Adding, Editing, Deleting & Printing GRC (Goods Receive Challan)
- Deepankana Roy (Unlicensed)
- Aparajita Basu Roy (Unlicensed)
- Debrupa Datta (Unlicensed)
- Subhasree Banerjee (Unlicensed)
A GRC (Goods Received Challan) is a record used for confirming that delivered goods have been received and often compared to a Purchase Order before payment through Invoicing is issued. It is a verification note filled up by the customer at his end. GRC affects the Inventory but has no impact on the Finance.
This article describes how to manage GRC in Ginesys HO.
Important information - All types of GRC is done in same form
Note: In the new version,
GRC (Adhoc) and GRC (Against Order) are created in the same form. You can get Mixed GRC in the list view of GRC module.
Prerequisites
The user’s role must have access to the Add app operation in the Receipt feature in Procurement - Operation - Goods In/Out through Roles in Ginesys Web - Admin - Security.
The document numbering scheme for GRC must be present for the connected site. In case, you wish to automatically create Purchase Invoice from GRC, you need to have the doc scheme for PI too.
The following masters need to be created and updated in Admin, Inventory and Procurement modules:
Admin Module -
Roles - Application operations assigned for GRC module.
User Profile - User need to select the settings related to GRC in Admin > Security > User Profile > Procurement Tab. New setting options related to GRC are given below :
Allow selection of items from Order mode in Receipts
Allow Adhoc item selection in Receipts
Allow Set item selection in Receipts
Display Purchase rate and value for Receipts
Allow item price population from GRC
Inventory Module -
Procurement Module -
New column - ‘Batch/Serial' - has been added in the Order Mode in Item Information grid
Item row having Batch/Serial information will display ‘Detail’ with hyperlink, in Batch/Serial column.
Clicking on the record (having some value), Inbound Batch/Serial window will open in edit mode with below mentioned columns.
Batch/Serial No., Mfg. Date, Valid Upto, WSP, RSP, MRP, Standard Rate, Receive Qty., Order No., Order Date ,Rate
Note: Window will open for selection of Batch & Serial as provided in GRC inward.
Edit option is available.
For auto created batch/serial, display batch/serial number and no editing or change is allowed.
New addition in UI highlighted in red
A new LOV has been added just before Item scan field the values displayed for choosing : Item and Batch/Serial.
If Item scanning is selected then batch details is automatically added to scanned item barcode.
If Batch/Serial is selected then the batch/serial can be scanned inNew option for retaining batch/serial value has been added with a checkbox at footer of scan window - ‘Retain/copy values from last scan batch’
Scanning Details
Item Scanning : Item Barcode and Item concatenated.
Batch/Serial scanning is allowed
Behaviour on scanning: Scanningbehaviour
Last Scan Details
BehaviourFor normal item scan where there is no batch/serial implication, follow existing flow (no change)
For batch/serial managed item show below mentioned info in last scan details
Batch/Serial No. (New)
Valid Upto (New)
Group Name (Existing)
Item name (Existing)
Barcode (Existing)
Item id (Existing)
RSP (If pricing is managed at <> item level then batch/serial’s RSP)
MRP (If pricing is managed at <> item level then batch/serial’s MRP)
Note: This information would be shown only when single item/batch or item/serial combination is scanned/selected. Where multi item/batch or item/serial combination is scanned/selected, do not show last scan details, keep it blank.
Organization Unit for which the Goods Receive is to be created must be connected through a site and the connected site must be either organization site or any managed site.
Store setup must be completed and store operations started before GRC (local procurement) is created.
Step-by-step guide
The steps are as follows:
Go to Ginesys Web > Procurement > Operation > Goods In/Out > Receipt.
Goods Receive Challan module will open.
All the previously created GRCs will be listed here.
Click on Add button.
Goods Receive Challan window will open.
You will get four sections - General, Logistic, Item Details and Others.
General:
Select the Owner Site (Mandatory Field) for which you want to create the GRC.
Select a Document Numbering Scheme, already created in the master, from the field Receipt No.
Select the Vendor Name from the drop down list.
Some of the details of the selected vendor will be populated automatically:
Type (Consignment or Non-Consignment), Trade Group Name, Term Name, Order Currency (if there are pending orders for the selected vendor), Exchange Rate (if Order Currency is available).
Logistic: If the logistic is applicable for the selected vendor, Logistic section will be enabled. Before item selection, you need to select the values in the mandatory fields.
Item Details: You will get two tabs in Items Details section - Items and Sets. All methods of item selection available in Receipts, except Select Order Item, can be used for selecting adhoc items in GRC.
Items: You need to add items in the GRC by using Search Item, Create Item, Import Barcode, Select Order Item, Select Alternate Mode etc.
Create Item: If you create new item(s) from this section, it will be saved in the Item Master as a new item.
Search Item: This process will search the items from the Item Master according to the search criteria.
Import Barcode: The Import Barcode feature allows to populate items using the .csv or .txtfiles.
Import Excel: Items can be populated in the GRC using the Import Excel feature of Ginesys.
From version 11.147.3x- Users can select to update items from transactions through import Excel optionItem Combination: Item Combination is used to create multiple items with different combination of category values, it basically saves time and effort while creating PO for similar items in the same department.
Copy Challan: Only item details of existing challans can be copied and the items included to create new challans.
Selected items details will be populated with Barcode, Item Description, Rate, Order No., Order Date etc.
All the selected items or set will be populated with Item Barcode, Item Description, Rate, Quantity, Item Remarks etc.
Total No. of Item, Total No. of Qty and Basic Value will be calculated and populated.
If you click on the button left side of the populated item, you will get a drop down list.
You will get Delete Record, Price Population, Item Charge, View Properties and Edit Item.
Delete Record: You can delete the populated item from the list as per your requirement.
Price Population: You can alter the price of an item from a particular date and for a particular site.
Item Charge: The charges applied on the particular item will be displayed by clicking on this option. However, you may change the factors of the charges applied based on the settings in your user profile.
View Properties: You can check the item details by clicking on this option. It will open the Item Master window but you cannot edit any details.
Edit Item: you can edit the selected items. By clicking on Edit Item, Item Master will open. The edited item will be saved in the Item Master directly.
Now you need to calculate Charge. Click on the Calculate Charge button. But even if you skip this step, charges applied will be automatically calculated on saving the form.
Charge will be calculated and the final amount after charge application will be populated as Net Amount.
If you click on any applicable charge, Applicable Item window will open. You can alter the charge factor if you have enabled the proper user profile setting.
The applicable charge amount or discount amount will be divided between all the items.
Others:
You can put in the remarks in the Remarks field.
Click on the Save button to save the Goods Receive Challan.
You will get a message - "Document <GRC No.> saved successfully."
Click on OK.
You will get a message that system will ask you - "Do you want to generate Purchase Invoice against this Receipt?" if the GRC is making for Non-Consignment, Outright mode and auto PI generation is allowed then only auto PI generation is possible. Otherwise, a new GRC with provided details will be created.
If you click on Yes, Purchase Invoice window will open populating Vendor Name, Reference Site, Vendor Ledger, Trade Group. System Date will be populated in the Invoice Date.
You need to put in the Document No., Document Date (must be system date or greater than the system date) and the Purchase Ledger.
Click on the Generate button.
You will get a message - "Invoice No. <PI No.> successfully generated."
GRC-Adhoc - GRC created without a Purchase Order as its basis. It is often created to receive goods on an emergency or receive goods sent by the supplier without an order.
GRC Against Order - Goods are received against a Purchase Order.
Mixed GRC - GRC created with both Adhoc and Against Order Items.
Prerequisites
The users' role must have access to the Edit app operation in the Receipt feature in Procurement - Operation - Goods In/Out through Roles in Ginesys Web - Admin - Security.
Goods Receive Challan must be created and
nor invoiced.
Step-by-step guide
The steps are as follows:
Go to Ginesys Web > Procurement > Operation > Goods In / Out > Receipt.
Goods Receive Challan Module will open.
List of already created GRC will appear.
Select the one GRC you want to edit.
You can use Filter to search particular GRC(s). You will get a default filter that searches the GRC created in last 7 days. You can remove or alter this filter.
Go to Action > Edit.
Edit Goods Receive Challan window will open.
All the details will be populated.
Modification of vendor details in GRC-Adhoc:
When you will try to change Vendor Name, You will get a alert message - "Modification of Vendor name will reset GRC Type, Stock point, Trade Group, Term, Agent, Logistics applicability and Rate of all items, as per setting of new vendor selected. Please confirm."
Either click on OK if you want to proceed or click on Cancel if you do not want to edit Vendor.
If the Item Charge is not calculated previously, after clicking on the OK button you will get a message - "Tax Region is not defined for Vendor. Item level tax charge would not be calculated. Do you want to proceed?"
If you click on Yes, the charge will be calculated and the newly selected Vendor Name and all the related details will be populated.
Modification of vendor details GRC Against Order:
When you will try to change Vendor Name, an alert message appears - "Some of the item(s), set(s) selected are against Purchase Orders of the existing Vendor. Kindly remove such items to modify vendor name."
If you want to change the Vendor Name, at first you need to delete the items or set against Purchase Order.
You can Add new Item and Item Set in the GRC.
You can Delete Items from GRC in Edit Mode.
Click on the Save button to save the modified GRC.
Note: GRC can be deleted in the Edit mode. You will get the Delete Icon at the top right corner of the window (4th icon from the right).
Prerequisites
The users' role must have access to the Delete app operation in the Receipt feature in Procurement - Operation - Goods In/Out through Roles in Ginesys Web - Admin - Security.
Goods Receive Challan must be created and
Step-by-step guide
The steps are as follows:
Go to Ginesys Web > Procurement > Operation > Goods In / Out > Receipt.
Goods Receive Challan Module will open.
List of already created GRC will appear.
Select the one or more than one GRC you want to delete.
Go to Acton > Delete.
You will get a message - "Document once deleted cannot be retrieved. Do you want to delete this document?"
If you click on Yes, you will get a confirmation message "<GRC No:> - Successfully deleted"
Prerequisites
The users' role must have access to the Release app operation in the Receipt feature in Procurement - Operation - Goods In/Out through Roles in Ginesys Web - Admin - Security.
Goods Receive Challan must be created and not Released.
Step-by-step guide
The steps are as follows:
Go to Ginesys Web > Procurement > Operation > Goods In / Out > Receipt.
Goods Receive Challan Module will open.
List of already created GRC will appear.
Select the one or more than one GRC you want to release.
Go to Action > Release.
You will get a message - "Document(s) once released cannot be modified. Do you want to proceed?".
If you click on Yes, the GRC will be released.
