Closing Purchase Orders without matching receipts/invoices

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Posted on by Prasan.naik

Hello,

I have been trying to find a way of closing Purchase orders without matching receipts/invoices. We were using the PO module to just enter and track POs. But these haven't been closed in a couple of years.

I came across this which looked promising:
https://community.dynamics.com/gp/f/32/t/138905

However, To test it I tried manually closing POs. I don't seem to have an option to close POs. The Purchase Order Status only has two options : Released and Cancelled. Now I don't want to cancel the POs as we would still like that information to be accurate.

At the line item level, I do have an option to close items. But when I try it I get the follow message :
"YOU can't change this line item's status to Received or Closed because no receipts have been posted".

Any ideas on what the best method would be for me to close POs. I want to avoid back-end SQL updates to maintain data integrity.

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babubaskaran@outloo... 12 on at

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Hi Prasan,

Have you tried to reconcile the purchase order document by selecting this PO.

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Beat Bucher GP Gee... 28,058 Moderator on at

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Hi Prasan,

Basic question : why do you want to close PO's without matching them with invoices/receipts ? is it because of variances or short receivings ? in that case, GP 2013 will help because it introduced the concept of 'allowing' a certain variance at the receiving level and will allow you to close a PO without having it fully received.

if it's because the receiving/invoicing has been done without using the GP option to match the PO lines, then you'll have no other choice than cancelling the remaining line items that have not been received. The PO will close by itself once no more lines have an open QTY to receive ...

Hope this helps.

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Prasan.naik on at

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Hi Béat Bucher,

We are trying to use the commitments feature in GP that was never enabled earlier. Along with that we want to change our business process to create receiving documents for the POs along with an invoice. As I mentioned earlier, we never closed the open POs as we were creating manual Invoice documents which were not really connected to the related PO on the system.

Leaving all those POs open and enabling commitments would end up skewing our reports.

And yes I see the option to cancel the line items which essentially cancels the POs. Isn't there a way around it ? What about Babu's option to reconcile the PO documents ?

Hi BABU BASKARAN,

When you mention reconcile the POs, what are referring to? The reconcile tool wouldn't make any changes as we haven't actually created a single receiving document that has the PO information in it. None of the invoices are really matched to any PO.

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Beat Bucher GP Gee... 28,058 Moderator on at

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Hi Prasan,

We used to enable the POE option as well at the time when using the Requisition Management system from GP in the Business Portal.. it was the only way you could ensure that people would not go over their planned budgets when it came to PO's.

The POE has its own drawback as it gets easily out-of-balance and you have to run the POE reconcile on a regular basis (we did once a week with an automated macro for every company).

The issue you're facing is not going to be fixed by either the reconcile or the check-links I believe in GP.. You should take a full backup of your company database and run both the reconcile and the checklinks from the system maintenance tasks in GP : Microsoft Dynamics GP menu >> Maintenance >> Check Links

The reality is that this is probably not going to fix your problem as GP tries only to fix orphaned records with the check-links (which is not your case).

As for the reconcile option, I doubt too that it will cure your issue :

[...]

Use the Reconcile Purchasing Documents window to reconcile your purchasing records. You can reconcile all records or a selected range of records.

When you reconcile purchase orders, the following information will be recalculated and adjusted, if needed:

Document quantity canceled
Quantities linked to sales line items
Line item status
Purchase order status
Line item extended cost
Remaining purchase order subtotalsDocument subtotals
Document extended costsDiscount available
Trade discount
Taxes
Quantity ordered for the control blanket line item on blanket purchase orders and drop-ship blanket purchase orders

To reconcile purchase orders:

Open the Reconcile Purchasing Documents window.

(Purchasing >> Utilities >> Reconcile Purchasing Documents)

[...]

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babubaskaran@outloo... 12 on at

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Hi Prasan,

I agree with Beat, once you run reconcile the PO the status of PO will changed to New so you can close the PO.

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