Short closing the purchase order

This page allows you to select the purchase order for short closing. Tell me more.

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

The “ShortClose Purchase Order” 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, to search for the purchase order. Data entry in the following is optional.

Purchase Order #	The number identifying the purchase order (Alphanumeric, 18). You can enter the PO number in full or specify it partially using the “*” character. The system retrieves all the purchase orders with PO numbers similar to the number entered here.
PO Type	Use the drop-down list box to specify the type of the purchase order to be short closed. The various PO types are “General”, “Express” “DropShip”, "PBH", "PBH- Exchange", "Exchange", "Consignment", "Customer Goods", "Service", "Adhoc" and “Sample”. The system retrieves all the POs that are of the type specified here. The system leaves this field blank by default. Leave this field blank, to retrieve all the POs, irrespective of their type. Note: If you have selected PO type as Exchange/PBH-Exchange, the system retrieves only those purchase orders wherein issued quantity and accepted quantity of all parts is the same. This implies those POs for which Core Status is Core Due/'Receipt Due will not be retrieved by search.
Expense Type	Use the drop-down list box to specify the expense type of the purchase order.
	Revenue-Indicates that the expense incurred against this purchase order will be treated as a revenue expenditure. This option is selected for regular procurement.
	Capital-Indicates that the expense incurred against this purchase order will be treated as a capital expenditure. This option is selected for capital procurement. Capital-Indicates that the expense type is capital procurement. The system leaves the field blank by default. The system retrieves the purchase orders with the Expense type that you specify here. Leave the field blank to retrieve purchase orders of all Expense types.
PO Date From	The starting date, in the range of purchase order dates, from which the purchase order details must be retrieved (Date Format). Ensure this date is lesser than or equal to the system date. The system lists all the purchase orders that are raised later than this date. The system displays the date that is one month prior to the current system date, by default. Leave this field blank, to retrieve all the POs, irrespective of the starting date.

Note: The date entered in the “PO Date From” field must be less than or equal to the date entered in the “PO Date To” field.

PO Date To

The ending date, in the range of purchase order dates, until which the purchase order details must be retrieved (Date Format). Ensure this date is lesser than or equal to the system date. The system lists all the purchase orders that are raised earlier than this date. The system displays the current system date by default. Leave this field blank, to retrieve all the POs, irrespective of the ending date.

Note: If the starting and the ending dates are the same, the system retrieves all the POs raised on the specified date.

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 POs raised on supplier numbers similar to the number entered here. Leave this field blank, to retrieve all the POs, irrespective of the supplier.
Part Type	Use the drop-down list box to specify the part type. All the part types defined in the “Create Parts Main Information” activity of the “Part Administration” business component are available for selection. The various part types available are “Raw material”, “Component”, “Expendable”, “Tool”, “Consumable”, “Kit” and “Miscellaneous”.The system retrieves all the POs raised on the specified part type. The system leaves this field blank by default. Leave this field blank, to retrieve all the POs, irrespective of the part type.
Part #/ Mfr. Part #	The part number (Alphanumeric, 40) or the number provided by the manufacturer of the part. You can enter the part number in full or specify it partially using the “*” character. The system retrieves all the purchase orders raised on part numbers similar to the number entered here. Leave this field blank, to retrieve all the POs, irrespective of the part number.
PO Category	Use the drop-down list box to specify the category of the PO to be short closed. All the categories irrespective of the status, defined in the “Create Quick Codes” activity are available for selection. The system retrieves all the POs raised on part type similar to the value entered here. Leave this field blank, to retrieve all the POs, irrespective of the PO category.
User Status	Use the drop-down list box to specify the user-defined status of the purchase order. All the “Active” user-defined statuses defined in the “Create Quick Codes” activity are available for selection. The system retrieves all the POs that are in the user-defined status entered here. Leave this field blank, to retrieve all the POs irrespective of the user-defined status.
PO Status	Use the drop-down list box to specify the status of the purchase order to be short closed. The drop-down list box displays statuses on the basis of process parameters defined in Logistics Common Master. See table The system retrieves all the POs that exist in the status you select here. Leave this field blank, to retrieve all the POs irrespective of their status.
Created By	The name of the user who created the PO. (Alphanumeric, 40).
Buyer Group	Use the drop-down list box to select the buyer group with which the purchase order is associated. The system sets the field to 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 Buyer Group drop-down list box will be loaded with all the buyer groups that are in “Active” status and that are mapped to the login user as a buyer group of type “Primary” or “Secondary” and are mapped to the Purchase Order document in the “Buyer Group” business component. If the option “Buyer Control” is set as “Not Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the Buyer Group drop-down list box will be loaded with all the buyer groups defined in the “Create Buyer Group” activity of the “Buyer Group” business component and mapped to the Purchase Order transaction. If the option “Buyer Control” is set as “Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the system performs the following tasks: If the buyer group drop-down list box is left blank, the system retrieves the purchase orders that have reference to the buyer groups that are available in the drop-down list box and Purchase Orders in which the Buyer Group value is not available. If the buyer group is selected, the system retrieves the purchase orders pertaining to the buyer group selected. If the option “Buyer Control” is set as “Not Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the system performs the following tasks: If the buyer group drop-down list box is left blank, the system retrieves all the purchase orders irrespective of whether the buyer group is available in the purchase order or not. If the buyer group is selected, the system retrieves the purchase orders pertaining to the buyer group selected. Note: All purchase orders created with a buyer group and other purchase orders without any buyer group are retrieved, if the option "Specific Buyer Group based PR search” is set as "1" i.e., Include PR without a Buyer Group in the “Purchase Option Settings” activity under the “Logistics Common Master” business component. Only purchase orders created with a buyer group are retrieved, if the option "Specific Buyer Group based PR search” is set as "0" i.e., Exclude PR without a Buyer Group in the “Purchase Option Settings” activity under the “Logistics Common Master” business component.
Purchase for	Use the drop-down list box to indicate whether the purchase order must be created for the login organization or for a group company or for the customer. The drop down list box will display the following options for the category 'Purchase Order' in Purchase Option Settings activity under Logistics Common Master: Self, Supplier and Customer, if both "Purchase Order on behalf of Supplier" and “Purchase Order on behalf of Customer” are set as "Allowed" . Self and Supplier, if “Purchase Order on behalf of Supplier” is set as “Allowed” and “Purchase Order on behalf of Customer” is set as “Not Allowed”. Self and Customer, if “Purchase Order on behalf of Customer” is set as “Allowed” and “Purchase Order on behalf of Supplier” is set as “Not Allowed”. However, if both "Purchase Order on behalf of Supplier" and “Purchase Order on behalf of Customer” are set as "Not Allowed", the sole option available will be Self." Self: Indicates the purchase order is intended for the login organization. Supplier: Indicates the purchase order is intended for a supplier that is a group company. Customer: Indicates the purchase order is intended for a customer Note: You must not select Supplier from the drop-down list box: 1) if the PO type is Sample or Customer Goods; 2) if the expense type of the purchase order is Capital. You can select Customer from the drop-down list box if the PO type is ‘General’, ‘Express’ or ‘Exchange’. In the editable field alongside, enter the Trading Partner # to specify the Supplier / Customer.

Check the following box:

Subcontract

Check this box to indicate that the purchase order facilitates subcontract manufacturing and the issue of spare parts against the PO.

Click the “Search” pushbutton, to search for the PO.

Note: The system does not retrieve the POs for which the Core Status is either 'Core Due' or 'Receipt Due', when the PO is of type “Exchange” or “PBH-Exchange".

Note: The system does not retrieve the Purchase Orders for which the Invoice exists with any one of the statuses. I.e “Draft”, “Matched”, “AutoMatch Failed”, “Under Authorization”, “Returned” or “Under Forcematching” statuses.

The system displays the following in the “Search Results” multiline.

Purchase Order #	The purchase order retrieved by the system.
PO Date	The date on which the purchase order was raised.
Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.
Expense Type	The expense type of the purchase order.
PO Status	The status of the purchase order.

Enter the following.

User Status

Use the drop-down list box to specify the user-defined status of the PO. All the “Active” user statuses defined in the “Create Quick Codes” activity are listed for selection. The system retrieves all the POs that are in the user-defined status specified here. Leave this field blank, to retrieve all the POs, irrespective of the user-defined status.

The system displays the following:

Created By	The name of the user who created the PO.
Buyer Group	A unique code that identifies the buyer group with which the purchase order is associated.

Enter the following.

Reason

A brief comment, stating the reason for short closing the purchase order (Alphanumeric, 255). Mandatory.

The system displays the following:

Purchase for	Indicates whether the purchase order must be created for the login organization or for a group company or for the customer.
Trading Partner	Displays the concatenation of Trading Partner # and name in the format “Trading Partner # \| Trading Partner Name”.
Subcontract	Indicates whether the purchase order facilitates subcontract manufacturing and the issue of spare parts against the PO.

Check the box in the multiline, to mark the purchase order for short closing.

To view PO details before short closing

Click the hyperlinked purchase order number, to view the purchase order details.

To short close the PO

Click the “Shortclose Purchase Order” pushbutton, to short close the purchase order.

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

The system updates the status of the purchase order to “Short Closed”. Once short closed, the PO cannot be used for any transaction. Based on the short closed quantity, the system updates the ordered quantity and the pending quantity against the short closed purchase order.

Any committed amount in the purchase order towards CAPEX Proposal # will be reversed on short closure (for the quantity shortclosed).

If the “planning type” of the short closed part is “disposition” and no purchase request is covered for that part, then the system deletes the firm entry for the pending quantity of the part. If there are purchase requests covered for that part, then the system converts the firm entry of the purchase order to plan entry.

For PO of type “Exchange” or “PBH Exchange”, the system updates the core status of the purchase order to “Closed”. On short closure of an Exchange/PBH Exchange purchase order in NT Closed status, Pending Receipt Qty of ordered parts is set to Short Closed Qty. Any committed amount for an ordered part in the purchase order towards CAPEX Proposal # will be reversed on short closure for the short closed quantity .

Note: The system will allow short closure of the purchase order only if no goods receipt/customer goods receipt exists against the purchase order.

On short closure of a purchase order in NT Closed status, Pending Receipt Qty of ordered parts is set to Short Closed Qty.

To proceed, carry out the following

Select the “View Purchase Order” link at the bottom of the page to view the purchase order details.

Refer to the topic “Viewing purchase order details” for more details.

Short closing the purchase order – An overview

This page allows you to select the purchase order for short closing. The purchase order cannot be short closed, if a Goods Receipt has been created and is being processed for the stock item. The PO can be short closed only for the balance stock, for which the Goods Receipt has not been created.

You can carry out the search using the purchase order number, date on which the PO was raised, type of purchase order, supplier code and the category of the purchase order. The system retrieves the purchase order details based on the search criteria specified.

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

What you can do in this page

Short close a purchase order

You can short close a 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 purchase order that you need to short close.
Select the purchase order in the multiline, which you wish to short close.
Click the “Shortclose Purchase Order” pushbutton, to short close the selected purchase order.

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