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Closing an unfulfilled Purchase Order

  • 1.  Closing an unfulfilled Purchase Order

    Posted Nov 22, 2019 01:55 PM
    We are new to NAV. We are using NAV 2017.
    How do we close out a Purchase Order when we are done with it, even though the Purchase Order still has quantities unreceived?
    For example, the PO was written for 1000 units if an item, we have received 750 units, but we have received all the units we will be getting?

    Thank You,

    Brian St Clair
    Columbia Pulp I, LLC
    Dayton, Wa

  • 2.  RE: Closing an unfulfilled Purchase Order

    Posted Nov 22, 2019 03:45 PM
    You can manually delete any completed purchase orders.  There is also a Delete Invoiced Purchase Orders function in the IT Administration area of NAV that can be used to delete purchase orders that have been invoiced.  (You may need to first delete any items from the orders that will not be received if you want to run this function - or - you can change the order qty to zero).

    Lewis Rosenberg
    IT Manager
    Mars Fishcare
    Chalfont PA
    BCUG/NAVUG All-Star
    BCUG/NAVUG Board of Advisors, Chairperson
    BCUG/NAVUG Programming Committee

    Twitter: @RosenbergL

    NAVUG/D365BC-User Group Focus
    May 18-19, 2019
    Denver, Colorado


  • 3.  RE: Closing an unfulfilled Purchase Order

    Posted Nov 25, 2019 06:51 AM

    It sounds like you need to cancel everything that has not been received. To do that, open the purchase order page, change the posting date to be within the current open period, and click Cancel Document on the ribbon.

    If you do this before the final invoice is posted, you don’t need to do anything else. If the final invoice has already been posted, you’ll need to run the Delete Invoiced Purchase Orders function, which you can find using the search box.


    Ken Elliott
    Billy Graham Evangelistic Association
    Director, Financial Operations & Process Improvement


  • 4.  RE: Closing an unfulfilled Purchase Order

    Posted Nov 25, 2019 07:29 PM
    Hi Brian,

    Before performing either of the methods @Lewis Rosenberg and @Ken Elliott​​ suggest, you may also want to create a Purchase Order Archive to save a snapshot of the PO, before modification or deletion, for future reference. Click Archive Document on the Actions tab as show below.
    Purchase Order Archives has proved very helpful in understanding the history of our Purchase Orders.

    Brian Bates
    Chair, NAVUG Southern California Chapter
    IT and Finance Project Manager, Power Plus!


  • 5.  RE: Closing an unfulfilled Purchase Order

    Posted Nov 26, 2019 07:27 AM
    Hi Brian

    Just my thoughts
    From the perspective of audit trail and future reference it may not be a best practice to delete a purchase order just because you are done with it
    The purchase order once approved is not open any more. The status would have been released

    It is also good to be able to come back to the PO and see what was the original Qty and what was received for what ever reason

    Another approach is to archive before deleting

    But ask yourself if you really need to delete it. is it standing on the way of doing other things

    Just my thoughts


    Yusuf Newland
    Washintgon DC


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