A PO may need to be adjusted after it has been confirmed and received against (Packing Slip/Proxy Packing Slip uploaded and Receipt created for order). Some examples of adjustments that may be needed include pricing adjustments, updating a line from a part to service, U/M changes, changing the part number or description, and updating the supplier. To be able to adjust the order, the Receipt must be “backed out” or removed from the order.
Below is an example of a PO from the Buyer view. Part #32543 is ordered at $200.00 each with a Qty of 1. The Buyer needs to adjust the pricing of the item to $185.00; however, the item has already been received against, preventing the Buyer from making the necessary adjustment.
Rcvd: has a Qty greater than 0 indicating a receipt has been processed and preventing any changes:
To “back out” of the receipt (remove the receipt from the PO), this process will determine if the voucher for the PO has already been processed. Navigate to the section of this document that details where the Receipt/Voucher may be for the PO. The AP Management, Accounts Payable, and Receiver roles may be needed depending on the status of the PO/if a voucher has been created. Please select from the links and follow the instructions to the end of the article:
Backing Out of the Receipt When a Voucher is in Unpaid, Pushed, or Paid Bills
Backing Out of the Receipt When a Voucher is in Vouchers Subtab of Accounts Payable
Backing Out of the Receipt When a Receipt in in the Receiver role
Backing Out of the Receipt When a Voucher is in Unpaid, Pushed, or Paid Bills
In the AP Management role, find the Unpaid Bills, Paid Bills or Pushed Bills subtab and select the appropriate voucher/PO that requires adjustments to the left. Once selected, click on Revert Selected Items:
In Paid or Pushed Bills:
in Unpaid Bills:
Confirm to move the voucher back to the AP Push:
Please note that if reverting a voucher from Unpaid Bills, the voucher moves to the Vouchers tab of the Accounts Payable role instead of the AP Push. For more details, skip to: Backing Out of the Receipt When a Voucher is in the Vouchers Tab of Accounts Payable
Locate the voucher in AP Push and select to the left:
Once selected, find the Selected Actions dropdown and select Revert Vouchers:
Confirm to return the voucher back the Vouchers in Accounts Payable:
Continue to the next section Back out of the Receipt when a Voucher is in the Vouchers tab of Accounts Payable.
Backing Out of the Receipt When a Voucher is in the Vouchers Tab of Accounts Payable
In the Vouchers subtab of the Accounts Payable role, locate and select the correct voucher followed by delete via the Action column:
Confirm for the invoice to be returned to the Scan Match of the Scan subtab:
Continue to the next section to Back Out of the Receipt in the Receiver Role.
Backing Out of a Receipt When a Receipt is in the Receiver Role
Navigate to the Receiver role and select the Receipts subtab:
Locate the correct PO and delete the associated Receipt via the Actions column to the right:
Confirm that the Receipt should be deleted and packing slip returned to the Scan Match of the Scan subtab:
The packing slip for the deleted Receipt will return to the Scan Match via the Scan tab:
The Buyer can now make the pricing adjustment to the PO as the Receipt has been removed (Rcvd: 0.00). In this example, the Unit Price has been updated from $200.00 to $185.00:
After the Buyer has made the appropriate adjustments to the PO, the Receiver may now process the packing slip back to a Receipt.