Delete or reverse a Purchasing receipt

On occasion, you might need to change or reverse the effects of a Purchasing receipt. For example, you might have had a purchase order for 1,000 widgets. You received the widgets and converted the purchase order to a receipt. However, when you opened the box, you found only 750 widgets. You want to change the receipt to reflect the appropriate quantity.

About deleting or reversing the effects of a Purchasing receipt

After a purchase order has been converted to a receipt and before the receipt has been converted to a PO purchase invoice, you might discover that some of the goods were not received. To correct the receipt to reflect the proper quantity of goods received, you can either:

• Delete the receipt: Removes the receipt from the system, which then allows you to convert the purchase order to a receipt again, specifying the quantity that was actually received
• Edit the receipt to reverse its effects: Leaves the receipt in the system with the quantity that was actually received, allowing you to track changes and maintain an audit trail

To delete or edit the receipt, the receipt needs to be in an open fiscal period.

Transaction definition requirements to delete or reverse

Whether you delete a receipt or reverse its effects to change a receipt to reflect the actual quantity of goods received, the transaction definitions for the purchase order and the receipt need to have certain attributes.

Needed transaction definition attributes for actions taken

Action	Needed transaction definition attributes
Delete a receipt	Purchaser order transaction definition: None Receipt transaction definition: Delete policy = Delete or Before printing
Edit a receipt to reverse effects	Purchaser order transaction definition: Partial conversion handling = Leave transaction open or Close original and create back order Receipt transaction definition: Edit policy = Edit or Before printing

In addition, if you might never receive the quantity of goods that was missing, you can create a close-out purchase workflow. This workflow allows you to close any partially converted or back order purchase orders that remain open after the receipt is deleted or edited to be reversed.

Delete a receipt

If you converted a purchase order to a receipt and then realize you did not receive the full quantity on the order, you can delete the receipt and convert the purchase order to a receipt again specifying the correct quantity. Deleting a receipt rolls back all the relevant data in the system to the state that it was in before the receipt was created (this includes GL accounts, subledger accounts, inventory effects, and so on, depending on how the transaction definition for the receipt is configured).

Deleting the receipt removes it from the system and does not leave an audit trail.

1. Open the applicable receipt list and find the receipt to delete.
2. Select the Delete checkbox next to the receipt and then select the Delete button. Depending on your user preferences, you might need to confirm the delete by selecting OK.

   Deleting the receipt, reopens the purchase order and rolls back all the relevant data in the system to the state it was in before the receipt was created (this includes GL accounts, subledger accounts, inventory effects, and so on, depending on how the posting for the transaction definition for the receipt is configured).

   For details about the conditions under which you cannot delete a receipt and the possible solutions, see delete a purchasing transaction.)
3. Partially convert the reopened purchase order to a receipt again, entering the quantity that was actually received.
4. If the Partial conversion handling attribute in the transaction definition for the purchase order is set to Leave transaction open or Close original and create back order, you can manage the purchase order that was left partially open:
   • If you receive the quantity that was originally missing
     1. In the applicable purchase order list, find the purchase order (or the back order purchase order if the transaction definition for the purchase order was set to Close transaction and create back order).
     2. Convert the purchase order to a receipt, entering the quantity that was originally missing. You will end up with two receipts that total the original purchase order quantity.
   • Optional: If you never receive the quantity that was originally missing
     1. In the applicable purchase order list, find the purchase order (or the back order purchase order if the transaction definition for the purchase order was set to Close transaction and create back order).
     2. Convert the purchase order to a close-out purchase order. Learn about setting up and using a close-out purchase order workflow.
        
5. Convert the receipt to a PO purchase invoice when the supplier bills you. Remember, if you received the quantity you did not originally receive, you'll have two receipts to convert to PO purchase invoices.

Reverse the effects of a receipt

If you converted a purchase order to a receipt and then realize you did not receive the full quantity on the purchase order, you can edit the receipt to reverse the effects for the quantity that's missing.

1. Open the applicable receipt list, find the receipt and select Edit.
   For details about the conditions under which you cannot edit a receipt and the possible solutions, see edit a purchasing transaction.
2. Change the Quantity to the actual quantity that you received, and select Post. Sage Intacct takes the following actions depending on the Partial conversion handling setting in the transaction definition for the purchase order.

   Actions taken for partial conversion handling options

   Partial conversion handling option	Actions taken
   Leave transaction open	Changes the quantity in the receipt and rolls back any relevant data in the system for the unreceived quantity (GL accounts, subledger accounts, inventory effects and so on, depending on how the transaction definition for the receipt is configured) Reopens the purchase order to push back the unreceived quantity by changing the Qty converted field and resets the purchase order status to Partially converted
   Close original and create back order	Changes the quantity in the receipt and rolls back any relevant data in the system for the unreceived quantity (GL accounts, subledger accounts, inventory effects and so on, depending on how the transaction definition for the receipt is configured) Leaves the original purchase order in the status of Converted Creates a back order purchase order to push back the unreceived quantity and sets the back order purchase order status to Pending

3. Manage the purchase order, which is now open, by taking one of the following actions:
   • If you receive the quantity that was originally missing
     1. In the applicable purchase order list, find the purchase order (or the back order purchase order if the transaction definition for the purchase order was set to Close transaction and create back order).
     2. Convert the purchase order to a receipt, entering the quantity that was originally missing in the receipt. You will end up with two receipts that total the original purchase order quantity.
   • Optional: If you never receive the quantity that was originally missing
     1. In the applicable purchase order list, find the purchase order (or the back order purchase order if the transaction definition for the purchase order was set to Close transaction and create back order).
     2. Convert the purchase order to a close-out purchase order. Learn about setting up and using a close-out purchase order workflow.
        
4. Convert the receipt to a PO purchase invoice when the supplier bills you. Remember, if you received the quantity you did not originally receive, you'll have two receipts to convert to PO purchase invoices.