Receiving More than Ordered on a Purchase Order

If your supplier has sent you more products than ordered, you can receipt in what was received, and then decide whether you will accept the extra or return it to the supplier for credit. This usually needs to be followed up with the supplier and dependent on what you've been invoiced for.

From the relevant approved purchase order's detail page, click Receive Purchase Order.

When you receive more than ordered, it is assumed you would let the Supplier know about the extra quantities they have charged you for. If they HAVE invoiced you for the quantity shipped and you choose to accept the extra quantity, enter the exact amount received in the Received Qty field. Note the line total is now updated to reflect the extra cost of the received quantity, not the order quantity. Note: If the supplier requests the extra products back after you have received into stock, you will need to raise a supplier credit note.

If you want to receive the extra quantities and you have confirmed the supplier HAS NOT invoiced you for the extra, click Add Product to add an additional line item for the same SKU. Split the Received Qty between the original order quantity and ensure the Invoice Price of the extra quantity is 0. This will cost the extra quantity as "free" as per the FIFO perpetual inventory method. Note: If the supplier requests the extra products back after you have received into stock, you will need to raise a supplier credit note. Ensure that you are returning the $0 line credit note.

If you are not planning on keeping the extra quantity, you would receive the original ordered quantity as per normal and notify and return the extras to the supplier. The correct approach is always just reflect exactly what is happening.