We have situations that a PO is closed when there are still items need to be received. Can this PO be re-opened so that we can receive those items when they come in? What is the proper way to deal with this situation?

Hi, Kitty,

You could edit the existing order and re-add those same items to the order. They can then be received with the same PO # if this is what you want, as the order will now be 'partially received' instead of 'completed'. You can't edit the original items though as those lines are now complete. Or, you could add the items to a new PO.

As you know, completing a PO is only meant to be done when you want to remove any items on backorder from the IC Qty on PO as they are no longer needed.

Hi Kitty,

Yes all of the above is correct. The PO can be reopened if your configuration allows editing of completed POs. The original lines cannot be reopened. The other issue is that you cannot prorate any misc charges that may come in after you have completed/closed the original PO.

If there is any delay on the timing of the items not included on the orginal receipt then it may be best to set them up as new items on the existing (or a new PO) instead.

If you are not worried about prorating misc charges to the original receipt then the easiest way to deal with this is to do a quick receipt when the other items on the order are received. For the reference you should put the original PO number on it. This assumes that the items will be received shortly.

Then you can combine the original receipt (that you said was complete with the original PO) with this quick receipt. The combined totals will match to the total that is on the vendor's invoice (for both receipts), as part of the invoicing process.

The only drawback is it doesn't record the outstanding POs items that were originally closed out, unless you create or add to the new PO. You can also do this quick receipt for freight or other misc chargers but as you are aware, this will not prorate costs to the regular line items in the original receipt.

Cheers,
Lauren

What can we do when there are still items that haven't been received in the completed PO which shuold not be completed as above example and want to get ride of the backorder qty. of those items that we no longer want so that they won't show up in the Gridview any more?

Lauren, Is the configuration set up in the PO profile? I tried to locate that but was not successful.

Thanks
Kitty

Hi Kitty,

Not quite sure what you mean?

When you complete the PO (in error), the items that are on backorder will go to zero. That is what the completed function does. If you still wanted the items to appear on backorder then you need to create a new PO or edit and add a new line for the backorder items to the current PO.

If the quantity is not on backorder on the screen grid, then it will not show up on any of your GridViews.

The only issue you could run into is if your user settings are set up so that you cannot edit an existing completed PO.

Hope this solves your problem. Sorry for the delay, I was out of the office the last two days.

Lauren