Cancel PO

nverma

A PO-49330 has 4 lines. Two lines have been received and 2 lines have not been received.

A new PO-49687 is created to correct the vendor and we need to have two received lines of PO-49330 to incorrect vendor cancelled.

Issue ->
1) The first 2 lines have been received, and final two lines need to be cancelled. How can we achieve this?
Right-click delete the 2 line that have not been received????

2) Lets say PO is received, but it should not have been received and needs to be cancelled.
Invoice the order and do a credit memo?? One of the forms that I read said --> Create a 2nd line with the negative quantity. [But I thought we cant enter a quantity lower than 0]??

I have googled this particular issue, but I am not sure which/what is the most appropriate way of solving/handling this issue.

krzychub83

Solution depends from your database configuration. I do not have too much time now, thus I will start with the simplest situation. If this order has not been invoiced yet and you are not using Advanced Warehousing (like Inventory Put-aways and Inventory Picks), then you should be able to Undo a Receipt/Shipment from the Posted Purchase Receipt/Posted Sales Shipment. On the PO-49330 go to the Order -> Receipts. Here Receipt -> Card. Here Functions -> Undo Receipt. This will reverse posted lines on the Order. From here you will be able to do whatever you want with that order, including changing the Vendor.
There is ringing a bell in my head that Undo function had some bug in it, but not sure whether this was some customization or standard code, and which country was it either, thus test it on test environment firstly. If you happy with the results use it.

nverma

I think I forgot to mention that this client does not use Items. They book quantities against G/L Accounts. I tried the Undo Receipt functionality only works with Items.

So, for G/L Accounts I tried entering a negative quantity, and system accepted the value and I was able to receive it. Would this create a nulling effect? Or is there a better way of doing this.

edudiaz

On PO-49330 - Invoice the two received lines, create a Credit Memo and delete the PO.
On PO-49687 - Process everything again correctly.

nverma

From a learning point of view, why is this a bad idea?

G/L Accounts I tried entering a negative quantity, and system accepted the value and I was able to receive it.

and why did you opt for created a new PO from scratch?

krzychub83

Because you are not able to change vendor on half receipt purchase order. As you responded you cannot undo receipt line for lines type of G/L Account. Thus if you need to change Vendor No. you need to create a new Purchase Order. You can use Funtions -> Copy Document... for this purpose, which is probably the fastest way to do it.

Edudiaz solution is the clearest way of handling such situation ('old school' rules, cross country solution).

However you can follow the negative quantity path on order line too. There are two ways of using such line on half receipt order. Enter negative quantities on new line for amounts that have been already received. Clear anything that has not been received yet. Then:
- When you have a negative line, which was not yet received or invoiced you can use Functions -> Move Negative Lines... Here you can chose to move this line to Return Order (and then post with Credit Memo) or just Credit Memo. It's just a faster way to create these documents. Then you need to post Invoice for Order as well to 'close it' and Credit Memo too...
- Or you post a Receipt with an Invoice (or Invoice separately) for this order (if your country legislation & company financial rules are allowing for such situation). The result is 0 amount invoice posted to VAT Enty/GL Entry/Vendor Ledger, etc. Some my customers, from different countries, have been working this way (unfortunately none from Canada). But in the same time I saw places where you were not allowed to do it. Although it was explained as due to internal company fiscal rules rather than any existing country regulations.

Just remember to test it on test environment firstly, because your client's database might have been customized... If you do not know if this solution can be used in Canada then ask anybody from finance department. Show that this can be done, but you do not know if this sticks to local legislation.