# How to handle a partial delivery against a purchase order in Sage 300

In Sage 300, keep the purchase order open, check each A/P invoice against what has been billed so far and close the purchase order only when the last delivery is invoiced.

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

- Sage 300 Purchase Orders

## The Sage 300 way

Where to find it: Purchase Orders > P/O Transactions > Receipt Entry

1. Open Receipt Entry and select the PO.
2. Enter the quantity received for each item. Lines with 0 do not need to be deleted. Use Receive All for a full delivery.
3. Edit cost, quantity cancelled and outstanding if you have the security.
4. Invoice the receipt in Invoice Entry. The PO keeps the outstanding quantity.
5. To receive from several orders at once, use the P/O Create Receipt From PO screen. You cannot add detail lines when you receive against specific purchase orders.
6. Other fields you can edit on a receipt include item descriptions, discount amounts, item weights, number of item labels, arrival date, comments and optional fields.
7. Post the receipt, then print it straight away or later from the Receipts screen in the P/O Forms folder.
8. To see what is still due, open Purchase Orders > P/O Statistics and Inquiries > Pending Receipts Inquiry. Search by item or vendor, tick Include Completed Detail Lines to check delivery times or tick Show Late POs Only.

## Limits in Sage 300

- Quantity cancelled and outstanding can be changed on partially received details.
- After you post a receipt to a purchase order you cannot delete the order or its details. To cancel a detail after a receipt, cancel the outstanding quantity.
- You cannot partially invoice receipts of serialised or lotted items.
- Completed detail lines cannot be changed after posting. Details become completed when you set them as Completed or fully receive them.

## Good to know in Sage 300

- The Purchase Order List report has a purchase order type that lets you choose partially received orders, orders never received or orders on hold.
- You can add detail lines to a purchase order at any time, even after receipts for all details are posted.

## The Pulsify way

1. Sync your open POs from Sage 300 to Pulsify.
2. Forward each A/P invoice. Pulsify links it to the purchase order and matches lines on quantity and unit price.
3. Pulsify shows how much of the purchase order is claimed, what this A/P invoice adds and what is left.
4. Pulsify flags a line that bills more than what is left on the purchase order.
5. Approve. The A/P invoice is created in Sage 300 against the purchase order.

Pulsify connects to Sage 300. 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.

## Common mistakes

- Using Receive All when only part of the order arrived.
- Deleting zero-quantity lines, which can stay at 0.

## Common questions

### How do I record a partial delivery?

Open Receipt Entry and select the PO. Enter the quantity received for each item. Lines with 0 do not need to be deleted. Receive All handles a full delivery.

### What happens to the rest of the order?

Invoice the receipt in Invoice Entry. The PO keeps the outstanding quantity.

### Can I change what is still outstanding?

Yes, if you have the security. You can edit cost, quantity cancelled and outstanding on partially received details.

### Does Pulsify handle partial deliveries?

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

## Sources

- https://cdn.na.sage.com/docs/en/customer/300erp/2023/open/Sage300_PurchaseOrders_UserGuide.pdf

Source: https://www.pulsify.tech/how-to/handle-a-partial-delivery-against-a-po-in-sage-300/ (last checked 2026-10-19)