Unstock incorrectly received items

You may have to remove incorrectly received items or shipments from your inventory and accounts during the purchase process. Credit notes are considered a negative invoice and used to update your accounts, while the Unstock function is used to remove the incorrectly received or damaged items from your inventory. The two functions are authorised together. 


NOTE: If the product to unstock has been sold, transferred or had quantity adjusted, the Unstock function will not be able to remove the item from inventory automatically. In this case, a credit note will still need to be authorised, but then a stock adjustment will need to be performed to correct your inventory levels – see Advanced unstock procedure.


Prerequisites:


Table of Contents


Simple unstock procedure

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For most incorrectly received shipments, the simple unstock procedure will be sufficient. A credit note is applied to the order for the value of the incorrectly received items to update your accounts, then the unstock procedure will be started automatically to remove the items from your inventory. 


Applying a credit note for the incorrectly received items:

  1. Navigate to Purchase -> Purchases and select the purchase order to apply the credit note to. 
  2. Select the Credit Note tab of the purchase order. 
  3. Enter the credit note number and date as provided by your supplier. 
  4. Add the credit note lines and quantities that have been incorrectly received.



  5. Click Authorise.
  6. You will be automatically prompted to Unstock the credit note items.
  7. Click Authorise. The incorrectly received items will be removed from your inventory and your accounts updated.



Advanced unstock procedure

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If the product to unstock has been sold, transferred or had quantity adjusted, the Unstock function will not be able to remove the item from inventory automatically. In this case, a credit note needs to be authorised, then the incorrect items written off from your inventory. 


Applying a credit note for the incorrectly received items:

  1. Navigate to Purchase -> Purchases and select the purchase order to apply the credit note to. 
  2. Select the Credit Note tab of the purchase order. 
  3. Enter the credit note number and date as provided by your supplier. 
  4. Add the credit note lines and quantities that have been incorrectly received.



  5. Click Authorise.
  6. You will be automatically prompted to Unstock the credit note items. Click the delete icon next to the product line to remove it.



  7. Authorise the empty credit note. Your accounts will be updated, but the items will still be in your inventory. 


The next step is to perform a stock adjustment to update the inventory. 


Adjust stock quantities:

  1. Navigate to Inventory -> New -> Stock Adjustment.
  2. Enter the stock adjustment Date.
  3. Choose the correct Account to debit.
  4. In Non-Zero stock on hand Product, click + or Add more items and add the incorrectly received items. 
  5. The Location field will be pre-filled automatically with the location of the existing stock. Ensure it is the same location specified in the stock received tab of the purchase order. 
  6. Enter the New Quantity, removing the incorrect items. 


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