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Deleting Old Purchase Orders

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Hello,

I have a lot of old purchase orders in my system that have been fully received but not invoiced. Since they weren't invoiced at the time of receipt, they are still open. Is there a way to delete these PO's? If so, what affect will this have on finance or accounts payable?

Thanks

Pete

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Sushil Chaudhari 50 on at

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RE: Deleting Old Purchase Orders

Thanks...! It's correct. But, we have alternative option on same is : 'Archive Orders' and do Qty. = same as Purchased Qty. But, It's only useful in the case of : If you want to take your all orders as it is in archived and on Purchase Lines > Outstanding Qty.=0 .

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Alex A 2,503 on at

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RE: Deleting Old Purchase Orders

Hi Pete, to answer your earlier question... yes it will but only briefly until the Credit Memos are done. Then your issue will be resolved because the POs will be closed but the outstanding amounts owed will be reversed for those old POs. Then you can do things properly moving forward.

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Community Member on at

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RE: Deleting Old Purchase Orders

Ideal way is to Invoice this PO and then reverse the entries (by Credit Memo or Journals), if you have already paid the amount to Vendor. This would ensure, that you do not process the duplicate payment.

If you do not do this, you will have interim amounts in the G/L Ledger and also your inventory valuation would be on toss. So best way is to always Invoice the old receipts which are not invoiced.

Going forward, you please setup the correct procedure to close these entries on periodic basis (like Received not Invoiced, Shipped not Invoiced, Transfer Shipped but not received etc.)

Otherwise, you would have Incorrect Inventory Valuation at the same time incorrect G/L Ledgers.

Alternatively, you need to work on lot of Interim Item Ledger / Value Entries (Expected Cost) & G/L Interim entries. This would be very tedious and inappropriate task.

Hope this helps.

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Community Member on at

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RE: Deleting Old Purchase Orders

Alex,

Thanks. I have already ran this report. Unfortunately I have PO's from 2009 in the system that were received and the vendor was paid years ago. At the time, the user must not have invoiced the PO in the system. These now remain open.

Thanks

Pete

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Community Member on at

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RE: Deleting Old Purchase Orders

Sometimes po's stay open even when all lines are invoiced. This happens if the lines are pulled by the function get received lines in the purchase invoice. If this is your problem, check out report 499. This one deletes the old po's. On my dB it's running once a day by the job queue.

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Tharanga Chandrasekara 23,118 on at

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RE: Deleting Old Purchase Orders

Hi,

Deleting the documents from Dynamics NAV is not recommended since it will cause issues and some cases users may question the validity of the system. Therefore as everyone suggested you can invoice the document and then post credit memos to reverse the transaction. You can use copy document option to copy the documents, which will ease your work.

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Alexander Ermakov 28,094 on at

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RE: Deleting Old Purchase Orders

Why do you want to delete them without posting to G/L? If your liability to the supplier had expired, I would suggest to post them (as Alex A wrote) so those orders will gone by themselves and create a financial credit-memo to reverse or write-off the liability with the same date.

I would not support just manual deletion of those documents from the system. Better to filter them out for the user by default filtering settings on a page (make filters and save the view).

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Community Member on at

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RE: Deleting Old Purchase Orders

Alex,

These PO's have been paid but for some reason now invoiced in the system. If I do invoice them in NAV, wont that trigger accounts payable to pay them again?

Thanks

Pete

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Alex A 2,503 on at

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RE: Deleting Old Purchase Orders

Hello Pete, the proper thing to do here is to invoice those POs. Once you invoiced them NAV will typically archive and delete them. If for some reason you are trying not to have invoices with outstanding accounts payable, then you can do Credit Memos to reverse those invoices. It's a lot of work if you have a lot of old purchase orders, but this is how it is done. I do not believe you'll be able to delete POs that have been received and not invoiced (nor should you want to).

Take care,

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