Inspecting the received items

Normally, you only inspect items that have the Inspection Required flag set on the Item Master and therefore only those items are normally displayed. However, you can choose to inspect other items on a random basis, in which case you should check the Include All Items flag on the Inventory Receipt Note Inspection (IRI) form in order to include these items in those displayed. These items can then be inspected, however, you can finish these lines when required, regardless of whether or not the inspection has been completed.

Items can be inspected and, if found to be unacceptable, can be rejected and returned to the supplier. Specific inspection instructions may be applicable if defined in the item master. If they are acceptable the items can be accepted, or transferred, as required.

Note:  The receipt note line must have already been created in order for inspection to be carried out. If inspection is required, it must be carried out before the receipt note is finished.
  1. Select Inventory Receipt Note Inspection (IRI) from SunSystems, or select the Inspect All or Inspect Line action from within the Inventory Receipt Note Entry form.
  2. Use some or all of the following fields on the header of the form, as appropriate, to enter the criteria for the transaction(s) you are searching for:
    Note: You can clear the criteria you have entered by selecting Clear Screen from the Action menu.
    Receipt Note Reference From and To
    You can enter a range of receipt note references to search for using these fields.
    Receipt Note Line From and To
    You can enter a range of receipt note line numbers for a nominated receipt note reference, to search for these lines.
    Transaction Reference From and To
    You can enter a range of transaction references to search for using these fields.
    Supplier Code From and To
    You can enter a range of supplier codes to search for using these fields.
    Item Code From and To
    You can enter a range of item codes to search for using these fields.
    Include All Items
    Check this check box to include all items in the search, whether or not they require inspection.
  3. When you have entered the required criteria, select Search from the Action menu. The results of the search are displayed in the grid as follows:
    Note:  Your form may have been designed to include these fields, or other optional fields. For more information about creating and amending forms please refer to Form Designer Help.
    Line Sequence Number
    The receipt note line number.
    Receipt Note Reference
    Location ID
    The ID of the receiving location.
    Item Code
    Receiving Unit Label Code
    Quantity Received
    Inventory Unit Label Code
    Transaction Reference
    The reference number of the original purchase order, purchase invoice, or movement order.
    Transaction Line Number
    The line number of the original transaction.
    Batch Reference
    Inspection Instructions Code
    These are defined against the item in the item master.
  4. Locate the required line in the grid and enter details in some or all of the following fields as appropriate:
    Accepted Quantity
    Enter the quantity that has been accepted, if applicable. Alternatively, you can use the Accept All Quantity option from the Action menu.
    Rejected Quantity
    Enter the quantity that has been rejected, if applicable. Alternatively, you can use the Reject All Quantity option from the Action menu.
    Reject Location Id
    Enter the location where the rejected items have been placed.
    Reason Code
    Enter the reason why the items have been rejected. The reason code must have previously been setup using Reason Codes (RSC).
    Inspection Unit Label Code
    Enter the unit label code used in the inspection of the items if different to the Receiving Unit Label Code above.
  5. Once you have entered the required details as described above, you can choose from the following options:
    Accept All Quantity
    Select this option to accept all of the received quantity.
    Reject All Quantity
    Select this option to reject all of the received quantity.
    Clear All
    You can select this option once you have clicked OK, but before you have completed the line, to clear the details you have entered and start again.
    Complete All
    Select this option to complete the inspection for all the details you have entered.
    Complete Line
    Select this option to complete the inspection for the details you have entered on the selected line only.
  6. Save your changes.
Parent topic: Processing a receipt note