Overview
In standard Dynamics 365 Business Central, there’s an Over Receipt functionality that allows the warehouse to receive more than what was actually ordered on a purchase order. This is helpful in scenarios where a vendor sends a little extra, whether on purpose or by mistake.
Microsoft provides a nice overview of this here:
Basically, the system lets you define an Over-Receipt Code where you can set tolerance percentages for over-receiving. And once that’s configured, Business Central lets you post receipts that go beyond the original purchase quantity. Sounds convenient, right?
Not So Fast
What this functionality does in practice is it updates the quantity on the original purchase line with the over-received amount. That’s where things get messy.
You ordered 10, the vendor sent you 12, and now BC just updates the line to 12 as if that’s what you originally agreed to.
That might be fine if you plan to pay for those two extra units. But what if you don’t? What if the vendor simply tells you to keep them? What if it’s an error, and they say not to worry about the extras? Suddenly, you’re stuck trying to figure out what the correct unit cost should be on your end.
Now you’re manually calculating the amount to pay, adjusting invoices, and potentially throwing off your purchasing records and costing reports.
Here’s What Would Make More Sense
Business Central should create a separate purchase line, or at least give you the option to do so, for the over-received quantity. That way, you can decide how you want to handle it. Pay for it? Leave it off the invoice?
Giving users visibility and control over that extra quantity would go a long way in keeping purchasing clean and audit-friendly. Right now, the default behavior forces you to accept the system’s way of handling the situation, even if it doesn’t reflect the actual agreement between you and the vendor.
The Solution
This seems like a plug, but in our Freight Container Receiving management app, when there are over-receipts, our app will automatically create a new line. This gives you full control over whether or not you want to pay for the extra quantity.
You can find more about the Freight Container Receiving Management app here:
https://www.apcdynamics.com/business-central-add-ons/container-management/
