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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Purchase Order Closed ...
Microsoft Dynamics GP (Archived)

Purchase Order Closed in Error

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Posted on by JoeC 275

We created a standard purchase order for marketing services in the amount of $7,500 with a quanitity of 1.  The first bill came in for $2,500 after the completion of phase 1 and now we are trying to enter the second bill for $2,500 and the PO is in history.  I am assuming that this is a quantity issue and we should have put in a quantity equal to the number of payments that we were going to make. 

My first question is, can we fix the situation above?  GP is not allowing us to correct the PO because it is in history.

My second question is, should we be doing the PO a different way?  I read on the forum that a blanket PO could be used, but that still is quantity driven.  If I have a situation where I don't know how many payments you are going to have to make until the PO is satisified, how would I put a quanitity in to match the number of payments?  I would think there has to be a way to put a dollar amount in for a PO without it being quantity driven.

Thank you to anyone that can help answer the above.

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  • JoeC Profile Picture
    JoeC 275 on at
    Re: Purchase Order Closed in Error

    Thanks Wally and Leslie for the responses.  That sounds like the best method available.

  • L Vail Profile Picture
    L Vail 65,271 on at
    Re: Purchase Order Closed in Error

    Joe,

    Wally and I are thinking down the same line. I have many clients that use a quantity  that represents dollars.  It works beautifully, especially for real life 'blanket' POs.

    Kind regards,

    Leslie

  • Wally Dodds Profile Picture
    Wally Dodds 205 on at
    Re: Purchase Order Closed in Error

    Joe,

    you could flip the values around on the PO line, set the $ amount to $1 and then the Qty is the total value.  In your case your PO Line would have had Qty 7500 and Unit Cost of $1 for the same total.  If you use Report Writer or Forms Printer just create a conditional field then for the Cost and Qty to flip these based on the item number or a User Defined field related to the item or the PO (you may need to use modifier to expose a field for use on the line).

    The Blanket could work but you'll eventually run into the same issue where you need a qty and $ to release.

    Certainly not the most elegant way but it does work.  Regarding the trx already processed, I would leave that one alone as that side of GP can get somewhat ugly in trying to move the transaction around for further processing.

    Wally

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