Order Acknowledgment Entry

This option allows to create Order Acknowledgment Form (OAF) against authorized Sales Orders created through Sales Order Receipt Entry option.

An OAF allows to work on the Delivery Schedule of a Sales Order. IMMS allows to create OAF for partial quantity of a Sales Order. Therefore, multiple OAFs can be created for a Sales Order. The system takes care of the balance quantity of Sales Order that is available to create an OAF.

Once an Order is received and authorized, Order Acknowledgment Form (OAF) can be raised against it.

Further please note that it is possible to make changes in an existing Sales Order only until an OAF has NOT been created against it. Once an OAF is created, the Sales Order becomes unavailable to make any changes. But IMMS provides the flexibility to make changes in such a Sales Order through Sales Order Receipt Amendment Entry option.

A list of already existing OAFs 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.

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

Screen Layout of Customer Order Details

Field Description of Customer Order Details

While 'Adding' a new OAF, this grid will display all the authorized Sales Orders belonging to the selected Customer and selected Salesman for which some or full quantity is pending to be converted into OAF.

<DOUBLE CLICK> on the row belonging to the desired Sales Order Number in order to enter its OAF details. As a result certain data related to the selected Sales Order will be displayed automatically in the other sections.

In case of 'Edit', and 'View', this grid will be populated with the Sales Order Number against which the selected OAF was created. You can NOT change it.

Internal Order Details

This sections displays the Internal Order details of the Sales Order as follows -

Internal Order Year:

Displays the year of Internal Order Number for your reference. You can NOT change it.

Internal Order Group:

Displays the Group of Internal Order Number for your reference. You can NOT change it.

 

Internal Order Site:

Displays the Site of Internal Order Number for your reference. You can NOT change it.

 

Internal Order Number:

Displays the Internal Order Number for your reference. You can NOT change it.

 

Internal Order Date:

Displays the Date of Internal Order Number for your reference. You can NOT change it.

Customer:

Displays the Customer Code of Internal Order Number for your reference. You can NOT change it.

 

Customer Name:

Displays the Name of the Customer for your reference. You can NOT change it.

OAF Details

Displays the OAF related details as follows -

OAF Year:

Denotes the year of OAF.

While 'Adding', current financial year will be displayed by default. You can NOT change it.

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

OAF Group:

Denotes the Group of OAF.

 

While 'Adding', click on the field to access a list of already defined OAF Groups for the entered Year though Document Control Master option 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', OAF Group will be displayed automatically for the selected record. You can NOT change it.

 

OAF Site:

Denotes the Site of OAF.

 

While 'Adding', the currently logged in Site will be displayed by default. 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, then only those Sites will be displayed which have been linked with the selected Year and OAF 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', OAF Site will be displayed automatically for the selected record. You can NOT change it.

 

OAF Number:

(Type : Alphanumeric, Length : 6)

Denotes the Number of OAF.

 

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

 

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

 

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

 

Sales Order:

Displays the type of the Sales Order for your reference. You can NOT change it.

 

OAF Date:

Denotes the Date of OAF.

While 'Adding' a new OAF, today's date is displayed by default. You can change it but it should not be earlier than the Order Date and should not be later than today's date. Press <TAB>.

In case of 'Edit', and 'View', OAF Date will be displayed as per the selected OAF Number. You can NOT change it in 'Edit' mode.

OAF Planning Date:

Denotes the Planning Date of OAF.

 

Please note that this field will be displayed only if the flag 'Do you want your Material Planning based on Planning Start Date and Production Start Date?' is set as 'On' through Shop Policy option of Administrator Tools Module. Otherwise it will NOT be displayed.

While 'Adding' a new OAF, today's date is displayed by default. You can change it but it should not be earlier than today's date. Press <TAB>.

In case of 'Edit', and 'View', OAF Planning Date will be displayed as per the selected OAF Number. You can NOT change it in 'Edit' mode.

Inter Branch Transfer

In case the selected Internal Order Number is an Inter Branch type of Sales Order, this flag will be displayed as ticked. Otherwise, it will be displayed empty. You can not change it.

Item Delivery Schedule

A grid with a list of Sales Items along with their Delivery Schedule will be displayed as shown in the above screenshot.

While 'Adding', the grid is populated with all the Sales Items belonging to the selected Sales Order Number for which OAF has not been made yet.

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

Please note that you can not add, delete or change any Item here.

Field Description of the grid -

Sr. No:

Automatically generated sequence number.

Sales Item Code:

Displays the Sales Item Code. It can not be changed here.

Sales Item Description:

Displays the Description of the Sales Item Code.

UOM:

Displays the Unit of Measurement of the Sales Item for your reference.

Shipment Code:

Displays the Shipment Code of the Sales Item as mentioned in the Delivery Schedule of the Sales Order for your reference. It can not be changed here.

Shipment Description:

Displays the Description of the Shipment Code.

Delivery Qty(SUOM):

Displays the pending quantity of the Sales Item that can be allotted to the OAF. It can not be changed.

While creating OAF for the first time, this field will automatically display the Delivery Qty of the Sales Item as mentioned in the Delivery Schedule of the Sales Order. It can not be changed.

For subsequent OAF being created, this field will display the pending quantity of the Sales Item that can be allotted to an OAF. IMMS allows to create OAF for partial quantity of a Sales Order. Therefore, multiple OAFs can be created for a Sales Order. The system takes care of the balance quantity of Sales Order that is available to create a OAF through this field.

Already OAF Qty (IUOM):

Displays the quantity (in Internal Unit of Measurement) of the Sales Item that has already been allotted to one or more OAF till now. It can not be changed.

Already OAF Qty (SUOM):

Displays the quantity (in Sales Unit of Measurement) of the Sales Item that has already been allotted to one or more OAF. It can not be changed.

OAF Qty (SUOM):

(Type : Numeric, Length : 9.4)

Denotes the quantity of Sales Item which is being allotted to the current OAF.

While 'Adding',

In case the selected Sales Order is NOT an Inter Branch Sales Order, click on the field. Now enter the Quantity of Sales Item that has to be allotted to the OAF. It should not be more than the 'Delivery Qty'. Press <TAB>.

In case the selected Sales Order is an Inter Branch Sales Order, Delivery Qty will be displayed by default. The OAF Qty should be same as the 'Delivery Qty'. Press <TAB>.

In case of 'Edit', and 'View', OAF Qty will be displayed automatically for Sales Item of the selected OAF Number. You can change it in 'Edit' mode.

Delivery Date:

Displays the Delivery Date of the Sales Item as mentioned in the Deliver Schedule of the Sales Order for your reference. It can not be changed.

Committed Del. Dt:

Denotes the Delivery Date committed to the Customer.

While 'Adding', this field displays the Delivery Date of the Sales Item as mentioned in the Delivery Schedule of the Sales Order by default. You can change it but is should NOT be earlier than the Delivery Date or Today's Date. Press <TAB>.

In case of 'Edit', and 'View', Committed Del Dt will be displayed automatically for Sales Item of the selected OAF Number. You can change it in 'Edit' mode but it should NOT be earlier than the Order Date.

IMMS provides the facility to automatically repeat the Committed Delivery Date entered for the first Sales Item for the rest of the Items belonging to the OAF. An appropriate message will be displayed for the same. Select 'Yes' if you want the same Committed Delivery Date for the rest of the Items or select 'No' if do not want so.

Sales Item Type:

Displays the Type of the Sales Item for your reference. It can not be changed.

SJO Qty:

Displays the Sales Job Order Quantity of the Sales Item for your reference. You can not change it.

Allocated Qty:

Displays the Quantity of the Sales Item Allocated through Sales Allocation / De-Allocation option for your reference. You can not change it.

Product / Spare Size:

Please note that this field will be displayed only if 'Do you want to fetch Product Size in Quotation Entry from Item Master?' flag is set as 'On' through Sales Policy option of Administrator Tools module.

 

Automatically displays the size of the Item as entered through Item Master Basic Detail - Entry option of Materials module for your reference purpose. It can not be changed.

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