Correcting a wrong product receipt

A wrong product receipt error occurs when your warehouse receives one product in Purchase Receipt of Inventory Entry, but later discovers that a different product was actually sent.

To correct a wrong product receipt, you create the correction and unreceive the existing line by changing the quantity received to zero. Then, you add a new line for the correct product and receive that product. The decrease of the existing line creates an RM-type suffix, and the addition of the new product creates a PO- or BR-type purchase order line, depending on the type of the original purchase order.

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 the product receipt:

  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 zero (0.00). Specifying zero unreceives the line item from the purchase order. A backorder is created during final update.
  10. Click Submit.
  11. In the grid, again drill down on the original purchase order, open a journal, and click Yes to the message.
  12. In Purchase Order Details, click Add New Item.
  13. In Add New Item, in Product, specify the number of the product that was sent by the vendor; in Quantity, specify the quantity received.
  14. Click Save.

    Notice in the details grid, a new line was added for the different product number.

  15. Click Submit.

    Notice in the Product Orders grid, the stage of the purchase order has changed to "Cor."

  16. Before final update, you can add an internal note. For example: A quantity of [ ## ] of product [ nnnn ] was received in error and was returned to the vendor. PO RM# [ ### ] was entered to correct this error. You can also add a note to the line item on the RM purchase order, such as: This corrects PO # [ ### ]. Cost these POs together.
    You can use the Notes context application in Infor Ming.le to create a secured note attached to the corrected PO receipt. You can view the note in the Notes pane in the Context Apps panel.
  17. In the grid, ensure that same purchase order selected and click Final Update.
  18. In the Final Update window, select the appropriate printers, then select the option, For Any corrections Adjust Back Orders, then click OK.
  19. In the Product Orders grid, the stage of the purchase order has changed to "Rcv."
  20. Close the function.
  21. In addition to updating the original purchase order, these actions have occurred: Inventory was corrected. A purchase order was created with a suffix, typically 01, for the corrected line item, with a quantity of zero. This product is backordered automatically when Purchase Entry Processing Print POs Report runs, unless you cancel this report. The product that was sent by the vendor was correctly received. You can keep this product and no additional steps are necessary, or you can enter an RM purchase order to return the product.