Qty Received is Greater than Qty Ordered
There are some recommended standard practices when working with line items in a Purchase Order that have a quantity greater than 1. While these practices are not mandatory, it is advisable to follow them in order to avoid encountering unintended Exceptions in the folder that may not actually be true exceptions.
When you REC a line item in a Purchase Order with a quantity greater than 1:
If you wish to reject or return any of the received items, please ensure that the quantities being rejected or returned match the quantities that were originally received.
The system requires a proper linkage between the reject/return activities and the related received activities for each purchase order line. If you receive a quantity greater than 1 and then reject or return a different quantity, Nexsyis will handle it correctly in terms of costing and PO-related data. However, it may result in unintended exceptions due to the lack of proper linkage.
In such cases, you have two options. First, you can undo all the reject/return and credit memo postings, and then redo them with separate rows where each item is received and subsequently rejected or returned individually.
Alternatively, you can mark the exception as "allowed" since it does not require any further attention as it is not an actual problem.
This anomaly is best explained in the following example:
A Purchase Order is created with a single line item for “Emblem (qty =1) “
The vendor sends you 6 emblems (the invoice also reflects 6 emblems)
You intend to keep 1 emblem because that is all you need and you will return the other 5 emblems.
In the Nexsyis PO you should record this as follows
-
Receive a quantity of 5
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REJ/RET a quantity of 5 (actions a and b can be related to each other this way)
-
Receive a quantity of 1
So in the end you have received a total of 6 items.
You have REJ/RET a total of 5 items.
This leaves you with a total of 1 item on the job.
All AP activity can continue as needed.
The original invoice can be entered with 2 line items. The first with a qty = 5 and the second with a qty = 1. This will reflect the invoice’s total qty of 6 units.
The credit can be entered in the standard way with a qty = 5.
This methodology will produce no odd or strange Exceptions in the folder.