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Small and medium business | Business Central, N...
Suggested Answer

Purchase Order Quantity versus Quantity received

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Posted on by 202
Hi. 
Good day! We have an existing PO with a quantity specified as 1538. The quantity received and invoiced is 1336. We have a couple of invoices left to be processed which will exceed the quantity specified. We tested it in Sandbox:  re-open the PO to update the quantity then invoice the remaining quantity. However, when we tried it in production, we were getting the error message that the quantity (base) should not be less than the quantity received, which is the case. The correct quantity is 1980 and the quantity received and invoiced is 1336. The quantity accepted was 2700 and above. Currently, it can't be changed to a lower quantity because of the same error message. 

We need the quantity to be set to 1980 to ensure that the PO will be closed upon invoice of all the remaining quantity. How do we go about this? Thank you. 
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  • Suggested answer
    YUN ZHU Profile Picture
    99,968 Super User 2026 Season 1 on at
    Hi, the quantity of the order is 1538, but the quantity received is more than 2700? 
    Is the Over-Receipt function enabled in your system? Generally, the system cannot post receipts that exceed the order quantity.
     
    I think you need to undo the receipt. 
    Reduce the received quantity below 1980 so you can modify the quantity to close the order.
    Then create a new purchase order and repost receipts. 
     
    I hope other experts can give you better advice
     
    Thanks.
    ZHU
  • Suggested answer
    KasparsSemjonovs Profile Picture
    4,821 Super User 2026 Season 1 on at
    Do You use Item tracking? 
    You should be able to re-open the Order, Increase the Quantity, then update the Item tracking lines if used, then update the Qty. to Receive/Qty. to Invoice and You can post Receipt/Invoice.
     
    Or if You need to decrease the quantity:
    re-open the Order, update the Item tracking lines for each line if used, decrease the Quantity on line, then update the Qty. to Receive/Qty. to Invoice and You can post Receipt/Invoice.

    If You already have posted Receipt for more than You need, You have to Undo the receipt. 
    If an Invoice was already posted, then You can only post a Credit Memo for the difference.

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