1. PO DMR
1.1. Prerequistes for PO DMR
Prerequisites for PO Inspection/Acceptance Received with Rejected Quantities:
 
After activation, "Purchase Order Management" access for each user must be setup in the ManEx System Security module.  Users with “Supervisor Rights” will automatically have access.
 

Purchase Order received with Rejected Quantities

There must have been a rejection in the Purchase & Receiving Management module.


Prerequisites for Rejects from Inventory:

MRB (materials review board) Warehouse

A MRB (materials review board) Warehouse must be set up in Warehouse Setup.
Inventory transferred to MRB (materials review board) whse 

Within Inventory Handling the discrepant quantity must have been transferred to MRB (materials review board) warehouse.

 

 

 

1.2. Introduction for PO DMR

Discrepant Material Return is used to return material which is different than what was ordered, received late, over shipment, damaged, etc.

 

There are two ways to return discrepant materials.

 

1.                    The discrepancy is discovered in PO Inspection/Acceptance Receiving and rejected there.

2.                    The discrepancy is discovered after the Inventory has been placed into stock.  This module allows for review by the Materials Review Board.  Then, if not acceptable, the material may be returned to the supplier.  Once the DMR (discrepant material return) is created, information regarding the return is forwarded into Accounting where a Debit Memo and the accompanying accounting journal entry is created.

 

Once the Discrepant Material is added, the user may print out a DMR (discrepant material return) Packing List.

 

In Defect Code Entry we allow users to move product into FGI, when a part is transferred to FGI, the program will compare the total cost of components with the "material cost" of the assembly, then create the configuration variance. In addition to that, the system will create additional 4 records for "Labor", "Overhead", "Other Costs" and "User Defined" costs.

 

1.3. Fields & Definitions for PO DMR
1.3.1. Return Items Tab

Fields & Definitions

Supplier The name of the supplier
PO Number The number of the Purchase Order.
CO The Change Order pertaining to the Purchase Order
Receiver # The number of the Purchase Order Receiver
Packing List # The number the supplier assigned to the Packing list
Item The number of the line item per the Purchase Order.
Part Number The user assigned number for the part being returned
Rev The revision of the part number, if applicable.
Class The classification of the part number returned.
Type The type within the classification.
Description The description of the part number
Manufacturer The name of the part manufacturer
Mfgr part Number The number assigned to the part by the manufacturer
DMR # The number assigned to the DMR.
DMR Date This is the date the DMR was created.
RMA # The number the Supplier provided for the Return Material Authorization.
RMA Date The date of the Supplier’s Return Material Authorization
Return Quantity The number of units returned to the supplier. See Article #1240 for more detail on why the system will not allow user to enter in a fraction of a number, and an alternative.
DMR Confirm By The name of the user who authorized the DMR.
DMR Created so far Previous DMR's Created

Return Items tab field definitions

 Warehouse

Part Number Original Warehouse

 Location

Part Number Original Location

 Accpt Qty

Qty after returns processed

 PO Rejected

PO number that qty was rejected against

 Return Qty

The quantity of material returned

 Balance

The quantity balance

 Due Date

The date to expect the replacements

 Distribute to

A special person or department to deliver the parts to

 Requestor

A person or department requesting the DMR

Lot Code The lot code as assigned in PO Receiving module.
Accpt Lot Qty The total quantity of the lot
PO Rejected

PO number that qty was rejected against
Returned Qty

The quantity of material returned 
Exp Date The expiration date assigned to the lot
Reference The reference number assigned to the lot 

Lot Code  The lot code as assigned in PO Receiving module.
Quantity The balance left after all returns.
Reference The reference number assigned to the lot 
Exp Date The expiration date assigned to the lot

Serial Number  The serial numbers being returned
Return The quantity of material being returned 

 
1.3.2. Packing List Tab

Field & Definitions

 Supplier The name of the supplier
 DMR Packing List The Packing List number the user has assigned to the material return.
 Ship to The address where the return will be shipped.
 Remit To The address for the receipt of the Debit Memo, if applicable.
 Attention The supplier representative to whom the Purchase Order was sent.
 Ship Via The name of the carrier for the returned material.
 Ship Charge The mode of the charge of the shipping for the return
 FOB The point where title of the returned goods passes.
 Terms The payment terms offered by the supplier
 Waybill The carrier’s waybill number pertaining to the material return.

1.3.3. View DMR Tab

 DMR #  The number assigned to the DMR.
 RMA #  The number the Supplier provided for the Return Material Authorization.
 RMA Date  The date of the Supplier’s Return Material Authorization
 DMR Packing List  This is the alphanumeric packing list identifier
 DMR Date  This is the date the DMR was created.
 Return Quantity  The number of units returned to the supplier.
 DMR Confirm By  The name of the user who authorized the DMR.
 PO Number  The number of the Purchase Order.
 CO  The Change Order pertaining to the Purchase Order
 Receiver #  The number of the Purchase Order Receiver
 Packing List #  The number the supplier assigned to the Packing list
 Item  The number of the line item per the Purchase Order.
 Class  The classification of the part number returned.
 Type  The type within the classification.
 Part Number  The user assigned number for the part being returned
 Rev  The revision of the part number, if applicable.
 Manufacturer  The name of the part manufacturer
 Mfgr part Number  The number assigned to the part by the manufacturer
 Description  The description of the part number
 Supplier  The name of the supplier
 Ship to  The address where the return will be shipped.
 Remit To   The address for the receipt of the Debit Memo, if applicable.
 Attention  The name of the supplier’s contact.
 Ship Via  The method of shipment for the return
 Ship Charge   The mode of the charge of the shipping for the return
 FOB  The point at which legal title passes.
 Terms  The payment terms offered by the supplier
 Waybill  The number of the shipper’s document

 

1.4. How To ..... for PO DMR
1.4.1. Adding a DMR from Inventory

This procedure is used after accounting has Reconciled the Purchase Order.  If accounting has NOT yet reconciled the purchase order, see  Rejecting Items if Accounting hasn't Processed the Invoice.

Note that the discrepant material must be transfer into the MRB (materials review board) warehouse via Inventory Handling before you can proceed.
 

Enter the SQLMANEX.EXE (within the ManEx root directory)
This action will then prompt the user for a password

The following screen will be displayed, enter Inventory Management / Purchase Order Receiving & DMR (discrepant material return) / PO DMR (discrepant material return).
 
The following screen will be displayed:
 
 
Depress the  Add button and user will be prompt for a password.

The following screen will be displayed:
 
Select the "From Inventory" radio and the following screen will be displayed. 

     
     
Enter in the Part Number and depress the OK button.  The following screen will appear (If there is more than one Purchase Order involved it will list them all)     



Highlight the Purchase Order of Choice, Depress the OK button. Information regarding that part number for the Purchase Order selected will display:
 
Enter in the returned qty in the "Return Qty" field, enter in the RMA number in the "RMA # field" and enter in your name, initials, etc in the "Confirm By" field.


 
 
Depress the Packing List tab, and enter in a DMR Packing List number (if set to manual) for the return, and a Waybill number if applicable.
  
 


Depress the Save button.  The following screen will be displayed:
 

 
 
Once the DMR (discrepant material return) has been added and saved, a Debit Memo will be created, if an AP invoice exists (in order for a AP Invoice to exist you have to have reconciled the PO and transferred it to AP).   If Debit memo numbering is manual, the user will be prompted for the number.  Additionally, the corresponding entry will be created and the balance in the Accounts Payable Aging will adjust as soon as the Debit Memo is printed.   If a PO DMR is created for parts "From Inventory" and the PO has NOT been reconciled and Transferred to AP the qty rejected will be put back on the PO. 
 
 
The following message will be displayed and the system will NOT be able to create a DMR from Inventory for a part that has been changed from being a Lot-Coded part to a Non-Lot Coded part or visa-versa after PO Receipt has been created.  
 
 
 
User should change lot code tracking status with caution.  If a part has lot code history and the lot code tracking is de-activated the entire lot code history is wiped out.

1.         

 
If accounting HAS reconciled the PO but HAS NOT transferred the reconciled invoice into AP Aging, the following message will appear:
 
 
If the invoice happens to be in a Saved Check batch the following warning will be displayed:
 
 

 
1.4.2. Add a DMR from a PO Inspection/Acceptance Receiving Rejection

 

Enter the SQLMANEX.EXE (within the ManEx root directory)
This action will then prompt the user for a password
The following screen will be displayed, enter Inventory Management / Purchase Order Receiving & DMR (discrepant material return) / PO DMR (discrepant material return).


The following screen will be displayed:


Depress the Add button and user will be prompt for a password, enter their password and the following screen will be displayed:
 
 
The defaults for this screen are "From PO Receiving" and "Purchase Order #" 
 
If you chose the default (Purchase Order #), you will need to enter in the number of the PO on which the material was rejected.  If you chose Supplier, you must then enter in the name of the Supplier.
 
 
Enter in the number of the PO which the material was rejected and the PO and related information will populate on screen.
 
 
 
 
Highlight the PO and depress the OK button. 
Note:  Ther are additional fields displayed on screen if there are Serial Numbers and Lot Codes involved. 
 
 
 
 
Enter in the DMR number (if set-up for manual numbering) you are assigning to this return.  Enter in the RMA number as provided by the supplier. Then enter your name in the Confirm By space.
 
Highlight the line item containing the rejected quantity. (If returning a part that involves a Lot Code, type in the returned quantity in the Lot Code section and it will automatically update the Return From section. Check the serial numbers being returned).
 
 
Depress the Packing List Tab, enter in a Packing List number you wish to assign to the return (if set to manually numbering).  (Note that this number is NOT tied to regular shipping Packing Lists.  This field is only for reference on the DMR’s.  Any alpha-numeric code can be used here.  DMR packing list numbers cannot be found in the regular shipping module – Packing List Management.  It is suggested that the user manually log these codes or type in some kind of significant code, such as the date followed by the PO#).  Enter in the Waybill.
 
 
Depress the Save button. The View DMR screen will appear:  

 

1.4.3. Find an Existing Discrepant Material Record (DMR)

Enter the SQLMANEX.EXE (within the ManEx root directory)
This action will then prompt the user for a password

The following screen will be displayed, enter Inventory Mgt / Purchase Order Receiving & DMR (discrepant material return) / PO DMR (discrepant material return).

  

The following screen will be displayed:

 
 
Depress the Find icon, the following screen will be displayed.  User can select to find an existing DMR by entering the DMR Number or entering the Receiver Number in the Rd box and depressing the OK button:
 
 
If the system cannot find any information about the DMR # entered the following message will be displayed giving the user the option to select from a list of existing DMR's:
 
 
If User Selects "YES" the following screen will be displayed listing all of the existing DMR's
 
 
Enter the DMR# in the Red box or double click on the DMR# and the following information will be displayed:
 
 
 
1.5. Reports - PO DMR

To obtain the DMR (Discrepant Material Return) Packing List Report within the Web, select the WEB Print button from the ManEx action buttons at the top of the screen. For further detail on How the Reports work within the Web refer to Article #5477.

Note: In order to access the Reports within the Web the Company Root URL must be setup within the System Appearance module and user must be linked to web within the System Security Module
 

Select the Report Type:  PO DMR - A List of Reports will be displayed that are available on the Web for PO DMR


 

To obtain the DMR Reports within the desktop, select the Print button from the ManEx action buttons at the top of the screen.





The following reports screen will display a list of reports that are available on the ManEx Desktop: The following screen will be displayed:

Highlight the DMR (discrepant material return) Packing List Form.

Depress the OK  button
  

The following screen will be displayed:

Enter the DMR Number you wish to view.

Depress the OK button.

 

  

The following will print:
1.6. FAQs - PO DMR
Facts and Questions for the PO Receiving and DMR Module