Close Purchase Orders
Use this option to close purchase orders and their encumbrances without entering a final payment in Post Accounts Payable. You can use the option to close an entire purchase order or selected line items within a purchase order.
When you close an item, the system liquidates the encumbrance and changes the item's status to C (for closed). The General Ledger transactions created by this option include:
Debit | Reserve for Encumbrance account. |
Credit | Encumbrance Control account. |
The system changes the original transaction record in the Encumbrance Ledger by the transaction amount. If applicable, the system also decreases the amount in the Project Ledger. The Transaction Code for these transactions is 21- Accounts Payable.
Menu Path: Fund Accounting > Periodic Routines > Periodic Processing > Close Purchase Orders
Action Bar Items
The Close Purchase Order page's Action Bar displays the following items after you select a purchase order for closing:
Clear | Clears all checkboxes for line items selected in the Close column. |
Set Period | Allows you to reset the fiscal year, period, or transaction date for the records being closed. For details, refer to Resetting Periods. |
Close All Items | Selects the Close checkboxes for all line items. |
Closing a Line Item or Purchase Order
- Select Fund Accounting > Periodic Routines > Periodic Processing > Close Purchase Orders to display the Close Purchase Orders Page.
- In the Control Number field, enter a number to track the transaction. You can enter a new number or an existing one.
- In the PO/Encumber field, enter the appropriate PO number. You cannot select a purchase order that has outstanding payables.
- Click OK to display information on the purchase order and its line items.
- In the Close column, select the checkboxes for the line items you want to close.
or
To select all line items, click Close All Items. - Click OK.
- If you are using Change Order Approvals and the purchase order you are attempting to close has a pending change order, a confirmation dialog displays asking if you want to deny the change order. If so, click Yes. Proceed to Step 9. Otherwise, click No to cancel the process.
- In the Close Purchase Order Confirmation dialog, click Yes to close the items selected.
A processing window displays. When the process ends, the window indicates the number of records affected. - Click OK.