Purchase Orders that won't delete due to ‘Qty. Rcd. Not Invoiced’ stalemate

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Posted on by Nick Webb

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I believe I’ve discovered why some Purchase Orders can’t be deleted in BC. It boils down to 2 fields in the Purchase Order detail line: ‘Quantity Received’ & ‘Quantity Invoiced’ and the rule:
‘Quantity Received’ - ‘Quantity Invoiced’ must equal zero.

A possible sequence of events is as follows:

Purchase Order raised.
Goods received from Vendor.
Post action launched in Purchase Order page and Receive chosen at dialog below.
Posted Purchase Receipt created, which has P/O No. raised above in its Order No. field (see below):
Also, field ‘Quantity Received’ value in the Purchase Order line record auto-incremented to 1. Field ‘Quantity Invoiced’ remains unassigned (or zero).
For whatever reason, no invoice is created possibly because the customer decides they don’t want to go ahead.
An attempt is made to delete the no longer required Purchase Order and the error below is encountered. Field ‘Qty. Rcd. Not Invoiced’ contains the result of: ‘Quantity Received’ - ‘Quantity Invoiced’. Stalemate reached.

My question is: What is the text book solution to this? I could write some custom code to force a delete of the P/O, but that would leave a Posted Purchase Receipt pointing at a order that doesn't exist anymore.

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Yi Yong 2,563 Super User 2025 Season 2 on at

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Hello,

On point#6 where you mentioned no invoice is created possibly because the customer decides they don't want to go ahead.

Are you doing drop shipment?

The straightforward way is to run the Undo function on the posted purchase receipt to 'return' the item to the vendor and delete the purchase order.

You can post an invoice with 0 direct cost to close the order if you don't need to return the item to the vendor.

You should not write code to force delete the PO because there will be cost issues.

On item ledger entry & value entry, the items are still recorded as 'expected' cost instead of 'actual' cost.

It will be complicated to cater for these ledger entries through writing code.

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Ben Baxter 6,620 Super User 2025 Season 2 on at

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I agree with Yi on this. If you have received product from the Vendor, they are going to expect payment. The Vendor is likely going to send you an invoice for that product. As mentioned, if you are going to return the product to the Vendor, then you would either create a Purchase Return Order (paper trail), or simply undo Receipt and send it back without the paper trail.

To clear up your assumption, it is not simply "Quantity Received - Quantity Invoiced" that determines if a PO can be closed. It is Quantity = Quantity Received = Quantity Invoiced. All three fields must match for the PO to be deleted, which will happen automatically by the system if posting the Invoice from the Purchase Order. If you post the Invoice from a Purchase Invoice linked to the Purchase Receipt, then there is a secondary process to clear fully Received/Invoiced Purchase Orders (which can be run via a Job Queue).

I would strongly encourage you to avoid writing extensions until you know more about the base functionality of the software. As mentioned, you would have a created a negative impact on the costing of your system.

Best Regards,

Ben Baxter

Accent Software Inc

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Jun Wang 8,202 Super User 2025 Season 2 on at

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Not sure why you want to delete the document. Depending on how your location setup, and how the PO has been processed, you need to reverse the transaction accordingly. There are different ways per previous suggestions to properly reverse a PO. I've also seen quite a few cases where user tried to fix such issues via codes, and causing bigger issues later on.

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