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How do I change a purchase order after goods have arrived?

Edit the order and save as usual, but a received line stays: you cannot remove it, bring its quantity below what arrived, or change the order's Posting Date. Add new lines for more, and close what will not come with Purchase Order Closure.

Who
The buyer
Takes effect
On save
Needs first
A saved order

Steps​

  1. Open the Purchase Order, Edit.
  2. Change what is still open. Lines with nothing received can be changed or removed. A line with a delivered quantity or Delivery Stop cannot be edited.
  3. Lower what is left on a line with Adjustment Open Quantity on the lines toolbar: it changes the open quantity, never below what has arrived.
  4. Split a line with Split to deliver part on another date; a line already received in full cannot be split.
  5. Save. Every change of a line's quantity is kept in its quantity history.

Check it worked​

  • Purchase Order Process Line Status shows the new quantities against what was received.

If something looks wrong​

  • "Posting Date cannot be changed, already referred in Item Receipt". Keep the date.
  • "Line ID : ... - Purchase (...) cannot be removed. It was already referred in Item Receive." (or Inbound Shipment). Keep the line; close what remains.
  • "Line ID: ... Purchase Quantity ... cannot be less than Quantity ... already received."
  • "Purchase Order - Line ID: ... - Remainder Quantity cannot be greater then ..." The open quantity cannot go above the line's quantity less what was received.
  • "Cannot split Line ... — ... quantity already received."