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.
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.
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