Internal Consignment GIN Applet

Purpose and Overview

The Internal Consignment GIN Applet is designed to streamline the management of consignment stock issues within your organization. It enables the Sales team to create Goods Issue Notes (GIN) for consignment items, track all consignment issues in a centralized listing, and view detailed line-item information for each transaction.

Key Features Overview

Who Benefits from This Applet?

Sales Representatives:

• Create consignment GIN items quickly for customer demos or trial placements
• Track what has been issued to which customer or location
• View line-level details for accurate follow-up and reconciliation

Sales Managers:

• Monitor all consignment issues across the team
• Review consignment stock usage patterns
• Ensure proper documentation of items released from consignment

Warehouse & Inventory Teams:

• Maintain accurate consignment inventory records
• Support physical issuance with proper documentation
• Reconcile consignment stock levels against GIN records

Finance & Operations:

• Audit trail for consignment consumption
• Support monthly billing and supplier reconciliation
• Compliance with consignment agreement tracking

What Problems Does This Solve?

The Manual Consignment Tracking Problem:

Managing consignment stock without a dedicated system leads to:

• Lost or missing records of what was issued
• Difficulty reconciling physical stock with supplier billing
• No visibility into which items went where
• Manual spreadsheets prone to errors

The Internal Consignment GIN Applet Solution:

• Digital documentation - Create GIN records for every consignment issue
• Centralized listing - View all consignment GIN items in one place
• Line-item visibility - See exactly what items and quantities were issued
• Audit compliance - Complete trail for supplier reconciliation and internal audits
• Sales-focused workflow - Designed for Sales team efficiency

Key Features Overview

Key Concepts

Understanding Consignment GIN

A Goods Issue Note (GIN) for consignment stock documents the release of items from consignment inventory. Unlike owned stock, consignment items remain supplier property until consumed or sold.

GIN Structure

Consignment GIN Header (Main Details)
│
├── Consignment GIN No (auto-generated)
├── Branch
├── Transaction Date
├── Currency
├── Purchaser
│
├── Account (Supplier/Entity)
│   ├── Bill To address
│   └── Ship To address
│
└── Lines (Line Items)
    ├── Item 1: Product, Quantity, Serial/Batch/Bin (if applicable)
    ├── Item 2: Product, Quantity, Pricing Details
    └── Item 3: Product, Quantity, Issue Link

Flow Through the Hierarchy:

1. Main Details: Captures branch, transaction date, currency, and purchaser
2. Account: Supplier (entity) and billing/shipping addresses
3. Lines: Specific products, quantities, pricing, and optional serial/batch/bin tracking
4. Optional Tabs: Payment, Department Hdr, Contra, Doc Link, Attachments, Export (configurable per tenant)

Consignment vs. Owned Stock

Quick Start Guide

Get up and running quickly with these essential workflows.

For Users: Create Your First Consignment GIN

Goal: Issue consignment stock and create a proper GIN record in 5 steps.

1. Navigate: Go to Internal Consignment GIN from the sidebar (default landing)
2. Create New: Click the "+" (Create) button on the listing
3. Main Details Tab:
   • Select Branch and Transaction Date
   • Choose Currency
   • Select Purchaser
4. Account Tab: Select Supplier (entity), Bill To, and Ship To addresses
5. Lines Tab: Click Add Line → Select Item, enter Quantity → Optionally add Serial Number, Batch Number, Bin Number, Pricing Details, or Issue Link
6. Create: Click CREATE (or RESET to clear)

What happens next? The GIN is created and you are taken to the Edit view. Use FINAL to post the document when ready.

Pro Tip: Ensure items are configured as consignment items and linked to the correct supplier before creating GINs.

For Managers: Review Consignment GIN Listing

Goal: View and monitor all consignment GIN documents created by your team.

1. Open Listing: Go to Internal Consignment GIN from the sidebar → the main listing opens by default
2. Advanced Search: Use filters for Consignment GIN No, Branch Name, Supplier Name, Created Date, Transaction Date, or Created by
3. Review Details: Click on any row to open the Edit view with full header, account, and line items
4. Post Documents: Select records and click FINAL to post GINs
5. Export (Edit tab): Use the Export tab when viewing a GIN to generate printable format PDFs

What you can do: Use the listing to track activity, identify high-usage suppliers, and prepare for supplier reconciliation.

For Warehouse Staff: Fulfill a Consignment GIN

Goal: Physically issue consignment stock and ensure documentation matches.

1. Receive Notification: GIN created by Sales (or review pending list)
2. Pick Items: Locate consignment stock and pick quantities per line items
3. Verify: Cross-check quantities and serial numbers against GIN
4. Issue: Release items to requester or shipment
5. Confirm: Ensure GIN status reflects completion in system

Tip: Keep the GIN printout or screen open while picking—cross-check each line item before releasing stock.

For Admins: Initial System Setup

Goal: Get the consignment GIN system ready for the Sales team in 5 steps.

Step 1: Configure Consignment Items (Master Data > Items > [Item] > Consignment)

• Flag items as consignment and link to the correct supplier
• Set default consignment location for each item

Step 2: Set Up Warehouses (Master Data > Warehouses or Inventory > Locations)

• Define locations that hold consignment stock
• Ensure consignment items are allocated to the correct storage areas

Step 3: Assign Permissions (Settings > Permissions or Tenant Admin > Roles)

• Grant Sales reps: Create Consignment GIN, View Consignment GIN
• Grant Warehouse: View Consignment GIN
• Grant Finance: View Consignment GIN (for reconciliation)

Step 4: Verify Consignment Receipt (if applicable)

• Ensure consignment stock has been received via Consignment GRN before issuing
• Check consignment inventory balances

Step 5: Test

• Create a test consignment GIN as a Sales rep
• Verify it appears in the listing
• Confirm line items display correctly

Ongoing: Monitor consignment usage and reconcile with supplier billing cycles.

Creating a Consignment GIN

This section covers the detailed process for creating consignment Goods Issue Notes.

Prerequisites

Before creating a consignment GIN, ensure:

• Consignment items are configured in the system
• Items are linked to consignment suppliers
• Consignment stock is available at the issuing location
• Your user has permission to create consignment GINs

Step-by-Step: Create Consignment GIN

Step 1: Main Details Tab

Step 2: Account Tab

Step 3: Lines Tab

For each item being issued:

Step 4: Optional Tabs

• Payment: Record payment against the GIN (if tab visible)
• Department Hdr: Add department-level details (if tab visible)

Step 5: Create and Finalize

• CREATE: Saves the GIN in Draft status and opens the Edit view
• FINAL (from listing or Edit view): Posts the document and updates consignment inventory

Edit Form Tabs

When editing a consignment GIN, additional tabs appear (if enabled in Application Settings):

Use SAVE to persist changes, RESET to discard, or DELETE (with confirmation) to remove a draft GIN.

Consignment GIN Listing

The listing provides a comprehensive view of all consignment GIN items created.

What You Can Do

• View all consignment GINs in a table format
• Filter by date range, status, location, or creator
• Search by GIN number, reference, or customer
• Sort by date, GIN number, or other columns
• Open any GIN to view full details

Listing Columns

Advanced Search Fields

Line Item Listing

The Line Items navigation provides a dedicated view to search and manage consignment GIN line items across all documents. Access it via Line Items in the applet sidebar.

Line Item Search Fields

Line Item Details (per line)

Viewing Line Items

Option 1: From a GIN record

1. Open the Internal Consignment GIN listing and click on a GIN row
2. In the Edit view, go to the Lines tab
3. Add, edit, or view line items for that GIN

Option 2: Dedicated Line Items view

1. Click Line Items in the sidebar
2. Use Advanced Search to filter by GIN No, Item Code, Item Name, or Txn Amt
3. Click a row to open the parent GIN in edit mode

Configuration & Settings

Administrators configure the Internal Consignment GIN Applet via Settings in the applet sidebar. The following settings are available:

Settings Menu Structure

Configurable Tabs (Application Settings)

The following tabs can be shown or hidden per tenant via Settings > Application Settings:

Consignment Item Setup

Navigation: Master Data > Items > [Item] > Consignment

Before creating consignment GINs, ensure items are properly configured:

Warehouse/Location Setup

Navigation: Master Data > Warehouses or Inventory > Locations

• Define locations that hold consignment stock
• Ensure consignment items are allocated to correct locations
• Set up consignment-specific storage areas if needed

User Permissions

Navigation: Settings > [Permission Set / User / Team / Role Permission Listing]

Integration with Consignment Purchasing

The Internal Consignment GIN Applet integrates with:

• Consignment Receipt/GRN - Stock received into consignment
• Consignment Inventory - Current balances
• Consignment Reconciliation - Monthly billing and supplier settlement

Ensure the Consignment Purchasing process is properly configured for end-to-end tracking.

FAQ

Q: Where do I find the Internal Consignment GIN applet? A: Go to Internal Consignment GIN in the sidebar (typically under Inventory or Purchasing, depending on your tenant setup). If you don’t see it, your role may not have access—contact your administrator.

Q: What is the difference between a consignment GIN and a regular GIN? A: A consignment GIN issues items from consignment inventory (supplier-owned stock at your location). A regular GIN issues your owned inventory. Consignment GINs reduce consignment balances and feed into supplier billing when you’re charged for consumed items.

Q: Can I edit a consignment GIN after submitting it? A: It depends on your system configuration. Draft GINs can usually be edited. Once submitted or completed, changes may be restricted—check with your administrator. If you need to correct a completed GIN, you may need to create a reverse/adjustment entry.

Q: Can I create a consignment GIN if I don’t have consignment stock? A: No. The system validates stock availability at the issuing location. If you get an error, check the consignment inventory balance for that item and location. Stock must be received via a Consignment GRN first.

Q: How do I find a specific consignment GIN I created? A: Open the Internal Consignment GIN Listing and use Advanced Search: filter by Consignment GIN No, Branch Name, Supplier Name, Created Date, Transaction Date, or Created by.

Q: How does a consignment GIN affect supplier billing? A: Each consignment GIN reduces your consignment inventory. When the supplier sends a consumption invoice (typically monthly), it’s based on these GIN transactions. Finance uses the GIN records to reconcile and verify the invoice.