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Review excess and different-grade deliveries ​

When to use it ​

Decide whether to accept the extra quantity or different grade recorded during receiving.

Before you start ​

  • You need permission to approve receiving exceptions. The linked exception order must still be pending. Have the goods received note (GRN), which records what arrived.

What this changes ​

Accepting the exception approves its linked order and automatically records its dispatch and receipt, adding its stock. Rejecting all lines cancels the exception order.

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. Open Sourcing → Supplier Orders and locate the pending excess or different-grade order.
  2. Choose Approve Excess or Approve different grade, as shown. Check the original order reference, supplier, products, grades, quantities, prices, and goods received note.
  3. Correct the exception quantities or prices only when supported by the delivery evidence. Remove a line only if that exception should be rejected.
  4. Choose Validate Order to accept the remaining items. If every item was removed, the action becomes Cancel Order; use it to reject the entire exception.
  5. Reopen both the exception and original order. Check quantities, stock, and linked bills.

Screenshot placeholder: Review excess and different-grade deliveries. Show Supplier Orders → Validate Excess or Different Grade drawer, with the controls described above visible.

Screenshot to add: Review excess and different-grade deliveries. Show Supplier Orders → Validate Excess or Different Grade drawer, with the controls described above visible. Capture filename: images/review-receiving-exceptions.png.

Restrictions and help ​

  • Removed exception lines are not accepted. Check every remaining line before validating.
  • Edits and approval are saved in separate stages. If a later stage fails, reopen the order to check which changes were already saved.
  • The original receipt and exception are separate records. Cancelling the exception does not undo the entire original order.

If something went wrong ​

While the exception is pending, reopen Approve Excess or Approve different grade and correct only the lines supported by the goods received note before Validate Order. Removing every line rejects the exception through Cancel Order.

After a failed or unclear validation, reopen the exception first: line edits and approval are saved in separate stages, so the edits may have succeeded. Check its approval, receipt, stock and bill before retrying.

If the wrong exception was approved or rejected, give Sourcing, Inventory and Finance both the original and exception references and the correct quantities/grades. There is no undo-decision control here. Ordinary Raise Bills/Credits is not available for these exception orders; agree the correction before creating anything else.

What the correction changes ​

Approval automatically dispatches and receives the accepted exception lines. Rejecting the exception cancels that linked order; it does not cancel the original receipt.

Check the correction ​

Check the original receipt separately from the exception, including accepted lines, stock by grade and linked bills. Confirm no exception stock was added twice.