Correcting purchases

Introduction: What is correcting a purchase?

Correcting a purchase means adjusting the quantity of a purchased product if a mistake has been made. For example: you entered that you purchased 100 roses, but it's actually 80. Then you adjust the quantity to 80.

Why correct purchases?

You need to correct purchases because:

• Otherwise your stock won't match reality
• You'd think you have too many or too few products
• It's important that the administration is correct
• Otherwise you'd promise products to customers you don't have (or vice versa)
• Your purchase invoices wouldn't match your stock

Important advice: We recommend always processing purchases correctly instead of deleting or adjusting them afterwards. Try to prevent mistakes by working carefully when entering purchases.

How do you correct a purchase?

Step 1: Go to the per purchase overview

Open distribution

1. Go to the "Distribution" tile
2. Check that the date is correct (this is very important!)
   • Set the date to the day on which the purchase was made
   • If the date is wrong, you'll see the wrong products
3. Click on "Per purchase"
4. You now see a list of all products you have purchased

Step 2: Find the wrong article

Find article

1. Look in the list for the article that is incorrect
2. This could be an article with:
   • Too many pieces entered (for example 100 instead of 80)
   • Too few pieces entered (for example 50 instead of 70)
   • Wrong price
   • Other mistake

Select article

1. Click on the article you want to adjust
2. The article is now selected

Step 3: Modify the article

Open edit menu

1. Click on "Edit"
2. You now see a screen with all details of this article

What can you adjust? You can change various things:

• Quantity: The number of pieces you purchased
• Price: The purchase price per piece
• Name: The name of the product (if it's wrong)
• Other details: Such as pot size, length, etc.

Adjust quantity

1. Find the quantity field
2. Remove the old quantity
3. Type in the new, correct quantity
4. Example: You entered 100 but it's actually 80
   • Change "100" to "80"

Adjust other details (optional) If more is incorrect, you can also adjust other fields. For example:

• The price was 1.00 euro but should be 1.20 euro
• The name was misspelled
• The pot size was 12cm but should be 14cm

Step 4: Save

Save changes

1. Check that all changes are correct
2. Click on "Save"
3. The article is now adjusted in stock

What happens now?

• The old data is replaced by the new data
• Your stock is automatically updated
• The system now knows you have the correct quantity

Practical examples

Example 1: Too many entered

• Situation: You entered that you purchased 100 roses, but it's 80
• Action:
  1. Go to Distribution → Per purchase
  2. Find the roses in the list
  3. Click on Edit
  4. Change "100" to "80"
  5. Click on Save
• Result: Your stock is correct again, you have 80 roses

Example 2: Too few entered

• Situation: You entered 50 tulips, but you actually received 70
• Action:
  1. Find the tulips
  2. Change the quantity from 50 to 70
  3. Save
• Result: You now have 20 more tulips in stock, which matches reality

Example 3: Wrong price

• Situation: You entered the price as 1.00 euro, but it's actually 1.20 euro
• Action:
  1. Find the product
  2. Click on Edit
  3. Adjust the price from 1.00 to 1.20
  4. Save
• Result: The purchase price is correct, your administration is accurate

Example 4: Wrong date

• Situation: You're looking for a purchase but can't find it
• Problem: The date is set incorrectly
• Solution:
  1. Set the date to the day of the purchase
  2. Now you'll see the product
  3. Adjust as needed

Important tips

Tip 1: Check the date first

• If you can't find a purchase, check the date
• Set the date to the day on which you purchased the product
• This is the most common reason people can't find a purchase

Tip 2: Prevent mistakes instead of correcting

• It's better to enter it correctly the first time
• Count products carefully before entering them
• Check the purchase invoice for the correct quantities and prices
• This way you have to correct less afterwards

Tip 3: Do it immediately

• If you discover a mistake, correct it right away
• The longer you wait, the more confusion it creates
• Products may already be sold in the meantime

Tip 4: Don't delete, but correct

• As stated in the guide: don't delete purchases
• Adjust the quantity to 0 if nothing was actually delivered
• Or correct to the right quantity
• This keeps your administration neat and traceable

Tip 5: Check the consequences

• If you lower a quantity: have any products already been sold?
• If you raise a quantity: do your physical stock and the system match now?
• Think about the impact before saving

Frequently asked questions

Question: Can I delete a purchase entirely?

• It's better not to do this
• Adjust the quantity to 0 if nothing was delivered
• This keeps your administration history intact
• Deleting can cause problems in your bookkeeping

Question: What if I've already sold products?

• You can still adjust the quantity
• But note: if you lower the quantity below the sold quantity, you'll get an error message
• Example: You entered 100, sold 60, and want to adjust to 50 → This isn't possible!
• You'd first need to adjust the distributions

Question: Can I change the price afterwards?

• Yes, you can
• But note: sold products keep their old price
• Only new sales get the new price
• This can be confusing for your profit margin

Question: I can't find the purchase, what now?

• Check whether the date is correct (most common problem)
• Check whether you're in the right location
• Search with filters (supplier, article name)
• The product may also already be completely sold

Question: How much can I adjust?

• You can increase or decrease the quantity
• But not lower than the quantity already sold
• You can also adjust the price, name and other details
• Almost everything can be corrected

What to do with problems?

Problem: Error message when saving

• Read the error message carefully
• Often it means you want to remove more than there is
• Check how much has already been sold
• Adjust the quantity to a realistic number

Problem: Product stays wrong

• Refresh the page (F5 or refresh button)
• Check whether you clicked Save
• Leave the screen and come back
• If it stays wrong: try again

Problem: Wrong product adjusted

• Set it back to the original quantity
• Find the correct product
• Then adjust that
• Be more careful with selecting from now on

Problem: Administration no longer matches

• If you've changed a lot, your stock may no longer match
• Do a stock check (balances)
• Count physically what's really there
• Adjust where necessary

When to adjust and when NOT to adjust?

DO adjust when:

• You accidentally entered the wrong quantity
• The supplier delivered less (or more) than agreed
• You discover a mistake immediately after entering
• The price on the invoice differs from what you entered

DON'T adjust when:

• Products are damaged (create an RMA instead)
• Products were stolen (use write-off or stock correction)
• You want to "quickly" fix something without thinking
• Products are mostly already sold (too risky)

Summary

You correct purchases when there's a mistake in the quantity or price of purchased products:

• Go to Distribution → check that the date is correct → Per purchase
• Find and select the article that is incorrect
• Click on Edit and adjust the quantity (or other details such as price)
• Click on Save to apply the changes
• Why important: Your stock must match reality, otherwise you'll sell products you don't have or vice versa
• Important advice: Prevent mistakes by working carefully when entering, don't correct too often afterwards
• Note: You can't lower the quantity below what's already been sold, and changes can affect your administration