PO Return with Credit not allowed

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Posted on by Richard Wheeler

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We are trying to do a PO Return with credit. We can return the first line but not the second. Both of these items are non-inventory items. We get the message as you can see in this screenshot "You are not allowed to return costs greater than the actual". For the freight line, you will see the cost being zero in the Costs - Actuals field. For the item this number is $4,953.36. I am curious, does anyone now from where these numbers come? Every item on our PO's is a non-inventory item and are only ordered on this PO. This PO has one ship/invoice receipt tied to it. None of the numbers I ever see on this screen make any sense.

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Vinutha Holla 705 on at

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Re: PO Return with Credit not allowed

When you receive the error "You are not allowed to return costs greater than the actual posted amount" when you do a PA POP return w/credit transaction the system is comparing the cost that is attempting to be returned on this transaction, to what has already been posted for the project\cost category combination. In this case it sounds like it does not have enough to cover what is trying to be returned.

We do take into consideration other unposted transactions so let's take a look in SQL at the key fields that are coming into play here. Please run the following against their company database, after inserting the correct project and cost category information.

Select PAUnpostedTotalCostN, PAPostedTotalCostN, from PA01301

Where PAPROJNUMBER = 'yourprojectnumberhere' and PACOSTCATID = 'yourcostcategoryidhere'

Take a look at what is in the PAUnpostedTotalCostN and PAPostedTotalCostN fields. You need to have enough to "cover" what you are returning now. So say for example the PAPostedTotalCostN has 100 and PAUnpostedTotalCostN has 10 -- that would mean that you would only be able to do a return for 90 or less.

So compare what you find in the table to the amount on the return and see where the discrepancy lies.

If you do not believe the values in the PA01301 table are correct, then try running PA Reconcile to reset those values based off the transaction detail. To do this navigate to MDGP | Tools | Utilities | Project | PA Reconcile and select 'Cost Transactions' and 'Budgets & Fees.' If these reconciles, do not change these figures when we know that is what the detail transactions are dictating is correct.

Now with all that said - if you find that the cost difference looks to be a rounding issue, then you may be running into bug #55152. In that bug the Total Cost in the PA01301 was a rounded amount, but the actual amount being used for the return transaction was not. The workaround is to use the Returns from Project window to do the return instead.

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Richard Wheeler 75,848 Moderator on at

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Re: PO Return with Credit not allowed

Thank you for your detailed response. In our case it turned out to be bad data. The cost category in quesiton was the FREIGHT. Somehow on this project there were two FREIGHT cost categories. One had dollars and the other was blank. The PATU value was different on each of these. I removed the one that had a PATU of miscellaneous log and then run PA Reconcile and now we can do a PO return for freight.

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Beat Bucher GP Gee... 28,058 Moderator on at

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RE: PO Return with Credit not allowed

We have a similar issue where we try to do a return for a PA PO with an Inventory Item Transfer type 'Return'.. It lets select the Project Number, the Cost Category and the Item (using the lookup). But when entering the Qty for the selected item, GP throws a message that this is not allowed. The amount is by no way above the total value of the transactions posted so far against the same Project / CC combination.

What bugs me is that the initial inventory transfer using the same item and show a Qty of 2 also, totals an amount of 1013.49, whereas based on the item price, the total should be 1013.50. Any suggestion what could cause this ? The actual item cost has been adjusted after the selection, since it is normally above 800$ for the cost.

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Community Member on at

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RE: PO Return with Credit not allowed

What worked for me, was to enter a qty for the Cost Category under the budget. I had qty of zero because we don't necessarily set limits on purchases, We have no problems when entering purchases, but I guess for returns a qty needs to be entered for the Cost Category under the Budget. Once I did this I did not longer get the error and I was able to enter the Return

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Bill Campbell 12 on at

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RE: PO Return with Credit not allowed

We also solved the problem by enter the qty in the budget at the project cost category level and from that point we have not encountered errors when doing a PA return.

Not a simple one, but once it works, seems to be ok.

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quattr0 185 on at

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RE: PO Return with Credit not allowed

Sadly, 5 years later...this bug still exists. So, instead of putting 1 as quantity, I put in .90 and it let me do the return. Go figure!!!

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