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Mismatch in Quantity Received on Purchase Order Line

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Posted on by Sachin R

Hi,

In the Purchase Order line, the Quantity Received is showing 980,000. However, when I click on the Quantity Received field, it shows 1,000,000. How is this possible, and why is there a difference between these quantities?

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Grigorios Mavrogeorgis 2,721 Super User 2026 Season 1 on at

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Hi,
No problem here, the two numbers are not really different, you just see the correction lines in the drill down. Look at the top, you have one line +1,000,000 and right under it -1,000,000. That is an Undo Receipt, when somebody cancel a posted receipt BC does not delete it, it post a negative corrective line with the Correction flag. So those two cancel each other to zero.

The Quantity Received field on the PO line show the net, after the correction is taken out. The Posted Purchase Receipt Lines list show everything, the original, the negative undo, and all the real receipts, that is why the list look bigger when you eye it.

So add them with the +1,000,000 and -1,000,000 cancelling, and the rest of the real lines, and you land back on the 980,000 the PO show. It is working correct, just the undo making it look odd.

Glad to help - follow up if anything is unclear.
► If this solved it, marking it verified helps others too.
Regards,
Grigorios Mavrogeorgis
Business Central Consultant & AL Developer
Work: Gmsoft Limited
Blog: insidebusinesscentral
LinkedIn: linkedin.com/in/gregorymavrogeorgis

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Teagen Boll 3,334 Super User 2026 Season 1 on at

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I checked your numbers and it seems to be off. Not sure what Grigorios is saying that it adds up to 980,000 as my numbers dont match that. (Maybe an AI Answer?)

Here are the numbers in excel:

From what I can see it seems another entry is being included in that filter for some reason. I'm not sure on why its displaying that amount but i'd check a few things:

1. Inspect the page for Posted Purchase Receipt Lines and confirm the filter being used:

There might be entries you can't see.

2. Manually spot check the Posted receipts and just validate the number on the lines matches.

3. It seems you have customizations on that table. They could be causing issues. Would need a developer to double check.

4. If you can't find the obvious issues with the calculation then you're left with trying to refresh the page, refresh the database or use a tool such as Data Editor to inspect that table and see what's happening on the backend - Table Data Editor for Business Central - be very cautious when using this tool, it can at least show you all the fields in the PO lines and Posted Receipt lines so you can see if there is a missmatch with the Quantity (Base) or other quantity fields. You can view these fields in the standard page inspect but the table data editor would let you update those values if needed.

5. Last option and you can do this without testing the data editor would be to submit a support ticket with microsoft (or have your partner do this on your behalf). Microsoft support will just immediately tell you to uninstall extensions first and then test. If you can replicate the issue I would take this approach but if you can't replicate it you may be better off using the data editor in 4.

Best,

Teagen Boll

Work: Catapult ERP

Social: LinkedIn

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OussamaSabbouh 18,239 Super User 2026 Season 1 on at

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Hello,

This can happen because Quantity Received on the Purchase Order line is the current net received quantity for that specific PO line, while the Posted Purchase Receipt Lines page is showing the receipt history, including corrections/undo lines. In your screenshot there is a 1,000,000 receipt followed by -1,000,000, which means a receipt was undone/reversed, then later receipts were posted again. Also, make sure the drilldown page is filtered by the correct Order Line No. / Line No., not only by Order No., because the page can look like it is showing the same PO but may include receipt lines from another PO line. Add/personalize Order Line No. on the Posted Purchase Receipt Lines page and compare it with the PO line; that should explain why the PO line shows 980,000 while the receipt history total you are looking at shows 1,000,000.

Regards,
Oussama Sabbouh

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RockwithNav 9,225 Super User 2026 Season 1 on at

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You can do a deep dive on the ledger side to see the real picture. Nothing to worry system won't do anything inappropriate just some more investigation needed to understand. Only thing I wish to add is make sure UOM conversion is not happening.

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Saif Ali Sabri 2,791 Moderator on at

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This difference occurs because the Quantity Received field on the purchase order line shows the net received quantity, while the Posted Purchase Receipt Lines page displays all receipt transactions, including positive and negative adjustments (such as reversals or corrections).
In your case:

The Purchase Order line shows 980,000 LTR received.

The Posted Purchase Receipt Lines include a 1,000,000 LTR receipt and a -20,000 LTR reversal (or similar adjustment entries).

The system calculates the net quantity (1,000,000 – 20,000 = 980,000) and displays that on the PO line.

This behavior is standard in Business Central. The Quantity Received field reflects the current net quantity after all posted receipts and returns, while the Posted Purchase Receipt Lines page lists each individual transaction that contributed to that total.
To verify:

Open Posted Purchase Receipt Lines for the same PO.

Filter by Order No. and Item No..

Sum all Quantity values — including negatives — to confirm the net matches the PO line’s Quantity Received.

If you see negative quantities, they represent return receipts or corrections that reduce the total received quantity.

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Saif Ali Sabri 2,791 Moderator on at

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🔄 Explanation of Return Receipts in Business Central
In Microsoft Dynamics 365 Business Central, a Return Receipt is created when goods previously received from a vendor are returned or corrected. It ensures that both inventory and financial records remain accurate. Here’s how it works:

Return Receipt Document This document records the physical return of items to the vendor. It’s generated from a Purchase Return Order and updates the system with a negative quantity to offset the original receipt.

Impact on Quantity Received When a return receipt is posted, the system reduces the Quantity Received on the original purchase order line. For example, if 1,000,000 LTR were received and 20,000 LTR were returned, the PO line will show 980,000 LTR as net received.

Posted Purchase Receipt Lines This page lists all transactions — both positive (receipts) and negative (returns). The negative entries represent the Return Receipts, which adjust the total received quantity.

Financial and Inventory Effect The return receipt updates inventory levels and reverses the cost entries associated with the returned items, maintaining consistency between stock and accounting.

In short, the difference between the PO line and the Posted Receipt Lines arises because Business Central calculates the net received quantity after deducting any return receipts or corrections.

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Saif Ali Sabri 2,791 Moderator on at

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📊 Guide on Quantity Adjustments in Business Central
In Microsoft Dynamics 365 Business Central, Quantity Adjustments are used to correct discrepancies between the system’s recorded inventory and the actual physical stock. These adjustments ensure that both inventory levels and financial postings remain accurate.
🔑 Key Concepts

Item Journal The primary tool for quantity adjustments. You can record increases or decreases in item quantities directly in the Item Journal.

Positive Adjustment Used when physical stock is greater than the system’s recorded quantity. Example: Adding 500 units to correct under-recorded stock.

Negative Adjustment Used when physical stock is less than the system’s recorded quantity. Example: Removing 200 units to account for shrinkage or damage.

Posting Adjustments Once adjustments are posted, the system updates both inventory valuation and general ledger entries to reflect the corrected stock levels.

🛠️ Steps to Perform a Quantity Adjustment

Navigate to Item Journals.

Select the Item No. that requires adjustment.

Enter the Location Code and Quantity to adjust.

Positive for increases

Negative for decreases

Review the Posting Date and Document No. for traceability.

Post the journal to update inventory and financial records.

📌 Best Practices

Always perform physical inventory counts before adjustments.

Use reason codes to document why the adjustment was made (e.g., damage, theft, miscount).

Reconcile adjustments with inventory valuation reports to ensure financial accuracy.

Limit manual adjustments by improving receiving and posting processes to reduce discrepancies.

In short, Quantity Adjustments are corrective entries that align system records with real-world inventory. They can be positive or negative, and they directly impact both stock levels and financial postings.

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Gerardo Rentería Ga... 27,507 Most Valuable Professional on at

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Hi

Will you have any custom development for this functionality?

Best

Gera

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