[Music] hi guys welcome to yet another episode of microsoft erp business tutorial series so in today's episode we are going to explore about the item arrival journal and microsoft dynamic 365 so with that note let's get into the episode hi guys welcome back so for getting into item arrival journal click on inventory management module expand journal entries so under the journal entries we have already covered about the moment journal we have also reviewed the inventory adjustment journal we did a good detailed uh video on transfer journal uh the previous episode was on uh bill of material that is bomb journal uh we also did a episode related with consignment warehouse where we covered about the inventory ownership change journal so we pretty much covered everything in a very detailed way in the series so do watch all these episodes that i've already done in the past before coming to this particular episode so now the next topic here is the item arrival gel in fact we have also covered this partially we have covered about the transfer order but we will soon cover about the arrival overview which is quite similar to that of item arrival that we will cover in you know in a while maybe in in the forthcoming episodes so today's topic is going to be the item arrival journal so as the name indicates the item arrival journal facilitates the receiving of the item which is coming towards your warehouse in your organization so you can use item arrival general to either receive your purchase order i purchase order uh entries that are coming into your warehouse or your transfer order that is coming from a neighboring warehouse to your house you can receive them using uh the item variable journal or your customer return that is your return sales order you can go ahead and receive them using the item arrival gym so then what is the use of receiving through the item arrival journal and directly receiving using the purchase order because we have seen that even within a purchase order we have a product receipt where we can still go ahead and receive the item using the product proceeds and how is it different from the item arrival journal so to answer to all those question let's first get started with the purchase order creation and discuss about the purchase order receiving and then we will see how do we then receive it using an item arrival journal and what is the difference between the purchase receive and the item arrivals general received so we will compare them uh very clearly in this series sorry in this episode so let me first go and open a purchase order document on sourcing i have already created a purchase order in the system to save some time all purchase order and that one so this purchase orders at the moment in the confirm the status and i have already added three items in this particular purchase order now i will pack it on the gasket so this particular purchase order is created for the cs warehouse and these are the purchase order line so as usual we know that the first process is confirming the purchase order which i already did and then you can get into the received tab generate a receipt list and then go ahead and post a product receipt and receive the item into the inventory or into the warehouse but this particular procedure is very much suited when your organization is small when your warehouse is small and you would like to directly go ahead and receive a purchase order using the product receipt within the purchase order document but in a cases where your warehouse is quite big and you have a separate warehouse personnel in the warehouse who are responsible for receiving the goods then it will be a lot more easier to provide with a simple window or an another option like our arrival journal that is item arrival journal to very quickly key in the purchase order number and click on a button register the item and receive the item into the warehouse so the item arrival journal gives ability for the warehouse personal who are not in general having access to the purchase order document directly but rather they use a item arrival journal screen type in the purchase order number and receive the item into the warehouse but this uh for receiving it could be any kind of a product that is coming to the warehouse necessarily need not be a purchase order as i mentioned before it could be a written order it could be a transfer order so we can use the same screen which is the arrival item arrival screen and key in the relevant reference number whether it's a transfer order or purchase order and quickly go ahead register the item and receive the item into the warehouse so the item um arrival journal is lot more easier compared to getting into the respective documents like purchase order transfer order or a written order and then performing the receipt this is using the item arrivals is a lot more easier so that is the reason number one where we can opt for uh going with the item arrival journal over the purchase order and the reason number two is in majority of the organization the items that they handle are either serial number tracked or a batch number track so whenever the items are serial number or batch number track we have another process which is before your product receipt or receiving process it's going to be your product registration so during the registration process is where we quickly register the serial number or the batch number for the product and then get started with the product receipt process or the receiving process of the item so when we're using the item arrival journal it becomes lot more easier to register all the product within a purchase order transfer on one single shot and quickly receive it into the inventory whereas it becomes little difficult for registration because we might need to register line by land when we are using a purchase order to receive or sorry purchase order to register and then receive the item whereas it's quite easy in a case of an item arrival journal so in order for um us to compare the purchase order receiving and registration with item arrival journal registration receiving let's first do a registration of the item using the purchase order itself because even within a purchase order we can register the item and then bring in the item using the product receipt and we will repeat the same process using uh item arrival and then let's compare both the scenarios so you will be very clear about the pros and cons of using both the methods so um and one more thing i want to mention is in some organization it becomes mandatory to register the item before we go ahead and receive them so the setup to make that process mandatory is available within the item model group there is a parameter that we need to turn on we already discussed this in brief while discussing about the item model group topic but let's now first turn on the parameter and then we will go get started with the registration process so in order to make the registration process mandatory we have a item model group set up that is let's get into the item model group of this item normally registration processes are meant for item with the serial number batch number but in order to standardize the process because in a in a single purchase order we may have certain items of the serial number and certain items which are with no tracking dimension so we we can't skip the registration for one item and have the decision for other items so to standardize the process we normally use the registration for all the item irrespective of whether there are serialized or batch number track okay so let's make the registration process mandatory for that we need to get into the item model group if you see i'm using a general item model group and tagging it against all the items so if i change the parameter in this item model group that is applicable for all the item regardless of whether it is batch number track or serial number track so the parameter is over here so let me edit it and click on the registration requirement so if i click on the registration requirement and go back to your purchase order so now i'm not going to register the purchase order lines i'm going to directly go ahead and receive the purchase order so the system will not let you receive them because we made the registration to be mandatory before receiving okay so let me put the purchase order number here so now the system is trying to post the product proceed but of course it won't because of the issue that is uh one quantity could not cannot be received because item transaction with the status registered is insufficient because we haven't registered the item yet so in this case the registration process becomes mandatory so in order for us to register the item we need to get into the line update as i mentioned before line updates normally used to update single line in a purchase order so when i use a line update and register the line it needs to be registered line by line so just assume that if you have 50 lines of purchase order then you might need to register them line by line so that really makes our job tough so if you use the item arrival journal you can just register all the lines in one shot that's a great advantage of using item arrival over the purchase order so for registration get into the registration form add registration line confirm registration so it's registered likewise i need to do it for all the lines just in case if you also have a partial registration you can even do that as well so in this case since all the lines are of quantity 1 i'm going to completely register the purchase order so that's done and that's done so we have successfully registered all the three lines in the purchase order so once we register it it's not possible for us to go and submit the product receipt which is the usual process and once you finish your registration if you go and check your inventory transactions you will see that under the product receipt um you will have the status of registered okay so registered meaning haven't fully received but it is registered so even if a particular product is under the register status it will still be available physically for the reservation inside the inventory meaning i can still go ahead and use this inventory in a sales order and even finish the sales process so the registration means that the physical inventory is available just that the cost price running average cost price will not be updated for that particular item however after you issue it and later on during the inventory evaluation or inventory closing process all those costings will get adjusted automatically okay so the registration process still means that the item is an inventory so uh that is the inventory status and we have successfully registered it so now if i try to do and post the product receipt the system wouldn't give me any errors because the registration is done as per the setup and now we are hosting it so this is how we receive an item using a purchase order right we already know this process just the registration is quite new process to us that we have already reviewed so now let's go and do the same using the item arrival journal but for that we need a purchase order so let's quickly create a purchase order and receive a purchase order using the item arrival journal so click on new that one side of my house just for the example i'm only going to add two lines here so alloy let's say 10 quantity and one more we pack it let me make it as a quantity let's confirm this okay so the confirmation is done successfully and we are not going to register it or we are not going to receive it using a purchase order so i'm only going to copy the purchase order number and let's get into the item arrival general so i can't create an item arrival general directly because i do not have the general name created yet so if you see there is no general name created so the journal names needs to be created within the inventory management not in our usual regular place where we normally go under the journal names so there is a separate place for this so under the journal names don't get into the inventory get into the warehouse management so if you go into the warehouse management click on new item arrival journal arrival journal choose item arrival general here and that's it just close it so now we can even make it as a default so we did not need to manually choose it every time you put it on item arrival journal so just get into the journal and at a variable channel so we have already reviewed all of these journals so the accounting and tag counting is pending which hopefully we'll see soon in the coming episodes so the arrival journal is done and now let's get into the arrival journal and let's create our first arrival journal journal name would be populated by default and this is where the important thing is so whether you are receiving a purchase or a transfer order or you would you have a sales order meaning it's a return sales order however whatever it is you might need to mention it here as a reference and then choose your relevant purchase order number so in this example it's 213 so i can either go or maybe type the purchase order number here so this is normally done by the warehouse associates who are responsible for receiving the item arrival so after keying in all of this say just okay so we already referred this item arrival journal with the purchase order so it doesn't make sense for me to add the lines from a purchase order manually over here so the line should gets automatically pulled in from the purchase order for that to happen get into the functions section create lines so i'm not going to initialize the quantities just going to give ok so meaning the lines will automatically be coming from the purchase order into the item arrival so you can even bring the warehouse on site so you will also see that the same arrows inside will populate here which we have defined in the purchase order and one more thing if you notice here is the quantities are not coming in so normally if your company very often receives partial order so instead of receiving the whole purchase order if they always receive partially for the majority of the cases then it makes sense not to initialize the quantity because whatever partial order comes in i can just type the order and then receive it okay but if it is very rare that you get the partial order normal cases you get the full purchase order in one shot or to your doorstep then it makes more sense for us to uh create the lines from the purchase order by including the quantity that is just click on it and say okay meaning even the quantity and the purchase order lines will come in even if you want to edit something you can go ahead and edit edit the line maybe if you only received 5 out of 10 you can edit it and say 5 and register only 5 to start with okay so at this moment i'm just going to receive everything so it is just added so now what we can do is we can click on validate it's for validating your arrival journal and post the arrival general so as soon as you post the arrival journal it doesn't mean that the item is received successfully it only means that the first step of the purchase order that we tried before which is it only means that the items are registered okay so if i now go to the original purchase order from where this items are coming if i go and check the item transaction it will not be in the ordered status rather it will be in the registered status meaning we have already registered the item and they have reached the doorstep so now we have two choices we need to receive the item into the warehouse for receiving you can now directly go into the purchase order and do the receipt process or if you do not have access to the purchase order your role and you want to still receive it in one single place then you don't need to go into the purchase order document for receiving while you're registering it here rather you can get into the functions section and there is a button called as a product list so if you check this product receipt is will be the same screen as that of the product receipt that we have seen in the purchase order see the screen is same so even if i go here and check the product receipt you will find the same screen so only difference is here you can choose ordered quantity register now quantity here it is by default says registered quantity because uh we are creating the product receipt directly from the registration form so system assumes the quantity in this form are already registered okay registered quantity so yeah so this is done let's copy the purchase order number and put it here and now it is possible for us to receive the uh item so once the item is received let's go back to the purchase order and try to refresh the purchase so the item is received so this is the purchase order let me cancel this prior proceed as we already received it and refresh the purchase order you will see that the purchase order status is received now you can go ahead into the purchase order and invoice purchase order and sending i mean inverse purchase order once you receive the inverse from your vendor so this is how you normally do the registration and the item arrival process using the item arrival journal hope it was useful now we will also see some more additional usage of item arrival journal and how do we effectively use item and idle journal in the future episode thanks for watching this episode see you again in another episode [Music]