Receive replacement units

Once the supplier ships the free replacement, receive it as you would any other purchase order. The claim is drawn down when you save the delivery.

The replacement purchase order must already be linked to the claim. If it is not, link it first from Supplier Claims. A receipt against an unlinked order is treated as an ordinary free delivery and does not change the claim. The claim is matched by order and product together, so only a receipt of the claimed product draws it down.

On the Shipments and Purchase Orders lists, a linked order has a small amber mark beside its number. Hover over it to see This order is the replacement for claim #…. If you can view claims, clicking the mark opens the claim.

Receive the replacement

1. Open Shipments from the main menu.
2. Find the row for the replacement purchase order.
3. In the Actions column at the end of the row, choose Edit delivery, the lorry icon. The Manage Delivery panel opens on the Receive products tab.
4. Pick the product. Its line says This line is the replacement for claim #…: the units received reduce what the supplier still owes, and once saved the delivery cannot be corrected or deleted.
5. Enter the quantity that arrived.
6. Set the date.
7. Choose Add.
8. Repeat for any other lines on the order.
9. Choose Save changes.

Replacement cost and held defective units

On save, replacement units enter stock at the claim's inherited unit cost: the cost the defective units carried, rather than the zero price on the replacement order. You already paid for the material once, so its value stays on your balance sheet.

If the claim is still holding defective units because they never left your shelf, the part of the replacement standing in for them enters at no cost, the price on the replacement order. The held units keep their cost, so your inventory value is what you paid and nothing is counted twice.

This case needs a second step: record what happened to the held units. The claim's row shows a reminder such as 10 faulty units still held, asking you to record what happened. See End a claim on held material.

Spend and supplier-performance figures still show the replacement as zero because you paid the supplier nothing for it. Shipping, duty and other landed costs added to the replacement order do not increase the value of replacement units. The inherited cost replaces the unit cost outright rather than being added to it.

If the replacement line has been given a price since you linked it, receipt leaves the claim alone and the units enter at the price you are actually paying. Real purchases are never repriced by a claim. If this happens, put the replacement on a zero-value order instead.

Claim status and partial deliveries

The claim is drawn down by the quantity received. If the receipt clears everything still owed, the claim moves to Settled and is stamped with the moment you saved. If units are still owed, it moves to Partially Replaced and stays open in the Partly replaced tab.

The claim's history, in its panel or through History in its actions menu, lists each receipt with the number of units and the figures recorded with it.

Partial deliveries need no special handling. For example, if a supplier owes 100 units and sends 40 now and 60 later, the two deliveries produce two receipts. The first leaves the claim at Partially Replaced with 60 to resolve; the second clears and settles it.

To resolve is the quantity claimed, less what has already been received against the claim, less anything written off by short-closing. Releasing held defective units does not reduce it: sending bad goods back or scrapping them does not change how many good units the supplier owes. Recording that held units already left through another movement does not reduce it either.

Receiving more than the claim owes

If a delivery brings more units than the claim still owes, the units owed enter at the claim's cost, subject to the held-unit exception above, and settle it. The rest enter at no cost on a line of their own on the same order. Units received earlier on the claim keep their cost.

A message says this when you save, for example: 5 units beyond what the claim owed entered at no cost, on a line of their own. As with any order, you cannot receive more than is still outstanding on the order line.

Corrections, deletion and short-closing

A delivery that a claim depends on cannot be corrected or deleted afterwards. A correction is refused with Claim #… depends on this delivery, so it cannot be corrected or deleted, and a link to open the claim.

Once anything has been received against the replacement order for the claimed product, the claim can no longer be deleted. If the supplier will send nothing further, use Short-Close to record the remainder as a write-off.

Short-Close is not offered while a claim is still holding its units, because writing them off would book a loss you have not taken. Release the held units first, or record what happened to them, then short-close what remains.

You cannot link a second claim to a replacement order while another open claim is linked to it. The link is refused and asks you to use a separate order for that claim.

Permissions and delivery dates

Edit delivery is available only to users allowed to manage shipments, and only while the shipment is not yet fully delivered. Without that permission, the row offers no Edit delivery button. A fully delivered shipment offers View details instead, which shows the shipment read-only.

A delivery cannot be dated before the purchase order date, in the future, or in a locked financial year. You cannot record a delivery at all against an order dated in the future. If your access is limited to certain departments, you can receive only products assigned to those departments.

Check the receipt

The replacement's stock-in appears under Inventory, then Movements, marked as belonging to a supplier claim. It cannot be edited or deleted there.

For a quicker check, open the claim on the Supplier Claims page and read its history. A receipt that drew the claim down is listed as Replacement received, or Settled if it was the last one. A receipt missing from the history did not draw the claim down; this is what a line that was priced by then looks like after the fact.