How many units remain open after partial PO receipts?
If a PO line orders 100 units and two distinct receipts record 40 and 35 units, 75 units have been received and 25 remain open: 100 − (40 + 35) = 25. An open balance alone does not prove a supplier shortage; the remaining units may be due in a later delivery.
By Supplier Desk Team · Published 15 September 2026 · Updated
This synthetic example assumes the same supplier, PO line and unit of measure. It excludes returns, reversals, cancellations and changes to the ordered quantity.
Work through the records
| Record | PO | Line | Quantity | Unit |
|---|---|---|---|---|
| Order | PO-1042 | 10 | 100 | each |
| Receipt R-001 | PO-1042 | 10 | 40 | each |
| Receipt R-002 | PO-1042 | 10 | 35 | each |
| Received total | PO-1042 | 10 | 75 | each |
| Still open | PO-1042 | 10 | 25 | each |
Download sample PO CSV · Download sample receipt CSV · Run Receipt Gap
Calculate each line separately. SKU alone is insufficient: the same item can appear on several POs or multiple lines. Receipt Gap matches the exact supplier + PO + line identifiers supplied in the files.
Partial receipt is a standard purchasing workflow. Microsoft Business Central supports received quantities and partial receipts on individual purchase-order lines, while treating receipt and invoice posting as separate actions. Microsoft purchasing documentation.
Does “25 open” mean 25 were short-shipped?
No. It means the provided receipts leave 25 ordered units unaccounted for. Check the delivery schedule, shipment records and agreed order changes. If those units are due next week, the order is partially received. If a shipment document says 100 shipped but only 75 were counted, investigate with evidence beyond this arithmetic.
Can I add 40 each and 3 boxes?
Not directly. Confirm an item-specific conversion first, such as one box equals ten each, and preserve the source quantities. If the conversion is unknown, flag a unit mismatch. Receipt Gap requires matching units and does not infer box sizes or convert units for you.
Microsoft describes base units, alternate-unit quantity factors and rounding implications. The conclusion that boxes and each counts require a confirmed conversion follows from that unit model. Microsoft unit-of-measure documentation.
What if I include one receipt twice?
A repeated record is not another delivery. Reconcile duplicates before totaling. Receipt Gap rejects duplicate receipt ID + supplier + PO + line keys instead of silently adding or dropping them. Different identifiers for the same real delivery still need your review.
Are these separate receipts or cumulative snapshots?
Use one row per actual receipt, not one row per status report. If Monday’s report says 40 received to date and Friday’s report says 75 received to date, adding 40 + 75 produces a false total of 115. The Friday total already includes Monday’s receipt.
For the example above, the separate receipt quantities are 40 and 35. Use the original receipt records where possible. A difference between snapshots is not automatically a new receipt: corrections, returns or cancellations may also change the total. Receipt Gap expects individual receipts and cannot infer which kind of report you uploaded.
Does this establish what is invoiced or paid?
No. Ordered, received, invoiced and paid quantities or amounts answer different questions. This report neither approves invoices nor proves a refund, credit allocation or payment.
Use it for a small check or a repeat batch
The free tool handles up to 500 rows and 200 KB per input, with five successful non-sample runs per browser per day. The optional All Workflows Batch edition includes Receipt Gap with larger limits, reusable batch configurations and grouped report exports.
CSV calculations stay in the browser. The tool does not update inventory, close a PO or submit a supplier claim.