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Record supplier receipt discrepancies and purchase adjustments

Keep the supplier document, warehouse count and agreement about the discrepancy. Distinguish a financial correction from physical return of goods.

Start at Purchasing > Purchase documents (all).

Procedure​

  1. Open the purchase receipt and create its receipt-discrepancy report where the operation is available. Confirm supplier, company, agreement and inherited item rows.
  2. Enter actual quantities. For an order-based warehouse, review the action to fill from the actual warehouse receipt instead of treating the supplier quantity as actual.
  3. Use the discrepancies-only view to review differences. Add an unlisted surplus item separately and record the intended resolution and comment for each difference.
  4. Obtain the supplier’s decision. Keep its resolution pending or in progress; do not mark it completed while the correction, replacement or return remains outstanding.
  5. For a financial correction, create the purchase-adjustment document from the original purchase. Choose error correction or adjustment by mutual agreement according to the actual basis.
  6. In the item list after adjustment, enter agreed quantities, prices and amounts. Populate/review the differences and selected accounting treatment before posting.
  7. If goods physically leave the warehouse, use a supplier return and its warehouse issue instead. A purchase adjustment alone does not document this movement.
  8. Review the supplier balance, order remainder and warehouse balance independently. Close the discrepancy only after all agreed documents are completed.

Check the result​

The amount changes only through the intended correction and stock changes only through the intended physical documents.

If the result differs​

A physical return is required: create the return and warehouse issue rather than relying on a financial adjustment. A discrepancy remains open: review the agreed replacement, correction or return document.