Purchase Order - Document Status

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Posted on by Rosemary

Good day,

I have some Purchase Orders where the document status is 'open'. The 'PO Status' is closed and the 'line status' is also 'closed' or 'cancelled'. I tried to move them to history with the option to remove completed purchase orders, but I get a message 'already in History, cannot be removed'. If I do an inquiry on the order I can see it as a historical document.

How can these documents be removed to history? Some are dated as far as 2010.

Regards

Rosemary

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Microsoft Dynamics GP

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Shannon Aune on at

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Hi Rosemary,

It sounds like many of these are in History if you are getting the message that they are "Already in History", but to clarify are you looking at these through a smartlist? It sounds like you might be, given that you are seeing a Document Status as well as a PO Status value, it might even be a custom smartlist, so you could restrict your smartlist to only show you the Open PO's, if that is what you are looking for.

If you are seeing them in a lookup window, what window are you seeing them in? Please send me the path of where you are seeing them and we can try to assist you better.

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Rosemary 10 on at

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Good day,

Thanks very much for your response, yes some of the documents are in history. Yes it is a Smartlist, and yes I am seeing the fields document status and PO Status.

The criteria I am using is document status = open.

The historical documents I can view via the Inquiry >> Purchasing >> PO Documents , but from the Smartlist even though the criteria is 'Open', some of the documents can be viewed from the historical option.

The information is confusing, I use this report and send to the Purchasing people to clear closed and/or cancelled documents.

Any guidance would be appreciated.

Rosemary

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

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Rosemary,

Unlike the SOP Module, in POP you have to run a routine on a regular basis to get your closed / completed PO's to history.. they are not moving automatically like in Sales after posting.

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Rosemary 10 on at

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Good day,

That's just it, I run the routine to close completed purchase orders. But there are some if I go to inquiry the POs are under historical.

I'm trying to understand if the PO got messed up somehow, how do I clear it from showing up as 'open'.

Regards

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Rosemary 10 on at

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Good day,

Thank you for your response. The purchase orders are closed when all items are received/supplied, there are instances where it may not be supplied the PO quantity is cancelled.

I would use the Smartlist >> Purchasing >> Purchase Line Items with the criteria document status 'open' to pull a report and send to the Purchasing department. They will go through the list and verify all is correct and then I would go to Tools >> Routines >> Purchasing >> Remove Completed Purchase Orders.

When this is done I would get this for some orders

I ran the same report with just the PO numbers and go this result

Do I change the line status, or just delete the order and which one am I deleting?

Thanks again for any insight.

Rosemary

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

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Hi Rosemary,

it looks like you may be able to go into the PO status and change the PO status from Open to Closed. Only ClosedPO's can be moved to History..

Those that are already in History should not bother you...

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Rosemary 10 on at

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What table is that, POP10110?

Regards

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Rosemary 10 on at

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Thank you for your suggestion on the PO line item. I checked the POP30110 table and changed the line status. The document was not in the POP10110. Since there are two documents the 'history' I changed the po line status and removed via the Tools >> Utilities >> Purchasing >> Remove Purchasing History, and then I was able to use the Remove Completed Purchase Order option on the 'open' document.

The error message was in fact correct the number was in history, I am not sure why or how both document numbers were the same, but I am able to close these completed orders. I am going to do a check links and reconcile and hopefully nothing will be re-created, and yes this was done in test.

Thanks again for your input, much appreciated.

Regards

Rosemary

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

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This kind of things can happen.. what Microsoft recommends is to run a checklinks on the POP module and get the system fix all the inconsistent records in the tables (Open & History).

It's best to take a full backup and restore the data into a TEST company to run the checklinks, as it can be destructive on some records, and you may want to review the output report before running this against the LIVE data.

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LittleMiss 5 on at

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"Only ClosedPO's can be moved to History.."

Hi Beat,

I have several PO's with PO status New and Document Status History. One of these needs to be received, but I am getting the error message "This PO number already exists in history.". Do you have any insights?

Thank you

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