Follow this process to create a negative order for stock that is being removed from the store and create an order for the replacement stock. This process can be used in cases where:

  • A company representative swaps current stock for stock with new packaging.
  • A company representative takes expired stock and replaces it with other stock.
  • A company representative removes a current range and replaces with a new range.

This is a 4 step procedure:

1. Create a negative invoice

2. Create a replacement stock Invoice

3. Print the Adjustment Report

4. Complete the Invoices

1. Create a negative invoice

1. From Order Maintenance.

2. Click Add to create a negative invoice.The Order Entry window is displayed.

3. Ensure that the following information is entered:

a. Enter the Supplier code or supplier name to select the supplier swapping the stock.

b. The Order Date should be the date which the stock is being removed from the store.

c. In the Invoice no. field, enter a reference from the company representative you can use a leading C to indicate that this is a credit.

d. Enter a Description of the order.

e. Sales Rep field can be used to enter the name of the person entering the invoice or the sales representative from the company.

f. Click Add to add the products that are being removed from the store to the order.

The Order Detail window is displayed.

4. To add the products:

a. Scan the product barcode into the Product Code field.

b. Enter a negative Quantity amount reflecting the number of units being removed.

c. The Unit Cost will default to the last buy cost.

d. Click Okay to save.

5. Repeat Steps 4a-4d until all products have been added.

6. Once all products have been added, click cancel to close the Order Detail window and to return to the Order Entry window.

a. Take note of the GST amount

b. Take note of the Total amount

7. Click Okay to return to the Order Maintenance window.

8. The Order Maintenance window is displayed.
9. The negative invoice is displayed in a Created status.
 

2. Create a replacement stock Invoice

From Order Maintenance:

1. Click Add to create an invoice.The Order Entry window is displayed.2. Ensure that the following information is entered:

a. Enter the Supplier code or supplier name to select the supplier swapping the stock.

b. The Order Date should be the date which the stock is being added.

c. In the Invoice no. field, enter the same reference used from the company representative when creating the credit adjustment, you can use a leading R to indicate that this is replacement stock.

d. Enter a Description of the order.

e. Sales Rep field can be used to enter the name of the person entering the invoice

f. Click Add to continue to add the products to the order.

The Order Detail window is displayed.

3. To add products:

a. Scan the product barcode into the Product Code field.

b. Enter the Quantity supplied as replacement stock.

c. Ensure that the Unit Cost amount is correct. The unit cost will default to the last buy cost.

d. Click Okay to save.

4. Repeat Steps 3a-3d until all products have been added.

5. Once all products have been added, click Cancel to close the Order Detail window and to return to the Order Entry window.

a. Ensure that the GST amount matches or is more than the total amount on the Negative Invoice. 

b. Ensure that the Total Invoice amount matches or is more than the total amount on the Negative Invoice.

6. Click Okay to save the order and return to the Order Maintenance window.

 

3. Print the Adjustment Report

The Purchase order report should be printed in scenarios where the replacement stock is not going to be received and invoiced straight away. This will ensure that there is a record to reconcile with the replacement stock that arrives at a later date.

1. Highlight the invoice and click Print.
The Report Type window is displayed.2. Selected by default are, Purchase Order Format and Show Prices, these should remain selected. Show Prices will display the unit cost for each product on the negative invoice on the purchase order report, this will make it easier to ensure that the received replacement stock amount balances or is more than the negative total.

  • This report can also be exported to PDF or emailed.

3. Click Okay to run the report.

The following Purchase Order report will be created.

4. Click Print to print the report. 

This report should be filed until the replacement stock is received.
 

4. Complete the Invoices

This step is required to complete both the negative invoice and the replacement stock invoice. The negative invoice should always be completed first.

From the Order Maintenance window:1.Highlight the order to complete. The order will appear in a Created status.

a. Click Issue. The order will appear in Blue, an Issued Status.

b. Ensure the order is highlighted and click Received.

Click Yes on the receive order prompt to continue. The order will appear in Green, in a Received status.

c. Ensure the order is highlighted and click Complete.

The Order Confirmation window is displayed.

2. Ensure all information is correct before proceeding.
3. Click Okay to continue.

4. Click Yes on the Order Confirmation prompt to complete the order.

Repeat these steps to complete the replacement stock invoice.