There are several reasons that a PO may not close automatically. The main ones are listed below.
Go to Settings, then Workflow Settings, then the PO/WO Orders tab. Check how the software is set to close POs. The options are Vendor Invoice, Received, and Both. Note that changing this setting only affects future POs it does not change the PO history. When finished changing this setting, click Save at the bottom. Design Manager allows you to set up automatic closure for POs when all items are marked as received in full. This auto-closure setting enables enhanced efficiency in managing purchase orders.
2. Make sure that all Components on PO are received or have a Vendor Invoice. If any Component is not received or does not have an Invoice against it will keep the entire PO open. For easier tracking, use the 'Rec/Status' option to mark items as fully received as applicable.
3. Make sure that the received quantity is equal to the ordered quantity. If any Components that have a quantity are not fully received the entire PO will remain open. Make sure that the date is on Components that do not have a quantity.
4. Make sure that the paid-for quantity is equal to the ordered quantity when the Vendor Invoice was entered. If any Components that have a quantity are not fully paid for then the entire PO will remain open. The Vendor Invoice close action in the Edit Invoice tab compares the ordered quantity to the paid for to determine whether the PO should be closed. For Components without a quantity, make sure they have a Vendor Invoice date.
Reporting Implications for Closed POs Once a Purchase Order is closed, it no longer appears on the Open Purchase Order report. No additional action, such as setting or changing a closed date, is required for reporting purposes. Policies Around Purchase Orders and Closed Dates Purchase Orders cannot be retroactively dated when closing. For instance, you cannot set a specific closed date such as 12/31/25. This is because POs are not fiscal documents and are treated as either open or closed. Even if a PO is closed later than expected, it will not reflect in the Open Purchase Order report irrespective of its closure date. Accounting Impact of Purchase Orders Closing a PO does not affect your financial records. Financial impacts only occur through Vendor Deposits and Invoices linked to the Purchase Order. Therefore, efficiently linking these financial documents is the key to ensuring accurate accounting.
5. POs can always be closed manually by going to the Purchase Orders tab in the Project, selecting the PO, and selecting Modify Status in the right drop-down. Once on the Modify Status page, select the Close PO Manually box. When finished making edits, click on Update at the bottom or top right.
