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How to undo Receipt and invoice for Purchase Shipments in Navision 2018

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Posted on by joshtechsolutions

4,376

Hi,

I have business scenario. I purchased a Fixed Asset wrongly after I have generated the GRN. Right now I need to remoe the item from the PO.

However, I understand that in Navision I cannot undo Receipt for G/L Accounts and Fixed Asset.

So I went ahead and did a credit memo in hope to reverse it as mentioned by Steven in the linked.

https://community.dynamics.com/business/f/dynamics-365-business-central-forum/418960/how-to-do-undo-receipt-for-consumed-items

I tick this Return Original Quantity, and selected the GRN that I want to reverse and posted.

I can see that my post was successful in the Posted Purchase CR/Adj notes and in the Posted Purchase Return Shipments..

However, at my PO my Qty Received and Qty Invoiced is still show data.

Question 1 : What is the Return Original Quantity used for?

Question 2: Why is it that after I did credit memo, I still can't revert my amount?

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Community Member Microsoft Employee on at

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RE: How to undo Receipt and invoice for Purchase Shipments in Navision 2018

Josh,

As long as you DO NOT Invoice the Purchase Order, you can Reverse the Posted Receipt and start over. You would go to the Posted Purchase Receipt document and use the Reverse function.

Thanks,

Steve
joshtechsolutions 4,376 on at

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RE: How to undo Receipt and invoice for Purchase Shipments in Navision 2018

Okay, understood. So it will remove the original received quantity, but in the PO, the Quantity Received will still have the number there.

So normally what do we do to the incorrect PO? Do we just leave it in the PO list?
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RE: How to undo Receipt and invoice for Purchase Shipments in Navision 2018

Josh,

Yes, you follow me. As to your next question, when you do the Post Return Order this will remove the original received quantity so you are good and have 0 quantity left. To correct all this you would create a NEW PO and receive the correct quantity and cost.

Thanks,

Steve
joshtechsolutions 4,376 on at

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RE: How to undo Receipt and invoice for Purchase Shipments in Navision 2018

Hi Steve,

I follow you. So that means even if I do post return orders, my original PO will not revert back the amount to Quantity to Receive and Quantity to Ship.

Which means that even when I have done my return orders, and credit memo or credit note. Quantity Received and Quantity Invoiced, will still remain with the numbers.

In that case, can you advise does that means my quantity is back in the inventory?

Does that means I need to open a new PO?

Hmm.. if my Qty received and Qty Invoiced doesn't revert back and stays the same... doesn't it affect my inventory?

Thank you for you advise.
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Community Member Microsoft Employee on at

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RE: How to undo Receipt and invoice for Purchase Shipments in Navision 2018

Josh,

I think I follow you...

You took the original PO and did a Post Invoice to close it out.

You created a Purchase Return Order, you Post-Ship and Post Invoice the Return Order.

I think you are asking about Quantity Invoiced and Receive show it as 0 but I am not sure where and on what document. Posting Returns DOES NOT update the original Purchase Order so this part I am confused. Can you explain or send pics.

Thanks,

Steve
joshtechsolutions 4,376 on at

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RE: How to undo Receipt and invoice for Purchase Shipments in Navision 2018

Hi JC,

I have tried your suggestion to Ctrl + Alt + F1, but inside the amount at Qty to Receive and Qty to Invoice is still 0.
joshtechsolutions 4,376 on at

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RE: How to undo Receipt and invoice for Purchase Shipments in Navision 2018

Hi Steven,

Please see below if what I have done qualifies for PO being Posted.

I can see my GRN.

I have went ahead and do Posted Purchase Invoice. - PI-2109003

I have done Purchase Return Orders and was given this id PRO-2109008

I have done Posted Purchase Return Shiments – PO-2109009.

Lastly, I have also done Post Return Shipment – PRO-2109010.

All of the above that I have done, have yet to bring my Quantity invoiced and Quantity Received back to Quantity to Invoice and Quantity to Receive.. Assuming that should be the way after I revert it.

Appreciate your inputs.
jcarre01 40 on at

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RE: How to undo Receipt and invoice for Purchase Shipments in Navision 2018

Hi,

Question 1:

The "Return Original Quantity" is used to tell the system that you want to generate a Credit Memo (and return shipment) with the same original quantity as on your PO.

The Qty Received and Qty Invoiced on your PO are still the same, and it is perfectly normal : even if you returned them, you still received and invoiced them at one point. However, there are other fields on the purchase lines that tells you the returned quantities. These fields are not visible, but you can see them with "About this page" (you have to select a purchase line first, otherwise, you will see the PO header information) :

Then, in the click on "Table Fields", and search for the "Return Qty. ..." fields (fields are sorted alphabetically):

You can also access this with the shortcut "Ctrl+Alt+F1".

Question 2:

I'm not sure to understand this question.... When you post the credit memo, it will generate a ledger entry with a credit amount equal to the debit amount of the ledger entry generated by the purchase invoice.

Regards,

JC
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RE: How to undo Receipt and invoice for Purchase Shipments in Navision 2018

Josh,

In Question 1 - were you expecting the Original PO Qty. Received and Qty. Invoiced to be reduced by the Posted Purchase Return Shipment? If yes, that is not the case. The 2 documents are separate. The Return Original Quantity box implies you are return the original Quantity of 8. It is for ease of entry.

The Original PO will need to be Posted and invoiced. You can then apply the Credit memo to the open Purchase Invoice to NET the amount owed or in this case since you returned all 8 (assuming this is a 1 line PO), it will zero out.

Thanks,

Steve