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| faq:incorrect_receiving [2021/06/18 06:15] – [Too much stock was recorded as received] Mark Glover | faq:incorrect_receiving [2023/11/01 03:29] (current) – [The stock was recorded as received with the incorrect Price] Mark Glover |
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| {{indexmenu_n>85}} | {{indexmenu_n>130}} |
| ====== 27.13. Fixing incorrectly received stock ====== | ====== 28.13. Fixing incorrectly received stock ====== |
| ===== The problem ===== | ===== The problem ===== |
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| Sometimes goods receiving officers will accidentally receive stock incorrectly in any of a number of ways including: | Sometimes goods receiving officers will accidentally receive stock incorrectly in any of a number of ways including: |
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| * Stock of an incorrect item was recorded as received | * Stock of an incorrect item was recorded as received |
| * The stock was recorded as received from the incorrect supplier | * The stock was recorded as received from the incorrect supplier |
| | * The stock was recorded as received from the correct supplier, but against the wrong PO |
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| These can all be corrected. | These can all be corrected. |
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| <WRAP center round important 60%> | <WRAP center round important 60%> |
| * [[returning_goods:returning_to_supplier|Supplier credits]] are not associated or linked with any [[purchasing:ordering_from_suppliers|Purchase Orders]], [[receiving_goods:goods_receipts|Goods Receipts]] or [receiving_goods:supplier_invoices|Supplier Invoices]]. Therefore, they do not amend any lines on those original documents. Nor should they - those documents are historic records which should not be amended later. | * [[returning_goods:returning_to_supplier|Supplier credits]] are not associated or linked with any [[purchasing:ordering_from_suppliers|Purchase Orders]], [[receiving_goods:goods_receipts|Goods Receipts]] or [[receiving_goods:supplier_invoices|Supplier Invoices]]. Therefore, they do not amend any lines on those original documents. Nor should they - those documents are historic records which should not be amended later. |
| * Because [[returning_goods:returning_to_supplier|Supplier credits]] are not associated with [[purchasing:ordering_from_suppliers|Purchase Orders]], they do not impact on the mSupply record of [[purchasing:managing_purchase_orders#show_outstanding_purchase_order_lines|Outstanding purchase order lines]]. | * Because [[returning_goods:returning_to_supplier|Supplier credits]] are not associated with [[purchasing:ordering_from_suppliers|Purchase Orders]], they do not impact on the mSupply record of [[purchasing:managing_purchase_orders#show_outstanding_purchase_order_lines|Outstanding purchase order lines]]. |
| * Because [[returning_goods:returning_to_supplier|Supplier credits]] are not associated with[receiving_goods:supplier_invoices|Supplier Invoices]] they do not impact on [[payments_and_receipts:cash_payments|Payments to suppliers]]. | * Because [[returning_goods:returning_to_supplier|Supplier credits]] are not associated with [[receiving_goods:supplier_invoices|Supplier Invoices]] they do not impact directly on amount [[payments_and_receipts:cash_payments|payable to the supplier]] for the [[receiving_goods:supplier_invoices|Supplier Invoice]]. However, the value of the [[returning_goods:returning_to_supplier|Supplier credit]] will be recorded against the amount owing to the supplier. |
| * After creating a [[returning_goods:returning_to_supplier|Supplier credit]], both invoices will exist together: | * After creating a [[returning_goods:returning_to_supplier|Supplier credit]], both invoices will exist together: |
| * The [receiving_goods:supplier_invoices|Supplier Invoice]] that brought in the stock | * The [[receiving_goods:supplier_invoices|Supplier Invoice]] that brought in the stock |
| * The [[returning_goods:returning_to_supplier|Supplier credit]] that removed the stock | * The [[returning_goods:returning_to_supplier|Supplier credit]] that removed the stock |
| </WRAP> | </WRAP> |
| ===== Stock of an incorrect item was recorded as received ===== | ===== Stock of an incorrect item was recorded as received ===== |
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| If stock of an incorrect item was recorded as received, then we have two carry out both of the above actions. It doesn't actually matter which order you do these in: | 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: |
| - Return the incorrectly received stock by following the actions to be taken if [[faq:incorrect_receiving#too_much_stock_was_recorded_as_received|Too much stock was recorded as received]] | - Return the incorrectly received stock by following the actions to be taken if [[faq:incorrect_receiving#too_much_stock_was_recorded_as_received|Too much stock was recorded as received]] |
| - Receive the stock that was actually delivered by following the actions to be taken if [[faq:incorrect_receiving#too_little_stock_was_recorded_as_received|Too little stock was recorded as received]] | - Receive the stock that was actually delivered by following the actions to be taken if [[faq:incorrect_receiving#too_little_stock_was_recorded_as_received|Too little stock was recorded as received]] |
| - Receive the stock that was actually delivered by following the actions to be taken if [[faq:incorrect_receiving#too_little_stock_was_recorded_as_received|Too little stock was recorded as received]] | - Receive the stock that was actually delivered by following the actions to be taken if [[faq:incorrect_receiving#too_little_stock_was_recorded_as_received|Too little stock was recorded as received]] |
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| | ===== The stock was recorded as received with the incorrect price ===== |
| | |
| | If stock of an item was recorded as received, but with the incorrect price, do the following: |
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| | ==== GR+SI receipts ==== |
| | |
| | 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. |
| | |
| | <wrap em>The Auditor recommended method:</wrap> Cancel those lines on the PO and create a new PO |
| | - Return the affected items on the current SI (refer to [[faq:incorrect_receiving#too_much_stock_was_recorded_as_received|Too much stock was recorded as received]] above) |
| | - Create a new PO for the affected items with the correct price |
| | - Receive the corrected stock as normal. |
| | |
| | There is another method that is <wrap em>not normally acceptable to auditors</wrap> 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: |
| | - Amend the prices on the historic PO - refer [[purchasing:ordering_from_suppliers#editing_purchase_order_lines|Editing purchase order lines]] |
| | - Amend the prices on the SI - refer [[receiving_goods:supplier_invoices#editing_lines_on_a_supplier_invoice|Editing lines on a supplier invoice]] |
| | |
| | ==== SI only receipts ==== |
| | |
| | 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. |
| | |
| | <wrap em>The Auditor recommended method:</wrap> Return the incorrectly priced lines on the SI and create a new SI |
| | - Return the affected items on the current SI (refer to [[faq:incorrect_receiving#too_much_stock_was_recorded_as_received|Too much stock was recorded as received]] above) |
| | - Receive the corrected stock on a new SI as normal. |
| | There is another method <wrap em>that is not normally acceptable to auditors</wrap> 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: |
| | - Amend the prices on the SI - refer [[receiving_goods:supplier_invoices#editing_lines_on_a_supplier_invoice|Editing lines on a supplier invoice]] |
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| | // Previous: **[[faq:imprest_work_flow|25.09. Imprest work flow]]** | | Next: **[[faq:benefits_of_multistore_system|Benefits of a multi-store system ]]** // | | | // Previous: **[[faq:how_to_access_temp_folder]]** | | Next: **[[synchronisation:]]** // | |
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