Warning message when receiving more than on PO

I can share additional information about that pop-up message, mce2.

By default, QuickBooks will prompt you a warning if the item you've received exceeds the original quantity in the purchase order. The purpose of this message is to remind you that the quantity you've entered is greater than the quantity in the PO. You can just regard it upon entering your item receipts.

On the other hand, if the items you've received are lesser than the proposed quantity, QuickBooks will link the next item receipt to the purchase order until the original quantity is met. This process is called backorder tracking.

For example, the PO calls for a quantity of 10, but you only receive 7. The program will recognize there are still 3 remaining items that need to be entered until the purchase order is fulfilled.

Additionally, I recommend reading this article to help manage your payables and track the money you owe your vendors: Accounts Payable workflows in QuickBooks Desktop.

I'm just a comment away if you have any other concerns or questions about this topic. Stay safe and have a great rest of the day.

Thank you for the reply. 

We have tested the same steps on a version of Quickbooks Premier and did not receive the warning message when adjusting the quantity to a greater amount than on the PO. I have also contacted QB support and they followed the same steps on a version of Quickbooks Enterprise to try to recreate the warning message, and they also did not receive the error. Do you know why we were able to adjust the quantity then? 

What is causing the warning message on the version we are using?

I've come to share further details and guide you in resolving the message you've received while adjusting the quantity of an item in QuickBooks Desktop (QBDT), @mce2. 

You're able to adjust the quantity even with the warning message by disregarding it upon entering your item receipts. Then, you may have a minor data issue with your company file that's why you've experienced the said unusual response. You're able to fix this by making sure the QBDT software you have is updated to its latest release.

After that, you can utilize built-in tools (i.e., Verify and Rebuild) to automatically fixes any suspected data damage. Here's how:

1. Go to the File menu.
2. Select Utilities, then choose Rebuild Data.
3. On the QuickBooks Information window, select OK.
4. Follow the onscreen steps to save a backup.
5. Let the tool repair your file. 
6. When the tool finishes, select OK.
7. Go to the File menu.
8. Select Utilities, then choose Verify Data.
9. Let the tool check your file for data issues.

In case the issue persists, I'd recommend performing other solutions provided in this article: Fix data damage on your QuickBooks Desktop company file.

In the meantime, I'm adding this article to further guide you in tracking your business expenses and the money you owe your vendors using QBDT: Accounts Payable workflows in QuickBooks Desktop. It includes topics about paying bills that have a purchase order and the ones that don't have.

Let me know how it goes in the comments below. If you have other concerns about managing your item quantities and purchase order transactions in QBDT, I'm just around to help. Take care always.

We have followed your steps and chose the option to Rebuild Data - we did not have any data issues. We are still receiving the warning message when we are receiving more than what's on the PO. We are not trying to under-receive or pay bills, we are simply just trying to adjust the quantity to a larger amount than on the PO.

Also, you had stated "You're able to adjust the quantity even with the warning message by disregarding it upon entering your item receipts." - we are not able to do this. The message cannot be ignored, the only option is to click Okay, and the quantity resets to the original amount that was on the PO. 

Are there any specific configuration settings that are involved in stopping over receipts?

I can shed a light on that, mce2.

Yes, there is. That warning message occurs once you've turned on the Enhanced Inventory Receiving option. This feature separates your item receipts from bills and creates a new process for receiving and paying items. 

Please take note that we're unable to turn off this option anymore once it's toggled. You may need to adjust the proposed quantity in the purchase order to match the item you've received. This way, you'll be able to save the item receipt. Here's how:

1. Select Vendor from the top menu bar.
2. Go to Vendor Center, then click the Transactions tab.
3. Select Purchase Orders, then open the appropriate PO.
4. Adjust the amount to match the items you've received.
5. Click Save & Close, then select Yes to confirm the changes.
6. Once done, you can now enter the item receipts again.

In addition, I recommend reading our  Accounts Payable Workflow Guide to help track the money you owe your vendors.

Don't hesitate to add a comment below if you need more help in managing your inventories. I'll be more than happy to assist you again.