Indent Entry

Create an Indent for items that are short in stock through this option. Indents can also be created for items specified in Order Acknowledgement Form.

Indent Entry is a flag driven option and therefore its access depends upon the setting of flag 'Want to use Indent to Generate PO?' through Purchase Policy option in Administrator Tools Module. Click here to read more about the flag...   If the flag is 'On', IMMS will provide facility to create Indent. Moreover, Indent can be prepared for only those Items for which 'Indent for Purchase Required?' flag is set as 'On' through Item Indent Settings option in Planning Module.   If the flag is 'Off', IMMS will not give facility to prepare or generate Indent manually or automatically. Also access to 'Indent for Purchase Required' field in Item Indent Settings option in Planning Module is disabled.

The main screen also displays the status of the Indent, person who has authorized it along with time and Cancelled Remarks in case it was cancelled.

A list of already defined Purchase Indents will be displayed as follows-

Search:

Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.

Filter By:

IMMS provides the facility to filter the records on the basis of their status. Click on the field and select either 'All', 'Authorized', 'Pending for Authorization' or 'Deleted'. Selecting 'All' will display all records, authorized as well as unauthorized. Selecting 'Authorized' will display only authorized records. Selecting 'Pending for Authorization' will display only those records that are yet to be authorized. Selecting 'Deleted' will display only deleted records.

Once an Indent is generated, it may or may not need to be authorized.   Authorization of Indent is a flag driven option. Therefore its availability depends upon the setting of the 'Authorization Required' flag through Document Control Master option in Administrator Tools Module. Read more...   If the flag is set as 'On', it becomes compulsory to authorize Indents after creating them through this option. Only authorized Indents will be available while creating Purchase Orders. Once an Indent is authorized, it can neither be deleted nor edited. To authorize a particular Indent, select the corresponding record by clicking on the small white check box. You can de-select the record by clicking on the same box again. You can select multiple records in the same way. Once done, click on the button to finally authorize the selected records.   If the flag is set as 'Off', it is not compulsory to authorize the Indents. They will be authorized automatically by the system as soon as they are generated and will be available automatically while creating Purchase Orders.

Purchase Indents can be added, edited, deleted and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.

To 'Add' a Purchase Indent, click on the button and to 'Edit', click on the icon on its corresponding record. Click on the icon to delete a particular Purchase Indent. An existing Indent can NOT be deleted if a Purchase Order has been generated against it. To view details of a particular Purchase Indent, <DoubleClick> on that record. As a result, following screen will be displayed -

Click for Example

Here, we are generating Indent for all the Child Items required to create the Assembly Items of Saddle, and Wheels and Tires as the Child Items have not been allocated yet due to shortage in stock. So they need to be procured by raising Indent first. The Indent has been created against the SJO.

Screen Layout for Header Details

Click for Practice Exercise

As an exercise, you can generate Indent for Child Items required to assemble the Handlebar.

Field Description for Header Details

While 'Adding' a new Indent, click on button to generate a Regular Indent or button to generate a Capital Indent.

In case of 'Edit', and 'View' modes, the type of Indent of the selected record will be highlighted automatically. You can not change it.

Indent Details

Indent Year:

Denotes the year of Indent.

 

While 'Adding' a new Indent, current Financial Year will be displayed by default. You can NOT change it.

 

In case of 'Edit', and 'View' modes, Financial Year of the selected record will be displayed automatically. You can NOT change it.

Indent Group:

Specify the Group of the Indent.

 

While 'Adding', please note that the Group which has been specified as default for the selected financial year through Document Control Master option in Administrator Toolswill be displayed automatically.

 

You can change it by clicking on the field to access a list of already defined Indent Groups for the entered Year though Document Control Masteroption in Administrator Tools Module. Select your desired Group from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Group Code.

In case of 'Edit', and 'View' modes, Indent Group of the selected record will be displayed automatically. You can NOT change it.

Indent Site:

Specify the Site of the Indent. By default the Site if any specified with the selected Group will be displayed automatically.

 

click on the field to access a list of already defined Sites. Select your desired Site from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Site Code.

 

Read more about Site...

Please note that the Site(s) will be displayed/accepted as per the following conditions - In case the 'Site Required?' flag is 'On' through Document Control Master option in Administrator Tools Module, than only those Sites will be displayed which have been linked with the selected Year and Indent Group. In case the 'Site Required' flag is 'Off', than all the Sites that have been defined for the current Company through Site Master option of Administrator Tools Module will be displayed.

In case of 'Edit', and 'View' modes, Indent Site of the selected record will be displayed automatically. You can NOT change it.

 

Indent Number:

(Type : Alphanumeric, Length : 6)

 

While 'Adding', Indent Number is either generated automatically or entered manually by the user.

 

Generation of Indent Number is a flag driven option and depends upon the setting of flag 'Auto Number Generate Required' through Document Control Master option in Administrator Tools Module. Click here to read more about the flag...   If the flag is 'On', a new Indent Number will be automatically generated by the system and incremented by one for current financial year.   If the flag is 'Off', the User can enter a unique Indent Number manually. The system also ensures that the Number entered is a unique one.

 

In case of 'Edit', and 'View', Indent Number of the selected record will be displayed automatically. You can NOT change it.

 

Indent Date:

Today's Date is automatically displayed while 'Adding' a new Indent. You can change the Indent Date but it should not be greater than the Current Period End Date or the Current Date.

 

In case of 'Edit', and 'View', Indent Date of the selected Indent Number is displayed. You can change it in 'Edit' mode.

 

Indent Requested By:

Denotes the person who is requesting to raise Indent.

 

While 'Adding' a new Indent, click on the field to access a list of existing Planners defined through Planner Master - Entry option in Administrator Tools Module.Select your desired Planner from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Planner.

 

In case of 'Edit', and 'View', Indent Requested By of the selected Indent Number is displayed automatically. You can change it in 'Edit' mode.

Click on button to continue.

Screen Layout of OAF Details and Remarks

Field Description of OAF Details and Remarks

OAF Year:

Denotes the financial year of the OAF number against which Indent is created.

You can keep this field empty if the Indent is NOT being generated against an OAF.

While 'Adding' a new Indent, specify the Financial Year of Order Acknowledgement Form against which you want to create an Indent. You can also click on the field to access a list of financial years under which OAFs already exist. Select your desired Year from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Financial Year.

In case of 'Edit', and 'View', OAF Year of the selected Indent Number (if any) is displayed automatically. You can NOT change it in 'Edit' mode.

OAF Group:

Denotes the Group of OAF against which Indent is created.

You can keep this field empty if the Indent is NOT being generated against an OAF.

While 'Adding' a new Indent against an OAF, specify the Group of the OAF.

Click on the field to access a list of already defined OAF Groups for the entered Year though Document Control Masteroption in Administrator Tools Module. Select your desired Group from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Group Code.

In case of 'Edit', and 'View', OAF Group of the selected Indent Number (if any) is displayed automatically. You can NOT change it in 'Edit' mode.

OAF Site:

Denotes the Site of OAF against which Indent is created. OAF Site should be same as Indent Site.

While 'Adding' a new Indent against an OAF, the Site selected for Indent will be displayed by default. It can NOT be changed.

In case of 'Edit', and 'View', OAF Site of the selected Indent Number (if any) is displayed automatically. You can NOT change it in 'Edit' mode.

OAF Number:

Denotes the OAF Number against which Indent is created.

You can keep this field empty if the Indent is NOT being generated against an OAF.

While 'Adding' a new Indent against an OAF, click on the field to access a list of Order Acknowledgement Forms belonging to the selected OAF Year and OAF Category. Select your desired OAF Number from the list by scrolling down to it and pressing <ENTER>.

Alternatively you can also enter the OAF Number. Indent will be created against this OAF Number.

In case of 'Edit', and 'View', OAF Number of the selected Indent Number (if any) is displayed automatically. You can NOT change it in 'Edit' mode.

Fill Item Level Remark From Customer BOM

In case the Indent is being created against an OAF, select this option by clicking on it if you want the Remarks entered for an Item in the Customer Bill of Material. If the same Item exists under multiple parent/position, the system will fetch the first available Remark from CBoM for the SJO.

Do Not Fill Item Level Remark from Customer BOM

Select this option by clicking on it if you don NOT want the Remarks entered for an Item in the Customer Bill of Material.

Click on button to continue.

Screen Layout for Item Details and Delivery Schedule

Field Description of Item Details and Delivery Schedule

You can see two grids in this section. The upper grid contains the Indent Items whereas the lower grid contains the Delivery Schedule of each Indent Item. Therefore, the lower grid is refreshed whenever a row is selected in the upper grid to display the Delivery Schedule of the respective Item.

While 'Adding' a new Indent -

• if the Indent is being created against an OAF, Items belonging to that OAF Number will be automatically displayed in the upper grid. You can NOT add any other Item in this grid.

• in case the Indent is not being created against any OAF, then the upper grid will be displayed empty. Enter the Items here. Click on the button to add new Items in the grid. A new row will be added in the grid.

In case of 'Edit', and 'View', the upper grid will be populated with all the Items belonging to the selected Indent Number.

Field Description of the upper grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

 

Item Sr No:

Automatically generated sequence number.

 

Item Code:

In case the Indent is against an OAF, this field will remain disabled and the Items included in the selected OAF Number will be displayed.

Otherwise click on the icon to access a list of existing Items defined through Item Master Basic Detail - Entry option of Materials Module. Select your desired Item from the list by scrolling down to it and click on the 'Continue' button.

 

Only those Items will be displayed/accepted for which purchase settings have been done through Item Master Purchase Entry option and the flag 'Indent for Purchase Required?' is set as 'On'.

IMMS provides the facility to restrict Indent generation for Items belonging to certain Nature(s). This is done through the flag 'Do not allow to create manual Indent of selected Nature of Item Type(s)' in Purchase Policy option of Administrator Tools Module. In case the selected Item's Nature is ticked through this flag, IMMS will not accept that Item and an appropriate message will be displayed.

 

Item Description:

Description of the selected Item Code will be displayed automatically.

 

Whenever the control is on Item Code or Name field, 'On Hand Quantity', 'Pending Indent Quantity' and 'Pending Purchase Order Quantity' of the selected Item is displayed at the bottom of the screen for the user's reference.

 

PUOM:

Click n the field to access a list of Purchase Unit of Measurements specified for the selected Item through Item Master Purchase Entry option. Select your desired PUOM from the list by scrolling down to it and pressing <ENTER>.

 

Only those Unit of Measurements will be displayed/accepted for which 'Purchase UOM For' = 'Purchase'

 

PUOM Description:

Description of the selected Purchase Unit of Measurement will be displayed automatically.

 

Quantity:

Denotes the Indent Quantity of the Item. This field will remain disabled.

 

This field displays the total Indent Quantity of the Item. Once the Delivery Schedule of the Item is entered through the lower grid, the total Quantity of the Item will be displayed here automatically.

 

IUOM:

Internal Unit of Measurement for the selected Item is displayed automatically from the Item Master Basic Detail - Entry option of Materials Module. It can NOT be changed.

 

IUOM Description:

Description of the Internal Unit of Measurement will be displayed automatically.

 

Vendor Reference:

Denotes the Vendor of the Item.

 

Click on the icon to access a list of existing Vendors. Select your desired Vendor from the list by scrolling down to it and pressing <ENTER>.

 

Vendor Name:

Name of the selected Vendor will be displayed automatically.

 

Remark:

In case the Indent is being created against an OAF-

if Fill Item Level Remark From Customer BOM option is checked, the system will automatically display Remarks entered for the selected Item in Customer Bill of Material. You can change it.

 

If Do Not Fill Item Level Remark From Customer BOM option is checked, click on the field and enter Remarks if any related to the Item. Press <TAB>.

In case the Indent is NOT being created against any OAF, click on the field. Now enter Remarks if any related to the Item. Press <TAB>.

 

Document Reference Path:

You can attach a document with the Item.

 

Click on 'Choose file' link. A screen similar to windows explorer will be opened with directories, sub directories and their respective files. Look for the path in which your file is stored and click on it. Now click on 'Open' button to continue and go back to the previous grid or 'Cancel' button to discard the selection and go back to the previous grid.

 

If you select a file and continue, the full path of that file along with its name will be displayed in the field. You can double click on the field to open and view the file from here.

 

Buyer:

Denotes the Buyer of the Item.

 

Click on the field to access a list of existing Buyers defined through Buyer Master - Entry option of Administrator Tools Module. Select your desired Buyer from the list by scrolling down to it and pressing <ENTER>.

 

Buyer Name:

Name of the selected Buyer will be displayed automatically.

 

Item Rate:

 

Indent Item Rate is a flag driven field and therefore its availability depends upon the setting of flag 'Want to display Rate, Value in Indent?' through Purchase Policy option in Administrator Tools Module. Click here to read more about the flag...   If 'On' is chosen, Rate of the Item will be displayed while making entries in the Indent.   If 'Off' is chosen, Rate of the Item will not appear while making entries in Indent.   If the above flag is set as 'On', another flag called 'Indent Item Rate to pick up from:' set through Purchase Policy option in Administrator Tools Module decides the rate that should be displayed. Click here to read more about the flag.   If 'Standard Rate from Item Master' is selected, then only the Item's Standard Rate will be taken from Item Master Purchase Entry option in Purchase Module and displayed. Value will be calculated accordingly.   If 'Minimum Rate from Item Vendor' is selected, then the Basic Rate which is lowest among all the Vendors will be taken from Item Vendor Purchase Master Entry option in Purchase Module and displayed. Value will be calculated accordingly.

 

Conversion Factor:

Displayed automatically from the Item Master Purchase Entry option. You can not change it.

 

No. of Pieces:

Automatically displays the sum of all 'No. of Pieces' of the Dimension Item for your reference. In case of Non-Dimension Item, this field remains blank.

This lower grid contains the Delivery Schedule of the Item selected in the upper grid.

While 'Adding' a new Item in the upper grid, this grid will be displayed empty.

In case of 'Edit', and 'View', the lower grid will be populated with all the Delivery Schedule of the Item selected in the upper grid.

Click on the button to add new Delivery Schedule for the Item. A new row will be added in the grid.

Field Description of the lower grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

 

Del Sr No:

Automatically generated sequence number for the Delivery Schedule.

 

Quantity:

(Type : Numeric, Length : 8.4)

Denotes the Indent Quantity of the Item. Click on the field.

 

While 'Adding' -

• If the Indent is being created against an OAF, than the quantity of the Item mentioned in that OAF Number will be displayed automatically.

If you want to change it, click on the field. New row(s) will be shown immediately with the break up of the Quantity of that Item as per their individual SJO Number. Click on the field to enter the new Quantity. Please note that the total Quantity can not be more than the Quantity mentioned in the OAF.

• If the Indent in NOT against an OAF, click on the field to enter the Quantity.

   

  In case the selected Item is aDimension Item (Items which are consumed in terms of their dimensions) and flag 'Dimension Wise Stock Keeping Required' is set to 'On' for its Sub-Class through Class / Sub-Class Master option of Administrator Tools Module, Read more...

  A small box displays its Length, Breath and Thickness entered through the Item Master Basic Detail - Entry option of Materials Module as follows -

  

Further, the dimensions of the Item can be changed depending upon the setting of flags for that Item's combination of Material and Sub-Class through Formula Builder option in Materials Module. Click here to read more about the flags...   If the flag 'Allow to Change Dim1?' is set as 'On', than the user can change Dimension 1 during Indent generation. If 'No' is chosen, a user can not change the dimension 1.   If the flag 'Allow to Change Dim2?' is set as 'On', than the user can change Dimension 2 during Indent generation. If 'No' is chosen, a user can not change the dimension 2.   If the flag 'Allow to Change Dim3?' is set as 'On', than the user can change Dimension 3 during Indent generation. If 'No' is chosen, a user can not change the dimension 3.

No. of Pieces: (Type : Numeric, Length : 4) Click on the field. Now enter the number of pieces required for the Dimension Item.

 

Weight:

Weight of the Dimension Item is calculated automatically on the basis of its formula entered for its combination of Material and Sub-Class through Formula Builder option in Materials Module. The resultant product is further multiplied by the Density of the Item and the Number of Pieces entered.

 

where Density of the Item's Material is specified through Density Master option in Materials Module.

 

Once done, click on 'Ok' button. As a result the control goes back to the previous grid and 'Weight' will be carried back and displayed in 'Quantity' field. 'No of Pieces' will be displayed in 'No of Pieces' field. Click on 'Cancel' button to discard and go back to the previous grid.

Delivery Date:

Delivery Date is automatically calculated and displayed by default as follows -

 

Delivery Date = Indent Date + Total Lead Time in Days of the Item

 

where Total Lead Time in Days is specified in Item Master Purchase Entry option .

 

You change the Date for Delivery by clicking on it. It should not be less than the Date on which Indent was created.

 

OAF Number:

Please note that this field will be applicable only if the Indent is against an OAF.

 

OAF Number will be displayed automatically for your reference. It can NOT be changed.

SJONO:

Denotes the SJO Number linked with the Indent Item.

 

If the Indent is being created against an OAF, the Sales Job Order for this Item existing against the selected OAF Number will be displayed automatically for your reference. It can NOT be changed. If there is no SJO against the OAF Number, this field will be displayed empty.

 

If the Indent in NOT against an OAF, this field will be displayed empty. IMMS allows to link an existing SJO with the Indent Item. click on the field to do so.

In case the selected Item is NOT a Long Lead Item , a list of all Open SJOs existing for the Item will be displayed. You can scroll through the list using <UpArrow> and <DownArrow> and click <ENTER> on the desired SJO Number. As a result, the selected SJO Number will be displayed in this field.

 

In case the selected Item is a Long Lead Item , IMMS will allow to link even those SJOs that do not have any demand for this Item. Therefore a list of all authorized and Open SJOs will be displayed. You can scroll through the list using <UpArrow> and <DownArrow> and click <ENTER> on the desired SJO Number. As a result, the selected SJO Number will be displayed in this field.

 

Please note that - Delivery Quantity of the Item can not be more than the pending quantity of the SJO. IMMS will not allow to link in this case. You can NOT link an SJO with a KANBAN Item. An appropriate message will be displayed if you try to do so.

No of Pieces:

Displays the 'No. of Pieces', of the Dimension Item for your reference. In case of Non-Dimension Item, this field remains blank.

In case of 'Edit', and 'View', the already existing Delivery Schedule of the Item will be displayed.

 

On Hand Qty:

Automatically displays the On Hand Quantity of the currently selected Item for your reference. This on hand quantity is calculated after deducting the Allocated Quantity of the Item.

Pending Indent Qty:

Automatically displays the Indent Quantity for the currently selected Item that is still pending to be purchased for your reference.

Pending PO Qty:

Automatically displays the Purchase Order Quantity for the currently selected Item that is still pending to be procured for your reference.

Total Allocated Qty:

Automatically displays the total Allocated Quantity of the currently selected Item for your reference.

Pending for Authorization Qty:

Automatically displays the quantity of currently selected Item that is still pending for authorization for your reference.

Once you have entered all the information, click on 'Save' button to save or 'Cancel' button to discard. The control goes back to the list.