely determine the stock to be issued.
The system then opens the detailed entry window of Stock issues: the stock information entered on the issue note line serves as a filter for the presentation of the stock lines to be selected from the picking list of this Stock issues window.

By automatic calculation or by picking, it is possible that an issue note line corresponds to the issue of several stock lines distributed over several lots and/or several sub-lots and/or several statuses and/or several locations: these distributed fields appear with the character $ in the issue note line.

You must then open the detailed entry window for the Stock issues or the Modification of issue movements if the stock movements have already taken place in order to view the detail of the issued stock.

On completing the entry of such an issue line, several cases are possible: They are materialized by default using the following color codes, determined in the Presentation styles function.

  • The product code of the issue line is displayed in red (AWARNHIGH code): this means that the stock lines to issue have not been completely determined. It is not then possible to save this line, you must complete the selection of the stock lines to be issued.
  • The product code of the issue line is displayed in blue (AWARNLOW code): this means that the stock lines to be issued have not been completely determined, but the balance has been saved as missing (if the relevant product authorizes negative stock management). You can save the issue note with movement generation on hold.
  • The product code for the issue line is displayed in black: this means that the lines of stock to issue have been correctly determined. You can save the issue note and perform the movements.

Conditions for the automatic creation of a capitalized expenditure

A Miscellaneous stock issue can lead to the automatic generation of a capitalized expense in the Fixed Assets module when Posting the movement. Expenses created this way can be found at the level of the Expenses function, using the 'Stock issue' value displayed in the Additional info field.

For this mechanism to be operational, the following setup is required:

  • The Fixed assets module (FAS activity code) must be active.
  • Product:
    - It must be managed in stock.
    - It must be capitalized.
  • The parameter STKISSACC - Accounting code line index (AAS chapter, FAS group) is entered.
    This parameter concerns the accounting codes of the Product type. It indicates the entry line number used to specify the fixed asset account allocated during the expense generation.
  • Accounting code of the product:
    A fixed asset account is entered on the line defined at the level of the STKISSACC - Accounting code line index parameter.
  • Account setup:

    - Fixed asset tracking must be activated in order to authorize the use of the account on the assets and expenses managed in the Fixed assets module.
    - The Expense creation must be authorized.
    - The Accounting nature must be entered.

In case an update is performed at the stock issue level (modified quantity for example), two new expenses are created when posting the issue movement: the first expense cancels the source expense (negative amount), the second one is created with an updated amount and quantity.

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Fields

The following fields are present on this tab :

Grid

This field indicates the references of the product to process.
  • Product description (field ITMDES1)

This is the description entered on the product record. This description is transferred from the sales invoice to the purchase invoice in case of inter-company invoicing. When the invoice stems from another document, the standard description is inherited from the source line.
  • Major version (field ECCVALMAJ)

The possibility to enter the version number depends on the setup of the entry transaction. The tracking of the major versions must also be active at the level of the product setup.
The status of the entered version ('Prototype', 'Active', 'Stopped') must be coherent with the management rules set up for this type of issue transaction at the Product category level or at the Stock management rules level.

  • When the entered version is set up as exclusive in the management rules, only the stock lines with this version can be automatically determined. In the same way, only those lines will be suggested for selection in the detailed stock picking window, when the stock to issue is not automatically determined.
  • When the entered version is not set up as exclusive in the management rules, in case of an automatic determination of the stock to issue, this version will only have the priority. 
    SEEINFO When the stock to issue is not automatically determined, the detailed stock picking window displays an informative list of all the existing versions of the product, included those that cannot be selected because of their status. By clicking on the action Picking criteria, you can check the Version filters box and only display authorized versions.
  • Minor version (field ECCVALMIN)

The possibility to enter the version number depends on the setup of the entry transaction. The tracking of the major and minor versions must also be active at the level of the product setup.
SEEINFO No automatism ensures the compliance with minor versions. If you enter a minor version and you wish to issue this version, you have to manually select it in the stock issues screen.

It is possible to specify a packing unit by supplier.
The product can have several packing units:

  • the packing units entered in the table of the product record ( Units tab). They are proposed during stock transaction entry.
    The number of packing units that can be entered is linked to the NUC activity code.
  • a packing unit linked to the supplier ( Product-supplier record).
  • two customer packing units ( Product-customer record). They can be used as sales units in order entry.

Only packing type units form the units of measure table can be chosen.

  • Quantity (field QTYPCU)

This field specifies the quantity to be processed expressed in PKU.

SEEINFO The quantity can be modified in part.
  • PAC-STK conversion (field PCUSTUCOE)

The PAC-STK conversion factor is used to calculate the quantity in stock unit from a quantity entered in packing unit: Qty in STK = Qty in PAC * coeff .
This coefficient can be accessed if the packing unit has been entered, and has a value different from the stock unit. It can be initialized using the conversion factor table if the combination exists.

 
  • STK quantity (field QTYSTU)

 
  • Warehouse (field WRH)

The presence of this field is subject to the activity code WRH.
It defaults to the value of the warehouse specified in the header.

  • This field can be modified if it is defined as available for entry at the level of the entry transaction.
    When this field is entered, it is used as a filter for stock detail line selection and cannot be modified.
    When this field is not entered, the warehouse defined by default for this type of movement in the product-site record is used as the selection filter.
  • It cannot be modified when the entry transaction is set up as single-warehouse managed. The header warehouse is then mandatory and the warehouse cannot be entered either on the document lines or on the stock detail lines.
    To manage multiple warehouses on the lines, the entry must be set up at the entry transaction level. The selection of a single product line distributed over multiple warehouses is available by clicking Enter detailed quantites from the Actions icon.
    If a single product line is distributed over multiple warehouses, the corresponding fields display the '$' character.

SEEINFO The warehouse entered on the line has priority over the warehouse entered in the header.
  • Lot (field LOT)

Lot upon which the issue will be carried out.

  • Sublot (field SLO)

Sub-lot concerned by the stock transaction.
  • Location (field LOC)

The storage location is automatically displayed based on the location type, if specified. Otherwise, the location taken into account is by default the location defined in the Product-warehouse, if the warehouses are managed, or else the location defined in the product-site record.
This value can later be modified.

SEEINFO When the warehouses are managed, only a location linked to the specified warehouse can be entered.
  • Status (field STA)

The stock status is used to define if a product is:

  • A: Accepted
  • Q: Pending Quality Control
  • R: Rejected
    A sub-status of two alphanumerical characters is used to further define the status.
    Example:
  • RD: Rejected products to be destroyed
  • SR: Supplier return

The statuses and sub-statuses authorized in a stock transaction can depend on various factors:
- the "subject to control" code of the product,
- the "subject to control" code of the received order,
- a list of configurable values associated with the stock transaction.

The stock totals for the product are updated according to the status entered in the movements:
- Physical stock: total of stocks with status "A"
- Stock under quality control: total of stocks with status "Q"
- Rejected stock: total of stocks with status "R"
  • Serial number (field SERNUM)

  • Enter the first serial number concerned by the movement.
    When the issue applies to the stock line of a product managed in Issue/receipt and including discontinuous serial numbers or differentiators such as the lot, status or location, the serial number selection is performed in the stock issue Detailed entry window. This window opens automatically at the end of a line entry or from the Actions icon.
    If an issue line is distributed over several serial numbers, the Serial number and Ending serial number fields of the document line are loaded with the $ character.
  • When the issue applies to the stock line of a product managed in Global issue/receipt, you can enter the first serial number. If the system automatically determines a stock line including the quantity to be issued, the ending serial number is automatically loaded. Otherwise, this first serial number is deleted automatically and the Detailed entry window of the stock issue opens automatically at the end of the line entry so you can select the serial number sequences to be issued.
    The issue table will then be loaded with as many issue lines as sequences of issued serial numbers.
  • Ending serial number (field SERNUMF)

 
  • Identifier 1 (field PALNUM)

Use this field to enter additional information, if necessary.

  • Identifier 2 (field CTRNUM)

This field indicates the first recorded identifier.

  • Movement description (field MVTDES)

The description of the transaction is a comment that can be freely specified.

The setup determines whether the analytical dimensions can be modified. These are initialized in compliance with the default dimension setup.

In creation mode, if no order line has been entered and the project code is modified, analytical dimensions are reset based on the setup of the default dimensions.

In creation mode, as in modification mode, if an order line has been entered and the project code is modified, analytical dimensions are not reset.

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Action icon

Stock Issues

This button is used to open the window dedicated to the detailed selection of the stock lines to be issued for the product and the quantity entered on the line. The Stock issue documentation describes how this selection operates.

Issue modification

This action is available once the issue movements have been carried out for a note. It opens a window similar to the Stock issues detailed entry window where you can view the detail and apply modifications.

Stock by Site

 

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Menu Bar

Transaction

This button makes it possible to view the setup of the stock issue transaction used.

Options/Dimensions

This button is used to consult and potentially modify the analytical dimensions attached to the stock issue note header.

Local menus

The only error messages are the generic ones.

Tables used

SEEREFERTTO Refer to documentation Implementation