Partial purchase receipts: arrived, outstanding and rejected

What should an open purchase line show?

Product, unit, ordered quantity and expected date are insufficient when deliveries arrive in parts. Add each related receipt, physical quantity, accepted quantity and discrepancy decision. Distinguish awaiting arrival from awaiting inspection or replacement. An order can remain partially fulfilled after the whole truck is unloaded; the status name should explain what is being measured rather than hiding it behind “received.” Keep that distinction visible in both reports and receiving screens.

Business Central documents purchase orders for partial receipts and a quantity-to-receive field. It also says that with warehouse handling, a receipt already posted by the warehouse is not posted again from the order. Purchase receipt reference. Check which screen owns the movement in your actual configuration.

Are arrival and acceptance the same event?

They can coincide in simple receiving, but do not assume that when quantity, quality or lot is inspected. Five damaged cases unloaded at the site remain physically present even when unavailable and not accepted against the purchase. Record location, responsible person and next decision. If the supplier agrees to replacements, retain that reference; if remaining quantity is cancelled, record cancellation. Neither decision should invent a receipt that did not happen.

Worked example: one hundred ordered, five rejected

Arrivals total 105 pieces and five are physically returned, leaving 100 accepted at site. After P01, the outstanding 45 comprise 40 not yet delivered and five requiring replacement. The table assumes accepted pieces remain in the warehouse; if sales also occur, add those issues to reconciliation. Repeating P03 must not increase physical stock to 105 or reduce the outstanding amount a second time. Keep the original rejected units linked to their replacement.

What about invoices and excess deliveries?

Odoo publishes a choice between ordered and received quantities for vendor invoicing. Purchase features. That choice does not decide whether your team accepted quality or resolved a discrepancy. Show invoice and receipt as linked documents with their own statuses. For excess, define tolerance and approval before the demonstration: 101 arriving against 100 must not disappear from a report or become exactly one hundred without review.

What should three key situations demonstrate?

• Normal: P01 and P02 remain distinct receipts against one line; quantities and outstanding amounts match the table.
• Exception: a wrong product, missing lot or excess quantity retains its difference and authorized line-level decision.
• Retry: P03 loses its response; repeating the same identity shows one receipt and its existing acceptance status.
• Two screens: confirm the same delivery document from warehouse and purchasing; verify one movement with a visible responsible person.
• Cancellation: cancelling the final five instead of replacing them closes with 95 accepted and 5 cancelled, never 100 fictitiously received.

How do you prepare a purchase for comparison?

Complete the partial receipt worksheet for an order with at least two deliveries. Retain delivery documents, counts and the rejection decision. See purchase approvals for order changes and supplier returns for later dispatch. The scope of an inventory management system should define who records each effect and which outstanding amount purchasing sees before closing a line.