Billed Not Received: billed quantities exceed recorded receipts

Quick summary: Billed Not Received shows purchase order lines where billed quantity exceeds received quantity. Check the bill’s order link, the actual delivery, and the receipt record. For missing goods, agree a delivery or an appropriate credit note with the supplier.

Open Billed Not Received in Odoo

When to use the report

Open Accounting > Review > Purchases > Billed Not Received. Review it regularly, preferably weekly, and at least at the end of every month.

An entry means billed quantity > received quantity. “Received” refers to goods or completed services, not receipt of the supplier’s bill. If the bill covers 10 units and the receipt covers 7, investigate the difference of 3 units.

The report does not confirm payment. A difference can be justified when the supplier bills before delivery by agreement.

Before you start

Gather the supplier bill, order, delivery note, receipt documents, returns, and credit notes. Inventory checks the goods actually received; purchasing checks the agreed scope and delivery date.

Check the entry

Select the review date with As of, using the last day of the month for month-end. Check the company and filters.
Expand the supplier and compare Billed and Received in the same unit of measure.
Click the entry to open its order. Review all related bills, receipts, returns, and credit notes.
Check bill status. Drafts can affect billed quantity; establish whether the document is an actual supplier bill or an unchecked draft.
With inventory, compare the delivery note and actual received quantity. Check every line of a partial delivery: it may contain only some units or omit entire ordered products.
Choose the appropriate action below.

1. The bill is linked to the wrong order or line

This can happen when ordering the same product repeatedly from one supplier or when a bill covers several orders.

Compare the order and delivery note references on the supplier’s bill with the linked Odoo documents.
Check the product, company, unit of measure, and quantity. Find the order to which the bill belongs.
Ask the bill owner to remove the incorrect link and link the correct line. For unlinked lines, use Purchase Matching.
If Match (Keep Price) is available, select one bill line and one correct order line. The bill’s quantity, price, and discount remain, but its product and unit of measure come from the order; verify the units first.
Check both orders afterward. If a posted bill cannot be corrected appropriately, accounting must choose the permitted correction process.

Do not create a second bill with the same supplier reference or record a fictitious receipt on the wrong order.

2. Goods have not arrived or the delivery omits billed lines

Check the agreed delivery date, dispatch notice, delivery note, and any partial deliveries.
If delivery is not yet due and advance billing is agreed, record the expected date and follow-up owner. Do not confirm a receipt yet.
If goods are missing or the delivery is incomplete, send the supplier the order, bill, and missing lines or quantities. Request an investigation and a delivery date for the remainder.
If the supplier will not deliver the missing items, request a credit note or another appropriate correction to the supplier document.
When goods arrive, record the actual receipt. When a credit note arrives, accounting checks it, links it to the correct documents, and posts it.

For a disputed bill, agree how to handle the bill or payment with accounting. The report does not automatically hold payment.

3. Goods arrived, but the Odoo receipt is missing or incomplete

Check whether the receipt is still open, only a partial quantity was validated, or the remainder was recorded on another document.
Using the delivery note and verified goods, inventory enters the actual products and quantities and validates the correct receipt with Validate.
If the receipt was recorded on the wrong order, inventory makes a traceable correction to both records and checks stock and valuation impacts.
For a partial receipt, retain an open delivery for the remainder only if it is still expected.

Do not validate a receipt solely from the bill. If the receipt was correctly recorded but the goods were later lost in your warehouse, investigate stock and the loss; that is not a missing supplier receipt.

4. The supplier billed too much or we entered the bill incorrectly

Compare Odoo with the original bill. Check quantity, product, unit of measure, duplicate bills, and duplicate lines.
If the error is in draft entry, correct the draft to match the original document and review it again.
If the original bill exceeds what was agreed or sent, request an explanation and an appropriate credit note or corrected supplier document.
For a posted document, accounting uses the permitted correction process. The credit note must reflect the correct product, quantity or price adjustment, and order link.

Do not increase received quantity to match an incorrect bill.

5. We returned goods but have not received the credit note

A return can reduce received quantity while the original bill still covers the full delivery.

Check the validated return, quantity, reason, and link to the original receipt.
Establish whether replacement goods or a credit note are expected. For a replacement, record the new delivery date; do not create another bill for a quantity already billed.
For a final return, obtain the supplier’s credit note. If it is already in Odoo, check its link, quantities, date, and status.
Accounting posts the credit note and arranges appropriate settlement against the bill.

6. The service is not completed or its receipt is unrecorded

Check the contract and completion evidence. If the service was performed, the responsible person records the actual received quantity. If not, record the agreed deadline or request completion or a billing correction. For services billed for future periods, accounting assesses the appropriate deferral.

Example and result check

Supplier Example Packaging Ltd bills 100 boxes. The delivery note and validated receipt show 80. Inventory confirms the other 20 were not in the shipment. Purchasing sends a claim to the supplier. The supplier can deliver the missing 20 boxes or issue a credit note for 20; until then, document the difference with an owner and deadline.

After the action, refresh the report at the same date and check today’s position. A later delivery or credit note can resolve today’s difference while the difference correctly remains at a date before that event.

At month-end, give accounting every remaining difference and its evidence. The purchase amount displayed is not always the value of the quantity difference; check billing rules and actual documents. Do not change dates merely to remove an entry.

The report covers orders from approximately the year before the selected date. For historical reviews, check For the Last 365 Days and review older orders separately. See the overview of all four reports.