Adjusting purchase data in ePack
Adjusting purchase data in ePack / Adjusting purchase data in ePack / Aanpassing van aankoopgegevens in ePack
Modified on: Mon, 21 Feb, 2022 15:27
Adjusting purchase data in ePack
1.1. Your price A or quantities must be adjusted after the purchase has already been received
Example: You received a purchase on 20/2/2020 of 100 gloves at € 2, but the price is incorrect. Today, 15/5/2020, you want to make changes
--> Open your BTS purchase
--> If the date is still within the valid period (until the 17th of the month for the previous month), you can
continue with point (1)
- If the validity period has expired, you must contact finance to ask in which period you can deliver this purchase
- If they say the original date as it is currently entered (example here 20/02/2020), then send the finance approval to support.ePack (fab.epack@groupepgs.com or rec.epack@groupepgs.com) with the correct data and the period we need to unblock (accounting / month / year)
- If they say today's date, then you must follow steps (1) and (2) ...
--> Uncheck task completed once on your purchase line (1)
--> Change the delivery date (if necessary) on the line for multiple items, in the header for 1 line (2)
--> Deliver the quantities (3)
--> To change the price, you must deliver the total quantity and save
--> To change the quantity, you can do as before, change with + or – and save
--> Change the price from €2 to €1 (4)
--> Re-enter the quantities received (5) and if you save the same quantity as requested, the purchase will close automatically
2. BTO without synchronisation:
2.1. Your price A in the purchase is different after you have already recorded the sale
Example: You have completed a sale for customer 1019 and subcontractor supplier 1010 for 600 pallets at £10 and transport A at £200.
--> In the shipment, the quantities are already filled in and it is already being invoiced
--> If the date is still within the valid period (until the 17th of the month for the previous month), you can now modify
the data in the shipment: deliver the quantities (1), modify the data (2) and deliver again (3)
(even if already invoiced, no need to uncheck End BL).
Change prices A from €10 to €11 and transp A from €200 to €250 + Save or F2
The purchase is modiefied:
- If the validity period has expired, you must still contact finance to ask when you can issue this purchase.
- If they say the original date as it is currently entered, then send the finance approval to support.ePack (fab.epack@groupepgs.com or rec.epack@groupepgs.com) with the correct data and the period we need to unblock (accounting period/month/year). -> And you can continue as in the previous example
- If they say today's date, here's what to do:
You need to change the delivery date, but as it is a BTO, you cannot do this in the purchase, you have to do it in the shipment:
Example: the purchase price to the subcontractor Celon should be 5 euro instead of 6 euro. Delivery took place on 11/06/2020 and the June period is closed. Accounting wants us to make the corrections on 01/07.
The purchase date is synchronised:
In the shipment on 01/07, you can deliver the delivery note; there is no need to uncheck ‘end delivery note’:
Quantity is set to ‘0’, I can now change the price from 6 to 5 euros:
Fill in the calculator + F2.
The purchase price will be modified.
If you wish, you can reschedule delivery for the original date of 11/06/2020. SAGE entries will be made in July.
New feature in ePack for orders/purchases with synchronisation to limit any adjustments:
From now on, BTS or BTO orders can no longer be processed if the A prices do not match between the two PGS sites. Mutual consultation will therefore be necessary and the correct A price must be entered before the order can be approved between the two PGS sites.
Once validated, the subcontractor (PGS site) can no longer change the V price, either in sales or in invoicing.
3. BTS with synchronisation: (see “purchase synchronisation” manual)
3.1. With the new block if the price does not match, you should no longer have any errors in price A after delivery/receipt.
Example: Purchase of 600 pallets 1033 from OPL RDB for €5, price was OK on both sides and quantity filled in the shipment.
The purchase is automatically updated on the applicant's side:
3.2. If it is still the case that the price was unfavourable - a lot of work, so better to organise
well in advance!
Delivered the quantities in the invoicing (because it is no longer possible to change the price on the subcontractor side).
Delete the line and order number
Delivered qt in shipment + uncheck End BL
Delete the delivery note number:
Change the price on the buyer's side from €5 to €10 and save.
Process the line on the subcontractor side, but the price is not acceptable!
Right-click to change the price
Execute the sale and continue... fill in the quantity in the dispatch...
4. BTO with synchronisation: (see “purchase synchronisation” manual)
4.1. With the new block if the price does not match, you should no longer have any errors in price A after delivery/receipt.
Example: Fill in a sale on the request side (OPL) for customer 1008 of 520 pallets, component 1033 and €250 transport with subcontractor OPL RDB with synchronisation.
My purchase price is correct, so I can approve this request.
Fill in the quantities when the truck is loaded.
On the buyer's side, everything has been filled in correctly, the prices have been agreed in advance and are the same on both PGS websites.
4.2. If the price was still wrong – a lot of work, so it's best to organise well in advance!
Same principle as in the BTS example, delete the line in the invoice and the delivery note number on the subcontractor's side
Quantity delivered in the shipment
Modify data on the requester's side
Re-process the sale and redo everything.
5. Change in relation to the quantity delivered
5.1. BTO with synchronisation
The quantity entered on the intragroup subcontractor's delivery note is synchronised with the site that placed the order at the purchase level, which will be received, and at the customer invoicing level.
On the other hand, in the ‘add billing order’ screen, unlike the price, it is possible to manually modify the quantity delivered. Please note that there is no synchronisation here, so the intra-group subcontractor modifies the quantity to be invoiced to the site that ordered the pallets, and this site must also manually modify the quantity in their ‘add billing order’ screen to invoice the customer. The quantity in the pallet purchase remains the quantity originally filled in on the delivery note!
You must take this into account. If the intra-group subcontractor only modifies the quantity in the sales invoice, there will be a difference in quantity between the intra-group subcontractor's sales invoice and the purchase by the site that ordered the pallets!
On the operations side, you must organise yourself, taking this fact into account.
Here are some cases that may arise.
1/When a sale is postponed, the date must be directly postponed in the shipment. Otherwise, the delivery note will be sent to invoicing with a quantity of ‘0’ on the original delivery date, and the site loading the pallets will no longer be able to fill it in due to the error ‘Delivery note is already in invoicing’.
--> In this case, if possible, you must delete this BL from invoicing so that your colleagues who load the pallets can fill in the BL.
--> If this is not possible, you must organise yourself to see whether, in this case, the pallets should be deducted from stock manually or not. Because as the BL is at ‘0’, before invoicing, the BL must be filled in the shipment so that the quantities are synchronised with the sites purchasing the pallets (otherwise their purchase remains at quantity ‘0’ and it is not possible to enter the subcontractor's purchase invoice). But this causes a stock movement: beware of duplicates!
2/ When a customer comments on the delivery note that there are more/fewer pallets on the truck than the quantity on the delivery note
--> Check with the colleagues who loaded the truck to see who is right.
--> If the customer is right: change the quantities on the delivery note.
- On the same day: you can easily deliver the delivery note and redeliver
- The next day: remove the delivery note from the invoice, uncheck the delivery note, set the calculator to ‘0’ and fill in the correct quantities. This will update the stock and the quantities on the sales invoice and in the purchase will be correct.
In these cases, we do not recommend correcting the quantity manually in ‘add billing order’
3/ When the customer refuses pallets but they are not returned
The stock should not be corrected
The course of action may depend on the reason for refusal
3.1 If the site that ordered the pallets is covering the cost, the quantity invoiced to the customer can be changed manually in ‘add billing order’; the subcontractor should not make any changes.
3.2 If the intra-group subcontractor is responsible for the cost: in this case, for the time being, there is no other solution than to follow the synchronisation procedure, i.e. the subcontractor must issue the delivery note and then fill in the correct quantities. If stock movements are not necessary/desired at this point (because the pallets have not been returned), the stock must be corrected manually.
4/ Return of pallets
See manual ‘Sales returns and purchase returns’.