Enter Shipped Quantity

Explanation

When a customer is buying parts that you must purchase from a supplier, you can perform a direct delivery from the supplier to your customer. This means that the parts never pass through your warehouse.

Enter a customer order with the supply code Purch Order Dir. or Int Purch Dir. When you choose to acquire a part via a direct purchase order using Purch Order Dir, a requisition is created in Requisition window with the corresponding demand code Customer Order Direct when the customer order is released. Next, process the requisition in the usual way to create a purchase order in the Purchase Order window. If the supply code Int Purch Dir is used, a purchase order is directly created when the customer order is released. In case the purchase order is printed, the customer's address is specified as the shipping address on the purchase order line.

When the supplier confirms that the shipment has gone to the customer, confirm the purchase order in the system. Then enter the delivery in Register Direct Delivery. The customer order is then closed and invoiced in the customer order module. When you enter a direct shipment, specify the quantity of parts the supplier has delivered.

Purchase orders with direct delivery are reported in Register Direct Delivery instead of in the receipt function.

If one or more of the following applies to any of the order lines, the Receipt Reference dialog box will open so that a receipt reference can be entered:

Receipt reference reminders are set up for the supplier of the purchase order.
Receipt level invoice matching is used for the invoicing supplier of the order line.
Self-billing is indicated for the order line. (In this case a receipt reference must be entered.)

Prerequisites

A customer order with the supply code Purch Order Dir or Int Purch Dir must have been entered, saved, and released.
The purchase requisition must have been released and converted into a purchase order.
The purchase order must have been released and/or confirmed.
The part must be set up as serial handled and/or lot/batch handled in Part Catalog to be able to enter serial number and/or lot/batch number.

System Effects

The parts are delivered directly to your customer.
The customer order is updated with the delivered quantity that has been reported and is ready for invoicing.
For inventory registered purchase parts, postings are created with the debit posting type M24, Receipt with purchase order, and the credit posting type M10, Cost of sold goods, sales.
For non-inventory registered purchase parts postings are created with debit posting type M26, Cost of sold services, and the credit posting type M27, Counter acc cost of sold services.
If purchase charges were included in the part cost, then the charges will be booked separately at arrival where credit posting type M189 - Arrival Charges is used.
If two of the parties involved belong to the same company, there could be other postings made.
Any entered serial number and/or lot/batch number will create a record in Part Serial Catalog and/or Lot/Batch Master.
The reference entered in the Receipt Reference/Direct Delivery from Internal Order Transit dialog boxes will be passed on as the receipt reference for the ordering site.
The supplier’s delivery reference is retrieved to the Receipt Reference/Direct Delivery from Internal Order Transit dialog boxes, and is passed on as the receipt reference for the ordering site. It is also printed along with the delivered order line on the customer invoice.
Note: However, if multiple lines containing different supplier delivery references are selected in the Register Direct Delivery window, no specific value will be retrieved as the receipt reference. Hence no value will be passed on as the receipt reference for the ordering site.

Window

Register Direct Delivery

Related Window Descriptions

Procedure

Open the Register Direct Delivery window. Search for your purchase order by using either the Populate or the Query function.
In the Qty to Deliver column, change the quantity of parts delivered if necessary. The number of delivered parts will not correspond if a partial delivery occurs. If the indicated day of delivery is incorrect, you can change it.
Select the line and confirm the direct delivery by right-clicking and then clicking Direct Delivery to Customer.
If a receipt reference is required, the Receipt Reference dialog box opens. Enter the receipt reference in the Receipt Reference field, and click OK.
A message box is displayed. Confirm by clicking on OK. The status on the purchase order is then changed from Confirmed to Closed.
Now you can invoice your customer. The customer order has received the status Delivered. Continue to Create Customer Invoices. Query for your order. Select the order right-click and then click Create Invoice. Confirm the message dialog by clicking on OK. The customer order now has the status Invoiced/Closed.

Register direct delivery for parts that are delivered from an internal supplier (the site at which the supplier is connected and the site at which the direct delivery is registered belong to the same company).

Open the Register Direct Delivery window. Populate or query for your purchase order.
In the Qty to Deliver field, change the quantity of parts delivered if necessary. The number of delivered parts will not match if a partial delivery occurs. If the indicated date of delivery is incorrect, you can change it.
Select the line and confirm the direct delivery by right-clicking and then clicking Direct Deliver from Internal Order Transit. A dialog box opens.
In the header section, you can view general order information for the purchase order.
In the row section, you can view the quantity in transit for this part. There are different records per lot/batch number, serial number, Engineering Change Level, and W/D/R number. Specify the quantity that should be directly delivered by entering a quantity in the Inventory Qty to Deliver field. If the whole quantity on a line should be included, you could mark the column as Include In Receipt.
For parts that are serial-tracked, exactly the delivered serial numbers from the supply site is displayed and the Include in Receipt check box is selected by default. You can clear it if you do not want to register direct delivery for that particular serial part this time.
It is possible to mark all the records in the row section. To do this, click Include All. This is useful when there are many records in the row section that should be registered as direct delivered. This is typical for parts that are serial tracked.
Confirm by clicking OK. The status on the purchase order is then changed from Confirmed to Closed.
If the full quantity is registered as Direct Delivered, the customer order status is updated. If the the customer is internal (belonging to same company to which the site where the direct delivery is registered), the customer order receives the Invoiced/Closed status. Note that an invoice is not created as the customer is internal. If the customer on the other hand is external, the customer order receives the Delivered status, and an invoice can be created.

Open the Create Customer Invoices window.

Query for your order. Select the order, right-click and then click Create Invoice.

Accept the message by clicking OK. The customer order now has the Invoiced/Closed status.

Open the Register Direct Delivery window. Populate or query for your purchase order that includes a serial and lot/batch handled part.
In the Qty to Deliver field, change the quantity of parts delivered if necessary. The number of delivered parts will not match if a partial delivery occurs. If the indicated date of delivery is incorrect, you can change it.
In the Lot/Batch No field enter the applicable lot batch number that has been delivered. Note, if multiple lot/batch numbers have been delivered for the same purchase order line, it is necessary to register multiple direct deliveries. Select the line and confirm the direct delivery by right-clicking and then clicking Direct Delivery with Serials.
In the Serial No dialog box that opens enter the applicable serial number(s). It is possible to use the Sequence button to enter multiple serial numbers with or without prefix/suffix. Otherwise it is possible to enter the serial numbers manually corresponding to the quantity that has been delivered. If the supply site has delivered serial parts they are displayed in the dialog box. If the part is set up with serial rule automatic, the serial numbers will be automatically generated if the supply site has not delivered parts at the time of registering direct delivery.
Confirm by clicking OK. The status on the purchase order is then changed from Confirmed to Received or Closed depending on if a partial or full delivery was registered. Additionally, records in the Part Serial Catalog and Lot/Batch Master are created with reference to the customer order that has been delivered.
Now you can invoice your customer according to step 4 in the procedure for Register Direct Delivery above.