Infor M3 goods receipt against a purchase order, and how to reverse it
Infor M3 goods receipt against purchase order how to receive and reverse
Also searched as
- M3 PPS300 goods receiving
- M3 reverse purchase order receipt
- M3 receive PO line wrong quantity
Short answer
In M3 you receive goods against a purchase order line in the goods receiving function of Purchase Order (PPS), which creates the inventory transaction and, depending on setup, an accrual. A wrong receipt is corrected by reversing it through the same function, but only cleanly if the stock has not already moved and the invoice has not been matched.
Applies to: Infor M3 Business Engine 13.x and later. Program names, panel layouts and approval behavior vary by version and configuration, so confirm against your menus.
Receive and, if needed, reverse a PO line
- 1Open the purchase order receiving function (goods receiving, commonly PPS300) and select the PO by number or supplier.
- 2Select the line, confirm the item, warehouse and expected quantity, and enter the received quantity in the correct unit.
- 3Enter lot, serial, location or balance ID information if the item requires it.
- 4Handle the quality route: if the item is inspection controlled, the receipt may be held in a status that is not allocatable until released.
- 5Confirm the receipt and check the PO line status and the item transaction created.
- 6To reverse, open the same function and use the reversal option on the receipt, entering the quantity and a reason if requested.
- 7Verify that on-hand, the PO line quantity and any accrual are back to the expected state.
What a receipt does
A receipt adds a stock transaction to the item-warehouse and balance ID, updates the delivered quantity on the PO line (the delivery lines are kept with the PO line records), and in most setups posts an accrual to the general ledger so the liability is recognised before the invoice arrives. The accrual is later cleared when the supplier invoice is matched.
Cost depends on item costing. For standard-cost items, the difference between standard and PO price becomes a purchase price variance. For actual-cost items, the receipt sets the cost layer. This is why receiving the wrong quantity or price is more than an inventory problem.
Over and under delivery
Suppliers often ship slightly more or less than ordered. Tolerances on the item, supplier or PO line decide whether M3 accepts it, warns, or blocks. If a receipt is blocked for over-delivery, either the PO quantity needs a controlled change by the buyer, or the excess goes back to the supplier.
Under-delivery leaves the line open for the remainder, or it can be closed short. Closing short should be a decision by the buyer, because it affects planning and the supplier's expectations.
Reversing a receipt safely
Reversal removes the quantity from stock. If part of it has already been issued or moved, the reversal can drive the balance negative or fail. Check the balance ID first. If the stock is gone, reverse the downstream transaction or receive the correction another way.
If the invoice has already been matched, reversing the receipt creates a mismatch between received and invoiced quantities. Finance usually needs to reverse or adjust the invoice match first. Make the order of operations explicit in your procedure: unmatch, reverse receipt, receive correctly, rematch.
Try it here, free
Infor M3 Customer Order Status Tracking Worksheet
Document what each customer order status means in your M3 setup, stage by stage, and share it with the order desk.
Common pitfalls
- !Reversing a receipt after the stock was issued, creating negative stock.
- !Receiving in the wrong unit of measure and inflating the quantity.
- !Ignoring inspection status so stock is on-hand but cannot be allocated.
- !Reversing a receipt that was already invoice matched without involving finance.
- !Closing a line short without telling the buyer or planner.
How an ERP-grounded AI assistant handles this
An assistant grounded in M3, such as ERPray, can show a PO line's received, open and invoiced quantities, and whether the receipt's stock has moved or been matched, so you know whether a reversal is safe before you try it. It does not post or reverse anything; the transaction stays with the receiver in M3 under your approval rules.
Frequently asked questions
Can I change the received quantity after confirming?
Generally you correct by reversing and receiving again, or with a supported adjustment, not by editing the transaction. This preserves the history and the accrual. Check what your version and authority settings allow.
Why is my received stock not available?
Often the item is inspection controlled, so the balance ID has a status that is not allocatable until released. It can also have been received into a different warehouse or location than expected.
What happens to the accrual when I reverse a receipt?
In most setups the reversal posts the opposite accounting entry so the accrual is removed. Confirm with finance how your company configured receipt accounting before relying on it.
Can I reverse after the supplier invoice is matched?
It creates a mismatch. Work with finance to unmatch or adjust the invoice first, then reverse and receive correctly, then rematch. Doing it in the wrong order leaves open differences that are hard to trace later.
Related
Infor M3 negative on-hand balance: how to find it and fix it
Negative stock in M3 almost always comes from an issue or reporting transaction posted against a balance ID that had not yet been received, or from a receipt that was reversed after the stock was consumed. Find the item and warehouse in the item-warehouse balance (MITBAL), compare it with the balance IDs (MITLOC), read the item transactions (MITTRA), and correct with a stock count or a proper receipt rather than a blind adjustment.
How-toHow to Run Period End Close in M3
M3 period end close is not a single button - it is a sequence: close sub-ledger activity in inventory, purchasing and sales first, reconcile and post any pending vouchers, then close the accounting period in the financials basic data so no further postings can hit it without explicit reopening. Doing the steps out of order is the most common reason a company has to reopen a period after close.
How-toHow to Create a New Item in M3 (MMS001)
A new item in M3 is created in two stages: item basic data in MMS001 (Item. Open), which defines company-wide attributes such as description, item group and unit of measure, then facility-level data in MMS002 (Item/Facility. Connect), which attaches the item to a specific warehouse or plant with purchasing, planning and costing parameters. An item is not usable for orders, purchasing or MRP until both stages are complete.
Error fixM3 API Error: Record already exist
Record already exist means the MI Add transaction you called is trying to insert a key that is already present in the target M3 table, most often because a prior call succeeded and was retried, or because the key fields you built do not match what you think they match. Read the errorField and errorFieldGroup attributes on the response to see exactly which key field M3 flagged, then either switch to the matching Chg (change) transaction or fix the key construction in the caller.
AdvancedPaging M3 API MI List Transactions Past the Default Record Limit
M3 List transactions (the read/browse transaction most MI programs expose, such as CRS610MI.LstByNumber or OIS100MI.LstOrderHead) cap the rows returned per call using the MaxReturnedRecords input field, and by default many clients leave it low or unset, which looks like the API silently truncating results. Set MaxReturnedRecords explicitly, then loop the call using the last key values from the previous page as the starting position until fewer rows than the limit come back.
Error fixM3 API Error: Not Authorized to Program
Not authorized to program (or the equivalent transaction-level authorization error) means the M3 user ID the integration authenticates as can log in fine but has not been granted access to that specific MI program, transaction, or company/division through its authority group. Fixing it means adding the program/transaction to the integration user's authority group in M3, not changing anything in the calling code.
AI for ERPInfor M3 AI: A Practical Path from MI Programs to a Private Assistant
Infor M3 AI explained: grounded natural-language answers over MI programs and MEC, agents for distribution and manufacturing, on-prem or EU private cloud.
Stuck on Infor M3?
Talk to engineers who work inside Infor M3 every week, and who build private AI that answers these questions from your own ERP data.
Keep exploring
Free tools
- Infor M3 Customer Order Status Tracking WorksheetDocument what each customer order status means in your M3 setup, stage by stage, and share it with the order desk.
- Infor M3 Order Status Codes Reference (CO, PO, MO, DO)Two-digit M3 status codes for customer order header, lines and deliveries that are confirmed in Infor documentation, with the program that sets each and the fields that hold PO and MO status.
- Infor M3 AI Assistant Sizing and Value CalculatorSize the GPUs and estimate the monthly value and payback of a private, on-prem AI assistant for Infor M3.
ERP fixes and how-tos
- Infor M3 order to cash: the flow and the programsInfor M3 order to cash end to end: customer order entry, allocation, picking, delivery, invoicing and AR, with typical line statuses and where it stalls.
- Pick Line vs Wave Line in Infor M3Pick line versus wave line in Infor M3: what each represents in warehouse picking, how waves group work, and how to decide which applies in your setup.
- Infor M3 Standard Cost: How to Set, Roll Up and RevalueHow standard cost works in Infor M3 for manufacturers: calculating a cost from BOM and routing, updating the item cost, and revaluing stock and WIP safely.
Runs with your ERP
- Infor Factory Track and Infor M3: handheld scanning transactionsHow Infor Factory Track gives M3 handheld scanning for receive, putaway, move, count, pick, pack and shipment loading, with setup steps, pitfalls and AI uses.
- Infor EDI Managed Service and Infor M3 over IONHow Infor's EDI managed service connects to Infor M3 through ION with pre-built trading partner links: data flows, setup steps, pitfalls and a private AI layer.
- Medius AP automation and Infor M3 via Medius ConnectHow Medius AP automation posts supplier invoices into Infor M3 via Medius Connect: capture, PO matching, approvals, partner connectors, setup, pitfalls.
Guides
- Infor M3 Manufacturing Execution: Orders, Reporting, and CostingInfor M3 manufacturing execution setup: product structures, routings, MO statuses, operation and receipt reporting, and shop floor data capture practices.
- Infor M3 Distribution Management and Order Fulfillment SetupConfigure Infor M3 distribution management with order processing, warehouse allocation, shipping integration, and customer delivery scheduling best practices.
- Infor M3 Quality Management System Configuration GuideHow Infor M3 supports quality management, product traceability and compliance in regulated manufacturing: inspection plans, lot status, non-conformance, CAPA.
AI on your ERP
- Infor M3 Customer Order Management With AI for Status, Allocation and Promise DatesAI for Infor M3 customer order management: answer order status, allocation and delivery date questions from OOHEAD and OOLINE data without exposing it publicly.
- Infor M3 Supply Chain Planning With AI That Explains the MRP OutputAI for Infor M3 supply chain planning: explain MRP action messages, review planned orders, and trace shortages through MITBAL and MITMAS on private infrastructure.
Integrations
- How to add WhatsApp to Infor M3How to connect WhatsApp Business to Infor M3: M3 API (MI programs), ION events, template messages, opt-in rules and two-way replies, including on-prem M3 setups.
- How to add AI agents to Infor M3How to add AI agents to Infor M3: a tool layer over MI programs and ION, read-first workflows for POs, MO and CO exceptions, and human approval on writes.