How to reverse a received PO

It depends on the status of a purchase order, there can be a few ways to reverse the receipt and bill.

Local currency purchase orders

To reverse a partially or fully receipted PO:

• Fully receipted
  • View the PO's bill
    • Go to Purchases menu
    • Purchase orders
    • Search for the PO number
    • Click to open
    • Click "View bills"
    • Click on the bill
    • Click "Action"
    • Click "Create return and redo PO". Because the bill might have been sent to Xero, hence by clicking on this option, the system automatically creates
      • a purchase return (reversal of the receipted items),
      • a supplier credit note
      • a new PO for changes and for receiving into stock.
• Partially receipted
  • View the PO's 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
    • Click "Action"
    • Click "Create return and redo PO"

Overseas/foreign currency purchase orders

If the PO has an outstanding receipt that is on waiting bill, then to 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"

For a fully receipted and costed PO, there are two main steps:

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'"
       • Or, go to Purchases menu, then "Received awaiting bill"
       • Open the PO
       • Click "Create bill"
       • Enter the same supplier invoice date and number, but with a return word suffix, for example: 1234-Return
       • If any, add the remaining supplier bills that were included in the initial landed cost
       • When ready, finalise the costing to create the credit note
         
          
2. Create a new PO to enter the correct items and prices
   • Follow the normal PO process

Create a purchase return from landed cost calculations

There are three main steps to create a purchase return from a finalised/posted landed cost calculation:

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