Handling Discrepancies in Procurement

In case of 3-way matching failure due to shortages, damages, or documentation errors, our app provides two options: requesting delivery of the shortage or requesting a credit note. In this case, the GRN has disclosed 2 kg of rice were short received, and you have requested the vendor to deliver the shortage. The GRN has also disclosed that 1 kg of butter was rejected, and you have requested the vendor to issue a credit note, to which the vendor has agreed.

Supplementary GRN

From the GRN table as shown above, you may select your option from Action Drop-down. When the delivery is made for the shortage, you will prepare “Add supplementary GRN” to accept the delivery.

Suppliers Credit Note

For rejected items you will select “Request Credit Note”. To send the request to the vendor, please click on the email button.

When the vendor clicks on the credit note button, he will see this form:

The uploaded credit note will be picked up by the app in the GRN table as well as in Suppliers Invoice Table.

With the issuance of a supplementary GRN and receipt of a credit note, the procurement discrepancies have been successfully resolved. As a result, the app is now able to perform a 3-way matching of the invoice (minus the credit note) with the Purchase Order and GRN (along with the Supplementary GRN).