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Returnable DC In

note

To go back to the search screen, click Returnable DC In next to Welcome at the top-right corner of the page.

Use Returnable DC In when items sent through Returnable DC Out are received back. The screen helps you bring back the quantity, select the matching source, choose the returned serial numbers, and continue inspection and follow-up actions.

1. Search Returnable DC In​

Go to Purchase -> Operations -> Returnable DC In.

Use the filters:

  • Party Type
  • Returnable DC In Number
  • Returnable DC In From Date: Mandatory
  • Returnable DC In To Date: Mandatory
  • Vehicle Number

Click Search to view records.

The result list shows:

  • Party Type
  • Supplier / Customer: Name of the supplier, or the customer and plant, selected on the record
  • Returnable DC In Number
  • Returnable DC In Date
  • Vehicle Number
  • Inspection Status: Shows OPEN or CLOSED for the record
  • View / Edit

Once results are loaded, click Export Excel to download the result list as an Excel file.

2. Add Returnable DC In​

Click Add Returnable DC In.

Header Details​

Enter the required details:

  • Party Type
  • Supplier or Customer / Plant
  • Returnable DC Out Number
  • Returnable In Number: Auto-generated when auto-numbering is enabled; otherwise enter it manually. Mandatory, and read-only once the record is being edited.
  • Returnable In Date: Mandatory
  • Vehicle Number
  • Invoice Number: Optional
  • Invoice Date: Optional
  • DC Number: Optional
  • DC Date: Optional
  • DC Notes
  • Remarks

Get Line Item​

You can inward one or more outward documents in a single entry.

Steps:

  1. Select Party Type
  2. Select the correct Supplier or Customer / Plant
  3. Select one or more Returnable DC Out Number
  4. Click Get Line Items

Get Line Items stays disabled until Supplier/Customer, Plant, and Returnable DC Out Number are all selected, and is disabled once the record's Inspection Status is CLOSED.

The screen loads the available line items from the selected outward documents.

3. Line Item Entry​

The line item table shows:

  • Type
  • Product
  • Source Type
  • Part Status: Status of the part carried over from the outward line, shown as a read-only value
  • Status
  • Inspection Status: Shows OPEN or CLOSED for that line
  • Outward Qty
  • Already Inward Qty
  • Inspected Qty
  • Qty / Approved Qty
  • Machining Rejection Quantity
  • Casting Rejection Quantity
  • Debit Quantity
  • Source / Serial Number
  • Price Per Product
  • Service Cost Per Product
  • CGST and SGST: Shown when the supplier's billing address is in the same state as your organisation; enter the applicable tax percentage for the line
  • IGST: Shown instead of CGST/SGST when the supplier's billing address is in a different state or country; enter the applicable tax percentage for the line
  • Total Price: The line's price after tax (Taxable Amount plus Tax Amount)

Totals​

Below the line item table, the following are calculated automatically from the line items and cannot be edited directly:

  • Taxable Amount: Total taxable value across all line items
  • Tax Amount: Total tax (CGST + SGST, or IGST) across all line items
  • Net Total Amount: Taxable Amount plus Tax Amount, the final total for the document

Source and Serial Selection​

The screen works based on the outward line setup:

  • If the outward line uses source, you must choose the source in the inward line
  • If the outward line uses serial number, you must choose the serial number in the inward line

This selection is mandatory. The system does not allow submission without the required source or serial number selection.

Material Source in Returnable DC In​

When the line uses source, click Add Source or Edit Source.

The popup shows only the source rows that were selected in the outward entry.

Enter the inward quantity source-wise.

Important rules:

  • Total selected source quantity must exactly match the current inward quantity entered in the line
  • You cannot enter more than the available quantity shown in the popup
  • While editing, you cannot reduce a source below the quantity that is already inspected from that source

Example:

  • If source quantity in the inward line is 5
  • and the source Pending Quantity becomes 3
  • it means 2 is already inspected
  • during edit, you cannot reduce that source below 2

This protects already inspected quantity from being reduced by mistake.

Auto Allocate (FIFO)​

Under Add Source / Edit Source on each line, click Auto Allocate (FIFO) to allocate the inward quantity from the oldest source first. You can still open Edit Source to adjust the allocation manually.

Serial Number in Returnable DC In​

When the line uses serial numbers:

  • select the serial numbers from the dropdown
  • selected serial count must match the current inward quantity
  • optionally check Auto Select Serial Numbers, shown below the dropdown, to have the system automatically pick the required count of serial numbers instead of selecting them one by one

Important rules:

  • If a selected serial number is already inspected, it is locked
  • Locked serial numbers cannot be removed in edit
  • Locked serial numbers appear disabled in the dropdown
  • Auto Select Serial Numbers is disabled when the line already has locked serial numbers or is cancelled

4. Edit Returnable DC In​

Open the record using View / Edit.

Edit Rules​

  • Inward quantity cannot be less than already inspected quantity
  • Source selection cannot be reduced below already inspected source quantity
  • Locked serial numbers cannot be removed
  • If related follow-up documents are already confirmed, edit may be restricted

What the System Protects​

The system prevents the following in edit:

  • reducing source quantity below already inspected quantity
  • removing inspected serial numbers
  • saving source total that does not match the line quantity
  • saving serial count that does not match the line quantity

5. Submit​

Click Submit after completing all line items.

Before submit, the system validates:

  • required header fields
  • inward quantity values
  • source quantity matching line quantity
  • serial count matching line quantity
  • source availability
  • serial availability

Zero Quantity and Short Close​

If a line has inward quantity 0 and source quantity 0, the system asks for confirmation on Submit:

  • When creating a DC In, the Confirm Zero Quantity dialog appears.
  • When editing a DC In, the Confirm Short Close dialog appears. Confirming short closes the line.
warning

Submit is blocked if the inward quantity is 0 but source quantity is still allocated. Reduce the source to 0 first, then submit.

6. File Upload​

You can upload supporting documents from the file upload section when required.

Important Screen Terms​

  • Outward Qty: Quantity sent out earlier
  • Already Inward Qty: Quantity already received back
  • Inspected Qty: Quantity already inspected after inward
  • Pending Quantity: Quantity still waiting for inspection from the selected source
  • Add Source: Opens the source-wise inward quantity popup
  • Serial Number: Select individual returned serial numbers

Best Practices​

  • Use the correct Returnable DC Out Number before clicking Get Line Item
  • Check the line quantity before selecting source or serial number
  • Make sure source total exactly matches the current inward quantity
  • Review locked serial numbers carefully during edit
  • Do not reduce source quantity if part of that source is already inspected