A user may attempt to reset the receiving quantity for a line item but receive a message or find that the action is not permitted. This typically occurs when part of the quantity for that line has already been paid.
The system is designed to prevent resetting a received line when any portion of that line has been associated with a payment.
This safeguard ensures data consistency between the receiving and accounts payable records, preventing discrepancies where a paid item could be incorrectly reset or altered.
A line was originally received with a quantity of 8.
Later, one or more of those items were paid in an invoice.
When attempting to reset the received quantity, the system blocks the action because part of the quantity has already been paid.
To prevent this situation in the future when related to reoccurring monthly payments:
Enter monthly bills as separate line items, each with a corresponding date for the specific month.
This approach ensures each billing period can be received, paid, and adjusted independently.
If a user accidentally receives a line that has not yet been paid, the Reset Receiving function can be used to reset that specific line without restriction.
Even in cases where part of the received quantity has been paid and the receiving cannot be reset:
You can still process a payment for a quantity of 1 (even if the originally received quantity was 8).
Continue applying payments monthly until the total remaining balance reaches zero.
| Situation | System Behavior | User Action |
|---|---|---|
| Line received but not paid | Reset allowed | Use Reset Receiving |
| Line partially or fully paid | Reset prevented | Continue applying payments until balance is zero |
| Future billing entries | Recommended | Enter monthly lines separately with distinct dates |
This behavior is by design to ensure financial integrity between the Receiving and Accounts Payable modules. If recurring billing or adjustments are required, consider structuring entries per month to allow individual tracking and reset flexibility.