Purchase Adjustments

Receipt Discrepancy Reports

If the number of goods actually received under the Purchase invoice or the number of goods actually received by the vendor upon purchase return differs from the number of goods specified in the document, register Receipt discrepancy report document. You can create this documents based on the Purchase invoice or Goods return to vendor.

To enable it in the system, go to Master data and settings > Purchasing and select the Receipt discrepancy reports checkbox.

To create a Receipt discrepancy report based on the Purchase invoice:

1. Go to Purchasing > Purchase documents (all).
2. Select the required Purchase invoice and click Generate > Consignment pick-up discrepancy report.
3. On the Goods tab, change the Actual quantity for the goods with discrepancies.
4. Click Discrepancy treatment and specify how you want to settle the discrepancy.
   1. In case of shortage, you can:
      • Register. The receipt decreases be the amount of underdelivered goods.
      • Register and wait for subsequent delivery. The current receipt is reduced by the number of underdelivered goods. A new document is created to get the missing goods.
      • Wait for subsequent delivery without registration. The undelivered goods are received to the warehouse without registering any documents.
      • Write off at our expenses. Missing goods are recorded as received and are written off to our expenses.
      • Write off at the expense of the third party. Missing goods are recorded as received and are written off to expenses. The third party is responsible for shortages.
   2. In case of surplus, you can:
      • Register. The receipt increases be the amount of overdelivered goods.
      • Invoice the surplus and create Goods return. The receipt increases be the amount of overdelivered goods. Overdelivered goods are then returned to the vendor.
      • Return the surplus. Overdelivered goods are returned without registering any documents.
      • For income. Overdelivered goods are registered as other income.
5. Depending on the selected options, on the Main tab, the system will show you the options to register this discrepancy in the system:
   • Change receipt.
   • Register receipt adjustment.
6. Specify the In progress status and Post the document. Otherwise, it will be impossible to create the adjustment documents.
7. Click the Issue documents hyperlink below the registration options on the Main tab to see what documents you need to create further.
8. Create each document one by one.
9. Once you are done, change the Receipt discrepancy report status to Processed.
10. Click Post and close.

To create a Receipt discrepancy report based on the Goods return to vendor:

1. Go to Purchasing > Returns of goods to vendors.
2. Select the required Return of goods to vendor and click Generate > Discrepancy report following return of goods to vendor.
3. On the Goods tab, change the Actual quantity for the goods with discrepancies.
4. Click Discrepancy treatment and specify how you want to settle the discrepancy.
   1. In case of shortage, you can:
      • Register. The receipt decreases be the amount of underdelivered goods.
      • Register and wait for subsequent delivery. The current receipt is reduced by the number of underdelivered goods. A new document is created to get the missing goods.
      • Wait for subsequent delivery without registration. The undelivered goods are received to the warehouse without registering any documents.
      • Write off at our expenses. Missing goods are recorded as received and are written off to our expenses.
      • Write off at the expense of the third party. Missing goods are recorded as received and are written off to expenses. The third party is responsible for shortages.
   2. In case of surplus, you can:
      • Register. The receipt increases be the amount of overdelivered goods.
      • Invoice the surplus and create Goods return. The receipt increases be the amount of overdelivered goods. Overdelivered goods are then returned to the vendor.
      • Return the surplus. Overdelivered goods are returned without registering any documents.
      • For income. Overdelivered goods are registered as other income.
5. Specify the In progress status and Post the document. Otherwise, it will be impossible to create the adjustment documents.
6. Click the Issue documents hyperlink on the Main tab to see what documents you need to create further.
7. Create each document one by one.
8. Once you are done, change the Discrepancy report following return of goods to vendor status to Processed.
9. Click Post and close.

Purchase Adjustment

You can use the Purchase adjustment document when there is no physical movement of goods, but corrections of price or other data are required.

To enable it in the system, go to Master data and settings > Purchasing and select the Purchase adjustments checkbox under Purchase documents.

1. Go to Purchasing > Purchase documents (all).
2. Select the required Purchase invoice and click Generate > Purchase adjustment.
3. Select the required business transaction:
   • Price revision note.
   • Error correction note.
   • AR/AP decrease (summary).
   • Payables increase (summary).
4. Depending on the selected action, do the following:
   • In case of Price revision note or Error correction note:
     • Make the necessary changes on the Goods (after adjustment) tab.
     • On the Discrepancies tab, click Fill in discrepancies.
   • In case of AR/AP decrease (summary):
     • On the Payables decrease tab, specify the Reduction amount.
     • Enter the Adjustment reason.
   • In case of Payables increase (summary):
     • On the Payables increase tab, specify the Increase amount.
     • Enter the Adjustment reason.
5. Click Post and close.