Close a PO with a shortage line item

[vanessa03]

Macola 7.6.300, SQL 2000 sp3
This may be a dumb question, but how do your users close PO line items that have been totally received but received short? Do I have to check Close partails on PO Setup? And if I do this what does it do to the AP side? If I cancel the order, it does not show up as a receipt on the receipt audit.
Thanks

 

[MacolaHelp]

You go into PO\trx\enter orders & switch the flag to C for closed & print to file. Once the AP invoicing is equal to the receipt amount, the PO will purge the next time you run that process. I don't know if you still have to run the reset qty-on-order in 300 to reduce QOO in the inventory location file. Macola broke this a while ago & the QOO was increasing on closed POs (why would you close them, I asked, if you wanted the product to still be on order ???????????) Without purging & resetting on order, the closed POs will go off your open PO reports, though.

 

[vanessa03]

I don't have "Close Partials" checked in my PO setup file, so when I go into the PO to flag it for closed it gives me an error that it is ineligible to be closed. I am assuming you have your close partials flag set. I really don't want to close a PO until the invoice is posted. And of course the PO shows up on Open PO listing with the remaining partial quantity(which will never come). Should I just go into the PO and lower the quantity ordered ( this is stupid)?

 

[crystalreporting]

Don't discount that method. I have to test this again when I get a chance but I clearly remember that there was a problem with vendor performance when you simply closed the order using the 'C' status change method. This may have been a bug that is now fixed - I can't remember. Whatever the reason, I do have customers that go back into their orders and reduce the original order quantity for short-shipped items where there is agreement with the vendor i.e. the short shipment is not due to vendor negligence or simple short supply.

Peter Shirley

http://www.linkcorp.com

 

[MacolaHelp]

Yes, turn on the close partials to allow the PO to close. You can wait until it is invoiced to close it. We've asked many times for enhanced PO receiving so we can flag the order to be closed after invoicing, but haven't had much success getting this accomplished. It would partially involve writing a spec that covered all the necessary what-ifs that would occur with this option. You could have a VB or access query written to set the flag to C in the PO header & lines as needed if qty invoiced = received, but remaining on order is less than a particular qty or percent. Then you may need to print the closed POs & reset on orders. It may be cost effective to do this if you have a lot of these POs. It is a real aggravation for several of my clients, particularly those who don't choose to make qty ordered = qty received.

 

[vanessa03]

Thanks again. I guess that's what I'll have to do.