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Navigation: Inventory Use and Maintenance > Receives

Correct Receive Mistakes

If you notice an error after entering and posting a receive, use the steps in this topic to correct the error as soon as you notice it, before the period is closed. How you correct receive errors will depend on the costing method you are using. Click the link below that applies to your situation to see instructions.

Entered less of an item than was actually received

Correct this by adding another receive batch:

1.Add a new receive (see Receive Stock Items).

2.If an incorrect (lower) number of items was received, in the Quantity field, enter enough of the stock item to bring the received quantity to the correct total for the shipment. See an example. If there were actually 8 cases received, but you mistakenly entered 6 cases, enter 2 in the Quantity field (6 + 2 = 8).

3.If an incorrect (smaller) unit was received, adjust the Quantity and/or Unit to bring the amount received to the correct total for the shipment.

Best Practice HM

Hint It may be necessary to add the same item twice, each with a different unit, to correct the mistake. For example, if cookies come in cases of 100, but 5 cases were mistakenly received as "each," to correct the mistake you would add one entry for cookies with a Quantity of 95 and a unit of "each" and then a second entry for cookies with a Quantity of 4 and a unit of "case."

4.Post the receive batch. This will correct inventory levels for the items in the batch.

5.If you have already posted a count for the period, add and post another count for the affected item only.

Best Practice HM

Hint To determine which costing method you are using, see Set Costing Method.

Entered a larger unit of an item than was actually received, when using Standard costing

Correct this by adding an adjust batch:

1.On the Settings tab, click Inventory, and then click Adjust/Transfer. icon_adjustTransfer

2.On the top toolbar, click the Add button bAdd to open the Adjust/Transfer wizard.

3.Click Next, and select the Adjust option.

4.Click Next and enter the reason for the adjustment (for example, "receive error").

5.Click Next, and then click Finish. The new batch is listed at the top of the batch list.

6.Click the lower Add button. bAdd

7.Click the Item field, and then click the arrow bDropdown to select the items you want to adjust.

8.Determine the conversion between the incorrect unit received and the correct unit.

Best Practice HM

Hint Conversions are found on the stock item's Custom Conversion tab, or on the Units of Measure Conversions tab.

9.In the Quantity field, enter a negative quantity equal to the excess items that were received. See an example. If there were actually 15 lbs. received, but you mistakenly entered 50 lbs., enter -35 in the Quantity field (15 - 50 = -35).

10.In the Unit field, enter the correct (smaller) unit.

11.When you have entered all items that require adjustment, click the Post button. bPost

12.Confirm that you want to post the batch into the old (current) period. This will decrease inventory levels for the items in the batch.

13.If you have already posted a count for the period, add and post another count for the affected item only.

Entered more of an item than actually received, when using Standard costing

Correct this by adding an adjust batch:

1.On the Settings tab, click Inventory, and then click Adjust/Transfer. icon_adjustTransfer

2.On the top toolbar, click the Add button bAdd to open the Adjust/Transfer wizard.

3.Click Next, and select the Adjust option.

4.Click Next and enter the reason for the adjustment (for example, "receive error").

5.Click Next, and then click Finish. The new batch is listed at the top of the batch list.

6.Click the lower Add button. bAdd

7.Click the Item field, and then click the arrow bDropdown to select the items you want to adjust.

8.In the Quantity field, enter a negative quantity equal to the excess items that were received. See an example. If there were actually 15 lbs. received, but you mistakenly entered 50 lbs., enter -35 in the Quantity field (15 - 50 = -35).

9.In the Unit field, enter the correct unit.

10.When you have entered all items that require adjustment, click the Post button. bPost

11.Confirm that you want to post the batch into the old (current) period. This will decrease inventory levels for the items in the batch.

12.If you have already posted a count for the period, add and post another count for the affected item only.

Entered wrong quantity or price, when using FIFO or weighted average costing

Correct this by zeroing out existing stock, and then recreating receive batches:

1.On the Settings tab, click Inventory Settings, and then click Stock Items. icon_StockItems

2.Start typing the name of the incorrect item to find it in the stock items list, and then double-click it to view details (if the Details pane is not already open).

3.Click the Stock tab. This tab will show the remaining quantity and price of each receive batch.

4.Record the Remaining Quantity, Unit, and Per Unit Cost for each receive batch in the order they are listed.

5.Zero out the existing stock level by adding and posting a count of the affected item with a Quantity of zero.

6.Recreate any previous receive batches for the item:

a.Add a receive batch for the first recorded receive.

Note HM

Note Add the receive batches in the same order they were received originally (recreate the oldest batch first).

b.In the Quantity field, enter the Remaining Quantity you recorded.

c.In the Unit and Per Unit Price fields, enter the information you recorded.

d.Click the Post button, bPost and if prompted, confirm posting to the old period.

e.Repeat for each receive you recorded, except the last receive (which contains the mistake).

7.Correct the receive with the mistake:

a.Add a receive batch containing the item that was incorrectly received.

b.In the Quantity field, enter the correct Quantity received.

c.In the Unit and Per Unit Price fields, enter the correct unit and price.

d.Click the Post button, bPost and if prompted, confirm posting to the old period.

8.If you have already posted a count of all items for the period, add and post another count for the affected item only.