Purchase order corrections

Sometimes you will receive items in error - perhaps against the wrong purchase order, or the wrong items. There are two ways to deal with inventory over-receipt.

Un-receiving items on a purchase order

This method of correction is the preferred method when dealing with items that have been received on a purchase order by mistake. Un-receiving will remove the required number of items from stock and show them as un-received on the original order. When they do arrive they can be received as normal.

This method can be used as long as:

  • The invoice has not been received on the order
  • The items are still on hand. Note that allocation and fulfillment can be reversed in order to free the items up and then un-receive them on the order.

When items are un-received on a purchase order the original accounting created when receiving the items is reversed.

  • Stock/inventory account (nominal) code is credited.
  • Inventory received but not invoiced / Inventory transit account is debited (code set at Settings > Company > Accounting: Accounts )

How to un-receive items on a purchase order

  1. Search for and open the purchase order.
  2. Click the X received link on any of the order rows.
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  3. Select the item for which inventory should be unreceived.
  4. In the pop-up window enter the quantity to be removed and click the Update inventory button. The items are removed from stock and are now waiting to be received on the order.

Deleting a goods-in note

Each time a batch of items are received on a purchase order a goods-in entry is recorded. A whole goods-in note, or batch, can be deleted to mark all the items as un-received. Like un-receiving the specific items as described above this will then show the items as un-received on the original order so that they can be received as normal when they are delivered.

Use this method when:

  • The invoice has been received on the order
  • The items are still on hand. Allocation and fulfillment can be reversed in order to free the items up and then un-receive them on the order.

When items are un-received on a purchase order by deleting a goods-in note, the original accounting created when receiving the items is reversed:

  • Stock/inventory account (nominal) code is credited.
  • Inventory received but not invoiced / Inventory transit account is debited (code set at Settings > Company > Accounting: Accounts)

How to delete a goods-in note

  1. Go to  Products > Inventory detail  report and use the filters to find at least one of the items on the purchase order.
  2. In the Actions column on the far right, click the red cross.
  3. Confirm that you wish to delete the batch/goods-in note in the pop-up window by clicking the Delete batch button.

 

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