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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / wrongly updating the p...
Finance | Project Operations, Human Resources, ...
Suggested answer

wrongly updating the purchase order invoice quantities after linking it with product receipts

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Posted on by Pola 182

Hi all,

one of our employees wrongly updates the purchase order invoice quantities after linking the invoice with the product receipts, the process is below

he opens the purchase order which has been received already then clicks invoice and matches it with the product receipts then changed the invoice quantity and post the invoice. and example below

 

we have a purchase order have item XX with quantity 100

this purchase order has three product receipts  GR-1 with quantity 20

                                                                             GR-2 with quantity 30

                                                                             GR-3 with quantity 50

the employee create an invoice and link it with "GR-1 + GR-2" which means quantities "20+30" then update the quantity from the invoice form to be "30"

so the invoice now with the amount of 30 pieces but it linked to product receipts with the amount of 50 pieces.

how can I fix this issue?

I'm using AX 2012 R3 CU12

  • Pola Profile Picture
    Pola 182 on at
    RE: wrongly updating the purchase order invoice quantities after linking it with product receipts

    am i right dears!

    when I choose the wrong invoice in the credit note it will return it as it is with the same issue!

  • Pola Profile Picture
    Pola 182 on at
    RE: wrongly updating the purchase order invoice quantities after linking it with product receipts

    thanks dears for your feedback,

    I think I'll make it as a credit note cuz I need it to affect the vendor accounts too.

    but before I make these steps I would share them with you first

    # steps

    1 create a new PO with quantity ####

    2 receive them on 2 GRs as the original PO

    3 Create a new PO and choose a credit note

    4 choose the wrong invoice to be reversed

    5 register the quantity to be deducted

    6 invoice the credit note

    7 invoice the right new PO that was created in point#1

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: wrongly updating the purchase order invoice quantities after linking it with product receipts

    Good morning Pola,

    Agree with Andre.

    If you want to make a credit note then you basically have to make the 'same' mistake that you did with the original PO but with opposite signs.

    This can be very tricky and make things worse if another mistake occurs while doing that.

    Correcting things in the inventory closing and adjustment form might be the easiest way but also for that you will need some time here.

    Best regards,

    Ludwig

  • Suggested answer
    André Arnaud de Calavon Profile Picture
    André Arnaud de Cal... 294,261 Super User 2025 Season 1 on at
    RE: wrongly updating the purchase order invoice quantities after linking it with product receipts

    Hi Pola,

    The credit note option is not easy and can make the situation even worse. You will need to create a new PO for the negative quantity. I always use the same method as described by Ludwig.

    There will be one invoice which can't be posted as you will get 70 as remaining invoices which can't be posted on the remaining quantity. In that scenario, you can post the amount related to 20 pcs on a suspension account for inventory which would be "settled" when correcting prices in the closing and settlement form.

  • Pola Profile Picture
    Pola 182 on at
    RE: wrongly updating the purchase order invoice quantities after linking it with product receipts

    Hi Ludwig,

    First of all, appreciate your response.

    second, is your solution the easiest way or I have to create a credit note and reverse the invoice then create a new purchase order and invoice it right!

    Regards,

    Pola

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: wrongly updating the purchase order invoice quantities after linking it with product receipts

    Hi Pola,

    There is no easy fix for this.

    The problem is that by invoicing the 30 pcs for the 50 pcs received, you basically told AX that you got 20 pcs for free, which will affect your item prices and inventory valuation.

    What I would recommend checking out is the inventory closing and adjustment form in the inventory module.

    There you can make adjustments to postings and values.

    This might be the easiest way to get this corrected.

    Best regards,

    Ludwig

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