Correction: change purchase contract number on a DL ref. when quantity is received (but not invoiced), sale is shipped, invoiced & transit has not been used

Correction: change purchase contract number on a DL ref. when quantity is received (but not invoiced), sale is shipped, invoiced & transit has not been used

Correction: change purchase contract number on a DL ref. when quantity is received (but not invoiced), sale is shipped, invoiced & transit has not been used.


Issue

A direct delivery ref. has been made & processed all the way through to the sales invoice to the customer but the wrong purchase contract number has been used.

Resolution

Credit the sales invoice to return the inventory to the DL location, reverse the purchase receipt by posting a negative purchase line, update the purchase contract number, make a new PO/PR, check ref. item number is still correct, make new SO/SD/SI

Steps

  1. Credit sales invoice (returns inventory to location 'DL') by making a request to Accounting
  2. Open the PO document (ctrl+f5)
    (note, the PO will not be present if the purchase has been invoiced)
  3. Check the PO Status (General tab) & if in state 'Released' use the Functions menu to 'Reopen'
  4. Add a new line under the first copying all detail but editing the quantity to a negative e.g. 25.5T received becomes -25.5T
  5. Add lot tracking to the new 2nd line as an exact copy of the lot number on the first line. Complete with a negative quantity.
  6. Manually receive the new PO line: Posting -> Post -> Receive
  7. Delete purchase contract number from the Purchase tab
  8. Add new purchase contract number
  9. Delete PO number from the Purchase tab
  10. Check the Ref. item number is the same as on the Sales Contract
    (if not, refresh the sales contract number on the Sale tab by cutting & pasting)
  11. Make a new PO via the MBP Ref. menu
  12. Receive purchase: Actions -> Receive Purchase/Transfer
  13. Delete SO number from the Sales tab
  14. Make a new SO via the MBP Ref. menu
  15. Ship the sale: Actions -> Ship Sale/Transfer
  16. Advise Accounting that the sale is shipped & a new invoice can be created.