Close a Purchase Order

A purchase order is closed automatically when all order lines are closed. Purchase order line is closed when the ordered quantity is equal (or bigger) than the sum of delivered and not delivered quantity for that line (Ordered Quantity = Delivered Quantity + Not Delivered Quantity). Usually a purchase order is automatically closed when it is matched to a goods receipt document that was created for this purchase order. All lines on this goods receipt document are closed and matched to the lines on the purchase order.

Important: Only purchase orders on status Confirmed can be closed.

You can also close a purchase order manually. One way to close an order is to set its status to Closed:

1. Click Purchasing and click Purchase Orders in the navigation.

2. Open the purchase order you want to close from the Purchase Orders list.

3. Point to Process Order and then click Close. Note that if you made any changes to the purchase order, you have to save it first.

4. Click Yes to confirm your action.

Note: When you close an order, not delivered quantity is set automatically to such a value that each order line can be closed (Ordered Quantity = Delivered Quantity + Not Delivered Quantity).

The second way to close a purchase order manually is to manually set the Not Delivered Quantity on the purchase order:

1. Open a purchase order and click Order Lines tab.

2. If an order line was made for a single location:

   1. Select an order line and enter the Not Delivered Quantity. You must enter a value so that the sum of the Delivered Quantity and Not Delivered Quantity will be equal to or greater than the Ordered Quantity.

3. If an order line was made for multiple locations:

   1. Select an order line and click on the Not Delivered Quantity value to open the Order Quantity by Locations dialog.

   2. Enter Not Delivered Quantity for each location. The sum of the total Not Delivered Quantity and the total Delivered Quantity must be equal to or greater than the total of the Ordered Quantity.

   3. Click OK to close the dialog.

4. Repeat these steps for all order lines which are not closed yet.

5. Click Save. If all order lines are closed, the purchase order will be set to Closed automatically.

Note: The field Del. Qty. is color-coded so that you can quickly identify if an item was delivered:
- White: the item was not delivered (the delivered quantity is zero).
- Green: the item was fully delivered (the delivered quantity is equal to or greater than the ordered quantity).
- Yellow: the item was partially delivered (the delivered quantity is smaller than the ordered quantity).