RE: Deleting Ship Confirm Orders in BPCS 6.1.01

[Steve Segerstrom <SSegerstrom@xxxxxxxxxxxxxx>]

Extremely tempting to toy with the data -  I've been approached by my users several times - issue stated like the following: "I've billed this invoice for 100,000 units and it's price was put in incorrectly at $250 per unit and it should've been .25'.

 

I've gotten on the pulpit and told them no and in the past we've let the transaction go through and fix it the next day; getting 12 calls regarding "strange numbers on my invoicing reports, daily business status, etc". Then fed in credit to clear AR, GL and inventory.

 

We've gotten better at both avoiding these and when they do occur, spotting them. When we can, we fix them the same day in much the same manner that George describes (even to the point of not mailing the invoice). This avoids the 12 phone calls; the only thing we might do different is evaluate the original order; if its a rebill and doesn't hit inventory we won't do an RMA.

 

-----Original Message-----
From: GeoMSagen@AOL.COM [mailto:GeoMSagen@AOL.COM]
Sent: Tuesday, June 26, 2001 8:35 AM
To: BPCS-L@midrange.com
Subject: Re: Deleting Ship Confirm Orders in BPCS 6.1.01

While it's tempting to use a solution that sweeps the problem under the
carpet by toying with the data, BPCS provides the functionality necessary to
cleanly correct the problem and document every step so an auditor can
properly recreate and understand the rationale for each choice.

1. Invoice the incorrectly shipped order. Don't send the invoice to the
customer.
2. Create an RMA against the order. Use order header notes to document what
happened.
3. Receive the items against the RMA to correct inventory.
4. Issue a credit order against the RMA. Don't send it to the customer.
5. Recreate the order if needed by copying the original. If necessary, notify
your customer of the new S.O. #.

This will give you a good paper trail in both the order entry and inventory
subsystems as well as on the GL for the associated inventory and AR
transactions.

Best Wishes,

George Sagen, CPIM
Do Group, Inc.