Receiving More or Less than Ordered or Invoiced

Simon Thompson

Sometimes suppliers make an error, and send less or more than intended, perhaps due to a picking error. When they are made aware of the mistake, many suppliers will provide a credit note for the missing items, or an additional invoice because they already issued an invoice for the full amount when they shipped.

Where there are outstanding items to receive on an I&R pair, I'd like to be able to create a credit note for them and close the Purchase. Currently we cannot account for this scenario in Cin7, and have to do so externally.

Where there are more items received, I'd like to see the option to add multiple invoices to a single receipt. Currently we have to create a new I&R pair and line by line copy across the details from the Receipt and Put Away. This defeats the efficiency of the WMS App. It's easier to do it on paper and then pay someone to copy it in.

The latter has been requested a lot (below are some links), but the former is the biggest issue for us. It seems like it should be expected behaviour:
https://help.core.cin7.com/hc/en-us/community/posts/11984419371151-Multiple-purchase-invoices-for-one-stock-receiving
https://help.core.cin7.com/hc/en-us/community/posts/9909810498575-Mutiple-Invoices-for-a-Receiving-in-Advance-Purchase-Orders

 

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2 comments

Date Votes
  • Comment author
    Chris
    • We electronically complete the Stock Received tab, but do the Put Away via the WMS
    • Any items left outstanding on the Put Away, we then investigate further, could be an error on our side (didn't scan the right unit quantities) or the supplier didn't send it.

    From that point (once we figure it out), we could (haven't done it) probably just fake put away those missing units into a bin location like “never received” to complete the Put Away task which would then trigger all stock on that PO to finalise/update. From there, on the PO there are the credit and restock tabs

    • When you receive less → Use the Credit Note Tab, enter the skus and quantities that were missing, and you can create a supplier deposit (or refund if they give it) to apply/use on future orders from that supplier as payment. And then follow onto the Unstock tab. If the supplier makes a new invoice, then just make a new PO. If the supplier just sends the missing units, alternatively you could keep the Put Away open and not make a new PO, but be aware that will not update your stock quantities until the entire PO is finished.
    • When you receive more → Don't say anything (lol), finish the PO and just manually complete a stock adjustment afterwards with some notes. Or send it back to them / ignore it etc.

    Side Note - You can swap Invoice or Receive Stock first - which also might help you? Though I cannot see the option in the header to change that when creating an Advanced PO, but it is there for when creating a Simple PO. The setting is however in the main settings section.

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  • Comment author
    Simon Thompson

    Thanks Chris. Yes, I understand the workarounds, but they're not practical when receiving multiple containers in a week.

    FYI, when you receive too much, if you edit the invoice to change the quantity, then adjust the price per item to keep the total line cost the same: You keep the stock value correct and show how much saving you made at the Supplier's expense. (Of course we would always report such errors to the Supplier.)

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