MV Software Knowledge Bas…  Modules»Purchase Order»Receive Items Twice by Mistake
  
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Last modified on 12/21/2015 11:24 AM by User.

Tags:
Receive, Items, Twice, Mistake

Receive Items Twice by Mistake

On occasion, items may accidentally be received twice, thereby overstating the inventory.  The following instructions are to be followed to rectify the situation:

 

Step 1. Enter a Ship Back record for one of the receivers (this will reduce the Warehouse Master file of the extra item(s).  Go to:

  • Purchase Order (Module 7)
    • Ship-Back Entry & Editing (Task 4)
      • Enter New Shipper (Sub-task 1)
        • Enter the identical items, quantities and costs that were received on one of the two receivers - note which extra receiver number is being used if the items were received on two different receivers or the original receiver if the items were received twice on the same receiver, as the receiver number will be used in Step 3; also note the shipper number being created in this step, as it will be used in Step 2, then using “Action” 3 – Post the Shipper. 

 

 

Step 2. Enter Vendor Credit Memo for zero dollars and post it.  Go to:

  • Purchase Order (Module 7)
    • Vendor CR-Memo Entry & Editing (Task 5)
      • Enter New Credit-Memo (Sub-task 1)
        • Be sure to use zero in the ‘Merchandise $’ field.   When prompted for a shipper number, at the bottom of the screen, after all the other information is entered, use the ship-back number just created in step 1.

        • Press the ENTER key through the quantities and cost $ fields…DO NOT change to zero dollars

        • On the Action screen:'

          • ​The G/L account # from the items will have a positive amount

          • The G/L account # from the “Rounding” parameter will have a negative amount

          • The “Total distribution” should be zero

        • ​Then use “Action” 3 – Post/Voucher.

 

 

Step 3.  Enter Vendor Invoice for zero dollars and post it.  Go to:

  • Purchase Order (Module 7)
    • Vendor Invoice Entry & Editing (Task 3)
      • Enter New Invoice (Sub-task 1)
      • Be sure to use zero in the “Merchandise $” field.  When prompted:  ‘Obtain Received Items?(Y.N), answer Y.  When prompted for a receiver number, enter the original or extra receiver number, depending if the items were received on the same receiver (original) or on two different receivers (extra)
      • If the items were received twice on the same (original) receiver, make sure the items /  quantities are ½ of the double received. i.e. if item #101-1 had quantity received of 2 but actually only 1 was physically received, on this invoice use the the  quantity of 1.  NOTE:  if received twice on the same receiver, the items may appear as duplicates on the screen…leave the quantity on one set of the item numbers and put zero in the quantity of the 2nd set of item numbers.
      • Press the ENTER key through the ‘cost$’ (it should be the same amounts as the vendor credit memo)
      • On the Action Screen:
        • ​The G/L account # from the items will have a positive amount.  Make sure it is the same amount as the vendor credit memo
        • The G/L account # from the “Rounding” parameter will have a negative amount. Make sure it is the same as the vendor credit memo.
        • The “Total distribution” should be zero

      • ​Then use “Action” 3 – Post/Voucher. 

 

Step 4.  When finished with steps 1 through 3:

  • If you proceed to the A/P module, in Task 1 (Voucher Entry & Editing) you will see a postive and a negative invoice/credit memo for net zero dollars, using the identical G/L numbers   After they have been posted in Task 1,  use Task 4 (Apply A/P Credits) to apply the new Vendor Invoice and Vendor Credit Memo to one another.
  • When the vendor’s actual invoice arrives for the goods actually received, proceed as usual in the Purchase Order module through Task 3 – Vendor Invoice Entry & Editing.

 

Effect:

      Originally the items are in P/O Task 22 (Items Received – no Invoice) as duplicates (whether on one or two receivers)

      

      Step 1 – the Ship Back, reduces the Inventory Master record and puts the items in P/O Task 23 (Shipped Back Items – no Credit)

      

      Step 2 – the zero Vendor credit memo, take the items out of P/O Task 23 (Shipped Back Items – no Credit) and will be posted to the A/P module with a zero dollar.

      

      Step 3 – the zero Vendor invoice, using the receiver number (either the 2nd/extra one or the original receiver—depending on whether the items were received on one or two receivers).  This action removes the items from the P/O Task 22 (Received Item -no Invoice). Note: if the items were received twice on the same receiver, the items will be listed twice in this step…leave one set of the item number with the quantities to be used when the actual Vendor Invoice is received and zero out the item quantities on the duplicated/2nd set of items.

       

      Step 4 - The Vendor Credit Memo and the Vendor Invoice will both be in the A/P module for zero dollars.   The Vendor Invoice and Vendor Credit Memo G/L account #’s should mirror each other. You can post them and then apply them to one another using A/P Task 4 (Apply A/P Credits)