[Pam Palmer]

Using Dynamics GP 2013 R2

Our purchasing department ran a report in SmartList for all OPEN Purchase Orders and have asked me to resolve their issue which is CLOSED PO’s showing up because the Document status shows they are open.   (The report lists both “PO Status” and “Document Status”)

I realize they are not the same thing but I am curious why a PO that is closed and has been moved to history will show up on this report because the “DOCUMENT Status” shows that it is OPEN.

WHY would the document status be listed as OPEN if the PO has been received, paid, closed and moved to history?

AND how can I make the document closed on a closed PO?  

I have searched through manuals, online etc.  No where can I find anything related to DOCUMENT STATUS for the purchasing module.

I would love to say Kudos to the person(s) who can explain this and / or resolve this.

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Pam Palmer
Projects/Database Admin
Temple, Inc.
Decatur AL
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[Kelly Hobart]

Document Status is referring to where the document is in your system’s history. 
The two options are ‘History’ or ‘Open’.

The documents referencing ‘History’ they have been “removed” (but technically they are only moved to ‘History’)

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Kelly Hobart
Business Data Analyst
Mount Pleasant Waterworks
Mount Pleasant SC
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[Jo deRuiter]

?Hi Pam:

A Purchase Order has it’s status’ which are “New” – i.e. has not been printed.  “Released” i.e. printed and sent to the vendor (or just printed) and “Canceled” suggesting that the Order is no longer needed.  There are also “Received” – usually held at both the line and the header level meaning that the line in the PO has been received or all of the PO Has been received.  The status “Closed” means that it has been fully received and invoiced.   There is also a status called “Change Order” that some companies end up seeing.

A Document’s status is speaking to where an Invoice is along the process and is either Work – in Purchasing this means entered not posted, Open – in Purchasing means Posted Not Paid and History – in Purchasing means that the invoice is paid.

Hope this helps!

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Jo deRuiter
Senior Financial Systems Consultant
Wipfli
Eau Claire WI
770-906-4504
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[Pam Palmer]

Jo deRuiter – I understood all the PO status’, it was the Document’s status that had me puzzled and I did indeed wonder if it had to do with where the vendor’s Invoice was in it’s process that reflected on the status of the document.

This is our problem then because it appears that the PO’s that have a Document status of OPEN have been moved to History with no invoice received against them.  They were all $0 PO’s and the vendors do not send $0 invoices.

I would appreciate any insight into how to clear these out of the system.

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Pam Palmer
Projects/Database Admin
Temple, Inc.
Decatur AL
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[Shari Bruno]

?

We have had POs pulled into an open PO report in the past because a user zeroed out a line that was no longer needed, rather than canceling the quantity. So for example, there is a line with a quantity of 1, unit cost of $1, extended cost of $1 and the user would go in and change either the unit or extended cost to $0?. Even if all else on the PO is receipted and the remaining PO subtotal is $0, the zeroed out line is still active. This hasn’t happened to us in a while since we now use ReQlogic for requisitions/POs, but we would have to give the zeroed line a value and then cancel the quantity in order for the PO to drop off of our reports.

Since PO Status and Document Status are looking at two different things, and the goal of your report is to list open POs, not find POs that are still active on the system, just remove Document Status from your report.

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Shari Bruno
Accounting Operations Manager
Bible League International
Crete, IL
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[Blair Christensen]

?One problem we run into here is that sometimes the receivable can get voided while the invoice doesn’t (or vice-versa).  I use the following SQL script at month-end to check for these discrepancies so they can be fixed:

select rm.CUSTNMBR as Customer_ID

, CAST(rm.DOCDATE as DATE) Doc_Date

, RTRIM(rm.DOCNUMBR) as Doc_Number

, case s.SOPTYPE

when 3 then 'Invoice'

else 'Return'

end as Doc_Type

, case rm.VOIDSTTS

when 0 then 'No'

when NULL then 'Not Invoiced'

else 'Yes'

end as Voided_in_RM

, case s.VOIDSTTS

when 0 then 'No'

when NULL then 'Not Invoiced'

else 'Yes'

end Voided_in_SOP

from (

select CUSTNMBR

, DOCDATE

, DOCNUMBR

, case RMDTYPAL when 1 then 3 else 4 end as SOPTYPE

, VOIDSTTS

from RM20101

where RMDTYPAL in (1,8)

union

select CUSTNMBR

, DOCDATE

, DOCNUMBR

, case RMDTYPAL when 1 then 3 else 4 end as SOPTYPE

, VOIDSTTS

from RM30101 where RMDTYPAL in (1,8)

) rm

inner join SOP30200 s on rm.SOPTYPE = s.SOPTYPE

and rm.DOCNUMBR = s.SOPNUMBE

where rm.VOIDSTTS <> s.VOIDSTTS

order by case rm.VOIDSTTS

when 0 then 'No'

else 'Yes'

end, rm.DOCNUMBR

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Blair Christensen
Database Administrator
Oppenheimer Companies, Inc.
Boise ID
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