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Question

Purchase Order won't move to closed status

Hello,

I have a purchase order that I cannot get to move from the completed to closed status. This PO has two prepayments tied to it, both of the payments are used in full against a bill that has multiple receipts. The issue seems to stem from the fact that the freight cost line (which is manually added) still has an unbilled balance on it.

 

Our vendor provided a total cost of $8050 for freight ahead of time; however, this freight was received partially several times as multiple shipments came in. This appears to make the PO think there there are still unbilled amounts, and therefore will not move it to the closed status (even though the other receipts contain the balance). I tried to check the closed box on the PO line manually but I am unable to do so.

 

Any ideas on how to handle this?

 

Thanks!

10 replies

cwilliams23
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Userlevel 2

I always get an error - Red/Yellow when I try to close a bad PO. I have on that has a corrupt account number and it won’t let me close it. But, I still get the error. What happens when your PO is ON Hold - can you un-check any of the other items boxes on the PO? Not sure what else to try. If you can’t - then the PO might have other issues.

Cheryl
C
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Userlevel 3
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No, there is no error, it just simply will not let me check the box regardless of invoice status.

cwilliams23
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Userlevel 2

Just curious when you try to close it do you get a RED or YELLOW warning when you try to force it.

Cheryl
C
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Userlevel 3
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Is the closed box still selected? If so, un-select the Closed - save the selection, then select the Completed box then the closed box. This can only be done while the PO is ON HOLD. During the AP or the POR the freight was not linked to the PO - so you have to force it to Complete and Close. 

Hope this helps.

Hi Cheryl,

I am unable to check / un-check the completed and closed boxes on the freight lines.

cwilliams23
Rank
Userlevel 2

Is the closed box still selected? If so, un-select the Closed - save the selection, then select the Completed box then the closed box. This can only be done while the PO is ON HOLD. During the AP or the POR the freight was not linked to the PO - so you have to force it to Complete and Close. 

Hope this helps.

Cheryl
C
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Userlevel 3
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Hi @caseyh35 along with what Kandy said, if you can’t make any changes, see if you can put the PO back on hold status:

 

Hi Esteban,

 

Yes, I am aware of the PO status affecting actions. With it on hold I simply cannot select the closed box, hence my issue here.

C
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Userlevel 3
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Hi @kandybeatty49 thanks for the quick reply

 

All PO lines are marked as completed, all except the freight line are marked closed as well (I am unable to manually mark it closed.)

 

The related receipts are all released, and the bill is marked as closed. I think the issue with the bill is that some of the freight lines are not tied to the PO (it just shows blank in the PO reference field). There has to be a way to get this thing closed though, right?!

estebanperalta54
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Userlevel 6
Badge +3

Hi @caseyh35 along with what Kandy said, if you can’t make any changes, see if you can put the PO back on hold status:

 

If you found the post helpful please like the post or if it answered your question mark it as best answer. Thanks!
Kandy Beatty
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Also, what is the status of all the bills attached to that Purchase Order?

Kandy ~ If a member helped you, please *Like* their post, and if a member provided an answer to your question, please mark it as *Best Answer*.
Kandy Beatty
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Userlevel 7
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HI @caseyh35 

On the Purchase Order, are all the check boxes for Complete marked?

 

Kandy ~ If a member helped you, please *Like* their post, and if a member provided an answer to your question, please mark it as *Best Answer*.

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