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Help centre · Purchasing

Correcting a goods receipt

Fix a receipt that was posted with the wrong quantity or cost, or take a whole receipt back, without editing it: the correction is a new document and the history stays.

Who can do this: Needs Purchasing manage (TenantAdmin, StoreManager). A clerk who only receives goods asks a manager, so the person who posted a receipt does not quietly undo it.

Two ways to correct

A posted receipt is never edited. Correcting it posts a new document in the same GRN series, which the receipts book shows as a Correction or a Reversal of the original. Stock, the average cost, the purchase order and the books all follow.

The quantity or cost on some lines: enter what really arrived and what it really cost. Only the difference is booked. Use it for a miscount or a wrong price.

The whole receipt: every line goes back out of stock at the receipt's cost and the purchase order expects the goods again. Use it when the receipt should not exist at all, for example goods received against the wrong order, and then receive them again correctly.

Correct quantities or costs

  1. Go to Purchasing → Goods receipts and press View on the receipt.
  2. Press Correct this receipt.
  3. Under What is wrong?, choose The quantity or cost on some lines.
  4. On each line that is wrong, enter the Right qty and the Right cost. Leave the other lines as they are. A quantity of 0 removes the line.
  5. Enter the Reason, for example "Counted again: 8 in the boxes, not 10".
  6. Press Post correction. A message names the correction document, for example GRN-000046.

Reverse the whole receipt

  1. Open the receipt and press Correct this receipt.
  2. Under What is wrong?, choose The whole receipt.
  3. Enter the Reason.
  4. Press Reverse receipt and confirm. The receipt shows as Reversed, and the reversal document takes its lines back.
  5. Receive the goods again from the purchase order, the right way.

When a correction is not possible

A line that is on a supplier bill cannot be corrected here, not even on a draft bill: settle a price difference on the bill, or send the goods back on a supplier return. A line with goods on a supplier return cannot be corrected either.

A reversal needs every unit of the receipt still on hand at the location and nothing on it billed or returned. The dialog lists what stands in the way, for example "Only 6 of the 10 received are still on hand".

Lowering a quantity needs the difference on hand. Changing a cost needs all of the line's goods on hand, because they leave at the old cost and come back at the new one. For goods already sold, settle the price on the supplier's bill instead.

What a correction changes

Stock: the difference leaves or joins stock at the location, and the average cost is re-weighted.

The purchase order: its received quantities follow, so it goes back to partially received or sent when goods are taken back, and to received again when they arrive.

The books: stock and "goods received, not yet invoiced" move by the same amounts; a small difference, if the stock had already changed value, goes to purchase price variance. Supplier bills then match the corrected lines, still under the original receipt's number.

The receipt's dialog lists earlier corrections, with their reasons, under Earlier corrections.

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