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  • 1.  Maximo Receiving - Return vs Void Receipt

    Posted Thu October 13, 2022 02:32 PM
    We have run into an issue where PO receipts are entered and saved. Then a return transaction is created and saved for the same amount because the original quantity received was incorrect. They then create a new receipt for the correct amount. The problem is we are then able to create and approve an invoice for the 10 that were returned. 

    Example
    PO Receipt transaction for quantity 10 created. Incorrect quantity.
    PO Return transaction for quantity 10 created to correct incorrect receipt.
    PO Receipt transaction for quantity 2 created.
    Invoice created and approved for quantity 10.

    If we void the receipt, we cannot create the approved receipt. I understand a return receipt can be used on a credit invoice but should it be allowed for a non-credit invoice?

    I would like to better understand or hear about scenarios where a Return is used and when to use Void Receipt

    Appreciate any responses.

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    Sean Belmont
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    #Maximo
    #AssetandFacilitiesManagement


  • 2.  RE: Maximo Receiving - Return vs Void Receipt

    Posted Thu October 13, 2022 02:36 PM

    Hi Sean:  normally my users would do a Void Receipt and then do another receipt for just 2.  I'm not sure what you mean when you said "If we voice the receipt, we cannot create the approved receipt".  Can you clarify?  Voiding receipts works fine for us.

     

    And yes, voiding the receipt would prevent A/P from being able to see either the original receipt or the void transaction.  On the invoice screen, only the second receipt for 2 would be visible.

     

     

     




    Original Message


  • 3.  RE: Maximo Receiving - Return vs Void Receipt

    Posted Fri October 14, 2022 07:15 AM
    Shannon,

    Thank you for your response and I apologize for the error in my post. I meant to say if we void the receipt, we cannot create an approved invoice. The system will not allow it because there is not a matching receipt, as expected. I'm considering taking away the user's ability to perform a return transaction and wanted to see if there is a good reason to leave it.

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    Sean Belmont
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    Original Message


  • 4.  RE: Maximo Receiving - Return vs Void Receipt

    Posted Fri October 14, 2022 01:04 PM

    Hi Sean:  I don't recommend entirely removing the ability to do returns, because you do run into situations where it's needed.  Specifically those would be the cases where the receipt has already been done, and invoiced, and then the user needs to return the item.

     

    If an invoice has already been done, Maximo won't allow a receipt to be voided, so you would need the Return then.

     

    But yes, generally my users know that they should use Void Receipt wherever possible.

     

     

    Shannon

     




    Original Message


  • 5.  RE: Maximo Receiving - Return vs Void Receipt

    Posted Mon October 17, 2022 06:40 AM
    Hi Shannon,

    Yes, point well made. I'll make sure some have the ability to use the return function when it is appropriate. Thank you for providing the scenarios I was looking for.  


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    Sean Belmont
    ------------------------------

    Original Message


  • 6.  RE: Maximo Receiving - Return vs Void Receipt

    User Group Leader
    Posted Fri October 14, 2022 04:33 AM
    Hi Sean,

    I think the answer to this is to understand the use case for each of these functions:

    1. A return is when the goods have been received BUT then returned to the supplier
      1. In this case you will usually receive an Invoice for the originally received Qty and then a subsequent Credit Invoice for the returned items
    2. A Void Receipt is when the original receipt transaction was entered with incorrect data 
      1. In this case you need to void this and then enter the correct receipt details
      2. Also as a note when the receipt is voided you need to save the record before you will see the ordered items in the list again when selecting the ordered items to re-enter the new receipt

    I hope this all makes sense

    Regards
    Steve

    ------------------------------
    Steve Lee
    Maximo Technical Sales Specialist
    IBM
    Leeds
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    Original Message


  • 7.  RE: Maximo Receiving - Return vs Void Receipt

    Posted Fri October 14, 2022 07:34 AM
    Steve,

    Thank you for your response and examples of return vs. voiding a receipt. This was very helpful. At this point in time, we are not creating credit invoices in Maximo. This is because of interface issues with our financial system and our business process for credits. We are working to resolve these issues and intend to eventually be able to use credit invoices in Maximo.

    I did notice in testing that if I take away the security option "Select Items for Return" the user receives the BMXAA0029 error when voiding a receipt. I may need to hide the button instead.


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    Sean Belmont
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    Original Message