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Purchase Order

  • 1.  Purchase Order

    Posted Jul 16, 2020 04:27 PM
    I don't know a lot about the purchase order module and hoping someone can help, I have a few questions.

    I am confused about the difference between a status of released, and received.

    We are issuing purchase orders but only using Shipment/Invoice to receive against them.

    We have some purchase orders that a quantity was order of 12 and we received 6, and that is all we are going to receive, the status of the purchase order is showing released, how do we close the purchase order?

    We have purchase orders for rentals that are monthly that we did as a quantity of 12, what report can I run to show the original amount and what was received against it and what is left? I can't use the received not invoiced report because we aren't doing a three way match.

    Any insight you can give is greatly appreciated.

    Thank you


    ------------------------------
    Bari Fulton
    Controller
    CWI Logistics, Inc
    Winter Haven, FL
    ------------------------------
    Academy - Online Interactive Learning from Experts


  • 2.  RE: Purchase Order

    GOLD CONTRIBUTOR
    Posted Jul 16, 2020 04:58 PM
    Edited by Luc St-Yves Jul 16, 2020 04:58 PM
    First of all, refer to the following link to know more about P.O. Header and line status :
    https://victoriayudin.com/gp-tables/pop-tables/

    PO Status :
    - Will initially be set to "New"
    - Will switch to "Released" once you printed it
    - Will become "Received" when it has been received but not Closed yet (most probably because it has been Partially Received)
    - Will be set to "Closed" when fully received (or if you reach a certain threshold that you can allow has completed, which can be configured under Setup / Purchase Order Processing)

    For your next question, if a P.O. has been partially received and you want to Close it, you just have to put all remaining quantities for partially received lines under the "Cancel" quantity :


    ------------------------------
    Luc St-Yves, Senior Business Analyst
    Humanware Technologies, QC (Canada)
    Implementation projects leader
    -Essilor Instruments USA and Canada
    -Essilor International S.A.S., France
    --Promoting Dynamics GP in Europe--
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 3.  RE: Purchase Order

    GOLD CONTRIBUTOR
    Posted Jul 16, 2020 05:01 PM
    For reporting, you can do a simple Smartlist and filter on P.O. where the status is <= 4 and listing the lines, with the Order quantity, the Received (shipped) quantity and the calculation of the remaining.


    ------------------------------
    Luc St-Yves, Senior Business Analyst
    Humanware Technologies, QC (Canada)
    Implementation projects leader
    -Essilor Instruments USA and Canada
    -Essilor International S.A.S., France
    --Promoting Dynamics GP in Europe--
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 4.  RE: Purchase Order

    Posted Jul 27, 2020 02:00 PM
    Where would you find that in the purchase order processing setup in GP2016?

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    Sue Van Vreede
    Tri City Glass & Door
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    Academy - Online Interactive Learning from Experts


  • 5.  RE: Purchase Order

    GOLD CONTRIBUTOR
    Posted Jul 27, 2020 02:16 PM
    Hi Sue,
    sorry but not sure if I understand your question.  What exactly are you searching in the Purchase Order Processing setup ?

    ------------------------------
    Luc St-Yves, Senior Business Analyst
    Humanware Technologies, QC (Canada)
    Implementation projects leader
    -Essilor Instruments USA and Canada
    -Essilor International S.A.S., France
    --Promoting Dynamics GP in Europe--
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: Purchase Order

    Posted Jul 27, 2020 03:07 PM
    I am referring to your comments about setting a threshold in Purchase Order Processing to allow the status of a PO to be set to "Closed".
    We have a large number of POs that we are having problems trying to "close".  The majority of them have a line item on there that should never be on a PO.  It was created just to allow a way to put misc comments or charges on a work order. But, it was carried over on to the PO and then received in the system in error.  We will never receive an invoice for the item.  The system will not allow us to close the PO.  I can't cancel the item since it is already received.  I am trying to figure out a way to close them all in the system.  Where applicable, we were able to cancel the item off of the PO and close it.

    ------------------------------
    Sue Van Vreede
    Tri City Glass & Door
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 7.  RE: Purchase Order

    GOLD CONTRIBUTOR
    Posted Jul 27, 2020 03:19 PM
    If you are looking for the treshold percentage for closing lines, it is under Setup / Purchase Order processing :

    I guess you should look at the Shortage option which is well described under the help :

    "Shortage

    Mark to automatically close or fully received a line item if the quantity received is short within a certain percentage of the quantity ordered on a standard purchase order or a blanket purchase order."

    Try this first under a test environment, and consider this shortage has a global setting, which will affect ALL your purchase orders.  So make sure this rule applies to all your purchase orders.

    Cheers



    ------------------------------
    Luc St-Yves, Senior Business Analyst
    Humanware Technologies, QC (Canada)
    Implementation projects leader
    -Essilor Instruments USA and Canada
    -Essilor International S.A.S., France
    --Promoting Dynamics GP in Europe--
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 8.  RE: Purchase Order

    Posted Jul 27, 2020 03:11 PM
    Luc,

    A number of these POs were created in a 3rd party software that integrates into Great Plains.  Sometimes it appears something happens when it writes into Great Plains and it will not allow the PO to be "closed".  They continue to shoe on our open PO reports and we are trying to get those cleaned up.  I'm hoping someone might no of a way that will not require going into the SQL table to make a change.

    ------------------------------
    Sue Van Vreede
    Tri City Glass & Door
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 9.  RE: Purchase Order

    SILVER CONTRIBUTOR
    Posted Jul 17, 2020 10:00 AM
    To add to what Luc said below you can cancel and/or close POs in GP under Edit Purchase Orders. If you have several to close/cancel, unfortunately they can only be canceled/close one at a time.

    ------------------------------
    Angie Boyle
    Fiscal Coordinator
    Valley Regional Fire Authority
    Auburn WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


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