2025-R1Inventory

Inventory and Order Management: Correction of Purchase Receipts for Purchase Orders with the

Last updated: 31 October 2025

Inventory and Order Management: Correction of Purchase Receipts for Purchase Orders with the

Normal Type

Inventory and Order Management: Correction of Purchase Receipts for Purchase Orders with the Normal Type

In previous versions of MYOB Acumatica, a user could not correct or cancel a purchase receipt that had been created for a purchase order with the Normal type if the receipt had already been released. That is, if any errors had been made in the lines of this receipt or the company did not accept the goods for some reason and the receipt had to be canceled, there was no way to fix the issue properly.

MYOB Acumatica 2025.1 now provides users with the ability to correct or cancel a released purchase receipt for a purchase order with the Normal type. For this purpose, the Correct Receipt and Cancel Receipt commands have been added to the More menu on the Purchase Receipts (PO302000) form, as shown in the following screenshot.

Figure 1. The Correct Receipt and Cancel Receipt commands

Important: The functionality of receipt correction and cancellation for purchase orders with the Normal type is unavailable if the Manufacturing or Service Management feature is enabled on the Enable/Disable Features (CS100000) form. (The Correct Receipt and Cancel Receipt commands are not displayed on the More menu in this case.) We highly recommend that a company verify that there are no unreleased correction receipts in the system before it enables the Manufacturing or Service Management feature.

Starting to Correct a Purchase Receipt

The Purchase Receipts (PO302000) form is the starting point for correcting a released purchase receipt related to a purchase order with the Normal type.

When the user clicks Correct Receipt on the More menu, the system checks whether all of the following conditions are met for the purchase receipt:

  • The receipt includes at least one line of the Goods for IN, Non-Stock for IN, Service, or Freight type.
  • The receipt does not have related AP bills, except for AP bills that have been fully reversed.
  • The receipt does not include any lines of the Goods for RP, Goods for Project, or Non Stock for Project type.
  • If the related purchase order has the Allow AP Bill Before Receipt check box selected on the Other tab of the Purchase Orders (PO301000) form, this order does not have related AP bills, except for AP bills that have been fully reversed.
  • No landed cost documents have been applied to the purchase receipt.
  • No putaway transfers have been prepared for the purchase receipt.
  • The receipt does not have related purchase returns that have not been released yet.
  • The stock is not locked due to a physical inventory count.

If all of these conditions are met, the system creates a new purchase receipt with the next sequential number.

Tip: For simplicity, the newly created purchase receipt will be referred to as the correction receipt, and the purchase receipt in which the user clicked Correct Receipt as the original receipt.

In the original receipt, the system inserts the number of the correction receipt into the new Correction Doc. Ref. Nbr. box on the Other tab of the Purchase Receipts form, as shown below. This number is also a link that a user can click. In the correction receipt, the system inserts the number of the original receipt (which is also a link) into the new Original Doc. Ref. Nbr. box on the same tab.

Figure 2. The link to the correction receipt in the original receipt

Making Changes to the Correction Receipt

The system copies all the data of the original receipt to the correction receipt on the Purchase Receipts (PO302000) form, and the user can make the needed updates to the correction receipt. When the user saves the correction receipt for the first time, the system assigns the new Under Correction status to the original receipt. Also, the system updates the value in the Qty. On Receipts column for the lines of the related purchase order on the Purchase Orders (PO301000) form based on any updated quantities in the linked lines of the correction receipt.

Although the user can print the original receipt with the Under Correction status, the user cannot do the following in the system for this receipt:

Also, the user cannot include the lines of an original receipt with the Under Correction status in an AP bill for a related purchase order.

Important: In a correction receipt, the user cannot add new lines or delete lines that were copied from the original receipt. If a line in the original receipt had been added erroneously, the user can specify 0 in the Receipt Qty. column for the corresponding line in the correction receipt. This line will not be included in any of the following related documents during the processing of the correction receipt:

  • AP bills
  • Landed cost documents

In a correction receipt, the user can update the following elements in the Summary area of the Purchase Receipts form:

  • The Date box
  • The Create Bill check box
  • The Vendor Ref. box
  • The Workgroup box
  • The Owner box

Also, the user can update the value in the Exchange Rate box if both of the following conditions are met:

  • The Enable Rate Override check box is selected on the Financial tab of the Vendors (AP303000) form for the vendor in the correction receipt.
  • The Allow Changing Currency Rate on Receipt check box is selected on the Purchase Orders Preferences (PO101000) form.

In the lines of the correction receipt on the Purchase Receipts form, the user can edit the values in the following columns of the Details tab:

  • Warehouse
  • Location
  • Transaction Descr.
  • UOM
  • Receipt Qty.
  • Expiration Date
  • Lot/Serial Nbr.
  • Unit Cost
  • Ext. Cost
  • Account (for non-stock items only)
  • Subaccount (for non-stock items only)
  • Accrual Account
  • Accrual Sub.

Attention: The lines with non-stock kits cannot be corrected.

If the user changes a value in a purchase receipt line, the system automatically selects the check box in the new Corrected column for this line, as shown in the following screenshot. Also, if the user changes the date or currency rate in the Summary area, the system automatically selects the check boxes in the Corrected column for all lines of the purchase receipt. The Corrected column is hidden by default.

Figure 3. The Corrected column

If the user made changes to a line on the Details tab by mistake, they can click Cancel for this line on the table toolbar. The system will discard all changes, and the line will be reverted to its original state at the time of document creation. Also, the system will clear the Corrected check box in the line unless it was selected due to the Date or Exchange Rate in the Summary area being changed

Completing the Correction of a Receipt

To complete the correction process, the user clicks Release on the More menu of the Purchase Receipts (PO302000) form for the correction receipt. On release of the correction receipt, the system validates the state of inventory. That is, it verifies whether the corrected items can be issued with the original quantity and cost.

If the validation fails, the system shows an error message, and the user can make additional changes if they want to proceed with the correction. The user can also delete the correction receipt if the correction cannot be performed.

If the validation is successful, the system generates and releases a correction inventory issue for the correction receipt. The user can find the link to this issue in the IN Ref. Nbr. box on the Purchase Receipts (PO302000) form. This issue will be released automatically, regardless of the state of the Release IN Documents Automatically check box on the Purchase Orders Preferences (PO101000) form. For details on this validation and the correction inventory issue, see Inventory Validation and Issue.

After the correction inventory issue is released, the system assigns the Released status to the correction receipt and the Canceled status to the original receipt.

Also, for each line of the correction receipt that has changes in the Receipt Qty. column on the Purchase Receipts form, the system updates the quantity in the Qty. On Receipts column of the Purchase Orders (PO301000) form for the related purchase order. The system changes the purchase order as follows, depending on whether the line’s corrected receipt quantity has increased or decreased:

  • If the line quantity has decreased, the system reopens the corresponding line of the related purchase order if it has already been completed. That is, it clears the Completed check box for these lines on the Details tab. If at least one line is now reopened for the related purchase order and it had the Completed status, the system assigns the Open status to the purchase order.
  • If the line quantity has increased, the system selects the Completed check box in the line of the related purchase order if the full quantity of the item has been received. If all lines of the related purchase order are now completed, the system assigns the Completed status to the purchase order.

Also, if the purchase order of the original receipt has a related sales order with lines that are marked for purchase on the Sales Orders (SO301000) form, in this sales order, the allocated quantities will be updated in the Line Details dialog box of that form.

Canceling a Purchase Receipt

The Purchase Receipts (PO302000) form is the starting point for canceling a released purchase receipt related to a purchase order with the Normal type.

When the user clicks Cancel Receipt on the More menu, the system checks whether all of the following conditions are met for the purchase receipt:

  • The receipt includes at least one line of the Goods for IN , Non-Stock for IN, Service, or Freight type.
  • The receipt does not have related AP bills, except for AP bills that have been fully reversed.
  • The receipt does not include any lines of the Goods for RP , Goods for Project, or Non Stock for Project type.
  • The receipt does not include any lines with non-stock kits.
  • If the related purchase order has the Allow AP Bill Before Receipt check box selected on the Other tab of the Purchase Orders (PO301000) form, this order does not have related AP bills, except for AP bills that have been fully reversed.
  • No landed cost documents have been applied to the purchase receipt.
  • No putaway transfers have been prepared for the purchase receipt.
  • The receipt does not have related purchase returns.
  • The stock is not locked due to a physical inventory count.

If all of these conditions are met, the system displays a confirmation dialog box, as shown in the following screenshot. If the user clicks OK, the system validates the state of inventory. That is, it verifies whether it is possible to issue the items with the original quantity and cost. For details on the validation, see Inventory Validation and Issue.

If the validation fails, the system shows an error message. If the validation is successful, the system generates and releases a reversal inventory issue with the Issue type of transactions. This issue will be released automatically, regardless of the state of the Release IN Documents Automatically check box on the Purchase Orders Preferences (PO101000) form. The user can find the link to this issue in the Reversal IN Ref. Nbr. box on the Other tab of Purchase Receipts form. Then the system assigns the Canceled status to the purchase receipt.

Important: If a purchase receipt is canceled, the system does not recalculate the cost statistics on the Price/Cost tab of the Stock Items (IN202500) or Item Warehouse Details (IN204500) form for items that were included in this receipt.

Figure 4. The Cancel Receipt dialog box

As soon as the purchase receipt is canceled, the system updates the related documents as follows:

  • It reopens the linked lines of the related purchase order if these lines have already been completed.
  • If a related purchase order has the Completed status on the Purchase Orders form, the system assigns the Open status to it.
  • In each linked line of the related purchase order, the system updates the value in the Qty. On Receipts column on the Details tab of the Purchase Orders form.

Inventory Validation and Issue

The correction of a purchase receipt for a purchase order with the Normal type can be one of the following types:

  • A correction that does not update the state of the inventory or the information in the original inventory receipt, such as the correction of the vendor reference number or the transaction description.
  • A correction that updates the state of the inventory or the information in the original inventory receipt, such as the correction of the receipt quantity or unit cost.

For the first type of correction, the system does not perform inventory validation. For the second type, the system verifies whether stock items can be issued in the quantity of the original receipt and at the original cost based on the current inventory state. This validation is required because some quantities could have already been sold, shipped, or transferred by the moment of the correction.

The system validates only stock items from the original inventory receipt. For items with the FIFO and Specific valuation methods, the validation is performed for the cost layers that have been updated on the release of the original inventory receipt. That is, for items with the FIFO valuation method, the system verifies if these items can be issued from a cost layer with the reference number of the original inventory receipt. For items with the Specific valuation method, the system verifies the cost layers of the lot or serial numbers included in the original inventory receipt.

To verify if the original quantity of stock items can be issued, the system validates their available-for-issue quantity. For items with the FIFO, Average, and Standard valuation methods, if this quantity is not sufficient in the cost layer of an item, the system also checks whether negative quantities are allowed for the item. That is, it checks the state of the Allow Negative Quantity check box on the Item Classes (IN201000) form for the item class. Depending on the state of the check box, the system does either of the following:

  • If the check box is cleared for the item class, the system prohibits the issue of the items of the class. The validation fails, and the system shows an error message.
  • If the check box is selected for the item class, the system allows the original quantity of the item of the class to be issued if the original quantity is greater than the available-for-issue quantity and is not greater than the quantity on hand.

Important: For a stock item, the system does not allow the release of a correction or cancellation purchase receipt if the resulting on-hand quantity in the inventory will remain or become negative for this stock item due to the correction or cancellation. This is true regardless of the state of the Allow Negative Quantity check box for the class of the item.

Note that inventory validation applies a specific rule if the original receipt was prepared for a purchase order linked to a sales order that is marked for purchase. If this sales order has a prepared shipment for an item, the quantity of this item in the correction receipt cannot be less than the quantity in the shipment.

If the validation fails, the system shows an error message. If the validation completes successfully and the items can be issued in the quantity and at the cost of the original receipt, the system generates and releases the correction inventory issue. The inventory issue includes transactions of the Issue and Receipt type for each corrected line of the purchase receipt on the Purchase Receipts (PO302000) form, excluding the following lines:

  • The lines whose correction does not update the state of the inventory.
  • The lines whose quantity was changed to 0. For these lines, only the transactions with the Issue type are included.
  • The lines with the Service or Freight type. These lines are not included either in the inventory receipt for the original receipt, or in the inventory issue for the correction receipt.

If the cost is edited in the correction receipt, the correction inventory issue may also include transactions with the Adjustment type. For details, see Using a New Correction Reason Code.

On the release of the correction inventory issue, the system first processes the transaction with the Receipt type and then processes the transaction with the Issue type.

Attention: An item can be issued at a cost that differs from the cost in the original receipt if the resulting on-hand quantity is 0 in the cost layer from which the item is issued.

The system does not validate the quantity and cost of lines with non-stock items. A non-stock item is included in a correction inventory issue if at least one of the following values has been changed for it:

  • Warehouse
  • Location
  • UOM
  • Receipt Qty.
  • Unit Cost
  • Ext. Cost
  • Account
  • Sub.
  • Accrual Account
  • Accrual Sub.

Reviewing an Example of a Correction Inventory Issue

The following example illustrates the process of correction and the correction inventory issue for stock items with different valuation methods. Suppose that the company has the following items in stock:

  • An item with the FIFO valuation method whose on-hand quantity is 100.
  • A serial-tracked item with the Specific valuation method. The serial numbers from LRF00001 to LRF000015 are on hand.
  • An item with the Average valuation method whose on-hand quantity is 100.

On the Purchase Receipts (PO302000), a user releases the 002325 purchase receipt for a purchase order with the Normal type. The purchase receipt includes lines with the following items and their settings:

  • An item with the FIFO valuation method:
    • Receipt Qty.: 100
    • Unit Cost: 100
  • Two serial-tracked items with the following numbers: LRF000016 and LRF000017. Both items have a unit cost of 100.
  • An item with the Average valuation method:
    • Receipt Qty.: 100
    • Unit Cost: 100

On the Purchase Receipts form, the user clicks Correct Receipt on the More menu. The system creates a correction receipt. In the correction receipt, the user makes the following changes:

  • The unit cost of the item with the FIFO valuation method is changed from 100 to 95.
  • The LRF000016 serial number is changed to LRFC00016.

The system releases a correction receipt and generates a correction inventory issue with the following transactions:

  • A transaction with the Issue type for the item with the FIFO valuation method:
    • Quantity: 100
    • Unit Cost: 100

    The item is issued from the cost layer of the 002325 purchase receipt.
  • A transaction with the Issue type for the serial-tracked items:
    • Lot/Serial Nbr.: LRF000016 and LRF000017
    • Quantity: 2
    • Unit Cost: 100
  • A transaction with the Receipt type for the item with the FIFO valuation method:
    • Quantity: 100
    • Unit Cost: 95
  • A transaction with the Receipt type for the serial-tracked items:
    • Lot/Serial Nbr.: LRFC00016 and LRF000017
    • Quantity: 2
    • Unit Cost: 100

Using a New Correction Reason Code

On the General tab of the Posting Classes (IN206000) form, the Purchase Receipt Correction Reason Code box has been added, as shown in the following screenshot. The system posts transactions to the account of this reason code if both of the following conditions are met for the correction receipt:

  • The unit cost or extended cost of an item with this posting class has been changed in a line of a correction receipt.
  • A part of the received quantity has already been issued, sold, or transferred from the receiving warehouse.

Figure 5. The Purchase Receipt Correction Reason Code box

Suppose that on the Purchase Receipts (PO302000) form, a purchase manager has processed a purchase receipt with a line that contains 10 items with the Average valuation method and a unit cost of 10. Once the purchase receipt is released, the on-hand quantity of the item is 10, and its total cost is 100.

On the same day, a sales manager has sold five units of the item with a unit cost of 10. The remaining on-hand quantity of the item is 5, and the total cost is 50.

The purchase manager finds out that the unit cost of the received item should be 7, not 10. The manager clicks Correct Receipt on the Purchase Receipts form and specifies 7 as the unit cost in the line of the correction receipt. On the release of the correction receipt, the system generates and releases a correction inventory issue. On the release of the issue, the system posts the following transactions to the general ledger.

Account

Debit

Credit

Inventory account

70 (the receipt of the corrected values)

0

PO accrual account

0

70

Inventory account

15 (the difference in cost for the sold units)

0

The account of the correction reason code

0

15 (the difference in cost for the offset units)

Inventory account

0

100 (the issue of the original amount)

PO accrual account

100

0

Viewing Purchase Receipts with the Canceled or Under Correction Status

The following MYOB Acumatica reports and inquiry forms have updates related to purchase receipts with the Canceled or Under Correction status for purchase orders with the Normal type.

In the summarized format of the Historical Inventory Balance (IN616000) and Historical Inventory Valuation (IN617000) reports, the quantities from canceled purchase receipts are not included in the Receipt column. Also, the quantities from the correction and reversal inventory issues are not included in the Issue column. The detailed format of these reports lists all transactions, including the transactions for correction and reversal inventory issues.

The Inventory Transaction History and Inventory Transaction Details inquiry forms list all inventory transactions, including the corrected transactions. If the Summary by Day check box is selected on either form, the following columns contain summarized values for all transactions, including the transactions for correction and reversal inventory issues: Qty. In, Qty. Out, Cost In, and Cost Out.

Tip: If inventory reports look inaccurate after a receipt correction or cancellation was performed in the system, the user should recalculate the inventory on the Recalculate Inventory (IN505000) form.

View original documentation on MYOB Help