How to handle receiving notices and divergences

What is it for?

When a retailer sends a receiving notice with quantities different from those despatched, each difference goes into a list. From there you propose the credit note or record that the matter has been handled.

When to use it?

• When the customer received less than was despatched and you need to credit the shortfall.
• When the difference has already been resolved some other way, for example in a conversation with the customer.
• Do not use Mark as handled to credit the shortfall: that button does not create any document.

Where to find it?

EDI › Receiving divergences. The list opens with the To handle filter and grouped by Customer.

Before you start

• Your profile is Billing (tested up to the last step with this profile).
• The example is a simulated notice in the demo, from the customer Retalhista Exemplo (EDI). No message was exchanged with a real retailer.

How to use it

1. Open EDI › Receiving divergences and open the customer's group. The columns are Warning, Customer, Product, Despatched, Received by the retailer and Difference.
2. Open the line. In the example 6.00 units were despatched and the retailer received 5.00: the Difference is -1.00 and the State is With divergence.
3. If products are missing, click Propose credit note. A draft Customer Credit Note opens, with the invoice in Rectified document and the missing quantity. Clicking the button again opens the same draft. The button does not issue anything.
4. Check the draft and fill in the fields that come empty: Reason for the rectification, VAT regularization reason, Regularization reference date and Regularization proof. Confirm refuses while any of them is missing. To choose the reason, follow How to issue a credit note. In the example, the shortfall of 1 unit at €2.40, with 6% VAT, gave credit note NC D26/2, for €2.54.
5. The credit note does not change the line: it stays With divergence and in the To handle list. Clicking Propose credit note again now opens the credit note already issued. When the matter is resolved, click Mark as handled. The State changes to Processed and both buttons disappear.

Expected result

Once handled, the line leaves the To handle list. With no more differences, the screen shows “No receiving divergences”.

Important notes

• Mark as handled does not create any document. In the demo, the button only changed the state, with no credit note and no message on screen. If you still need to credit the shortfall, do it first.
• The button applies to the whole notice. On a notice with several lines, the state changes on all of them. Handle the shortfalls to credit first.
• Pending validation by a certified accountant: when you must issue the credit note, and how to regularise the VAT, if the customer received less than was invoiced.

Common problems

• “No despatch advice (DESADV) matches the notice SIMREC0001 (despatch reference SIMDES0001). What happened: a receiving notice is compared with what was despatched. How to fix it: check the despatch advice sent to this customer and process the message again.” It appears in EDI › Messages, in the notice's Errors section; the notice stays To review and does not go into the divergences. After checking, click Reprocess. As long as the shipping notice does not exist, the message repeats.
• “No posted invoice of the order covers the missing items, so no credit note was proposed. How to fix it: issue the invoice first, or create the credit note by hand from the invoice.” It appears, in the Invalid Operation window, when the order does not yet have a posted invoice for those products. Do what the message says.