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Dynamics 365 Community / Forums / Small and medium business | Business Central, N... / Short Ship Goods and P...
Small and medium business | Business Central, N...
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Short Ship Goods and Prepayment

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Posted on by RR-07061806-0 920
Good day,
 
I have a scenario - 
 
1. Goods were received short.
2. There's a prepayment on the invoice.
3. The warehouse person took the option of 'receive and invoice'.
4. Would corrections be easier if we 'receive' and then 'invoice'.
 
How do I proceed to correct this, credit the receipt as well as the prepayment and which do I put through first?
 
I'm asking because we have recently started with prepayments as well as using the landed cost item charges. I'm trying to identify and define some best practices from the start point of the PO, any thoughts would be appreciated.
 
Regards
Rosemary
 
Categories:
Dynamics 365 Business Central
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  • Suggested answer
    Teagen Boll Profile Picture
    Teagen Boll 1,121 Super User 2026 Season 1 on at
    For any corrections usually I recommend that you untangle everything in the reverse order. So from your example you would have done the following:
     
    1. Create Order
    2. Create prepayment
    3. Post payment for prepayment (most likely)
    4. Receive and Invoice goods (receipts are posted first in BC, then invoices are posted second)
     
    In this case you just need to do the complete reversal in reverse order of the steps above.
     
    1. Start with the invoice, ideally cancel it - see info here on invoice correction in BC: Amend or cancel unpaid purchase invoices - Business Central | Microsoft Learn
    2. If a payment was posted to the prepayment invoice then you need to unapply the prepayment from that invoice (vendor ledger entries > unapply process)
    3. Then you need to reverse the prepayment invoice with a credit memo or from the PO
     
    I also do recommend that receipts and invoice be handled separately, not necesarily for ease of corrections but because you want to setup clear segregation of duties in these tasks. The act of receiving goods and posting an invoice should be done by separate employees in almost all companies (depends on the size).
     
    As for corrections, if you have receipts and invoices posted separately, you can correct receipts from the Posted Purchase Receipts page if needed.
     
    Hopefully that helps answer some of your questions!
    Teagen
  • RR-07061806-0 Profile Picture
    RR-07061806-0 920 on at
    Good day,
     
    Thank you very much, this clears things up. I will set up a couple of test scenarios, get the users involved and document in order to properly work out what can be regarded as best practice, relative to specific scenarios.
     
    Regards
    Rosemary

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