RDA Systems Inc

What This Process Does

• This is a two-part report. It will set the closed flag for purchase orders with a zero or less outstanding amount. Review the report and run part two to update the database if correct.
• No distribution or posting is necessary.

Best Practice

• Open Purchase Orders - This process applies only to open Purchase Orders with a zero or negative outstanding balance. This can happen when a Purchase Order is paid in full through Add PO Vouchers in Vendor Payments, but the CLOSE PO flag is not marked. If a Purchase Order has a negative outstanding balance, this would not be normal and the Purchase Order transactions should be reviewed in comparison with the account codes in Financial Management to ensure the encumbered amount is correct. Further action may be necessary in relation to POs with a negative outstanding balance other than closing the PO.
• Open PO Report - It is recommended that you run the Open PO Report from the Report submenu at the end of each month to see if you have any zero POs that need closing and then run this process.

Close Paid (Zeroed) POs

1. Procurement → Purchase Orders → Close Tab → Close Purchase Orders → Paid (Zeroed) POs
2. You shouldn't have to range on anything to get your Close Paid (Zeroed) POs report; however, you can range on specific information if you want to just close a specific PO.
3. An audit trail will be provided to review the POs to be closed.
4. If correct, set flags to Close the POs