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How can I manage open Purchase Orders in Design Manager, including removing zero-balance POs from the Open Purchase Order report?

Learn how to manage open Purchase Orders in Design Manager, including removing zero-balance POs from the Open Purchase Order report?

Written by Jeremy Powers

Managing Open Purchase Orders in Design Manager

When working in Design Manager, it’s essential to effectively manage Purchase Orders (POs) to ensure your records and reports reflect the accurate status of your purchasing workflows. This article provides guidance on removing zero-balance POs from the Open Purchase Orders report and closing POs to manage their visibility.

Why do zero-balance Purchase Orders appear on the Open Purchase Orders report?

Purchase orders remain on the Open Purchase Orders report in Design Manager until they are closed according to your company settings for Purchase Orders. There are 3 ways they can automatically close:

  • All Components are fully received & a Vendor Invoice is recorded against the PO: This requires marking all Components in the PO, including non-merchandise Components like shipping, as "fully received" in the Rec/Status field along with the need for a Vendor Invoice to be posted against this PO

  • A Vendor Invoice is recorded against the PO: This requires you to go to the Vendor Deposits & Invoices window to create that Vendor Invoice against the PO.

  • The PO is manually closed: You can manually close the PO by using the “Close PO Manually” option.

It’s important to note that having a zero balance alone does not remove a PO from the report. Removal depends on the received status, Vendor Invoice status or manual closure of the PO.

How to Remove a Zero-Balance PO from the Report

To remove a PO from the Open Purchase Orders report, Look at your company advanced settings for purchase orders & confirm how POs are set to close in your system. Depending on this setting, either, record the vendor invoice, mark the items as received or manually close the PO.

Steps to Close a Purchase Order

If you want to remove a PO by closing it, follow these steps:

1. Open the Project that this PO was created for.

2. Go to the Purchase Orders tab and locate the Purchase Order you want to close.

3. Tag the Purchase Order & select "Actions" in the top right corner. From the dropdown, select "Modify Status".

4. Select the option to Close PO Manually.

After closing a PO, you do not need to retro-date the closed date. Once the PO is marked as Closed and a Closed Date is recorded, it will automatically be excluded from the Open Purchase Orders report.

Key Notes to Remember

Closed POs and Zero Balances: Closing a PO is not dependent on its payment or remaining balance; a zero balance by itself will not exclude the PO from the Open Purchase Orders report.

Full Receipt vs. Manual Closure: Decide whether you prefer to manage PO visibility through receipt actions (marking the PO has received or entering a Vendor Invoice) or by manually closing the PO.

No Retro-Dating Needed: There’s no need to retroactively adjust the closed date for a PO after marking it as closed—it will still be removed from the report.

By following these steps and understanding the criteria for PO visibility, you can keep your Open Purchase Orders report organized and accurate.

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