Correcting an over or under receipt

An over-receipt error occurs when you post a quantity of a product in Purchase Receipt of Inventory Entry that is more than you physically received in the warehouse. An under-receipt error occurs when you post less of a product.

For example, as warehouse personnel begin to set aside quantities for back orders and put remaining quantities on the shelf, they notice that put-away quantities on Receiving Report does not match the physical quantities, and that an error has been made entering the quantity during receiving.

Before performing corrections, ensure these prerequisites have been completed:

  • To correct a purchase order, the operator must have correct security. Set the option, Allow PO Receiving Corrections, to Yes in SA Operator Setup-Entry Options-Other Entry Options.
  • Receiving errors take time to correct. To prevent receiving errors from occurring in the first place, we recommend that you set the option, Verify Changes to PO/WT in Receiving, to Yes in SA Operator Setup-Entry Options-Other Entry Options. This option ensures the operator is notified when any enterable field for a line item is changed to a value that does not match the corresponding value in the purchase order. A warning is displayed: Discrepancy From PO. Please Verify Changes Made. This message notifies the operator when they are specifying a quantity different than the quantity ordered. The operator must acknowledge the notification to continue.
  • You must set up a return reason for this type of correction. Set up a Return Adjust Reason in SA Table Code Value Setup that is specific to correcting purchase order receiving; for example, PO Receiving Correction. Then, select that reason from the Receipt Correction Return Reason list in SA Administrator Options-Documents-Purchase Orders-Entry Defaults.

Use these instructions to correct quantities:

  1. Select Purchase > Entry > Receipt of Inventory.
  2. In the Search pane, specify the Vendor and Warehouse from the original purchase order.
  3. In Stage, select Received Costed (PO Correction).
  4. In Transaction Type, select Purchase Order.
  5. Click Search.
  6. In the grid, drill down on the original purchase order.
  7. In Open Journal, click OK.
  8. A message is displayed: This Purchase Order Has Already Been Received. Would you like to Correct It?. Click Yes.
  9. In Purchase Order Details, in the Line Items grid, in the Quantity Received cell, specify the appropriate quantity received.

    Optionally, if appropriate, you can select one or more line items, and click Actions > Set Qty Received to Qty Ordered.

  10. Click Submit.
    You can use the Notes context application in Infor Ming.le to create a Secured note attached to this corrected PO receipt. You can explain the over- or under-receipt and, if applicable, recommend that the Accounts Payable clerk cost the original purchase order and purchase order suffix together. You can view the note in the Notes pane in the Context Apps panel.
  11. In the grid, ensure that same purchase order selected and click Final Update.
  12. In the Final Update window, select the appropriate printers, then select the option, For Any corrections Adjust Back Orders, then click OK.