Purchase Order Receipts 1

[Borvik]

I have a problem. Our purchasing department issued a receipt for a PO just like they were supposed to - for a normal transaction. However we received two invoices and they need to delete the receipt and redo it.

How do I delete a receipt that has been tied to a PO whose status is received?

Thanks.

 

[PTina]

If you have not already posted the receipt then you can delete it without any issues. If not ...

Did you do a Shipment or Shipment/Invoice?

If it was a shipment and invoice matching has not been done then you can match both invoices against the receipt that you did initially. Basically you would do invoice matching twice and change the quantiy invoiced to match what is on the invoice.

If you have already entered & posted the invoice matching. Then I think you may have to process a return/w credit.

Maybe someone else can help you with this as I'm still trying to figure out this section myself.

 

[Borvik]

Thanks for the replay PTina!

I think the best way for us to go would be to process a return/w credit.

How would I go about doing that?

 

[PTina]

Go to: Transactions --> Purchasing --> Returns
Change the type to Returns /w Credit
Select the PO, The receipt document, Item and UofM that will be returned.

This updates the inventory on-hand quantities but I don't think it re-opens the PO line item to allow you to receive on it again. I'm still looking into this.

 

[Borvik]

Go to: Transactions --> Purchasing --> Returns

Interesting I can't seem to find Returns on that panel.

Was this available in 7.5 - that's what we're using.

 

[PTina]

If you don't have it on your menu then you will need to install PO Enhancements. What version of GP are you on? It should be on disk 2 of your installation CD's. You should be able to install it as an Add-On.

The actual menu option is called 'Returns Transaction Entry'

 

[Borvik]

We have version 7.5.

I'll see about digging up disk 2 to install it.

 

[barbola]

When we make receiving errors the only way we can correct it is to enter and post the invoice/matching, void the payable, and then enter the invoices straight thru payables being sure to reverse the accrual in the distributions. You may need to put a "A" or something at the end of the invoice number to avoid having a duplicate invoice used.

Inventory is still updated from the original receiving and the GL accounts are correctly posted, and the PO has been received against. Make sure to attach notes to all the documentsto cross reference them.

Thanks!
Barb E.

 

[Borvik]

Thanks PTina!

That helped a lot - got together with one of our salespeople and figured out how to get the returns working. Now on to the next project they never end.