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Cancellation of PO

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Posted on by Sneha Mani

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Dear Members,

We have a requirement on cancelling a PO. For example, I created a PO with 10 Quantity but while receiving I received only 5 qty and rest 5 I need to cancel it without changing the Original Qty field in business central. How to cancel it? Please help me with this.

Thanks in advance,
Sneha

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Dynamics 365 Business Central

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Sohail Ahmed 3,297 on at

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Cancellation of PO

Maybe this will help clarify.

In standard Business Central, there's no direct way to cancel the remaining quantity on a Purchase Order without adjusting the original Quantity field.

Why?

BC expects the remaining quantity to be either:

Received later, or

Manually reduced in the PO line.

Your Option:

To meet your requirement without changing the original Qty, you'll need a customization. A developer or your Microsoft Partner can create logic (in AL) to:

Mark the remaining quantity as "cancelled"

Preserve the original Qty for audit/reference

Stop it from showing up in planning/suggestions

Mark below checkbox to make this answer Verified if it helps you.
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Khushbu Rajvi. 17,377 Super User 2025 Season 1 on at

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Cancellation of PO

Hope this helps as wellhttps://learn.microsoft.com/en-us/dynamics365/business-central/purchasing-how-process-purchase-returns-cancellations

https://www.airslate.com/how-to/online-forms/6366-how-do-i-cancel-a-purchase-order-in-dynamics-365#:~:text=To%20cancel%20a%20purchase%20order,of%20the%20purchase%20order%20accordingly.
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Mansi Soni 3,391 on at

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Cancellation of PO

Hii Sneha,

Your requirement doesn't align in standard functionality, I agree with Ben Baxter's approach for that you required customization into the system if you are facing this type of transactions regularly!

Regards,
Mansi Soni
Gerardo Rentería Ga... 19,744 Most Valuable Professional on at

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Cancellation of PO

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

Deleting Old Purchase Orders

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

Best Regards
Gerardo
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YUN ZHU 84,325 Super User 2025 Season 1 on at

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Cancellation of PO

I totally agree with Sagar's approach. There is no order cancellation function in BC Standard, only deletion. If you want to keep the archive, please use the Archive function.

Thanks.

ZHU
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RockwithNav 7,059 on at

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Cancellation of PO

We do have a functionality of Over Receiving but no under receiving :)

So a standard a process we have to take care if all the quantity or else your PO will stay open forever. So easiest way out is to create new field as Original Quantity and push that 10 into this and then change the quantity to 5 and complete your PO.

Make sure to make the same column on Posted Invoice side so that you can go and check even after posting.

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Ben Baxter 5,810 Super User 2025 Season 1 on at

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Cancellation of PO

Sneha,

In base Business Central, you can't delete the PO until the Quantity, Quantity Received and Quantity Invoiced all match.

A simple extension is to create an "Original Quantity" field that has the value updated upon validation of the Quantity field. Be sure to either only insert if the value is blank OR build a question that asks if you want to change the "Original Quantity" if a value exists and the Quantity is changed.

This way you can change the Quantity down to what has been received/invoiced, allowing you to delete the PO, but keeps the "Original Quantity" for any future analysis of Purchase Lines. Be sure the value passes to the Posted Purchase Lines or else the value will be lost when the PO is deleted.

Best Regards,

Ben Baxter

Accent Software Inc
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Sagar Dangar, MCP 538 on at

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Cancellation of PO

Hi,

You can use archive functionality of business central : Archive sales, purchase, project, and service documents - Business Central | Microsoft Learn

1. Click on archive document button on PO .

2. After archive, you can delete PO.

Note: Archive PO used to keep historical data. If historical data not needed for PO, you can directly delete PO.

Second way to enable "Archive Orders" boolean on Purchase setup and delete PO. it would automatically archive POs.