How do I reverse a purchase order that I've received?

There several different ways to reverse a receipt or bill, depending on the status of the PO and currency type.

Local currency POs - fully or partially received

1. Go to Purchases > Supplier bills.
2. Open/edit the bill by clicking on it.
3. Tick the product item(s) being returned.
4. Click Actions, then select Create purchase return.
   

A purchase return (reversal of the receipted items) is automatically created and displayed on screen. You can also find it listed on the purchase orders page marked as a return like this:

You can now:

• Generate a supplier credit note by confirming the purchase return (same process as committing the receipt of a PO).
• Redo the purchase order by creating a new one with the same PO number as before.

Overseas (foreign currency) POs

If the PO has an outstanding receipt that is awaiting a bill, reverse this receipt:

• Go to Purchases menu
• Purchase orders
• Search for the PO number
• Click to open
• Two PO statues:
  • Partially receipted:
    • Click "more"
    • Click "Undo awaiting bill receive(s)"
  • Fully receipted:
    • Click "Undo receive"

You can reverse a finalised/posted landed cost calculation by creating a PO return.

1. Create a new PO return and a reversal of the loaded landed cost
   • Go to Purchases menu, then Landed cost calculations
   • Find the posted landed cost in concern and open it to view
   • Click "Create PO return" (at the top) and confirm. After that, the system will automatically:
     • Create a purchase order return for the billed and receipted PO
     • Make a copy and reversal of the current landed cost calculation, then add the new PO return to it
     • Open the new landed cost calculation into view
2. Manually receive the new PO return that has been created on step 1. Ensure the receipt quantities are in negative signs.
3. Finalise and post the new reversal landed cost calculation

If required, redo and correct the original purchase order receipt:

After the PO and landed cost calculation has been reversed (using the method outlined above), the original PO can be copied to a new PO for editing and redo receipt.

• Go to Purchases menu, then Purchase orders
• Search for the original PO number and open it to view
• Copy the PO:
  • Click "more"
  • Click "Copy"
  • Click Yes to confirm
  • After the PO has been copied
    • Click No not to open the new PO
• If the original PO's status is part-fulfilled:
  • Click "more"
  • Click "Complete" to close this PO off with no more product receipts
• Open the new PO (created above)
• Do the necessary edits and corrections
• When ready, receive the new PO
• And go through the landed cost calculation to finalise and post the PO receipt and supplier bills

To reverse a supplier bill for a fully receipted and costed PO:

1. Create a purchase return to reverse or offset the items in the supplier bill
   • Go to Purchases menu
   • Supplier bills
   • Search for the PO number or supplier invoice/bill number
   • Click on the right bill version to open
   • Tick all the line items
   • Click "Action"
   • Click "Create purchase return".
     • By clicking on this option, the system creates a reversal of the billed items, and then opens it for editing.
     • To complete this return and create a reversal supplier credit note, perform a landed cost calculation:
       • Receive the purchase return PO in full
       • Immediately, click on "Go to 'Received awaiting bill'". Alternatively, go to Purchases menu, then "Received awaiting bill".
         • Find and open the PO
       • Open the PO
       • Click "Create bill"
       • Enter the same supplier invoices details including date and number. For the invoice numbers, enter with a return word suffix, for example: 1234-Return
       • If any, add the remaining supplier invoices/bills that were included in the initial landed cost
       • When ready, finalise the costing to create the credit note
2. Once the reversal is finished, create a new PO with the same information as the old one, but with any corrections made.
   • Follow the normal PO process