We occasionally receive requests to "unpost" certain documents inside of FeneVision such as Purchase Orders, Receipts, PO Invoices, and Sales Invoices. Unposting does not exist as functionality in the software, in the sense that you cannot click an "undo" button on a posted document. When mistakes are made on these documents, the proper methods to correct the mistake are based on creating offsetting transactions to counter-balance the mistake.
The purpose of these offsetting transactions is to preserve the audit trail for the order/PO/receipt, so it is possible to determine what happened to it. These processes also help prevent inventory and cost discrepancies and data integrity issues that would occur from directly modifying the FeneVision database.
Instructions for different scenarios are below:
Mistakes on Purchase Orders, Receipts, and Purchase Order Invoices
There are two main tools within FeneVision to correct mistakes on these documents after they have been Posted, or have passed a point where they can be edited - Return Purchase Orders, and Inventory/Cost Adjustments:
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Return Purchase Orders (RPO)- Return POs can be used to offset the "bad" document. These can be created via CORE > Purchasing > Return PO Entry. Once an RPO has been created and invoiced, you can make a new PO to start the purchasing process over from the beginning.
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From page 275 of the CORE user manual:
"If an issue exists with a purchased item, the user can create a return purchase order directly in the ‘Return Purchase Order’ dialog. Return purchase orders can also be generated from ‘Purchasing Requirements’ if a unit is rejected in FeneVision Tracking or Trucking. When rejecting a purchased part, the user will have the option to generate a new purchasing requirement for the order to replace the rejected part.Return PO’s are generated for either a credit or a return.
- Credit - will only update average cost (when the RPO is invoiced).
- Return - will update inventory (when the RPO is posted) and average cost (when the RPO is invoiced).
‘Return POs’ generated from a reject will be linked to the original PO and a new PO can be generated within this screen as needed."
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- Inventory/Cost Adjustments: These can be performed under CORE > Inventory > Adjustments as necessary to correct the Quantity on Hand and cost. See: Creating Inventory Adjustments
After reversing the documents using the above methods, you can either create a fresh PO or copy the original PO to a new PO to run through the full purchasing/receiving process.
Mistake on a Sales Order or Invoice
The best course of action depends on the nature of the mistake. You can create different types of orders to correct different mistakes:
- Manufacturing - Make the product without initiating any financial transactions (invoices)
- Invoice Only - Invoice the customer without initiating any manufacturing
- Credit - Refund money to the customer