Service Indent Entry

IMMS provides separate Indent generation for Service related requisitions. Service Indents can be converted into Service Purchase Orders.

Service 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 'On' is chosen, IMMS will provide facility to create Service 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 'Off' is chosen, IMMS will not give facility to prepare or generate Service Indent manually or automatically. Also access to 'Indent for Purchase Required' field in Item Indent Settings option in Planning Module is disabled.

A list of already existing Service 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' or 'Pending for Authorization'. 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.

Once a Service Indent is generated, it may or may not need to be authorized.   Authorization of Service 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 Service Indents after creating them through this option. Only authorized Service Indents will be available while creating Purchase Orders. Once a Service Indent is authorized, it can neither be deleted nor edited. To authorize a particular Service 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 Service Indents. They will be authorized automatically by the system as soon as they are generated and will be available automatically while creating Purchase Orders.

The main screen also displays the latest status of the selected Indent, who authorized it and the date of authorization.

Service Indent 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 Service Indent, click on the button and to 'Edit', click on the icon on its corresponding record. Click on the icon to delete a particular Service Indent. To view details of a particular Service Indent, <DoubleClick> on that record. As a result, following screen will be displayed -

Screen Layout of Service Indent Information

Field Description of Service Indent Information

Service Indent Details

Year

While 'Adding' a new Service Indent, current Financial Year is displayed automatically. You can not change it.

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

Group:

Specify the Group of the Service Indent.

While 'Adding', 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 Service 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.

 

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

Site:

Specify the Site of the Service Indent.

 

While 'Adding', 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.

 

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 Service Indent Group. In case the 'Site Required' flag is 'Off', then 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', Site of the selected record will be displayed automatically. You can NOT change it.

Number

(Type : Alphanumeric, Length : 6)

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

Generation of Service 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 Service 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 Service Indent Number manually. The system also ensures that the Number entered is a unique one.

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

Date

While 'Adding' a new Service Indent, enter the Date of Service 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 Service Indent Number is displayed. You can change it in 'Edit' mode.

Indent done By

Denotes the person who generated the Indent.

While 'Adding' a new Service Indent, click on the field to access a list of existing Planners defined through Planner Master - Entry 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 Done By of the selected Service Indent Number is displayed. You can change it in 'Edit' mode.

Remark:

While 'Adding' a new Service Indent, enter Remarks, if any, related to the Service Indent. Press <TAB>.

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

Click on button to continue.

Screen Layout of Item Details and Delivery Schedule

Field Description of Item Details and Delivery Schedule

While 'Adding' a new Service Indent, this grid will be displayed blank.

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

Please note that this grid not only contains Indent Items but also their individual Delivery Schedule.

Click on the button to add new Items in the grid. A new row will be added in the grid.

Field Description of the grid -

Action

Click on icon to enter the Delivery Schedule of the Item. Read more...

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

 

Following grid will be displayed to maintain the Delivery Schedule as follows -

Action

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

 

Item Code:

Name of the currently selected Item will be displayed for your information.

 

DelSrNo:

An automatically generated sequence number.

 

Delivery Date:

Click on the field to enter the date.

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

Sr No

Automatically generated sequence number.

Item Code

Click on the icon to access a list of existing Items defined though Item Master - Service option. Select your desired Item from the list by scrolling down to it and click on 'Continue' button. Alternatively you can also enter the Item .

 

Only those Items will be displayed/accepted for which Vendors have been specified through Item Master - Service option 'Indent Required?' flag is set as 'Yes'

You can not select a Service Item that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The help list will also not display such Service Items.

 

Item Description

Description of the selected Service Item Code will be displayed automatically.

 

UOM

Automatically displays the Unit of Measurement of the selected Service Item as specified through Item Master - Service option. It can not be changed.

 

Quantity

(Type : Numeric, Length : 9.4)

Denotes the Indent Quantity of the Item.

 

While 'Adding' a new Service Indent, click on the field to enter the Quantity. Press <TAB>.

 

In case of 'Edit', and 'View', the already existing Indent Quantity of the Item will be displayed. You can change it in 'Edit' mode.

 

Ser Req From Date

Denotes the Date starting which the Service should start.

 

Enter the date when the Service should start. It can not be before the Indent Date. You can keep it blank provided 'To Date' is also blank.

 

To Date

Denotes the Date up to which the Service should end.

 

Enter the date when the Service should end. You can keep it blank provided 'Ser Req From Date' is also blank.

 

Remark

Enter Remarks related to the Item if any.

 

Click on the field. Now start typing the remarks.

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