Inventory Correction – QLN/Serial Number status

QLN/Serial Number statuses after Inventory Correction

Let us understand each of these statuses in detail and look for steps to correct them.

Missing

A QLN will have this status if the QLN was In Hand/Committed prior to the inventory correction and this QLN was not scanned at the time of inventory correction.

For example, there is stock of 5 quantities for an item in the warehouse and there are 5 QLNs in the warehouse (In Hand/Committed). When you do complete inventory correction and scan only 3 QLNs for the item. The  system marks the 2 unscanned QLNs as Missing. The missing QLNs will not have any warehouses associated with them. In this case, the system auto creates a stock correction document and adjusts the item stock to 3.

If the Committed status QLNs are not scanned in the inventory correction, then the system marks them Missing and disassociates them from the sales documents.

QLNs with this status can be found from the Serial Numbers manager. Select All Warehouses and then click on the status filter and select Missing.

Not Found

A QLN will have this status when there is a mismatch between the item stock and the  count of the QLNs for the item in the warehouse. Specifically, if the stock of the item is more than the QLNs in the warehouse.

For example, an item has 5 quantities of stock in the warehouse, but it has only 4 QLNs with the status In Hand/Committed in the warehouse. In the complete inventory correction if you scan only 3 QLNs, the system marks the 1 unscanned QLN status to Not Found. In this case, the system auto creates a stock correction to adjust the stock and updates the item stock to 3 quantities.

The Not Found QLNs can be viewed from Serial Numbers manager by selecting All Warehouses and ticking on the checkbox Include Stock Corrections.

And then select the filter Not Found, QLNs with this status will have a Stock Correction Warehouse associated with them.

Correct the Missing and Not Found status QLNs

To correct such QLNs, go to Complete Inventory manager and click on In Addition QLN Stock Correction.

The screen looks very similar to Complete Inventory Correction but in this document only the scanned QLNs will get added to the system without affecting the other QLNs or other serialized items from the warehouse. Select the business location and the warehouse. Start scanning the Missing/Not Found QLNs.

Let’s assume we want to correct the below QLNs and want them to be In Hand.

After scanning the 4 QLNs, click on Save.

You will see a confirmation message, click on Yes to save the document.

You will see a new document with the stock correction type In Addition and status pending. At this point there will be no change in your inventory and the QLNs.

Select the document and click on the 3 dots and select Complete Selected QLN Stock Correction.

You will see a confirmation message, at this step clicking on Yes will update your inventory only for the items whose QLNs were scanned in the document.

You can then see the QLNs status getting changed to In Hand. Even in this case, the system auto creates a stock correction document to adjust the item stock for these scanned QLNs.

In Error

A QLN will have this status if the QLN had the status Not In Hand prior to the inventory correction and this QLN is scanned at the time of inventory correction.

For example, there is stock of 5 quantities for an item in the warehouse and there are 5 QLNs in the warehouse (In Hand/Committed). There are 2 more QLNs with the status Not In Hand and these are associated with Order and Sales Invoice documents. When you do complete inventory correction and scan all 7 QLNs for the item along with the QLNs with the status Not In Hand. The system marks 2 extra (Not In Hand) QLNs as In Error.

The system applies this status to QLN to indicate that the documents associated with these QLNs need to be reviewed and corrected. The QLNs with In Error status will still be associated with the sales documents after the inventory correction is completed.

To see the In Error QLNs, go to Serial Number manager and apply the filter for In Error. The system also maintains an error note for such QLNs to indicate the associated sales documents need to be reviewed and corrected.

Correct the In Error status QLNs

To correct the In Error status QLNs, you will have to first find the associated documents and check how the QLN item was delivered. Whether QLN was invoiced or just delivered against the order document.

To fix this QLNs, you need to find out which is the QLN that the customer has. You can reach out to your customer and get the QLN details against the sales or the order document.

Once you find out the correct QLN that needs to be updated, you can follow these steps:

For QLNs that are delivered and Invoiced

Go to Sales Invoices, search for the invoice number and view the document.

Select the item and click on the 3 dots option and select Change Serial Numbers.

In the Change Serial Numbers screen, click on the 3 dots and clear the QLN first.

You can then select the QLNs that you have in the selected warehouse from the dropdown and click on Save.

If there are no QLNs for the item in your warehouse, there is an option to generate a new serial number. You can do that with the following steps:

1. Check ‘Enter New Serial Number’ checkbox.
2. You will see a serial number generated by the system, you modify the serial number if required.
3. Click on Add, this will get assigned to the item.
4. Click on Save.

Once this is saved, the In Error status QLN becomes In Hand in the selected warehouse and the QLN assigned on the invoice becomes Not In Hand. To adjust the stock for the newly created QLN, the system will automatically create a stock correction document in the background for the item.

For QLNs that are delivered and not Invoiced

If the QLN has been delivered but has not yet been invoiced, the correction must be performed from Delivery History.

Go to Delivery History manager, search for the order document and then click on the 3 dots select View Delivery option.

In the View Delivery Details screen, select the item and click on the 3 dots select Change Serial Number option.

In Change Serial Numbers screen, click on the 3 dots and select clear to remove the QLN. You can then select the QLN from the dropdown and assign it to the item. Or you can also generate a new serial number by clicking on the checkbox Enter New Serial Number and then add that QLN.

Once this is saved, the In Error status QLN changes to In Hand. And the QLN that was added on the delivery details becomes Not In Hand. If you have generated a new QLN for replacement then system will automatically create a stock correction document in the background to adjust the item stock.

You might get an error while replacing the QLNs if the document that you are working is already finalized for the book closure. You will get the below error only if there is a difference in the QLN cost price between the QLN that is being replaced with the QLN you are trying to assign. If the QLN cost prices are same, then you will not get the below error.

In this case you can also generate a new QLN by clicking on Enter Serial Number checkbox, the system will generate a new QLN with the same cost price as the In Error status QLN.

Unknown

Any new QLNs that are scanned during the inventory correction that does not exist in the system will be marked Unknown. These QLNs will not be associated with the item as the system does not have any details for such QLNs.
The Unknown QLNs can be viewed from the Complete Inventory manager by ticking on the checkboxes Show Item List and Show Only Unknown QLN List.

Correct the Unknown status QLNs

To correct such QLNs, you need to first receive the item stock in the system for the item that is supposed to be associated with the Unknown QLN.

You can create a Purchase for the item in the warehouse; the system will auto assign the next available QLN in the system. And then go to Serial Numbers manager, select the QLN that was purchased and click on Change.

Under the Quick Lookup Number field, enter the QLN that is marked Unknown and click on Save.

The QLN that was marked Unknown will now show In Hand in the Serial Number manager and this can be used for the sales documents.