Skip to main content

Search

Articles in this section

Using the PO Error (POE) Manager to manage stock discrepancies

In this article

The Purchase Order Error Manager (POE Manager) is used to manage any discrepancies or variances between a Purchase Order and Stock Receipt when you haven't received all of the stock from your supplier. 

In this article:

When processing a Stock Receipt there are two options available for processing Purchase Order discrepancies:

  • Allow all item discrepancies to go through to POE Manager - all discrepancies are forwarded to the POE to be actioned (this option is selected by default)
  • Automatically put all item discrepancies onto Back-order - the quantity of stock not received is automatically placed on Back -Order. The entire PO status is updated to "Back-Order", which allows you to retain the original PO number for receipt of the Products when they do arrive per your normal procedure.

Note: If using Special Orders you should select to put discrepancies Back-Order, so the link between the PO and the Customer Sale is retained.

Using the POE Manager

To use the POE Manager:

  1. Navigate to Inventory > PO Management > POE Manager
  2. Enter the Search Criteria to filter your results
  3. Click Search
  4. A list of Products will be displayed
    mceclip1.png
  5. Click the PO # to view the Purchase Order
  6. Click the Product Name to edit the product
  7. To action the product click the Pencil icon mceclip2.png
  8. The Edit PO window will be displayed
    mceclip3.png
  9. A list of actions will be displayed (see below for more information, or click the View Legend button on the main screen)
  10. Enter the quantity into the appropriate line
    mceclip4.png
  11. Press OK to the warning about updating inventory
  12. If Re-ordering stock you will be reminded the PO will be created as Incomplete, press OK
    mceclip5.png
  13. The products will be updated/Purchase Orders created (if applicable) as required.

Back to top

Available POE Actions

Action Details
Credited

Acknowledges the stock variance and assumes the shortfall will NOT be provided at a later date. 

Raise a Credit with the Supplier manually.

Product remains in POE Manager, with the Qty entered in the POE column now showing in the "CRED" column

Tip: This is a handy way of reporting what needs to be raised for credit from that supplier.
Back-Order

Assumes the stock variance will be provided at a later date

Places the POE quantity onto Back Order

Products are still associated with the original PO number and ready to be receipted when they arrive.
Re-Order

Creates a new PO (with new PO number) for the POE quantity

Products that originated from the same original PO will be grouped onto a new single PO where possible

The original Supplier will be associated with the order, which will be created with the status of Incomplete - you will need to to update the status to On-Order prior to being able to receive the stock
Write-Off/Adjustment Removes the remainder of Products from On-order status
POE Comment A free text field allowing you to enter any required comments
POE Reason

Displays the reason selected for sending the product to the POE Manager (view only - cannot be edited)

Tip: To manage or create custom POE Reasons to select when performing a Stock Receipt navigate to: Settings > Purchase Orders Setup > POE Reasons

Back to top

Want more information? Find related articles here:

Related articles