Help with recent changes

21

This has already been discussed & answered (read all posts in that topic) in the link to @Lubos topic in your first post of this topic, i.e. Added "Qty available", "Qty to be available" and "Qty to order" columns to “Inventory Items”. We also discussed it here so for the final time also read post number 6 at Help with recent changes - #6 by eko

For all clarity, your steps are incorrect. The basis is the Sales Order not the Sales Invoice. So once again:

  1. Customer sends their order.
  2. We issue a ‘Sales Order’.
  3. Customer agrees and pays.
  4. We copy the ‘Sales Order’ to a ‘Delivery Note’, and also;
  5. We copy the ‘Sales Order’ to a 'Sales Invoice", and also;
  6. We copy the ‘Sales Invoice" to a "Receipt’
22

Thank you @eko. I have read it several times and I’m still confused. I understand the argument about wanting to keep track vs which order something was delivered, but I don’t see why the extra document had to be introduced.

I’m sure one day I will understand :crossed_fingers:

23

There is no extra document! In your 'system" you sent a Sales Quote, a Delivery note, a Sales Invoice and a Receipt. You do not have to issue the Sales Quote but replace it with a Sales Order. As explained earlier you could in the edit screen change the title to Sales Quote if not wanting to confuse your customer. You could even make that a form default.

24

Ok, but I don’t understand this.

When I issue a sales order it has stock implications. If the customer doesn’t go ahead with the order, we need to then go and delete it. It will show up in “qty to deliver” whether the customer decides to proceed with the order or not.

I guess I’m missing something.

25

I use this simulation table to understand how this system works.

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26

Sales Orders do not have QTY on hand (stock) implications, it will only change QTY to deliver. Once delivered the QTY on hand will reduce and QTY to deliver will go to 0 items. Similarly if you delete the Sales Order the QTY on hand remains as original and the QTY to deliver will change back too.

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27

Yes I see, the issue for us would be that we would have to go back and delete all the ‘Sales orders’ that are not finalized as we rely on the “qty to deliver” to make sure all our customers have had their previous orders filled when sending out new quotes.

If we didn’t do that after a few months we would have “Qty to deliver” to all our customers and it wouldn’t help us keep track of anything as half of it would be from ‘Sales orders’ that were not finalized.

We need to add an extra step to accomplish the same thing we did before.

I guess I still don’t see why it was changed as companies who don’t want to bother with delivery notes could just untick “qty to deliver” or issue a receipt straight if it’s a cash sale.

28

Please as advised earlier read the discussion in the post you linked to when creating this topic. For example:

And

And

29

Yeah, thank you.

I think what is confusing me is that all these old documents that had no implication on our “qty to deliver” and “qty on hand” now has implication.

I was just sitting with our logistics manager and it scares me not knowing what numbers are accurate and why.

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Here is an example of some of our 597 inventory items.
On the left are the old “qty to receive”, “qty on hand” and “qty to deliver” and on the right the new ones.

I assume then that I should go through all the old purchase orders (that behaved like a purchase quote before), delete the ones that were never fulfilled and then I would have to look through all the sales invoices that were not fully delivered and for those ones copy it to a sales order so the “qty to deliver” is correct?

30

I assume you could

  • enter purchase orders / quotes as appropriate for all current transactions
  • do a stock take then enter one transaction with the correction.
31

Should I not be able to just go sort all the purchase orders by “uninvoiced” and delete all of those?

These were purchase orders we made that for one reason or another we didn’t follow-up through with.

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Then I would just have to look through any purchase invoice that didn’t have a corresponding purchase order and create that and stock from that side should be ok?

32

Still trying to wrap my head around this.

So all our old “Qty on hand”, “Qty to deliver” and “Qty to receive” was correct. The news ones are a mess.

It seems like there are a few things I need to do with our old transaction to get it right.

Maybe this has been addressed before but the reports still use the old system? We use the “Inventory qty by location” for our monthly stock takes and all those numbers are correct (as per the old system).

I’m just not sure what to do in order to get our 597 inventory items that are all correct as per the old system to be correct for the new one.

Is there a new report that can be used?

Sales invoices

We have a lot of them where there is no inventory location. I think this is something that changed, and for the longest time this didn’t have any implication (only the delivery note had implication) so a lot of our invoices have no location filled in.

Before October 2022 we only had 1 inventory location.

We have about 7,000 sales invoices. All invoices from now back to 2022 October needs to be changed to be from the new location. All the ones from before 2022 October needs to be changed to the old location.

Even after that there will be some discrepancies and without a summary it will be hard to rectify.

Purchase orders

Before purchase order had no effect on “Qty on hand” or “Qty to receive”, but now they do.

Solution then is to delete all purchase orders that are not active and to check purchase invoices that might not have a purchase order and if there is non, create one.

Qty to deliver

Before it only used Sales invoice and Delivery notes. Now it uses Sales orders and delivery notes. So I should create a sales order for everyone of our invoices so “qty to deliver” reflects the same numbers as previous system?

Does this make sense? Am I starting to understand?

Thank you in advance.

33

Would you be able to advise on the correct procedure to cancel a sales order? (After we received a confirmation from a customer)

34

You already asked that by starting this thread so why do you ask it here also?

35

Ideally yes. Please refer to other topic as @Mark mentioned and flagged by me. Solutions were offered but you seem not to like the answers but that’s it.

36

The options proposed are (understood this correctly?)

  1. Delete the Sales Order

  2. Or create a negative sales order and copy to a negative delivery note.

  3. Sales invoice and credit notes are only to account for payments. Nothing to do with stocks.