Why would you want to close a Purchase Order?
Many scenarios may dictate this really but they all boil down the fact that there is a remaining balance on the Purchase Order that will no longer be needed. If we don’t close the Purchase Order that remaining amount just sits open forever. First off it is going to skew your reporting and forecasting but it also leaves the system open to errors if a user could accidentally receive an item or bill an item that they shouldn’t have.
So it’s useful to know how to close a Purchase Order or even just individual lines. A tidy system is a happy system!
Remember, a Purchase Order is only going to be closed if there is a remaining balance available. If the Purchase Order is Fully Billed already the following steps won’t be necessary.
How to close a Purchase Order in NetSuite.
- The easiest way to close an order is by clicking the rectangular Close button found at the top left or bottom left of the order form. This will mark all the open Purchase Order lines as Closed. There is a column on the line items called Closed which will be marked with a Yes when that specific line has been closed.
There are going to be situations when you only want to close specific lines. Maybe a line item has been partially billed but the remainder will not be billed. To prevent that line from being accidentally associated with a future bill you want to close it. Edit the Purchase Order then click on the line item you want closed. Scroll to the right and find the Closed column. If you don’t see the Closed column it may be hidden. In this case you or your admin will need to unhide the field on the form template. Once you have found the Closed column mark the checkbox to indicate that you want this line closed. Click Add at the bottom left of the line and then Save your Purchase Order.
- Another method to close lines individually is to do a CSV import update. This is a useful approach when you have multiple Purchase Orders to action. First run a saved search to obtain the Purchase Order Internal ID and the Line IDs of the lines you want closed. You can then re-import that data but add the column Closed with the Value TRUE.
How to re-open a Purchase Order in NetSuite.
So, now you know how to close a Purchase Order you might find a scenario where you need to re-open one. Should be simple right? Well most of the time it is. The simple solution is just the reverse of what we discussed above.
- Edit the Purchase Order
- Navigate to the line you want to open
- Scroll to the right to find the Closed column
- Uncheck the box
- Hit Save
Why can’t a Purchase Order line be re-opened?
I recently came across a scenario where I wanted to re-open a line on a Purchase Order but when I got to the fourth step above the Closed column was disabled. All the other lines were active but the line I wanted to re-open was disabled. The reason for this was the Vendor Bill Variance process. I won’t go in to detail here about what this process is but you just need to know that it posts a Journal that is linked to a specific line on a Purchase Order. It won’t allow you to re-open the line and potentially add a further bill to that line because then the variance journal will be wrong. If you are facing this same situation have a look on the line item history (scroll to the far right and click History) to see if a Vendor Bill Variance journal has been posted against the line. That will explain why the Closed checkbox is disabled. My solution was to leave the Purchase Order closed and raise a new one. If the journal is posted in the same month you could possibly delete the journal but I’m not advising that just throwing it out there.
To continue on the theme of Purchase Order management you may be interested in setting up approvals on your Purchase Order. Visit the NetFreak article NetSuite Purchase Order Approval Workflow to learn the basic skeleton for this workflow. You can also learn about the benefits of using Requisitions in our comparison article Requisitions vs. Purchase Order.