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[Deana Davis]

Hi,

When you close a PO using Edit Purchase Orders, how do you get it to automatically create a reversal entry of the received transaction?

Thank you Deana

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Deana Davis
Atlantic Corporation Limited
Halifax
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[Beat Bucher]

Hi Deana,
What do you mean by “automatically create a reversal entry of the received transaction” ?
Closing a PO means it has been received and you don’t expect any further receiving.. If you meant that it was received in error, than you should issue a return (RMA) with or without Inventory QTY adjustment..
If the PO hasn’t been received yet, than you simply cancel it.. not close it.
Please clarify.

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Beat Bucher
Business Analyst, Dynamics GP MVP
Ultra-Electronics Forensic Technology Inc.
Montreal QC/Canada
+1-514-489-4267
@GP_Beat http://dyngpbeat.wordpress.com/
Montreal QC GPUG Chapter Leader
GP2013R2 / MR2012 CU14
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[Deana Davis]

If a PO was created and received in error and needs to be closed I was hoping there was a way that you could get it to reverse without having to do a journal entry after the actual closing. I received an email suggesting I use the Purchase> Returns Transaction Entry so I am going to investigate this.

Thank you

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Deana Davis
Atlantic Corporation Limited
Halifax
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[Thomas Hill]

I believe closing the PO will generate the needed entries for you.  It has been a while, but as I remember.

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Thomas Hill
Accounts Payable – Expense Processing
M&A Technology, Inc.
Carrollton TX
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[Beat Bucher]

Thomas,
not sure about that..  this comes for the POP manual in GP :

Purchasing >> Transactions >> Edit Purchase Orders

Use the Edit Purchase Order Status window to change the status of a purchase order, its individual line items or both. You can change the quantity canceled in this window; however, your changes may affect the status of the line item and the status of the purchase order. Amounts may be posted to General Ledger when you close line items that have an item with a shipped quantity that is greater than the invoiced quantity. Purchase receipts in Inventory Control also may be adjusted as well. If you are using landed costs, adjusting entries won’t be made automatically to General Ledger to reverse landed cost accrual accounts.

You can close purchase orders with landed costs that haven’t been matched to an invoice. If you close a purchase order line item with landed costs that haven’t been matched to an invoice, the shipments for that line item won’t be available for matching.

To cancel or close a purchase order that has a posted payment in Payables Management or has a prepayment included in a payables computer check batch, void the posted payment in Payables Management or remove the prepayment from the computer check batch.

If the purchase order has a workflow status of Pending User Action and you change the purchase order status, line item status, or quantity canceled, a message appears when you process the purchase order.The message states that approval is currently pending for this purchase order. If changes are saved, the purchase order will be recalled from workflow and will need to be resubmitted.

If you want to really reverse the receiving, the only way to do it properly is to create a return (RMA) against the PO.

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Beat Bucher
Business Analyst, Dynamics GP MVP
Ultra-Electronics Forensic Technology Inc.
Montreal QC/Canada
+1-514-489-4267
@GP_Beat http://dyngpbeat.wordpress.com/
Montreal QC GPUG Chapter Leader
GP2013R2 / MR2012 CU14
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[Bryan Robertson]

We ‘try’ to enforce our users perform the return via Return Transaction Entry as Beat mentions, but when a PO is “closed” via Edit Purchase Order Status and it has been partially received – you will get an Edit PO journal entry batch (Batch name starts with EDTPO) to reverse the GL effect of the original shipment.

Since we use Key2Act (formerly Wennsoft) – we run into issues with this as it does not have any affect on the job related aspects – doesn’t put the money back on the job.

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Bryan Robertson
Director, ERP Operations

Member, GPUG Advisory Committee
Chairman, Florida (Ft Lauderdale/Miami) Regional GPUG Chapter

SBA COMMUNICATIONS CORPORATION
8051 Congress Avenue Boca Raton, FL 33487

561.226.9568 + T
brobertson@sbasite.com
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