Purchase Order > Cancel Received Goods

The Cancel Received Goods function allows you to specify the quantities of the received line items that you want to cancel. This section will guide you on how to cancel a purchase order receipt transaction. It also discusses the effects of canceling the received goods.

AccountMate allows you to adjust the quantity of the received items in your purchase orders whether the receipt is done in the prior or current period. When you cancel the received goods, the system updates the PO Backorder amount in the vendor record to add back the monetary value of the cancelled receipt and updates the On-order and On-hand quantities in the inventory item record.

Before you cancel the received goods, consider the following important points:

•If you have activated the Accrued Received Goods feature in the PO Module Setup function and have reversed the Accrued Received Goods liability when posting the AP invoice, you must cancel the reversal of the accrued received goods liability before you proceed with the cancellation of the received goods. This is to avoid understating the Accrued Received Goods Liability account.

•The freight expense recorded when receiving the goods cannot be cancelled through the Cancel Received Goods function. You can cancel the freight expense by recording cost adjustments when posting the AP invoice.

To cancel a purchase order receipt transaction, perform these steps:

1.Access the Cancel Received Goods function from the Receipt group in the Transactions menu of the Purchase Order module.

2.Enter in the Purchase Order # field the number of the purchase order applicable to the inventory items for which you want to cancel the receipt. Alternatively, you may click the List box button next to the Purchase Order # field to select from a list the appropriate purchase order number. Once a valid PO # is selected, the vendor number and the vendor’s company name are displayed for your reference. The selected purchase order’s inventory items that have been recorded as received are displayed in the Line Items grid.

Note: If the purchase order receipt you want to cancel has been matched or reversed on an AP invoice, a message box will be displayed informing you that cancelling the purchase order receipt will not void the AP invoice and asking for your confirmation to continue with the cancellation. Click the Yes button to continue; otherwise, click the No button.

3.Accept or amend the warehouse code in the Warehouse field. The default value is the warehouse code specified during PO receipt.

Notes:

•A message is displayed if the purchase order receipt has no line items assigned to the specified warehouse code.

•If multiple warehouses were specified to the line items in the purchase order receipt, the Line Items grid will show only the line items assigned with the warehouse code entered in the Warehouse field. You need to void the receipt of line items separately for each warehouse.

4.Specify in the Void Date field the date when you want to record the cancellation of received goods. Accept or amend the default value which is the current system date. Click the Calendar button if you want to select a different date. You may also click the Fiscal Period Table Lookup button to display the Posting Period Restrictions function screen to ascertain if the period is restricted for posting.

5.Review the received inventory items shown in the Line Items grid. Choose how to proceed, as follows:

•If you want to cancel only a portion of the received line items for the purchase order number selected, manually enter in the Cancel Qty column the quantity of the received items that you want to cancel. You must enter a positive value in this field.

•Click the Cancel All button in the grid toolbar if you want to cancel all the received line items for the selected purchase order number. AccountMate will automatically provide in the Cancel Quantity field a value that is the same as the received quantity for each line item in the grid.

•If you want to clear the values in the Cancel Quantity column for all line items, click the Cancel None button in the grid toolbar. The Cancel Quantity fields will then revert to zero. However, clicking the Cancel None button will not automatically clear the Cancel Quantity fields for inventory items received into multiple bins. You must access the Bins tab and manually zero out the Cancel Quantity field.

•If the line items include serialized, lot-controlled or kit inventory item, the Special column will display a colored reference code (i.e. SN, Lot and Kit) and you must select the serial numbers, lot numbers or kit numbers for the received units of serialized and/or kit inventory item or lots of lot-controlled inventory items. Click the Show () button beside the Item # field and select the serial numbers, lot numbers or kit numbers in the Special tab.

•If the received purchase order include an inventory item received into multiple bins, you must provide the cancel quantity for each bin in the Bins tab. To show the Bins tab, simply click the Show () button beside the Item # field. Alternatively, you may enter the item quantity that you want to cancel in the Cancel Quantity field to let the system automatically enter in the bins the cancelled item quantities. The bins are selected from the top most bin in the grid which is based on the bin sequence in the Warehouse record.

6.When you are ready to save the transaction, click the Void button in the function toolbar. Choose how to proceed, as follows:

•If the Void Date is not the same as the Receive Date, a message box will display asking for your confirmation to proceed. Click the Yes button to confirm; otherwise, click No.

•A message box will appear asking for your confirmation to cancel the received quantities specified in the Line Items grid. Click Yes to confirm; otherwise, click No.

7.In the Receive Goods cancel confirmation window, perform the following:

•If the User Input (Numeric) option is selected in the PO Module Setup function for Cancellation Numbering, follow these steps:

8.1. Enter a number in the Cancellation # field.

8.2. Click the Save button to save the transaction; otherwise, click Cancel Save.

Note: If the Automatic option is selected for Cancellation Numbering in PO Module Setup, AccountMate will automatically provide a cancellation number in the Cancellation # field based on the number entered in the Next Cancellation # field. Both the Save and Cancel Save buttons are disabled.

8.When you have saved the transaction, you can choose to perform any of the following options:

oPreview

Click this button if you want to view the cancelled received goods before you print the document.

oPrint

Click this button if you want to print the cancelled received goods document. You may also print the document using the Print Cancelled Received Goods report function.

oNext Transaction

Click this button to if you want to cancel another purchase order receipt. This will clear the Cancel Received Goods function ready for the next transaction.

Cancellation of the PO receipt transaction results in the following:

Information	Function	Results
PO Backorder	Vendor Maintenance	The outstanding backorder amount increases.
On-order Quantity	Inventory Maintenance	The outstanding on-order quantity increases.
On-hand Quantity	Inventory Maintenance	The quantity on-hand decreases.

Q. want to review the entries generated by the system after I cancelled the PO receipt transaction; however, I do not see a GL Transfer Report under the PO module. Where can I see this information?

A. To view the accounting entries generated by the system after the cancellation of the purchase order receipt transaction, access the GL Transfer Report function from the Accounts Payable module.

Cancel Received Goods

Cancel Received Goods

See Also