It is important to fix this as soon as possible, because the BPO is now fully received and subsequent invoices will not release to be paid.
To correct this, you must:
- Change the BPO and add a 1 cent ($0.01) to BOTH:
- The Maximum Limit in the Limits section, and
- The Maximum Limit on the Line Item in the Pricing Terms section.
- See example below.
- Submit the changes.
- The CR will need to be fully approved again by all of the original approvers.
- When the new version of the BPO is available in the Open status:
- Create another receipt for negative amount that is equal to the Maximum BPO amount MINUS the amount you over-received.
- See example below.
Example: My BPO is for a Maximum Limit of $1,000.00. An invoice with a line item dollar amount of $100.00 came in for my BPO. When I did the receiving, I received all $1,000.00 instead of the $100. The invoice that had the $100.00 line item amount was paid, which is OK. However, the Receive button is no longer visible on the BPO. I need to get the Receive button back and fix my BPO so it still has $900.00 left on it.
- If you received full amount for a BPO with a Maximum Limit of $1,000.00, you would change the Maximum Limit on the BPO and Line Item to $1,000.01.
- Submit the changes and allow all approvers to re-approve.
- When the new version of the BPO is available in the Open status, create your negative receipt for the amount you over-received. In this example, you would receive -$900.00.
For a detailed, step-by-step guide and examples, refer to the Troubleshooting section of the Receiving webpage.