Receipt Adjustment Process
Understand how to effectively manage and correct discrepancies in receipts through a streamlined adjustment process.
Written by David Hamrick
Updated at March 19th, 2025
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Requisition Approval Processing Suite (RAPS)
RAPS Setup RAPS Utilities RAPS Requisition Entry RAPS Requisition Approval RAPS Convert Approved Reqs RAPS Purchase Order Cancel RAPS Delegation Maintenance RAPS Contract Module RAPS Expediting Module RAPS Pre-Revision Quotation Module RAPS - ATC Process (Approval to Commit) RAPS Enquiry by PSA Air Department RAPS Cost Controllers RAPS Unbudgeted/Budgeted
- AP - Automated Invoice Workflow
- AP - Payment Approval Management
- Global Upload Program (GUP)
- Document Register (DocReg)
- Rotables / Component Changeout
- Standard Pronto Modules
- PSA HelpDesk
This guide will walk you step by step to do a good receipt reversal. When a user does a goods receipt and update the purchase order goes into status 70. If there was an error during that good receipt the user will then need to use Purchase Item Receipt Adjustment program. The system module and function for this program is PO M024
The first thing that this program is going to ask the user for is the Purchase Order number. If the user knows the number they can type it in or if they need help finding it they can press f2 or click on the magnify glass for the purchase order table. Once they are in this table they are going to find the Purchase Order that is in status 70 Updated to reverse the Goods Receipt
Once you hit select and tab through the status of the order will populate and then you will get to a field that says Multi. This field is if you need to reverse multiple lines. If the user need to reverse multiple lines then put a Y in the blank. The user can still use Y even if its just one line that needs to be correct. If the user selects N here a few more options will populate.
If the user selects N for Multi
The cursor will go down to the item code. The user can then press f2 or use the magnify glass to pick the line item they want to reverse.
Once the line item is picked it will jump down to the field called Next Action. Under Next Action if the user hits the magnify glass they will be presented with multiple different options to choose from. We recommend using N for New PO, but use can also use A if needed. The other options are available, but would be cautious when using them.
A - Will just adjust the stock QTY on the PO without creating another PO for the difference
N - Will create a new PO for the difference and adjust the QTY on the PO
R -This option will print a return order. Once the order is printed a batch is created and the order is updated. This ensures the return is at the correct status for the credit note, and that the warehouse reflects the correct stock quantity.
This option will print a return order. Once the order is printed a batch is created and the order is updated. This ensures the return is at the correct status for the credit note, and that the warehouse reflects the correct stock quantity.
The return order is created with the original purchase order number and the next sequential backorder suffix. The original order has a note line added reflecting this change. If you do not print the return at this time, the actions are the same except you are not taken to the purchase order print program.
The order created must be printed at a later time. A goods received report is also produced.
W - When you select this option, enter the General Ledger account to use. Confirm the details to complete a batch header. The details of the adjustment are momentarily displayed before you are returned to the menu.
X - Return And Exchange
This option will print a return order. The order is printed, a batch is created and the order is updated. This ensures the return is at the correct status for the credit note, and that the warehouse reflects the correct stock quantity.
When an item is lot-tracked, the Goods Return Breakdown screen is displayed in order to select the required lots to be added to the return order.
The return order is created with the original purchase order number and the next sequential backorder suffix. A further order is created and if you have printed the order this is also printed and has a status of On Order. The original order has note lines added reflecting this change. If you do not print the return at this time, the actions are the same except you are not taken to the purchase order print program.
The orders created must be printed at a later time. A goods received report is also produced.
If the user selects Y then a grid will pop up with all the line items on the purchase order. This is where the user will mark which lines need to be reversed and then use the correct mode to correct the New/RTN Qty field. The New/RTN Qty field is where the user will put in the correct amount that was supposed to be received.
If the user selects Y for Multi
The user will be prompted with all the lines on the purchase order. The user will then use the Mark function to mark which lines they would like to update. The Correct mode to update the New/RTN Qty Field. This field is going to be what should have been received. In this example the user received 15 of Line 1 and 10 of Line 2. They want to correct it to where Line 1 they only received 10 and Line 2 only received 5. Once the user is happy with the changes they can use the Process Mode at the top.
Once the items are adjusted it will bring the user to the Print Field. This field is asking if the user wants to print the new PO or leave it in status 30 Ready to Print. If the user puts a N in this blank the new PO will be generated and will be in status 30 Ready to Print for Procurement to print. If the user puts a Y int his blank then the PO will be created and will be in Status 40 On Order.
Once the user hits the green ok at the bottom of the screen they will be prompted for Transaction Date Entry for this transaction. The user will then pick the date that they wish this transaction to be recorded on and then hit enter. This will pop up multiple times if the user selected Y on the Multi field and reversed multiple lines because it does a transaction date for each line. If the user reversed three lines then this date will pop up three times for the user to enter through.
Once the transaction date is complete the user will get a pop up box with the new purchase order number in it
Now if the user goes and looks at the purchase orders it will show the user what has been adjusted. If we take a look at 3633 (The Original PO) it will show that we have now received 10 of Line 1 and 5 of Line 2. It will also add notes for audit purposes to show that this was reversed and edited.
Now if we go and look at 3633AA we can see we still have 5 of line 1 and 5 of line 2 on order waiting to be received. Once the warehouse receives those the user can then do a goods receipt on 3633AA.
