Start from received and still-open quantities
PO-R originally orders twenty units; eight have been accepted under R-R. The buyer and supplier agree to reduce the total to fifteen. The sample system preserves posted receipts and versions purchase amendments. This is a proposed record design, not a claim about a named ERP product.
| Version / record | Total authorised | Accepted receipt | Open balance |
|---|---|---|---|
| PO-R v1 | 20 | 8 / R-R | 12 |
| AM-R / PO-R v2 | 15 | Same 8 / R-R | 7 |
| Supplier reply ACK-R | v2 acknowledged | Historical receipt retained | 7 still to deliver |
Version the change instead of editing the receipt
- Verify accepted receipts
- Specify new total and open balance
- Obtain buyer approval and supplier acknowledgement
- Record purchase amendment version
- Use seven for later receiving balance
A proposed total below eight requires a separate return or correction decision; it cannot be made valid by reducing the posted receipt.
AM-R reduces the unreceived balance from twelve to seven, a five-unit reduction. R-R still proves eight arrived and were accepted. Preserve both the old promise and ACK-R so a later supplier delivery can be checked against the current seven-unit balance. No pricing amendment is included.
What should happen if a buyer requests a new total of six after eight were received?
Show the worked answer
Stop the simple balance amendment: six minus eight is negative two. Keep R-R intact and resolve the excess two through an authorised return or correction process.