Data-Basics Training & Support Purchase Order Cleanup

Background It was a common practice to leave purchase orders open even after being fully received and vouchered. That was done because of the difficulty in attempting to reopen a mistakenly closed purchase order. Sampro has since enhanced the utilities to perform these reopenings and this is no longer the preferred method of operation. These slides will outline steps the user can perform to clear and cleanup the purchase order system. 2

AP Journal In the AP Journal it is now recommended to mark the Close PO box. 3

From Help Below is an excerpt from the Help file about the Close PO flag on the AP journal. Close PO? Flag this field if the PO should be closed when this transaction is recorded. The system denies the ability to flag the Close PO box to any PO not fully received for general and inventory lines. Note: PO’s that are not allowed to Close due to committed cost: A problem may exist for General items received in the Inventory Received Journal in earlier releases of the software – the cost was truncated, not rounded to the penny. If you have existing data where this problem exists, the Start Close Completed PO function may be used to individually close these PO’s. Note On Finding and Closing PO’s that are Vouchered But Not Fully Received The PM Committed Cost Report shows balance on outstanding commitments, as does Open/Late PO's by Vendor.  The Purchasing agent would have to audit these lists (preferably the open/late PO one) on a weekly basis and then go into each PO that should be complete and edit the quantities down to what's been received or delete cancelled lines.  The user could then run the function to close PO's.

Closing Completed POs We can examine the status of purchases order by selecting the Status TAB on the purchase order. viewer In this example we can see that the Closed date is blank and the status is printed. 5

Using the Utility To cleanup past purchase orders we will be using the Start Close Completed POs function. 6

Close Completed POs When using this utility it is strongly recommended to use filters. I would recommend doing this for one month at a time. See how we can wild card the released date filter to restrict this utility to running only for one month. Running the utility wide open (no filters) can take a very long time and consume server resources. 7

Close Completed POs When the utility is run it will present a viewer with discovered purchase orders. At this point the user will have the opportunity to check which purchase orders to process. Notice for convenience check all and clear boxes are available. After all desired purchase orders have been checked press the GO button. 8

Close Completed POs After processing we can see that the purchase order is now closed . 9

Reopen Closed POs To reopen a purchase order that was closed select the purchase order from the Purchase Order Viewer. Navigate to the Status TAB. Press the Reopen Closed PO button. The message confirms that it will be reopened and it will reinstitute the status of printed. 10

Reopen Closed POs Purchase order is now back to the previous status of open and printed. 11

Close “Open” POs Permission to run this function should be limited as it’s inappropriate use can cause irreparable damage to your Purchasing system. The user will be warned of this each time the function is initiated. DO NOT use current dates when running this function!! When using this new utility it is strongly recommended to use the filters and enter 1 PO at a time to fully understand what this function does. It’s purpose is to close Purchase Orders that are either NOT fully received or NOT fully vouchered and are never expected to be.  This is accomplished by resetting Individual PO Line quantities (Ordered and Received) to match line Vouchered Quantities. If NOT vouchered in AP, this function will DELETE PO lines attached to Work Orders & Jobs if no receipts found & remove committed costs.  Once its ‘open’ lines have been ‘cancelled’ or deleted, the PO will be closed by this function and set the fully received/fully vouchered flags. 12