FAQ on Purchase 

 

How do I issue a refund for returned goods in AntMyERP?

 

Issuing a Refund for Returned Goods in AntMyERP

Q1: How do I issue a refund for returned goods in AntMyERP?

A: To issue a refund for returned goods in AntMyERP, follow these steps:

Step 1: Access Finance: Go to the “Finance” section in AntMyERP.

Step 2: Search for Sales Invoice: Use the “Sales Register” to search for the specific sales invoice related to the returned goods.

Step 3: Initiate Sales Return: Within the action menu of the sales invoice, select the “Sales Return” option.

Step 4: Select Returned Products: In the Sales Return section, select the product(s) that are being returned by ticking the corresponding checkboxes.

Step 5: Save and Complete: Save the sales return entry. This will initiate the return process, and the stock will be added back to inventory.

Step 6: Customer Account Ledger Update: In the customer’s account ledger, a return entry will be added against the original sales invoice, reflecting the refund and returned goods.

 

Q2: How does the refund process work in AntMyERP?

A: The refund process in AntMyERP involves initiating a sales return for the returned goods. This process updates both the inventory by adding back the returned stock and the customer’s account ledger by reflecting the return and refund.

 

How can I download purchase data in AntMyERP?

 

Q1: How can I download purchase data in AntMyERP?

A: To download purchase data in AntMyERP, follow these steps:

Step 1: Access Purchase Section: Log in to your AntMyERP account and access the “Purchase” section.

Step 2: Generate Purchase Reports: Inside the “Purchase” section, find and select the “Report” option or a similar option related to generating reports.

Step 3: Select Purchase Order and Product Report: Look for the specific report options, such as “Purchase Order Report” or “Product Report.” Click on the relevant report you want to download.

Step 4: Generate Report and Download Data: After selecting the desired report, generate it by clicking on the appropriate button or link. Once the report is generated, there should be an option to download the data. Click on the download button to save the purchase data to your computer.

 

Q2: What type of data is included in the Purchase Order and Product Report?

A: The “Purchase Order Report” typically includes details of purchase orders, such as order numbers, dates, supplier information, product details, quantities, and amounts.

The “Product Report” may provide information about the products purchased, including their descriptions, quantities, prices, and related data.

 

Uploading Vendor Invoice in PO After Rejection with the Same Number in AntMyERP?

 

Q1: How can I upload a vendor invoice in a purchase order (PO) after rejection with the same number in AntMyERP?

A: If you need to upload a vendor invoice in a purchase order after rejection with the same number, but the system doesn’t accept duplicate numbers, you can follow these steps to ensure successful upload:

Step 1: Add Alphanumeric Identifier: Add an extra alphanumeric identifier to the invoice number. For example, if the original invoice number is “12345,” you can add an identifier like “12345A” or “12345-1” to make it unique.

Step 2: Resubmit the Invoice: Go to the purchase order or vendor invoice section in AntMyERP and submit the invoice using the modified invoice number.

Step 3: Attach a Note (Optional): If your ERP allows, you can attach a note or comment explaining the reason for the resubmission with a modified invoice number. Step 4: Document Tracking: Keep track of the modified invoice numbers and the corresponding original invoice numbers for reference.

 

Q2: Why do I need to modify the invoice number?

A: Many systems, including AntMyERP, often require unique invoice numbers to prevent confusion and ensure accurate record-keeping. Modifying the invoice number slightly allows you to maintain uniqueness while re-submitting the invoice.

 

Q3: Can I keep track of the original and modified invoice numbers?

A: Yes, you should keep track of both the original and modified invoice numbers to maintain accurate records and avoid any confusion during reconciliation.

 

Q4: Is there an alternative solution if the system does not allow duplicate invoice numbers?

A: If your ERP system does not allow duplicate invoice numbers, adding an alphanumeric identifier is a common workaround. Alternatively, you can contact your ERP administrator or customer support to inquire about any available features or options for handling rejected invoices with the same number.

 

How can I update the vendor name in a purchase order (PO) that was added wrongly in AntMyERP?

 

Q1: How can I update the vendor name in a purchase order (PO) that was added wrongly in AntMyERP?

A: To update the vendor name in a purchase order that was added wrongly in AntMyERP, follow these steps:

Step 1: Create a Purchase Return: Create a purchase return for the incorrect purchase order that contains the wrong vendor name.

Step 2: Make a Fresh Purchase Order: After creating the purchase return, create a new purchase order with the correct vendor name.

Step 3: Adjust the Inventory (If Applicable): If inventory has been affected by the incorrect purchase order, make sure to adjust the inventory accordingly to reflect the correct vendor’s transactions.

 

Q2: Why can’t I directly change the vendor name in the original purchase order?

A: In many systems, including AntMyERP, purchase orders are typically designed to capture and preserve historical data accurately. Changing critical information like the vendor name directly in an existing purchase order could lead to data inconsistencies and affect tracking and auditing.

 

Q3: Can I cancel the wrong purchase order and create a new one?

A: While creating a purchase return and making a new purchase order is a recommended approach, depending on your ERP system’s features, you may also have the option to cancel the wrong purchase order and create a new one. Ensure that you follow proper procedures for canceling orders.

 

Q4: How can I prevent such errors in the future?

A: To prevent errors like this in the future, double-check vendor information before creating purchase orders. Also, consider implementing validation steps or approval processes to ensure accurate and consistent data entry.

 

How can I search for purchase invoices in AntMyERP?

 

Q1: How can I update the status of pending purchase invoices in AntMyERP?

A: To update the status of pending purchase invoices in AntMyERP, follow these steps:

Step 1: Access Finance Section: Log in to your AntMyERP account and navigate to the “Finance” section.

Step 2: Open Purchase Invoices: Inside the “Finance” section, find and select “Invoices” followed by “Purchase Invoices.”

Step 3: Update Pending Status: In the list of purchase invoices, locate the pending invoices that you want to update. Change the status of these pending invoices to “Accept.”

Step 4: View in Purchase Register: After updating the status to “Accept,” these invoices will now be visible in the purchase register.

 

How can I delete an uploaded vendor invoice in AntMyERP?

 

In AntMyERP, once an invoice is uploaded, it is generally not possible to delete it. This is often designed to maintain accurate financial records and prevent accidental or unauthorized changes.