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| receiving_goods:show_outstanding_purchase_order_lines [2020/05/19 00:09] – [Finalising purchase orders] Mark Glover | receiving_goods:show_outstanding_purchase_order_lines [2020/05/19 00:22] (current) – [Why can't we just un-finalise this PO ourselves?] Mark Glover |
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| === Why can't we just un-finalise this PO ourselves? === | === Why can't we just un-finalise this PO ourselves? === |
| Purchase orders are a legal contract, for payment, and referred to for auditing purposes. As such they must be protected from misuse. | Purchase orders are a legal contract between you and your supplier, and are often the subject of particular attention by auditors. As such they must be protected from misuse. |
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| When a PO is finalised somebody with authority has said "we are not receiving anything more on this PO". | When a PO is finalised, somebody with authority is saying "we are not receiving anything more on this PO". This will be because either: |
| This will be because either: | * all ordered stock has been delivered |
| - all ordered stock has been delivered | * the supplier has failed to supply in accordance with the PO contract and so is in breach of the contract. The decision to finalise the PO is then a decision to terminate the supply contract. It is **most irregular** for an organisation to turn around and say, "wait, we'll continue to deal with the supplier on this order even though the contract is in breach". Auditors will likely want to see good documented evidence to support why this was done. A new purchase order, needing new approval by management is normally the more appropriate way to proceed. |
| - the supplier has failed to supply in accordance with the PO contract e.g. supplier has been super late and still hasn't supplied stock. This PO is finalised because the contract is in breach, and nothing further will be received/accepted against the PO.\\ It is **most irregular** for an organisation to turn around and say, "wait, we'll continue to deal with the supplier on this order even though the contract is in breach" and unfinalise the PO - auditors will likely want to see good documented evidence to support why this is appropriate. No manager in their right mind would sign such a document...\\ A new purchase order, needing new approval by management would be more appropriate. | |
| | For this reason, mSupply does not have the facility for users to unfinalise a PO. However, mistakes can happen... |
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| | <WRAP center round alert 60%> |
| | If you do //accidentally// finalise a purchase order and you need to receive more stock against it, then POs can be unfinalised. The following will be needed: |
| | * Sustainable Solutions will need remote access to your database, |
| | * An officer with authority must provide approval for the unfinalisation. |
| | Sustainable Solutions keeps records of all communications and will be able to provide a copy of this approval to your auditor on request.</WRAP> |
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| | // Previous: **[[Receiving_goods:editing_pack_sizes|7.03. Editing pack sizes]]** | | Next: **[[receiving_goods:custom_stock_fields|7.05. Custom stock fields]]** // | | | // Previous: **[[Receiving_goods:editing_pack_sizes|7.03. Editing pack sizes]]** | | Next: **[[receiving_goods:custom_stock_fields|7.05. Custom stock fields]]** // | |
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