Cleaning up old POs

  • Cleaning up old POs

    Posted by DSC Communities on December 19, 2016 at 11:36 am
    • Jim Eickhoff

      Member

      December 19, 2016 at 11:36 AM

      I ran a Purchase Order Status Report to try to clean up old POs. The report shows PO Status as Received but the WF Status as Not Activated. Individual line is Received. How do I clear it from my report?

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      Jim Eickhoff
      Consolidated Investment Group
      Englewood CO
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    • Cheryl Wright

      Member

      December 20, 2016 at 8:10 AM

      There are 2 ways we close PO’s that we use:

      1) enter / match invoices when the invoice is received from the Vendor by the A/P Dept.

      2) if for some reason it cannot be done that way, then you can go into Edit Purchase Orders and change the status from Received to Closed.

      I am sure there might be other ways, but this is how we do it.

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      Cheryl Wright
      Flat Rock Bagging
      Flat Rock MI
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    • Jim Eickhoff

      Member

      December 20, 2016 at 9:54 AM

      I tried the second way and it seems to work. I am just worried about some JE that is created that I won’t see until I have done it the wrong way. This were created in 2014 and the previous accounting/purchasing people didn’t do anything with them. I noticed on the PO Status Report the PO has Not Activated in the WF States column but the lines and PO status say received. Can you tell me what that means?

      Thanks for your help.

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      Jim Eickhoff
      Consolidated Investment Group
      Englewood CO
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    • Shari Bruno

      Member

      December 20, 2016 at 11:02 AM

      Hi Jim,

      If you use Edit Purchase Orders to close the old POs there will be no effect on the GL, it will just cancel any open lines and close the PO.

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      Shari Bruno
      Accounts Payable Specialist
      Bible League International
      Crete, IL
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    • Marc Frank

      Member

      February 4, 2020 at 11:11 AM

      Is there any way to do this process in mass, vs. going in to each individual PO through the Edit Purchase Orders screen?

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      Marc Frank
      Blackhawk Mining, LLC
      Lexington KY
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    • Jo deRuiter

      Member

      February 5, 2020 at 8:30 AM

      Hi

      The “Workflow Not Activated” means that you are NOT using Workflow in GP for the approval of PO’s and has no impact on closing them and editing them.

      To clean up old PO’s, if there is a LOT of them, use a Mail Merge Macro? (I’ll give steps to close below, but here is a link to my favorite article on how to do a Mail Merge Macro in GP:  https://winthropdc.wordpress.com/2008/10/29/how-to-use-word-mail-merge-and-macros-to-import-data/)

      • Close the old PO’s with Edit PO at Purchasing>Edit Purchase Orders
      • Bring up the PO, use the drop down in the header area and choose “Closed”. 
      • The system will then cancel any lines that have NOT been received and/or invoiced. 
      • No JE is made because PO’s do not create JE’s until they have been received or received/invoiced.

      The Edit PO’s will close all of the old PO’s that you decide to close, but to finish the clean up go to:

      Routines>Remove Completed Purchase Orders and choose the range of PO’s to move to history.  (It does not REMOVE them, simply MOVES them to the history tables).  It will NOT move anything that is not closed or fully received and invoiced.

      This final routine will clean up the drop down listing of PO’s and get the closed PO’s out of your way.

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    • Carrie Henderson

      Member

      February 6, 2020 at 7:36 AM

      I have this battle all the time – In our system the PO is usually connected to either inventory or WIP (field service) I also have to make a journal entry to correct the accrued purchases account and COGS.

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      Carrie Henderson
      Kenco Group, Inc
      Chattanooga TN
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    • Samantha Higdon

      Member

      February 6, 2020 at 11:05 AM

      Hi ,

      Lots of great advice already given – one additional tidbit to add to ???’s advise on the Remove Completed purchase orders.  

      The Remove Completed Purchase Orders routine will move the closed/cancelled PO’s to the HISTORY tables as long as your system is set to maintain history.  If you are NOT set to maintain history, the PO’s will be removed from the system.  

      Per the help document in GP: “Use the Remove Completed Purchase Orders window to move closed or canceled purchase orders to history if you are keeping purchase order history. If you aren’t keeping purchase order history, the purchase orders will be removed from the system.”

      Personally, I very rarely, if ever, recommend users NOT to maintain history as the general rule of thumb.  If you amass a ton of data, there are other options to archiving/purging that give more control on data maintenance That’s a discussion for a different day though. 🙂

      To check whether you are set to maintain history, go to Purchasing>>Setup>>Purchase Order Processing.

      Thanks!

      Samantha

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      Samantha Higdon ,CPA,CGMA
      Consultant
      Lagom, LLC
      Carmel IN
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    DSC Communities replied 7 years, 4 months ago 1 Member · 0 Replies
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