Canceling Legal Documents with PO Returns
In some cases, you are required to cancel a legal document associated with a PO return. For example, cancellation is required when:
• The return included an incorrect quantity.
• The return should not have been recorded at all.
• Fiscal data associated with the legal document is incorrect.
In such cases, first use Non-Sales Shipper Unconfirm (3.15.2) to unconfirm the PO shipper and cancel the legal document. Then, depending on the type of correction, use additional programs to reprocess the return:
• To change an incorrect quantity, create a PO return for the difference between the incorrect and correct quantities, which corrects the shipper and creates a new legal document. Then, run ERS Processor to create a credit note for the difference.
• To reverse a return that should not have been recorded, create a PO return for a negative quantity, which sets the quantity to 0 without creating a new legal document. Then, run ERS Processor to create a credit note for the negative quantity.
• To correct fiscal data on a return that has a correct quantity, use Non-Sales Shipper Confirm to reconfirm the shipper and create a new legal document. You can correct the fiscal data at this time. Note that ERS Processor is not required in this case.
Sample Scenarios
These scenarios illustrate each type of cancellation and correction. Basic information for the scenarios is as follows:
• Original PO Receipt
• Standard PO with legal documents was received for item01, quantity of 10, physically confirmed.
• Inbound legal document was recorded in Fiscal Receiving, quantity of 10, fiscally confirmed.
• ERS Processor was run to create a supplier invoice for a quantity of 10.
• Original Return
• Recorded in Purchase Order Returns, return quantity of 10
• Created shipper #1, quantity of 10
• Created legal document #1, quantity of 10
• ERS created credit note for negative quantity of 10
Scenario 1: Incorrect quantity recorded on return; only 8 items were actually returned
1 In Non-Sales Shipper Unconfirm, unconfirm shipper #1. The system cancels legal document #1.
2 In Purchase Order Returns, record quantity of -2 for shipper #1. The system adjusts the return quantity to 8 and creates legal document #2 for a quantity of 8.
3 Run ERS Processor to create a credit note for a quantity of -2.
Scenario 2: Return should not have been recorded at all and must be reversed
1 In Non-Sales Shipper Unconfirm, unconfirm shipper #1. The system cancels legal document #1.
2 In Purchase Order Returns, record quantity of -10 for shipper #1. The system adjusts the return quantity to 0. No new legal document is created.
3 Run ERS Processor to create a credit note for a quantity of -10.
Scenario 3: Return quantity is correct, but legal document fiscal data requires correction
1 In Non-Sales Shipper Unconfirm, unconfirm shipper #1. The system cancels legal document #1.
2 In Non-Sales Shipper Confirm, reconfirm shipper #1. The system creates legal document #2. You can modify the fiscal data so that it is correct.
3 ERS Processor is not needed in this scenario.