Tracing whats actually recived on a PO, vs what we ordered.

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Posted on by ChristianStolp

Hello!
im been struggeling to find a solution that works for my company.

We are creating PO, when buying Clothing from different Vendors. I would say that 95% of all PO we create, there are differences between what we ordered, and what we have recived. In most instances we recive to litle. Like 1-10%.

My understanding is that the standard solution in the PO, is to Reduce the /Quantity/ field number. That must be done, so it matches the /Quantity Recived/. Because then the PurchaseOrder gets removed from the /Purchase Order/ list.
So if we order 100, and recive 100, the system automaticly deletes the PO.

But, our usuall case is we get 98. We then change the /Quantity/ field value to 98, so the recived and po matches, and the system works. If we do not do that, the salesorder will be in Limbo/, and we would need to delete it on a later stage.

So, my main issue, i want to Track what ordered vs whats delivered. So i can measuere if our vendors are delivering what we have ordered. But, since the business users are changing the qty numbers to get to orders throuh the system, my histocical data gets removed.

Does anyone have a soluton so im actually able to see what we ordered, vs what we actually recived? In a way that does not include business users changing data as we now do.

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ChristianStolp 8 on at

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Tracing whats actually recived on a PO, vs what we ordered.

Thank you Kaspar and Shauna.
I think i will go for the Original field. We have somethimes used the archive version, but its complex in practice.
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KasparsSemjonovs 3,916 Super User 2024 Season 2 on at

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Tracing whats actually recived on a PO, vs what we ordered.

Default option is not user friendly... You could activate Purchase Order archiving, so all the versions are saved, but it would be quite manual work and the checking would be one by one.

So if You want to do some reporting on this, then Shauna's suggested way is the commonly used.
Just have to decide the correct way how the new field is filled in, so that it is flexible and still correct when user actually makes a mistake and changes it, or when they decrease it before posting shortage so that PO gets deleted.
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Shauna Langley 691 Super User 2024 Season 2 on at

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Tracing whats actually recived on a PO, vs what we ordered.

Hi,

We have come up against this a few times ourselves and our best solution was to have development create a new field on the purchase line called Original Qty. You need to decide when to set this new field so is it

1. At the point of manual entry but this doesn't cater for the user entering the wrong qty initially.

2. When the purchase order is approved/released.

3. When the first qty received against the purchase order

So what you would have here is

PO Qty Received Qty Original Qty

100 98 100

So when the user changes the PO qty to 98 the original qty will stay at 98. We have also added this field unto the posted receipt line to allow for any reporting once the po has been deleted so this might be a good option for you.

Hope that helps,

Shauna

Tracing whats actually recived on a PO, vs what we ordered.

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