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Correct received quantities with bills or credits ​

When to use it ​

Correct quantities on a completed receipt. A credit note reduces what is owed to the supplier; an extra bill increases it.

Before you start ​

  • You need rights to raise supplier bills and credits. The order must be Completed and must not be an excess or different-grade exception order. Confirm the corrected quantities against delivery evidence.

What this changes ​

Decreases create a pending credit note for approval. Increases create an approved receiving-adjustment bill and add the extra stock immediately; its payment still requires validation. Approving the credit note later reduces stock.

Completing receipt adds the received stock and creates or refreshes a supplier bill. Different-grade and excess deliveries can create linked orders for review.

Steps ​

  1. Find the completed order in Sourcing → Supplier Orders, inspect it, and choose Raise Bills/Credits.
  2. Enter the corrected received quantity for each affected line. Leave unchanged lines at their original quantities.
  3. Check the differences: decreases produce credit items; increases produce bill items. A single correction can create both.
  4. Use Set Full Credit only when every received quantity should become zero. Reset to Original restores the starting values.
  5. Enter the request reason and check the totals, then select Submit.
  6. Check the new records under Supplier Credit Notes and Supplier Bills. Keep their references with the original order.

Screenshot placeholder: Correct received quantities with bills or credits. Show Supplier Orders → Raise Bills/Credits drawer, with the controls described above visible.

Screenshot to add: Correct received quantities with bills or credits. Show Supplier Orders → Raise Bills/Credits drawer, with the controls described above visible. Capture filename: images/raise-receiving-corrections.png.

Restrictions and help ​

  • Submit is unavailable if no quantities changed. Quantities cannot be negative.
  • Approval and payment are different actions. An approved extra bill is not proof that the supplier has been paid.
  • Confirm corrections before submitting. If stock has already been used, involve the Sourcing and stock reviewers.

If something went wrong ​

Before Submit, compare the corrected quantities and bill/credit differences with the delivery evidence. Use Reset to Original to discard incorrect quantity changes.

After an unclear submission, check Supplier Bills and Supplier Credit Notes for the order before submitting again; a single correction can create both records.

If the correction itself is wrong, give Sourcing, Inventory and Finance the order and every new bill/credit reference. A pending credit can be reviewed through Supplier Credit Notes; do not approve an incorrect credit. Review an incorrect adjustment bill through Supplier Bills. Approved, applied or paid corrections require review of their existing stock and payment effects before another correction is entered.

What the correction changes ​

Quantity increases add stock immediately and create an approved adjustment bill. Decreases create a pending credit; stock reduces when it is approved. Declining an approved adjustment bill undoes its stock increase.

What still needs follow-up ​

Check goods already used and money already paid. Do not enter an opposite quantity merely to offset an unreviewed correction.

Screenshot placeholder: Order reference, original/corrected quantities and bill/credit differences.

Screenshot to add: Order reference, original/corrected quantities and bill/credit differences. Capture filename: images/raise-receiving-corrections-recovery.png.

Check the correction ​

Compare current stock, every correction bill/credit and the final amount owed with the accepted delivery. Confirm the same difference was not submitted twice.