When purchasing bonded goods, a mixture of bonded and non-bonded warehouses is not allowed on the same purchase order (i.e., a bonded warehouse into which the bonded goods will be received must be entered for all purchase order lines on the same purchase order).
The same procedure is applicable, as described in Manually enter a purchase order, except for the following:
- The item must be a bonded item.
- The warehouse into which you receive the bonded item must be a bonded warehouse (i.e., the Bonded warehouse field for the warehouse in Work with warehouses must be set to YES).
- An IM7 reference for every purchase order line on the purchase order must be entered. Even though the system does not perform a validation of the entered IM7 reference (i.e., the reference can be whatever your business decides, e.g., year/month/date), this reference is used to track the bonded goods and is automatically updated in the Customs-related files.
The following sections outline the procedures:
Purchase bonded goods
To purchase bonded goods do as follows:
- Select the Work with purchase orders menu item.
- You access Work with purchase orders, Header view. Click Add.
- You access Purchase order maintenance. Complete the following mandatory fields:
- Handler
- Supplier number
- Enter the supplier.
- Order type
- Enter the purchase order type for a normal purchase order.
- Warehouse
- Enter the warehouse code for the bonded (logical) warehouse (i.e., the Bonded warehouse field for the warehouse in Work with warehouses is set to YES) into which the bonded item will be received.
- You access the Add lines panel where you enter the purchase order lines for the purchase order. (See Manually enter a purchase order for the different alternatives when adding the items for the order lines, and the fields that are defaulted but can be changed).
- Item/Assortment
- Enter an item code for the bonded item from the Item file.
- Quantity
- Enter the quantity to purchase, per purchase unit.
- Unit
- Optional entry. If you leave the field blank, the system retrieves the default purchase unit from the Item file/Supplier information panel.
- Nat
- If the EU reporting function is activated, enter the Nature of transaction code.
- You remain on the Order lines panel (or return to this panel after confirming any catch weight quantities). Note: If there are any errors with the new order line, the system prompts the Order line, main info panel, highlights the errors and displays a message.
- On the Order lines panel, right-click the purchase order line, and select the Change option. On the Order line, Main info panel, enter the information in the IM7 reference field.
- On the Order lines panel, click the IM7 Fast entry function key. You will access the IM7 Fast entry panel where you can enter the IM7 reference for all order lines on the purchase order one at a time; OR enter it for the first order line and then click the Repeat IM7 ref function key to apply the same IM7 reference to all lines. Click the Update lines function key to update the lines.
- On the Header view panel, right-click the purchase order and select the IM7 Fast entry option. You will access the IM7 Fast entry panel where you can enter the IM7 reference for all order lines on the purchase order one at a time; OR enter it for the first order line and then click the Repeat IM7 ref function key to apply the same IM7 reference to all lines. Click the Update lines function key to update the lines.
- After entering the IM7 reference, print the order. On the Header view panel, right-click the order and select the Print order option.
Click OK.
For this example, complete the following fields:
Click OK to update the purchase order line.
To add more lines, repeat the procedure as described above.
Mandatory IM7 reference entry
The IM7 reference must be entered for all purchase order lines on the purchase order. As previously mentioned, the system does not perform any validation of the entered reference (i.e., it can be whatever your business decides, e.g., IM7-02-21-2025 for month/day/year). This reference is used to track the bonded goods and is automatically updated in the Customs-related files.
To enter the mandatory IM7 reference you have the following alternatives:
Direct reception
Perform a direct reception for the purchase order line(s) to the bonded warehouse.
Do as follows:
- On the Work with purchase orders, Header view panel, right-click the purchase order and select the Lines option.
- On the Work with purchase orders, Order lines panel, right-click the line and select the Rcv line option.
- You access the Work with receptions, Details panel. Enter the Zn, Location and Received qty, and click OK.
- You access the Work with receptions, Lines panel. Click the Confirm function key.
(Note: If you receive a message that the exchange rate must be entered, click the Header function key and enter the Exchange rate in the Exchange rate field.)
After confirming the reception, the system will automatically update the following:
- The warehouse balance enquiry will display the quantity received for BOTH the bonded (logical) and physical warehouses (i.e., in the Available and On hand columns).
- The Customs-related files will automatically be updated as follows:
- The Work with customs reference file will always display the available balance against each IM7 reference. After confirming the reception of the purchase order, this file will store the goods purchased against the IM7 reference and reception timestamp. Any changes to this file may only be done by users with ADMIN authority, and only limited details are allowed to be altered. Any altered details will automatically be logged in the Customs reference log file (which is accessed via the Enquiries menu).
- A new entry will be added in the Work with customs reporting file after reception confirmation with details like, e.g., quantity purchased, supplier, IM7 reference, Country of origin, reception, and transaction dates.
(Note: See Storage and tracking in About the bonded warehousing functionality for more detailed information about the updates to these Customs-related files.)
The bonded item(s) is now available to clear and sell to your domestic customer(s), or export (sell) to your non-domestic customers.
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