Compare the delivery with the open purchase line
Use the purchase line, delivery note, physical count and supplier reply. In this synthetic case all 18 arrived units pass the agreed condition check. The receiver may accept those units; only the buyer may cancel the missing balance. A supplier note saying “complete” cannot replace the count.
| Reference | Ordered / arrived | Evidence | Disposition |
|---|---|---|---|
| PO-A / line 1 | 24 / 18 units | COUNT-A; condition accepted | Receive 18; keep 6 open |
| DN-A | Supplier calls shipment complete | Photo-A; buyer query Q-A | Dispute completion claim |
| Q-A reply | 6 units to follow | Buyer records reply B-A | Link later delivery to PO-A |
Keep receipt and purchase closure separate
- Count and inspect arrival
- Post accepted quantity
- Record missing balance
- Buyer follows up or cancels balance
If count evidence conflicts, leave the disputed quantity unresolved; do not record it as physically received.
Close the receiving task for the 18 units with its evidence, while leaving the purchase line partially received. Record the buyer’s later decision against the six-unit balance, rather than changing the original arrival. Invoice approval is a separate task and is outside this worksheet.
The supplier offers to cancel the six missing units. Can the receiver mark 24 received?
Show the worked answer
No. Keep 18 received. If the buyer accepts cancellation, record six cancelled and zero still to deliver: 18 + 6 = 24. No extra receipt is created.