Short closing the BPO

This page allows you to short close a blanket purchase order (BPO) . Tell me More

Select the “ShortClose Blanket Purchase Order” link under the “Blanket Purchase Order” business component.

The “ShortClose BPO” page appears.

The system displays the following.

Date Format

The format in which the date fields are displayed in this page. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the “Enterprise Modeling” business component by default.

Enter the following in the “Search Criteria” group box:

BPO #	The number identifying the BPO (Alphanumeric, 18). You can enter the BPO number in full or specify it partially using the “*” character. The system retrieves all the BPOs with BPO numbers similar to the number entered here. Leave this field blank to retrieve all the BPOs.
Agreement #	The number identifying the agreement document (Alphanumeric, 18). You can enter the agreement number in full or specify it partially using the “*” character. The system retrieves all the BPOs with agreement numbers similar to the number entered here. Leave this field blank to retrieve all the BPOs, irrespective of the agreement number.
BPO Date From	The starting date in the range of BPO dates from which the BPO details must be retrieved (Date Format). Ensure this date is earlier than or equal to “BPO Date To”. The system lists all the BPOs that are raised later than this date. Leave this field blank to retrieve all the BPOs, irrespective of the starting date. The system displays the date that is one month earlier to the current system date, by default.
BPO Date To	The ending date in the range of BPO dates until which the BPO details must be retrieved (Date Format). Ensure this date is earlier than or equal to the system date. The system lists all the BPOs that are raised earlier than this date. Leave this field blank to retrieve all the BPOs, irrespective of the ending date of BPO. The system displays the current system date by default.
Supplier #	The code identifying the supplier (Alphanumeric, 45). You can enter the supplier code in full or specify it partially using the “*” character. The system retrieves all the BPOs raised on supplier numbers that are similar to the number entered here. Leave this field blank to retrieve all the BPOs, irrespective of the supplier.
BPO Type	Use the drop-down list box to specify the type of the BPO to be short closed. The various BPO types are “Rate”, “Quantity” and “Value”. The system retrieves all the BPOs that are of the type specified here. Leave the field blank, to retrieve all the BPOs irrespective of their type.
	Rate - The type of BPO in which the part is bought at a fixed rate. This rate is valid for a given period (The BPO validity period).
	Quantity - The type of BPO in which there exists a long-term agreement on the quantity that will be ordered. This quantity is total quantity required across locations.
	Value – This type of BPO specifies the total business that is guaranteed to the supplier on a set of parts. The total order value of all the parts will be equal to this value The system leaves this field blank by default.
Part Type	Use the drop-down list box to specify the part type, for which the BPO to be short closed, has been raised. Parts could be of type “Raw material”, “Expendable”, “Tool”, “Consumable”, “Kit” and “Miscellaneous”. The system retrieves all the BPOs raised on the part type specified here. The system leaves this field blank by default.
Status	Use the drop-down list box to specify the status of BPO to be short closed. The system lists “Open” and “Held”. The system leaves this field blank by default.
User Status	Use the drop-down list box to select the user status. All the statuses created in the “Create User Status” activity of the “Logistics Common Master” business component are listed. The system retrieves all the BPOs that are in the user-defined status specified here. Leave this field blank to retrieve all the BPOs, irrespective of their user-defined status. The system leaves this field blank by default.
BPO Category	Use the drop-down list box to specify the category to which the BPO to be short closed, belongs. All the categories in the active status, defined in the “Create Common Category” activity of “Logistics Common Master” business component are listed. The system retrieves all the BPOs that belong to the category specified here. Leave this field blank to retrieve all the BPOs, irrespective of their category. The system leaves this field blank by default.
Buyer Group	Use the drop-down list box to select the buyer group to which the buyer is associated. The system leaves the field blank by default. If the “Buyer Control” option is set as “Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the system lists the following buyer groups in the drop-down list box: The buyer groups that are in “Active” status. The buyer groups mapped to the login user. The buyer groups mapped to the blanket purchase order in the “Edit Document Mapping” activity of the “Buyer Group” business component. The system lists all the buyer groups, if the “Buyer Control” option is set as “Not Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component.
Created By	The name of the user who created the BPO (Alphanumeric, 40).

Click the “Search” pushbutton, to retrieve the BPO details in the multiline.

The system displays the following “Search Results” multiline.

BPO #	The BPO retrieved by the system, based on the search criteria entered.
BPO Date	The date on which the BPO was raised.
Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.
BPO Type	The type of the BPO.

Enter the following field:

User Status

Use the drop-down list box to select the user-defined status of the BPO. The system lists all the “Active” user statuses as defined in the “Create User Status” activity, for a BPO, of the “Logistics Common Master” business component. The system displays the current user defined status of the BPO by default.

The system displays the following:

BPO Category	The category of the BPO.
Status	The status of the BPO, which could be “Open” or “Held”.
Created By	The name of the user who created the BPO.
Buyer Group	The code that identifies the buyer group to which the buyer is associated. If “Buyer Control” option is set as “Needed” in the “Set Purchase Options” activity of the “Logistics Common Masters” business component the system performs the following tasks, when you click "Search": If a buyer group is not selected from the drop-down list box, the system retrieves the blanket purchase orders for all the buyer groups that are available in the “Buyer Group” drop-down list box. If a buyer group is selected from the drop-down list box, the system retrieves the blanket purchase orders pertaining to the selected buyer group. If “Buyer Control” option is set as “Not Needed” in the “Set Purchase Options” activity of the “Logistics Common Masters” business component the system performs the following tasks, when you click "Search": If a buyer group is not selected from the drop-down list box, the system retrieves all the blanket purchase orders irrespective of the buyer group. If a buyer group is selected from the drop-down list box, the system retrieves the blanket purchase orders pertaining to the selected buyer group.

Enter the following:

Reason

A brief comment for short closing the BPO (Alphanumeric, 255). Mandatory.

Check the box in the “Select” column of the multiline, to mark the BPO for short closing.

Note: Atleast one row must be selected in the multiline.

To view BPO details before short closing

Click the hyperlinked BPO number in the multiline to view the details of the BPO before short closing.

To short close the BPO

Click the “Shortclose BPO” pushbutton, to short close the BPO.

Note: This action is workflow-enabled. Notification messages can be sent as per the settings you have defined in the "Workflow Management" business component.

To short close a BPO, ensure that all release slips pertaining to the BPO are in “Closed”, “NT Closed”, “Canceled” or “Shortclosed” status.

The system updates the status of the BPO to “ShortClosed”. Once short closed, the BPO cannot be used for any transaction.

Short closing the BPO – An Overview

This page allows you to short close a blanket purchase order (BPO). The BPO cannot be short closed, if a Goods Receipt has been created for the stock item. The BPO can be short closed only for the balance stock for which the Goods Receipt has not been created.

You can directly enter the BPO number, if you know the exact number or you can carry out the search using the BPO number, date on which the BPO was raised, type of BPO, supplier code and the category of the BPO. The system retrieves BPO details based on the search criteria specified.

The system updates the status of the BPO to “Short Closed”, after short closing the BPO. The BPO, once short closed, cannot be used for any transaction.

Note: To short close a BPO, ensure that all release slips pertaining to the BPO are in “Closed”, “NT Closed”, “Canceled” or “Shortclosed” status.

What you can do in this activity

Short close a blanket purchase order

You can short close a blanket purchase order, if the Goods Receipt has not yet been created for the stock items that are short closed.

Provide filter criteria in the “Search Criteria” group box, to search for the BPO that you need to short close.
Select the BPO, which you wish to short close, in the multiline.
Click the “Shortclose BPO” pushbutton, to short close the selected BPO.

The system updates the status of the BPO to “Closed”. Once short closed, the BPO cannot be used for any transaction.