Hi All,

We have a PO (single PO line for an item) that has been fully receipted, invoiced and paid. PO is closed.

The items have been found to be faulty, and have now been returned (In Maximo, Return of the items have been marked on the Closed PO).

Now when I try to create a credit invoice with negative quantity and approve it, Maximo throws the error 

"Cannot approve invoice because there are no matching receipts for line 1 of purchase order".

Am I perhaps missing a step here?

@Craig Kokay  @Andrzej Więcław @Hugues LOMBARD    any help would be appreciated. Thanks!

Hi All,

We have a PO (single PO line for an item) that has been fully receipted, invoiced and paid. PO is closed.

The items have been found to be faulty, and have now been returned (In Maximo, Return of the items have been marked on the Closed PO).

Now when I try to create a credit invoice with negative quantity and approve it, Maximo throws the error 

"Cannot approve invoice because there are no matching receipts for line 1 of purchase order".

Am I perhaps missing a step here?

Hi Tom,

it seems like you're doing it right with maybe one exception...

I followed your steps and was able to credit an item on closed PO. One small, but perhaps important detail, is that when you're creating CREDIT invoices all your quantities should be positive while in the DB they are "reversed" (ref. @Andrew Jeffery's Maximo Manage – Purchase Maximo Secrets article: "When you receive a credit note the original invoice can be referenced and the debit note can be cancelled. For a credit note the values entered are all positive on the credit note but the values in the database will be negative.")
What I did was exactly as described in this tech-note and then I created a new invoice like below and used Copy PO Lines action to get the right invoice line details. I managed to save and approve the invoice.

Could this be the reason why you're not able to credit the return?

------------------------------
Andrzej Więcław
Maximo Technical SME
Naviam
Wrocław, Poland

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Original Message:
Sent: Thu April 16, 2026 01:45 AM
From: Tom M
Subject: Invoice Credit Notes

@Craig Kokay  @Andrzej Więcław @Hugues LOMBARD    any help would be appreciated. Thanks!

------------------------------
Tom M

Original Message:
Sent: Wed April 15, 2026 07:00 AM
From: Tom M
Subject: Invoice Credit Notes

Hi All,

We have a PO (single PO line for an item) that has been fully receipted, invoiced and paid. PO is closed.

The items have been found to be faulty, and have now been returned (In Maximo, Return of the items have been marked on the Closed PO).

Now when I try to create a credit invoice with negative quantity and approve it, Maximo throws the error 

"Cannot approve invoice because there are no matching receipts for line 1 of purchase order".

Am I perhaps missing a step here?

------------------------------
Tom M
------------------------------

Thanks, Andrzej.  It did work for me as well.

In this instance, we returned the items (hence the change was on the quantity).

However, what if there were no changes to the quantity, and its only the unit price that has changed?

In other words, the original PO and Invoice had 5 items at $25 each and the Credit note now says 5 items at $20 each.

Given that the original PO is now closed, how would we make this price adjustment, and then link it to a credit invoice?

Thanks & Regards

------------------------------
Tom M

Original Message:
Sent: Thu April 16, 2026 02:24 AM
From: Andrzej Więcław
Subject: Invoice Credit Notes

Hi Tom,

it seems like you're doing it right with maybe one exception...

I followed your steps and was able to credit an item on closed PO. One small, but perhaps important detail, is that when you're creating CREDIT invoices all your quantities should be positive while in the DB they are "reversed" (ref. @Andrew Jeffery's Maximo Manage – Purchase Maximo Secrets article: "When you receive a credit note the original invoice can be referenced and the debit note can be cancelled. For a credit note the values entered are all positive on the credit note but the values in the database will be negative.")
What I did was exactly as described in this tech-note and then I created a new invoice like below and used Copy PO Lines action to get the right invoice line details. I managed to save and approve the invoice.

Could this be the reason why you're not able to credit the return?

------------------------------
Andrzej Więcław
Maximo Technical SME
Naviam
Wrocław, Poland

If this post was helpful, please click the Like button to let others know.

Original Message:
Sent: Thu April 16, 2026 01:45 AM
From: Tom M
Subject: Invoice Credit Notes

@Craig Kokay  @Andrzej Więcław @Hugues LOMBARD    any help would be appreciated. Thanks!

------------------------------
Tom M

Original Message:
Sent: Wed April 15, 2026 07:00 AM
From: Tom M
Subject: Invoice Credit Notes

Hi All,

We have a PO (single PO line for an item) that has been fully receipted, invoiced and paid. PO is closed.

The items have been found to be faulty, and have now been returned (In Maximo, Return of the items have been marked on the Closed PO).

Now when I try to create a credit invoice with negative quantity and approve it, Maximo throws the error 

"Cannot approve invoice because there are no matching receipts for line 1 of purchase order".

Am I perhaps missing a step here?

------------------------------
Tom M
------------------------------

Hi Tom,

this is starting to get beyond my expertise. I think we need to call for backup :-) - @Andrew Jeffery, could you fill in?

Thanks, Andrzej.  It did work for me as well.

In this instance, we returned the items (hence the change was on the quantity).

However, what if there were no changes to the quantity, and its only the unit price that has changed?

In other words, the original PO and Invoice had 5 items at $25 each and the Credit note now says 5 items at $20 each.

Given that the original PO is now closed, how would we make this price adjustment, and then link it to a credit invoice?

Thanks & Regards

------------------------------
Tom M

Original Message:
Sent: Thu April 16, 2026 02:24 AM
From: Andrzej Więcław
Subject: Invoice Credit Notes

Hi Tom,

it seems like you're doing it right with maybe one exception...

I followed your steps and was able to credit an item on closed PO. One small, but perhaps important detail, is that when you're creating CREDIT invoices all your quantities should be positive while in the DB they are "reversed" (ref. @Andrew Jeffery's Maximo Manage – Purchase Maximo Secrets article: "When you receive a credit note the original invoice can be referenced and the debit note can be cancelled. For a credit note the values entered are all positive on the credit note but the values in the database will be negative.")
What I did was exactly as described in this tech-note and then I created a new invoice like below and used Copy PO Lines action to get the right invoice line details. I managed to save and approve the invoice.

Could this be the reason why you're not able to credit the return?

------------------------------
Andrzej Więcław
Maximo Technical SME
Naviam
Wrocław, Poland

If this post was helpful, please click the Like button to let others know.

Original Message:
Sent: Thu April 16, 2026 01:45 AM
From: Tom M
Subject: Invoice Credit Notes

@Craig Kokay  @Andrzej Więcław @Hugues LOMBARD    any help would be appreciated. Thanks!

------------------------------
Tom M

Original Message:
Sent: Wed April 15, 2026 07:00 AM
From: Tom M
Subject: Invoice Credit Notes

Hi All,

We have a PO (single PO line for an item) that has been fully receipted, invoiced and paid. PO is closed.

The items have been found to be faulty, and have now been returned (In Maximo, Return of the items have been marked on the Closed PO).

Now when I try to create a credit invoice with negative quantity and approve it, Maximo throws the error 

"Cannot approve invoice because there are no matching receipts for line 1 of purchase order".

Am I perhaps missing a step here?

------------------------------
Tom M
------------------------------

Thanks for that, Andrzej. 
@Andrew Jeffery  I have gone through a number of your articles, but a price adjustment for inventory items via a Credit Invoice doesn't seem to be mentioned anywhere.

Perhaps the way forward is to return all the items on the closed PO, and then raise a new PO with the correct unit cost. Raise a new invoice

(and of course, the original invoice to be fully reversed).

Hi Tom,

this is starting to get beyond my expertise. I think we need to call for backup :-) - @Andrew Jeffery, could you fill in?

Thanks, Andrzej.  It did work for me as well.

In this instance, we returned the items (hence the change was on the quantity).

However, what if there were no changes to the quantity, and its only the unit price that has changed?

In other words, the original PO and Invoice had 5 items at $25 each and the Credit note now says 5 items at $20 each.

Given that the original PO is now closed, how would we make this price adjustment, and then link it to a credit invoice?

Thanks & Regards

------------------------------
Tom M

Original Message:
Sent: Thu April 16, 2026 02:24 AM
From: Andrzej Więcław
Subject: Invoice Credit Notes

Hi Tom,

it seems like you're doing it right with maybe one exception...

I followed your steps and was able to credit an item on closed PO. One small, but perhaps important detail, is that when you're creating CREDIT invoices all your quantities should be positive while in the DB they are "reversed" (ref. @Andrew Jeffery's Maximo Manage – Purchase Maximo Secrets article: "When you receive a credit note the original invoice can be referenced and the debit note can be cancelled. For a credit note the values entered are all positive on the credit note but the values in the database will be negative.")
What I did was exactly as described in this tech-note and then I created a new invoice like below and used Copy PO Lines action to get the right invoice line details. I managed to save and approve the invoice.

Could this be the reason why you're not able to credit the return?

------------------------------
Andrzej Więcław
Maximo Technical SME
Naviam
Wrocław, Poland

If this post was helpful, please click the Like button to let others know.

Original Message:
Sent: Thu April 16, 2026 01:45 AM
From: Tom M
Subject: Invoice Credit Notes

@Craig Kokay  @Andrzej Więcław @Hugues LOMBARD    any help would be appreciated. Thanks!

------------------------------
Tom M

Original Message:
Sent: Wed April 15, 2026 07:00 AM
From: Tom M
Subject: Invoice Credit Notes

Hi All,

We have a PO (single PO line for an item) that has been fully receipted, invoiced and paid. PO is closed.

The items have been found to be faulty, and have now been returned (In Maximo, Return of the items have been marked on the Closed PO).

Now when I try to create a credit invoice with negative quantity and approve it, Maximo throws the error 

"Cannot approve invoice because there are no matching receipts for line 1 of purchase order".

Am I perhaps missing a step here?

------------------------------
Tom M
------------------------------

To be honest Tom I am a bit lost as to what the problem is. The thread started on one subject and seems to have morphed into something else.

The process I would use for the original question of what to do when you return items after the PO is closed and fully invoiced should be:

• Use Receiving to Return a quantity of item
• In Invoices create a Debit Note informing vendor of the return and asking for a credit note
• In Invoices when Credit Note received from vendor reference the debit note

If this is not working I would suggest raising an IBM Support call and ask them to explain the correct process and whether the error you are finding is valid or a defect.

With regard to Credit Note processing and reducing the inventory cost, can you raise a new question on the community.

Regards - Andrew

Thanks for that, Andrzej. 
@Andrew Jeffery  I have gone through a number of your articles, but a price adjustment for inventory items via a Credit Invoice doesn't seem to be mentioned anywhere.

Perhaps the way forward is to return all the items on the closed PO, and then raise a new PO with the correct unit cost. Raise a new invoice

(and of course, the original invoice to be fully reversed).

Hi Tom,

this is starting to get beyond my expertise. I think we need to call for backup :-) - @Andrew Jeffery, could you fill in?

Thanks, Andrzej.  It did work for me as well.

In this instance, we returned the items (hence the change was on the quantity).

However, what if there were no changes to the quantity, and its only the unit price that has changed?

In other words, the original PO and Invoice had 5 items at $25 each and the Credit note now says 5 items at $20 each.

Given that the original PO is now closed, how would we make this price adjustment, and then link it to a credit invoice?

Thanks & Regards

------------------------------
Tom M

Original Message:
Sent: Thu April 16, 2026 02:24 AM
From: Andrzej Więcław
Subject: Invoice Credit Notes

Hi Tom,

it seems like you're doing it right with maybe one exception...

I followed your steps and was able to credit an item on closed PO. One small, but perhaps important detail, is that when you're creating CREDIT invoices all your quantities should be positive while in the DB they are "reversed" (ref. @Andrew Jeffery's Maximo Manage – Purchase Maximo Secrets article: "When you receive a credit note the original invoice can be referenced and the debit note can be cancelled. For a credit note the values entered are all positive on the credit note but the values in the database will be negative.")
What I did was exactly as described in this tech-note and then I created a new invoice like below and used Copy PO Lines action to get the right invoice line details. I managed to save and approve the invoice.

Could this be the reason why you're not able to credit the return?

------------------------------
Andrzej Więcław
Maximo Technical SME
Naviam
Wrocław, Poland

If this post was helpful, please click the Like button to let others know.

Original Message:
Sent: Thu April 16, 2026 01:45 AM
From: Tom M
Subject: Invoice Credit Notes

@Craig Kokay  @Andrzej Więcław @Hugues LOMBARD    any help would be appreciated. Thanks!

------------------------------
Tom M

Original Message:
Sent: Wed April 15, 2026 07:00 AM
From: Tom M
Subject: Invoice Credit Notes

Hi All,

We have a PO (single PO line for an item) that has been fully receipted, invoiced and paid. PO is closed.

The items have been found to be faulty, and have now been returned (In Maximo, Return of the items have been marked on the Closed PO).

Now when I try to create a credit invoice with negative quantity and approve it, Maximo throws the error 

"Cannot approve invoice because there are no matching receipts for line 1 of purchase order".

Am I perhaps missing a step here?

------------------------------
Tom M
------------------------------

Hi All,

We have a PO (single PO line for an item) that has been fully receipted, invoiced and paid. PO is closed.

The items have been found to be faulty, and have now been returned (In Maximo, Return of the items have been marked on the Closed PO).

Now when I try to create a credit invoice with negative quantity and approve it, Maximo throws the error 

"Cannot approve invoice because there are no matching receipts for line 1 of purchase order".

Am I perhaps missing a step here?