Correcting a wrong product receipt

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

To correct a 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. 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. Select Yes in the Allow PO Receiving Corrections field in SA Operator Setup-Entry Options-Other Entry Options.
To prevent receiving errors from occurring, we recommend that you select Yes in the Verify Changes to PO/WT in Receiving field SA Operator Setup-Entry Options-Other Entry Options. The operator is then notified when a value on a line item is changed to a value that does not match the corresponding value in the purchase order. This warning is displayed: Discrepancy From PO. Please Verify Changes Made. The operator must acknowledge the notification to continue.
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 field in SA Administrator Options-Documents-Purchase Orders-Entry Defaults.

Use these instructions to correct the product receipt:

Select Purchase > Entry > Receipt of Inventory.
Conduct a search using these values:

Warehouse

Specify the warehouse from the original purchase order.

Vendor

Specify the vendor from the original purchase order.

Stage

Select Received Costed (PO Correction).

Transaction Type

Select Purchase Order.
In the grid, drill down on the original purchase order.
Click OK to open the journal
Click Yes when this message is displayed: This Purchase Order Has Already Been Received. Would you like to Correct It?
Specify 0 in the Quantity Received field in the grid on the Line Items tab on the Purchase Order Details page.

Specifying zero unreceives the line item from the purchase order. A backorder is created during final update.
Click Submit.
In the grid, drill down on the original purchase order, open a journal, and click Yes to the message.
Click Add New Line Item on the Purchase Order Details page.
Specify the product and the quantity that was sent by the vendor.
Click Save.

A new line for the different product is added to the grid.
Click Submit.

The stage of the purchase order has changed to Cor in the Product Orders grid.
Optionally, 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.
In the grid, verify that same purchase order selected and then click Final Update.
On the Final Update page, select the appropriate printers, select For Any corrections Adjust Back Orders, and then click OK.

The stage of the purchase order has changed to RCV in the Product Orders grid.

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 the Purchase Entry Processing Print POs Report runs, unless you cancel the report. The product that was sent by the vendor was correctly received. You can keep this product and no additional steps are required. You can also enter an RM purchase order to return the product.