Closing Procurement Documents (PO's & Requisitions)
Procurement Documents (PO's & requisitions) should be reviewed and closed often. This process ensures that there are not unnecessary commitments/obligations in the system. This process must be done at fiscal year-end on 6/30. Doing this process more often (ex: monthly) ensures that there are fewer PO's & requisitions to review & close at the end of the fiscal year.
This process should be done by buyers in Procurement since they will know best which PO's should be closed. Unfortunately the list of Procurement Documents to close does not print - it is very difficult to send a readable list of the Procurement Documents that are shown on the screen.
1 - Closing PO's
You will want to close your PO's first. Closing or canceling a PO may result in the requisition being reinstated and the corresponding requisition commitment being recreated. So close the PO's first and then the requisitions so that there are not any requisition commitments that were recreated by the closed PO's left out there.
- Go to "Mass Close Procurement Documents".
- Request Name = type in a unique name
- Company = WIBR
- Procurement Document Type = Purchase Order
- Accounting Date Override = leave blank
- After you select "Purchase Order", many more parameters will show.
- Use the Document Status check boxes to help select the PO's to be closed. (Start with all three checked, then the first two, and then each of the first two.) Click OK.
- Feel free to use other criteria to limit the PO's shown so that they are relevant to you (ex: Buyer, Spend Category, Worktag, & various Date Selection criteria).
- You are then shown the Select Documents for Mass Close screen.
- At this point, you will need to select the PO's that you think should be closed.
- Check the checkbox in the left column for the PO's that should be closed. Click the checkbox in the header to close all of the PO's listed.
- Remember, you can sort and filter by clicking on the headers in each column.
- Once all of the PO's that you want to close are checked, click the Submit button.
2 - Closing Requisitions
This is almost the same process as closing the PO's.
You will want to close your PO's first. Closing or canceling a PO may result in the requisition being reinstated and the corresponding requisition commitment being recreated. So close the PO's first and then the requisitions so that there are not any requisition commitments that were recreated by the closed PO's left out there.
- Go to "Mass Close Procurement Documents".
- Request Name = type in a unique name
- Company = WIBR
- Procurement Document Type = Requisition
- Accounting Date Override = leave blank
- After you select "Requisition", many more parameters will show.
- Use the Document Status check box to help select the requisitions to be closed. Click OK.
- Feel free to use other criteria to limit the requisitions shown so that they are relevant to you (ex: Requester, Spend Category, Worktag, & various Date Selection criteria).
- You are then shown the Select Documents for Mass Close screen.
- At this point, you will need to select the requisitions that you think should be closed.
- Check the checkbox in the left column for the requisitions that should be closed. Click the checkbox in the header to close all of the requisitions listed.
- Remember, you can sort and filter by clicking on the headers in each column.
- Once all of the requisitions that you want to close are checked, click the Submit button.