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PO Close

PO Close is the batch form that closes purchase orders and relieves remaining committed units/dollars in Job Cost and On Order quantities in Inventory. Closing clears remaining units and dollar amounts on all items (and backorder amounts when included).

Before you start​

  • Create or select a PO Close batch before the form opens.
  • For each PO you intend to close:
    • Received and Invoiced amounts must be equal.
    • No AP transactions, PO change orders, or PO receipt detail posted in a month later than the proposed close month.
  • Standing POs are eligible only if they are not already in another close batch (field defs).

Intro text says the eligible set includes complete-status POs, fully invoiced open POs, and POs with backorders — but backordered POs require the Include POs with Backorders checkbox (see below).

Steps​

  1. Open PO Close and select an existing batch or create one.
  2. Set selection filters (leave all Restrict options clear to load all eligible POs):
    • Restrict by Vendor + Vendor
    • Restrict by Job + JC Co# / Job
    • Restrict by PO# + Beginning PO# / Ending PO# (F4; Ending defaults to Beginning; both enabled only when Restrict by PO# is checked)
    • Optional SM restrict (field defs only): SM Co, SM Customer, SM Site, SM Work Order, SM Svc Center, SM Division (Division editable only after Svc Center), SM Scope Status
  3. Optionally check Include open standing POs — closes non-LS POs with 0.00 units without first marking them Complete (status Open or Complete, Received = Invoiced, not already in a close batch). Unchecked: those open standing POs are excluded.
  4. Optionally check Include POs with Backorders — include POs with remaining backorder units/amounts. Unchecked: those are excluded; only POs where invoiced units/costs equal current units/costs on all items are closed.
  5. Enter Close Date (applied to every selected PO).
  6. Click Update. Matching POs fill the grid.
  7. Highlight a row and Delete to drop it from the batch only (does not delete the PO). Cancel clears the whole close batch (batch only).
  8. Click Close POs → PO Batch Process opens.
  9. Validate, review audit reports, and process the batch.

What posting does​

  • Backordered amounts set to 0.00 (when those POs were included).
  • Remaining committed units and costs relieved in Job Cost; On Order units relieved in Inventory.
  • Month Closed / MthClosed set to the close date.
  • Status set to Closed (procedure also says “Close”; reopen UI uses “Closed”).

Reopen​

Reopen only by changing status Closed → Open in PO Purchase Order Entry. Reopen does not restore backordered units/costs, remaining committed costs, or on-order units. Original, current, received, total, and invoiced amounts stay as they were.

Notes​