Hello!
We have a customer who voided a receipt/invoice and would expect to be able to enter a new receipt/invoice and see the PO available for invoicing. Cannot see the PO in the receipt/invoice screen. The PO status is ‘closed’. We tried to change the status to ‘released’ and GP wouldn’t let us.
Help!
Thank you =)
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This is in Inventory > Utilities > Adjust Unit Costs.
When you change the costs and hit the Process button, GP will debit/credit your inventory GL account set up for the item and debit/credit your inventory offset account set up for the item. You have to repeat this for each item.
If anything was sold or adjusted out on those receipt layers, it will also create GJ transactions to adjust inventory and cost of goods sold.
In your case where you are adjusting costs from the vendor, there is one more step: create an Invoice or Credit memo in Payables to fix what is actually owed to the vendor. When you create that transaction, total amount is whatever the total amount that was posted to the inventory offset account and the GL distribution line that is showing as PURCH needs to be the account or accounts that is your inventory offset account.
I hope this helps.
Joe
Really appreciate the detailed breakdown! Using method 1, of just updating the costs, seems like the best option with least amount of possible mistakes occurring. Would you be able to advise what modules to use for this?
There are a couple of ways to handle this:
1) Use the adjust unit cost utility to update the costs. This won't change anything on the matched transactions to the PO (the shipment receipt and the invoice match), but will update inventory receipt costs and then create GL transactions to post to the GL with the cost changes.
2) Use Returns Transaction Entry to back out the shipment receipt and invoice, reopen the PO, and then enter/post the transactions again.
** The only way this works is if the inventory items a) have not been sold or b) if they were sold, they were put back into inventory with a SOP Return or Inventory Adjustment.
This is in Purchasing > Transactions > Returns Transaction Entry. Select either Return w/Credit (if the items haven't been sold yet) or Inventory w/Credit (if the items were sold and then put back into inventory). Enter a document number, batch, document date and vendor. Check the box "Replace Returned Goods."
If the items are unsold:
Look up the PO number, look up the associated receipt number, verify quantity and unit cost. Repeat this for every line you need to back out.
If the items were sold:
Enter the item number and quantity to return. Enter/verify the unit cost. Repeat this for every line you need to back out.
Check the distributions. Ensure the debit is to your accounts payable and credit is to inventory.
Post this batch.
Now, one of two things is going to happen. If the items were unsold, this will reopen the original PO and lines you just entered the return for. Then you can change the unit costs on the original PO, enter/post the shipment receipt, enter/post the match again.
If the items were already sold and were put back into inventory, this will create a new PO. Then all you have to do is update the PO with your costs, release it, enter/post the shipment receipt, enter/post the invoice match.
Lastly, apply the credit the GP created for the vendor when you posted the return transaction to the original invoice from the vendor.
I hope this makes sense and helps. Please reach back out if something is unclear or you hit a roadblock.
Thank you.
Joe
We're having a similar issue and would value your input on this. We received a PO in October, which has been closed, and now need to adjust the costs within that PO. The inventory receipt and the invoice have been linked to the PO. Is there a process for re-opening the PO to adjust the costs within it? Or do we have to re-open October, void the invoice, void the receipt, and edit/void the PO, then re-apply the receipt and invoice? If so, what would the process for that be like?
Hello,
I know this post is quite old but I am having a similar issue. I voided the invoice from "Void Open Transactions" and did not get the PO released, which I now understand its because of the POP level was completed. Beside making a new PO entry accordingly, Do I need to take further action if the purchases in the PO that I voided the invoice were NOT for inventory? As I saw an "inventory-return" batch is needed from the Shelly's case and someone please further elaborate what is "inventory-return" batch exactly referring to. Thanks
Please advice
Mahmoud you are so helpful, thank you so much!
Exactly,
Voiding the shipment/invoice at the AP level is not seen by the POP module, the PO has a quantity order which has been fully received and that's why the they can't receive against the PO anymore.
She should have done a return transactions from the POP module level, to affect inventory, vendor and the purchase order as well.
Now, post an inventory-return to proceed the reverse of this shipment/invoice, this will not affect the vendor balance which has been already corrected by the AP void. Then, create a new purchase order and proceed accordingly
Your feedback is highly appreciated,
Yes the AP level, which would explain why the PO isn't available. She should of done a return correct?
Hello Shelly Ann
After the Shipment/invoice has been posted, what do you mean by having it voided ? Does this mean that they voided the transaction from the AP level ?
Your feedback is highly appreciated,
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