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I have a strange problem where we have received a massive qty of inventory but the PO reflected a different amount at the time of costing (obviously the units where changed or something.) The PO was then invoiced for the correct amount and cost of the inventory and therefore appears satisfied and no now only exists as a purchase receipt.
The massive amount of inventory is now received and all of it has NOT been invoiced. But because there is an invoice against the purchase receipt, i cannot "undo" the receipt. I also cannot fix the qty through and item journal or purchase return without causing a massive negative qty to the invoiced qty.
How can I invoice the remaining qty on the purchase receipt so that I can return the material and fix the item ledger? OR is there a way to fix just the received quantity and not cause a massive negative invoiced qty at the same time?
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I’m sorry, this is a big ol’ cluster. And I really appreciate any guidance.
We believe the purchase order was created in the wrong UOM in boxes instead of SF. Even though this appeared corrected, somehow the qty was received in boxes and therefore instead of 15000 sf, we got 750000 sf in inventory. The purchase order reflected the 15000 in the SF UOM and was invoiced/posted as PPI with the correct qty and dollar amount. That is why the purchase order is now archived.
The original qty was 15000 boxes which translate to 750000 sf.
We received 15000 boxes in NAV but only physically received 15000 sf.
The entire 15000 boxes were received according to the inventory/item ledger entry (however on the PO level there appeared to be only 15000 sf when it was reopened to post the purchase invoice)
Only 15000 sf (or 300 boxes ) are invoiced.
To summarize: I cannot search for the PO as an open purchase order so I cannot invoice the remaining qty. I cannot “undo” the receipt because part of the line is invoiced. And I have over received 14700 boxes or 735000 sf that I need to either adjust or return.
I haven't seen the full picture yet... How did the PO get archived and deleted? Had you received and invoiced the entire Quantity ordered on this PO already? I need more clarification on what the status of this PO is:
What was the Quantity ordered on the PO?
How many were received at the receiving dock (physically to your building but not entered into NAV)?
What Quantity has been Received already on the PO entered into NAV?
What Quantity has been Invoiced already for this PO posted in NAV?
Please elaborate on the scenario... so we can get the full picture.
How do I invoice the quantity if I can no longer pull it up in the purchase order screen?
It only exists as a purchase receipt now... or I can look at the archived purchase order but I cannot edit it.
I think you're going to have to invoice the remaining quantity and then do a credit memo to reverse it. NAV will allow you to do this two different ways: 1.) With a Purchase Return Order, which when posted will both reduce the inventory, and when invoiced creates the Purchase Credit Memo, 2.) Or just create a Purchase Credit Memo if you need to fix the financial side without reducing inventory. If you're just doing the Credit Memo then you can use either a G/L Account or an Item number on the line but these will get you different results - please look into these processes. Usually we can rectify these issues by Invoicing and then reversing with Return Order and/or Credit Memo.
The PO already appears satisfied because the UOM was changed before it was posted. The qty in the ledger entry however displays it has been over received and shows "qty to inv" however we do not want to invoice it.
Does that make sense? Basically i need to either reverse the remaining qty to inv or i need to do a return/item journal but it will then reflect a massive negative invoiced qty because we have not invoiced the remaining qty.
What are you trying to do? Are you trying to close the PO short or did you need to receive the additional amount? Or do you want to reverse the entire thing?
If the PO was only invoiced for the correct amount (as you have stated), and if the amount invoiced matches the amount that you want to receive then the remaining quantity that was received but not invoiced can be refused and sent back to the vendor without a return order.
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Sohail Ahmed
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mmv
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