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How to handle IPR's for Diesel Supplies?

← 7. Invoice Payment Receipts (IPR)

The Problem

  1. Diesel can be delivered to Tsimiroro from multiple originating stations.
  2. Documentation in theory should be sent to the Antananarivo Office before the arrival of the trucks at Tsimiroro.
  3. Diesel Trucks may arrive before any notification has been made to the Antananarivo (Tana) Office.
  4. The Warehouse are unable to receive items (Diesel) without a valid IPR and FCN record.
The Solution.
Once the PO has been issued to the supplier and deliveries commence, the supplier will produce a Delivery Docket, similar to the one shown below, which should be sent to Tana Office.

http://tmms-oil.com/support/wp-content/uploads/2013/11/delivery-docket1.jpg

This Document is used as the source of the IPR and the subsequent FCN.
On receipt of a copy of the Delivery Note, or Invoice (in the unlikely event that it arrives first) the User should carry out the following steps:
  1. The User first finds the relevant PO in the system.
  2. Assuming the PO is still unfulfilled, an Add IPR button will be displayed at the top left hand side of the screen. (See Below).
http://tmms-oil.com/support/wp-content/uploads/2013/11/AddIPR.png

ADD IPR


On clicking this button the Add IPR screen is displayed as below:

http://tmms-oil.com/support/wp-content/uploads/2013/11/IPRScreen.png

The User then completes the form as follows:
  1. Effective Date : This is the date listed on the Delivery Docket, or in the case of an Invoice, the Invoice Date.
  2. In the case of a Delivery Docket, then the Delivery Docket Number must be entered in the IPR Delivery Rcpt No field, in the case of an Invoice the Invoice Number should be entered in the IPR Invoice field and the Amount of the Invoice.
  3. In both cases scanned copies of these two documents should be added the appropriate fields. Note: The form requires either a Delivery Receipt or an Invoice No and the appropriate scanned documents.
  4. If a Delivery Note is added, then the Invoice Amount field is not required.
  5. The record is then saved. After the refresh, the Add IPR Detail button is clicked.
This takes you to the following screen to add IPR details for this IPR. The Purpose of this is to allow Individual Items from the PO to be delivered and received at different times. In the case of Diesel Deliveries, there will only be one line item.

Add IPR Detail


http://tmms-oil.com/support/wp-content/uploads/2013/11/ADDIPRDETAIL.png

The user then :
  1. Selects the appropriate PO Line item and
  2. Enters the Qty of Items on the Delivery Note or Invoice.
  3. Saves the record, or uses Save and Next if there are additional lines to add.
In the case of Diesel this should be one line only.

Create and Despatch FCN


The User must then create an FCN for this IPR. The purpose of creating the FCN at this time is to register that the truck has been dispatched and is en-route to Tsimiroro.

Alternate Solution

In the event that the truck arrives in Tsimiroro before valid IPR's and FCN's have been added to the system. The Warehouse Manager is then able to carry out the following steps ( which are similar to those stated above). 
  1. On arrival of tankers in Tsimiroro, the Warehouse Manager or deputy will identify from the Delivery documents the appropriate Purchase Order (PO).
  2. For each Delivery docket (ie Truck), he will create an IPR  record for that PO, entering the Effective date (delivery date on the docket) , the Docket Number, Qty , along with a scanned copy of the Docket, and create an IPR Detail record. (Note An additional field has been created for the Delivery docket, and the Invoice may be entered at a later date on receipt.)
  3. To allow the receipt of the Trucks, the operator will create an Freight Consignment Note (FCN) for each truck arriving on a particular Day, selecting the IPR Details he created in step 2. Then mark the FCN as "Despatched".
  4. He will now be in a position to receive the Item against the correct PO Items as though the FCN had been created at the originating station.

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