Purchase Order Closure
A clean-up document. You give criteria (organization, group, vendor, who created the order, and how many days it has been open), pick the open lines that should not be received any more, and save. Each picked line gets Delivery Stop on its Purchase Order.
What it is for
A purchase order line that will never be delivered keeps showing as open. This screen closes such lines in bulk without editing each order. A line with Delivery Stop is no longer offered for receipt.
The rule people get wrong: closing is one way. Deleting the closure document does not take Delivery Stop off the lines, and a line with Delivery Stop can no longer be edited on the purchase order. Unticking Delivery Stop in the order's header clears it on every line of that order.
Every field in plain words
General
| Field | What it means | What to put |
|---|---|---|
| Process Number | The closure number | Given on Create |
| Process Date | The date of the closure | Required |
| Purchase Organization, Purchase Group | Criteria: who bought | Optional |
| Vendor, Name | Criteria: the vendor | Optional |
| Create By, Create Name | Criteria: who created the orders | Optional |
| Open Days Base On | Which date the open days count from | Required. Posting Date, Required Date or Promise Date of the order line |
| Till Date | The date the lines are looked at on | Required |
| Open Days From, Open Days To | The age band of the lines to pick | Required |
All the criteria are locked after Create: fill them before you press Create.
Basic Data
| Column | What it means |
|---|---|
| Purchase Order, Purchase Order Date | The order |
| Purchase, Purchase No, Name, Unit | The line |
| Quantity, Order Quantity, Rece Quantity, Open Quantity | Ordered, received and still open. For an imported item of a foreign vendor, received means taken on an incoming shipment |
| Required Date, Promise Date, Open Days | The line's dates and its age |
| Line Text | Free text |
Pick the lines in the Purchase Order column, keep the ones to close, and save.
Scenarios
- Lines older than 90 days are to be closed every quarter. Open Days Base On
Posting Date, Open Days From 90, Open Days To 9999, Till Date today. Create, pick the lines, save.
What it is connected to
- Purchase Order - the lines it stops.
- Lists and reports - Open Purchase Orders and Open Purchase Order Lines show what is still open.
- Procure to pay - the whole purchase process this screen is a step of.
If something looks wrong
- I closed a line by mistake. Open the purchase order, Edit, untick Delivery Stop in the header (this clears it on every line of the order), then tick it again on any line that should stay closed, and save.