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GRS Process

GRS Workflow

GRS Menu

Step 1: Process Initiation

An employee initiates a request to transfer a product into their custody.

New GRS Request

To initiate a new GRS request, fill in the following fields:

  • Customer: Select the customer (optional).
  • Scheduled Date: Specify the intended request date.
  • From Location: The From Site ID is auto-filled based on the user's configuration. This field is accessible only to users with the GRS-Manager or Logistic-Manager role.
  • To Location: The To Site ID is auto-filled based on the operation type configuration. This field is also restricted to GRS-Manager and Logistic-Manager roles.
  • Source Document: Provide the related document number.
  • Next Action: This field appears when approval from higher management is required. Authorized personnel can update this field if the designated approver is unavailable.
  • Submit: Click to submit the GRS request.

New-GRS

Step 2: Direct Manager Approval

The direct manager of the employee reviews and processes the request.

  • Navigate to GRS ➡️ All GRS Requests to view and take action.

  • Approve or Reject: The direct manager may either approve or reject the request.

Approve/Reject

Step 3: Department Manager Approval

The department manager reviews and processes the request.

  • Navigate to GRS ➡️ All GRS Requests to view and take action.

  • Approve or Reject: The department manager may approve or reject the request.

Approve/Reject

Step 4: Logistics Manager Approval

The logistics manager reviews and processes the request.

  • Navigate to GRS ➡️ All GRS Requests to view and take action.

  • Approve or Reject: The logistics manager may approve or reject the request.

Approve/Reject

Step 5: Physical Transfer

The warehouse team verifies and completes the physical transfer of the product.

Warehouse Transfer (Warehouse Team)

Once all approvals are secured, the request is sent to the warehouse team for stock transfer to the employee’s custody.

Navigate to Inventory ➡️ GRS to view and process the transfer request.

Inventory

Validate Transfer (Warehouse Team)

  • Select Lot/Serial Numbers: Choose the relevant lot or serial numbers for the product transfer.

Add-Lot-Serial

  • Validate Transfer: Confirm the transfer details to proceed.

Validate-Transfer

  • Confirm Expired Product Transfer: The system prompts for confirmation if the transfer includes expired products.

Expired-Products

Step 6: Process Completion

  • The status of the request changes to Done.
  • Warehouse staff can generate a transfer slip by clicking the Print button.
  • After-Validate
  • The items are successfully transferred to the employee’s custody and become visible under My Custody in the GRS menu.
  • Under-Custody
  • The system automatically updates inventory records.
  • Upon successful transfer, a Transfer Entry (GRS Note) is generated in Microsoft Dynamics GP – On Discussion