Edit Material Request

This page allows you to authorize, update or return the items requested for issue through the material request transaction. Tell me more

Select the “Edit Material Request” link at the bottom of the “Select Material Request” page.

The “Edit Material Request” page appears.

The system displays the following:

Workflow Status

The status of the document as per Workflow Applicability. The Workflow status will be visible only if "Workflow Applicability" for the transaction is set to Yes in Company Parameter Setup component. In addition, Workflow status will not be visible if the application status and Workflow status are the same.

Status	The status of the material request transaction. The Material Request transaction must be in “Active”, “Draft”, “Returned” or “Authorization Level” statuses.
Transaction No.	The unique number identifying the material request transaction (Alphanumeric, 18).

Modify the following:

Transaction Date

The date on which the transaction took place (Date Format). Mandatory. Ensure that this date is not greater than the system date. Else, the system displays an error message. The system displays the system date by default.

Warehouse Code

The unique code of the warehouse to which the item is returned (Alphanumeric, 10). Ensure that the warehouse exists in the OU to which the Material Request OU is mapped and must be in “Active” status.

Help facility available.

Note: The system checks whether the warehouse is of “Capital” type. If the warehouse is a non-capital warehouse, then capitalized items must not be allowed. Else, the system displays an error message. Providing Proposal No for Capital Warehouse is restricted.

Warehouse Desc.	A textual description of the warehouse. (Display only)
Material Request Type	Specifies the type of material request depending on whether the request for items is from a capitalized warehouse or not. The system checks whether the warehouse code specified is a “Capital” warehouse. If so, the system displays the Material Request type as “Capital”. Else, the system displays the Material Request type as “General”. (Display only)

Modify the following:

Ref. Doc. Type

Use the drop-down list box to select the type of reference document. The system displays the options, “Sales Order”, “Work Order”, “Production Order” and “None”. The system sets this field to “None” by default. If the Material Request is created without a reference document, the ref. doc. type option must be chosen as “None”.

Ref. Doc. No.

The number identifying the reference document based on which material request of the item is being made (Alphanumeric, 18). Mandatory. If ref. doc. type is chosen as work order, production order or sales order, then ref. doc. no. must not be left blank.

Help facility available.

Posting FB

Use the drop-down list box to select the finance book that is debited for the return of items. All the finance books in the business unit mapped to the login OU in the “Organization Setup” component will be displayed here. The system also displays “Blank” as one of the values. This field is set blank by default. If only one finance book is mapped to the login OU, the system displays that value by default.

Note: If the value of the system parameter “Prevent transactions during period closing” is set as “Yes”, the system does not allow the transaction if the closing period is active.

Requester

The unique code identifying the employee who belongs to the cost center, which has requested for the issue of items from the warehouse (Alphanumeric,15). The employee number should have already been defined in the “Create Employee File“ activity of the “Employee Information” business component. The requester must exist in the login OU.

Help facility available.

Requester Name	The name of the employee in the cost center, who raises the material request for issue of items. The system retrieves the employee name for the corresponding employee code that has been entered. (Display only)
	Zoom facility available

Modify the following details

Issue Tolerance (+%)

The maximum excess quantity in percentage, which can be issued in comparison to the quantity requested for issue from the warehouse. Example, if the issue tolerance (+%) is 5% and the issue quantity is 100 units, then the tolerance quantity will be 105 units of items. The number entered in this field must not be less than zero and allows only 2-digit number. The system throws an error if the number entered is less than zero. The issue tolerance qty will be applicable for all the items in the Mutiline .

Note: Issue tolerance quantity is calculated as the product of issue tolerance (+%) and authorized quantity. The maximum quantity allowed for issue must not be greater than the sum of authorized quantity and tolerance quantity.

Proposal No.	The number identifying the proposal.(Alphanumeric,18)
	Help facility available.

Note: Material Request created based on a proposal id does not require A/c Usage since the account code will be derived based on the CWIP (Capital Work in Progress Account) mapped to the Asset class of the Proposal. Inventory issue can be raised referring the MR which in turn can be fetched as a Capital document in "Asset Capitalization" for capitalizing the items.

Requester Department	The name of the department to which the employee belongs. (Display only)
Supplier Code	The unique code identifying the supplier.
Supplier Name	The name of the supplier.

Enter the following in the “Default Entries” group box:

Need Date

The date on which the items will be required (Date Format). Mandatory. Ensure that the need date is not less than the system date.

Note: The system checks the “Time Model” component to determine whether the need date is a working day date or not. If the need date in the header is not a working day, the system checks the parameter defined in the Time Model to see if the need date can be shifted earlier/later than the need date. If allowed, the system retrieves the earlier/later working date from the Time Model.

Allocation Method	Use the drop-down list box to select the method of allocation of an item from the warehouse when the request for issue is raised. The system displays the following options:
	Max-zone bin – Indicates that request or issue of items happens only from the zone / bin that has maximum stock of the specified item. Min-zone bin – Indicates that request for issue of items happens only from the zone / bin that has minimum stock of the specified item. Zone-bin priority – Indicates the priority number associated with the zone / bin for picking items from the warehouse for issue. Expiry date – Indicates that the stock with the earliest/latest expiry date is given priority during allocation based on usage for lot controlled items. LIFO (LAST IN FIRST OUT) - Indicates that hard allocation of materials occurs starting from the items that were received last into the warehouse.(used of Lot controlled Items ) FIFO (FIRST IN FIRST OUT) - Indicates that hard allocation of materials occurs starting from the items that were received first into the warehouse. (used for Lot controlled) Manual – Indicates that the user needs to specify the Lot or Serial number from which hard allocation has to be made and the quantity of stock to be allocated from that specified lot. In this method user specified zone and bin is not supported.
Usage For A/C Code	This is used to identify the account code to be debited. Use the drop-down list box to select the account code to be debited for the value of the item returned through the material request transaction. All the account codes defined for the “Material Request” transaction type in the “Account Rule Definition” component will be displayed here. The system also displays “Blank” as one of the values and sets this field blank by default. For Material Request, which is of capital type, usage for account code has to be set as Blank and no other value should be selected .This is because the item in capital warehouse are capitalisable or are capital items for which account postings are already done.
Usage For CC	Use the drop-down list box to select the cost center for the material request transaction. All the cost centers defined for the “Material Request” transaction type in the “Cost Center Rule Definition” component will be displayed here. The system also displays “Blank” as one of the values and sets this field blank by default. For Material Request, which is of capital type, usage for account code has to be set as Blank and no other value should be selected. This is because the item in capital warehouse are capitalisable( capital items for which account postings are already done).

Note: The system checks the value of system parameter “Analysis/Sub Analysis code Applicable”. If this parameter is set “Yes”, then the system checks if the account code is having only one analysis/sub analysis code mapped to it. If so, then the system sets the status of the transaction as “Authorized”. The system saves the account code mapped to the analysis and sub analysis code.

The system displays the following in the “Reason for Return” group box:

Reason Code	A unique code identifying the reason for returning the material request transaction.
Reason Desc.	The textual description of the reason.

Modify the following in the “Item Information” multiline:

Item Code

The unique code identifying the item (Alphanumeric, 32). Mandatory. Ensure that the item is in “Active” status and exists in the warehouse OU. The item must be of stockable item type. The system displays the kit code in this field if the item is of type “Kit”.

Help facility available.

Note: If the item code is of type “Kit”, then all the items that comprise the kit must be allowed in the warehouse and must be in “Active” status. The items that form part of the kit must not be variant enabled. If the stock status of the item code forming the kit is not allowed in the warehouse, then the system displays an error message.

Variant Code

Variant code of the item (Alphanumeric, 8). Ensure that the variant code is entered if the item is variant enabled. When the Item code is Kit then variant is not allowed.

Help facility available.

Item Variant Desc.

A textual description of the item variant. (Display only)

Modify the following in the “Item Information” multiline:

Transaction UOM

The unit of measurement of the item requested for issue from the warehouse. (Alphanumeric, 15) Mandatory Ensure that the UOM is in “Active” status and has been already define in the “Create UOM” activity of the “uom Administration” component.

Help facility available.

Note: Fractions can be entered, only if the UOM has been set to “Allow fractions” in the “Create UOM” activity of the “Unit of Measurement Administration” business component. If the stock UOM and transaction UOM are different for a particular item/variant, the system checks whether item dependent and independent conversion exists between stock UOM and transaction UOM for the item/variant. Else, the system displays an error message.

Required Qty.

The number of units of the item that is requested for issue (Decimal, 29). Mandatory. Data entry in this field is mandatory if the “Item Code” and “Txn. UOM” fields are entered. Ensure that the value entered in this field is greater than zero. This field must not be left blank if the item is not serially controlled. Else, the system displays an error message.

Note: If the item is serially controlled, the system converts the transaction UOM to stock UOM to calculate quantity. The system retrieves the conversion factor between transaction and stock UOM. If quantity obtained in stock UOM results in fractions, the system displays an error message.

Available Qty.	The available units of the item for issue.
Stock Status	Use the drop-down list box to select the stock status of the item received through the material request transaction. Mandatory All the stock statuses defined in the “Stock Status Definition” component for the warehouses mapped to the material request OU from the “CIM Modulator” component will be displayed here. The system also displays “Blank” as one of the values.

Note: If the Material Request type is “Capital”, then items whose stock status is “Inward/Outward Consignment” must not be allowed.

Need Date	The date on which the items are needed (Date Format). Ensure that this date is not less than the system date. If the need date in the multiline is different from the need date in the header, the system considers only the need date in the multiline and sets the header date blank on clicking the “Edit Material Request “ or “Edit & Authorize Material Request” pushbutton.
Usage For A/C Code	Use the drop-down list box to select the account code to be debitedfor the value of the item returned through the material request transaction. All the account codes defined for the “Material Request” transaction type in the “Account Rule Definition” component will be displayed here. The system sets the value in the header as blank by default.
Usage For CC	Use the drop-down list box to select the cost center for the material request transaction. All the cost centers defined for the “Material Request” transaction type in the “Cost Center Rule Definition” component will be displayed here. The system sets the value in the header as blank by default.
Allocation Method	Use the drop-down list box to select the method of allocation of an item from the warehouse when the request for issue is raised. The system displays the following options, “Max-zone bin”, “Min-zone bin”, “Zone-bin priority”, “Expiry date”, “LIFO”, “FIFO” and “Manual”. The system sets the value as None in the header by default.

Note: If the allocation method is “None” or any method other than “Manual”, then lot number, sub-lot number, starting and ending serial numbers must be left blank. Else, the system displays an error message. If the item is neither lot nor serial controlled, then allocation method must not be chosen as “Manual”, “Expiry Date”, “LIFO” or “FIFO”. If the allocation method is “Manual” and if the item is lot or serial controlled, then lot/sub-lot numbers or serial numbers must be entered correspondingly.

Lot No.

The unique number identifying the lot in the warehouse.(Alphanumeric, 18)

Help facility available.

Sub Lot No.

The number identifying the sub-lot under the lot.(Alphanumeric, 28)

Help facility available.

Note: If the item is lot controlled and if the system parameter “Prevent transactions during quarantine of Lots” or “Prevent transactions during hold of expired lots” is set as “Yes”, the system displays an error message if either the quarantine check process or hold expired process is in operation. If the system parameter “Issue of Expired Lots” is set as “No”, then the system checks the “Lot Management” component to see whether there are any items beyond the expiry date of the lot. If the allocation method is “Manual” and the item/variant is lot controlled, the system checks whether the lot has been quarantined or held. If so, the system displays an error message.

Starting Serial No.

The starting serial number of the item that is to be to be issued. (Alphanumeric, 28)

Help facility available.

Ending Serial No.

The ending serial number of the item that is to be to be issued. (Alphanumeric, 28)

Help facility available.

Remark Code

A unique code identifying the remark to be included as a comment (Alphanumeric, 6). This code must have been defined in the “Classes” component and must be in “Active” status.

Help facility available.

Remark Desc.	A textual description of the remark. (Display only)
Kit Code	A unique code identifying the kit. The system displays the kit code is in “Active” status. (Display only)

Note: If the need date of the item comprising the kit is more than or equal to the sum of the system date and reservation horizon for the item, then the system displays an error message.

Available Quantity

The available material quantity is shown.

Check the box in the “Select” column of the multiline to select the transaction for viewing item details, lot information, serial number information, modifying financial information, attaching notes, inquiring warehouse stock, free stock information, EAD information, viewing item substitutes, inquiring disposition, and viewing warehouse information.

Click the “Edit Material Request” pushbutton to modify the material request transaction.

The system displays a success message. The system sets the status of the transaction as “Draft” on successful validation of the details entered in the main page. If the analysis/sub analysis code is not applicable, then the system sets the status of the transaction as “Active”.

Click the “Edit & Authorize Material Request” pushbutton to modify and authorize the material request transaction.

The system displays a success message. The system sets the status of the transaction as “Authorized” if no analysis/sub analysis code is applicable.

The system sets the status of the transaction as “Authorized” if the parameter “Analysis/Sub Analysis code Applicable” is set “Yes” and account code is having only one analysis/sub analysis code mapped to it. Else, the system sets the status as “Draft”.

The system checks the value of the system parameter “Authorization Profile required for Material Request”. This check is performed only for Material Requests of “General” type. If it is set as “No”, the system checks whether the login ID of the user possesses the permission for authorization.

If the value of the system parameter “Authorization Profile required for Material Request” is set as “Yes”, the system calculates the document value as the product of required quantity and standard cost. The system compares this value with the value permitted for the login ID of the user as specified in the “Authorization Profile Setup”. The system sets the status of the transaction as “Authorized” if the following conditions are satisfied:

The system parameter “Analysis/Sub Analysis Code Applicable” is set as “No”.

If set as “Yes”, the system sets the default value for analysis and sub-analysis codes. The system sets the status as the value of the level set for the login ID. For example, if the level of the login ID is L2 and the authorization limit is 4000, the user cannot authorize a document having a value of 5000. In such cases, the system sets the status of the document as "L2". In case the Login ID does not include in the list of authorization profile, then system displays an error message.

If the system parameter is at Company Level, analysis and sub-analysis is set as NO then on successful authorization the status of the document is authorized. If set as Yes then further checks need to be done.

Click the “Delete Material Request” pushbutton to delete the material request transaction

The system displays a success message and sets the status of the transaction as ”Deleted”. The system displays an error message if the transaction in “Authorized” or “Authorization Level” is being deleted.

The system deletes the details of the selected transaction and saves the login id of the user and the date of creation along with the modification details.

Click the “Print” pushbutton to print the material request transaction.

The system displays the following:

Created By	The name of the person who created the material request transaction.
Created Date	The date on which the material request transaction is created.
Last Modified By	The login id of the person who last modified the material request.
Last Modified Date	The date on which the material request was last modified

To proceed, carry out the following

Select the “View Item Details” link at the bottom of the page to view details of items.

Select the “ View Lot Details” link at the bottom of the page to view the lot related information.

Select the “View Serial No. Details” link at the bottom of the page to view the serial number information.

Select “Financial Information” link at the bottom of the page to modify the financial information for the material request transaction.

Select “Attach Notes” link at the bottom of the page to attach notes for the material request transaction.

Select “Stock Status Review” link at the bottom of the page to inquire the warehouse information.

Select “Free Stock Check” link at the bottom of the page to inquire the free stock information.

Select “Earliest Available Date” link at the bottom of the page to inquire the EAD information.

Select “View Item Substitutes” link at the bottom of the page to view the item substitutes.

Select “Disposition Review” link at the bottom of the page to inquire dispositionable stock.

Select “View Warehouse Details” link at the bottom of the page to view storage information.

Edit Material Request – An Overview

The material request can be raised to request for material based on a reference document such as a work order, production order or sale order. Requests can be also recorded without a base document. Requests from multiple stores can be combined into a single material request against which an issue can be made. You can authorize transactions”in “Authorization Level” and in draft /active status

Only items in stock statuses that are defined for the “Material Request” transaction type can be requested for issue. Also, only Items in “Active” status can be requested. If the item is a part of the kit, then the item type must be allowed in the specific warehouse and the item code must be in “Active” status. All item types except non-stockable items such as “Model”, “Service”, “Kit” and “Sundry” item types can be requested for issue. The allocation methods supported in this page are Min-zone bin, Max-zone bin, Zone-bin priority, Expiry date, LIFO, FIFO and Manual.

If the Material Request type is “Capital”, then items in consignment stock status will not be allowed for issue. The creation of the material request will post a firm entry in the issue column of the disposition. Material reserved in a particular warehouse must be issued from the same warehouse if the material planning is disposition. Item of any item type can be marked for Disposition. Allocation can be made only on the current physical stock and not on the material that is expected in future. The difference between allocation and reservation is that to be allocated, items must be physically available at the stocking points.

If the allocation method is chosen other than Manual or none, the system checks the free physical stock to assess the amount of stock that can be allocated. The system performs this check irrespective of whether the item is dispositionable or not. If the free physical stock is more than the required quantity, the system allocates the item and sets the stock status of the item as “Allocated”. If the free stock is less than the required quantity, then the system allocates the available free stock and posts a firm demand in disposition for the remaining quantity. However, if the stock status of the item is “Consignment in Supplier”, then the system allocates the free stock if it is greater than the required quantity. Else, the system does not place a demand for future and displays an error message. The system posts the entries into disposition only on authorization of the Material Request document.

If the allocation method is chosen “None” and the item is dispositionable with “Nettable” stock status, the system checks whether the parameter “Free stock check required for Material Request authorization” is set as “Yes”. If so, the system checks the available free stock. The system authorizes the transaction if the free stock is more than the required quantity. Else, the system displays an error message. The system places a firm demand into disposition only if the above parameter is set as “No”. The system places a firm demand for the additional quantity if the item is dispositionable. If the allocation method is “Manual”, the system checks the allocation details for the item/variant from Stock Allocation to determine whether stock can be allocated.

If the Material Request is raised with a Proposal No, then Capital Warehouse cannot be provided. When the Proposal no is given then A/c usage need not be provided and the same will be derived as the CWIP account mapped to the Asset Class of the Proposal. During authorization of Material Request,

• The committed amount in the Asset Proposal would be updated with the Material Request Value

• If the MR is short closed, then Proposal would be back updated to the extent of unutilized value in the Committed Amount of the Proposal.

• If the MR is amended, then Proposal would be updated for the Amended value in the Material Request. If the Material Request is amended upwards/downwards after inventory issue then appropriate updation in the asset proposal will happen accordingly.

Material requests can be authorized based on the permissions granted to the user. The user must have the requisite authorize permission to authorize the material request transaction. The system sets the status of the transaction as “Active” or “Authorized” depending on whether the transaction is being modified or authorized. The system saves the login id of the user and the date on which material request was last modified. This page is launched only if the status of the transaction is not “Deleted”. The system sets the status of the transaction as “Authorization Level” if the document value is greater than the maximum value permitted for the login ID of the user.