How to Reverse Receipt for a Purchase Order | Latner Software Documentation

Reversing a receipt undoes a Purchase Order receipt that should not have happened, putting the quantity back on order and taking the goods back off hand.

Overview

Deliveries get counted wrong. Someone receipts six hoses when four turned up, or ticks off the whole order before anyone opened the pallet. Reversing a receipt is how you put that right without deleting anything.

Reversing is done line by line, in quantities. You enter how much of each line to put back and leave the rest at zero.
Latner never deletes the original receipt. It creates a second Purchase Order Receipt of type Reversal, dated and stamped with your name, so the record of what was counted and when stays intact.
Reversing a Stock line takes the quantity back off hand and puts it back on backorder, and writes a Purchase Order Reversal movement against the stock item.
The order's status and Received Cost recalculate. A Fully Received order drops back to Partly Received, and an order with nothing left received goes back to Confirmed.
Only Stock, Expense and Transport lines can be reversed. Equipment, Asset and Serialized Stock lines cannot.
Anything already invoiced is locked. You can reverse down to the invoiced quantity and no further.

Before You Begin

You'll need the following before you can reverse a receipt.

Requirement	Where to Find It
Purchase Orders permission	Security › Configuration › Permission Groups › Financials › Screen
Receipt a Purchase Order permission	Security › Configuration › Permission Groups › Financials › Option
Cancel/Reverse a Purchase Order Receipt permission	Security › Configuration › Permission Groups › Financials › Option
A Purchase Order at Partly Received or Fully Received status	Financials › Purchase Orders

Reversing needs two Financials Option permissions, not one: the menu item and the action behind it are controlled separately

Those two permissions do different jobs. Receipt a Purchase Order decides whether Reverse Purchase Order Receipts appears in the Options menu at all, while Cancel/Reverse a Purchase Order Receipt is checked when you save. If you have the first but not the second, the option is there and the reversal is refused when you press Save - ask your administrator for both.

No system setting has to be turned on to reverse a receipt.

Reversing the Receipt

Step 1 - Open the Purchase Order

Go to Financials › Purchase Orders and open the order the receipt belongs to. The Status column tells you which orders have something received against them.

The Purchase Order screen - only orders showing Partly Received or Fully Received have a receipt to reverse

Step 2 - Choose Reverse Purchase Order Receipts

Select Options › Reverse Purchase Order Receipts.

The Options menu on a Fully Received order - Receipt Purchase Order has greyed out because there is nothing left to receipt, while Reverse Purchase Order Receipts stays available

Step 3 - Check the lines you can reverse

The Reverse Purchase Order Receipts dialog opens. Purchase Order, Supplier, Branch and Warehouse are shown for reference and cannot be changed.

The table lists only the lines that have a received quantity, so a line nobody has receipted yet never appears. Each row shows:

Line # - the Purchase Order line, including sub-lines such as an accessory that came in under a parent line.
Line Type - Stock, Serialized Stock, Equipment, Asset, Expense or Transport.
Item and Description - what was ordered.
Qty Received - how much is currently receipted against the line. This is the ceiling for the reversal.
Qty Reversed - the quantity you want to put back. Every row starts at zero.

The reversal dialog on a two-line order - every row starts at zero, so nothing is reversed until you say so

Step 4 - Enter the quantity to put back

Click the Qty Reversed cell on the line you want to correct, type the quantity and confirm it with the tick. Leave every other line at zero.

You cannot enter more than the line's Qty Received.
Negative quantities are rejected, and quantities are limited to two decimal places.
Entering a quantity on several lines reverses them all together, as one reversal.

Putting two of the six hoses back - the cell is an inline editor, so the tick commits the number and the cross discards it

Step 5 - Check the quantities

Read the Qty Reversed column back before you commit. This is the last point at which the reversal costs you nothing to abandon - Cancel closes the dialog and changes nothing.

Line 1 will drop from six received to four; line 2 is left alone at zero

Step 6 - Save

Select Save. Latner confirms with Purchase Order Reversal Receipt Created, and the order's status and Received Cost update straight away.

The order has dropped from Fully Received to Partly Received, and Received Cost has fallen by the value of the two hoses

After the Reversal

The line's Qty Received drops by the quantity you reversed, and its received cost is recalculated from the new quantity.
The order's status is recalculated: still Fully Received if every line remains fully received, Partly Received while anything is outstanding, and back to Confirmed once nothing is received at all.
A new row appears on the Receipts tab with type Reversal. The quantity and value on it are shown as positives - it is the type that tells you the movement went the other way.
Reversed Stock comes off Qty Available and goes back onto Qty Backordered at the order's warehouse, because it is on order again.
Reversing a line that was raised for a Work Order removes the part or expense from that Work Order.

The Receipts tab keeps the whole history - both original receipts and the Reversal that corrected them

Selecting the Receipt # opens the reversal as a record in its own right, with its own detail lines and its own Receipt Syncs tab for accounting integrations.

The reversal opened on its own - Receipt Type reads Reversal, and it links back to the Purchase Order it corrected

On a Stock line, the Stock Movements tab of the stock item records the correction as well, so the part's history explains why the count changed.

A Purchase Order Reversal movement on the stock item, shown as a negative quantity against the Purchase Order it came from

Reversing does not put the Purchase Order back the way it was before anyone touched it. The original receipt stays on the order, the reversal sits beside it, and both are visible to anyone reading the history later. If the delivery never arrived at all and the order should not exist, cancel the Purchase Order instead of reversing line by line.

What You Cannot Reverse

Three line types are refused outright, because receipting them created records elsewhere in Latner that cannot simply be unwound.

Equipment - receipting creates the equipment record.
Asset - receipting creates the asset record.
Serialized Stock - receipting brings the serial number into stock.

If you enter a quantity against one of those lines, the whole reversal is rejected and nothing on the order changes - including the quantities you entered against lines that were allowed.

One quantity on a Serialized Stock line is enough to stop the whole reversal, and the message names the line type it refused

Invoiced quantities are the other blocker. A reversal cannot take a line below the quantity that has been invoiced against it, so a line received six and invoiced four can only be reversed by two. Exactly which invoices count is controlled by Allow Invoices for Unreceived Purchase Orders under Security › Settings › Financials.

Never - every supplier invoice line counts, whatever status the invoice is at.
Open Invoices Only - only Completed and Paid supplier invoices count, so a line sitting on an Open invoice can still be reversed.
Allow Completed Invoices - invoiced quantities are not checked at all, and a receipt can be reversed even after the supplier invoice has been posted.

The setting that decides whether an invoiced line can still be reversed - leave it unset and every invoice counts

FAQs

Reverse Purchase Order Receipts is greyed out. Why?

The option is only enabled while the order is Open, Partly Received or Fully Received. A Confirmed order has nothing received yet, and an Invoiced or Cancelled order is past the point where a receipt can be corrected this way. Hovering the option tells you the same thing.

The dialog opened but the table is empty. What happened?

Only lines with a received quantity are listed. On an order where nothing has been receipted yet there is nothing to reverse, so the table comes up blank. Check the Qty Received column on the Details tab.

I get "Cannot reverse a Purchase Order Detail that has been invoiced". What do I do?

The quantity you are trying to put back has already been invoiced. Either reverse a smaller quantity - anything above the invoiced amount is still fair game - or cancel the supplier invoice first, which releases the invoiced quantity back to the Purchase Order line.

I receipted an Equipment, Asset or Serialized Stock line by mistake. How do I undo it?

Not through this screen - those line types are refused. Receipting them created an equipment record, an asset or a serialised item in stock, and those have to be unwound individually. Contact Latner support with the Purchase Order number and the line, and we'll sort out what was created.

What happens to the Work Order the line was raised for?

Reversing a Stock or Expense line that came from a Work Order removes the matching line from that Work Order. It only works while the Work Order is still Open - on a Work Order at any other status the reversal is refused and the message names the status that blocked it. Reopen the Work Order first, or correct the cost there instead.

Does reversing delete the original receipt?

No. The original receipt stays exactly as it was and a separate Reversal receipt is written alongside it. That is deliberate - it means the Receipts tab shows what was counted, when, by whom, and what was later put back.

Can I reverse the same line more than once?

Yes. Each reversal is limited to what is currently received, so you can chip away at a line across several reversals. Each one is written as its own Reversal receipt.

I reversed everything. Can I receipt the order again?

Yes. With nothing received the order goes back to Confirmed, which is exactly the status Receipt Purchase Order needs, so you can receipt it again with the right quantities.

Does the reversal reach our accounting system?

If your Purchase Order Receipts sync to an accounting integration, the reversal is pushed the same way the original receipt was, as its own record. Open the reversal from the Receipts tab and check its Receipt Syncs tab to see how it went.

Watch the Demo

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