Goods receipt automation

The screenshot below shows the detail view of a Goods receipt automation rule.

The following details can be entered / edited:

• Rule activation

Your automation is effective only if you have ticked the Active checkbox in the top left of the tab header.

An automation rule can be marked as Active only if you have selected an inspection plan and specified at least one condition.

• Name

You can change the name of the automation rule.

• Inspection plan

Select the inspection plan you want to base your automatically created inspection orders on from the drop-down list.

• Sampling plan

Select the way you want to calculate the number of samples in your automatically created inspection orders from the drop-down list.

• Conditions

Use AND and/or OR operators to specify the conditions that a newly detected goods receipt or A/P invoice in SAP Business One needs to meet in order to invoke your automation rule. Clicking on the + sign allows you to add a new condition or a new group of conditions connected by an AND or an OR operator. A condition can refer to an item / product, an item / product group, an item / product property, a supplier. Each of these elements can be associated with (required to be equal to or not equal to) a value to be selected from a drop-down list. For example, if you want your goods receipt automation rule to take effect if the SAP Business One document is from the supplier Lumarx and on item Printer Label, then use the following formula:

• Order generation

For an item managed by batches in SAP Business One, select the corresponding radio button to generate one inspection order for each line in the SAP Business One document, or to have an order for each batch covered by the document.

Similarly, for an item managed by serial numbers in SAP Business One, select the corresponding radio button to generate one inspection order for each line in the SAP Business One document, or to have an order for each serial number covered by the document.

The default setting is Create one order per document line for both batch and serial number managed items.

Selecting Create one order per serial number may potentially result in a great number of inspection orders.

Newly created orders are added directly to the operator’s list in Inspect / Operator, unless you uncheck the Release automatically checkbox (which is checked by default).

• Post events

Tick the Finalize automatically checkbox to close the order if it has passed. Select the Batch release checkbox to release the batch automatically in SAP Business One if the order has passed and is finalized. The role of the Warehouse release checkbox is discussed in the following subsection.

Automatic warehouse booking

When goods are received that need inspection before production, it may be useful to store them first in a temporary warehouse. Then, depending on the result of the inspection they can be transferred to the warehouse that is used by production or to a warehouse for scrap (failed) goods. This workflow is supported by Inspect / Manager's automatic warehouse booking functionality.

The feature can be turned on by ticking the Warehouse release checkbox at the bottom of the Post events card. This will unfold the Material movement settings block as shown below.

Here you need to make the following settings in order to enable the feature:

• Source warehouse - Select from the dropdown the (virtual) warehouse where the goods are received.

Dropship warehouses are not allowed as Source warehouses.

• Perform transfer or Request transfer - Tick the corresponding radio button to actually carry out the transfer from the source warehouse to the inspection warehouse or to create a transfer request for it in SAP Business One.
• Inspection warehouse - Select from the dropdown the warehouse where the goods need to wait for inspection.
• Perform transfer or Request transfer - Tick the corresponding radio button to actually carry out the stock transfer from the inspection warehouse to one of the target warehouses or to create a transfer request for it in SAP Business One.

Stock transfers and transfer requests are registered in SAP Business One when the inspection order is finalized. All these events are logged on the Transactions page in Inspect / Manager. See Reviewing transactions for details.

• Target warehouse for passed inspections - Select from the dropdown the warehouse for items that passed the inspection.

Bin-managed warehouses should are selectable for the Target warehouse for passed inspections only. In case the target warehouse for passed inspections is managed by bins, you can select the bin where the good-quality items should go from the Target bin dropdown. Target bin can be selected for Perform transfer only.

• Target warehouse for failed instructions - Select from the dropdown the warehouse for items that failed the inspection.

Make sure that the selected warehouses are on the same branch. Otherwise any transfer or transfer request will fail.

Stock transfer is not handled when the source warehouse is managed by bins and the default bin is not set. In this case, Inspect does not even generate an inspection order.

Only certain warehouse configurations are valid. The following warehouse pairs can be the same if required:

• Source warehouse - Inspection warehouse,
• Inspection warehouse - Target warehouse for failed inspections,
• Source warehouse - Target warehouse for passed inspections.

The following warehouse pairs must be different to produce a valid configuration:

• Inspection warehouse - Target warehouse for passed inspections,
• Source warehouse - Target warehouse for failed inspections.