How can I close out Purchase Orders in Received Not Invoiced

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Posted on by Tom Schlund

We have several PO that are fully received and fully invoiced but are showing Qty to Invoice. My understanding is these were not invoiced from within the PO itself and at least some of the lines on the PO were not pulled into the Invoice with get lines but everything is considered by finance to be invoiced. We do not want to return this inventory as its needed/already been consumed. What options do I have for closing these orders?

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Dynamics 365 Business Central

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Valentin Castravet 31,340 Super User 2025 Season 2 on at

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You only have 2 options in these cases: undo the receipt or post the invoice, either option will allow you to delete the purchase orders.

Since you mention you can't undo the receipt, your only option is to invoice the items. You can post the invoice with a cost of $0 since finance is mentioning everything is invoiced. This will allow you to close the purchase orders. But this is not really correct as doing it this way your inventory value will be zero for those items. Do you know why are items being invoiced separately? The correct way would be to reverse the invoice where the items were invoiced separately, and then post the invoice either in the purchase order or using get receipt lines in a purchase invoice.

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/

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Tom Schlund 68 on at

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Thank you Valentin for the response.

As to why they did this? I'm not sure, we're trying to figure that out.

I tried setting the unit cost on the PO to 0 and then generating an invoice within the PO. This did close out the PO, but I did see some GL activity. I'm not super familiar with what to expect to see on the GL when posting documents. But to me it looked like cost was moved from our inventory GL to unvouchered receipts.

Many of these POs and their invoices are old, some dating back to the first couple of weeks of us being in Business Central. If we were to do a reversal, we would have to reverse transactions that occurred after the ones related to the POs I'm trying to close?

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YUN ZHU 95,331 Super User 2025 Season 2 on at

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Posting an amount of 0 will affect the cost. It is recommended to adjust the cost to the correct one through the Revaluation Journal after posting.

More details: https://learn.microsoft.com/en-us/dynamics365/business-central/inventory-how-revalue-inventory?wt.mc_id=DX-MVP-5004336

Hope this helps.

Thanks.

ZHU

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Jainam M. Kothari 15,631 Super User 2025 Season 2 on at

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Hello,

You can Archive the Purchase Orders, as there are no further transactions will happened. If Everything is fine and just you wanna Close the PO without any Cost Effects then Simply you can Archive the same.

Hope your Problem will be resolved.

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Khushbu Rajvi. 20,275 Super User 2025 Season 2 on at

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To close the POs, if reversing the receipt is not an option, you can post the invoice with a $0 cost to close them out. However, this may affect your inventory value, so it's recommended to use a Revaluation Journal to adjust costs afterward. Ideally, reversing the original invoice and using Get Receipt Lines would ensure accurate invoicing and inventory values.

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Ramesh Kumar 7,527 Super User 2025 Season 2 on at

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Hi Tom,

As community team members are suggesting I also see posting with $0 and adjusting by revaluation Journal to adjust the cost to would help solve the issue.

Thanks

Ramesh

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Noha Mbi 317 on at

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Dear,

the qty received must be equal to qty invoiced in order for a PO to be closed.

so please check that they are equivalent

if yes , reopen the order after being released and adjust the quantity to be equal to qty received and qty invoiced.

After that, you can delete and close the purchase order.

Regards

Noha - BC Developer

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Gerardo Rentería Ga... 25,157 Most Valuable Professional on at

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Hi, good day
I hope this can help you, and give you some hints.

+How to delete Purchase Orders with Backlogs? - Dynamics 365 Business Central

Best Regards
Gerardo

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Valentin Castravet 31,340 Super User 2025 Season 2 on at

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FYI - if accounting has already marked everything as invoiced and you use the item revaluation journal to increase the item cost, you risk double counting your inventory value on the balance sheet. You should double check what accounting did - like whether they increased the inventory value on the balance sheet, etc. before changing any inventory costing.

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/

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