Force Close a P/O

Every so often, maybe daily, maybe once a week or once per month, Sub-task 5 Post completed/closed purchase orders, may be completed.  All the Purchase orders that are completed will clear out of Task 1 PO entry & editing. A purchase order is considered completed when ALL the items have been vendor invoiced/vouchered.  If any items on a PO are backordered the PO will stay in Task 1 Purchase order entry & editing forever, waiting for the one last item to be vendor invoiced/vouchered.  To clear the purchase order out of purchase order entry & editing it may be force closed. 

• Purchase order (Module 7)
  • Purchase order entry & editing (Task 1)
    • Enter/change new purchase order (Sub-task 1)
    • Bring up the purchase order. 
    • Go to the “Action” screen.
    • Select the action 13 Force Close P/O
      • If you get the message “Improper action for current status of PO  CR to continue”.  This means the PO has never been "Issued".  If this is the case, you can just select the action 7 Cancel.  It should ask "Are you sure you want to cancel? N, you need to answer Y. 
    • If you have "Issued" "Received" or "Vouchered" the PO and you want to cancel the remaining items left on the PO; You can select the action 13 Force Close P/O.
      • If will ask "Recreate purchase order under new number? N", normally you will answer N.   If you answer Y, It will then ask for a P/O #. It also asks if the order quantities should be based on the non-received quantity.

• After the Po is Force closed, the PO will still be in Task 1 P/O entry & editing, but you can't do anything to it.  The next time you use subtask 5 Post completed/closed purchase orders, the closed P/O's will clear away.
• Once you "Force close" a P/O, you can't receive or voucher any items from it.

• If a P/O is “Force closed” with items “Received” but not Vouchered/vendor invoiced; those items are still in Task 22 Received items (no invoice).  Once the P/O is “Force closed” the items can’t be vouchered/vendor invoiced.  Those items will need to be deleted from Task 22 Received items (no invoice).  If an item was received but never vouchered/vendor invoiced, the receiver may have been incorrect.  This may need to be investigated.  A physical inventory may need to be completed for those items.
• The uncompleted line items on a force closed P/O won’t ever post to Task 18 Purchase item history. 
• When the P/O is Force closed, the “On order” quantities are updated in the warehouse and supplier master files.