Returning or Voiding Received Items on a Purchase Order

Derek Torres
Derek Torres
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

 

There may be times you need to return Items that were Received into your Warehouse's Stock, back to your Vendor. There may also be times you accidentally receive items that you didn't actually, and you need to "undo" this action. This is called Voiding Shipment Receipts in PartsManager (or voiding received items on a purchase order.)

This article will walk you through returning Items back to a Vendor and Voiding Shipment Receipts.

Prerequisites

Direct Returns

This Return method is used when you need to return items ordered on a Purchase Order for a ServiceTrade Job (meaning the line item has an associated Sales Order selected.)

Direct Returns will unfullfill the items from the Sales Order and return the items to the Vendor on the Purchase Order. 

  1. If the items you want to return are NOT associated with a Sales Order (ServiceTrade Job), you will need to follow the steps in the Returning Items to a Vendor Section of this article.
  2. Find the relevant Purchase Order, with items received with a Direct Purchase for Sales Order selected that you want to return. Note the warehouse selected on this warehouse. You will need this information on Step 7.
  3. On the line item you want to return, click the blue Sales Order link to navigate to the Sales Order to which this item was fulfilled.
  4. Click the Unfulfill tab.
  5. Scroll to the right to locate the Actions column.
  6. Click the 3-dot icon for the line item you want to return.
  7. Click the Return button to open the Return Stock Menu.
    Returns.png
  8. On the Return Stock Menu, Enter the DatePosted DateWarehouseAdjustment Ledger Account, and the Quantity you want to return.
    • The Warehouse should match the exact warehouse that was on the original Purchase Order.
  9. Click Submit when done.

Returning Items to a Vendor

This returning method is used when you order parts on a Purchase Order and receive them into your Warehouses Inventory Stock, but then need to return them directly to the Vendor. (The parts were NOT ordered for a ServiceTrade Job and DO NOT have an associated Sales Order.)

  1. If the items you want to return are on a Sales Order (ServiceTrade Job), you will need to follow the steps in the Direct Returns Section of this article.
  2. On the Navigation Bar, click Purchasing, then click Shipment Receipts.
  3. Click the Shipment Receipt Details tab.
    PL_-_Shipment_Receipt.gif
    • The Shipment Receipt Details tab lists each line item on every Shipment Receipt.
  4. Locate the line item(s) that you want to return to the Vendor.
    • Tip: You can filter by PO Number to find the correct line item.
  5. Scroll to the far right of that line Item and select the three vertical dots.
  6. Select the  Void icon (the blue box with a left-facing arrow) to open the Return Stock menu.
  7. Once done, click Submit.

You can view the void on the Stock Adjustments Tab of the Stock.

Voiding Received Items on a Purchase Order

Voiding a shipment receipt is done when you accidentally made a receiving action for an item you didn’t physically receive on a Purchase Order.

Note: If you void an Item that was received on a Purchase Order that was Linked to a ServiceTrade Job (Sales Order), it will automatically be unfulfilled on the linked Sales Order.
Void.png

  1. If you are trying to return items to the vendor please read the two section above Direct Returns and Returning Items to a Vendor.
  2. On the Navigation Bar, click Purchasing, then click Shipment Receipts.
  3. Click the Shipment Receipt Details tab.
    • The Shipment Receipt Details tab lists each line item on every Shipment Receipt.
  4. Locate the line item(s) you want to void.
    • Tip: You can filter by PO Number to find the correct line item.
  5. Scroll to that line item's far right and click the Void icon.
    Screenshot 2024-01-31 at 10.34.46 AM.png
  6. Click the Confirm button.

Clone Button for Voided Purchase Order Line Items

If you have a voided Purchase Order Line Item (without any stock adjustments tied to it), there is now a Clone button that allows you to copy that item on the same PO. This will save time and reduce double data entry:

Clone.png

FAQs:

What if I accidentally received the wrong item?

Voiding a shipment receipt is done when you accidentally made a receiving action for an item you didn’t actually physically receive. It is not the same as a return.

What if I voided a line item on a "Fulfilled" Purchase Order?

The Purchase Order status will change to "Issued" or "Partially Fulfilled." The voided line item will show the original ordering quantity, but the number received for that item will be listed as zero. Under the Adjustments Tab, you should see the negative Void adjustment.

To correct the line item, you can edit the "Issued" or "Partially Fulfilled" Purchase Order and now receive the items correctly. Still, it is important to note that voided or returned line items cannot be deleted from the Purchase Order, meaning the status can never be changed back to "Fulfilled" if you do not intend to re-receive the items.

Void.png

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