Hide wrong posted receipts

tomdepoorter

Dear

Sometimes one of our warehouseman makes a mistake during a receipt (wrong article°, wrong quantity, wrong vendor) and posts that receipt.
He also puts away those goods.

This causes a problem for our accountant when he posts the purchase invoices.

Since it's impossible to undo the receipt when the goods have already been put away,
(The receipts causes a positive adjustment of the stock in the receive zone
the put away causes a negative adjustment of the stock in the receive zone and a postive in an other zone
so undo the receipt would cause a second negative adjustment of the stock or simply negative stock).
he often askes the warehouse to create a new purchase order and to do a second receipt.
(Wharehouse will use the item journal to make a negative adjustment of the stock of the first receipt).

This second receipt will be linked to the purchase invoice,
but the first will be open for ever.

Since the list of wrong posted receipts keeps on growing the account loses the overview when he tries to post new purchase invoices.

So my question:
can those wrong posted receipts be hidden?

One thought was to select once all wrong receipts and to post them with a discount of 100%.
This works but creates a lot of purchase invoices with value 0 in the purchase journal.
This can look suspecious during an audit.

So any other solution?

Best regards

Tom

Andwian

Dear Tomdepoorter,

The flow of Purchases is like this:
PO -> Receipt -> Invoice

So, every Receipt must be invoiced. Not doing so, the order is not 'finished' (outstanding).

So, despite of the erroneous in receiving, you should continue with invoice them.
Then, you could create a Purchase Return Order, in order to correct the wrong receipt. You do Return Shipment, and then Purchase Credit Memo.
Flow:
PRO -> Return Shipment -> Purch. Credit Memo

In the end, you should apply then Credit Memo to the 'wrong' Invoice, so that it will zero out the outstanding invoice.

For the replacement, you should create a new PO, receive, and then invoicing it. Then you should apply it with the real payment.

This way, you could solved this issue:

tomdepoorter wrote:

This second receipt will be linked to the purchase invoice,
but the first will be open for ever.

Since the list of wrong posted receipts keeps on growing the account loses the overview when he tries to post new purchase invoices.
So my question:
can those wrong posted receipts be hidden?

Good luck!

tomdepoorter

Thank you for your post Andwian

I've checked your steps with our accountant.

It probably solves our problem,
but probably also creates another one:
those pruchase credit memo's don't exist in reality (since this our supplier is not affected by this internal problem).
So posting such a document looks to us unlawful.

Any ideas about that?

Best regards

Tom

Miklos_Hollender

If you ask around partners they should have an add-on on standard customization that allows undoing warehouse receipts even if they are put away, becasue this is something that MSFT should have done long ago, clearly the Warehouse granules are not properly finished.

It is not really that hard - I remember I did something like that before around 2007. What your warehouse receipt and put away does (on top of a non-warehouse receipt) at the end of the day it automatically posts warehouse journals, not much more. So I extended the Undo Receipt functionality with booking the stock out with a warehouse journal and marking the related warehouse receipt and put-away as "undone" (purely informational) and maybe added a new warehouse request. Maybe some other details but not that difficult.

If you ask a partner to do it as a customization it may be expensive but I think some partner must have this as a "standard customization" or add-on.

You can also change your process. Basically your warehouse guy prints out the UNPOSTED warehouse receipt and has it signed by the purchasers to see if it is correct. Purchasers compare it with their PO and the vendor delivery note, and sign it or not. In this case it will be very rarely wrong.

tomdepoorter

Hey Miklos

Thank you for your answer.
That customization was something I wanted to avoid, hoping that there was a solution provided in standard NAV.
But it's becoming clear to me, that there is maybe none (view the few reactions on this post).

Process redesign is something: it's clear that the person who does the receipt is beter not the same who approves and posts it.
But it's difficult in a small company.

Best regards

Tom

william_marcelinus

Dear Tom,

as far as i know there were no such feature to prevent human error from processing warehouse system in standard or default
warehouse system. in company i'm working we should ask developers or programmers to evaluate flow process in real and system
to adjust validation or prevention due to wrong action. for example : i've develop and upgrade the warehouse shipment system in RTC
which is as we know don't have validation for posting Item No which don't have Serial No. so i add my own custom page to validate it.
the result is very satisfying and help a lot of time and error or human error not happening again in posting Item No without serial No.