Amending received goods after invoice in POP- best solution

Question

We have had an increase in customers invoicing POs for the wrong received amounts. 
 i.e. they incorrectly record that they received 4 of 6 items in their PO in POP, and then invoice for 6. They actually received the 6 but recorded the wrong amount. They then can't amend the received amount as they have invoiced it. What would be the best suggestion for this? The PO just stays live status and won't complete. 
 There just doesn't seem to be a way to fix this in Sage200 professional. You can't delete the PO as it's been invoiced. You can reverse the invoice, but it won't affect the POP side, only the PL. 
 I am just stuck on what the most efficient and correct solution would be in this situation as it seems to be happening quite a bit recently with different clients and no simple solution.

David Stubbings · Accepted Answer

Hi Mackenziefgl, 
 Thanks for being involved in the conversation on the Sage 200 Community. 
 I have just been through the steps you have described where I created a PO with 1 item line for 6 standard stock items. When receiving the 4 goods from the item line the Sage 200 program allows the partial receipt. Still within the POP module I open the Record Purchase Invoice screen I am able to adjust the Quantity to be Invoiced in the Select Order Items To Match Invoice section from 4 to 6 and fill in the Goods Value and VAT Value in the header section. I am able to match to the GRN line for the quantity of 4 but the system prevents me adjusting the Qty to be Invoiced above 4. 
 On Saving a pop up message is displayed: 
 You have not matched some or all of the invoice quantities to receipts. If you accept the invoice the system will automatically match any unmatched invoice quantities against the next receipts entered for the affected order lines. do you wish to continue? 
 Clicking Yes to this then opens the Enter Purchase Invoice for (Supplier Name) screen which is just saved. 
 The status of the PO at this point is Live. 
 If I attempt to Confirm Goods Received at this point the remaining 2 of the 6 on the item line they are still available to receive. 
 The status of the PO now changes to Complete. 
 You may need to remote onto the users system to check how they are processing. Is the customer processing in a different way? 
 Kind regards, David.

David Stubbings · Answer

Hi Mackenziefgl, 
 Having replicated the scenario that you've just described I can confirm the answer provided by Toby is the correct option. 
 
 After invoicing for a larger quantity the following warning message appears: - 
 
 Invoice Quantities Warning - The invoice contains quantities greater than the quantities on the order. Do you wish to continue? 
 Clicking Yes allows you to continue with the transaction posting with the higher values. 
 
 The current status of the purchase order at this point is live. 
 
 Using POP Maintenance and Write-off Incomplete Orders is the only way to change the status of the purchase order from Live to Completed. 
 
 Separately using Stock Control, Adjustments and Add Stock will allow you to manually adjust the quantity of stock that should have been received, i.e. from 3 to 4 in this case. 
 
 Please let me know that you are happy with the answers provided on this thread by marking this thread as verified. You can do this by clicking &ldquo;more&rdquo; and &ldquo;verify answer&rdquo;.

Sage 200 UKI

Amending received goods after invoice in POP- best solution

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