Two Examples on How to Adjust the Sales Quantity on a Delivery using Modification of Issues

We have all been there; the Sales Order has been entered, Sales Delivery has been created and then BAM! for whatever reason, sky is blue or tomorrow is Tuesday, the Quantity needs to be adjusted. Instead of crying, which is what I did the first time this happened but maybe that was because I didn't have enough coffee, the steps below can help turn a frantic thought into a  "I've got this!" positive attitude.

In this blog post we will focus on two specific scenarios on sales quantities which need to be adjusted. First, we will look at a Sales Delivery that was created from a Sales Order. Second, we will look at what to do when a Sales Invoice, created from a Sales Delivery based on the Sales Order needs to have the quantity adjusted.  In both scenarios we will use Modification of Issues to modify the information entered. When saving a modification, the original stock issues are cancelled by reversing the movements in the stock journal and creating a new stock movement corresponding to the correction with the date of the original movements. 

The first example is a Sales Order, created for a product which can be sold, yet the original quantity was incorrect and needs to be adjusted. The Sales Delivery has been created but not the Sales Invoice.

To adjust the quantity, making it the correct or new quantity, under Sales, Delivery, Delivery in the Lines grid, click the Action icon for the product which needs to have the quantity adjusted. Then select Modification of issues from the drop down menu. In the Issues grid, click the Action icon, delete the Delivery line. This allows the ability to change the To Ship quantity to "0", next an informative message appears, "Issue quantity equal to zero - the document line will be deleted. Do you confirm the entry?" with a choice of OK or Cancel, select OK. 

This allows the Ordered qty field on the Sales Order to be adjusted, select Save, and Close page. Next create the Sales Delivery.

The second example is for a Sales Order, created for a product which can be sold, yet the quantity entered was incorrect and needs to be adjusted. The Sales Delivery has been created and the Sales Invoice yet the Sales Invoice has not been posted. 

To adjust the quantity, making it the correct or new quantity, first the unposted Sales Invoice will need to be deleted. Then under Sales, Delivery, Delivery in the Lines grid, click the Action icon for the product which needs to have the quantity adjusted. Then select Modification of issues from the drop down menu. In the Issues grid, click the Action icon, delete the Delivery line. This allows the ability to change the To Ship quantity to "0", next an informative message appears, "Issue quantity equal to zero - the document line will be deleted. Do you confirm the entry?" with a choice of OK or Cancel, select OK. This allows the Ordered qty field on the Sales Order to be adjusted, select Save and Close page. Next create the Sales Delivery.

 

 

Important Note: If a Sales invoice, created from a Sales delivery, Sales order has been posted then you are not able to use Modification of Issues.

Anonymous
  • Keep in mind there are controls to restrict the use of stock transaction modification:
    *First the user must possess the K option in his.her user function profile. Then, the system will forbid the modification if the delivery has been used; for instance invoiced or returned or received (if inter-site). In addition, if the stock status of the period is closed, modification of transactions allocated on that period are forbidden.
     

  • Hi Deborah - I hope you are well. Yes, you can do it that way if the Sales Delivery is Validated, yet your Sales Order will not match the Sales Delivery. And in this example the Sales order was input with the incorrect amount. Excellent thing about X3 having flexibility. Good point!

  • Hi Shawna - can't you just change the quantity to ship without deleting the sales delivery using the modification of issue?  If you have a multiple line sales delivery / order and the delivery was picked and everything is okay except one line, I don't think you have to delete the entire delivery and start over.  I get that the sales order quantity and the delivery / invoice quantity won't match and if the actual quantity shipped is lower, you will have to close the sales order line short, but that seems like less work than having to start over with the delivery.  I  haven't tested this in v12, but I know in prior versions this works.  There is a parameter that has to be set correctly, or the accounting is not correct.  Thanks