¶ Purpose
The Job Material Receipt (Without PO) screen allows the user to add materials or item details received from supplier or subcontractor after processing a specific job when there is no associated purchase order (PO).
¶ Prerequisites
The following transactions must be completed before the Job Material Receipt (Without PO) transaction.
- The Prefix Combination Setting needs to be updated.
- The user access rights transaction must be completed.
- The approved Job Material Issue (Without PO) Number (DC No.) is mandatory.
¶ Job Material Receipt (Without PO)
The Job Material Receipt (Without PO) screen allows the user to add material details based on the Job Material Issue (Without PO).
Navigation: Main - Menu → Transactions → Inventory → Inventory Entries → Inventory → Show List → Receipts → Job Material Receipt (Without PO)
- The user can search for existing transactions based on the DC Number.
- The user can select the DC Status from the dropdown list.
- The user must select the Subcontractor from the dropdown list.
- The user must select the DC No from DC Nos. list.
- If the user selects the DC status as Complete, the system will display the list of completed Job Material Receipt (Without PO) inward transactions.
- If the user selects the DC status as Incomplete, the user can add received material details.
- The Job Material Receipt (Without PO) screen allows the user to enter details in two sections as mentioned below.
- Material
- Inward
- The Material section displays the details such as Sl.No., Material, Alloy, GRN Ref No, Batch No, Outward Qty, Inward Qty, Balance Qty, PO No, Location Taken From, Outward Weight, Inward Weight, Balance Weight, Loss Weight, Comments, Currency Type, Exchange Rate and Asset Details.
- Double-click on the Inward grid, the following screen will appear.
- The Inward Entry tab displays details such as the Material and Grade.
- The user must enter Inward Quantity.
- The user can select the Gate Entry No. from the dropdown list.
- Once the user selects the Gate Entry Number the details such as Auto Ref No. and Inward Date will appear automatically.
- The user can enter Challan Weight, Batch No., Inward Weight, and Loss Weight.
- The user can select the checkbox for Work Not Done if the work has not been carried out.
- The user can select the Show All checkbox, to view a list of materials and select the appropriate material to change the issued item details.
- The user can add additional details in the Additional Details section if required.
- The user can view the tax details in the PTCD tab.
- The user can add multiple materials.
- The user can upload attachment details in the Attachments section if required.
- Click Save, the following message will appear.
- Click Yes, the following message will appear.
- Click OK, the reference no. will appear in the left panel of the screen.
¶ Delete Option
The Delete option allows the user to delete the added or existing transaction if further or subsequent transactions are not executed.
- The user must select the appropriate material from the list.
- Once the user selects the Material, the details such as Grade, Landed Price, Auto Reference Number, Batch Number, Reference Number, Inward Quantity, Inward Date, Gate Entry Number, Challan Weight, Balance Weight, Description, Comments, Inward Weight, Loss Weight, Currency, Exchange Date, Bill / Invoice Date and Cost Centre will appear automatically.
- Click Delete, the following message will appear.
- Click Yes. the following message will appear.
- The user must enter the appropriate Description / Comments.
- Click Ok.
¶ Change Status of DC
The Change Status option allows the user to change the status of the DC.
- The user must select the appropriate DC Status from the dropdown list.
- If the Current Status is Incomplete, the user can change it to Complete, and vice versa.
¶ View or Print Job Material Receipt (Without PO)
The Preview option allows the user to print or email the added or existing Job Material Receipt (Without PO) details.
- The user must select the Subcontractor from the drop-down list.
- The user must select the appropriate DC Number from the drop-down list.
- Click Preview, the user can select the HTML or Excel or Open Office option.
- If the user selects the HTML option, the following screen will appear.
- The ITSPL Report Viewer screen allows the user to print Job Material Receipt (Without PO) details.
- Click Print, to print documents.
- Click Preview, to view details before printing.
- The user can view details in Excel and HTML format if required.
- Click Email, the following screen will appear.
- The user must enter the Subject.
- The user can upload multiple attachments if required.
- The user can delete the uploaded attachments if required.
- The user must select one of the options from Employees, Customers, Sales Rep, Suppliers, Subcontractors or Others.
- Once the user selects the appropriate option, the corresponding Email IDs will appear in the Email Address section.
- The Add Your Message Here section allows the user to add messages.
- Click Send, to send emails.
- Click Add, to add the new email address.
- Click Delete, to remove the selected mail ids.
- Click Settings, the following screen will appear.
- The user must enter details of the Your Existing Mail Server Name, Port (Existing), Change the above Mail Server Name To and Port (New).
- Click Change.
¶ Functional Use Cases
| SL No. | Use Case | Business Scenario | Functional Outcome in ERP |
|---|---|---|---|
| 1 | Record Receipt of Job Material Without PO | Materials are received from a job worker or an external party without a linked purchase order. | ERP captures receipt entry without PO, updates inventory with received materials. |
| 2 | Enable Non-PO-Based Job Work Flows | Some jobs or contracts are handled informally without predefined orders. | ERP supports job material receipts without requiring a formal PO reference. |
| 3 | Capture Supplier and Material Details | The source of received materials and item-wise details must be recorded for traceability. | The system allows users to enter the supplier name, item details, quantity, and remarks. |
| 4 | Maintain Job-Wise Material Tracking | Materials received are part of a job work process and need to be tracked independently. | ERP logs materials received job-wise and updates job references (if any). |
| 5 | Support Inventory and Valuation Updates | Received materials must be added to stock and valued properly for future use. | ERP updates inventory quantities and applies valuation based on configuration. |
| 6 | Provide Documentation for Receipt | Job Material receipt must be documented for internal records and audit purposes. | ERP generates a Job Material Receipt Number for tracking, reporting, and acknowledgement. |
¶ Use Case Scenario
- Click here for a detailed use case scenario.
¶ Transaction Checklist
| Steps | Checklist Item | Details / Purpose |
|---|---|---|
| 1 | Verify Job or Department Reference | Ensure the material is being received for a valid job, project, or department. |
| 2 | Confirm Supplier or Source Name | Enter the correct name of the supplier or job worker delivering the materials. |
| 3 | Enter Item Details | Record accurate item codes, descriptions, units of measure, and batch/lot info if needed. |
| 4 | Specify Quantity Received | Input the actual quantity received for each item. |
| 5 | Check for Duplicate Entries | Ensure the same receipt isn’t entered more than once accidentally. |
| 6 | Assign Storage Location / Warehouse | Select the appropriate warehouse and bin for storing the received materials at the time of the Store Allocation. |
| 7 | Add Remarks / Reference (if needed) | Capture any additional remarks such as job reference, delivery note number, etc. |
| 8 | Save and Submit the Receipt | Finalize and submit the transaction to update inventory. |
| 9 | Generate and Print Receipt Document (MRN) | Print or export the Material Receipt Note for documentation and audit trail. |