Purchasing/Accounts Payable > Standard Transaction E-Docs

Purchase Order Close

The Close Order (POC) document closes an open PO. When you close an order, all encumbrances associated with the remaining items are disencumbered. Items already paid are unaffected. This option should be used only when there are payment requests against the PO. You must enter a reason when initiating the PO close action. When the purchase order close is submitted, the requisition initiator and fiscal officer(s) receive an FYI. This is his or her notification that the purchase order was closed.

To close a PO without outstanding payment requests, use the Void Order option.

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Document Layout

Process Overview

Purchasing/Accounts Payable > Standard Transaction E-Docs > Purchase Order Close

Document Layout

The document layout of the POC document is identical to that of the original PO, with a Purchase Order Close document title and an additional notation regarding the status in the Document Header. A notation also displays at the top of the PO document, such as 'Warning: There is a pending action on this Purchase Order.'

General Ledger Pending Entries Tab

Notes and Attachments Tab

Purchasing/Accounts Payable > Standard Transaction E-Docs > Purchase Order Close > Document Layout

General Ledger Pending Entries Tab

When the POC document is successfully submitted, the General Ledger Pending Entries tab shows the transactions to disencumber remaining encumbrances on this PO.

For information about the fields on this document, see Document Layout under Purchase Order.

Notes and Attachments Tab

Purchasing/Accounts Payable > Standard Transaction E-Docs > Purchase Order Close > Document Layout

Notes and Attachments Tab

When you click the close order button, the system automatically inserts a note text into the Notes and Attachments tab of the original PO and the POC document.