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  13. Enter a purchase order...

Enter a purchase order with serial numbers

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Prerequisites
To enter or update serial numbers for a purchase order line, you need the following:

  • Item under serial number tracking control
  • The Update stock on hand field must be set to YES in the Purchase order type table for the purchase order type you are using.
  • Purchase order type must be an immediate reception, or a return to supplier in the Purchase order type table.

Note: All purchase order types are valid except for internal replenishment orders (IRO).

Note: If you are registering a large amount of serial numbers using a scanner, the Serial number entry panel can be accessed in scanner mode by use of the Scan function key. The program then automatically checks if a serial number has already been registered regardless of the amount of serial numbers. You are also able to delete existing serial numbers.

  1. Repeat steps 1 through 3 in Manually enter a purchase order, but use an order type with immediate reception.
  2. From the Order lines panel you have the following alternatives to access the Serial number entry panel:
    • If the purchase order type is an immediate reception, the system will automatically display the Serial number entry panel if you enter a serial number tracking controlled item on the purchase order line.
    • If serial numbers already exist for the order line and you change the order quantity, the system will display the Serial number entry panel, making it possible to either remove serial numbers or add new.
    • Click Serial numbers on the Order line, main info panel.

    Enter an item which is serial number tracked, together with a quantity and click OK.

  3. You access Serial number entry. The fields on this panel are used to automatically propose serial numbers when items are received into stock. The system defaults the serial numbers according to what you enter on this panel.
    4. Number mask
    Defines how the system shall build the serial numbers as a proposal on the Serial number entry panel. You can enter the following:
    • “X” – Alphanumeric character
    • “9” – Numeric character
    • “.” – Dot. Will be replaced by a digit from the Serial number range.
    • “_” – Underscore. Will be replaced by a value from the same position in the Fixed part value field.
    Fixed part value
    A part of the serial number that is equal for all serial numbers. If underscores have been entered in the same position in the Number mask field, they will be replaced by this fixed value.
    Serial number range
    Enter a range. If the Number mask field contains any dots, they will be replaced by digits from the entered range. The system automatically proposes a range according to the order line quantity.

    If you enter the following values:

    • Number mask = ____.__ (4 underscores, 4 dots, 2 underscores)
    • Fixed part value = ABCD XX
    • Serial number range = 1 – 5

    the system will propose serial number ABCD0001XX to ABCD0005XX.

    Note: The serial numbers proposed by the system are only a suggestion. They can be changed on the Serial number entry panel regardless of how the Mask is defined.

    Click OK to update.

  4. You access the next Serial number entry panel. On this panel you have the following options:
    • If the Number mask, Fixed part value and Serial number range fields were completed on the previous panel, the system will propose serial numbers according to the entered values and the order line quantity. You can accept these serial numbers by clicking OK.
    • You can click Change mask to change the mask and let the system propose new serial numbers.
    • If serial numbers are proposed, or if this panel is displayed after clicking Serial numbers on the Order line maintenance panel, you can change them.
    • If this panel is displayed after you have changed the quantity on Order line maintenance panel, do as follows:
      • Add new serial numbers if you have increased the quantity.
      • Mark serial numbers for deletion if you have decreased the quantity.

    Click OK when serial numbers for the entire order line quantity are entered. You return to the Order lines panel.

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