GRN WITHOUT PO

Sometimes in order to keep production running, a company may need to buy material from vendors against cash payment. Through this option, IMMS allows to receive material against cash without the need of raising Purchase Orders. But while providing this facility, IMMS also takes care of the maximum limit of cash purchase that may be allowed in the company.

Once a Cash Purchase GRN has been generated, IMMS updates inventory on the basis of following conditions -

• If 'Authorization Required' flag through Document Control Master option in Administrator Tools Module is set as 'On', than for Items which have the 'QC Required' flag in Item Master Basic Detail - Entry option of Materials Module set as 'Off', inventory will get updated when material is received through the Cash Purchase GRN.

• If 'Authorization Required' flag through Document Control Master option in Administrator Tools Module is set as 'On', than for Items which have the 'QC Required' flag in Item Master Basic Detail - Entry option of Materials Module set as 'Off', inventory will get updated when he Cash Purchase GRN is authorized.

• Items for which the 'QC Required' flag in Item Master Basic Detail - Entry in MaterialsModule is set as 'On', than inventory for such items will NOT get updated when material is received through the GRN or when GRN is authorized. Instead inventory will get updated only for quantity of item after the quality check is done through QC Entry for GRN(with GRN Type = Cash Purchase) option of Quality Control & Assurance Module.

A list of already generated GRN without PO 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 displays only those records that are yet to be authorized.

Once a Cash Purchase Goods Receipt Note is generated, it may or may not need to be authorized.   Authorization of Cash Purchase GRN WITHOUT PO 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 i s'On', it becomes compulsory to authorize Cash Purchase Goods Receipt Notes after they are generated. Once a Cash Purchase GRN is authorized, changes can NOT be made in it through Cash Purchase GRN Entry option. This prevents it from being altered by unauthorized people. To authorize a particular GRN without PO, 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 'Off', once Cash Purchase Goods Receipt Notes are generated, they are automatically authorized by IMMS irrespective of the user who has created them.

The screen has been divided into 5 different sections to store related information.

GRN without PO 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 GRN without PO, click on the button and to 'Edit', click on the icon on its corresponding record. Click on the icon to delete a particular GRN without PO. To view details of a particular GRN without PO, <DoubleClick> on that record. As a result, following screen will be displayed -

Screen Layout of GRN Details

Field Description of GRN Details

GRN Detail

Specify the GRN details.

Year:

Current financial year will be displayed by default. You can NOT change it.

Group:

Specify the Group of the Cash Purchase GRN Without PO.

 

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 Cash Purchase GRN 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', Group of the selected record will be displayed automatically. You can not change it.

Site:

Specify the Site of the Cash Purchase GRN Without PO.

 

While 'Adding', the Site if any specified with the selected Group 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, than only those Sites will be displayed which have been linked with the selected Year and Cash Purchase GRN 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', Site of the selected record will be displayed automatically. You can not change it.

 

Number:

(Type : Alphanumeric, Length : 6)

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

 

Generation of Cash Purchase GRN 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 Cash Purchase GRN 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 Cash Purchase GRN 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 Cash Purchase GRN Without PO, enter the Date of the GRN. Today's date is displayed by default. You can change it but it can not be later than today's date or Current Period End Date. Press <TAB>.

 

In case of 'Edit', and 'Search', GRN Date will be displayed automatically as per the selected Cash Purchase GRN Number. You can change it in 'Edit' mode.

 

Vendor Code:

Denotes the Vendor from whom the goods have been received.

While 'Adding', click on the icon to access a list of already existing Vendors defined though Vendor Master Entry option in Purchase Module. Select your desired Vendor from the list by scrolling down to it and click on 'Continue' button. Press <TAB>.

 

You can not select a Vendor that has been deactivated through Activate/De-activate Master option in Administrator Tools Module. The list will also not display such Vendors.

 

In case of 'Edit', and 'View', Vendor will be displayed automatically as per the selected Cash Purchase GRN Number. You can change it in 'Edit' mode.

 

Currency:

Currency of the selected Vendor as specified through Vendor Master Entry option in Purchase Module will be displayed automatically for your reference. You can NOT change it.

 

GST No.:

GST No. of the selected Vendor as specified through Vendor Master Entry option in Purchase Module will be displayed automatically for your reference. You can NOT change it.

 

Challan No.:

(Type : Alphanumeric, Length : 20)

 

While 'Adding' a new Cash Purchase GRN, enter the Challan Number as mentioned on the challan document.

 

In case of 'Edit', and 'View', Challan Number will be displayed automatically as per the selected Cash Purchase GRN Number. You can change it in 'Edit' mode.

Challan Date:

While 'Adding' a new Cash Purchase GRN, enter the Date of the Challan. Challan Date can not be later than GRN Date or today's date. Press <TAB>.

 

In case of 'Edit', and 'View', Challan Date will be displayed automatically as per the selected Cash Purchase GRN Number. You can change it in 'Edit' mode.

 

Rate Structure:

While 'Adding' a new Cash Purchase GRN, click on the field to access a list of Rate Structures that have been specified while associating Items with the selected Vendor through Item Vendor Purchase Master Entry option of Purchase Module. Select your desired Rate Structure from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Rate Structure. Press <TAB>.

 

In case the selected Rate Structure consists of Tax Rates that are applied Exclusively, IMMS will display and warning message informing that Item's rate and total amount will be affected.

 

In case of 'Edit', and 'View', Rate Structure will be displayed automatically as per the selected Cash Purchase GRN Number. You can change it in 'Edit' mode.

 

Is this RCM supply under GST?

Denotes whether the supply is under Reverse Charge Mechanism of GST or not.

 

If the GST No is NOT entered for the selected Vendor, this switch will be displayed as 'On'. If the GST No has been entered, the switch will remain 'Off'.

Warehouse Code:

While 'Adding' a new Cash Purchase GRN, click on the field to access a list of Warehouses defined through Warehouse Master option. Select your desired Warehouse from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Warehouse. Press <TAB>.

 

In case of 'Edit', and 'View', Warehouse will be displayed automatically as per the selected Cash Purchase GRN Number. You can change it in 'Edit' mode.

 

Please note IMMS will accept/display only those Warehouses that belong to the selected Site.

Click on button to continue.

Screen Layout of Transporter Details

Field Description of Transporter Details

Shows details related to the transporter.

While 'Adding' all the fields are displayed blank. Whereas in case of 'Edit', and 'View', values of these fields will be displayed as per the selected Cash Purchase GRN Number.

LR No:

(Type : Alphanumeric, Length : 15)

Enter the Lorry Receipt Number of the transporter.

Transporter's Name:

(Type : Alphanumeric, Length : 30)

Click on the field to access a list of Transporters defined through Codes Master - Entry (Code Type='TR') option of Administrator Tools Module. Select your desired Transporter from the list by scrolling down to it and pressing <TAB>.

Material Lying At:

Enter the place where material is lying.

Inspection Report Attached

Specify whether the Inspection Receipt is attached or not with the goods. Click on the flag to either turn the switch 'On' or 'Off'.

Remarks:

While 'Adding' this field, enter the remarks related to the Cash Purchase GRN if any.

In case of 'Edit', and 'View', Remark will be displayed as per the selected Cash Purchase GRN Number.

Click on button to continue.

Screen Layout of Item Details and Rate Structure

Field Description of Item Details and Rate Structure

While 'Adding' a new Cash Purchase GRN, this grid will be displayed as empty and you can start entering Items.

In case of 'Edit', and 'View', this grid will be populated with the Items belonging to the selected Cash Purchase GRN Number.

Click on the button to enter more Items in the grid. A new row will be added as a result.

Please enter data in the following fields. Some of the fields are for your information purpose.

Action

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

Item Code:

Click on the icon to access a list of Items which have already been defined through Item Master Basic Detail - Entry option in Materials Module. Select your desired Item from the list by scrolling down to it and click on 'Continue' button. Alternatively you can also enter the Item. Press <TAB>.

You can not select an Item that has been deactivated through Activate/De-activate Master option in Administrator Tools Module. The help will also not display such items.

Item Name:

Name of the selected Item Code will be displayed automatically.

IUOM:

Displays the Internal Unit of Measurement of the Item for your reference. You can NOT change it.

PUOM:

Specify the Purchase Unit of Measurement of the Item.

Click on the field to access a list of Purchase Unit of Measurements specified for the selected Item through Item Master Purchase Entry option in Purchase Module. Select your desired PUOM from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the PUOM. Press <TAB>.

Warehouse Code:

Automatically displays the Warehouse Code selected through 'Receipt Detail' tab. You can NOT change it here.

Warehouse Name:

Automatically displays the name of the Warehouse Code selected through 'Receipt Detail' tab. You can NOT change it here.

IUOM Qty:

(Type : Numeric, Length : 9.3)

Denotes the GRN Quantity in Internal Unit of Measurement.

In case of imPerfect Conversion Factor, Read more...

Click on the field.

 

Please note that if Opening Balance of the Item in the selected Warehouse has not been entered yet, IMMS will inform the user about the same and ask whether transaction with zero Opening Balance should be generated or not. Following screen will be displayed for the same -

 

Click on 'Yes' to continue further or 'No' to discard. On pressing 'Yes', the system will automatically generate as well as authorize an opening transaction with Zero balance for the Item in the Warehouse. The Document Number of the newly generated transaction will be displayed too for the user's reference. On pressing 'No', Opening Transaction will not be generated and therefore the user will not be allowed to enter the GRN Quantity for the Item.

 

Similarly in case the Opening Balance of the Item in the selected Warehouse has been entered but is still pending to be authorized, IMMS will inform the user about the same and stop the user from entering the GRN Quantity for the Item.

 

In case the Item is a non-Dimension Item and does NOT maintain Serial No / Batch No / Inward Batch No, enter the GRN Quantity of the Item in Internal Unit of Measurement. The entered quantity can not be more than PO IUOM Qty - PO IUOM Rcv

 

In case the Item is Dimension Item OR requires Serial No / Batch No / Inward Batch No Read more...

 

Press <ENTER> on the field. Following options will appear on the screen -

Click on the button to add more dimension / Serial No / Inward No / Heat No / Manufacturing Batch No as per your requirement.

 

Action:

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

 

Size:

This field will be displayed ONLY if the Item is Dimension Item .

 

Automatically displays the dimension of the Dimension Item as specified in its Purchase Order for your reference. You can NOT change it.

 

Click on the field. A small box displays its Dimension Heads and their values as mentioned while creating its Purchase Order as follows -

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. That 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. The system checks that the entered quantity can not be more than the quantity that is pending to be purchased. Or else an appropriate message will be displayed.

 

If the entered quantity is permissible, the control goes back to the grid and 'Weight' of the Dimension Item entered here will be carried back and displayed in 'Weight' and 'PUOM QTY' fields whereas 'No of Pieces' entered here will be carried back and displayed in 'QTY' field. Click on 'Cancel' button to discard and go back to the previous grid.

 

Serial No:

(Type : Alphanumeric, Length : 20)

This field will be displayed ONLY if the Serial Numbers are maintained for the Item. (Flag 'Use Item Serial No' for the Item is set as 'Yes' through Item Master Basic Detail - Entry option of Materials Module ). Otherwise this field will NOT be displayed.

 

Click on the field. Now enter the Serial Number of the Item. Please note that Serial Numbers should be unique.

Manufacturing Batch No:

(Type : Alphanumeric, Length : 20)

This field will be displayed ONLY if the Manufacturing Batch Numbers are maintained for the Item. (Flag 'Use Manufacturing Batch' for the Item is set as 'Yes' through Item Master Basic Detail - Entry option of Materials Module ). Otherwise this field will NOT be displayed.

 

Click on the field. Now enter the Manufacturing Batch Number of the Item. Please note that Manufacturing Batch Numbers should be unique.

Inward No:

(Type : Alphanumeric, Length : 20)

This field will be displayed ONLY if the Inward Batch Numbers are maintained for the Item. (Flag 'Use Inward Batch' for the Item is set as 'Yes' through Item Master Basic Detail - Entry option of Materials Module ). Otherwise this field will NOT be displayed.

 

Click on the field. Now enter the Inward Batch Number of the Item. Please note that Inward Batch Numbers should be unique.

 

Heat No:

(Type : Alphanumeric, Length : 20)

This field will be displayed ONLY if the Heat Numbers are maintained along with the Inward Numbers for the Item. (Flag 'Use Heat No' for the Item is set as 'Yes' through Item Master Basic Detail - Entry option of Materials Module ). Otherwise this field will NOT be displayed.

 

Click on the field. Now enter the Heat Number of the Item. Please note that Heat Number can be not be repeated for the same Inward Number.

 

Onhand Qty:

Automatically displays the available quantity of the Item for your reference. You can NOT change it.

 

IUOMQTY:

In case the Item is Dimension Item, its 'No of Pieces' will be displayed automatically in this field.

 

In case the Item is NON-Dimension Item, click on the field and enter the GRN Quantity of the Item.

 

PUOMQTY:

In case the Item is Dimension Item, its Weight will be displayed automatically in this field.

 

In case the Item is NON-Dimension Item, IMM automatically calculates and displays the GRN Quantity in Purchase Unit of Measurement by multiplying quantity entered in 'IUOM Qty' with the Purchase Conversion Factor.

 

Weight:

This field will be displayed ONLY if the Item is Dimension Item .

 

Automatically displays the calculated weight for the Dimension Item.

 

PO Allowed Qty:

This field will be displayed ONLY if the Item is Dimension Item .

 

Automatically calculates and displays the quantity of the Dimension Item that is still pending to be purchased. The received quantity of the Item can not be more than this.

 

Once done, click on 'Ok' button. As a result, the control goes back to the main grid and 'Weight' of the Dimension Item entered here will be carried back and displayed in 'PUOM QTY' field whereas 'QTY' entered here will be carried back and displayed in 'IUOM QTY' field. Click on 'Cancel' button to discard and go back to the main grid.

---

In case of Perfect Conversion Factor, Read more....

 

IMM automatically calculates and displays the GRN Quantity in Internal Unit of Measurement by multiplying quantity entered in 'PUOM Qty' with the Internal Conversion Factor.

PUOM Qty:

(Type : Numeric, Length : 9.3)

Denotes the GRN Quantity in Purchase Unit of Measurement.

In case of Perfect Conversion Factor, Read more...

Click on the field.

 

Please note that if Opening Balance of the Item in the selected Warehouse has not been entered yet, IMMS will inform the user about the same and ask whether transaction with zero Opening Balance should be generated or not. Following screen will be displayed for the same -

 

Click on 'Yes' to continue further or 'No' to discard. On pressing 'Yes', the system will automatically generate as well as authorize an opening transaction with Zero balance for the Item in the Warehouse. The Document Number of the newly generated transaction will be displayed too for the user's reference. On pressing 'No', Opening Transaction will not be generated and therefore the user will not be allowed to enter the GRN Quantity for the Item.

 

Similarly in case the Opening Balance of the Item in the selected Warehouse has been entered but is still pending to be authorized, IMMS will inform the user about the same and stop the user from entering the GRN Quantity for the Item.

 

In case the Item is a non-Dimension Item and does NOT maintain Serial No / Batch No / Inward Batch No, enter the GRN Quantity of the Item in Purchase Unit of Measurement. The entered quantity can not be more than PO PUOM Qty - PO PUOM Rcv

 

In case the Item is Dimension Item OR requires Serial No / Batch No / Inward Batch No Read more...

 

Click on the field. Following options will appear on the screen -

Click on the button to add more dimension / Serial No / Inward No / Heat No / Manufacturing Batch No as per your requirement.

 

Action

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

 

Size:

This field will be displayed ONLY if the Item is Dimension Item .

 

Automatically displays the dimension of the Dimension Item as specified in its Purchase Order for your reference. You can NOT change it.

 

Click on the field. A small box displays its Dimension Heads and their values as mentioned while creating its Purchase Order as follows -

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. That 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. The system checks that the entered quantity can not be more than the quantity that is pending to be purchased. Or else an appropriate message will be displayed.

 

If the entered quantity is permissible, the control goes back to the grid and 'Weight' of the Dimension Item entered here will be carried back and displayed in 'Weight' and 'PUOM QTY' fields whereas 'No of Pieces' entered here will be carried back and displayed in 'QTY' field. Click on 'Cancel' button to discard and go back to the previous grid.

 

Serial No:

(Type : Alphanumeric, Length : 20)

This field will be displayed ONLY if the Serial Numbers are maintained for the Item. (Flag 'Use Item Serial No' for the Item is set as 'Yes' through Item Master Basic Detail - Entry option of Materials Module ). Otherwise this field will NOT be displayed.

 

Click on the field. Now enter the Serial Number of the Item. Please note that Serial Numbers should be unique.

Manufacturing Batch No:

(Type : Alphanumeric, Length : 20)

This field will be displayed ONLY if the Manufacturing Batch Numbers are maintained for the Item. (Flag 'Use Manufacturing Batch' for the Item is set as 'Yes' through Item Master Basic Detail - Entry option of Materials Module ). Otherwise this field will NOT be displayed.

 

Click on the field. Now enter the Manufacturing Batch Number of the Item. Please note that Manufacturing Batch Numbers should be unique.

Inward No:

(Type : Alphanumeric, Length : 20)

This field will be displayed ONLY if the Inward Batch Numbers are maintained for the Item. (Flag 'Use Inward Batch' for the Item is set as 'Yes' through Item Master Basic Detail - Entry option of Materials Module ). Otherwise this field will NOT be displayed.

 

Click on the field. Now enter the Inward Batch Number of the Item. Please note that Inward Batch Numbers should be unique.

 

Heat No:

(Type : Alphanumeric, Length : 20)

This field will be displayed ONLY if the Heat Numbers are maintained along with the Inward Numbers for the Item. (Flag 'Use Heat No' for the Item is set as 'Yes' through Item Master Basic Detail - Entry option of Materials Module ). Otherwise this field will NOT be displayed.

 

Click on the field. Now enter the Heat Number of the Item. Please note that Heat Number can be not be repeated for the same Inward Number.

 

Onhand Qty:

Automatically displays the available quantity of the Item for your reference. You can NOT change it.

 

IUOMQTY:

In case the Item is Dimension Item, its 'No of Pieces' will be displayed automatically in this field.

 

In case the Item is NON-Dimension Item, IMMS automatically calculates and displays the GRN Quantity in Internal Unit of Measurement by multiplying quantity entered in 'PUOM Qty' with the Internal Conversion Factor.

 

PUOMQTY:

In case the Item is Dimension Item, its Weight will be displayed automatically in this field.

 

In case the Item is NON-Dimension Item, click on the field and enter the GRN Quantity of the Item.

 

Weight:

This field will be displayed ONLY if the Item is Dimension Item .

 

Automatically displays the calculated weight for the Dimension Item.

 

PO Allowed Qty:

This field will be displayed ONLY if the Item is Dimension Item .

 

Automatically calculates and displays the quantity of the Dimension Item that is still pending to be purchased. The received quantity of the Item can not be more than this.

 

Once done, click on 'Ok' button. As a result, the control goes back to the main grid and 'Weight' of the Dimension Item entered here will be carried back and displayed in 'PUOM QTY' field whereas 'QTY' entered here will be carried back and displayed in 'IUOM QTY' field. Click on 'Cancel' button to discard and go back to the main grid.

---

In case of imPerfect Conversion Factor, Read more....

 

IMM automatically calculates and displays the GRN Quantity in Purchase Unit of Measurement by multiplying quantity entered in 'IUOM Qty' with the Purchase Conversion Factor.

Challan Qty:

(Type : Numeric, Length : 9.4)

Click on the field. Now enter the Challan Quantity.

IUOM Conversion:

Automatically displays the Conversion Factor for the Internal Unit of Measurement as specified through Item Master Purchase Entry option in Purchase Module for your reference. You can NOT change it here.

PUOM Conversion:

Automatically displays the Conversion Factor for the Purchase Unit of Measurement as specified through Item Master Purchase Entry option in Purchase Module for your reference. You can NOT change it here.

Conversion Factor:

Displays the whether Purchase Conversion Factor (P) is being used or Internal Conversion Factor (I) for your reference. You can NOT change it.

Conversion Limit:

Automatically displays the Limit allowed for conversion for the Purchase Unit of Measurement as specified through Item Master Purchase Entry option in Purchase Module for your reference. You can NOT change it here.

Basic Price:

Click on the field. Enter the Basic Price at which the Item has been purchased. Press <TAB>

Discount Type:

Specify the Type of Discount offered on the Item.

Click on the field. Now click on the small arrow. Choose either 'None', 'Percentage' or 'Value' depending upon the type of discount offered. Press <TAB>.

Discount Value:

Specify the Discount offered for the Item .

This field will remain disabled in case no discount ('None') has been chosen as Discount Type. In case of 'Percentage', enter the percentage of Discount received. In case of 'Value', enter the amount of Discount received. Press <TAB>.

Purchase Value:

Automatically calculates and displays the Purchase Value of the Item after excluding the Discount on that Item's Rate.

In case the Discount Type is in 'Percentage', Purchase Value is calculated as follows -

Value = UOM Qty * Basic Price

Discount Amount = percentage ('Discount Value') of Value

Purchase Value = Value - Discount Amount

In case the Discount Type is in 'Value', Purchase Value is calculated as follows -

Discounted Basic Price = Basic Price - Discount Value

Purchase Value = 'UOM Qty' * Discounted Basic Price

Indent Qty:

Displays the knocked off quantity of Indent if any.

Click on the field. A grid is displayed with the list of pending Indents for the selected Item as follows-

Item Code:

Displays the selected Item Code for your reference. You can not change it.

 

Item Name:

Displays the name of the Item for your reference. You can not change it.

Indent Qty:

Displays the quantity of Item yet to be received.

GRN Qty:

Enter the quantity of Item received against a particular Indent Number. This quantity can not be more than the quantity entered in 'IUOM Qty / PUOM Qty' field. Also, it can not be more than Indent Qty .

Indent Number:

Displays the Indent Number of the Item for your reference. You can not change it.

Press 'Ok' button to continue or 'Cancel' to discard.

GRN HSN Code:

(Type : Numeric, Length : 8)

Denotes the HSN Code for the combination of Item and Purchase Order.

Automatically displays the HSN Code entered for the combination of current Purchase Order and Item. If required, you can change it.

But in case HSN Code has not been entered for the combination of current Purchase Order and Item, IMMS provides the facility to enter it while generating the GRN. Click on the field. Now enter the HSN Code. It should have either 2, 4 or 8 digits. Otherwise, the system will display an appropriate message. It can be left blank as well.

Shelf Life Expire Date:

Denotes the Expiry Date of the Item.

Enter the Expiry Date of the Item.

Rate Structure Detail

This grid displays the Rate Codes included in the selected Rate Structure along with their individual tax amount.

Field Description of the grid -

Index:

Automatically generated sequence number.

 

Rate Code:

Automatically displays the Rate Code belonging to the Rate Structure for your reference.

 

Rate Description:

Automatically displays the Description of the Rate Code belonging to the Rate Structure for your reference.

 

I/E:

Automatically displays whether the selected Rate Code is Included or Excluded as specified through Tax Rate Master - Entry option for your reference. It can NOT be changed.

 

P/V:

Automatically displays whether the value of the selected Rate Code is in Value or Percentage as specified through Tax Rate Master - Entry option for your reference. It can NOT be changed.

 

Applicable On:

Automatically displays the Rate Codes on which this particular Rate Code is applicable.

 

Tax Value:

Automatically displays the Value of the selected Rate Code as specified in the Tax Rate Master - Entry option of Purchase Module.

 

IMMS allows to enter value in this field to specify the 'At Actual' tax amount to be added in the GRN Amount. Please note that the value can be entered only if the Rate Code is of 'Value' type or 'Percentage' type with zero % entered in Tax Rate Master - Entry for that Tax Rate.

 

If % or Value is of 'Percentage' type and its percentage value is not zero, in that case percentage of tax as entered in the Rate Structure will be displayed automatically. You can not change it.

 

Post/Non Post:

Automatically displays whether the selected Rate Code is Postable or Non Postable in Purchase as specified through Tax Rate Master - Entry option for your reference. If it is Postable, the box will be displayed as checked otherwise it will be displayed empty.

 

Rate Amount:

In case of 'Percentage', the Rate Amount field in the grid is calculated automatically as % (entered in Tax Value field) of Purchase Value. In case of 'Value', the entered amount of tax is displayed.

 

where Purchase Value = sum total of Purchase Values for all Items in Item Detail tab

Currency Code:

Automatically displays the Currency of the selected Rate Code as specified through Tax Rate Master - Entry option for your reference.

Basic Amount:

Basic Amount of the GRN is calculated automatically and displayed. It is calculated as follows -

Total GRN Value = sum total of 'Purchase Value' for all Items in the Item Detail grid

Basic Amount = Total GRN Value - sum total of 'Rate Amount' of all inclusive taxes

Tax Value:

Displays the sum total of all 'Rate Amounts' for your reference purpose.

Total Amount:

Displays the Total Amount of GRN including the Tax Value ,i.e.,  Basic Amount + Tax Value.

Cash Purchase Amount Limit is:

Automatically displays the limit of Cash Purchase amount as specified through Inventory Policy option of Administrator Tools module for your reference. You can not change it here.

Click on button to continue.

Screen Layout of Caption Details

Field Description of Caption Details

A list of all Statutory Captions that have been specified as Available for the combination of GRN and currently logged-in Company through Statutory Number And Caption Availability option of Administrator Tools Module will be displayed as shown above.

Scroll through the Captions. Click on the 'Caption Details' field and enter the relevant data.

Moreover if a particular Caption has been declared as 'Keep Mandatory' through Statutory and Other Caption Detail option of Administrator Tools Module, it becomes compulsory to enter its value. Otherwise, IMMS will display an appropriate message while saving the GRN.

Click on button to continue.

Screen Layout of Attachment Detail

Field Description of Attachment Detail

Click on the button to upload all the attached Files.

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.

Just before saving the GRN, IMMS will check if there are any Rate Codes for which the Value has been left zero. If yes, than a message indicating the same will be flashed and the user has an option to either continue with zero Tax Value or go back and enter it. Click on 'Yes' button to save the GRN with zero tax value or 'No' button to go back to enter the tax value.