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Dynamics 365 Community / Forums / Microsoft Dynamics NAV (Archived) / correcting errors to p...
Microsoft Dynamics NAV (Archived)

correcting errors to purchase invoices after posting (RTC SP1)

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Posted on by Community Member

Apologies, but new and fairly green in NAV!  I have recently posted a purchase invoice which doesn't match the actual purchase invoice from the supplier. What is the best and easiest way to correct this (the supplier invoice is correct, and the purchase order price we entered in dynamics was wrong), bearing in mind the inventory value will now be wrong. On a separate point, if I have already sold and invoiced the item above before realising the error, how do I correct this all through the system 

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  • Verified answer
    Laura Nicolas Profile Picture
    Laura Nicolas 512 on at

    Since the item is already sold you could use the Revaluation Journal to correct the item value.

    Post a Credit Memo and a new Invoice directly to a G/L Account to correct the vendor balance.

  • Community Member Profile Picture
    Community Member on at

    Thanks for your answer - it is a great help with the second part of my question. However, if I have not sold the item (see first part of my question), how do I proceed?

  • Community Member Profile Picture
    Community Member on at

    To completely reverse all we usually use the copy document feature to create an exact copy of the invoice as a credit memo. This will reverse everything then you can use copy document again to recreate the po but this time update the prices before posting

  • Suggested answer
    Jill Geiger Profile Picture
    Jill Geiger Microsoft Employee on at

    There would be two ways to adjust the cost.

    option 1: Issue a credit memo. You can use either the Copy Document or the Get Posted Doc. Lines to Reverse options. The Get Posted Doc. Lines to Reverse has more features than the Copy Document such as:

    Multiple documents--> you can copy multiple documents vs. the Copy Document you can only choose 1

    Select specific lines-->if the document has multiple lines that you want to copy from..you can pick and choose which line. Where as the Copy Document it is either an all or none...it copies all lines or you can not choose the document at all.

    Select Lines from multiple documents--> again you can pick and choose which lines and from multiple documents. Where as the Copy Document will only allow all lines within the 1 document and copy 1 document at a time.

    Auto Exact Cost Reverse--> Get Posted Doc. Lines to Reverse will ALWAYS populate the fields for Exact Cost Reversal regardless of any setup within Purchases & Payables. Where as with the Copy Document the ‘Exact Cost Reversing Mandatory’ option in Purchases & Payables must be marked and then the ‘Applies-to Item Entry’ will be populated. If not, then it's a manual process of choosing the Applies-to Item Entry that it should apply the reversal to.

    Return sold qty - (Purchase Return/CM)--> allows you to return specific purchases and match the cost of the returns to the correct purchase.

    So the Copy Document is still available, but as you can see the Get Posted Doc. Lines to Reverse option has quite a few more features to it.

    Option 2: another option you could do as well is create a Credit Memo and do an Item Charge on the Credit Memo line, you can apply a Purchase Price Adjustment with the Line Type of Charge(Item) and a new code of Purchase Cost Adjustment to the original Purchase Receipt Quantity and adjust the purchase cost for the amount of the difference in the cost. This will then leave a vendor Invoice with a Credit Memo to offset the price difference owed to the Vendor for the wrong posting.

    The option chosen is really up to you as to what you want presented on the Vendor A/P side.

    option 1: Either reverse the full amount of the balance by doing a Credit Memo and doing the Get Posted Doc. Lines to Reverse or Copy Document and create a new replacement order and Invoice for the correct amount of the purchase of each item.

    option 2: You can just post an adjustment to the cost for the difference using a Purchase Credit Memo and adjust the cost of the items purchased using the item charge(mentioned above), in which case the Credit Memo nets against the Invoice to present a net total owed to the vendor.

    Thanks,

    Jill

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