Duplicate documents, credit notes and cancelling a receipt
How Klyra prevents double receipts, handles credit notes and lets you cancel a receipt safely.
Mistakes such as a receipt recorded twice or a delivery with differences discovered after confirmation are common in day-to-day warehouse management. Klyra includes dedicated checks and tools to handle them without permanently creating wrong data.
Detecting duplicate documents
Before completing reading, Klyra compares the uploaded document against recent receipts from the same supplier and flags it if the document number and date match an already recorded receipt. This prevents accidentally duplicating a delivery already entered.
- Automatic comparison on document number and date
- Explicit warning before proceeding in case of a suspected duplicate
- Option to proceed anyway if it is genuinely a different document
Credit notes and differences found later
When the supplier issues a credit note for an error or a return, you record it linked to the original receipt, so the history stays consistent and the effective product cost updates accordingly.
If a difference is discovered only after confirmation, for example a missing product found while restocking, it is handled as a follow-up adjustment linked to the original receipt, not as a new disconnected receipt.
Cancelling a receipt safely
A receipt confirmed by mistake can be cancelled, but the operation requires a reason and updates stock accordingly, reverting quantities and any batches created. The cancellation stays visible in the history with date and author.
Cosa trovi in questa guida
- duplicate document
- credit note
- cancelling a receipt
- post-delivery differences
- supplier return
- document history
Passaggi
- Check the possible duplicate warning before confirming a new receipt
- If it is a genuine duplicate, cancel the new entry instead of proceeding
- Record the credit note linked to the original receipt
- For differences found later, open a linked adjustment
- To cancel a confirmed receipt, always provide the required reason
Problemi frequenti
- A delivery is recorded twice → the duplicate warning was ignored without checking → cancel the duplicate receipt and check the supplier history
- The credit note does not update the product cost → it was not linked to the original receipt → relink the credit note to the correct document
- Cancelling a receipt is not available → the batches created have already been partially consumed → contact support to handle the adjustment given the traceability involved
- A post-delivery difference is entered as a new receipt → the link with the original document is lost → always use a linked adjustment instead of an independent receipt
Domande frequenti
What happens if I accidentally upload the same document twice?
Klyra flags the possible duplicate by comparing document number and date before the second receipt is confirmed.
How is a return to the supplier recorded?
It is recorded as a credit note linked to the original receipt, which updates the quantity and cost of the affected product.
Can I cancel a receipt after several days?
Yes, but if the batches have already been partially used in production, cancellation may require assisted handling to keep traceability correct.
Does cancelling a receipt leave a trace in the history?
Yes, every cancellation records date, author and reason, and remains available for later checks.
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