Purchase Order Close Utility

Menu Path: Purchasing $Images\bluerarw.gif$ Purchase Processing $Images\bluerarw.gif$ Utilities $Images\bluerarw.gif$ Purchase Order Close Utility

Purpose

Close purchase orders when no more receipts are expected.

Overview

Use Purchase Order Close Utility to close a purchase order only if a purchase order has open items that will never be filled.

Example A purchase order for 100 each of product ABC is sent to Supplier X. Supplier X ships 99 each and considers the purchase order closed (they do not backorder the remaining 1 each).

Closing Purchase Orders

To close a purchase order:

Enter a location prefix for the purchase order you want to close.
If you want to close a purchase order for a specific supplier, clear the All Suppliers check box, and enter the supplier code in the Supplier Code field.
If you want to close a purchase order for a specific buyer, clear the All Buyers check box, and enter the user ID of the buyer in the Buyer field.
If you only want to close a single purchase order, clear the All Purchase Orders check box, and enter the purchase order number in the Purchase Order field.
Click the Show Data button in the ribbon. Partially received purchase orders that meet the selected criteria are displayed in the grid.
Select a purchase order you want to close (for which received quantities were already vouchered).
Click the Receipt Complete button in the ribbon. The Confirm Execution dialog box appears, and asks if you want to run the receipt process.
Click the Yes button. The purchase order is closed.

NOTE When you close a purchase order, an accounts payable clearing rounding voucher may be created for small amounts that were received, but not vouchered (usually caused by currency conversion).

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Purchase Order Close Utility window.
Show Data	Click this button to refresh data in the Purchase Orders grid.
Receipt Complete	Click this button to close the selected purchase order. After you click this button, the Confirm Execution dialog box appears, and asks if you want to run the receipt process. Click the Yes button to close the order. After you click the Yes button, a message may appear, which informs you that the purchase order has unvouchered line items. This means there are receipts for this purchase order that do not yet have associated accounts payable vouchers.

Lookup Tab Fields and Buttons

Field or Button	Description
Location Prefix	Enter a location prefix for which to display purchase orders, or click the Lookup button to select a location prefix.
Name (Location)	Enter a location name for which to display purchase orders, or click the Lookup button to select a location name.
All Suppliers	Select this check box to display purchase orders for all suppliers. This check box is selected by default.
Supplier Code	Enter a supplier code for which to display purchase orders, or click the Lookup button to select a supplier code. This field is only enabled if you clear the All Suppliers check box.
Name (Supplier)	Enter a supplier name for which to display purchase orders, or click the Lookup button to select a supplier name. This field is only enabled if you clear the All Suppliers check box.
All Buyers	Select this check box to display purchase orders for all buyers. This check box is selected by default.
Buyer	Enter a user ID of a buyer for which to display purchase orders, or click the Lookup button to select a user ID. This field is only enabled if you clear the All Buyers check box.
All Purchase Orders	Select this check box to display all purchase order numbers. This check box is selected by default.
Purchase Order	Enter a purchase order number to display, or click the Lookup button to select a purchase order number. This field is only enabled if you clear the All Purchase Orders check box.
Purchase Orders	This grid displays all partially received purchase orders for the selected criteria. Double-click a purchase order to display Purchase Order Maintenance, which allows you to view and update the purchase order. Note If you are not authorized to use Purchase Order Maintenance, the Purchase Order Inquiry window appears instead, and allows you to view information for the purchase order.