Completing a Purchase Order Manually

Completing a Purchase Order Manually Version

This topic discusses:	Links to related topics:
Overview Completing a PO Completing blanket POs Completing credit POs	Blanket POs View POs that are ready for receipt-invoice matching Create an invoice and match it with a PO Finish matching an invoice that you started Receiptless purchase orders Canceling backorders for unreceived items
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Overview

When you complete a PO manually, the PO Status changes to Completed. A system note is written that identifies who completed the PO, when it was completed, and the PO's status at the time of completion. The Completed status prevents more receipts from being written to the PO. Invoice matching of existing receipts is not affected, however. Any backorder quantities on requisitions associated with the completed PO are canceled, so that the requisition is completed.

Authorized POs can be completed. Note that completed purchase orders with no receipts cannot be "unauthorized."

Security

To access organization, department, or asset location data, the organization, department, or asset location must be included in your data profile.

Your assigned role's "Purchasing" security object must be set minimally to Modify for you to work to complete purchase orders, except credit POs. For credit purchase orders, the role object "CreditPO" must also be set to Modify or higher.

To complete a PO:

From the main Contents, select Purchasing > Purchase Orders (by PO) or Purchase Orders (by Create Date).
The list of POs ordered by PO number or by create date (as you selected) appears.
Under I would like to..., select Complete PO.
Enter the PO number in the PO No field under For... Click Go.
A panel appears asking you if you are sure that you would like to complete the PO.

Enter a Reason Code and click Submit. The system displays a message warning you that you will not be able to write any further receipts against the PO.
Click OK. The status of the PO is changed to Completed. You can view the changed status on the Purchase Order List. (Select Purchasing > Purchase Orders from the main Contents.)

Completing blanket POs

A blanket PO is considered complete when either the dollar limit is reached, or the expiration date has passed. The system automatically reviews blanket POs that have a PO Status of Authorized, Part Received, or Fully Received, and closes the POs that have passed their expiration date or dollar limit. You must instruct the system to do the review, however.

To instruct the system to review and complete blanket POs automatically:

From the main Contents, select Purchasing > Complete All Blanket POs. A panel appears asking you if you want to complete POs.
Click Yes if you want the system to review and complete blanket POs that meet the criteria stated on the panel. Otherwise, click No.

The application runs a routine to review blanket POs and mark them Completed.

You can also complete blanket POs (and other POs) manually.

Completing Credit POs

A credit PO must be completed before you can match it with invoices. Use either method below to complete a credit PO:

Click Complete (rather than Submit) from the PO panel after you have finished entering information. When you click Complete, The application creates receipts so that you can match the PO.
Click Submit when you are finished creating the PO. Then, from the PO list, locate the PO and select Menu > Complete Credit PO Process.