This page takes you from a procurement symptom to its cause and fix: a release that refuses to run, a goods receipt that won't receive, a bill that doesn't move the order, or an auto-order quantity you didn't expect. Most of these are guardrails working as designed, and the line counters on each document show you which one it is.
Problems are grouped by the stage of the buying process where you meet them: requisition, purchase order, inbound shipment, goods receipt, inspection, bill, matching and auto order. Each entry gives a short fix and links to the page that owns the full procedure.
Overview
Every procurement document passes quantities down the chain through line counters. A requisition line counts what went onto purchase orders. A purchase order line counts what went onto receipts (Receipt Quantity) and bills (Invoice Quantity). A goods receipt line counts what was billed and inspected. Each release action takes only the line's pending figure. When a release refuses to run, or does something you didn't expect, the answer is nearly always in one of these counters.
Three facts explain most surprises:
- Counters add up downstream quantities. They do not subtract cancelled quantity. Entering Cancelled Quantity on a purchase order line does not give the quantity back to its requisition or auto-order line.
- Posting to stock happens once per line. After a goods receipt line has been received into stock, later edits to it are saved on the line but not posted.
- Not every path keeps every link. A bill released from a goods receipt is linked to the receipt line but not to the order line, so the order's Invoice Quantity does not move. See match orders, receipts and bills.
How to diagnose a problem
- Read the message word for word. The headings below quote the messages exactly, with … where the message names a value.
- Open the source document and check the Pending columns on its lines (Pending Quantity, Pending Invoice Quantity or Pending Inspection Quantity). A release only takes what is pending.
- Open the Related tab on the record to see which downstream documents already used the quantity.
- If a button you expect is missing, check the document's Status. Release buttons show only in the states described on each document's page. Then check your security profile (see Permissions).
Requisitions
"At least one Requisition Line with quantity greater than zero is required to create Purchase Order."
Every line has already been released in full, or the requisition has no lines. Check Pending Quantity on each line. The transfer releases show the same message with Transfer in place of Purchase Order. See requisitions.
I cancelled the purchase order line, but the requisition line still shows nothing pending
Purchase Order Quantity on the requisition line adds up the Quantity of the order lines released from it. Cancelled Quantity on an order line does not reduce it. To make the quantity pending again, lower the order line's Quantity, or delete the order line while that is still allowed.
The requisition's release buttons are missing
They show only while Status is Draft and Total Pending Quantity is above zero. A Confirmed requisition has nothing left to release. If the requisition is in Draft and something is pending, your profile may lack the release actions.
The purchase order has no supplier
The requisition had no Supplier Account when it was released. Set the supplier on the purchase order before you release anything from it.
Purchase orders
"No pending quantities found in order lines to create goods receipt."
Every line's quantity is already on receipts or cancelled. The same message ending in shipment, purchase invoice or dealer order means nothing is left for that release. Open the order's Related tab to see the documents already released.
"Requested quantity (…) cannot exceed the pending quantity (…)."
A selective release (Selective Release Receipt, Selective Release Shipment, Selective Release Invoice, Selective Release Order and the others) asked for more than is pending on a line. Enter at most the pending quantity. "Requested quantity must be greater than zero." means a ticked line has no quantity entered.
The release buttons disappeared from the order
On the shipped record page they show only while Status is Draft and something is still to bill. If Status moved to Shipment, release the receipt from the shipment instead. If the stepper was moved by mistake, move it back to Draft. See purchase orders.
"Key fields are not editable once the related objects are added. Field Name : …"
Partner Account, Branch and Document Date cannot change on a saved order. Requisitions, receipts, shipments and bills have the same lock on their own key fields. Create a new document with the right values.
"There are downstream transaction. The minimum Quantity required is : …"
Receipts or returns already use that much of the order line, so you cannot lower its quantity below that figure. Use Cancelled Quantity to stop expecting the rest. Cancelled Quantity is not on the shipped line screens, so an administrator first adds it to the purchase order line's layout.
"Order Quantity … needs to be in multiple of the Lot Quantity … for Item '…'."
The item's planning attributes set a lot size, or a minimum or maximum order quantity. Order in the allowed steps, or ask an administrator to change the planning attributes. See procurement configuration.
"Credit limit exceeded for …"
Your open payables to this supplier are above the credit limit set for them. Settle open bills, or have the limit raised.
"Supplier Branch is required to create a dealer order."
Edit the order, set Supplier Branch to the supplier branch that should receive it, and choose Dealer Order again.
Inbound shipments
"At least one Shipment Line with quantity greater than zero is required to create Goods Receipt."
No shipment line has pending quantity left: everything has been released to receipts or cancelled. With Selective Release Receipt, at least one of the ticked lines must still have pending quantity. See inbound shipments.
I ticked one line but Release Receipt took all of them
Release Receipt always releases every pending line. Delete the receipt lines you did not want, which makes the shipment lines pending again, or use Selective Release Receipt.
"Please Enter the Serial Number for item'…'."
A pending shipment line has an asset-tracked item and no serial number. Open the line, select Edit, fill Serial Number, save, and release again.
In-transit stock is still showing after I cancelled
Cancelling does not reverse an in-transit entry that was already posted, and receiving moves only the received quantity out of transit. Cancel before you run Post Inventory where you can. The shipment page explains how to correct a line that has already been posted.
Goods receipts
"Supplier Quantity is required for Goods Receipt Lines before receiving."
A line that has not yet been received has no Supplier Quantity. Enter it on the line or in the Receive panel, then run Receive again. See goods receipts.
"All Goods Receipt Lines have already been posted to Inventory."
Every line you selected has already been received into stock. If more goods are coming, check the order for pending quantity and release a new receipt.
"Please Enter Serial Number for the serialised item."
An item with Track Asset switched on has no Serial Number on its line. Release Receipt does not copy serial numbers from shipment lines, so enter them on the receipt lines before you run Receive.
"Received quantity (…) cannot exceed the ordered quantity (…) for the purchase order line."
The supplier quantities across all receipts for this order line add up to more than was ordered, net of cancellation. Correct the supplier quantity, or increase the order quantity first.
"Product Lot was not selected for the transaction. This is required for Inventory posting."
A lot-tracked item reached posting without a lot. Select the lot on the receipt line, then run Receive again.
I changed a line after Receive, but the stock did not change
A line posts once. After it has an Inventory Ledger reference, changes to its quantities, cost, lot or location are saved but not posted. Record the difference with an inventory adjustment.
The line posted a different quantity than I counted
On a receipt released from a shipment or created by hand, Supplier Quantity is posted, not Received Quantity. On those receipts, correct the supplier quantity before you receive.
The order shows everything received, but the goods have not all arrived
Receipt Quantity on the purchase order line counts the quantity placed on goods receipts, not what was counted in. Releasing a receipt raises it before anyone runs Receive. Check Received Quantity on the receipt lines and the inventory ledger, not the order counter.
Post General Ledger ran but no journal appeared
General-ledger posting is not enabled for the receipt's company, or the receipt total is zero. Enable GL posting on the company, check the unit costs, and post again. "No GL account resolved for document header (Inventory)" or "for counterpart (Unbilled Receipt)" means the company has no active account of that type and no posting definition for goods receipts.
The Received Goods Receipt view is always empty
The shipped view filters on a Status value spelt Recieve, which no receipt carries. An administrator can change the view's filter to Receive. Until then, filter All Goods Receipts yourself.
Inspection
Received quantity isn't showing as available stock
If the item has Inspection On Receipt switched on, the received quantity is held in inspection and kept out of available stock until the inspection is complete. Run Inspection, record the findings on the inspection lines, then run Inspection Complete. See inspection lines.
"No Goods Receipt Line requires inspection."
None of the receipt's items has Inspection On Receipt, or nothing is pending inspection because it has not been received or was already sent to inspection. Check the item flag (procurement configuration) and Pending Inspection Quantity on the receipt lines.
"No Inspection Line found with pending completion."
Every inspection line on the receipt is already done. Nothing is held.
"Cost cannot be 0 or Negative"
The receipt line has no unit cost, so the inspection line created from it cannot be saved. Enter a unit cost above zero on the receipt line and run Inspection again.
Running Inspection again created a line with zero quantity
The receipt line has a damaged quantity, so its Pending Inspection Quantity never reaches zero. Delete the extra inspection line before you run Inspection Complete. Completing it would count the damaged quantity twice.
Bills
"No Goods Receipt Lines found to Release Bill."
No receipt line has Pending Invoice Quantity above zero. Either everything received has been billed, or Received Quantity was never entered. Receipts released from a shipment keep their quantity in Supplier Quantity, so enter Received Quantity on their lines too.
A bill released from a goods receipt has lines with zero quantity
Release Bill creates a bill line for every line of the receipt, including lines that are already fully billed. Delete the zero-quantity lines before posting. See supplier bills.
The bill's unit cost differs from the purchase order
Released item lines are priced from the bill's price list, not copied from the order. Change Unit Cost to what the supplier invoiced. Don't change the line's Price List or Price As On Date afterwards, because that reprices it again.
"No GL account resolved for line '…' (Expense). Configure a PostingDefinition or a chart-of-accounts default."
Posting could not find a debit account for that line. Set GL Account on the line, or ask an administrator to add a posting definition or the chart's default account. The same message naming tax, Accounts Payable or RCM GST payable names the missing account.
"Bill '…' has a posted GL journal and cannot be deleted. Reverse or un-approve it first."
The bill has been posted. Correct it through its lines instead: saving a line re-posts the journal. Edit is hidden on a posted bill's header by design.
Post General Ledger completes but no journal appears
General-ledger posting is not enabled for the bill's Partner Account. An administrator enables finance for the company in Org Settings → Companies.
GL Posting Type offers no values
The shipped picklist is empty. Set GL Account on the line, or ask an administrator to add the values your posting needs. See supplier bills.
Matching orders, receipts and bills
The order still shows quantity to bill after the bill was entered
A bill line moves the order line's Invoice Quantity only when it carries the order-line link, its Purchase Order Line field. Release Bill on a goods receipt sets only the receipt-line link, and a bill keyed in by hand has neither. Release Invoice and Selective Release Invoice on the order set the order-line link and, where receipt lines still have quantity to bill, the receipt-line link too. The order's counter cannot be corrected from the bill. Do not release another bill from the order for the same goods.
The same goods were billed twice
Release Bill was run on the receipt, and later Release Invoice on the order. The receipt-side bill did not reduce the order's Pending Invoice Quantity, so the order released the same quantity again. Delete the duplicate bill before it is posted. From then on, bill from the order only. Clone on a bill causes the same double count, because the copy keeps every line's order and receipt links. See match orders, receipts and bills.
The Unbilled Receipt account does not clear
A bill line clears it only when the line is linked to a receipt line and has no GL account or posting definition of its own. Bills keyed in by hand, or released from an order before anything was received, debit inventory or expense instead. Value differences between the receipt and the bill also stay on the account. xMatix does not post a price-variance entry.
Auto orders
Generate Lines finished but the Lines tab is empty
No item qualified. For Minimum Stock Level, there are no planning rows for the branch, or every item is at or above its minimum. For Forecasting, no planning rows match the branch and partner account, or every projected position is above its reorder point. For Replenish, nothing has been allocated at the branch since its last Replenish order. For Back Order, no fulfilment line still owes unbought stock. On every type, the ABC and FSN item filters may have removed everything. See auto-order.
A Forecasting suggestion has an unexpected quantity
Don't guess: a Forecasting line stores every input it used. Recompute it from the line's snapshot:
projected = available + stock in transit + pending purchase orders
− purchase requisitions − open sale orders
reorder point = lead time × average consumption + minimum order quantity
suggested = maximum order quantity − projected (only when projected ≤ reorder point)One of these is nearly always the answer:
- A pipeline term is zero. Each term counts only when its switch is on in the auto order's settings, and any shipment, purchase order, requisition or sale order line can opt out with Exclude In Auto Order.
- Lead time or average consumption is out of date. The reorder point moves with them. Update the item's planning attributes.
- The maximum order quantity is wrong. The suggestion fills up to the maximum, so a high maximum inflates every suggestion.
- Several planning rows match the item. Rows for the branch and rows with no branch both match, and their figures are averaged. Correct or remove the row you forgot about.
Minimum Stock Level and Replenish lines leave the snapshot at zero, so this check applies to Forecasting lines only. See how Forecasting projects the pipeline.
The purchase order has different quantities from the Quantity column
The purchase order takes Derived Quantity, which is the suggested quantity plus any open order quantity, not Quantity. Use Selective Order to order less, or change Suggested Quantity to order more.
Every Unit Cost is zero, or quantities are smaller than the rule should give
A zero cost means the order's price list has no rule for the items: fix the price list and run Generate Lines again. Smaller quantities usually mean a Fit to budget amount below the priced total, which scales every priced line down. Raise or clear the budget.
I regenerated a worksheet after ordering from it
Nothing locks an auto order after a purchase order is raised, and Generate Lines replaces all its lines, including the lines the purchase order points at. Don't regenerate a worksheet you have ordered from. Start a new auto order for the next cycle.
Example
A buyer receives 40 cartons against a purchase order for 50 and enters the supplier's invoice by running Release Bill on the goods receipt. A week later the order still shows a Pending Invoice Quantity of 50, so a colleague runs Release Invoice on the order and posts the result.
Working through the diagnosis:
- The order line shows Receipt Quantity 40 and Invoice Quantity 0, although a bill exists.
- The first bill's lines have a goods receipt line but an empty Purchase Order Line, so that bill never moved the order counter.
- The second bill bills all 50 from the order line. The 40 received cartons have now been billed twice.
The fix is to delete the second bill if it has not been posted. If it has been posted, correct its lines as described in supplier bills. The team then agrees to bill from the order only.
Training
Practice exercise
In a sandbox, raise a purchase order for 10 units of a stock item and choose Release Receipt. On the new goods receipt, run Release Bill before receiving anything. Expected result: "No Goods Receipt Lines found to Release Bill.", because Received Quantity is still empty. Now run Receive, tick the line, check that Supplier Quantity and Received Quantity both show 10, and confirm. Run Release Bill again. Expected result: a bill for 10 is created. Run Release Bill a third time. Expected result: the same refusal, because everything received is now billed. Finally, open the purchase order line. Expected result: Receipt Quantity shows 10 but Invoice Quantity is still 0, because a bill released from the receipt has no order-line link.
Quick reference
- A release takes only the Pending quantity on each line.
- Cancelled quantity does not flow back to requisition or auto-order lines.
- Receipt Quantity on an order line counts quantity placed on receipts, not counted stock.
- A received receipt line never re-posts; use an inventory adjustment.
- Bill from the order (Release Invoice) if you want the order's Invoice Quantity to move.
- Inspection holds stock out of available until Inspection Complete.
- Never regenerate an auto order you have already ordered from.
Permissions
Each release, receive, inspection and posting button is a server action. To run it, your security profile needs the action granted on its Actions tab. Creating, editing and deleting documents follows the profile's access to that entity. A user without the grant cannot run the action. An administrator changes grants in security profiles. Each document page lists the actions it uses and the shipped profiles that have them.
Configuration
Several problems above are fixed by an administrator, not by the user:
- Item flags (Inspection On Receipt, Track Asset, lot tracking) and inventory planning attributes (lot size, minimum and maximum order quantity, lead time, average consumption): procurement configuration.
- Cancelled Quantity on purchase order lines, the Recieve filter on the Received Goods Receipt view, and the release buttons on a record page: Design Studio layouts and views. See design a form layout.
- GL posting and accounts for receipts and bills: the company's finance settings and posting definitions. See supplier bills.
Common questions
Why does a release say nothing is pending when the document looks open?
Release actions read the pending figure on each line, not the header status. A line is pending only while its quantity is greater than what downstream documents already carry, minus anything cancelled. Open the record's Related tab: the receipts, shipments or bills listed there are using the quantity. If one of them was created by mistake, delete its lines while that is still allowed, then check the counter again. The header Status is not worked out from these counters, so a Draft status does not mean the lines still have quantity pending.
Can I undo a goods receipt that has been received into stock?
Not from the receipt. Once a line has been received, it holds an inventory ledger reference and is never posted again, and a line with received quantity cannot be deleted. Record the correction with an inventory adjustment. For quantities that will never arrive, set Cancelled Quantity on the order line, after an administrator has added it to the layout, so the order stops expecting them.
Does xMatix block a bill that doesn't match the order or receipt?
No. There is no automatic tolerance check or match block on posting. Quantities are guarded by the release counters, but prices are not: a bill's unit cost comes from its price list, and you can change it. Compare the bill lines with the supplier's invoice before you post. Differences in value stay on the Unbilled Receipt account. See match orders, receipts and bills for the manual matching procedure.