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Purchase Order(s) remain open after receipt and invoice

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Posted on by chris_7777au 95

Hello Community.

I have four purchase orders, each order is for 1 line for an item which is a service.  I have 'received' all lines on each of the P/O's and then I created a single vendor invoice and using the 'get receipts' function, added each to the invoice.  

If I open any of the four invoices, each line indicates it's received and invoiced, and the "Amount Not Invoiced" column in the open purchase order screen states 0.00.

Normally purchase orders get archived once they are fully received and invoiced (not sure if Archived is the correct term - correct me if I'm wrong).  I have attempted to 'archive' the purchase order, each time I do it appears to be successful and the "No. of archived documents" value increments, BUT the purchase order(s) still appear as open P/O's.

Is there a subsequent step or a process I need to run to fix this (the fix being that these P/O's are no longer included in the open purchase order screen.  What am I missing?

Thanks
Chris.

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Other
Purchasing
  • Suggested answer
    Nitin Verma Profile Picture
    Nitin Verma 21,025 Moderator on at
    RE: Purchase Order(s) remain open after receipt and invoice

    Yes correct if you are using Get Receipts functions it would not delete the PO, you need to run the other batch jobs to delete those. so you already know the answer please close this thread.

  • Suggested answer
    Valentin Castravet Profile Picture
    Valentin Castravet 22,319 Super User 2024 Season 2 on at
    RE: Purchase Order(s) remain open after receipt and invoice

    The above answer is incorrect - that is definitely standard behavior. A fully received Purchase Order that is subsequently invoiced using a Purchase Invoice with the Get Receipts function will not be deleted. A Purchase Order is automatically deleted only when it is both received and invoiced in the Purchase Order. 

    The Purchase Order will have to be manually deleted or the 'Delete Invoiced Purchase Orders' batch job can be run to bulk delete. 

    pastedimage1671593187922v1.png

  • Suggested answer
    Nitin Verma Profile Picture
    Nitin Verma 21,025 Moderator on at
    RE: Purchase Order(s) remain open after receipt and invoice

    This is not the standard behavior, check if there is no customization implemented. also check if you have same setup

    PO gets delete when you do complete your quantity Received and Invoiced, check if there is no outstanding qty.

    pastedimage1671591598164v1.png

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