Approve Dispatch Advice

Explanation

Use this activity if you want to approve a dispatch advice received via EDI/MHS. The message contains information about what parts your supplier has shipped to you.

Prerequisites

• The dispatch advice message class (DESADV) must have been activated in IFS Connectivity.
• The fields Company and Our ID must have been entered in Customer/General.
• Senders Part No for the parts must have been entered in basic data (E.g.:Supplier for Purchase Part)
• A dispatch advice must have been sent from the sender.

System Effect

Information about delivery note, dispatched quantity and date of dispatch is updated on the connected source order.

Once the message has status Created and all lines have status Created or Changed, it is possible to use the message to receive the entire shipment in Register Full Shipment Arrivals.

Once the part order line has status Created it is possible to receive the line in Register Partial Shipment Arrivals.

Window

Incoming Dispatch Advice

Related Window Descriptions

Incoming Dispatch Advice, Incoming Dispatch Advice/Part Lines, Incoming Dispatch Advice/Delivery Info, Incoming Dispatch Advice/Error Message

Procedure

If using automatic approval, i.e., if the Automatic Approval check box is selected in Supplier/Purchase/Misc Supplier Info:

1. Open Incoming Dispatch Advice and populate or query for the messages of interest to you.
2. Check the message in the Status column. Continue with the procedure for failed approvals if the status is not Created or, possibly, Changed.

If using manual approval:

1. Open Incoming Dispatch Advice, then populate or query for the messages of interest to you. If you are in Register Full Shipment ArrivalsorRegister Partial Shipment Arrivals, select the line of the message you want to view and choose Incoming DESADV... from the Operations menu. This opens Incoming Dispatch Advice.
2. Check the information received and change/add information, if desired.
3. Save.
4. Check the message in the Status field. Continue with the procedure for failed approvals if the status neither is Created, nor Changed.

If the approval failed, follow this procedure:

1. View the error message on the Incoming Despatch Advice/Error Message tab or on the line in the Incoming Despatch Advice/Part Lines tab, then change the necessary information. If the message is stopped, no part numbers are entered and no order lines are matched.
2. Select parts by using List of Values. Parts must be chosen first for the correct orders to appear in the List of Values in the next step.
3. Find a matching order by using List of Values.
4. Save the changes. It is also possible to cancel the message by using Cancel in the Operations menu. In this case, no updates are made.
5. Repeat steps 1 through 3 until the message in the Status field is changed to Created or Changed.