Invoice quantity does not match the product receipts quantity and its a partial invoice

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Posted on by ColdIce

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I have created a purchase order of quantity 14 and done product receipt for 14. while invoicing I selected all the product receipts and on the invoice line it shows quantity 14. Then I changed the quantity on the invoice line to 10 and invoiced it. The system prompted about the mismatch of the quantity on the product receipts and invoice line which was neglected. The status of the order is not invoiced and I still need to invoice the remaining 4 but all my product receipts are consumed on the last invoice. What is the best/possible solution to do this?

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Bilal Issa 4,370 on at

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Hi,

the system will create a pending invoice , so delete it and then create your invoice again, but this time make sure you match the product receipt to the invoice Qty .

to delete the pending invoice purchase ledger ->supplier invoices -> pending supplier invoices -> search for your invoice and then click delete.

Regards,

Bilal

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ColdIce 110 on at

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Thanks Bilal for the response. I have deleted all the pending invoices, but the line does not pull through on the vendor invoice since the last invoice has consumed all the product receipts. Is there anyway to reverse the product receipt or release it from the last invoice?

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Bilal Issa 4,370 on at

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so the last invoice posted successfully even though you had an error about Qty mismatch ?

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ColdIce 110 on at

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Yes, the last invoice was successfully posted consuming all the product receipts. So now the situation is, all the product receipts are consumed on the last understated invoice, and I still need to invoice with the remaining quantity.

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Mamdouh 146 on at

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Hi,

if you want to cancel or correct the product receipt (in case the PO not invoiced), you can handle from the below path

>>>Procurement and sourcing/Inquiries/Journals/Product Receipt

select the mentioned PO number and cancel

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ColdIce 110 on at

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Thanks for the response. But the order is already invoiced and used those product receipts. How can I fix it now?

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Mamdouh 146 on at

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Hi ColdIce,

Every Purchasing transaction has 2 sides (Quantity and Amount) in two phases physical and financial,

you have to check and track the impact of this transaction physically and financially and then decide the proper action to handle.

please share the transaction status

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Abdo Khoury 14,855 on at

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hey ColdIce, i have the same exact issue, did you manage to solve this issue? please share

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Pan Yang 10 on at

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Hi friend,

I have made the same mistake and found a way to fix such a problem. If you check the item's inventory transaction you invoiced the wrong qty, you will see that the qty registered in the system is correct, but the inventory cost amount was applied with the wrong amount (in your case, you will see that the inventory cost for the 10 pcs is applied with 6 pcs' inventory cost). Hence, the solution is simple. We could use the inventory adjustment function to correct the inventory cost. Please follow the following steps to proceed:

1. Go to Inventory management > Periodic tasks > Closing and adjustment.
2. Click Adjustment.
3. Click Transactions.
4. Click Select.
5. In the list, find and select the Lot ID field.
6. In the Lot ID field, type in the Lot ID of the inventory transaction you need to adjust.
7. Click OK.
9. Click Edit on the top left.
10. In the Edit now field, enter an adjustment value 33,091.53 ( for example, 40 qty inventory cost is 131,447.54, and this inventory cost is applied to 50 qty. So we need to add 33,091.53 to the 131,447.54, so that it will match 50 qty inventory cost).
11. Click Post.
12. In the Posting Date field, select the date you invoiced.
13. In the Note field, type the reason why the adjustment is needed.
14. Click OK.

Check if the correct inventory cost is applied to this item’s inventory transaction

1. Go to Product information management > Products > Released products.
2. Open Item number column filter.

3. Enter a filter value of the item ID on the "Item number" field using the "is one of" filter operator.

4. Click Inventory Transactions, then click transactions.

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