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Correct a supplier file or a receipt

Core module For: Administrator, Compliance manager, Warehouse staff Checked on 18.0.0.2.0

Suppliers send corrected files, imports go on the wrong receipt, and receipts get cancelled. While a receipt is open, you can replace or cancel its supplier file. Once you validate it, its DSCSA lines are part of the record: you correct them with a new transfer, a return or a count, never by editing the done receipt. Abbreviations: EPCIS: Electronic Product Code Information Services; GTIN: Global Trade Item Number (see the glossary).

Replace a supplier file with a corrected one before validation​

When a supplier sends a corrected EPCIS file for a shipment whose receipt is still open, import it on the same receipt. It replaces the earlier file, which stays on record as Superseded.

Who: Rx Tracking User or Manager

Requires: Rx Tracking (DSCSA). Works in Odoo Community and Enterprise.

Before you start:

  1. Go to Inventory ‣ Operations ‣ Receipts and open the receipt.

  2. Select Import EPCIS.

    Result: the Import Supplier EPCIS File dialog opens with the receipt in Receipt.

  3. Next to EPCIS File, select Upload your file and choose the corrected file.

  4. Select Import.

    Result: the new file's form opens, Awaiting Receipt. Its chatter says "N package(s) expected from EPCIS file NEW-FILE (…). It replaces OLD-FILE." The receipt's chatter says the same.

  5. In the breadcrumb, select the receipt, then select the EPCIS Files smart button.

    Result: the list shows the corrected file Awaiting Receipt and the earlier one Superseded, in grey.

    Screenshot of a receipt's Supplier EPCIS Files: the corrected file Awaiting Receipt above the earlier file, Superseded and greyed.

  6. Open the Superseded file.

    Result: its Superseded By field names the corrected file. The earlier file can still be downloaded next to EPCIS File.

Result: the receipt now expects what the corrected file announces. Records: a new Supplier EPCIS File (Awaiting Receipt) and the earlier one, Superseded and kept with its file. On the receipt:

  • units the earlier file announced and you haven't scanned are replaced by the corrected file's units;
  • units you already scanned stay scanned and are linked to the corrected file;
  • a scanned unit the corrected file no longer lists stays on the receipt as a plain scan, and becomes an Extra discrepancy at validation unless the supplier corrects the file again;
  • a Transaction Statement you recorded for the earlier file (DISC-06) also covers the corrected one.

Import the corrected file on the same receipt. A corrected file doesn't fill an expiry date that the earlier file left out (see the Known issue on DISC-02).

If it doesn't work

Next: Validate a DSCSA receipt

Cancel a supplier file, or a receipt that has scans or a file​

Cancel an import that went on the wrong receipt or that the supplier withdrew, or cancel a whole receipt that won't arrive. Nothing is deleted: a cancelled file stays on record as Cancelled.

Who: Rx Tracking User or Manager to cancel an import. Inventory User (any level) to cancel a receipt.

Requires: Rx Tracking (DSCSA). Works in Odoo Community and Enterprise.

Before you start:

  • The file is Awaiting Receipt: its receipt is still open.

Cancel the import only​

  1. Open the receipt, select the EPCIS Files smart button and open the file that is Awaiting Receipt.

  2. Select Cancel Import.

    Result: a Confirmation dialog asks "Remove the packages this file announced from the receipt?"

  3. Select Ok.

    Result: the file is Cancelled, and its chatter says "Import cancelled." The receipt's chatter says "EPCIS file FILE cancelled." and its Expected smart button is gone.

Result: the receipt no longer expects the file's units. Units you had already scanned stay on the receipt as plain scans. Receive the receipt without a file (Receive without a supplier EPCIS file) or import the right file (IN-03). Records: the file, Cancelled and kept with its file.

Cancel the receipt​

  1. Open the receipt and select Cancel.

    Result: a Confirmation dialog asks "Are you sure you want to cancel this transfer?"

  2. Select Ok.

    Result: the receipt is Cancelled. Its file is Cancelled too, with "Receipt WH/IN/NNNNN cancelled." in its chatter.

Result: units scanned on the receipt are removed from the package ledger, and the units the file expected are dropped. Records: the cancelled receipt and its file, Cancelled and kept with its file.

When you cancel a backorder that still expects units of a file whose first part you already received, each unit it expected becomes a Missing discrepancy and its lot is quarantined (DISC-08). The backorder's chatter says "EPCIS reconciliation: 0 package(s) received." and "1 discrepancy(ies): 1 missing. Their lots are quarantined; resolve by DATE."

If it doesn't work

Correct a receipt after validation​

Once you validate a receipt, its DSCSA lines are history: the package ledger and the inbound DSCSA document record them. The software refuses to change the quantity, lot, locations or product of a done DSCSA line, or to add a DSCSA line to a done receipt. Correct the stock with a new record instead. Lines of other products stay editable as in standard Odoo.

Your procedure decides who approves a correction; the software requires that DSCSA units go through a new transfer, a return or a count.

Who: Rx Tracking User or Manager for the correcting records. Only an Inventory Administrator can unlock a done receipt, and even then the DSCSA lines are refused.

Requires: Rx Tracking (DSCSA). Works in Odoo Community and Enterprise.

Before you start:

  • The receipt is Done, and you know what differs from what physically arrived.

  1. Go to Inventory ‣ Operations ‣ Receipts and open the done receipt. Read the Operations tab and the DSCSA Packages tab to find the difference.

  2. Choose the correction:

    IfThen
    more units of the order arrived after validationreceive them on a new receipt: Receive without a supplier EPCIS file, or with the supplier's file (IN-03)
    too many units were received, or units must go backReturn saleable product to the supplier
    units recorded here are physically gone, or others were foundCount stock and record the units that are gone or Record units found in a count
    the lot number or expiry date was recorded wrongCorrect a lot's number or expiry
    the supplier's file didn't match what arrivedthe receipt's discrepancies: Work a receiving discrepancy to resolution

  3. Perform the correction on its own page.

Result: the done receipt stays as it is. Records: the correcting record (a new receipt, a return, a count or a lot correction), with its own packages and, for a receipt with a supplier file or a return to the supplier, its own DSCSA document.

What is refused on a done receipt​

An Inventory Administrator can unlock a done receipt from the ⚙ (Actions) menu, Lock/Unlock. On an unlocked receipt:

  • changing the Quantity of a DSCSA line and saving is refused with "PRODUCT: this done DSCSA operation can't be edited (quantity, lot, locations or product): the package ledger and the DSCSA documents record it as validated. Use a return, a scrap or an inventory count instead.";
  • Add a line with a DSCSA product and saving is refused with "PRODUCT can't be added to WH/IN/NNNNN: it is done, and DSCSA units must go through the checks of a validation (serials, trading partner, quarantine, documents). Put the extra units on a new transfer instead.";
  • a line of a product that is not a DSCSA product (for example Adhesive Bandages) can be changed as in standard Odoo.

Select Discard changes in the error dialog to go back to the receipt as it was. The first message also names a scrap, but ⚙ (Actions) ‣ Scrap on the done receipt is refused for DSCSA units (known issue PF-W09-01): use a return or an inventory count from the table above.

If it doesn't work