You'll now be able to compare the value of the items on the Items List with those of the transaction. The quantity should be the same, but the dollar value will be greater or less.
Compare the quantity and value of the items from the Items List [Summary] report, with those of the transaction. You will see that the quantity and/or value of the item on the transaction will exceed that of the report. Or, the quantity will be the same, but the dollar value will be greater or less.
For instance, Clearwater Pty Ltd want to return some chipped glasses to their supplier. 50 glasses need to be returned at a cost of $0.25 (tax exclusive). When they try to record the purchase debit note (a negative purchase), a negative inventory alert is given.
The example below shows the Items List [Summary] report filtered for the glasses.
Comparing the purchase debit note (shown below) with the Items List [Summary] report, you can see that if the debit note was recorded, the quantity of glasses would drop to negative 3, and the total value of the glasses would drop to negative $0.75. As both these values are less than zero, the software will prevent the purchase debit note from being recorded.
From the comparison, the necessary adjustments can be calculated:
- The quantity needs to be increased by 3 glasses, and
- The total value needs to be increased by $0.75