Fix Inventory Without an Access Code

Most inventory issues can and should be corrected without an access code.  The list below outlines common inventory concerns:

1 - Fix Quantity/Beginning Length (before costing)

• If the inventory is assigned to any orders, open the order(s) in Order Entry.  
• Change the status of the inventory lines to NONE and save the order.
• Return to inventory and double click the inventory record in question.
• Click Edit button, 
• Edit the quantity received/beginning length.  
• Click OK.
• If the inventory was assigned to any orders, go back to those orders and reassign the lines.

2 - Change Roll Number (before costing)

• The roll should not be assigned to an order. The Roll should not have any history.
• Highlight the roll and click the Change-Delete Roll Number button .  
• Click the Change button.

• Change the roll number and click Update.

3 - Delete a roll (before costing)

• The roll should not be assigned to an order or be costed.
• Highlight the roll and click the Change-Delete Roll Number button.  
• Click the Delete button. 

• Click the Delete button.

4 - "Delete" uncosted item that should have not been received

• If the inventory is assigned to any orders, open the order(s) in Order Entry.  
• Change the status of the inventory lines to NONE and save the order.
• Perform costing process by creating a “dummy” invoice to cost the inventory.
  • If received month is open, use same date
• While costing the inventory, change the cost of the inventory record to $0.00.
• Save the $0.00 Invoice to A/P.
• Void the newly created accounts payable invoice.
• Scrap the Inventory to 0 quantity, using the Adjustment Button.
• NOTE: If ERRM and posting in month after received month, reports will reflect received information until costing month.

5 - Invoice was posted directly to Accounts Payable

• Perform costing process by creating a “dummy” invoice to cost the inventory.
  • If received month is open, use same date
• Void the newly created accounts payable invoice.

6 - Correct Date Received

• If the inventory is assigned to any orders, open the order(s) in Order Entry.  
• Change the status of the inventory lines to NONE and save the order.
• Perform costing process by creating a “dummy” invoice to cost the inventory.
  • If received month is open, use same date
• While costing the inventory, change the cost of the inventory record to $0.00.
• Save the $0.00 Invoice to A/P.
• Void the newly created accounts payable invoice.
• Scrap the Inventory to 0 quantity, using the Adjustment Icon .
• Create a new PO and receive it with the correct date.

7 - Change Roll Number (costed)

• If the inventory is assigned to any orders, open the order(s) in Order Entry.  
• Change the status of the inventory lines to NONE and save the order.
• Highlight on the Roll Record
• Click on the Adjustment Icon
• Choose Transfer
• Choose Transfer to another Roll
• Enter in the New Roll Number and click OK.
• 
• If the inventory was assigned to any orders, go back to those orders and reassign the lines.

8 - "Delete" Costed Roll that should not have been received

• If the inventory is assigned to any orders, open the order(s) in Order Entry.  
• Change the status of the inventory lines to NONE and save the order.
• Scrap the Inventory to 0 quantity, using the Adjustment button.
• Edit the Accounts Payable record to 0.00
• Add a G/L distribution line (to the payable) as a negative amount to match the value that was scrapped out (Adjustment can be seen under Inventory > File > Adjustments to see the exact value that was scrapped out).
• Code the added distribution line for negative value to Cost of Materials.
• Pay with $0.00 or using the Online Payment icon in Accounts Payable.
  • NOTE:  If AP Invoice was previously voided, a journal entry could be made to reverse the adjustment (Accounting > File > General Ledger > Journal Batch Entries).

9 - "Delete" Costed Item that should not have been received

• If the inventory is assigned to any orders, open the order(s) in Order Entry.  
• Change the status of the inventory lines to NONE and save the order.
• Scrap the Inventory to 0 quantity, using the Adjustment button.
• Edit the Accounts Payable record to 0.00
• Add a G/L distribution line (to the payable) as a negative amount to match the value that was scrapped out (Adjustment can be seen under Inventory > File > Adjustments to see the exact value that was scrapped out).
• Code the added distribution line for negative value to Cost of Materials.
• Pay with $0.00 or using the Online Payment icon in Accounts Payable.
  • NOTE:  If AP Invoice was previously voided, a journal entry could be made to reverse the adjustment (Accounting > File > General Ledger > Journal Batch Entries).

10 - Edit Cost on Costed Inventory

• If the inventory is assigned to any orders, open the order(s) in Order Entry.  
• Change the status of the inventory lines to NONE and save the order.
• Double click inventory record. 
• Click Edit button
• Edit the Gross Cost and the Net Cost (Net Cost = Gross Cost less discount plus freight).
  • This will create a new inventory record
• If the inventory was assigned to any orders, go back to those orders and reassign the lines.
• If the edit to the cost is because of an error in costing and the a/p needs to be edited prior to paying:
  • Edit the original Accounts Payable Invoice.  The total invoice should be the amount due to the vendor.  The first G/L distribution line should be coded to Inventory Account Code (from costing) with original costed value.  Add a second G/L distribution line to offset the cost adjustment made in Inventory (Adjustment can be seen under Inventory > File > Adjustments to see the exact value). This distribution line must be coded to Cost of Goods (Materials).
• If the edit to the cost is because there was an error in costing and the invoice needs to be edited, but the invoice was paid, you need to input credit memo directly in Accounts Payables.
  • Code the credit memo to Cost of Materials.
• If the edit to the cost is because you are reducing the cost of older inventory, there are no additional steps
  • Adjustment will post to as a debit to Cost of Materials 

11 - Edit Information on Costed Inventory

• If the inventory is assigned to any orders, open the order(s) in Order Entry.  
• Change the status of the inventory lines to NONE and save the order.
• Double click inventory record. 
• Edit the product information, as necessary.
  • "F8ing" from Product file is preferred method 
  • See "12 - When Inventory record will not attach to Product record" if changes are not saved
• If the inventory was assigned to any orders, go back to those orders and reassign the lines.

12 - When Inventory record will not attach to Product record

• Click on the Adjustment Icon
• Choose Transfer
• Choose Another Item
• Double click newly created inventory record
• F8 from the Product file and save inventory record

13 - Correcting Invoice Date Month

• If the inventory is assigned to any orders, open the order(s) in Order Entry.  
• Change the status of the inventory lines to NONE and save the order.
• Inventory - Highlight Roll or Item Inventory Record
  • Click on the Adjustment Icon
  • Adjust Date to original Accounts Payable Invoice date, if possible 
  • Inventory - go down to the drop-down and choose Scrap and then click on OK
• Accounts Payable - find the open a/p record connected to this inventory and edit it as follows:
  • Change the top portion to 0.00 in the discountable and non-discountable fields
  • Insert a Negative Distribution Line Code to Cost of Materials - make sure the amount matches any Distribution Line(s) coded to Inventory
  • Delete any other distribution lines coded to something other than Inventory.
  • Pay this invoice using the Online payment icon or flag with the next check run to this vendor 
• Order Entry/Inventory - Recreate the PO, receive and cost with proper dates and reassign to the order.

14 - Changing Received Date Month on Costed Inventory

• If the inventory is assigned to any orders, open the order(s) in Order Entry.  
• Change the status of the inventory lines to NONE and save the order.
• Inventory - Highlight Roll or Item Inventory Record
  • Click on the Adjustment Icon
  • Adjust Date to original Accounts Payable Invoice date, if possible 
  • Inventory - go down to the drop-down and choose Scrap and then click on OK
• Accounts Payable - find the open a/p record connected to this inventory and edit it as follows:
  • Change the top portion to 0.00 in the discountable and non-discountable fields
  • Insert a Negative Distribution Line Code to Cost of Materials - make sure the amount matches any Distribution Line(s) coded to Inventory
  • Delete any other distribution lines coded to something other than Inventory.
  • Pay this invoice using the Online payment icon or flag with the next check run to this vendor 
• Order Entry/Inventory - Recreate the PO, receive and cost with proper dates and reassign to the order.

15 - Accounts Payable Invoice not found in Accounting

• Add Supplier Invoice directly to Accounts Payable USING THE SAME INVOICE NUMBER SHOWN ON INVENTORY RECORD, making sure to code to inventory acct code appropriately

16 - Wrong Inventory costed on invoice

• If the inventory is assigned to any orders, open the order(s) in Order Entry.  
• Change the status of the inventory lines to NONE and save the order.
• Inventory - Highlight Roll or Item Inventory Record
  • Click on the Adjustment Icon
  • Scrap and click OK 
• Cost the correct inventory with the same invoice number -->
  • Use a dot, asterisk, -A, etc.  at the end because RFMS does not allow duplicate invoice numbers.
• Accounts Payable - find the open a/p record connected to this inventory
  • Change the top portion to 0.00 in the discountable and non-discountable fields
  • Insert a Negative Distribution Line Code to Cost of Materials - make sure the amount matches any Distribution Line(s) coded to Inventory
  • Pay this invoice using the Online payment icon or flag with the next check run to this vendor 
• Order Entry/Inventory - Recreate the PO, receive and cost with proper dates and reassign to the order.

17 - Gross Cost and Quantity Inverted

• If the inventory is assigned to any orders, open the order(s) in Order Entry.  
• Change the status of the inventory lines to NONE and save the order.
• Click on the Adjustment Icon
• Click Scrap, enter the correct "New Amount Avail" and click OK .
• Double click inventory record. 
• Edit the Gross Cost and the Net Cost (Net Cost = Gross Cost less discount plus freight).
  • This will create a new inventory record
• If the inventory was assigned to any orders, go back to those orders and reassign the lines.
• NOTE: Two inventory adjustments will be made in this process, but they offset each other.

18 - Inventory quantity edited when two invoices received for one inventory record

• If the inventory is assigned to any orders, open the order(s) in Order Entry.  
• Change the status of the inventory lines to NONE and save the line.
• With order line highlighted, click Split
• Enter quantity of original costed Invoice and click OK.
• Use Item Inventory button to reassign material costed to the order.
• Open the newly created split line (to be costed).
• Place in GenPO status.  Save line and order.
• Recreate the PO, receive and cost with the second invoice.