Reversing a receipt when QOH is insufficient

Overview

There is a scenario where a purchase receipt reversal is prohibited by the workflow as it would cause a negative product quantity on hand i.e. insufficient QOH. This could have resulted by the intervened sale shipments between the product purchase receipt and the attempted reversal. The problematic scenario and corrective actions are outlined below

Procedure

If only the invoice data is wrong. You can enter a supplier credit and allocate it to the invoice. Then enter a supplier credit to stand for the receipt. This may be a lot faster than reversing the purchase receipt.

Scenario Event Sequence	Day 1	Day 2	Explanation
Receive Purchase Receipt#1			Successfully received
Create Sale Shipment			Successfully posted
Reverse Purchase Receipt#1			Unsuccessful due to insufficient product QOH
Corrective Action Sequence		Day 2	Note
Create Stock Quantity Adjustment#1			To increase the stock quantity sufficiently to enable successful execution of the pending receipt reversal e.g. if the purchase receipt reversal would cause the QOH to be -5 then the stock adjustment QTY must be 5 (or more) Ensure the transaction date and time is backdated to Day 1
Reverse Purchase Receipt#1			Ensure the transaction date is backdated to Day 1 with the time and date
Create Purchase Receipt#2			This receipt replaces Purchase Receipt#1 with the correct product details e.g. quantity Ensure the transaction date is backdate to Day 1
Create Stock Quantity Adjustment#2			To decrease the stock quantity to achieve a net zero quantity for the stock quantity adjustments made i.e. Stock Quantity Adjustment#1 QTY + Stock Quantity Adjustment#2 QTY = 0  e.g. if SQA#1 QTY = 5 then SQA#2 QTY must be set to -5               5 + (-5) = 0 Ensure the transaction date is backdate to Day 1

1. Identify the Date and Time of the Purchase Receipt.
   Identify the Products on the Purchase Receipt that do not have sufficient stock by highlighting the Purchase Receipt and clicking on the Reverse Action Button. The sytem will pop up with a validation message and a list of the products that do not have sufficient stock.
   Note down the products and the quantity received from the purchase receipt and the Stock Location if it is reported on the validation . 

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2. Close out of the validation error and close out of the Date option window

3. Still on the purchase receipt, click on each product that was listed in the validation

4. Click on the 'Related' action button within the detail area and then click on 'Show Product'. Repeat for all products validated

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5. From within the product, click on theTab = Site; Tab = Movements
6. Populate onto the movements detail view the column of 'Balance'

7. Arrow down to the Purrec in question (ensure you are on the right one with the right date and time) and note down the balance at that point in time

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8. You need to make the balance value for that date and time of the purrec to be equal to the qty you on that purchase receipt movement qty. If eg it is zero and the qty on the receipt = 2 you will need to do a stock adjustment for that date and time of 2. If the value in the balance is 1 however, and the qty on the receipt = 2 you will need to do a a stock adjustment of 1 to get back to the balance = 2 the purrec qty on the receipt.

9. Now you are ready to do a stock quantity adjustment

10. Ensure you have that Financial Period Open Periods. If you do not have access to open and close financial periods, then speak to your supervisor.
11. Still in Product file, click on the drop down arrow on NEW

12. Click on Stock Quantity Adjustment

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13. Enter the Date and time that you noted the Purchase receipt was updated on.
14. Commence entering the products you wish to adjust in order to get the stock at the level and time it was before the receipt was posted
15. Entering the stock qty to adjust and the stock qty adjustment gl account and a description referring back to the receipt this stock adjustment refers to.
16. Finalise the Stock Qty Adjustment
17. Go back to the product movements and on the date of the PURREC the total balance value should equal the total value of the stock received on that receipt
18. Go back to the purchase receipt that you need to reverse after all stock qty adjustments have been done and Click on Reverse
19. The system will create a Reversal Purrec and a Reversal Purinv if the Invoice exists.
20. Now you need to Receive the Purchase order with the right date, time, prioducts, qty and units etc.
21. Go to the purchase order that will now have a status = open
22. Click on Receive
23. Check the date, time, product, qty, units and costing
24. Click on Save
25. Click on Default Total
26. Click on Finalise if you have not received the Invoice otherwise click on Complete to Invoice as well.
27. If completing, enter the Supplier Invoice Number and the Date
28. Click on OK
29. Now go back to the Stock Qty Adjustment and Copy it
30. Change the date and time to be the same as the original Stock Qty Adjustment and enter the Adjustment Qty to be in Negative.
31. Click on Finalise
32. Check the balance on those products on that date and time.