Part of the order arrived. Where is the rest?

Ten ordered, six recorded as received

Suppose a purchase order line covers ten identical units. The agreed delivery date has passed. In the data retrieved that morning, the warehouse has posted receipt of six units. The records concern one line and use the same unit of measure; there has been no cancellation or receipt reversal. Four units therefore remain to be received: ten ordered minus six recorded as received.

A report that checks only whether the order has any receipt can leave the whole order out. The buyer sees other outstanding orders, while this one still has a balance to investigate. A useful view shows the specific line, the four remaining units, and a link to the receipt for six. It also identifies the buyer handling the order and when the data was retrieved.

The employee now has a concrete question for the warehouse: did the remaining four units arrive without the receipt being posted yet? A missing record does not establish that the goods are physically absent. If the warehouse confirms that they arrived, it can investigate the missing entry. If it is still waiting for them, the buyer can contact the supplier about that part of the order.

When another receipt is posted, the next report refresh includes the new quantity. The morning view still describes the records at the time they were retrieved. A visible update time helps employees understand why an order they have just opened may show more receipts than the earlier list.

A working list for purchasing and the warehouse

The buyer needs to find outstanding quantities without opening every order individually. The warehouse needs to reach the line it is being asked about. The report should therefore link each row to the order and its posted receipts. A list of supplier names labeled “incomplete delivery” would leave employees with most of the searching.

The warehouse's response also needs to stay with the line being investigated. A short note lets a colleague see whether someone is checking a missing posting or the buyer is waiting for a supplier's reply. A shared view is particularly useful when the report currently circulates as several copies of a spreadsheet.

If the delivery already needs further questions to the carrier, see our article on following up on delayed B2B deliveries.

Check the ERP's records and existing views first

Your system may already support partial receipts. Microsoft describes receiving part of a purchase order quantity in Business Central. The recorded quantity received can be lower than the quantity ordered. Ask your administrator whether the purchasing report uses those records at the line level.

If the ERP already shows outstanding quantities alongside receipts, an appropriate view for buyers may be enough. Where employees export records and subtract quantities in a spreadsheet every day, a report can perform that comparison using agreed rules. An additional connection is needed if orders and receipts reside in separate applications.

An ordinary report can subtract recorded received quantities from ordered quantities. AI is worth considering when employees also need help reading unstructured delivery messages alongside that report.

What to commission from Syntalith

If buyers reconstruct outstanding quantities in a spreadsheet each morning, a proposed Syntalith project connects purchase order lines with receipts and the buyer responsible. Employees receive a list of quantities to investigate, with the records they need for a conversation with the warehouse.

The initial scope can cover one warehouse or purchasing team. Employees identify where they record orders and receipts and how they retain explanations. Syntalith builds the necessary connection and view using data from the existing systems. The scope can also include a shared place for warehouse replies if those currently remain in private correspondence.

For a conversation about automating delivery reporting, describe the last order whose outstanding balance disappeared from your list. Explain how the buyer found it and what they had to check with the warehouse. See Syntalith's pricing page for pricing information.