How to handle a partial delivery against a purchase order in Sage 200

A partial delivery is when a supplier delivers and bills only part of a purchase order, so the PO stays open with a balance.

Before you start

Where to find it: Purchase Order Processing > Goods received

Confirm goods received for the quantity delivered.
Record the invoice for the received items only.
Unreceived or uninvoiced items stay open on the order; use Check the progress of purchase orders.
Open Purchase Order Processing > Order Processing > Goods Received/Despatched > Confirm Goods Received and pick the supplier account. Its outstanding orders are listed.
Enter the supplier's delivery Reference and check the goods received Date. Tick the line, then type the quantity in Qty Received to receive part of it. Click Receive Selected to receive the full outstanding quantity of the ticked lines.
Tick Record Invoice during receipt if you want to enter the invoice straight away, or record it later. Each confirmed item gets a GRN number that is used to match the invoice.
Check the Purchase Orders List (Purchase Order Processing > Purchase Orders List). The Received column shows Part or Full and the Invoiced column shows Part or Full, so you can see what is still open.

The Received, Invoiced, Cancelled and Disputed columns on the Purchase Orders List are only available from Sage 200 Professional 2024 R1 onwards.
An unauthorised order line is shown but you cannot select it, unless the POP settings allow processing of unauthorised orders.

Choose a two-way match (invoice to order) or three-way match (invoice to order and GRN) with the setting Match Invoices and Credit Notes To in the POP settings, Order Processing tab. You can change it only when there are no outstanding orders or returns.
If you record an invoice for a bigger quantity than you have received, the Invoiced status shows Part and the order stays Live. Receive the remaining items or write the order off as incomplete.
An order becomes Completed only when all items are invoiced (or cancelled), so a part delivery leaves it Live until the rest is dealt with.

Sync your open POs from Sage 200 to Pulsify.
Forward each purchase invoice. Pulsify links it to the purchase order and matches lines on quantity and unit price.
Pulsify shows how much of the purchase order is claimed, what this purchase invoice adds and what is left.
Pulsify flags a line that bills more than what is left on the purchase order.
Approve. The purchase invoice is created in Sage 200 against the purchase order.

Pulsify connects to Sage 200. We set up the connection for you.

What Pulsify does not do here

Pulsify matches to within 1 cent and has no tolerance setting.
A lower quantity than the purchase order line is not flagged, because partial delivery is normal.

Last checked 2026-10-19. Confidence: confirmed.

Confirm goods received for the quantity delivered. Record the invoice for the received items only.

Unreceived or uninvoiced items stay open on the order. Use Check the progress of purchase orders to see them.

In Purchase Order Processing under Goods received. For a three-way match you then select the GRN when you record the invoice.

Yes. It tracks the PO balance across invoices and flags a line that goes over what is left.

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