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I have a PO which had been already received complete. However, both PO status and Line Item Status still show “Released”. How can i change the status to closed or received?
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I should have added that in, only those same two options are available at line item level. So they can't be closed line item by line item.
I'll have to check with the client to see about their GRNI balance in the GL, but there may be no other recourse than to receive them and credit offset with the Trade Discount or otherwise. We had hoped we wouldn't have to go that route, but it may be necessary to clear them out.
Thank you for all of your assistance.
Hi
There are a number of ways to clean up old PO's. Matt's suggestion of changing at line level would be my first port.
I want to address more though the "not posting anything to the GL". If any of those PO's are in a Received state, then regardless of them being old, you will need to do some GL postings - even if only to clean up the Goods Received Not Invoiced account. If you print the Goods Received Not Invoiced report - that should always balance with the GRNI account at the GL. If it doesn't, then you probably have further investigation to do.
Mark Polino published a blog a few years back that discussed this issue: mpolino.com/.../weekly-dynamic-cleaning-up-received-not-invoiced
In summary of it, a very nice way to clear items off the GRNI report - resulting in a closed Purchase Order follows these steps:
• Decide on where the value needs to be coded.
• Create an invoice match transaction for the full quantity and amount that needs to be cleared from the GRNI report.
• In the trade discount field, enter the value of the sub-total of the invoice.
• In the distributions, update the Trade Discount GL code to be where you want the offset.
This creates a zero dollar invoice so will not create an Accounts Payable transaction to pay. It clears the quantities off the GRNI report and correctly posts values to the GRNI control account.
The only exception is if you find that the invoice was processed directly in Accounts Payable and coded directly to GRNI. Then simply closing the PO in the Edit PO window will clear the GRNI account.
Cheers
Heather
Not sure if this is the issue or not but sometimes you need to change the status(es) at the line item level first prior to the system allowing you to change it at the header level. Do you have different options at the line item level for the items that are not closed/canceled?
Thank you for all of the assistance! I have a client with the same issue for some old, historical year PO's. The only options on the drop down list when trying to "Edit the Purchase Order" are Released and Change Order. We ran the reconciliation on the PO's and went back in to try to close them, it didn't change the options. We don't want to post anything to the GL, as they are from historical years, and we don't want to mess up the GL's and reconciliations. Any other options?
Thank you
If you have done the shipment receipt but will never do the invoice match to that receipt your only option is to cancel this line on the PO. This will result in a posting to GL.
I have the same problem, I cannot to change the POP status, I reconciled, but this not solve the issue. Another solution?
No, you can run Reconcile with users in the system.
Same for the PO lIne? Only released is available? If so, try running the Reconcile Purchasing Documents on that PO.
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