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Forcing a PO closed

  • 1.  Forcing a PO closed

    Posted Apr 20, 2021 03:33 PM
    Is there a way to close a PO that has receivers against without an invoice?  We had an invoice paid on one PO, then another PO was created for that same invoice with other items on it, other items are received and invoiced and PO shows a balance open, and we need to close it out.

    thank you

    Claudia Flanders
    Plastic Industries
    Nashua NH

  • 2.  RE: Forcing a PO closed

    Posted Apr 21, 2021 07:47 AM
    Hello Claudia,
    If you haven't invoiced the receipts, you should be able to go to the Posted Purchase Receipts and open the receiver that has not been invoiced. Then select the line that needs to be reversed and in the lines menu, select Functions and Undo Receipt. This will reverse the receipt for this PO. You will then be able to handle the PO without the receipt being an issue. You may need to make adjustments to your inventory if this item was truly received, but it should clear up the PO for you.


    Deb Lashua
    Boston, MA

  • 3.  RE: Forcing a PO closed

    Posted Apr 22, 2021 08:23 AM
    Hi Deb thank you for your help but the PO has some items invoiced on it already which is causing the problem here is a better description of what's going on

    I have a PO with 5 items on the PO  2 items have been received and paid? The other 3 Items have been deleted off the PO as they are not needed.  The PO is still showing it Open.  Is there a way I can close this PO or will I have to do and Item for  $.01 then void that invoice to close the PO?

    Claudia Flanders
    Plastic Industries
    Nashua NH

  • 4.  RE: Forcing a PO closed

    Posted Apr 22, 2021 09:01 AM
    You need to get the PO completely invoiced to be able to delete it (now that it has related activity). Depending on your costing method you may need to do things differently.

    1. Invoice the remaining line(s) on your PO at the PO price.
    2. Create a Purchase Credit memo using G/L Account lines and Apply this to the invoice from step 1. This will eliminate the payable.
    3. Adjust inventory as needed.

    Andrew Good
    Liberty Grove Software
    Oakbrook Terrace IL

  • 5.  RE: Forcing a PO closed

    Posted Apr 22, 2021 09:16 AM
    Hi Claudia,

    When you are posting an invoice from an order, the posting routine checks to see if there are any lines on the order with an outstanding quantity.  If there are not any outstanding lines, then the order is deleted after the invoice is posted.  If there are outstanding quantities, then the order remains opens.

    It sounds like the remaining items were deleted from the PO after the initial invoice was created and now there are no outstanding quantities.  In this case, there is no longer a trigger for the system to check for outstanding quantities so you would need to delete the order manually.  Hope this helps, but let us know if you still have questions.

    John Hawkins
    Application Consultant
    Clients First Business Solutions

  • 6.  RE: Forcing a PO closed

    Posted Apr 23, 2021 09:15 AM
    Hi Claudia,

    If all of the lines on the PO have a status of Invoiced or Canceled and depending on your version, you may be able to run the task "Delete Invoiced Purchase Orders" to move the PO to history. We have a similar situation quite often where remaining lines get canceled after the vendor invoice has been paid. Use the Search box to find this task and run it. You can run it wide open so that it will catch any POs that are in that state, or you can specify the PO number you wish to move to history. We typically run it wide open on a regular interval.

    I hope that helps.


    Ken Elliott
    Director, Financial Operations
    Billy Graham Evangelistic Association
    Charlotte NC

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