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Correcting receiving error

  • 1.  Correcting receiving error

    Posted 7 days ago

    What is the best way to remove an incorrect receiving transaction? We do use the return (without credit), but this does not work if items have been attached to a back order or mistakenly transferred on.  It appears the items are permanently waiting to be enter/matched in these cases and requires work around, invoicing, etc.. Is there a better solution?



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    Wendi Loomis
    Executive Assistant/Accounts Payable
    Duluth Pack
    Duluth MN
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  • 2.  RE: Correcting receiving error

    Posted 6 days ago
    The answer I always have for this at work is "don't make a mistake in the first place", because GP does not make this easy.  Humans make mistakes though, and it's always going to happen.  I'm guessing this is why you don't have replies after so much time.  These areas are very technical - as you said, there are many cases in which it will not work if pretty much anything has been done with the resulting inventory.

    Once the inventory is used or allocated or moved or anything, it may make sense to do more "hacky" type fixes like you mention at the end there.  Inventory transactions, removing entire layers and building them back up at correct costs, invoicing out "received/not invoiced" items and then crediting them immediately, etc.  On the other hand, if you catch this within a few minutes of posting your error, I think you should continue to do it the best way possible under the return options.  Get ready for those error popups and have your patience ready.

    This is a very frustrating area.  In all of these cases we try to provide our users with "pre-post" check screens and/or printouts that can be compared to previous shipments, previous entries, previous costing, or whatever is important in each case.

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    Keith Koopmans
    Controller
    GURTLER INDUSTRIES INC
    South Holland IL
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  • 3.  RE: Correcting receiving error

    TOP CONTRIBUTOR
    Posted 6 days ago
    Hi @Wendi Loomis

    Let me preface this by saying I have not set this up in my Test with the particular variables you mention above:
    Items Transferred after Receipt
    Items Attached to a Sale BackOrder
    Etc.

    But, have you tried using the Return Type "Inventory"?  That​ usually allows you to process returns against Inventory Adjustments, Variances, Transfers and Sales Returns.

    Here is a copy and paste of what the GP Documentation says about this:

    Inventory

    Select Inventory for inventory adjustment receipts, variance receipts, transfer receipts and sales return receipts when the item is not matched to an invoice and vendor credit is not applicable. An example would be when the item is being replaced. If you are using Project Accounting, you can't enter this return document type for project return-from-inventory transactions.

    When you process an Inventory return, if the items being returned will be replaced by the vendor, you must make adjusting journal entries to remove the accrual created by the new shipment receipt.

    Inventory w/Credit

    Select Inventory w/Credit for inventory adjustment receipts, variance receipts, transfer receipts and sales return receipts when vendor credit is applicable.If you are using Project Accounting, you can't enter this return document type for project return-from-inventory transactions.

    When you process a Return w/Credit return document or Inventory w/Credit return document type, a return transaction is created in Payables Management. The return transaction must be manually applied to the invoice from the vendor. See the Payables Management documentation for more information.



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  • 4.  RE: Correcting receiving error

    Posted 6 days ago

    Thanks Jo and Keith. Since the inventory return is for "inventory adjustment receipts, variance receipts, transfer receipts and sales return receipts" it can't access the original receipt waiting to be enter matched, just the transactions after.
    The only process I have found to clear those items waiting to be enter matched once the receipt items have moved or been attached to another transaction is invoicing/trade discount on the invoice or invoicing and crediting.
    We have a distribution center so there is a delay between the actual receiving of product and the enter/match invoicing at the office, but fortunately it doesn't happen very often and is usually caught by the receivers so the return process can be used. Thanks again!​



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    Wendi Loomis
    Executive Assistant/Accounts Payable
    Duluth Pack
    Duluth MN
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  • 5.  RE: Correcting receiving error

    SILVER CONTRIBUTOR
    Posted 5 days ago
    Edited by John Kirsch 5 days ago
    Hi Wendi,

    As you've found, there is not a great way to handle this.  If you are unable to create a return, my recommendation is typically to create and IV adjustment to decrease the quantity and either a parables credit OR  if you will never receive the invoice you can create a $0 matching invoice by using the trade discount field on the invoice to avoid an AP amount and can choose the appropriate GL account to use in the distribution.  There are some more detailed blogs I have seen about creating those $0 matching invoices to close POs if you want to search - I don't have a URL handy to share.

    I would not make adjustments in SQL for transactions like this.

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    John Kirsch
    Manager
    Wipfli
    Green Bay WI
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