Managing GRC for Local Purchase

When a store needs to buy locally procured items, a GRC needs to be created against that in the HO. This article describes how to create a GRC for local purchases in case of against order in Ginesys Desktop and in case of adhoc in Ginesys Web.

Step-by-step guide

The process is divided into the following parts:

At HO

Pre-requisites

The users' role must have access to the Level 3 [Save and Edit Both] app operation to the following modules through Roles in Ginesys Web - Admin - Security:
1. Change Site
2. Procurement > Goods Receive Challan (In Ginesys Web, Add, Modify and Release app operation privileges must be assigned to the connected user in Ginesys Web - Admin - Security - Roles)
3. Procurement > Goods Receive Challan - Wizard
4. Procurement > Order Management > Purchase Order
5. Procurement > Goods Receive Challan - Against Order
6. Procurement > Invoicing > Purchase Invoice
7. Procurement > Approval > Authorize Order
  
  You may not need to separately authorize the purchase order if the users' role has the Allow authorization of Purchase Order privilege. You can check if you have the privilege in the following path: Ginesys Web - Admin - Security- User Profile - <User Profile of the user>- Procurement.
8. Procurement > Approval > Release Document
  
  You may not need to separately authorize the purchase order if the users' role has the Auto Release of Document Creation privilege. You can check if you have the privilege in the following path: Ginesys Web - Admin -Security - User Profile - <User Profile of the user>- Procurement.
  OR
  
  You can check the app operations for the above mentioned modules, in the following path: Ginesys Web - Admin - Security - Roles.

The document numbering scheme for GRC and Purchase Invoice must be present and synced.
The following master needs to be present in the system - Vendor, Stock Points, Item, etc.

Steps

GRC against Order

Go to Ginesys Web > Change Site. Ginesys- Change Site window appears.
Enter the required site by clicking on the lookup icon beside the Site Name field and click OK.
Click OK in the Ginesys - Change Site window.
Then go to Procurement > Goods Receive Challan. Procurement - Goods Receive Challan window appears.
Fill in the details of the form like Vendor Name, Stock Point, Agent etc. by clicking on the lookup icon beside each field.

Stock Point is a mandatory field. The displayed values in the list of stock points depend on the chosen OU (Organisational Unit).
Click on the Item Details button. The Item Details window appears.
Select the required items and click OK.
Click on the Charge Details button. The Charge Details window opens.
Click on Calculate button.
Then click on OK.
Then click on Save.
A dialog box appears saying the stock will be posted on the entry date and also ask you if you want to authorize the goods receive document. If you want to authorize the Goods Receive Document, then click on Yes or else click on No.
Important

Note: If auto-authorization is enabled, you won't need to authorize the document.
If you click Yes, Receipt no. <GRC No.> created successfully - message is displayed. Click on OK.
If you click No, the GRC will be saved but it's status will show Unauthorized. The document can be later authorized by a user with proper rights in the following path: Procurement > Approval > Authorize Order.
Another dialog box appears asking you if you want to create a purchase invoice against the GRC. If you want to create a Purchase Invoice, then click on Yes or else click on No.
If you click Yes, Purchase Invoice window opens. Enter necessary details and click on OK.
Invoice Number <Purchase Invoice No.> generated successfully - message is displayed. Click on OK.
If you click No, the GRC will be created without a Purchase Invoice against it.
The newly created purchase invoice is displayed on the screen.
The changes can be seen after sync at HO.

GRC Adhoc

Go to Ginesys Web > Connected Site. (Top right -hand corner below logged in user's details).
Ginesys - Change Site window appears.
Enter the required site by clicking on the lookup icon beside the Site Name field and click OK.
It shows a confirmatory message - Do you want to change the Default site or date? It will refresh the current page.
Click on OK.
Then go to Ginesys Web > Procurement > Operations > Goods In / Out > Receipts.
Click on Add, the Procurement > Operations > Goods Receive Challan window appears.
Fill in the mandatory details of the form like Receipt No., Vendor Name, Stock Point, Type, Trade Group Name and Term Name etc. by clicking on the lookup icon beside each field.
Fill in the logistic details if applicable.
Then fill in item details.
Calculate the applicable charge amount.
Click on OK.

At POS

Pre-requisites

The users' role must have access to the Purchase feature by enabling View operation for the feature in Ginesys POS - Admin - Security - Roles (Cashier etc)- Access Rights - Back Office - Transactions.

Steps

The process is divided into the following steps:

The details of GRC created in HO will be reflected at POS after running a complete sync cycle.
Go to POS Back Office > Transactions > Purchase. The Purchase Documents window opens.
The newly created GRC will be displayed.
You can click on the View button to view the details of the GRC.

Important

Note: The Purchase option is a display only section. You cannot add or edit any information here.

Important

Scenario:

A locally produced new item, A001, needs to be added to list of items available for sale at store.

The user must connect remotely to the HO and change the site to the store. Then he needs to create a GRC document for the local purchase and sync it to the store.

Then the item will be available for sale at the store.