This document explains how you work with purchase order (PO) claims.
When goods are rejected in the quality inspection activity, a claim for the supplier is often created. Usually, either a replacement delivery or a credit note from the supplier is requested.
Depending on the workflow, the following outcome is expected:
The workflow differs depending on whether a replacement delivery or a credit note is requested.
If a replacement delivery is requested, a subnumber on the original purchase order line is created automatically, making it possible to receive the replacement delivery on the purchase order. The system can also remove the rejected goods from the rejected goods location automatically. This is done by using a requisition order. If a replacement delivery is requested, financial transactions are created in the issue of material.
This will not happen if a credit note is requested from the supplier.
As part of this process, the following tables are updated:
Purchase Order Claim Header
Purchase Order Claim Line
Create claim manually
Start 'Claim. Open' (PPS390/A).
The claim must be connected to a supplier. Specifying a purchase order number is optional.
If a number is specified, it will be used for information purposes only and no data will be collected from the purchase order.
The panel sequence will be EF1 regardless of what is defined.
Create claim automatically
Depending on the settings in 'Settings - Purchasing' (CRS780), the 'QI Result – auto claim' field, a claim will be created automatically if the QI result code is:
2 = Approved with remarks
3 = Partially rejected
4 = Rejected.
The QI result code is specified in 'Purchase Order. Inspect Goods' (PPS310)' on the E panel.
The automatically created claim will have status 10 = Preliminary.
Status 10 is the normal status for automatically added claim errands when the quality inspection result is reported.
When the claim is automatically created from the quality inspection, the goods are placed in a location with status 3=Rejected.
This location is defined in 'Settings - Purchasing' (CRS780).
Start 'Claim. Open' (PPS390/B).
Open the E panel.
You may select one of four actions to be taken. The selected action will be written on the claim note. The valid alternatives are:
Supplementary details can be specified in the text block (user-defined button) and then printed on the claim note.
Open the F panel. The F panel is used for addresses. These addresses are defaulted from 'Supplier. Connect Address' (CRS622). These addresses can be changed by selecting the 'Change/Add address' field.
Work with claim lines
Open 'Claim. Open Lines' (PPS391). When automatic creation of claims is used, the rejected items are displayed on the B panel.
Open the E panel.
Print claim documents
To print the claim note, select function key F14='Print' on the (PPS390/B) panel.
The claim must be in status 15=Approved. The status is set manually after a course of action has been decided for the claim.
'Claim. Print Document' (PPS820) is started.
Printouts can be made for a certain claim officer, for a special supplier or by specifying claim note numbers.
After the claim note is printed, the status on the claim note will be raised to 20.
If you request a replacement delivery, the printout will also activate a requisition order for issuing of the rejected goods. The goods can be issued with or without a picking list depending on the settings on the issue's dispatch policy (MWS010). If the picking list must be reported, this is done in 'Picking List. Report' (MWS420).
For information about how to manage a requisition order issue, see Requisition Order Flow.
The following options available to display transactions connected to a claim.
Start 'Balance Identity. Open Toolbox' (MWS060). Display the on hand balances on the locations for rejected items. You must select a view which includes the MLSTAS (status balance ID) field so you can select 3=Rejected. For more information about view, sorting orders, and sorting options, see Manage Views.
As stated earlier, a subnumber on the original purchase order line is created if a replacement delivery is requested from the supplier. This makes it possible to goods receive the replacement delivery.
Start 'Purchase Order. Open' (PPS200) and open the lines for the purchase order (PPS201/B). The 'Purchase order line subnumber' field indicates the number of the subline.
A PO line can have several sublines where, for example, each subline can have different confirmed delivery dates.
Sublines for replacement deliveries from a claim are numbered with sub-numbers in consecutive order from 500.
Start 'Stock Transaction. Display History' (MWS070). See Display Stock Transaction History [Instruction". After the claim document is printed (status 20), the issue transaction will be created either immediately or after the picking list is reported.