How to get Posted Purchase Receipts into a Purchase Invoice

You can create a single purchase invoice that combines receipt lines from multiple purchase orders in Business Central. Use the Get Receipt Lines function on the purchase invoice to pull in posted receipt lines that have not yet been invoiced.

The function shows all outstanding receipt lines for the vendor. You can select lines from several different posted receipts and import them onto one invoice, even when they come from different purchase orders.

You can adjust the amounts on the imported lines if the vendor’s invoice differs from what was originally received. This is useful when the price changes between receipt and invoicing.

Once both the received quantity and invoiced quantity match on a purchase order, you can delete the order. You can delete orders one at a time, or run a batch job that removes all fully handled purchase orders at once.

Combining receipt lines from multiple purchase orders onto one invoice

If you have posted receipts on your purchase order lines and want to gather them onto a single purchase invoice, Business Central makes that straightforward. The starting point is a purchase order where goods have been received but not yet invoiced.

In this example, there is a purchase order with a quantity of 120. If you scroll right on the line, you can see that the quantity received is filled in, while the quantity to invoice remains open. There is also a second purchase order with the same situation: received but not invoiced.

Using the Get Receipt Lines function on a purchase invoice

To bring these receipts together, create a new purchase invoice for the same vendor. On the invoice line, go to Line, then Functions, then Get Receipt Lines.

This displays all the outstanding receipt lines for the vendor that have not yet been invoiced. You can select multiple lines, including lines that originate from two different posted documents. Be aware that the number shown here is the posted document number, not the open purchase order number.

Select the lines you need and import them onto the purchase invoice. They will appear as invoice lines ready to be processed.

Adjusting amounts before posting the invoice

When the vendor’s invoice arrives, the amounts may not match exactly what was received. You might be charged a little more for one line and less for another, for whatever reason. You can correct the amounts on the imported lines before posting, so the invoice reflects what the vendor is actually charging.

Fill in the vendor invoice number, then post the invoice. Business Central creates a posted purchase invoice in the usual way.

What happens to the purchase order after invoicing

After posting, go back to the purchase order. You will see that the quantity received is 120 and the quantity invoiced is now also 120. The order is fully handled.

When the received quantity and the invoiced quantity match, you can delete the purchase order. You can do this directly on the order itself, find the other purchase order and delete it the same way, or run a batch job that deletes all purchase orders where everything has been received and invoiced.

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