Overview
Did the items you receive on your PO end up being the wrong price, wrong items, or come in the wrong quantity?
If you need to return items to a vendor after receiving them, you can reverse the purchase in Limble by creating a new PO or reopening the closed PO.
This article will walk you through the reverse purchase process, so you can make adjustments and track your inventory costs accurately.
(Note: purchasing is only available to customers on certain plans. To upgrade your account or learn more, reach out to our support team.)
Table of Contents
Reopening a Closed PO
(Note: these instructions are for POs whose status is marked as “Closed.” This will only occur when the bill has been paid.
If the PO status is “Ready to Receive” or “Fully Received - Pending Payment,” you can start from returning items on an open PO.)
To find the original bill, navigate to Locations > Select Your Location > Purchasing > Bills.
Search for the bill or select it from the list. Click on the PO number under the PO Number header.
In order to reopen your PO and move it back to the “Ready to Receive” status, you will need to delete the bill associated with that PO. You can do this one of two ways:
a. Click on the trash icon next to the desired bill.
b. Open the bill and click "Delete Bill."
Once you delete the bill, the PO will move back to the “Ready to Receive” status.
Continue on to the steps of returning items to a vendor and manually adjusting the part quantity.
(Note: you can also make other edits to the PO, such as adjusting the delivery date, number of items, partially receive any items, etc. Once items from the PO have been received, a new, unpaid bill will be created where you can receive payment.)
Returning Items on an Open PO
Create a New PO
First, create a new purchase order. Navigate to Purchasing > POs and click on "Add a Purchase Order."
Return Items to a Vendor
Return Items to a Vendor
Add the desired items to return and ensure the PO accurately reflects the quantity going back to your vendor.
In the Discount field, set the amount to 200%. The discount creates a negative value, or credit, on the PO.
Next, return the items to your vendor. Follow your normal approval process to approve the PO and notify your vendor of the items you are returning.
Once your vendor confirms they received the items, receive them on your PO.
Manually Adjust Part Quantity
Manually Adjust Part Quantity
Lastly, you'll need to manually adjust your item quantity.
Even though receiving items on your PO will credit the item cost, the same process adds items to your inventory. Therefore, you need to adjust your item quantity on the Manage Parts page manually to ensure Limble accurately reflects your physical inventory.
(Note: to account for the added items, you will need to adjust your item quantity by double the return quantity. For example, if you're returning 4 items, you'll need to manually decrease your item quantity by 8.)
Type a reason into the text field of the "Please explain why the Quantity is being lowered" pop-up.
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Still don’t see what you’re looking for? Check out our YouTube channel for more tips and tricks! You can also reach out to us anytime at support@limblecmms.com.