Sometimes goods receiving officers will accidentally receive stock incorrectly in any of a number of ways including:
These can all be corrected.
The methods described here will clearly identify the original error. If these methods are not followed, then a stocktake will correct the stock count, but will not help to identify the source of the original error.
Any user activity affecting stock needs to have records that management or an auditor can inspect. As with paper records, it is not appropriate to edit historic records. Instead, additional records are entered to correct historic mistakes. Management and auditors will then be able to see records of the original mistake and the corrective actions. To assist with this, clear details of what is happening should be recorded in the Comments field of the 'correcting' transactions.
If too little stock was recorded as having been received, this can be corrected by receiving more of the same stock.
Receipt of additional stock not recorded as received on GR ####
where ####
is the number of the GR which had the incorrect record.Receipt of additional stock not recorded as received on SI ####
where ####
is the number of the SI which had the incorrect record.Receipt of additional stock not recorded as received on SI ####
where ####
is the number of the SI which had the incorrect record.If too much stock was recorded as having been received, this can be corrected by creating a Supplier credit to return the goods to the supplier. While your store never actually received this stock, this transaction will correct your stock count and the Comment field will explain why this transaction has been created.
Return of additional stock recorded as received on GR #### and SI ++++
where ####
and ++++
are the numbers of the GR and SI which had the incorrect record.Return of additional stock recorded as received on SI ####
where ####
is the number of the SI which had the incorrect record.If stock of an incorrect item was recorded as received, then we have two carry out both of the following actions. It doesn't actually matter which order you do these in:
If the stock was incorrectly recorded as coming from the incorrect supplier, then you will need to return all of the stock to the incorrect supplier, and then receive it all from the correct supplier. It doesn't actually matter which order you do these in:
If stock of an item was recorded as received, but with the incorrect price, do the following:
When a purchase order (PO) is used in the procurement process, then the price is set by the PO. If the PO price was 'wrong', then the corrective actions should be governed by organisational policies and procedures. If your organisation and the supplier have agreed that the price was wrong, and needs to be changed, then there are two approaches, an auditor recommended approach and a method that is not recommended by auditors.
The Auditor recommended method: Cancel those lines on the PO and create a new PO
There is another method that is not normally acceptable to auditors as it involves amending historic transactions rather than creating new transactions to correct the mistakes in historic transactions. It is included here only because some mSupply using customers choose this method and request assistance with it. This method involves amending the historic PO and SI:
Even if a purchase order (PO) was not used in the procurement process and the price on the original paper supplier invoice turns out to be 'wrong', then the corrective actions should be governed by organisational policies and procedures. If your organisation and the supplier have agreed that the price was wrong, and needs to be changed, then, as above, there are two approaches, an auditor recommended approach and a method that is not recommended by auditors.
The Auditor recommended method: Return the incorrectly priced lines on the SI and create a new SI
There is another method that is not normally acceptable to auditors as it involves amending historic transactions rather than creating new transactions to correct the mistakes in historic transactions. It is included here only because some mSupply using customers choose this method and request assistance with it. It involves amending the historic SI:
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