PeopleSoft Enterprise Purchasing 9.1 PeopleBook

Inspecting Received Items

This chapter provides an overview of inspections and discusses how to perform inspections.

Understanding Inspections

PeopleSoft Purchasing offers an inspection component that provides detailed inspection instructions that have been established by your item administrator. One set of inspection instructions can be used for multiple items. When you use the Inspection page, these instructions are pulled into the receipt for your reference.

To be eligible for inspection, an item on the receipt line must be defined as requiring inspection. You can select the Inspection Required check box on the following pages:

Item Categories - Category Definition 2.
Purchasing Attributes - Purchasing Controls.
Purchasing Business Unit Attributes.
Requisition Line Details.
PO Line Details (purchase order line details).

The item receipt does not have to be related to a purchase order to be eligible for inspection.

See Also

Entering Purchase Order Line Details

Entering Requisition Line Defaults

Defining Matching Options

Defining Purchasing Business Unit Attributes

Using Separate Inspections

Performing inspections by using the PeopleSoft Purchasing Inspect Receipts component maps closely to a business process where receiving is done in one stage, followed by a separate inspection process. Implementing a separate inspection process by using the inspection component in conjunction with PeopleSoft Inventory enables you to track the receipt of inventoried items in an inspection location.

To indicate that your organization is using a two-step receive-then-inspect business process, select the Separate Inspection check box on the Purchasing Definition - Business Unit Options page.

When this check box is selected, the Inspect Qty (inspect quantity) field on the Maintain Receipts - Receiving page is unavailable for entry, and inspection must be done by using the inspection component.

If the Separate Inspection check box is clear, the Inspect Qty field on the Maintain Receipts - Receiving page is available for entry. Inspection is done and verified at that point, but it can still be performed by using the inspection component.

The default inspection location identified for an item is used as the putaway location at the time of receipt, unless an overriding inspection location is specified on the Inventory Putaway Information page.

The quantity accepted upon receipt appears by default as the received quantity, and the accepted quantity in the stocking unit of measurement (UOM) is moved to the designated inspection location by using the Receipt Push Inventory multiprocess job (RECV_01). If the goods are moved to an inspection location other than their original inspection destination, the inspection location can be updated in the system to reflect the true location to which the goods were moved.

The separate inspection process is then used to inspect the items that are now in the inspection location. Any goods that pass inspection are moved from the original inspection location to the default final putaway location. This default final putaway location can be changed to another noninspection location. The move from inspection to final putaway location is described in more detail later in this chapter.

If items are rejected during inspection at the inspection location, there is a tight integration with the Return to Vendor process, and return transactions are generated automatically.

Inspecting and Moving Goods to Their Final Putaway Locations

To perform separate inspections and move goods to their final putaway locations:

Create a receipt by using the Maintain Receipts - Receiving page.
Run the Receipt Push Inventory multiprocess job.

This step is necessary if the receipt is inventory-related. This process moves goods into the default inspection location unless you defined different default locations when you created the receipt.
Perform inspections by using the Inspect Receipts component.

Access the Inspection & Putaway Information page to change (if necessary) the default final putaway location.
To perform manual bin-to-bin transfers, click the Manual Bin to Bin Transfer link on the Inspection page.

This provides access to the Transfers page, where you can choose to move the item from the inspection location manually to its final putaway location.
To perform Auto Bin to Bin transfers (a batch process), ensure that the Auto Bin to Bin option is selected for the Inventory putaway locations.

This process stages the item information into the Data Collection tables (BCT_DTL). To verify that the information has populated the table and is ready to be picked up by the batch process, access the Transaction Maintenance page. The final step of the Auto Bin to Bin process is to run the Inventory Transfer process (INPTTRFR). This process moves your inventory from the inspection location to the final putaway location.

Note. To run the Inventory Transfer process, you must define values for the following fields on the Data Collection Setup page, even if bar coding is not being used: Transaction Number and History Options. If barcode processing is not used, there is no need to provide a value for the File Suffix field.

See Also

Specifying Putaway Location Overrides

Establishing PeopleSoft Purchasing Business Units

Managing Vendor Returns

Entering Receipts

Entering Override Inventory Putaway Information

Integrating to Electronic Data Collection Systems

Performing Inspections

This section discusses how to:

Inspect receipt items.
Select receipt lines for inspection.
Use inspection instructions.
Specify putaway location overrides.
View receipt item details.
Enter return to vendor (RTV) setup information.

Pages Used to Perform Inspections

Page Name	Definition Name	Navigation	Usage
Select Receipt (search criteria)	PO_PICK_ORDERS	Purchasing, Receipts, Inspect Receipts, Select Receipt Click the Select Receipt link on the Inspection page.	Select receipt lines to put through the inspection process.
Vendor Search	VENDOR_LOOKUP_SEC	Click the Vendor Lookup link on the Select Receipt page.	Search for vendors.
Item Description	PO_PICK_IT_DESCR	Click the Description link on the Select Receipt page. The description link is composed of the first 30 characters of the item's description in the Transaction Item Description text box on the Item Description page.	Enter and view descriptions for a specific item.
Inspection	RECV_INSPECT	Purchasing, Receipts, Inspect Receipts, Select Receipt Enter search criteria on the Select Receipt page and click the Search button. Click the Sel check box next to a receipt line and click the OK button.	Put receipt line items through the inspection process. The Inspection Required check box must be selected for the item on the receipt line.
Item Description	RECV_INSP_IT_DESCR	Click the Item Description link on the Inspection page.	Enter and view descriptions for a specific item.
Inspect Instructions	RECV_INSP_INSTRUCT	Click the Inspect Instructions link on the Inspection page.	View inspection instructions associated with the item on the receipt line and enter batch sequence, run time, and inspect ID information.
Inspection & Putaway Information	RECV_INSP_PUTAWAY	Click the Inspection Putaway Information link on the Inspection page.	Specify a putaway location override for an item. This page is available only if the receipt line is targeted for inventory.
Storage Location Search	RECV_STOR_LOC_SRCH	Click the Storage Location Search link on the Inspection & Putaway Information page.	Perform a search on available storage locations for the material that you are receiving.
Directed Putaway Locations	IN_PTWY_LOC_SP	Click the Directed Putaway link on the Inspection & Putaway Information page.	Define directed putaway values for receipt items.
Line Details	RECV_INSP_DETAILS	Click the View Detail link on the Inspection page.	View details about the item at the receipt line level.
RTV Setup	RECV_INSPECT_RTV	Click the RTV Setup link on the Inspection page.	Enter RTV details for inspected items. This information is used to generate an RTV transaction automatically.
Quality Data Entry - Subgroup Method or Quality Data Entry - Sample Method	QS_DE_GUI_S	Click the Transfer to Quality link on the Inspection page.	Enter quality inspection detail results for the item on the purchase order line.

Inspecting Receipt Items

Access the Inspection page (Purchasing, Receipts, Inspect Receipts, Select Receipt).

Click the RTV Create button to create an RTV transaction, and update the Return Qty field with RTV data that you entered on the RTV Setup page. The RTV transaction is now accessible on the Return to Vendor - RTV page, where you can view and modify detailed information for the RTV transaction.

Click the Automatic Bin to Bin Transfer button to move items from their inspection locations to their putaway locations. The transaction to move items from inspection to putaway locations is written to the electronic data collection log files, where it is picked up by a background process, enabling the move to be completed automatically. This function is available only if you are using an electronic data collection batch update process. The Auto Bin to Bin check box on the Inspection & Putaway Information page is selected for items that are available for use with this function.

Receipt Lines

Select the Receipt Lines tab.

Insp Qty (inspected quantity)

Enter the quantity of items inspected.

Status

The status of the inspection process appears. Values are Complete and Incomplete.

When the quantity inspected for the receipt line is equal to or greater than the Sample% of the receipt quantity (Recv Qty) the status is set to Complete. Otherwise, the status is set to Incomplete.

More Line Data

Select the More Line Data tab.

IN Unit (inventory business unit)	Displays the inventory business unit. If the item is an inventory item, this is the inventory business unit associated with the item. If the receipt line is targeted for Manufacturing (subcontract), this is the inventory business unit associated with the production ID and operation sequence displayed.
Production ID	If the item is associated with a PeopleSoft Manufacturing production kit, this field displays the item associated production ID.
Operation Sequence	Displays the number designating the order in which this material is used in the production sequence.
INV Stat (inventory status)	Designates if the receipt line item is an inventory item, along with its status. Values are: Moved: Indicates that the receipt line has interacted with PeopleSoft Inventory. N/A (not applicable). Pending: Indicates that the receipt line has been staged and is pending interaction with PeopleSoft Inventory.
Transfer to Quality	Click to create a quality data entry session and transfer to the PeopleSoft Quality Data Entry - Subgroup Method page or Data Entry - Sample Method page, depending on the data entry method that you specified when you created the quality control plan. Use this page to pass applicable receipt items on to PeopleSoft Quality for in-depth inspection. Prior to transferring to PeopleSoft Quality, the receipt inspection function updates the hierarchy and trace field values that are passed to PeopleSoft Quality, as well as the inspection quantity, which is passed on to Quality as SGRP size. The inspection quantity to be passed on to PeopleSoft Quality is determined by multiplying the receipt quantity for the line by the sample inspection percent for the item, less the current inspection quantity. Upon returning to receipt inspection on the Inspection page, if the SGRP size was updated by PeopleSoft Quality, it is retrieved and added to the current inspection quantity field value. If the inspection quantity is large enough to satisfy the inspection sample percent for the item, the inspection status is set to Complete. Upon returning to receipt inspection on the Inspection page, if the PeopleSoft Quality fail count is greater than zero, the count is moved to the receipt inspection's return quantity. The reject action is set to Replacement and the reject reason is set to Failed Inspection by default. Note. If the reject reason of Failed Inspection is not set up for the setID, the system will issue an error message at save time. To correct this error situation access the RTV Setup page for the line and correct the error. At save time, you have the option to generate an RTV transaction automatically for the returned quantity.

See Also

Entering RTV Setup Information

Specifying Putaway Location Overrides

Entering RTV Information

Item Rejection Versus Item Returns

Using Subgroup and Sample Methods to Enter Data

Integrating With Third-Party Applications

Selecting Receipt Lines for Inspection

Access the Select Receipt page (Purchasing, Receipts, Inspect Receipts, Select Receipt).

Search

Click to retrieve information to the lower portion of the page based on your selection criteria.

More Details

Price

Displays the unit price of the item on the purchase order line.

Using Inspection Instructions

Access the Inspect Instructions page (click the Inspect Instructions link on the Inspection page).

You define inspection instructions at the item level on the Inspection Routing page. This inspection instruction information is captured upon receipt and can be modified or overridden at the time of inspection.

Batch Seq (batch sequence)	Designates when in the inspection routing sequence this inspection occurs. This field is set to 1 by default for the first inspection operation defined, and it increments with each subsequent operation added for the inspection routing.
Inspect ID (inspection ID)	Displays the inspection ID for the items that you are inspecting.
Run Time	Displays the estimated time required for each inspection.
Time Type	Select the type of inspection on which the runtime is based. Values are: Per Batch: Designates that the inspection operation should be performed on a batch of items, perhaps on a representative sample from an entire shipment. Per Unit: Designates that the inspection operation should be performed on single items.
Total Std (total standard)	Displays the estimated time required for the inspection of all items, based on the Run Time value and the number of items that are being inspected.
Total Act (total actual)	Enter the actual time required for the inspection of all items.
Instructions	Displays detailed instructions for the inspection of the items.

See Also

Defining Inspection Procedures

Specifying Putaway Location Overrides

Access the Inspection & Putaway Information page (click the Inspection Putaway Information link on the Inspection page).

After the receiving department receives items, the system moves them to the inspection department to be inspected, if required. At this time, the item has been put away to an inspection location. Once the items pass inspection, they need to be transferred from the inspection location to a location where they can be used for order fulfillment.

If the item original inspection location was used, and if the item's default putaway location will be used, then entering data on this page is optional. The purpose of this page is to specify an override putaway location.

Serial

Indicates whether or not the item is serial controlled. The item serial-controlled status also appears. Values are:

Complete: Serial numbers have been assigned. This is the default value for a non-serial-controlled item.
Incomplete: Serial numbers have not been assigned.

Std UOM (standard unit of measurement)

Displays the UOM assigned to the item that reflects the most common unit of management for the item.

Putaway Location

Area	Identifies the segment of the warehouse in which to store this item. This location depends on the inspection status of the receipt line. If the inspection status is Incomplete, this location must be an inspection location. If the inspection status is Complete, then it must be a noninspection location.
Lev 1 - 4 (levels 1−4)	Identifies the next levels of storage within the area location. This level number may represent aisles, shelves, bins, and so on. Enter as much or as little information that is needed depending on the different storage configurations available.
Status	Displays the receipt status. Values are: C (closed receipt): Item has been moved and matched, when required. No further processing is required. H (hold receipt): Receipt on hold until released by user. M (moved to interface): Item has interacted with PeopleSoft Asset Management, PeopleSoft Inventory, or PeopleSoft Manufacturing. O (open receipt): Not all edits have passed. One or more receipt lines are in an Open status. R (received): All edits have passed. All lines are in a Received or Canceled status. X (canceled receipt): All lines and schedules are canceled. A Cancel status action cannot be reversed.
Auto Bin to Bin (automatic bin to bin)	If you are using an automated electronic data collection system and this check box is selected, the move from inspection to putaway transaction can be moved by using the electronic data collection log files, where it is picked up by a background process. The move is completed automatically. If this field is selected and you clear it, the check box becomes unavailable for entry and the line is not eligible for automove. After clicking the Automatic Bin to Bin Transfer button on the Inspection page, this check box is cleared and no longer available for entry.

Putaway Information

Serial ID	Displays the serial number for the material being received. This is required for a serial-controlled item.
Lot ID	Displays the lot ID number for the material being received. This is required for a lot-controlled item.
Cntr ID (container ID)	Displays the container ID associated with the item.
Consigned	If selected, designates that items being put away are consignment items.
Non-Owned	If selected, the item has been designated as a non-owned item.
Line Inv Qty (line inventory quantity)	Inventory quantity of the item on the original receipt line. Displays the quantity originally passed to inventory.
Total Inv Qty (total inventory quantity)	Displays the total inventory item quantity on the receipt. This is a sum of all the current distribution quantities for the receipt line. The value reflects any adjustments that have been made to the receipt distributions, such as RTVs. If the item has an associated RTV transaction, your business unit options are set to adjust for RTV, and the RTV action is return for replacement, this field displays the inventory item quantity less the return quantity.

Viewing Receipt Item Details

Access the Line Details page (click the View Detail link on the Inspection page).

Status

Displays the status of the selected receipt line.

Inventory

Indicates whether the item has already been passed on to PeopleSoft Inventory. Values are:

Moved: Item has interacted with PeopleSoft Inventory.
N/A (not applicable): Item does not have any interface requirements.
Pending: Item has not yet interacted with PeopleSoft Inventory.

Insp DTTM (inspection date and time)

Indicates the date and time of the item's inspection.

See Also

Defining Receipt Statuses

Entering RTV Setup Information

Access the RTV Setup page (click the RTV Setup link on the Inspection page).

You cannot create an RTV transaction for a receipt that has inventory or asset management interface requirements until it has a moved status.

When you enter RTV information on this page, you must create your RTV before saving your inspection transaction on the Inspection page. To create an RTV, click the RTV Create button on the Inspection page.

If you do not create your RTV before saving your inspection transaction, the system prompts you to create the RTV. Select Yes to create the RTV automatically and return to the Inspection page. The Return Qty field on the Inspection page is now populated with the RTV quantity.

If you select No, the system returns you to the Inspection page to enable you to modify your RTV information. RTV data that you enter is lost if you do not create the RTV before exiting the Inspection page.

Vndr Returned Qty (vendor returned quantity)	Displays the quantity returned based on the UOM assigned to the item by the vendor.
Std Returned Qty (standard returned quantity)	Displays the quantity returned based on the standard UOM for the item.
Vndr UOM (vendor unit of measurement)	Displays the UOM assigned to the item by the vendor.
Std UOM (standard unit of measurement)	Displays the UOM assigned to the item that reflects the most common unit of management for the item.
Reason Code	Select a reason for returning the product to the vendor. These values are defined on the Reason Codes page.
Rej Action (rejection action)	Select one of the following return action values for the rejected item: C (return for credit): You return the items to the vendor and do not request replacement of these returned goods. R (return for replacement): The vendor ships replacement goods, and you receive them against the original purchase order.

See Also

Defining Additional Common Information