Swap Item on a Received Purchase

The Problem

You received a purchase and then noticed the wrong inventory item was picked on one of the lines. Maybe a scan matched Cascade Hops when you bought Centennial Hops. The stock is now sitting under the wrong item.

The Solution

Use Swap Item on the line to point it, and the stock it created, at the correct item. Nothing has to be deleted or re-received.

How to Use It

1. Open the received purchase.
2. Click the three-dot menu at the end of the line.
3. Choose Swap Item.
4. Pick the correct item in Swap To.
5. Click Swap Item and confirm.

[SCREENSHOT: The Swap Inventory Item window with the Swap To list]

What to Expect

• It only works for inventory items while none of that stock has been used, adjusted or moved.
• Only items counted in the same unit are listed, because the quantity moves across as is.
• It is blocked once the purchase is paid, or once it has synced to QuickBooks as a bill. If the form will not open, the message tells you which one it is.
• You need access to both purchasing and brewery inventory.
• Swapping cannot be undone.

Pro Tip

If the item is right but the unit is wrong, use Change Purchase UOM instead of swapping.

Learn More

For the full receiving workflow, see Purchase Orders: Complete Guide.