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Excess or Over-supply of stock

Suppliers often send samples or more goods than you ordered. Handling this situation in terms of workflow depends on your internal procedures. It also depends on whether you have received more stock in error or whether your supplier has done this intentionally.

We have provided a few below that may or may not suit your needs.

Methods for Handling Excess and Surplus Stock or Supplies

You agreed to take the extra goods even though they were sent in error:

  1. Create a purchase order or purchase tax invoice for the excess stock/goods received.
  2. Convert your existing order into a tax invoice.
  3. Apply your payment to both, clearing them from the Accounts Payable register.

You believe the original purchase order you sent was incorrect:

  1. Reverse the existing purchase order with an equal and opposite one.
  2. Create a new, corrected purchase order - Use the Duplicate button to create a copy of the original transaction and then change the date and sign to negative on the quantity field.
  3. Click Save.

Because there are no payables on purchase orders until these are converted to tax invoices, there is no need to handle this element in this case.

You entered the purchase order for your own records and you don't normally send them out:

  1. Edit the existing purchase order to reflect the new amount.
  2. Click Save.
  3. Using the dropdown to convert the purchase order to a tax invoice - You do this by changing the Type field.
  4. Click Save.

NOTE: This method won't be appropriate if you sent the original to the supplier or if you have a procedure in place to only ever reverse and re-enter transactions (rather than edit them).