Amend record of goods received

This activity is about changing the quantity of goods previously recorded as received for a stock item. The quantity can be either increased or decreased, providing that the goods:

  • Have not been invoiced. Invoiced goods are not displayed for amendment.
  • Are not direct delivery goods that have been confirmed as received.

Note: If you are using multiple locations and want to change the warehouse recorded to store the received goods, use the Stock Control module.

Changing the quantity received affects the item's stock level and possibly the allocations recorded for the item. To determine the impact, the system checks the purchase details recorded for the item.

When you increase the quantity received and the system finds the item is required to satisfy one or more sales orders, the following scenarios can occur.

  • The item is required to satisfy one sales order: if the increased quantity is equal to the outstanding sales order quantity, then the additional items are automatically allocated to the sales order. If the additional quantity exceeds the outstanding sales order quantity, items are allocated to the sales order and the excess items are marked for stock.
  • The item is required to satisfy more than one sales order: if the increased quantity does not meet the outstanding sales order quantity, then you are prompted to allocate this increased quantity to the linked sales orders.

Where the item is not linked to a sales order the quantity is simply changed and the stock levels increased.

  • If you have chosen to record batch/serial numbers for your traceable items when goods are received on the Options tab of the Stock Control settings, you will need to assign the serial or batch numbers.
  • An increase in quantity will be used to resolve pre receipts once any linked sales orders have been satisfied. Any remaining quantity increases the item's free stock level.
  • If any items on the receipt record have been allocated, then the record cannot be amended.

You cannot decrease the quantity received if the system finds:

  • Any items on the receipt record have been despatched or issued.

    • If you are dealing with a batch/serial numbered item, you cannot amend the record if any of the goods on the receipt record have been allocated.

  • The decrease would cause the item's stock level to become negative, unless the item is set to allow negative stock levels. Batch/serial numbered items do not allow negative stock in this instance regardless of the negative stock level setting.

If the items have been purchased to satisfy more than one sales order, you are prompted to decrease the quantity allocated to these orders. You cannot increase the allocated quantity in favour of a particular order.

If, when reducing the quantity received for a batch/serial numbered item, the batch/serial numbers have been recorded for the item during goods in, you are required to select the erroneous serial or batch numbers to be removed from the goods in record. If the goods in record has unassigned numbers, there is no need to do this; the receipt amount can only be reduced up to the amount of unassigned numbers recorded in stock.

Amending goods received results in:

  • An adjustment to the allocation of items to sales orders, if the goods have been purchased to satisfy sales orders.
  • A change in stock levels.
  • Saved and a stored movement history, if your system is set to keep a movement history.

Amend goods received

There are a number of options you can use to search for the goods you are interested in. You can search by, order number, supplier reference, internal reference or by supplier account.

Open: Purchase Order Processing > Order Processing > Goods Received/Despatched > Amend Goods Received.

  1. Search for the item you are interested in using the Select items to amend options.

  2. Select the item from the displayed list.

    Additional lines are shown for Service/Labour stock item and Free Text lines if:

    • You entered Service/Labour stock item and Free Text lines on any of the supplier's orders.
    • You selected Confirm with Goods Received as the confirmation method.

      • Note: You can set a default confirmation method on the POP settings | Order Processing tab. You can select a different confirmation method on the order line if required.

    To view full detail of the purchase order, click View Order.

    Note: If an item has not been authorised and you have not chosen to allow processing of unauthorised purchase orders on the Order Processing tab of the POP settings, the order line will be displayed but you will not be able to select it.

  3. Enter the revised amount in the Qty Received column (expressed in the buying unit for the item).
  4. Batch/serial numbered items: only if batch/serial numbers recorded for the item during goods in.
    1. Reducing quantity: select the serial or batch numbers to be removed.

      2. If the batch/serial numbers have not been assigned to the item during goods in you can only reduce the receipt amount up to the amount of unassigned numbers recorded in stock.

    2. Increasing quantity: Click Add New, enter the batch/serial number details and then click OK.
    3. Batch item only: in the New Quantity column, enter the batch quantity expressed in the item's buying unit.
    5. Tip:

    When dealing with batch/serial numbered items you can also use:

    • Find: To search for batch/serial numbered items.
    • Show details: To see further information such as the item's supplier and goods in details.
  5. Depending on your system settings and allocations linked to the item, several warnings may be displayed. Follow the displayed instructions when prompted.
  6. Click Save.
See also

Other tasks

Confirm direct delivery goods received

Confirm services received

Confirm goods received

Assign and amend traceable numbers

Purchase GRNs

Reference

Order processing (POP settings)

Options (stock settings)