Closing Purchase Orders [6/16/08]
It is important that Purchase Orders(PO) are officially closed in the system to ensure that:
- any remaining encumbrance is released allowing money to return to your chartfield for future use (e.g.: blanket orders).
- no more vouchers are accidently processed against it.
- the purchase order is prepared for archiving and will not show up on your Purchase Order Report.
When no more activity is expected for a PO, there is no need to wait for the PO Reconciliation Process to run. You may manually close POs through the online PO Closure Form.
A change order may need to relieve the University's obligation from the original terms and conditions of the contract and will need to be dispatched to the vendor before a PO can be closed. Examples include:
- A PO that you do not want to use at all.
- One or more lines of a PO that you decide you don't want anymore.
- You decide to accept lesser quantity of a product.
Once the PO is changed, then it is eligible to be closed. Once a PO is closed, it cannot be accessed again. Be sure all activity is complete before closing a PO!
If you have questions about closing orders, contact the Procurement Resolution Team in the Purchasing Department or Peg Schmidt at (614) 688-8615. Procurement procedures and job aids are available online via ASSIST including information specific to POs.
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