Drop Shipment: How to Cancel Posted Receipt Quantity with Item Tracking Enabled?

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Posted on by Wayne_L

System: Dynamics 365 Business Central (Cloud)
Version: 26.2
Item Tracking: Enabled

Status: Sales Order and Purchase Order have posted quantities but not invoiced

Issue:
Sales Order A317-25060023 is using Drop Shipment functionality.
In the Purchase Order, the user discovered an incorrect quantity entry. The posted receipt quantity is 30,800 pcs, but we need to cancel this quantity and re-receive 20,000 pcs instead.

References I followed:

Reversing a Drop Shipment GRN and Sales Shipment in Business Central - CloudFronts

Navigating the Complexities of Undoing Drop Shipments in Business Central

Steps I tried:

Added a negative quantity line in the Sales Order

then, post ship, get the error message

Added a negative quantity line in the Purchase Order

then post , get error message:

The lot number A421-25060038-250725 is confirmed to be the same as used in the original receipt posting

Question:
How can I cancel the posted quantity? Or how can I make the negative quantity offset against the posted quantity with the same item tracking number?

Thank you

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Dynamics 365 Business Central

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Sohail Ahmed 11,177 Super User 2026 Season 1 on at

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To cancel a posted drop shipment with item tracking, add a negative line on the same Sales Order with the same lot number and item. Make sure Drop Shipment is checked on that line. This will offset the original quantity. Then, create a new PO with the correct quantity (20,000) and repost.

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Jeffrey Bulanadi 9,121 Super User 2026 Season 1 on at

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Hi,

Reversing drop shipments with item tracking enabled is one of the trickiest areas in BC, especially when quantities are posted but not yet invoiced. The standard undo functions don’t apply cleanly here because of the tight link between the sales and purchase documents.

Here’s how you can approach it:

First, complete the invoicing for both the Sales Order and Purchase Order. This may seem counterintuitive, but BC requires the full cycle to be closed before reversal tools become available.

Once invoiced, create a Sales Return Order using the “Copy Document” function from the posted sales invoice. This ensures the return is tied to the original shipment and item tracking.

Similarly, create a Purchase Return Order from the posted purchase invoice. Again, use “Copy Document” to preserve the tracking details.

Post both return orders using Receive and Invoice (Sales) and Ship and Invoice (Purchase). This will reverse the original 30,800 pcs and allow you to reprocess the correct 20,000 pcs.

Finally, recreate the Sales and Purchase Orders with the corrected quantity and tracking number. You can reuse the original document numbers with a suffix (e.g., -A) for traceability.

Helpful References
How to Undo Drop Shipment in BC – Boyer & Associates
Reverse Postings in BC – Dynamics 365 Lab
Drop Shipment Overview – Microsoft Learn

If you find this helpful, feel free to mark this as the suggested or verified answer.

Cheers
Jeffrey

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RockwithNav 9,125 Super User 2026 Season 1 on at

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I will go with completing the full transaction and then doing the return process. This way you don't have to bother for specific areas individually. You can have a look -

https://community.dynamics.com/forums/thread/details/?threadid=ab6b37bf-875e-4dd3-ba17-a7279b576010

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YUN ZHU 101,202 Super User 2026 Season 1 on at

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Creating and posting the invoice, then recreating it should resolve the issue.

Or you can Undo Posted Shipment first, and then try to Undo Posted Receipt.

Hope this helps.

Thanks.

ZHU

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Wayne_L 60 on at

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Thank you everyone for your valuable input. After thoroughly testing the various approaches suggested, when Item Tracking is enabled, both "Undo Shipment" and "Undo Receipt" functions are restricted, and adding negative quantity lines did not work effectively.

Ultimately, I resolved the issue by completing the invoicing, then executing the return procedures, and finally creating fresh orders to handle the correct quantities.

I appreciate all your help and guidance.

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