Create and Connect Delivery Note and Package to a PO Line

This document explains how you create a purchase order line (PO line) and connect it to a delivery note and a package.

Import tracking in M3 supports the process of managing inbound logistical tracking, with shipments and containers. It allows order lines from a number of purchase orders to be combined into a single shipment from a supplier. Any valid purchase order line for that supplier can be used to create a shipment. It also makes it possible to receive by package or delivery level. Together with the use of APIs, a delivery note can easily be generated. This simplifies the goods receiving process since it enables you to report on an aggregated level.

A purchase delivery note in M3 (PPS360) contains detailed information about what is expected to be received on a purchase order. The information is sent by the supplier and can be updated automatically in M3 via an EDI/web interface or manually by the user in (PPS260).

A delivery note contains detailed information about items, quantities, and delivery dates, as well as package information such as the number of containers, pallets, boxes, and how the items are stored in the different packages.

In (PPS360) you can receive an entire delivery note or even a single package such as a box. This function is not possible in the regular goods receiving program in M3 (PPS300)

Outcome

Package-based and delivery-based PO receiving via APIs enables easy implementation of receiving goods using bar code readers (or ultimately via RFID) to read package-level bar codes. It also improves warehouse efficiency and is important for both cross-docking and ship through at terminals.

With package-based and delivery-based PO receiving inbound logistical tracking is easier to manage with shipments and containers. Order lines from several purchase orders can be combined into a single shipment for one supplier. Any valid purchase order line for that supplier can be used to create a shipment. Processing is optimized when you can manage multiple purchase orders as a single entity.

Before you start

A purchase order must be created. See Purchase Order.

Follow These Steps

Outline

Create Delivery Note and Connect PO Line

  1. You create a purchase order in (PPS200) as usual. It is optional to report an order confirmation in (PPS250), as usual.

  2. Start 'Purchase Order. Display Lines' (PPS220).

    In (PPS220) you can select user-defined views. These can be aggregated by supplier and delivery note, which enables you to display and select purchase order lines to connect to the shipment and to the package. The following fields are an example of what can be included in the view (CRS020):

    • IBSUNO – Supplier number
    • IBSUDO – Delivery note number
    • IBPUSL – Lowest status PO
    • IBVDDT – Valid delivery date
    • IBORQA – Ordered quantity
    • IBADQA – Advised quantity
  3. Select the supplier for which you want to connect a delivery note. Select option 26=Shipment advice. 'Purchase Order Advise Shipment' (PPS220/H) is started.

    • The 'Package no' and 'Incl in package' fields are added both in the header and subfile.
    • The last delivery/package (shipment/container) used will be defaulted when reporting shipment advice for a new aggregated line. The default values will be cleared when you exit (PPS220).
    • Option 28 = 'Delivery notes' starts (PPS360) where you can display and select delivery notes, if any are available.
  4. You can fill in the 'Delivery note no', 'Package no' and 'Incl in package' fields in the header and repeat the values down on the aggregated line by selecting F18 = Repeat value. A pop-up window is displayed. Click OK.

  5. You can also fill in the 'Delivery note no', 'Package no' and 'Incl in package' fields for each line. If these values are not filled in, no reporting for that specific record is done.

  6. Press Enter/Next and then select F14 = Confirm update. Now a delivery note/package/ is included in a package record created and connected to a PO line in (PPS360).

    The record will have status 46 = 'Shipment advised and delivery note connected.'

  7. Alternatively, you can create and connect a delivery note to a single PO line in 'Purchase Order. Advise Shipment' (PPS260).

  8. Select the PO line you want to connect to a delivery note. Open the E panel and fill in the 'Delivery note' field.

    The 'Package no' and 'Incl in package' fields will be displayed only if the setting "730 Automatic delivery note creation" is selected in (PPS095/K).

  9. Press Enter. Now a delivery note/package/ is included in a package record created and connected to a PO line in (PPS360).

    The record will have status 46 = 'Shipment advised and delivery note connected.'

  10. Display the Connection between PO Line and Shipment, and Make Changes

    PPS360, PPS361, PPS362, and PPS363 store information about delivery notes and their included packages, as well as shipment details and container details. This enables you to use deep structures consisting of containers, pallets and boxes.

    Start 'Supplier Delivery Note. Open' (PPS360/B).

    • Select sorting order 2, which sorts information by supplier and delivery note. The shipment date, valid delivery date, carrier name, and lowest and highest statuses are also displayed.
    • Set the panel sequence to G in order to display only relevant information for import tracking.
    • On the P panel, the 'Select display' field determines whether all delivery notes or only delivery notes for a specific supplier are displayed.
    • Option 11=Item/Delivery note starts (PPS361).
    • Option 12=Pckgs/Dely note (Packages/Delivery note) starts (PPS362).
    • Option 13=Items/Package starts (PPS363).
    • Option 20=PO lines starts (PPS220).
    • Status 46='Shipment advised and delivery note connected.'
    • Status 29=Errors from the uploading in MHS850MI API.

      If errors were detected for the records that were uploaded from MHS850MI, the delivery is assigned status 29=Errors. You can then correct the data for 'Item no', 'Reference order' and 'Agreement no'.

      On the (PPS363/B) panel you select option 20=Change data. The (PPS363/C) panel is displayed. Enter the correct values in the 'Item no', 'Reference order' and 'Agreement no' fields.

      Redisplay the (PPS363/B) panel and select option 21='Check sts 29'. If the new values are correct, the status will be raised to 46.

      Open the G panel.

      • The G panel displays import tracking information. Some of the fields are user-defined fields with heading names entered in (CRS713).
      • F13='Field select' opens the (PPS360/GP) panel, which determines the user-defined fields that are displayed and editable on the G panel.
  11. Readvise Shipment

    On the (PPS360/G) panel, the 'Shipment date' field is used to advise the entire delivery note again. A warning is displayed before the transaction is made. This applies only for delivery notes created via (PPS260), (PPS220) or (PPS001MI). A new planning date will be calculated based on the new shipment date. PPS201 and MMS080 are updated with the new planning date.

  12. Reverse Shipment Advice

    There are four ways to reverse shipment advise:

    • Delete entire delivery note from (PPS360/B) - reversal of advice for connected purchase orders.
    • Delete package detail from (PPS363/B) - reversal of advice for specific purchase order line.
    • Delete advice transaction in (PPS330) - reversal of advice for specific purchase order line The record is deleted from PPS361-363 automatically.
    • Delete advice reporting in (PPS260) - reversal of advice for specific purchase order line. The record is deleted from PPS361-363 automatically.
  13. Report Transport Notification on Package Level

    Start (PPS362) from option 12 on the (PPS360/B) panel. Transport notification can be reported with option 15 = 'Trans notificat' (only possible if the delivery note type is zero). The transport notification can also be reversed by selecting option 16 = 'Delete transp not'.

Parameters to Set

Program ID/Panel Field The field indicates …
(PPS095/K) 730 Automatic delivery note generation

… if delivery note data for (PPS360) should be automatically generated when a purchase order is advised for shipment via (PPS220) or (PPS260).

Select this check box.

(CRS624/F) Shipment advice

… how the supplier sends shipment advice.

Alternatives:

0 = Reported manually via (PPS260) or (PPS220).

1 = Received via EDI (MHS850).

2 = Reported manually via (PPS220) or (PPS260). A delivery note is automatically updated in 'Supplier Delivery Note. Open' (PPS360) for each delivery note number and delivery note date. Setting 730 must be selected on the (PPS095/K) panel.

Select alternative 2.

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