Fix Incorrect Vendor on Purchase Order

There are two ways to correct an incorrect vendor (creditor) on a purchase order.

It’s important that both the upward and downward adjustments are applied to the same GL account, and are dated the same as the vendor invoice entered on the incorrect purchase order.

1.On the incorrect creditor, perform a creditors adjustment down to add a credit matching the full purchase order value.

Note: Allocate the resulting credit to the incorrect PO in the creditor account to clear it.

2.On the correct creditor, perform a creditors adjustment up to increase the value by the same amount. Ensure this references the correct vendor invoice number.

Note: Both the adjustment up and down must use the same GL account, tax code and date. The amounts must also be identical so they offset each other.

1.Use Create Similar to create a second purchase order – ensure Stock is ticked in the pop up to copy over the stock grid, including pricing.

2.Change the vendor to the correct one and ensure the stock items and pricing exactly match the original (incorrect) purchase order. If correct, put to FINISH status.

3.You will now have two completed purchase orders:

▪PO A – has the incorrect vendor.

▪PO B – has the correct vendor.

4.Create a Return to Vendor referencing PO B, then change the vendor to match PO A.

Important: You must enter the PO number first, then change the vendor.

▪Select all stock and check to ensure the price matches the purchase order. If correct, put the return to vendor to FINISH status.

5.You now have a credit on the wrong vendor’s creditor record, which will need to be allocated to clear off PO A, and a payable PO (B) on the correct vendor. The stock receipted again on PO B will be removed from your Jim2 database and no longer be affecting your stock on hand.

Note: Allocate the resulting credit to clear off PO A in the creditor account to clear it.