Post purchase invoice before goods receipt

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Posted on by Jim Oskarsson

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Hi,

I am setting up a system for a new client that buys from vendors with long delivery time and with terms that states that the invoice from the vendor will be sent long before the goods arrive at our client's warehouse. They must register the purchase invoice directly when it arrives, match it against the PO and send it for approval, post it so that is ready to be paid.

When the goods arrive, how can the goods receipt then be matched against the PO/invoice?

My idea was to set Qty to receive to 0 so that the PO remains open although the invoice is posted but that field is read only when I show it on the purchase invoice lines.

This should not be a totally uncommon scenario, does anybody have a good solution for it?

Thanks,

Jim

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Dynamics 365 Business Central

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YUN ZHU 101,846 Super User 2026 Season 1 on at

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Hi, As far as I know, only prepayment invoices can do this. You can try to see if it meets your needs first.

https://learn.microsoft.com/en-us/dynamics365/business-central/finance-how-to-create-prepayment-invoices?wt.mc_id=DX-MVP-5004336

Thanks.

ZHU

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Yi Yong 2,736 Super User 2026 Season 1 on at

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Hello,

My idea was to set Qty to receive to 0 so that the PO remains open although the invoice is posted but that field is read only when I show it on the purchase invoice lines.

You can't post invoice without first posting receipt.

You will need to post as prepayment invoice as YUN ZHU shared.

Once you received the goods at a later date, you can then post the GRN.

https://www.youtube.com/watch?v=ddwpac93_gM

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OussamaSabbouh 17,327 Super User 2026 Season 1 on at

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Hello Jim,

Standard BC is basically receipt first, invoice after for item POs, so posting the vendor invoice before the goods receipt is not the normal supported flow. In practice, don’t try to keep the PO open with Qty. to Receive = 0 to solve this, because the real issue is that item invoicing is tied to receipt. The usual way is either to wait and post the invoice after the receipt, or if accounting must book/pay something early, handle it as a prepayment/accrual/AP process, not as a normal item invoice. There is also a newer Microsoft feature that lets purchase invoice lines match PO lines even before receipt, with optional Receipt on Invoice, but that depends on version and has limitations, so it’s not the classic standard answer.

Regards,
Oussama Sabbouh

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Jim Oskarsson 152 on at

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Thanks to you all for your answers, good to know that there is no possibility to post the goods receipt against the PO after the invoice is posted.

I will go for the prepayment solution.

Thanks,

Jim

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