Correcting extra costs after goods are received
Who this is for: Purchasing and finance teams who need to add or update a cost (freight, duty, handling fee, etc.) on a receiving report after the related goods have already been received.
Why this situation arises
It is common for the final freight invoice or customs duty assessment to arrive days or weeks after goods are physically received. When you add or correct a cost on the shipment at that point, the receiving reports and cost layers that were built at the time of receipt are already closed — so Luminous will not silently change historical numbers without your explicit approval.
Where to make the change
Extra costs are edited on the Receiving Report itself, not on the shipment record. Open Inventory → Receiving, find the report, and choose Edit from its three-dot menu. Scroll to the Extra Costs section — this is where freight, duty, and other line-level costs live for that specific receipt.
What happens when you save
If you edit the extra costs on a shipment that has already-reconciled deliveries, a confirmation dialog appears before the changes are saved:
"Change extra cost on a reconciled shipment?" Saving updates the shipment record only. Linked receiving reports, inventory costs, and sales COGS are not updated unless you opt in below.
You have two choices:
| Choice | What happens |
|---|---|
| Save without the checkbox | The shipment's extra-cost record is updated. Receiving reports, cost layers, and COGS remain unchanged. |
| Check "Also update linked receiving reports, inventory costs, and sales COGS from this shipment" then save | The shipment is saved and a background job is queued to re-prorate the corrected costs across every linked receiving report, rebuild the affected cost layers, and recompute COGS for any sales items that drew from those cost layers. |
Tracking the background job
When you opt in, the dialog closes and a progress banner appears while the job runs. When the job finishes, you will see a summary such as:
Updated 2 and inserted 1 extra cost line(s) across 3 receiving report(s). Recomputed COGS for 14 sales item(s).
If the job takes longer than expected, check the Jobs panel for live status and the final result.
What the cost propagation does
- Re-prorates the shipment's extra costs across all linked receiving reports using the same allocation method (by units, value, weight, or volume) set on each cost line.
- Updates or inserts the extra-cost lines on each receiving report so their totals reflect the corrected amounts.
- Rebuilds cost layers for every product on those receiving reports so inventory valuation is accurate.
- Recomputes COGS for any sales items that were sold from the affected cost layers.
Closed-period safeguard
Receiving reports whose receipt date falls inside a closed accounting period are automatically skipped and listed in the job output. This prevents changes to locked financial periods. If you need to correct costs in a closed period, contact your system administrator to discuss an accounting adjustment.
When is the opt-in not needed?
- If you change a cost on a shipment that has no reconciled receipts yet (all deliveries are still pending), the shipment record updates normally — no dialog, no background job.
- If you open the shipment form and save without changing any extra-cost amounts, the dialog is not shown even if receipts exist.