Void/Correct Inventory Transactions (UG)

Owned by Emma Greenwood
Last updated: Mar 06, 2019

Overview

NorthScope allows users to Void, Void and Correct or Correct posted Inventory Transactions.

Prerequisites

Required Prerequisites

  • Site setup
  • Item setup
  • Financial Account setup

Step 1: Accessing the Void/Correct Page

The Inventory Void/Correct page can be accessed by expanding the Inventory module, selecting Transactions and clicking the “More Actions” icon from the header toolbar and choosing “Void/Correct” from the dropdown menu. 

Step 2: Completing the Void/Correct Page Header Fields

After selecting the Void/Correct option and the page opens, transactions can be filtered by the Transaction Type, Transaction ID, Site and/or transaction dates.  The following fields are displayed in the header:

  • Action - This field allows users to determine if the transactions should be corrected or voided. This field defaults to blank but is required. If the Action is set to ‘Void’, the Status of the transaction is updated to “Void” and product balances are re-calculated to reflect updated Available and On-Hand balances. If the Action is set to ‘Void & Correct’, the status of the original transaction is updated to “Void”, product balances are re-calculated to reflect updated Available and On-Hand balances, and a new version of the transaction is created with a Status of “New “. The new transaction can be opened from the Transactions list view, corrected, and re-posted.  If the Action is set to ‘Correct’, a new transaction with a new transaction ID is created in the status of ‘New’. Product balances are updated after the correction is processed and the new transaction is posted.

Note: Deleting an inventory transaction prior to posting will set the status to “Deleted”. 

Note: When the Transfer side of a two-part transfer is voided, also the Receipt side of the transfer transaction is voided.  

  • Date From - This date field is to enter a From Date to filter transactions displayed in the grid section. The field defaults to the date a year prior today’s date but can be edited. This field is required.
  • Date To - This date field is to enter a To Date to filter transactions displayed in the grid section. The field defaults to the current date but can be edited. This field is required.
  • Default GL Date - This date field is the GL date for the transaction. The field defaults to the current date and is required.
  • Override Negative Balances - This field displays a drop-down menu with the following options: ‘Match Trans’, ‘Allowed’, and ‘Not Allowed’.  This field defaults to “Match Trans” and is required. This field allows the user to override the Transaction property “Negative Available Balances” on the newly created correction transaction or voided record. 
  • Site - This field displays a dropdown menu of all active Sites to allow users to select the site associated with the transaction to be corrected or voided. For ‘Transfers’ and ‘Transfer Receipts’ this will search across the Site, Via Site or To Site. This field defaults to blank but is required.
  • Transaction - This field is to enter an Adjustment, Production, Receipt or Transfer/Transfer Receipt transaction ID to filter a specific transaction with the ID. Leave this field blank to search all transactions.
  • Transaction Type - This field displays a dropdown menu to select the Transaction Type.  The options are ‘Adjustment’, ‘Production’, ‘Receipt’, ‘Transfer’ or ‘Transfer Receipt’. This field defaults to blank but is required.

After the header fields have been completed click the ‘Refresh Data’ toolbar icon, the transactions that meet the filter criteria entered in the fields above will appear in the grid.  See below for information on the fields displayed in the grid.

Step 3: Completing the Void/Correct Page Grid Fields

  • Checkbox - The checkbox is used to select a transaction or multiple transactions to void, void & correct or correct. At least one transaction must be selected to Validate and Process voiding, voiding & correcting or correcting a transaction.
  • GL Date - Displays the GL Date of the original transaction. This field is for informational use only and cannot be edited.
  • Reference – Displays the Reference that was entered on the corresponding transaction. This field is for informational use only and cannot be edited.
  • Site – Displays the name and ID of the Site that was entered on the corresponding inventory This field is for informational use only and cannot be edited.
  • To Site – Displays the name and ID of the ‘To Site’ that was entered on the Transfer transaction. This field is for informational use only and cannot be edited.
  • Trans Date - Displays the date of the original transaction. This field is for informational use only and cannot be edited.
  • Transaction - Displays the original Transaction ID. This field is for informational use only and cannot be edited.
  • Via Site - Displays the name and ID of the ‘Ship Via’ Site that was entered on the Transfer transaction (if applicable). This field is for informational use only and cannot be edited.
  • Void/Correct GL Date - This date field is to enter a GL date for the transaction void/correction. The field defaults to the Default GL Date entered in the header section and is editable. This field is required. If the fiscal period of the transaction date is open, that date will be used, otherwise the Void/Correct GL Date will be used.

Step 4: Processing the Void/Correct Transaction

Select the transaction/s that are to be either corrected/voided by checking the box next to the transaction line item, or to select all the transactions listed, check the box next to the grid column headers.  Click the Validate toolbar icon, this validates the transactions and the Void/Correct GL date entered. If the validation is passed, the ‘# Trans to Void/Correct’ field populates accordingly. After Validating the transactions to void/correct, the Process toolbar icon is enabled.  Click Process, once the transactions have been processed they will disappear from the Void/Correct page.  Close the Void/Correct page to return to the list view. 

A notification is displayed for the user, if the transaction being voided or corrected contains lots that have sales allocations against them. Users are prevented from processing transaction voiding or correcting, if it would result drawing the lot balances negative and the transaction property “Negative Available Balances” is set to “Not Allowed”, unless the “Override Negative Balances” is set to “Allow” in which case users can process the correction or void.

When a transaction is voided, the Status of the transaction is updated to “Void” and product balances are re-calculated to reflect updated Available and On-Hand balances. When a transaction is voided & corrected, the status of the original transaction is updated to “Void”, product balances are re-calculated to reflect updated Available and On-Hand balances, and a new version of the transaction is created with a Status of “New “. The new transaction can be opened from the Transactions list view, corrected, and re-posted.  When a transaction is corrected, a new transaction with a new transaction ID is created in the status of ‘New’. The New transaction displays a “Process Correction’ toolbar icon, when this icon is clicked the changes displayed will be the difference between the original and the new transaction.  Users can make any edits to the transaction prior to clicking Process Correction, once this button is clicked it is disabled.  Product balances are updated after the correction is processed and the new transaction is posted.

Note: When the Transfer side of a two-part transfer is voided, also the Receipt side of the transfer transaction is voided.