Remove PO

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Posted on by Community Member Microsoft Employee

Hello,

We can't seem to close a PO that is linked to a drop sales order. When I attempt to, the message appears that it cannot change the status of Purchase Order because Sales Document are committed to it. I know that the PO indicates 500, but we actually received 498. This is acceptable to the customer and we can invoice them for that amount. We no longer expect to receive the remaining two. As a result, we cannot close the PO because it thinks it will receive two.

What can we do to close the PO (and cancel the remaining two) without breaking the SOP-POP link?

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L Vail 65,271 on at

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RE: Remove PO

Soma,

I just tried it and it worked beautifully. I could transfer the remaining 2 to a backorder and then divorce the backorder from the PO. I could void the backorder and complete the po.

Sometimes it's just staring us in the face and we don't see it. Well done!

Kind regards,

Leslie
L Vail 65,271 on at

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RE: Remove PO

Soma,

I like this! I haven't tried it, but it seems promising. I wonder if the commitment will prevent it, we'll see soon!

Kind regards,

Leslie
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soma 24,406 on at

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RE: Remove PO

Try to create a Sales Back order for the 2 remaining quantity and then try to close the PO.

Hope this helps!!!
Community Member Microsoft Employee on at

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RE: Remove PO

Yes, I did try check links and it did not resolve. One thing I realized is that the customer is using the PSTL Shipment Notification which means that they invoice the customer before the PO invoice is entered. As for the process, here's what happens:

1. Customer Sales Order entered as drop ship with PO link for qty of 500

2. They use the PSTL to mark that the PO is shipped (this allows the sales order to be transferred to invoice)

3. They transfer the sales order to invoice. They qty of 500 cannot be changed on the order so it is changed on the invoice after the transfer to 498.

4. The PO is matched with invoiced with qty of 498. Apparently, GP doesn't seem to allow adjusting or cancelling of the remaining 2.

5. Since they are not expecting to receive the remaining qty of 2, the PO should be closed, but GP won't allow because it thinks remaining 2 is still outstanding.
Community Member Microsoft Employee on at

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RE: Remove PO

Yes, I did try and it did not resolve. One thing I realized is that the customer is using the PSTL Shipment Notification which means that they invoice the customer before the PO invoice is entered. As for the process, here's what happens:

1. Customer Sales Order entered as drop ship with PO link for qty of 500

2. They use the PSTL to mark that the PO is shipped (this allows the sales order to be transferred to invoice)

3. They transfer the sales order to invoice. They qty of 500 cannot be changed on the order so it is changed on the invoice after the transfer to 498.

4. The PO is matched with invoiced with qty of 498. Apparently, GP doesn't seem to allow adjusting or cancelling of the remaining 2.

5. Since they are not expecting to receive the remaining qty of 2, the PO should be closed, but GP won't allow because it thinks remaining 2 is still outstanding.
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soma 24,406 on at

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RE: Remove PO

Jay Mack,

Have you tried reconciling the PO (Tools-Utilities->Purchasing->Reconcile Purchasing Documents)?

Hope this helps!!!
Frank Hamelly | MVP... 4,029 Super User 2024 Season 2 on at

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RE: Remove PO

I would try running Check Links on the purchasing tables to see if there is an error with the record that is preventing normal behavior.
Community Member Microsoft Employee on at

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RE: Remove PO

I tried to change the qty ordered but it won't allow because it says You can't change the qty ordered because quantities for this line item are committed to a purchase order. I tried adjusting for the qty to fulfilled, cancelled and still same type of message. For the other orders that have already been transferred to invoice, the order is in history so I can't even change those.
L Vail 65,271 on at

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RE: Remove PO

Oops, I just re-read your request. You don't want to break the SOP-POP link. You'll need to reduce the amount on the SOP document to match the 498 on the PO.

Leslie
L Vail 65,271 on at

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RE: Remove PO

Hi,

Have you tried deleting the link to the SOP document. So long as they are linked you will not be able to close the PO. Open the PO, go to the line item in question and click on the link icon. That should open the Sales Commitments window. Select the SOP document in question and click on the 'Delete Sales Doc' button. This should free up your PO.

Kind regards,

Leslie