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: You cannot enter in this field a purchase order that has been either voided, matched, fully invoiced, or has had its landed costs fully applied..

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. Access the Line Items Page for more information.

6.View or update the vendor activities in the Activity page. Refer to the Activity Page section for more information.

7.When you are ready to save the transaction, click the Save 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.

8.In the Cancel Receive Goods 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 in PO Module Setup.

9.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.

oE-mail

Click this button if you want to send the canceled received goods document as an attachment to an email. You may choose from the drop-down list the file format of the email attachment. Once a file format is selected, a new email window will display with the document already attached. You may accept or amend the recipients, the default subject line as well as the default body of the email.

oExport

Click this button if you want to export the canceled received goods document. You may choose from the drop-down list the format of the exported file.

oNew

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.

oClose

Click this button to if you want to close the Cancel Received Goods window and the Cancel Received Goods function.

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