Amend record of goods received

This activity is about changing the quantity of goods previously recorded as received for a stock item. The quantity can be either increased or decreased, providing that the goods:

• Have not been invoiced. Invoiced goods are not displayed for amendment.
• Are not direct delivery goods that have been confirmed as received.

If you are using multiple locations and want to change the warehouse recorded to store the received goods, use the Stock Control module.

Changing the quantity received affects the item's stock level and possibly the allocations recorded for the item. To determine the impact, the system checks the purchase details recorded for the item.

When you increase the quantity received and the system finds the item is required to satisfy one or more sales orders, the following scenarios can occur.

• The item is required to satisfy one sales order: if the increased quantity is equal to the outstanding sales order quantity, then the additional items are automatically allocated to the sales order. If the additional quantity exceeds the outstanding sales order quantity, items are allocated to the sales order and the excess items are marked for stock.
• The item is required to satisfy more than one sales order: if the increased quantity does not meet the outstanding sales order quantity, then you are prompted to allocate this increased quantity to the linked sales orders.

Where the item is not linked to a sales order the quantity is simply changed and the stock levels increased.

Traceable items

• Iif you have chosen to record batch/serial numbers for your traceable items when goods are received on the Options tab of the Stock Controlsettings, you will need to assign the serial or batch numbers.
• An increase in quantity will be used to resolve pre receipts once any linked sales orders have been satisfied. Any remaining quantity increases the item's free stock level.
• If any items on the receipt record have been allocated, then the record cannot be amended.

You cannot decrease the quantity received if the system finds:

• Any items on the receipt record have been despatched or issued.

If you are dealing with a batch/serial numbered item, you cannot amend the record if any of the goods on the receipt record have been allocated.

• The decrease would cause the item's stock level to become negative, unless the item is set to allow negative stock levels. Batch/serial numbered items do not allow negative stock in this instance regardless of the negative stock level setting.

If the items have been purchased to satisfy more than one sales order, you are prompted to decrease the quantity allocated to these orders. You cannot increase the allocated quantity in favour of a particular order.

Traceable items

If, when reducing the quantity received for a batch/serial numbered item, the batch/serial numbers have been recorded for the item during goods in, you are required to select the erroneous serial or batch numbers to be removed from the goods in record. If the goods in record has unassigned numbers, there is no need to do this; the receipt amount can only be reduced up to the amount of unassigned numbers recorded in stock.

Amending goods received results in:

• An adjustment to the allocation of items to sales orders, if the goods have been purchased to satisfy sales orders.
• A change in stock levels.
• Saved and a stored movement history, if your system is set to keep a movement history.