Being able to edit Processed invoices

[Brendon]

Is anyone aware of a plugin that will allow you to make corrections to sales/purchase invoices or GRN'S even after they are processed?
I am referring to corrections of dates or order quantities, add freight etc.
Any feedback would be great.

[DannyC]

I'm just another JSP - Mike or Scott may have more (better) input but editing a processed invoice, particularly values which impact the financials, would fail the integrity test.
When an order is processed, the values get posted to the GL and the debtor account.
If you edit the freight, or the deliverable quantities then the value of the invoice will be different, and therefore the debtor will owe more/less than what had been processed and the GL balances will be out also.
Processing an "edited" sales order will re-post everything again. So the debtor will now owe the sales order twice. And the Gl will also have the values posted again too.

Cheers

Danny

[Brendon]

So no one knows whether there is a plugin that can actually make the Jiwa system more user friendly?
Even something as simple as reconciling a creditor statement can not be corrected because dates can't be changed.
It seems the system was designed around the principal that no one makes mistakes, or fixing them is a convoluted process.
I have had the system operating around 2.5 months now and I'm about ready to abandon it completely.

[beth.blok]

Hi Brendan - as we discussed yesterday, Jeff is getting a plugin done for you and Jiwa is creating a couple of plugins to address the issues we discussed about on the phone

Beth Blok

[Mike.Sheen]

So no one knows whether there is a plugin that can actually make the Jiwa system more user friendly?
Even something as simple as reconciling a creditor statement can not be corrected because dates can't be changed.
It seems the system was designed around the principal that no one makes mistakes, or fixing them is a convoluted process.
I have had the system operating around 2.5 months now and I'm about ready to abandon it completely.

In the interests of providing some more substantial information for those that may come across this post in the future, I'd like to comment.

The philosophy behind documents being not able to be edited once processed / activated is based on accountability and keeping a good audit trail. Allowing an edit once the GL or sub-ledgers are affected opens up the possibility for fraud and theft. It's not hard to imagine a scenario where the person on the dock receiving the goods alters a GRN after the fact to make it look like there was a short delivery and the balance ends up in the boot of their car. But - I totally agree the rigid process we currently have with no option for adjustment is going to cause grief for some.

In the case of a GRN being activated, I have been instructed to look into adding an "undo" or "reverse" option in the software. It won't ever be an edit of an activated GRN - it will be a reversal, and then re-enter of the GRN. There MUST be a clear audit of what happened. I'm not sure where the idea that a plugin is being developed to do this came from, but it will most likely be a standard function of the software when implemented, and not a plugin.

There are many factors to consider when reversing a GRN - some complex, some simple. On the simple end we have the management of permissions as to who can reverse a GRN - that's easy - on the complex end we have the consideration of what happens if the stock received has been sold, transferred out, et cetera - if it's been sold already and we're reducing stock downwards then there has already been an impact on the CoGS - so we'd need to post a variance - and then there's what happens with serialised items - what if a serialised item with serial no "XYZ" was on a GRN, then sold, and then you want to remove that from the GRN. The delivery docket may already have been sent to a customer with that serial number. Then there's what to do if the Purchase Invoice has already been settled.

These are problems you don't need to concern yourself with - I'm just pointing out the reason why it is why it currently behaving this way. My job is to solve that problem - I've been given that directive and you will see it in a future release of the software.

I understand you have been given some guidance as to how you handle incorrectly entered and activated GRN's in the interim - for others with the same issue reading this, our support department should comment on this thread on how to deal with that.