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 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,
  • in a stock detailed entry window by picking:
    • stock lines in a selection list which may be filtered according to the criteria that you specified,
    • serial numbers for products managed with serial numbers.

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

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. This is only possible for product categories authorizing this type of receipt rules and associated to such a movement code (see Product category).

Stock site (field STOFCY)

Enter or select the storage site where 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)

Date utilisée à la comptabilisation du mouvement. Elle est initialisée avec la date du jour et peut être changée pour une date antérieure, si la date sélectionnée se situe dans une période ouverte du calendrier comptable.

SEEINFO Vous ne pouvez pas saisir une date supérieure à la date du jour.
Transaction group (field TRSFAM)

Movement group, initialized by the movement group of the transaction being used.
This statistical information is recorded in the stock journal when saving the receipt/disposal movements. This movement group comes from the miscellaneous table number 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 (entered, displayed, hidden field).

Statistical information used in the stock transactions associated with the shipment. This value is fixed if the original document does not reference a movement group. Otherwise, the movement group of the document at the origin of the quality control is suggested in priority.
Project (field PJT)

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.

Tab Lines

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.)
When there are multiple pieces of information for a single characteristic (for example, several lots to be issued or multiple serial numbers), you should not enter anything at issue line level: you must select the information via the Stock issue detail window that automatically opens once line entry is complete, or that you can open from the Actions icon available on the delivery line.

1/ When the information entered is sufficient to determine the stock line to be issued, the issue occurs on that basis. The rules applied to determine the stock to issue are the following;

  • If the product is managed with serial numbers (Receipt & Issue or global Receipt & Issue), the serial numbers are necessary and sufficient. The other information is not used.
  • If the product is managed with lots or lots and sublots, the lots or lots and sublots are necessary. The following information is used if it has been entered:
      • The license plate number (in priority) or the location
      • The status, the identifiers 1 and 2
  • For the other products, at least one of these three pieces of information is needed.
      • The license plate number (in priority) or the location
      • Identifier 1
      • Identifier 2

The following information is used if it has been entered:

    • The license plate number (in priority) or the location
    • The status, the identifiers 1 and 2

2/ If the stock information entered on the note line does not allow to clearly determine the stock line to be issued, two different situations can arise:

* The issue note transaction is set up for theautomatic determination of the stock to be issued.
In this case, the system automatically attempts to determine the stock to issue based on:

If no stock line corresponds to these criteria, the system opens the detailed entry window for the Stock issues. You will then be able to select the lines of the stock to be issued by picking, or directly select the serial numbers to be issued when the serial numbers of the product are managed in Global receipt & issue.

The issue note transaction is not set up for the automatic determination of the stock to be issued.
In this case, the system opens the Stock issues detailed entry window: you must explicitly define the stock to be issued. The stock information entered on the note line are used as filters for the presentation of the stock lines and/or serial number to be selected from the picking lists of the Stock issues window.

By automatic calculation or by picking, an issue note line may then correspond to the issue:
- of several stock lines distributed over several lots and/or multiple sublots and/or multiple status and/or multiple warehouses and/or multiple locations,
- or of one single stock line distributed over multiple serial numbers.
The fields distributed in this way display the $ character at the level of 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 on the issue line is displayed in red (AWARNHIGH code).
    The stock lines to be issued 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 on the issue line is displayed in blue (AWARNLOW code).
    The lines of stock 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 on the issue line is displayed in black.
    The lines of stock to be issued 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 STKISSACC - Accounting code line index parameter (AAS chapter, FAS group) must be 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.

Grid

Product (field ITMREF)

This field specifies the reference of the product to 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.
Unit (field PCU)

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

  • A packing unit defined on the product record (from the Packing units table). These units are proposed during stock transaction entry.
    The number of packing units that can be entered is subject to the NUC - Number of packing units activity code.
  • A packing unit linked to the supplier (defined on the product-supplier record).
  • Two customer packing units (from the product-customer record). These can be used as sales units in order entry.

Only packing type units from the units of measure table can be selected.
Quantity (field QTYPCU)

This field indicates the quantity to be processed expressed in PAC.

SEEINFO This quantity can be partially changed.

PAC-STK conversion (field PCUSTUCOE)

Conversion factor used to calculate the quantity in stock units from a quantity entered in packing units: Quantity in STK = Qty in PAC * conversion factor.

This conversion factor can be accessed if the packing Unit field (PCU) has been entered, and has a value different from the Stock unit field (STU). It can be initialized using the conversion factor table if the combination exists.
Stock unit (field STU)
STK quantity (field QTYSTU)
Warehouse (field WRH)

The presence of this field is subject to the WRH activity code.
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 quantities 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.
License plate number (field LPNNUM)

This field is subject to the LPN - License plate no. management activity code.
It refers to the license plate number of the container impacted by the issue.
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 values which can be set up. This list is associated with the stock transaction.

The stock totals for a product are updated according to the status entered in the transactions:

  • For physical stock: total of stock with status ‘A’
  • For stock under quality control: total of stock with status ‘Q’
  • For rejected stock: total of stock 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)

The last serial number to which the movement applies is automatically determined based on the entered quantity.
When an issue line is distributed over several serial numbers, the $ character is displayed on the Serial number and Ending serial number fields of the document line.

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.
field CCE1

The analytical dimensions are initialized in compliance with the Default dimensions setup. Depending on the setup, they remain available for modification.
When an analytical dimension is used for project management tracking, any modification of the project code leads to the dimension code being reset based on the Default dimensions setup.

Stock Issues

Click this action to open the window dedicated to the detailed selection of 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

Click this action to view the setup of the stock issue transaction used.

Click this action to view and, if needed, modify the analytical dimensions attached to the stock issue note header.

Error messages

The only error messages are the generic ones.

Tables used

SEEREFERTTO Refer to documentation Implementation