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[Andrea Gabel]

I have been scouring the forums for an answer to this, but don’t see one so will ask what is likely a repeat question.  The scenario is this: a user created a PO for the quantity of items he wanted, which happened to be slightly over what we received.  We will never get the remaining inventory, so it is not back-ordered & awaiting receipt.  We have received and invoiced everything that we will receive.  My question is this: how do I get rid of the “completed” PO without ruining the audit trail?  I know various versions are archived, but I am still hesitant to delete it.  Is there a better alternative to close the PO as opposed to just deleting it?

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Andrea L. Gabel, CPA
Manager of Financial Systems & Reporting
City of Naples Airport Authority
NAPLES FL
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[Lewis Rosenberg]

?Deleting it is the proper procedure or at the time of receipt (or before invoicing) you can change the order quantity to match the actual receipt quantity and NAV will delete the PO when it is invoiced.

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Lewis Rosenberg
IT Manager
Mars Fishcare
Chalfont PA

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[Andrea Gabel]

Thank you.  Unfortunately, once it is encumbered the only way to edit the qty is to cancel the line, delete the line, then re-submit the PO for approval with the new lower qty.  In this instance, the user in the department knew his supervisor had approved > than the qty received, and had already received the proper amount in.  I would have to then do a return receipt to be able to cancel the line and perform the steps above.  It is a very long and cumbersome process, which often irks managers who wonder why they’re being asked to re-approve something.  They tell me if they approved 1100 gallons and received 1094 then obviously they’re fine with it. 

I guess I will delete the PO and tell the auditors they will not be able to find it in “posted PO’s”, only in archived.

Thank you,

Andrea

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Andrea L. Gabel, CPA
Manager of Financial Systems & Reporting
City of Naples Airport Authority
NAPLES FL
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[Eduardo Diaz]

Hi Andrea,

You don’t need to send the order for Approval when deleting an order. We suffer the same problem. Some vendors will not supply remaining quantities. Someone will need to open the order, change the quantities to the total received quantities and then delete the order. We usually manually Archive the order before deleting it. Your audit trail will not be ruined as all your posted receipts and invoices will continue to show up under Posted Documents. Let me know if we should do a remote session.

Cheers,

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Eduardo Diaz
IT Director
Minequip Corp.
Miami FL
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[Patrick Hulst]

Question: define your “audit trail” requirements.  

We have the same scenario re: order quantities and received quantities (either over or under depending on product and vendor).  We ended up adding a column to the purchase line to indicate “original order quantity” which has no impact on what NAV does re: Order/Receive/Invoice quantities.  Far easier than looking at multiple versions of an archived version.

Our business impacts include the special order items that are allocated to a specific customer job (eg roofing shingles) and the store may not want to hold the additional product.  You may need only 42 bundles for your roof, but we get full lifts of 48 so the extra 6 bundles are yours.  Also the reverse – you need 50, we ordered 50, the vendor only shipped 48 so we’re now needing to find the extra 2 bundles somehow . Knowing what the user actually ordered (both on the customer service end as well as vendor end) helps the process. 

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Patrick Hulst
Retail Applications Projects Manager
Home Hardware Stores Limited
St Jacobs ON
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[Gregory Alford]

We have enabled automatic archiving of Quotes and Orders in Purchases & Payables Setup. This has worked well for us so far. We too added and an original quantity field with a pop up that asks whether to update the original quantity if we change the order quantity.

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Gregory Alford
ERP Manager
Tri Star Metals LLC
Carol Stream IL
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[Jim Augenstein]

I wonder as well about the audit trail. I suspect that you have a fund accounting add-on or customization that may or may not include an approval process. If so then deleting seems like the least intrusive assuming that an approval workflow is not triggered by that event. In this case, our History Manager application is likely a good fit for you as it will enable you to retain the entire history of the PO even when posted and/or deleted. 

If you would like to explore further, please let me know.

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Jim Augenstein
Channel Manager
Lanham Associates/Lanham Services
Aliso Viejo CA
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