What it does
When this setting is on, Luminous blocks saving a vendor bill that charges a purchase order line for more units than have been received and not yet billed. If a bill would exceed what is available, the error message names the affected line item and shows exactly how many units can still be billed.
Turning it on
- Go to Settings → Purchase Orders.
- Turn on Require receipt before billing PO items.
- Click Save Settings (top right).
The guard takes effect immediately for all new bills and edits. Existing bills that were already saved are not retroactively blocked, but you cannot increase the quantity on an over-billed line while the setting is on.
What is checked
For each product line on the bill that references a purchase order line, Luminous compares:
- Requested — the total quantity across all lines on this bill that reference the same PO line.
- Available — whichever is greater: (a) units received on that PO line but not yet billed on any other bill, or (b) units covered by a verified receiving-report line directly tagged to the bill line.
If Requested exceeds Available on any PO line, the bill is rejected.
What is never blocked
- Freight, duty, service, adjustment, or other lines that are not tied to a purchase order line.
- Deposits and prepayments (handled by a separate flow).
- Bills created directly from a receiving report or an inbound shipment (those are already receipt-scoped).
What happens when you create a bill from a PO
With the setting on, the 'Create Bill for this PO' prefill automatically shows only lines that have received-but-unbilled quantity, and pre-fills the receivable quantity rather than the ordered quantity. Lines with nothing left to bill are omitted from the prefill.
Edge cases
- Multi-receipt bills: if you create a single bill that covers several receiving reports and each line carries its own receipt reference, the guard credits each line's receipt coverage individually before checking the total — so lines from one receipt do not accidentally constrain lines from another receipt on the same PO line.
- Manual line add: if you add a product line using the generic 'Add line' search (rather than the PO prefill), Luminous automatically tags it with the matching PO line so the guard still applies.
- Pre-existing over-billed bills: a bill that was over-billed before you turned the setting on can still be edited (for example, to update notes or reduce a quantity) as long as you do not increase the quantity on the over-billed line.
Troubleshooting
| Message | What to do |
|---|---|
| 'Cannot bill more than has been received' | Receive the goods first via a Receiving Report, then return to the bill. Or reduce the quantity to what is available. |
| Prefill is missing lines | Those lines have no received-but-unbilled quantity on the PO. Receive the remaining goods or check whether a prior bill already covered them. |