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Undo Posted Purchse Reciepts

  • 1.  Undo Posted Purchse Reciepts

    SILVER CONTRIBUTOR
    Posted Apr 12, 2019 05:23 PM
    We are running Nav 2017.  Occasionally we have po's that have the entire quantity received (in error), and only a portion of this gets invoiced.  The remainder never comes, or if it does, a new po is created not realizing there is one out there already.  The open po's continue sit out there.  Has anyone else run into this issue?  We are not able to undo a portion of the receipt due to part of it being invoiced already.   We have this happen with inventory items and noninventory items. Just curious how others handle this situation.

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    Stephanie Cornwell
    ERP Support & Dev
    Farmers Union Industries, LLC
    Redwood Falls MN
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  • 2.  RE: Undo Posted Purchse Reciepts

    Posted Apr 12, 2019 05:43 PM
    Perhaps reversing the incorrectly received material (Purch Return Order) and then canceling the lines would work?  That would at least fix the inventory discrepancy.
    Or change the price on the open lines to $0 and then proceed to post the invoice (you'll still have an inventory discrepancy to correct though).


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    Tim Harden
    Brookfield Equinox
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  • 3.  RE: Undo Posted Purchse Reciepts

    SILVER CONTRIBUTOR
    Posted Apr 14, 2019 10:14 PM
    Thanks for your input.  We have posted through at $0 before and then adjusted inventory if need be, but was checking to see if anyone had a cleaner way of doing this transaction.

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    Stephanie Cornwell
    ERP Support & Dev
    Farmers Union Industries, LLC
    Redwood Falls MN
    ------------------------------



  • 4.  RE: Undo Posted Purchse Reciepts

    TOP CONTRIBUTOR
    Posted Apr 15, 2019 04:49 AM

    Take your original supplier invoice and Post  payable entry lines against the valid quantities received.

    Enter an A Suffix invoice with additional line entries to clear the Purchase Receipts of the miss received quantities.

    Create an Internal Purchase Credit Memo utilizing the original invoice with the A suffix appended RVS for reverse.

    Use the the Apply Entry function to clear the internal invoice against the intermnal Purchase Credit Memo.



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    Michael Heatherly
    controller
    Lesman Instrument Company
    BENSENVILLE IL
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  • 5.  RE: Undo Posted Purchse Reciepts

    Posted Apr 15, 2019 09:56 AM
    ​I support Michael  Heatherly's  recommendation as this is a cleaner way from an accounting and audit perspective of clearing incorrect PO receipts or receipt lines.

    This is how we correct and/or clear incorrect receipts n NAV..



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    Francis D'Souza
    Element Materials Technology - Exova Canada
    Mississauga ON
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  • 6.  RE: Undo Posted Purchse Reciepts

    TOP CONTRIBUTOR
    Posted Apr 16, 2019 11:11 AM
      |   view attached
    Do you have the undo option in Posted Purchase Receipts?




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    Gregory Alford
    Director of Technical Resources
    Tri Star Metals LLC
    Carol Stream IL
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  • 7.  RE: Undo Posted Purchse Reciepts

    SILVER CONTRIBUTOR
    Posted Apr 16, 2019 11:49 AM
    Yes, we do have the undo option, but once part of it is invoiced, you cannot undo the receipt.

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    Stephanie Cornwell
    ERP Support & Dev
    Farmers Union Industries, LLC
    Redwood Falls MN
    ------------------------------



  • 8.  RE: Undo Posted Purchse Reciepts

    SILVER CONTRIBUTOR
    Posted Apr 17, 2019 09:33 AM
    In order to clear these out we have invoice the balance of the purchase order and then do a purchase return and invoice it so there are offsetting entries.  The old purchase order can go away and the inventory remains correct.  It's kind of a hassle, but it works.

    Theresa

    ------------------------------
    Theresa Davis
    Systems Analyst
    Group O
    Rock Island IL
    ------------------------------



  • 9.  RE: Undo Posted Purchse Reciepts

    TOP CONTRIBUTOR
    Posted Apr 17, 2019 11:19 AM
    MicroSoft really needs to fix this situation to make it easier for companies to cross reference documents.

    When you are an Industrial Distributor you have to interface with your suppliers in the manner they dictate.

    The Navision system automatically assigns a Numerically incrementing Purchase Order number.

    An ability to create a Revised Purchase Order under the original PO number sequence would eliminate a lot of confusion.

    If an additional PO could be created with a Rev#1 suffix against the original PO number, the warehouse receiving function would recognize the
    corrected shipment. The supplier would be referencing the original PO number on the packing list, searching for an original PO number would be more beneficial than looking for a revised PO number that is not referenced on the Supplier's paperwork.

    ------------------------------
    Michael Heatherly
    controller
    Lesman Instrument Company
    BENSENVILLE IL
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  • 10.  RE: Undo Posted Purchse Reciepts

    SILVER CONTRIBUTOR
    Posted Apr 17, 2019 12:03 PM
    You can have your number series allow manual number entry.  We do this all the time.  We have done this in 2009, 2013, 2016, and 2017.

    Here is the purchase order line from our number series
    Code Description Starting No. Ending No. Last Date Used Last No. Used Default Nos. Manual Nos. Date Order
    P-ORD Purchase Order POM0106000 4/17/2019 POM1087132 Yes Yes No


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    Theresa Davis
    Systems Analyst
    Group O
    Rock Island IL
    ------------------------------



  • 11.  RE: Undo Posted Purchse Reciepts

    TOP CONTRIBUTOR
    Posted Apr 16, 2019 12:14 PM

    It was indicated to me by a programmer analyst, if you have previously invoiced a portion of a Purchase receipt, use automatic reservation, or have entered Item reclass journals for bin movement activity , any of those issues can block the unpost function.

     

    Basically,  unless you recognize your entry error immediately and try to unpost it is too late.

     






  • 12.  RE: Undo Posted Purchse Reciepts

    Posted Apr 17, 2019 09:11 AM
    We are able to do this because it is enabled in the company setup. Please ask your NAV partner to look into the setup in NAV.

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    Francis D'Souza
    Element Materials Technology-Exova Canada
    Mississauga ON
    ------------------------------



  • 13.  RE: Undo Posted Purchse Reciepts

    Posted Apr 16, 2019 01:24 PM
      |   view attached
    Please see the attached document for "How to Undo PO Receipts"



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    Francis D'Souza
    Element Materials Technology-Exova Canada
    Mississauga ON
    ------------------------------

    Attachment(s)



  • 14.  RE: Undo Posted Purchse Reciepts

    NAVUG ALL STAR
    Posted Apr 17, 2019 11:51 AM
    @Stephanie Cornwell​ - I agree with @Michael Heatherly's process. It is the best practice for cleaning up incorrect transactions and providing the audit trail for why it was done.​

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    Amanda Mayer
    New View Strategies
    Milwaukee WI
    ------------------------------



  • 15.  RE: Undo Posted Purchse Reciepts

    Posted Apr 18, 2019 12:31 PM
      |   view attached
    one thing we did to cut down on this issues was to change the default qty to receive option in Purchases & payable setup to blank.

    This forces the receiving to enter amounts in the field and tremendously cut down on this issue occurring.  Using this, the PO can be deleted if the remainder will not be received.

    I've attached a shot of the setting.

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    Major Williams
    Farmers Investment Co
    Sahuarita AZ
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    Attachment(s)

    docx
    samp.docx   57K 1 version


  • 16.  RE: Undo Posted Purchse Reciepts

    NAVUG ALL STAR
    Posted Apr 19, 2019 08:28 AM
    @Major Williams' suggestion is a great one and really does force the behavior for the user to be more conscious about  data entry into the system. I would consider this best practice from a setup standpoint.

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    Amanda Mayer
    New View Strategies
    Milwaukee WI
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