Edit release notes (RNs) - Intergraph Smart Materials - Version 10.1 - Help - Hexagon

Intergraph Smart Materials Help (10.1)

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Intergraph Smart Materials
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Smart Materials/Smart Reference Data Version
10.1

A release note is a formal document that enables the buyer or expediter to take delivery of a shipment against an order.

  1. Click the Expediting task on the dashboard or select Expediting from the Tasks list.

  2. To view the release notes assigned to an agreement do the following:

    1. Select an agreement.

    2. Click the Inspection and Shipping Releases tab.

    3. Click Release Notes.

      All release notes assigned to the agreement are displayed.

      SHARED Tip If Over, Short & Damaged reports (ODSs) are defined for the release note, you can click Yes in the OSD Site or OSD Traffic column to view the corresponding OSD numbers.

  3. Alternatively, do the following:

    1. Select Release Note from the Group by list.

    2. Select a release note.

      The release note details are displayed on the right.

      SHARED Tip Click ExpandTreeNode next to the release node to view the assigned agreement and click the agreement number to view all assigned release notes on the right.

Create a release note

  1. On the Release Notes tab, click Add Release Note Com_Add ICON.

  2. Type the release note number in the Release Note Number cell.

    If project default ZP_EXPRULE is set to Y, the rule assigned to ZP_RN_RULE is applied to automatically generate the new release note number. The release note number cannot be changed.

  3. Click Delivery Designation Com_LOV_Add ICON and select a delivery designation.

    • If project default ZP_IGNR_DD is set to Y, the delivery designation is ignored when selecting the routing method. This means, it is not needed to enter the delivery designation, because it will be overwritten with the delivery designation that is assigned to the routing method when you select the routing method.

    • If project default ZP_VRN_ISH is set to Y, the select list is restricted to the values used on the current agreement.

  4. Click Routing Method Com_LOV_Add ICON and select a routing method.

    A routing method includes a set of destinations describing the transport route from the supplier to the construction site.

    • If project default ZP_IGNR_DD is set to N, the select list is restricted to the routing methods that are assigned to the selected delivery designation.

    • If project default ZP_VRN_ISH is set to Y, the select list is restricted to the values used on the current agreement.

  5. Click Incoterm Com_LOV_Add ICON and select an incoterm.

    The incoterm (international commercial term, a three-letter trade term) defines the tasks, costs, and risks associated with the material transportation and delivery.

    If project default ZP_VRN_ISH is set to Y, the select list is restricted to the values used on the current agreement.

  6. Click Delivery Place Com_LOV_Add ICON and select a delivery place.

    The delivery places define the intermediate destination where the material has to be provided according to the agreed incoterm.

    If project default ZP_VRN_ISH is set to Y, the select list is restricted to the values used on the current agreement.

  7. Click Release Note Date Com_DateAndTime ICON and select the date when the release note was created.

    The release note date must be greater than or equal to the agreement approval date.

  8. Click Delivery Date Com_DateAndTime ICON and select the item shipment forecasted delivery date.

  9. If the weight unit is not defined, click Weight Unit Com_LOV_Add ICON and select a unit.

  10. Click Save.

Delete a release note

  1. Select the release note you want to delete.

    Release notes can only be deleted if

    • the release note is not approved,

    • the release note items are not placed on a package,

    • no OSD (over, short & damage) exists for the release note.

  2. Click Delete Release Note ICON Remove.

  3. Click Save.

Add comments to release notes

  1. Click Comments Com_Comments ICON.

  2. To add a new comment, proceed as follows:

    1. Type a sequence number in the Seq box.

    2. Type the comment in the Comment box.

    3. Click Add Comment Com_Publish ICON.

    4. Click Save.

  • To remove a comment, click the X above.

  • To sort the displayed comments, select Ascending or Descending at the top right.

Edit release note dates

Each release note has a routing method assigned, that defines the destinations where material will be transported on its way from the supplier to the construction site.

  1. Click the release note number to view the release note details.

  2. Click Destination Dates.

    • The destinations are displayed in the pre-defined sequence, starting with the destination that represents the contractual delivery date, indicated by the selected Delivery Date check box.

    • The date for which the event shown in Date Type has been forecasted can be entered in the Forecasted Date box, and the date on which this event actually took place in the Actual Date box.

  3. Click Com_DateAndTime ICON and select or type the date you want to enter.

    • The actual inspection date and the actual IRC date are automatically set when assigning an IRC to an item shipment. These dates cannot be updated.

    • Some events trigger an automatic setting of a forecasted date or an actual date:

      • Assignment of an IRC -> Actual inspection and actual IRC

      • Assignment of a release note -> Forecasted delivery date

      • Ready date for the release note -> Actual hand-over date

      • ETD (Estimated Time of Departure) for the means of conveyance (MOC) -> Forecasted shipping date

      • ATD (Actual Time of Departure) for the MOC -> Actual shipping date

      • ETA (Estimated Time of Arrival) for the MOC -> Forecasted traffic arrival date

      • ATA (Actual Time of Arrival) for the MOC -> Actual traffic arrival date

      • Posting of the MRR -> Actual arrival on site date

  4. Click Save.

    If you entered a forecasted date, the downstream forecasted dates are automatically calculated under consideration of the pre-defined transit days.

Assign item shipments to the release note

  1. Select a release note that is not approved (this is, Approved By and Approved Date are empty).

  2. Click the release note number to view the release note details.

  3. Click Add Item Shipment Com_Add ICON.

    Only item shipments are displayed that are not on a MCS or on an IRC with a date beyond the release note date, and that have not an NCR assigned (NCR Reference Number entered), or if the NCR assigned to the item shipment is released (NCR Release Date set). Additionally, only item shipments with matching delivery type, delivery designation, routing method, incoterm and delivery place are available for selection.

  4. (Optional) Select Copy item shipments from IRC and select an IRC number from the list.

    Only item shipments on the selected IRC appear.

  5. Select the check box of the item shipments you want to add to the release note.

    SHARED Tip You can select the check box in the header to mark all displayed item shipments.

  6. Click Add to add the selected item shipments to the release note.

  7. If required, change the quantity in the Release Note Quantity cell.

    • If you change the quantity to a value less than the item shipment quantity, the quantity of the original item shipment is reduced to the release note quantity, and a new item shipment is created with the delta quantity (original quantity - release note quantity).

    • If project default ZP_CHGRELN is set to Y and you have the CHANGE RELN AFTER APPROVAL privilege assigned, you can change the quantity even if the release note is approved.

  8. Click Save.

  9. Click the Description tab to view the ident short description and the ident deviation of the selected item shipment.

  10. Click the Schedule tab to display the planned, forecasted, and actual delivery date of the selected item shipment.

  11. Click All Release Note Documents to return to the release notes overview.

Assign and edit item shipment properties and CIPs

With the use of attached properties you can provide additional information in a flexible way.

Properties assigned to the Release Notes > Item Shipments grid via role are displayed in the Properties section. Customer-Installed Procedures assigned to the Release Notes > Item Shipments grid via role are displayed in the CIPs section.

For adding properties or property sets, editing or deleting properties, proceed as follows:

  1. On the Item Shipments tab, select an item shipment.

  2. Click Manage Properties Com_Properties ICON.

  3. To add a new property, do the following:

    1. Click Add Property Com_Add ICON.

    2. Click Group Com_LOV_Add ICON and select a property group.

    3. Click Name Com_LOV_Add ICON and select a property.

    4. Type a property value in the Value box.

      SHARED Tip If a select list was defined for the property, you can click Com_LOV_Add ICON to select a valid value.

    5. Click Save.

  4. To add a pre-defined set of properties, do the following:

    1. Click Add Property Set Com_Set_Add ICON.

    2. Select the property set.

    3. Clear the check boxes of the properties which shall not be added.

    4. Click Add.

  5. To remove properties, do the following:

    1. Select the property you want to remove.

    2. Click Delete Property ICON Remove.

Add comments to release note details

  1. On the Item Shipments tab, select an item shipment.

  2. Click Comments Com_Comments ICON.

  3. To add a new comment, proceed as follows:

    1. Type a sequence number in the Seq box.

    2. Type the comment in the Comment box.

    3. Click Add Comment Com_Publish ICON.

    4. Click Save.

  • To remove a comment, click the X above.

  • To sort the displayed comments, select Ascending or Descending at the top right.

Release for packing

A release note must be released for packing to use it in the downstream process.

  1. Select a release note that is not released (this is, Approved By and Approved Date are empty, and the Release for Packing button is enabled)..

  2. Click Release for Packing.

    If project default ZP_EML_SUP is set to Y, the Release for Packing dialog opens where you can do the following:

    • Optionally, type a comment in the Comments box.

    • Optionally, attach documents using the Attach File Com_Attach ICON button.

    • Click Release and close the dialog.

      An email is sent to the supplier with the comment and the files attached.

      If project default ZP_EML_TC is set to Y, an additional email is sent to the traffic coordinator, but without comment and attachments.

  3. Alternatively, click Approval Sequence to Perform multi-step approval of a release note.

  • A release note can only be released/approved

    • if at least one item shipment has been assigned to the release note,

    • if the quantity for each item shipment on the release note is greater than 0 (zero),

    • if the release note quantities are matching the heat number quantities, in case the project default ZP_CHK_HQT is set to Y.

  • The item shipments assigned to a released/approved release note cannot be changed.

  • If you have the ALLOW CHG RLN DATE FIELDS privilege and B/L or AWB is marked, you can update the Release Note Date, Delivery Date, and Ready Date of a released/approved release note.

  • If you have the CHANGE RELN AFTER APPROVAL privilege and the project default ZP_CHG_RELN is set to Y, you can change the release note quantity of the item shipments assigned to a released/approved release note.

Revert the release note from packing

  1. Select a released release note.

  2. Click Revert from Packing.

The release for packing cannot be reversed if

  • a bill of lading or air way bill number has been entered for the release note on any means of conveyance, indicated by the selected B/L or AWB check box,

  • a MRR (material receiving report) has been created for the release note,

  • a MMT (material movement ticket) is assigned to the release note.

  • If the ownership of the release note is with Jovix.

  • the traffic coordinator has released the release note.