GRN Entry

Through this option you can add and maintain all the processed material received from the sub contractor against an Indent or Labour Job Gate Passes.

IMMS allows to receive material against -

• Product Structure based Indents through Indent Entry option
• Work Order based Indents raised through Indent Entry option
• Process type of Labor Job Gate Passes raised through Labor Job GatePass Entry option
• Rework type of Labor Job Gate Passes WITHOUT any Work Order reference raised through Labor Job GatePass Entry option
• Rework type of Labor Job Gate Passes WITH reference to some Work Orders raised through Labor Job GatePass Entry option
• Cutting type of Gate passes raised through Labor Job GatePass Entry option
• Value Added type of Gate passes raised through Labor Job GatePass Entry option

For Product Structure and Work Order based GRN Entry, processed Parent Item can be received until the corresponding Indent Quantity or Labor Rate Contract Quantity exhausts.

For Process based GRN Entry, processed material can be received until its issued quantity (Labor Job Gate Pass Quantity) is received fully.

For Cutting based GRN Entry, material can be received until the quantity of issued Items is not consumed to make the received Items.

Except for the Cutting and Value Added material , QC can be done for all other material received in respective Warehouses through QC Entry option.

A list of existing GRNs 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 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 'Off', then for Items which have the 'QC Reqd' flag for the Operation through Process Sheet Master - Entry option of Materials Module set as 'Off', inventory will get updated when material is received through the GRN.

   

• If 'Authorization Required' flag through Document Control Master option in Administrator Tools Module is set as 'On', then for Items which have the 'QC Reqd' flag for the Operation through Process Sheet Master - Entry option of Materials Module set as 'Off', inventory will get updated when the GRN is authorized.

   

• Items for which the 'QC Reqd' flag for the Operation through Process Sheet Master - Entry option of Materials Module 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 option.

Once a GRN is raised, whether it is compulsory to authorize it or not depends upon the setting of a flag.

Once a GRN is generated, it may or may not need to be authorized.   Authorization of GRN 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 GRNs. Once Authorized, a GRN can not be edited.   If the flag is set as 'Off', it is not compulsory to authorize GRN. They will be authorized automatically by the system as soon as they are generated.

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

Click for Example

In the below screen-shot, we are receiving the Black Saddles from the sub contractor against the Indent raised for the same. To summarize, uncolored Saddles were sent the sub contractor for the purpose or dyeing it with Black color and Black colored Saddles are received from the sub contractor as a result.

Screen Layout of GRN Details

Field Description of GRN Details

GRN Details

Specify the GRN details as follows -

Year:

Specifies the year of GRN.

In case of 'Edit', and 'View' , the appropriate option will be shown as selected as per the selected GRN Number. You can NOT change it in 'Edit' mode.

Click on button to continue.

Screen Layout of GRN Indent Information

Field Description of GRN Indent Information

Vendor:

While 'Adding' a new GRN, specify the Vendor from whom material is being received.

Click on the icon to access a list of Vendors. Select your desired Vendor from the list by scrolling down to it and click on 'Continue' button.

The Vendors are displayed/accepted depending upon the following conditions -

• If the GRN is being generated against Product Structure base, than those Vendors will be displayed against whom Product Structure based Indents have been generated and some quantity is pending to be received against those Indents.

• If the GRN is being generated against Work Order base, than those Vendors will be displayed against whom Work Order based Indents have been generated and some quantity is pending to be received against those Indents.

• If the GRN is being generated against Process Order base, than those Vendors will be displayed against whom Labor Job Gate Passes have been generated and authorized and some quantity is pending to be received against them.

• If the GRN is being generated against Rework Product Structure base, than those Vendors will be displayed against whom Rework type of Labor Job Gate Passes WITHOUT any Work Order reference have been generated and authorized and some quantity is pending to be received against them.

• If the GRN is being generated against Rework Work Order base, than those Vendors will be displayed against whom Rework type of Labor Job Gate Passes WITH Work Order reference have been generated and authorized and some quantity is pending to be received against them.

• If the GRN is being generated against Cutting Gatepass, than those Vendors will be displayed against whom Cutting type of Gate passes have been generated and authorized and some quantity is pending to be received against those Gate passes.

• If the GRN is being generated against Value Added, than those Vendors will be displayed against whom Value Added type of Gate passes have been generated and authorized and some quantity is pending to be received against those Gate passes.

You can not select a Vendor that has been deactivated through Deactivate Master option in Administrator Tools Module. The help list will also not display such Vendors.

If the GRN is being generated against Rework Work Order base or Rework Product Structure Base, only those Warehouses will be displayed/accepted that are associated with the Items for which Rework type of Gate Passes have been raised. Select your desired Warehouse from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Warehouse Code. Description of the Warehouse will be displayed automatically as per the Warehouse.

If the GRN is being generated against Cutting Gate pass, all Warehouses defined through Warehouse Master option of Store And Inventory Module will be displayed/accepted. Select your desired Warehouse from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Warehouse Code. Description of the Warehouse will be displayed automatically as per the Warehouse.

If the GRN is being generated against Value Added Gate pass, all Warehouses defined through Warehouse Master option of Store And Inventory Module will be displayed/accepted. Select your desired Warehouse from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Warehouse Code. Description of the Warehouse will be displayed automatically as per the Warehouse.

Rate Structure:

Denotes the Rate Structure of the Items with the selected Vendor.

While 'Adding' a new GRN -

If the GRN is being generated against Cutting Gate pass or Value Added Gate Pass, all Rate Structures defined through Rate Structure Master - Entry option of Purchase Module will be displayed/accepted. Select your desired Rate Structure from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Rate Structure.

For rest of the GRN, click on the field to access a list of existing Rate Structures specified for the selected Vendor with different Items through Item Vendor Labour 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 of 'Edit', and 'View' , Rate Structure Code will be displayed as per the selected GRN Number. You can NOT change it in 'Edit' mode.

Labour Rate:

(Type : Numeric, Length : 9.2)

This option will be displayed only in case of Cutting GRN and Value Added GRN.

While 'Adding' a new GRN, enter the Labour Rate for the Cutting/Value Added GRN.

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

Labour Quantity:

(Type : Numeric, Length : 9.4)

This option will be displayed only in case of Cutting GRN and Value Added GRN.

While 'Adding' a new GRN, enter the Labour Quantity received for the Cutting/Value Added GRN.

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

Indent Details

This section will NOT be displayed in case of Rework Work Order Base, Rework Product Structure Base, Value Added, and Cutting.

Depending upon your selection, a grid will be displayed as follows -

Please note that this grid will not be visible in case of 'Edit', and 'View' modes.

While 'Adding' a new GRN -

In case GRN is being generated against Product Structure Base, a list of all authorized Indents generated for the selected Vendor having Parent Items belonging to the selected Warehouse will be displayed in this grid.

Please note that only those Indents will be displayed - For which the selected Rate Structure has been specified through Item Vendor Labour Master - Entry option of PurchaseModule. Which have been created against a Product Structure of the Parent Item. Against which some quantity is still pending to be received through GRN.

In case GRN is being generated against Work Order Base, a list of all authorized Indents generated for the selected Vendor having Parent Items belonging to the selected Warehouse will be displayed in this grid.

Please note that only those Indents will be displayed - Which have been created with a Work Order number reference. Against which some quantity is still pending to be received through GRN.

In case GRN is being generated against Process Base, a list of all authorized Labor Job Gate Passes generated for the selected Vendor having Process Items belonging to the selected Warehouse will be displayed in this grid.

Please note that only those Labor Job Gate Passes will be displayed - that are of 'Process' type. For which the selected Rate Structure has been specified through Item Vendor Labour Master - Entry option of PurchaseModule. Against which some quantity is still pending to be received through GRN.

Click on the small box to select or de-select a particular Indent or Labor Job Gate Pass to receive processed material against it. You can select multiple Indents / LJGPs in the same fashion. Alternatively you can also click on the small box in the column header to select all the Indents/LJGPs in one go.

Once the relevant Document Numbers are selected, click on 'Get Item Details' button to continue. As a result the control goes to the Item Details tab.

In case of 'Edit' mode, click on button to continue.

Screen Layout of GRN Indent Item Information

Field description of GRN Indent Item Information

Once the Vendor, Warehouse and Rate Structure is selected, this grid will be automatically populated and displayed depending on the type of GRN chosen (Product Structure Base / Work Order Base / Process Base / Rework Work Order Base / Rework Product Structure Base) as explained below -

• Product Structure Base

• Work Order Base

• Process Base

• Rework Product Structure Base

• Rework Work Order Base

• Cutting GRN

• Value Added GRN

Screen Layout of Taxation Details

Field Description of Taxation Details

Tax Details

While 'Adding' a new GRN, a grid populated with Rate Codes included in the Rate Structure of the selected Labor Rate Contract Number is displayed as below -

 

Index:

Automatically generated sequence number.

 

Rate Code:

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

 

Rate Desc:

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 through Tax Rate Master - Entry option for your reference.

 

IMMS allows to enter value in this field to specify the 'At Actual' tax amount to be added in the PO 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 for that Tax Rate.

 

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 Total Amount. In case of 'Value', the entered amount of tax is displayed.

Currency Code:

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

In case of 'Edit', and 'View' , the data in this grid is displayed automatically as per the selected GRN Number.

Challan No:

(Type : Alphanumeric, Length : 20)

While 'Adding' a new GRN, this field is displayed empty. Enter the Delivery Challan Number.

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

Challan Date:

While 'Adding' a new GRN, this field is displayed empty. Enter the Delivery Challan Date.

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

Transporter's Name:

(Type : Alphanumeric, Length : 30)

While 'Adding' a new GRN, this field is displayed empty. Click on the field to access a list of Transporters defined through Codes Master - Entry (Code Type='TR') option of Administrator Tools Module will be displayed. Select your desired Transporter from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the name of the Transporter.

In case of 'Edit', and 'View' , Transporter's Name is displayed automatically as per the selected GRN Number. You can change it in 'Edit' mode.

LR No:

(Type : Alphanumeric, Length : 15)

While 'Adding' a new GRN, this field is displayed empty. Enter the Lorry Receipt Number.

In case of 'Edit', and 'View' , Lorry Receipt Number is displayed automatically as per the selected GRN Number. You can change it in 'Edit' mode.

Amount:

Automatically calculates and displays the Amount of GRN as sum of (PO Rate * GRN Qty (in IUOM)) for all Items specified through 'Item Details' tab.

Total Tax Amount:

Automatically displays the sum of all 'Rate Amount'.

Total Amount:

Automatically calculates and displays the Total Amount of GRN as Amount + Total Tax Amount

Gate Inward Number:

(Type : Alphanumeric, Length : 20)

This field will be displayed only if the flag 'Gate Inward Number and Date Required in GRN Entry' is set as 'On' through Inventory Policy option of Administrator Tools Module. Otherwise it will NOT be displayed.

Denotes the Gate Inward Number against this GRN.

While 'Adding', enter the Gate Inward Number. It can not be left blank.

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

Gate Inward Entry Date:

This field will be displayed only if the flag 'Gate Inward Number and Date Required in GRN Entry' is set as 'On' through Inventory Policy option of Administrator Tools Module. Otherwise it will NOT be displayed.

Denotes the Date of Gate Inward Entry against this GRN.

While 'Adding', enter the Date of Gate Inward Entry. It can not be left blank and can not be later than the GRN Date.

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

Remark:

While 'Adding' a new GRN, this field is displayed empty. Enter Remarks if any.

In case of 'Edit', and 'View' , Remark is displayed automatically as per the selected GRN Number.

Click on button to continue.

Screen Layout of Caption Detail

Field Description of Caption Detail

A list of all Statutory Captions defined for GRN through Statutory And Other Caption Detail option of Administrator Tools Module will be displayed as shown in the above image.

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

Screen Layout of Attachment Details

Field Description of Attachment Detail

You can attach various files related to the GRN in this section.

Click on to select the files or images. As a result, Windows Explorer will open to select the files from their respective paths. You can also drag the files from the Windows Explorer and drop them to this section. The File will be displayed in the list below. IMMS allows to select following type of files-

• *xlsx
• *pdf
• *jpg
• *jpeg
• *png
• *.doc
• *docx
• *jpg
• *xls

A list of Files will be displayed as follows-

While 'Adding' a new GRN, this list will be empty.

In case of 'View', this list will display all the attached Files for the selected GRN Number.

Field Description of the list-

Action:

To view a particular File, click on icon of its record.

To delete a File , click on the icon of its record.

 

Sr, No.:

Denotes the sequential number of the File.

 

File Name:

Denotes the name of the attached File.

 

File Path:

Denotes the path of the attached File.

 

File Size:

Denotes the size of the attached File.

 

Mode:

Denotes the Mode by which the Document has to be sent.

 

Click on the box. Select 'Mail', 'Post' or 'Both' from the given list.

 

Document Type:

Denotes the Type of Document.

 

Click on the box. Select the appropriate option from the given list.

 

Document No:

Click on the box. Enter the number of the Document.

 

Document Revision No:

Click on the box. Enter the Revision Number of the Document.

 

Created By:

Denotes the name of the person who has created the Document.

 

Created Date:

Denotes the date when the Document was created.