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hello sir, I would like to as a question.
in past year question, one of the deficiencies is GDN is assigned to the same number as sales order. no separate sequentially numbering.
in answer scheme, it said without separate sequentially numbering, it is difficult to identify missing GDN?
Because not every sales order will have a matching GDN. For example – company receives sales orders (say through a website) and they are automatically numbered:
0002018, 0002019, 0002020, 0002021 ….
If GDNs are numbered the same 0002018, 0002020, 0002021 – is 0002019 actually a “missing GDN” i.e. meaning that goods were despatched but not recorded on a GDN – or were goods not despatched in respect of sales order 0002019 because the goods weren’t available? Or because the customer’s payment method was rejected?
Dear sir, I still do not really understand.
If the GDNs are numbered differently, how do it identify the missing GDNs?
For instance, regarding the same scenario, the GDNs are numbered 0001, 0003, 0004 — does the missing 0002 indicate missing GDN?Despatches of goods should have their own sequence – then, absolutely, a break in the sequence is, on the face of it, “missing” and should be investigated (because a goods despatch is the “trigger” for recording a sale – and without the sales invoice – you won’t receive cash). In a manual system (old-fashioned, I know) it could be that the storeperson wrote out the wrong items on a GDN, but realising their mistake, they cancelled the GDN and wrote out a new one. In this case, the spoilt GDN would still be retained to show it was cancelled rather than “lost”.
Dear sir, thank you for your clarification.
However, I am curious about the situation for “missing GDN” (goods were despatched but not recorded on a GDN). Since it was not recorded, then it seems nothing will affect the GDN number sequence, whether it is using separate numbering or not (because that particular despatch is totally ignored or forgot thus not recorded). So, how does separate numbering detect this missing GDN?
sequence checking checks for missing documents – it cannot check for missing dispatches that were never recorded in the first place. That’s why you have things like continuous inventory records and spot counts – if every time a spot count showed there to be “unders” – i.e. shortfalls in quantities, that might suggest “shrinkage” – such as theft – that goods could be leaving the warehouse without any record. There would also be “gate” checks – confirming that goods leaving the warehouse are accompanied by a GDN, etc.
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