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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / Posting extra quantity...
Finance | Project Operations, Human Resources, ...
Answered

Posting extra quantity to a PO

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Posted on by oldman.logan 559

Hey everyone! The purchase dept recently posted a PO for 12.8 MT of a chemical. The material was transferred to the customer site directly from port, so we didn't weigh the goods considering it was the same quantity that we ordered.

The customer receipt shows that they have received 13.2 MT. So that's an additional 0.4 MT or 400 KG.

The scenario now is that we have already invoiced the PO with 12.8 MT and sales orders have been invoiced over the full 12.8 MT quantity. We want to update the stock with the additional 0.4 MT to the same PO. What is the best way to do this?

  • oldman.logan Profile Picture
    oldman.logan 559 on at
    RE: Posting extra quantity to a PO

    Thanks for the advice Dr. Reinhard. I will take it up with the applicable departments.

  • Verified answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Posting extra quantity to a PO

    Hello iron.apologist,

    You are right about the cost prices and that the one that is posted for the 0.4 MT will be too low if it does not include the extra charges, etc.

    If this is a major issue for you then the only thing that comes to my mind would be reversing everything that has been recorded and posted before completely.

    That is, creating a new PO to record a credit (note) for the previously recorded qty and amounts and then creating a third new one where you post the complete and correct quantity with all charges.

    The difference is just the time and effort needed.

    If you think that the costing impact is extremely important though then that's the only way I see to get things completely right.

    Best regards,

    Ludwig

  • oldman.logan Profile Picture
    oldman.logan 559 on at
    RE: Posting extra quantity to a PO

    Thanks for your reply Dr. Reinhard. Yes we have the option to add an extra line and then revise the PO with the new quantity as PO-2 and then invoice it. My concern is that will this affect the cost of the item? We have added all the miscellaneous charges (documentation & freight charges) to the first line. The second line will not have this but the quantity is considerably small however.

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Posting extra quantity to a PO

    OK.

    I see.

    In AX2012 you can modify even invoiced purchase / sales orders depending on the parameter setting that has been made in purchasing/sales parameters.

    ('safety level of invoiced orders')

    Would that be an option to add an additional line in your orders to invoice the rest?

  • oldman.logan Profile Picture
    oldman.logan 559 on at
    RE: Posting extra quantity to a PO

    Good Morning Dr. Reinhard. No this is not a normal practice. We usually bring it to our warehouse, receive it, weigh and check it before releasing it to a customer. But in this case, we had a logistics issue and the shipment was severely delayed. We usually have a buffer stock which we replace and replenish based on order and it is a crucial raw material for their production. In the current covid scenario and delay in shipment, considering that our client is at a huge distance, it would have been counter-intuitive to bring it back to our place and then send it back again.

  • Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Posting extra quantity to a PO

    Good morning iron.apologist,

    Is this your normal process of handling those discrepancies?

    What would you do if the customer receipt would show let's say 12.5 MT?

    Would you create a credit note in this case?

    Best regards,

    Ludwig

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