Void a Purchase Event
If you made an error when receiving Inventory on a Purchase Order, you may wish to reverse the effects. This article will cover what needs to be done in order to reverse the receipt of inventory.
There are 4 conditions that must be TRUE for this to work:
- The original Purchase Order must not be closed -- the PO must be in Received (REC) status.
- The original Purchase Event must not be posted -- the Purchase Event must be in Not Posted (NP) status.
- The original Inventory Lot(s) received must still be available.
- An A/P Voucher must not have been entered for the Purchase Event.
If any of the above conditions are FALSE, then there are two options remaining to correct the inventory that was mis-received:
- Create a Debit Memo to return any excess inventory.
- This method will offset the Inventory Holding credit (liability) from the original Purchase Event with a debit. The debit and credit should net to zero when entering the Voucher.
- Create an Inventory Maintenance draw to remove any excess inventory.
- This method will not affect Inventory Holding or Accounts Payable at all. This is simply a method to remove unwanted inventory from stock.
1. Open the Purchase Order list view
Open the Purchase Order window and highlight the PO that you want to un-receive items from. The PO must be in Received status (REC) for this to work.
2. Open the Purchase Event list view
Navigate to Purchasing > Purchase Events and cross-reference to the Purchase Order window. You will now see all of the Purchase Events related to the selected PO. The Purchase Event(s) must be in Not Posted status (NP) for this to work.
3. Void the Purchase Event
Highlight the Purchase Event then go to the List menu (at the top of the screen) and select Void or Delete.
3.1. Void the selected record?
Confirm that you want to void the record and click OK to proceed.
4. The Purchase Event has been voided.
The Purchase Event will now be in Voided status (V).
The item(s) on the original Purchase Order will be set back to Open status. You can now receive them again with the correct quantity or close the PO if the item(s) will not be received.
