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Seeking Opinions: Qty mismatch due to Gr booked for excess qty when compared with physical qty

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Posted on by 12
Dear fellow forum members,
Greetings. Hope this message finds you well. I am reaching out to this vibrant community to seek valuable insights and opinions on a topic / concern that has been on my mind lately. I believe that each person of this community possesses a unique perspective, and I am eager to learn from their experiences.
A concern where Delivery note document shows that 1500 ltrs have been delivered at site and GR was done for 1500 ltrs , but after emptying the container tank there was an shortfall of 100 ltrs , by the time the Gr was to be undone , it was to late, as the batch had already been consumed by going through compositioning process to form a new batch by blending two batches.
 
Parallely to this , respective person at site reached out to vendor and had discussed the concern with him, to which he relentlessly agreed and sent an original invoice with excluding shortfall qty
 
To Readers raising an question why did vendor agreed to above? 
 
(Solution -The vendor A gets two orders from different customers for the same raw material (X) with 500 ltrs of consignment from Customer B and 1500 ltrs of consignment from Customer C , The vendor created two different delivery note for 500 and 1500 ltrs respectively for both customers and loading the material into single tank of 2000 ltrs , by the time the container tank reached Customer B , his tank was empty by 500 ltrs and he ended up fuelling site’s tank by 500 ltrs by referring to his delivery note, and further while unloading normal spillage took place for 100 ltrs , the tank then continued its journey to reach to customer C who directly ended up doing Gr for 1500 ltrs , by taking Delivery note which was meant for him, as an supporting document and him unknown of the fact that 100 ltrs was short due to spillage occurred at earlier customer’s site. Thus the vendor agreed to raise invoice for the qty of GR that was done) 
Now, without further ado, let me take a deep dive into my query:
1 - I can’t undo GR due to the material already consumed into composition process
2 - To book invoice for whole 1500 ltrs and raise an cr memo for shortfall qty , the same isn’t feasible due to invoice already raised with exclusion of shortfall qty
I look forward to engage in thoughtful conversations and benefit from the diverse range of viewpoints within this community that would give me solutions related to Nav system and not limiting to business solution (if any). Your expertise and insights will undoubtedly contribute to a comprehensive exploration of this matter.
Thanking you in advance for taking the time to read and respond to my query.
Warm regards,
Keval
  • Jun Wang Profile Picture
    Jun Wang 3,539 Super User on at
    RE: Seeking Opinions: Qty mismatch due to Gr booked for excess qty when compared with physical qty

    If the received lines haven't been invoiced, your solution works as well.

  • Kevald Profile Picture
    Kevald 12 on at
    RE: Seeking Opinions: Qty mismatch due to Gr booked for excess qty when compared with physical qty

    Dear Appliwin,

        Thank you for your guidance, please provide your views on below solution of mine

    1 - To book Invoice against gr of 1400 ltrs at value matching with Invoice sent by vendor referring to as original invoice

    2 - To book invoice for remaining 100 ltrs spillage at 0 Value

       The above shall nullify the quantity received not invoiced boolean and close the transaction

    3  - To show a purchase return for 100 ltrs at 0 value which further will end up being reconciled with leftover qty as 1400 ltrs

  • Jun Wang Profile Picture
    Jun Wang 3,539 Super User on at
    RE: Seeking Opinions: Qty mismatch due to Gr booked for excess qty when compared with physical qty

    Since the goods have already been consumed in a compositioning process, it is not possible to undo the goods receipt or adjust the invoice directly related to that transaction. However, you can consider making a negative inventory adjustment to reflect the actual physical quantity on hand. Also make sure to apply the negative adjustment to the inbound entry no. to ensure the cost is correctly applied.

    You might also need to consider a proper way to close the original invoice. For example, make full payment of invoice to close it, then create a credit memo or refund per agreement with vendor.

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