Under receiving on Purchase Orders

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Posted on by Azzure-IT-CSwann

Hello,

I am seeking advice on the correct process of closing a purchase order for which I originally requested a qty of 10 of a certain item but received 7. I assumed that there would be some sort of audit for this common process which, logically, would allow me to receive and post a purchase invoice for the 7 and mark the purchase order as 'do not expect the remaining qty', close it and allow a discrepancy report to be generated for my supplier evaluation.

The only thing I am see that I am able to do, is manually change the original qty on the PO, which is not very good as a process.

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MartinNL 480 on at

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Hi,

I'm sure there are many smart ways to achieve what you want and maybe even in more specific detail with development. But as a simple standard option, I would consider just archiving the PO before changing the quantity and posting. You can later review the PO archives for analysis and comments about your supplier evaluations.

Regards,

Martin

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Alessandro Vannini 1 on at

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Hello

in the BC version we have added the capability to set over receipt quantity, but at the moment we are not allowing to reduce the quantity

The workaround is the one you are using

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Community Member on at

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Happy New Year.

If you want to track a PO whereby you Originally Ordered 10, posted a Purchase Receipt of 7, and will NOT receive the remaining 3 and want to DELETE the Purchase Order document, I will give you 2 Options:

1. If this occurs often and Users make changes a lot, I would go to Purchase & Payable Setup/Archiving Fast Tab and setup Archive Orders.

2. You could manually Archive the Purchase Order, from the PO Document, by clicking Actions, on the Action bar, then Functions/Archive Document

Hope this helps. Not that there is no functionality to auto-delete the PO when the remaining QTY is NOT to be received. I can tell you this has been requested by customers and an extension was written to add the feature.

Thanks,

Steve

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Azzure-IT-CSwann 45 on at

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Hi All,

Thank you for taking the time to help me out. Much appreciated.

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David Shaw_UK 34 on at

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I am no accountant but I am a certified BC functional consultant,Here is the issue with this scenario:
1) If you have made the prepayment in full for the invoice of 10 you will need to create a credit Purchase Credit Memo for the qty you never recieved as you would be receiving a credit memo from the supplier.
2) You can use a G/L code to capture the credit amount without effecting Item ledger, however doing so gives such user access to the COA as they need at least Read Permission for G/L accounts to insert G/L lines.
3) You can use Item lines instead of G/L, however this will trigger Item Ledger (negative adjustments).
4) In my opinion, receiving what has been invoiced (full) then raising a credit memo with Item lines type, everything will balance. And you dont have to give such user access to COA.
5) In short you do point 4, or you delete/archive order and raise credit memo with line type G/L.
6) Be careful not to use point 4 Item type in credit memo as well as not recieving in full or your Item ledger will be less than your actual stock as the credit memo will reduce the already short stock.

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