deleting PO's that are received status

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It has come to my attention that some PO’s have been ‘received’ in error but no invoice will be received for them. They are OLD ones dated back into early 2013. By the time this was discovered, a new PO had been created. I just need to have these not stay in the ‘received but not invoiced’ batch. How do I delete them?

From what I can tell, in order to remove these, I will need to enter ‘mock’ invoice then go into the vendor record to delete open item..? I wanted to verify this is how to delete the received po’s that will never have an invoice. if you have any other advice, let me know please.

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Richard Whaley 25,195 on at

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Go to Edit Purchase orders (Purchasing->Transactions->Edit Purchase Orders). Mark the status of any line not completely received to Closed. After the lines are marked, change the PO Status in the Header to Closed then click Process. This will remove lines from the RNI report and take the POs off your open PO list.

BTW....Our Understanding Purchase Order Processing covers all this and more. Might want to check that out.

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If we did not really receive those items, it was just clicked ‘received’ but should not have, does the system think we actually have that in inventory??

Would I select cancel or void or something else??

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Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

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Yes, if the Receipt was posted and it was for inventory items, the inventory was posted to your system. To offset the receipt and reverse the inventory effect, you will need to process a Returns Transaction. This transaction will automatically correct your inventory balance and remove the receipt from your Received not Invoiced report. One caveat in using the Returns Transaction - if the inventory that was originally received has been consumed, whether via Sales Order or an Inventory Adjustment, you will not be able to return it. If you find that is the case, then the fix is to use an Inventory Adjustment transaction to adjust the inventory out and then follow Richard's advice for closing the Line on the PO.

There is no 'Cancel' or 'Void' for PO receipts.

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Richard Whaley 25,195 on at

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You need to check the list of inventory receipts to see if the receipt is posted. If you have already performed a physical count and set the quantity on hand correct, you do not want to reverse the transaction. However, if the quantity is still reflected in the quantity on hand, Frank's reverse receipt is the right direction.

If inventory quantity on hand is correct, you simply need to close the PO as in my earlier posting. That will remove the PO from RNI reports but will not reverse or change any quantity on hand. It will correct the quantity on order.

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