PURCHASING > Utility > Purge and Archive History > Close-out obsolete PO lines
This utility is used to close obsolete PO lines, that is, PO line items that were not closed out as a regular course of business by processing receipts or invoices.
Alternatively, you can process receipt and/or invoice transactions using the applicable utilities to close out PO lines individually.
This utility is typically used when a large number of POs need to be closed out. For example, if you set up (enable) the Receiving or Invoice Modules and then decide not to use a module but forget to disable the module, POs will remain open awaiting receipts/invoices.
IMPORTANT: POs must be closed (either by entering transactions for the modules you have enabled or by using this Close Out utility) so that they can be archived. POs will be closed based on the quantity received to date. If there is a quantity outstanding (i.e. PO was entered for an amount greater than the amount received), the original PO amount will be adjusted to match the amount received. If there are outstanding receipts that have not been matched to an invoice, a system generated invoice will be put through for the open receipt amount (with the invoice number as "ADJ. CLOSE"). |
Questions & Options
The following options will determine which POs are listed on the PO Close-Out Screen and how the system will close the applicable POs when the batch is processed.
1.If the Invoice Approval Module has NOT been enabled, you will have the option of closing either the entire PO or to close only open receipts.
If you select to only close open receipts, only POs with open/outstanding receipts will be listed in the batch and, when the batch is processed, ONLY those open receipts for the selected POs will be closed (auto-invoiced). However, if there are POs with open PO quantities (i.e. an un-received quantities), the POs will remain open for the remaining quantity that has not been received to date.
If you select to close the entire PO, the PO quantities will be adjusted to the amount received to date and any outstanding/open receipts will be closed (auto-invoiced).
2.If the A/P Interface has been enabled, you will have the option to log the auto-invoices to the interface holding file to be transferred to your accounting system.
3.Enter the date range of POs to close-out. The date refers to the last date that POs were updated in any way (e.g. received, invoiced, etc.).
This screen is used to select the PO line items that you would like to close out. To close a line, click the box (
) in the Include Column or use the [SELECT] button. A check mark (
) in the Close Column indicates that the item is marked to be closed.
The date that the PO line was last updated (received, released or invoiced) is listed along with other summary information. Select [VIEW PO] to see additional details.
Select [DONE] to process (close-out) the selected line items and return to the main menu.
NOTE: The number of lines that can be processed in one batch is limited. If the range of POs to be closed out exceeds the size of the batch (i.e. there are still more POs to close), you will be returned after processing the batch.
