Dynamics 365 Business Central: Receive more items than ordered (Receive a quantity higher than the ordered quantity)

Hi, Readers.
An interesting question I was asked last week was whether it was possible to receive more than the ordered quantity on a Purchase Order. For example, the vendor sent some extra items due to a mistake, but since returns will incur shipping costs, etc., the vendor does not require a return, so the quantity received needs to be updated while the order amount remains unchanged. Of course, we can create a new order, or a new line on the order to handle the extra items, for example, only the quantity but the amount is 0. But is there an easier way to deal with this? Yes. We can use Over-Receipt feature.

This is the feature released in Business Central 2020 release wave 1 (BC16).

Receive more items than ordered

Business value
When you receive more goods than you ordered and it’s cheaper not to return such goods or your vendor offers you a discount, order processors and warehouse workers must be able to handle such receipts without going through a lengthy process of preparing and getting approval for a new purchase order.
https://learn.microsoft.com/en-us/dynamics365-release-plan/2020wave1/dynamics365-business-central/receive-more-items-than-ordered?wt.mc_id=DX-MVP-5004336

Let’s see more details.
I created a purchase order and added a line of item, the Quantity is 10, and the Qty. to Receive is also 10.

We can modify Qty. to Receive not greater than Quantity.

But when the Qty. to Receive you enter is greater than Quantity, the following error will be prompted first.

Status must be equal to ‘Released’ in Purchase Header: Document Type=Order, No.=106018. Current value is ‘Open’.

Release the order and try again, you may encounter the following error (Depends on the quantity of inputs).

You cannot enter more than 1 in the Over-Receipt Quantity field.

The Over-Receipt Quantity field is mentioned here. Yes, this is one of the controls in the Over-Receipt feature.

You can receive a quantity higher than the ordered quantity on purchase orders according to an over-receive policy that you set up on the Over-Receipt Codes page from Business Central 2020 release wave 1 (BC16).

Here you can fill in the Over-Receipt Tolerance % field and select a policy to be used by default.

The value of Over-Receipt Tolerance % cannot exceed 100.

To require that someone approves an over-receipt, choose the Approval Required checkbox. You’ll need to set up a corresponding approval workflow. Learn more at Create Workflows.

PS: If you set up an approval workflow for over-receipts, you’ll need to request approval from the purchase order. You won’t be able to post the document before the Over-Receipt is approved.

The “Approve Over-Receipt” response available on the Workflow Responses: This requires modifying the standard Workflow Template……

Then, on the Item Card and Vendor Card, you can select in the Over-Receipt Code field which policy to use by default on purchases. (According to my test, the priority set on the Item Card is high)

When you have selected an over-receipt code, you can enter a higher-than-ordered quantity in the Quantity to Receive field on released purchase orders and warehouse receipts.

Purchase Order:

Warehouse Receipt:

Note that this will automatically update the Quantity field as well.

You can also enter directly in the Over-Receipt Quantity field. When the quantity exceeds, the maximum allowed quantity will be displayed.

You cannot enter more than 5 in the Over-Receipt Quantity field.

In Business Central 2023 wave 2 (BC23), Microsoft added this feature to Inventory Put-away. On inventory put-away lines, use the Over-Receipt Quantity field to record quantities that exceed the order quantity in the Quantity field. More details: Business Central 2023 wave 2 (BC23): Receive more items than ordered by using inventory put-away documents

Very simple. Give it a try!!!😁

PS: After posting, you can find related records based on the Over-Receipt Code field and the Over-Receipt Quantity field.
For example,
Posted Purchase Rcpt. Subform (137, ListPart)

Posted Purchase Receipt Lines (528, List)

END

Hope this will help.

Thanks for reading.

ZHU