Purchase Orders - Controlling (Canceling, Closing, Finally Closing
By Jag - August 12, 2012
Distribution
12. A message will be received upon completion of the control action. Click on the [OK] button and re-query the purchase order if you want to see that the control action completed.
Director of Procurement Services
Approver*
PO Administrator
PO Requester
PO Purchaser
PO Buyer
PO Buyer Manager*
Requisitions - Initiating and Approving
Purchase Orders - AutoCreating
The Director of Procurement Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
Integrated System Purchasing
N ® Purchasing : Purchase Orders ® Purchase Order Summary
Find Purchase Orders
N ® Purchasing : Purchase Orders ® Purchase Order Summary
Find Purchase Orders
1. Enter search criteria in fields as desired to find the Purchase Order(s).
2. Click on the [Find] button but do NOT open the Purchase Order.
3. Scroll to the right and locate the Buyer field.
4. Answer the following sequence of questions to determine if you can control the Purchase Order.
a) Is your name listed in the Buyer field on the purchase order?
If yes, you can control the PO.
b) If you answered “no”, answer the following question:
“Is the name listed someone who currently works in your department or who used to work there and is no longer there anymore?
If yes, consult with the person who is listed as the Buyer. If they have left the department, you may replace their name with your name in the Buyer field. Following are instructions on how to replace the Buyer name.
- Open the PO
- Delete the name currently in the Buyer field
- Enter your name in the Buyer field (last, first)
- Save your work
- Click the [OK] button
- Reapprove the PO
- Click the [OK] button
- Re-query the PO (PO Summary, Find, do not OPEN it)
If no, is the name listed a buyer in Procurement Services?
If yes, then the PO was created by a Central Buyer in the Procurement and Supplier Diversity Services department. You should NOT change the Buyer field to your name!
Instead, complete the PO Change Request form found on the Procurement and Supplier Diversity Services website. The Central Buyer will control the PO for you.
5. Select the Purchase Order you want to control by clicking on the current record indicator (blue box) to the left of the Purchase Order number.
- Ensure that your name is listed in the “Buyer” field. If it is not, then you cannot control the purchase order.
- If you plan to Finally Close the PO, verify that all invoices, if any, have been paid. Use PO Summary>Inquire>View Invoices to view the status of any invoices.
6. From the menu bar, select Tools, and choose Control.
M ® Tools ® Control
7. Select the appropriate action.
- Cancel PO - This action cancels the Purchase Order. Use this control type when you have selected a wrong Vendor for the Supplier field on your purchase order. Also, if there has not been any invoicing/activity against the purchase order and you wish to cancel the purchase order. This action is irrevocable.
- Close - You can close the purchase order at the header, line, and shipment levels.
- Close for Invoicing - You can close for invoicing at the header, line, and shipment levels. If you close for invoicing a purchase order header that is currently open, Purchasing sets the status of all Purchase Order shipments to Closed for Invoicing, but the Purchase Order lines and header remain open. This status will not prevent you from matching an invoice to the purchase order.
- Finally Close – Use this control to prevent further actions on your Purchase Order. Only the Buyer listed on the Purchase Order has the ability to Finally Close the Purchase Order. Review all invoices to verify they have been paid. If you are using encumbrance or budgetary control, Finally Close automatically creates credit encumbrance journal entries in your general ledger system to reverse the encumbrance that corresponds to the Purchase Order and GA header, lines, or shipments you are closing. This action is irrevocable.
- Freeze - You can freeze only at the header level. You freeze a Purchase Order when you want to prevent any future modifications to the Purchase Order. When you freeze a Purchase Order, you can still receive and pay for goods you already ordered. If you want to prevent future receipt or matching invoices against this Purchase Order, cancel or finally close the Purchase Order instead.
- On Hold - You can place a Purchase Order on hold only at the header level. This unapproves the Purchase Order while preventing printing, receiving, invoicing, and future approval until you remove the hold.
- Open - You can open a Purchase Order at the header, line, and shipment levels.
- Open for Invoicing - You can reopen for invoicing at the header, line, and shipment levels.
- Open for Receiving - You can reopen for receiving at the header, line, and shipment levels.
- Release Hold - You can release a hold only at the header level.
- Unfreeze - You can unfreeze only at the header and release levels.
8. Enter reason if desired. (Recommended)
- The Reason field is a free form field.
- Enter any reference information you want to include.
9. For some control actions, you will receive messages related to the inability to undo the control actions once it has been done. Click OK through these messages.
10. Click on the [OK] button.
11. Click on the [OK] button.
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