How Fixing a Receiving Mistake Works
Access requirements. You'll need edit access to the "Purchase orders" permission for that store — view-only access isn't enough to correct a received line.
Prerequisite: the purchase order must already be completed. This feature only applies to a purchase order that's finished receiving — it isn't the way to fix a line while the order is still in Draft, Ordered, or Receiving status, since those have their own live editing flow.
You have 30 days, not forever. A completed purchase order stays correctable for 30 days after completion — 60 days if you're Scotch staff. Once that window closes, there's no way to edit it yourself.
You can fix more than just the quantity. You can correct how much was actually received, the cost (per case, per unit, or as a single total), and even change which item a line refers to if it was matched to the wrong one.
A correction replays your stock history, not just the surface number. Saving a change recalculates your stock movements for that item starting from when it was originally received, so everything downstream — later counts, later sales — lines up correctly instead of just patching today's total.
Where to Access Each Feature
To… | Go to |
Find a completed purchase order | Stock management → Purchase orders → open the order |
Correct a received line item | Open the order → click the line's edit action |
Correcting a Received Line Item
Step 1
Click on "Stock management" in the left-menu bar, then click on "Purchase orders."
Step 2
Open the completed purchase order with the mistake on it.
Step 3
Find the item and click its edit action. If you don't see one, you're either past the 30-day (or 60-day) window or don't have edit access — see Troubleshooting below.
Step 4
If the line was matched to the wrong item entirely, click "Edit" next to the item name to search for and select the correct one.
Step 5
Choose whether you're correcting by the "Case" or by the individual item, then update "Cases received" or "Units received" to the actual amount.
Step 6
Update "Cost per case" or "Cost per unit" to what you actually paid — or enter the "Extended cost" directly if that's easier, and the per-case/per-unit numbers will follow. Compare "Margin (before)" and "Margin (after)" to sanity-check the correction before saving.
Step 7
Click "Update line item."
Note: your correction doesn't just change today's numbers — it recalculates stock movements for that item from the original receiving date forward. Give it a moment to finish in the background before you go looking for the updated totals.
Troubleshooting
There's no edit action on the line: either the purchase order is more than 30 days past completion (60 for Scotch staff), or your role doesn't have edit access to Purchase orders for that store. Neither has a self-service workaround — ask an admin about permissions, or reach out to support if you're past the window and the correction really matters.
You're past the window and need this fixed: Back Office won't let you edit the purchase order itself anymore. If the stock count itself is wrong, an inventory count can still correct your on-hand quantity going forward — but that only fixes the count, not the purchase order's own cost history. (Adjustments, elsewhere in Stock management, is just a read-only history log — it won't let you make a correction either way.)
You corrected a line and the numbers still look off: the correction reruns in the background rather than updating instantly. Wait a bit and check again before assuming something went wrong.
You changed which item a line points to: double-check the item you moved away from, too — its stock history gets recalculated as well, not just the one you corrected it to.