Inventory module - FAQ

1. GRN:

1. What is a Good receipts note?

• A Goods Receipt Note (GRN) is a document used to confirm and record the receipt of goods or materials from a supplier. It ensures that the received items match the purchase order in terms of quantity and quality, and serves as a basis for updating inventory records and authorizing payment. 

2. What is the Platform used for GRN?

•  The platform that is used for GRN is “zps”

3. How do I access GRN in zps?

• Login to https://zps.uat.zetwerk.com/home/dashboard directly and navigate to INZE and then to the GRN section where you find the create good receipts note tab

• The path  ZPS>INZE>GRN

On the screen, user can see draft GRN and GRN

User can search for the GRN created by entering the GRN ID

Users can also search or filter out with the help of storage location.

4. Who can create GRN?

The Shop-floor Supervisor can create the GRN.

5. What information do I need to provide while creating GRN?

Login to ZPS using your credentials

Go to the INZE section where you can find GRN

Click on create good receipt note which will open the following screen

Fill in the details and add items for GRN 

Add in the item by entering the reference number

Click on create GRN and the created GRN would be visible on the GRN UI

6. What should be the Vendor PO for GRN?

The Vendor Purchase Order (PO) for a Goods Receipt Note (GRN) should be the original purchase order issued to the vendor when the goods were ordered. This PO contains details such as the item descriptions, quantities, agreed prices, delivery terms, and other relevant specifications.

7. Who is the Vendor?

Currently we have the following vendors:

8. What are prerequisites for GRN?

Prerequisites for GRN (Goods Receipt Note):

1. Location QR Code: Ensure that the location where the goods are received has a QR code assigned.

2. Item QR & Serialization: Verify that QR codes and serialization are completed for all items being received.

3. GRN Applicability: Confirm that the GRN is applicable to the item code. For example, GRN is not required for consumables.

9. What are the locations available in the system while creating GRN?

The following are the locations available in the system where we want to inward the items:

Mainstock

Dispatch area

FG storage

Scrap Yard

MRB

Production line 1&2

Put away area

RM mainstock

Reception

Although the ideal location for GRN should be MAINSTOCK.

10. What are the validations for inward date:

The inward date should be up until today and must not be set to a future date

11. What is a batch?

Batch is a group of items that are mostly category C material and are always bought and inwarded as a group instead of at an Item level. Example : Bolts. The carton / box of bolts will be bought / received together as ONE batch or MULTIPLE batches in a single GRN.

12. What is ASN reference number?

An ASN (Advance Shipping Note) reference number is a unique identifier assigned to an advance shipping notice or a document sent by a supplier to a customer to inform them about an upcoming delivery.

13. How to add items in the GRN?

To add items, the user needs to scan the QR code of the specific item using a tablet. The tablet screen will display both the data entry interface and the QR scanning function. After scanning the system will autofill the item details such as SET ID, item name, item code and quantity

14. What if the user rescanned the same item for GRN?

If the user rescaned the same item for GRN, the system will throw an error and state that this item has already been scanned for GRN.

15. Can we delete the line item?

Yes, the line item can be deleted even after the creation of GRN.

16. What if the user has multiple items at multiple locations and they have to GRN later but they do not want to lose the data?

In this case the user can create a GRN and save it as a draft and when they have to finally create the GRN, they can visit the draft GRN under the draft section and edit it.

17. When can the GRN be canceled?

Once the user has clicked on create GRN after filling in the details they cannot cancel the GRN.

18. Can the GRN be reversed?

No, once created the GRN cannot be reversed.

19. What is type of tablet that will be used for GRN

The ET60/ET65 RUGGED ENTERPRISE TABLET will be used for GRN.

20. What is a serial item and where do we use it?

For type A item, each item will have a unique serial number which will be fetched while scanning the items for GRN.

21. What is group serial code and where do we use it?

For smaller group items, where we cannot assign a unique serial to each item, we will be using a group serial code and Qr will reflect the same when scanned for GRN.

22. How the GRN ID is created and how to read it?

The Goods Receipt Note (GRN) ID is automatically generated by the system upon the creation of a GRN. A GRN ID could be structured as "GRN20230813SG1234," where "GRN" denotes the type of document, "20230813" represents the date, "SG" could indicate the supplier, and "1234" is a sequential number.

2. STN:

1. What is a Stock Transfer Note?

A Stock Transfer Note is used to record the movement of inventory items from one location to another within the same warehouse.

2. What is the Platform used forSTN?

•  The platform that is used for STN is “zps”

3. How do I access STN in ZPS?

• Login to https://zps.uat.zetwerk.com/home/dashboard directly and navigate to INZE and then to the STN section where you find the create stock transfer  note tab

• The path  ZPS>INZE>STN

User can search for the STN created by entering the STN number

Users can also search or filter out with the help of storage location.

4. Who can create STN?

The shop floor supervisor can create STN

5. What information do I need to provide while creating GRN?

Login to ZPS using your credentials

Go to the INZE section where you can find STN

Click on create stock transfer note which will open the following screen

Fill in the details by scanning the QR or by selecting the options from the dropdown for both items and location. 

Click on create and the created STN would be visible on the STN UI

6. How can I check for the STN that I created?

To filter out the STN created by the user, the user can enter the STN ID and they can search with the ID.

7. What information will be present in STN?

The following information will be present in the STN:

Item details

Information about who created the STN

From location and to location of the items

QR serial output

Item name and Item code

Inventory status- Available

8. How can the user keep track of the items moved from one location to another?

The user will be able to keep track of what item got transferred from which location to which location with the help of an excel report.

9. What are the use cases where an STN is required?

GRN Item QC Pass/Fail: Moving items to main stock or MRB.

Work Order Released: Moving items from main stock to the WIP area.

FG Dispatch: Moving finished goods from WIP to ready for dispatch (RFD).

MRB Location: Moving items to rework, return to the supplier, or scrap.

10. Can a STN be canceled or modified? 

During the creation process, users can cancel the STN if needed. However, once the STN is generated and recorded, it cannot be modified

11. What error messages the users might encounter during STN creation? 

Users might encounter the following error messages:

Unauthorized User Login: "You are not authorized. Please contact the administration."

Scanner Unable to Read QR Details: "QR code detail not scanned, please proceed with manual entry."

Incorrect QR Code Scanned: "Invalid Location QR."

Duplicate Item Scanned: "Item already exists."

Same Location for 'From' and 'To': "From and To locations are the same."

Duplicate Serial Group Items: "Item exists with the same From location with Same Status."

12. How is the STN ID Created?

The STN ID (Stock Transfer Note ID) is typically generated automatically by the inventory management system when a new STN is created.

13. How to read STN?

STN-BLR-230815-0001

• STN: Indicates that this is a Stock Transfer Note.

• BLR: Represents the location code, here "BLR" might stand for Bangalore.

• 230815: The date of creation, August 15, 2023 (YYMMDD format).

• 0001: The sequential number for the STN created on that date.

3. MDN:

1. What is a Material dispatch note?

• A Material Dispatch Note (MDN) is a document used to record and track the dispatch or shipment of materials or goods from the warehouse or production facility to the customer.

2. What is the Platform used for MDN?

•  The platform that is used for MDN is ZPS

3. How do I access MDN in ZPS?

• Login to https://zps.uat.zetwerk.com/home/dashboard directly and navigate to INZE and then to the MDN section where you find the create material dispatch note tab

• The path  ZPS>INZE>MDN

User can search for the MDN created by entering the MDN number

Users can also search or filter out with the help of storage location.

4. Who can create MDN?

The shop floor supervisor can create MDN.

5. What information do I need to provide while creating MDN?

Login to ZPS using your credentials

Go to the INZE section where you can find MDN

Click on create material dispatch note which will open the following screen

Fill in the details for MDN

Add the serial number of the item and the dispatch date.

Click on create and the created MDN would be visible on the MDN UI

6. What device will be used to create MDN?

The user initiates the MDN creation process on a mobile device.

7. How to add the item for MDN?

The user scans the QR code of the finished product to fetch relevant data, including serial number, work order ID, item code, item name, and customer item code.

8. What are the validations for MDN?

The system verifies the availability of the scanned FG item in inventory. It also checks the dispatch date, ensuring it falls within the allowed timeframe (current date or up to the QR creation date).

9. What are the confirmation details?

The user reviews the automatically populated information and confirms the MDN creation.

10. What if the QR data is not fetched?

If the QR code data is not fetched, the user can manually enter the Zetwerk Serial No. The system will then auto-populate the remaining details, and the user can proceed with the MDN creation.

11. What Happens After an MDN is Created?

The MDN triggers the consumption of the FG unit from the inventory, updating the inventory status and reducing the available quantity of the dispatched materials.

12. What Validations Occur During MDN Creation?

The system performs the following validations:

Inventory Status Check: Ensures the scanned FG item is available in the inventory.

Dispatch Date Validation: Ensures the dispatch date is within the allowed timeframe (not before the QR creation date and not after the current date).

Serial Number Validation: Confirms that the serial number is available and not already consumed.

QR Code Scanning: If the QR code is not readable, the system will prompt manual entry.

13. How Can I View Created MDNs?

Mobile Screen displays a list of all created MDNs. When a user clicks on an MDN ID, the screen shows all related information, such as serial number, item code, item name, work order ID, customer item code, and dispatch date.

14. How Does the MDN Affect Inventory Management?

The MDN creation directly impacts the inventory by marking the FG item as "consumed" and updating the inventory records to reflect the decrease in available stock.

15. When should an MDN be created?

An MDN should be created whenever a Finished Good item is ready for dispatch from the inventory after it has passed the Quality Control (QC) checks. This triggers the consumption of the FG from the inventory.

16. Can multiple items be included in a single MDN?

Currently, each MDN is created for one Finished Good unit

17. Can the dispatch date be modified?

Yes, the dispatch date is initially set to the current date by default, but it can be modified. However, it cannot be set earlier than the QR code creation date or later than the current date.

18. Can an MDN be canceled or reversed after creation?

Currently, once an MDN is generated, it cannot be reversed or can