Close Outstanding Purchase Orders 

Why close outstanding purchase orders? 

Closing outstanding purchase orders keeps your inventory and financial records up to date. Closing purchase orders has the following advantages: 

1. Reflect accurate costs against sales and reduce the interim inventory balances. 
2. Investigate the reasons behind open purchase orders and resolve the issues from a supplier error or receipt error to accurately reflect your records.  

How to close outstanding purchase orders? 

To close a purchase order, it's important to ensure that all items have been received and there are no pending issues to resolve such as a request for a credit claim from a supplier.  

1. Fully receive and invoice purchase orders 

1. View Open Purchase Orders: On your Purchase Orders list, you can filter default views based on outstanding purchase orders, partially invoiced or received and not invoiced, or create your filter views.  
2. Receive all items: Identify open purchase orders that need to be closed and review the reason why each one remains open. There may be claims pending or follow-ups required.
3. Invoice the order: Once items have been received, invoice and post the orders. Ensure the invoice details match the quantities received and prices. You may have your accounts payable team invoice the purchase orders to pay suppliers to look after this process.  

2. Cancel remaining open order lines 

After receiving and invoicing items, some order lines may still be open and need to be cancelled. This typically occurs when an order is partially received or when certain items are no longer required or will be delivered. 

1. Open the purchase orders containing the remaining open lines that have not been received or invoiced. 
2. In the Lines section, cancel or delete any open lines once you have confirmed that no further deliveries will be made. 
    
   
   Tip: Cancelling open lines ensures that no further actions are pending and helps maintain accurate inventory and accounting records. 
3. Proceed to invoice the order or approve it for completion by your accounts payable team. 
4. You have successfully cancelled the remaining open order lines, and the purchase process is now complete. 

 
What’s next?  

Find out how to manage inventory at multiple locations. 

Need more help?    

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