Change Purchase UOM on a Received Purchase

The Problem

You scanned a vendor invoice and the item came in as 10 each when you really bought 10 boxes of 25 kg. You received it, and now your stock says 10 instead of 250 kg.

The Solution

Item rows on a received purchase now have a Change Purchase UOM... option. Pick the UOM you should have bought in and BarSight recalculates the stock from that purchase for you. As long as none of that stock has been used or adjusted, there is nothing else to clean up.

How to Use It

1. Open the received purchase.
2. Click the three-dot menu at the end of the item row.
3. Choose Change Purchase UOM...
4. Select the correct Purchase UOM, for example your 25kg Box custom UOM.
5. Leave Also set as this item's Purchase UOM going forward checked so future purchases start out correct.
6. Click Change UOM and confirm.

[SCREENSHOT: The item row three-dot menu showing Change Purchase UOM]

What to Expect

• The menu option only appears on received purchases for inventory items.
• It only works while the stock from that line is untouched. Once any of it has been used in a batch, packaged, sold, moved or adjusted, the change is refused.
• If the item's default UOM is still Each and nothing else uses it, it switches to the base unit of your choice. Picking a 25 kg box makes the default UOM kg, so 10 boxes becomes 250 kg.
• If the item is already counted in a real unit, only UOMs that convert to it are listed.
• Lines priced per a real unit, such as per kg, are refused, because the change would alter the amount sent to QuickBooks. Set the line's Price Per to Each first, which on a paid purchase also means removing the payment.
• The price is not changed. If the line was recorded at $50 per each, it will now show as $50 per 25kg Box. Check the price on the line and correct it if the invoice priced by the unit you just replaced. Once a purchase is paid, its prices are locked, so remove the payment first if the price needs fixing.

Pro Tip

Create the custom UOM first. If 25kg Box does not exist yet, the dropdown cannot offer it.

Learn More

To build units like a 25 kg box, see Custom UOMs. For the full receiving workflow, see Purchase Orders: Complete Guide.