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Re-Opening a closed Purchase Order

  • 1.  Re-Opening a closed Purchase Order

    TOP CONTRIBUTOR
    Posted Aug 12, 2021 04:56 PM
    Historically the purchasing team has on occasion used the Edit Purchase Order Status to change a closed PO to Change order and update quantities on a closed PO line.

    Their reasoning is that there are times that a supplier sends more quantity than ordered and they need the ability to reopen the original PO and update with the actual quantity received.

    I'm leary of this being done, is this a normal situation that is OK?

    Could it create other problems?

    What is a Best Practice?

    Thanks

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    Jeff Roe
    Kele Inc
    Bartlett TN
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    Academy - Online Interactive Learning from Experts


  • 2.  RE: Re-Opening a closed Purchase Order

    TOP CONTRIBUTOR
    Posted Aug 13, 2021 09:49 AM
    If you are maintaining Purchase Order history (see PO Processing Setup below), a Closed PO can be reopened normally until it has been removed to History at which time it can no longer be reopened from History. This is a core feature.
    If you are not maintaining PO History (no check mark), a PO can be reopened normally only until it is removed from the system.


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    Thaddeus Suter
    Retus, Inc
    HELOTES TX
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    Academy - Online Interactive Learning from Experts


  • 3.  RE: Re-Opening a closed Purchase Order

    Posted Aug 16, 2021 09:13 AM
    Have your receivers let you know about the overage so you can up the PO qty before closing out the PO.  If the PO is closed, create the same PO with a -A suffix to receive the overage.  If you do not want to keep the overage, receive the correct amount on the PO and notify the vendor of a discrepancy.

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    Jim Theisen
    Mark's Plumbing Parts
    Ft Worth TX
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    Academy - Online Interactive Learning from Experts


  • 4.  RE: Re-Opening a closed Purchase Order

    TOP CONTRIBUTOR
    Posted Aug 18, 2021 11:35 AM
    Thanks for the information.

    At the end of the day is there a Best Practice for this issue?

    I see that we can indeed open a closed PO or create a second PO for overages, but what is the best method minimizing any potential issues or is it simply which method we prefer to utilize?

    Thanks

    ------------------------------
    Jeff Roe
    Kele Inc
    Bartlett TN
    ------------------------------

    Academy - Online Interactive Learning from Experts


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