Purchase Order Status

Each entity of a purchase order (header, line and release) is assigned a status code.  This status code can be only one of two values:  open or closed.

Purchase order headers, lines, and releases can be closed manually or automatically.  Manual closing can be done by performing a change transaction in the Purchase Order Maintenance conversation and by the Purchase Order Close conversation.

The Purchase Order Close conversation allows users to close one, some, or all of the purchase orders associated with a specific vendor or buyer, or that have a last activity date equal to or earlier than a user-specified date.

No modifications are thereafter allowed on the purchase order.  Each release quantity is set to release received quantity.  If this received quantity is equal to zero, the release is closed.  A closed purchase order can be reopened through a maintenance function.

Closing a purchase order line is performed two ways:  manually by the user during a change maintenance and automatically by meeting a tolerance percent.  No modifications are thereafter allowed on the line or on the related releases, except to change this status.  Each related release quantity is set to the release received quantity.  If this received quantity is equal to zero, the release is closed.  A closed purchase order line can be reopened by the user during a change maintenance.

Automatic closing of purchase order line occurs during purchase order receipt entry and maintenance based on the quantities received, the flags on the receipt screens, and the settings on reference file category D78 at receipt time.

Closing a release manually is performed by the user during a change maintenance.  The release is then no longer accessible to the user and cannot be reopened.

When a release is closed, the covered quantity on the associated requisition is automatically updated with the quantity received on the release.

Only purchase order entities with a status of closed can be deleted during the File Reorganization Program.  This program also deletes all the related line, release, and comment records.

Considerations

No receipt can be processed on a closed release, line or order.  Manually closing releases that have already been received causes them not to appear on the Release screen during the Purchase Order Maintenance conversation.  This may significantly improve system response for purchase order lines with many releases.