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GRN not Reflected on the PO

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Posted on by CU18070917-0

Hello

I face a problem when create a GRN on business central.

The GRN is not reflected into the Purchase Order, specifically on column "Quantity Received".

Then I decide to cancel the GRN. After the GRN already cancelled, I find that the reflected Qty is only for negative quantity, so its affected the quantity of "Quantity Received" become "negative".

but actually if i click the detail, the "posted purchase receipt lines" is balance

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Dynamics 365 Business Central

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Jainam M. Kothari 15,962 Super User 2026 Season 1 on at

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Hello,

If a Goods Receipt Note (GRN) doesn't update the "Quantity Received" in a Purchase Order (PO, it may be due to incorrect posting or document linkage. Canceling such a GRN can result in a negative quantity being reflected in the PO, which indicates a reversal rather than a correction.

To resolve this, ensure GRNs are posted directly from the PO, verify receipt lines, and Manual adjustments or reposting may be needed to fix the negative quantity issue.

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Mansi Soni 9,156 Super User 2026 Season 1 on at

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Hello,

The negative Quantity Received values on your Purchase Order indicate that the canceled GRN (posted receipt) created reversing entries instead of restoring the original positive quantity. In Business Central, when you cancel or undo a posted receipt, the system posts a negative receipt entry, which reflects as a negative quantity on the Purchase Order. This is standard behavior, and the original positive receipt remains unless manually corrected. To fix it, you need to repost the correct receipt to offset the reversal and restore accurate received quantities.

Hope this answer will help you!

Regards,
Mansi Soni

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YUN ZHU 100,212 Super User 2026 Season 1 on at

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Hi, hope the following can give you some hints.

GRN in Business Central

https://youtu.be/g1VH0evEHPM?si=tW2RTT3zSyDAUpVO

Thanks.

ZHU

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Yi Yong 2,704 Super User 2026 Season 1 on at

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Hello,

Do you have customization installed in your environment?

There is no function where you can cancel the GRN, you can only Undo the purchase receipt line.

When you undo the purchase receipt, the Quantity Received will be reduced but will not go into negative range.

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Jeffrey Bulanadi 9,116 Super User 2026 Season 1 on at

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Hi,

When a GRN is canceled and the Purchase Order ends up showing negative quantities in the “Quantity Received” column, it’s usually due to how the reversal was posted and whether the original receipt lines were fully applied.

From your screenshot, it looks like the reversal posted correctly in terms of ledger entries, but the PO line now reflects a negative received quantity — which can confuse users and block further processing. This typically happens when the reversal is done via Undo Receipt or Return Order, but the system doesn’t reapply the corrected quantity back to the PO line.

Here’s how you can clean it up:

First, confirm that the Posted Purchase Receipt was reversed using the correct method — ideally via the Posted Purchase Receipt page using the “Undo” action. If it was done manually or via a return order, the PO line may not auto-adjust.

Then, open the affected PO line and manually reset the Quantity Received field if needed. You may need to toggle the line status or re-enter the Qty. to Receive to trigger recalculation.

If the PO is still open and you plan to re-receive the items, posting a new receipt will usually correct the totals. But if the PO is closed or partially invoiced, you may need to adjust via a Purchase Line Correction or cancel and recreate the PO.

Helpful Reference
How to manage GRNI (Goods received not invoiced) – 365 Community
How To Receive And Invoice Purchase Document – ERP Consultors
GRN and Purchase Invoice in BC – Dailymotion

If you find this helpful, feel free to mark this as the suggested or verified answer.

Cheers
Jeffrey

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Sohail Ahmed 11,173 Super User 2026 Season 1 on at

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It sounds like the original GRN was posted and then canceled, but only the negative receipt got linked back to the PO. That’s why the “Quantity Received” shows a negative value. Check if the original GRN was posted outside the PO or disconnected somehow. You may need to reopen the PO and repost the receipt properly.

✅ Mark this answer as verified if it helps you.

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