Fully Received/Invoiced POs not removed from Purchase Orders open/released list

  • Fully Received/Invoiced POs not removed from Purchase Orders open/released list

    Posted by Jodie Gardner on January 31, 2025 at 11:44 am

    We are currently using Continia Document Capture for our AP Automation. We are testing to see what Continia and BC do with an invoice that comes in with 3 POs and has been fully received. Continia can recognize and automatically match the different PO#s, the receipts, and the amount of the invoice. That works great! When the Purchase Invoice is created and released, the POs are added to the Purchase Order Archives. They also stay in the open/released PO list. We were expecting them to be remove from the open/released PO list. Anyone else encounter this?

    Kim Dallefeld, MVP replied 19 hours, 32 minutes ago 5 Members · 4 Replies
  • 4 Replies
  • Steven Chinsky MVP

    Member
    January 31, 2025 at 5:23 pm
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    Jodie – If I recall the Continia process, the Invoice comes in and it performs the 3-way match and creates a Purchase Invoice ‘getting’ the Posted Receipts associated with the Invoice. The post completes but, as you noted, you have the PO left in the list. This is true when using the Get function.

    I recommend that you manually or you can run via a Job Queue, the Delete Invoiced Purchase Orders function. Try this manually and you will see the job will remove only fully invoiced PO’s from the list.

    Hope this helps.

    Steve

  • Ivan Farafonov

    Member
    February 7, 2025 at 12:09 pm
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    Hi,

    I agree this can be a bit frustrating, especially since Continia Document Capture is successfully matching the POs, receipts, and invoice amounts.

    In Business Central, the open or released purchase orders (POs) are usually those that aren’t fully invoiced or processed yet. Just because an invoice is matched and posted doesn’t mean the system will automatically close or archive the POs. There might be a setting in Business Central that keeps POs in the open/released state until certain things happen. For example, it might wait until a certain percentage of the PO is invoiced or until the last receipt is processed before closing or archiving it.

    There might be a mismatch between how Continia Document Capture works and how Business Central closes purchase orders. Continia is good at automating invoice matching. But Business Central may still require some manual steps or extra setup to update the purchase order status after an invoice gets posted.

    If everything looks good but you’re still having problems, it’s a good idea to contact Business Central consultant https://www.hiredynamicsdevelopers.com/hire-microsoft-dynamics-business-central-consultants/. They can help you make sure everything is working as it should. They’ll guide you on how to change the settings or automate closing POs once invoices are matched and processed.

  • Laurie Baldwin

    Member
    February 10, 2025 at 3:58 pm
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    I was actually just complaining about this recently, we experience the same issue and I do have to run the delete invoiced purchase orders which I haven’t set up in a job queue yet but I run it once per month. I’d also like to have the system automatically consider a PO received/invoiced after a majority of the lines have been received but I haven’t figured out how to do that. We have one PO with one line that has a quantity of 25 left and our of 1,050 on the line and about 2,000 total on the order and the only way I have found to get rid of it is to manually delete it which is not ideal.

    • Kim Dallefeld, MVP

      Member
      February 12, 2025 at 2:38 pm
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      The only way BC will delete a PO is when the quantity ordered matches the quantity received which matches the quantity invoiced. BC does not try to decide if when you order 100 and receive 90 that you intend to never get the other 10. I do agree its work but I do agree that I don’t what automated decisions on my POs either….A by vendor by item under receive tolerance might do the trick!

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