Control Rate Updates for Transacted Lots in Purchase Voucher

YouTube: Why Rates Are Not Updated in the Lot Master After Retrieving a Purchase Challan?

Why Rates Are Not Updated in the Lot Master After Retrieving a Purchase Challan?

This tutorial explains how to control the behavior of rate updates for transacted lots when retrieving a Purchase Challan into a Purchase Voucher, and how to adjust the system setting to allow or restrict such updates.

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Retrieve Purchase Challan in Purchase Voucher

Begin by creating a Purchase Voucher entry.

Steps:

• Open the Purchase Voucher window

• Start a new entry

• Retrieve the Purchase Challan

Once the challan is retrieved:

• The rates defined in the challan will automatically be fetched into the voucher.

• Save the voucher entry

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Check Rate Behavior in Modify Mode

Reopen the Purchase Voucher in Modify Mode

You will notice:

• Rates of most items get updated automatically

• This happens due to user-defined purchase rate formulas configured in the system

However:

• Some items may not have their rates updated.

• Press F5 on the Lot to check the lot details and rate information.

• You will observe that the rate for that specific lot remains unchanged.

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Identify the Reason Using Stock Query Report

To understand why the rate did not update, analyze the stock movement.

Open the report

• Go to Stock Query – New Report

Generate the report for only the items included in the challan.

In the report you will see:

• Purchase Challan created on 18th December → Stock added

• Sales Bills generated on 09th March → Some items sold

Key Observation

• Items already used in sales transactions did not update their rates when the purchase voucher was modified.

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Why This Happens

• This behavior occurs because of a system setting enabled in the Logic Admin Panel.

• The setting prevents rate changes for lots that have already been transacted.

Change the System Setting

To allow rate updates for such lots:

Follow this path

• Open Logic Admin Panel

• Go to Global Settings

• Navigate to Purchase Options

• Locate and untick the option

“Do not allow change in rates of transacted lots.”

• Save the settings and Restart the software.

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Repeat the Process for Testing

To clearly understand the behavior, repeat the process.

Create Purchase Challan

• Create a Purchase Challan

• Enter item details and save the challan

Generate Sales Transaction

• Create a Sales Bill

• Sell one or two items from the challan

• Save the sales bill

This ensures those items become transacted lots.

Retrieve Challan in Purchase Voucher

• Open the Purchase Voucher window

• Retrieve the same purchase challan

• Save the voucher

Open Voucher in Modify Mode

• Now Re-Open the voucher in Modify Mode.

This time you will notice:

• Rates of all items, Including the transacted lots are updated automatically according to the user-defined purchase rate formula.

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Practical Approaches to Handle This Scenario

There are two practical ways to manage rate updates effectively.

Approach 1: Disable the Restriction Setting

• Disable the option “Do not allow change in rates of transacted lots”

• This allows automatic rate updates even for transacted lots

Approach 2: Apply Rate Formula in Purchase Challan

• Instead of applying the formula in the Purchase Voucher, apply it directly in the Purchase Challan.

Benefits:

• Rates are calculated and saved at the challan stage

• When the challan is retrieved into the purchase voucher:

  • The system uses the same predefined rates

  • Even if the lots have already been transacted

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Conclusion

By controlling the rate update settings for transacted lots, businesses can:

• Maintain accurate purchase costing

• Avoid unexpected rate changes

• Ensure consistent stock valuation

• Manage purchase formulas effectively

This feature provides flexibility in handling purchase transactions while maintaining data accuracy.