Close PO Line Items by Vouchering/Matching

(0) Share

Report

Posted on by Community Member

We are using 2013 but have not setup the new feature for receiving item quantities under or over the quantity on the PO line.

It is not clear to me what the process is for automatically closing the PO when all lines are received and vouched.

Does the quantity received for each line item have to equal the quantity on the PO and during the voucher process the Match box has to be checked?

*This post is locked for comments

I have the same question (0)

All responses (12)

Answers (0)

Sort by

Suggested answer

Mahmoud Saadi 32,738 on at

Like (0)

Report
Copy link

Link copied!

The purchase order could close in two of the following scenarios;

1- Having all the ordered items received and fully invoices with no variance at all. For instance, you order 100 pieces of item (A), when ordered items are fully received, the PO status changes into (Completed). Once the received items are fully invoiced with no variances either in Quantity or Unit Cost, the PO status changes into "Closed"

2- The other scenario is that you manually close the PO, which changes the status into "Closed"

As for the enter/match process, the quantity to be invoiced depends on the quantity that have been received. Though, the quantity to be received on a certain PO depends on the order quantity (depending on your setup); You can allow or prevent receiving above the PO ordered quantity.

- In case, the PO setting doesn't allow you to receive over ordered Quantity; For instance, 10 pieces of item (A) are ordered, then you can receive and invoice only 10

- On the other hand, suppose your settings allow you to receive over PO Ordered quantity; For instance, 10 pieces of item (A) are ordered, then you can receive and invoice above 10.

Your feedback is highly appreciated in order to dig for further details if required.

Was this reply helpful? Yes No
Suggested answer

Frank Hamelly | MVP... 46,631 Moderator on at

Like (0)

Report
Copy link

Link copied!

With quantity tolerances in place, the PO is designed to close automatically if the quantity matched falls within the tolerance specified. For instance, if you have a 10% over tolerance, receive and match 110 pieces, the PO will close automatically. If you have a 5% under tolerance, receive and match 95 pieces, the PO will close automatically. If you try to receive 111 pieces, the system will allow you to receive only 110. If you receive 94 and 94 pieces, the PO will remain open until the balance is received, or a sufficient quantity to put the received quantity within your specified tolerances.

Was this reply helpful? Yes No
Community Member on at

Like (0)

Report
Copy link

Link copied!

Thank you Mahmoud and Frank. Let me try this to make it clearer for me.

The PO Line Status shows Released until until we receive some items against that line.

Whether we receive the full qty on PO or a different qty the Status changes to Received.

We do not have tolerances set.

If you receive the exact qty on the PO and voucher an invoice for the same qty the line status should change to Closed. Correct?

If you receive more than the qty on the PO and voucher an invoice for the higher qty received, will the line status change to Closed? Or do you have to edit PO Line to change qty to what was received and vouchered?

I have seen the term "Invoice Matched" referred to as well as I believe there is a check box for "Matched". Do you have to check this box or do anything specific to "Match" the invoicing during vouchering that would affect automatically changing Line Status to Closed?

Thank you very much for your patience with this GP Newbie.

Was this reply helpful? Yes No
Suggested answer

Mahmoud Saadi 32,738 on at

Like (0)

Report
Copy link

Link copied!
Let me redefine it this way, there are few terms that you need to take into consideration;

Ordered Quantity (the quantity included in a purchase order)

Received Quantity (the quantity you received over the ordered quantity)

Invoiced Quantity (the quantity you invoice out of the received quantity)

Purchase Order Status or PO line status can be one of the following;
1 – New
2 – Released
3 – Change Order
4 – Received
5 – Closed
6 – Cancelled

As for your questions;

" If you receive more than the qty on the PO and voucher an invoice for the higher qty received, will the line status change to Closed? Or do you have to edit PO Line to change qty to what was received and vouchered? " The status will be "Closed"

Closed Status: If there are no remaining quantities to be received or invoiced/, the status will be changed to "Closed" ; consider the setup as explained above

Received Status: If there are no remaining quantities to be received, but there are remaining quantities to be invoiced.

Finally, take into consideration that the PO status is for both the purchase order in general and the line items. For instance, you could have a "closed" purchase order status even if you have a "canceled" status for one line item or more, with "closed" other line items.

One more point to be considered, you can received over the ordered quantities (depending on the setup) as explained above by Mr. Frank. But, you can't invoice more than the quantities received.

Your feedback is highly appreciated in order to dig for further details if required.

Was this reply helpful? Yes No
Community Member on at

Like (0)

Report
Copy link

Link copied!

Thank you again. Sorry for the delay but I took some time off to recharge batteries.

One last question before closing out this post. Mahmoud in earlier reply you mentioned a Status called "Completed" when total qty ordered matches total qty received. I do not have this option with GP2013 we are using. The only status's I see are the 6 that you listed above.

Is there a way to have a status of Completed?

Was this reply helpful? Yes No
Mahmoud Saadi 32,738 on at

Like (0)

Report
Copy link

Link copied!
You are totally right, There is no "Completed" status.

When you start receiving quantities and a receipt is posted, the PO Status changes into (Released)

When all the ordered quantities are fully received, the PO status changes into (Received)

On the other hand, the term "Completed" is used in Dynamics GP in the "Remove completed Purchase Orders" under Tools > Routines > Purchasing, to refer to either "Closed" or "Canceled" PO's

Was this reply helpful? Yes No
babubaskaran@outloo... 12 on at

Like (0)

Report
Copy link

Link copied!

Dear Mahmoud, I am having a similar problem where a PO is received but not able to invoice since the line item saying its closed. we are in GP10 can you please help me. No body gone edit PO to close the status of line item, so not sure how this is happening automatically. I even tried to reconcile the PO but no luck since the line item has lot of qty received but I am not able to Invoice the same.

Was this reply helpful? Yes No
Mahmoud Saadi 32,738 on at

Like (0)

Report
Copy link

Link copied!

Have you tried to check the shipment invoice apply table (POP10600) for the quantity invoiced ?

Please take a sample (certain receiving transaction) and check the corresponding quantity invoiced fields in the apply table.

Was this reply helpful? Yes No
babubaskaran@outloo... 12 on at

Like (0)

Report
Copy link

Link copied!

Hi Mahmoud sorry but I have not book the invoice since its not allowing me to do so. Do I still go to and check the table POP10600 please let me know.

Was this reply helpful? Yes No
Mahmoud Saadi 32,738 on at

Like (0)

Report
Copy link

Link copied!

I actually recommend checking the POP tables, in order to thoroughly check the parameters within these tables. POP10600 is one of these tables, other tables might include POP30300.

Check the primarily quantity received and quantity invoiced, as well as the total to see if there is any unusual pattern.

Was this reply helpful? Yes No