How to manually close a standard PO?

Question

I wanted to inquire into the best way to manually close a standard PO in Release 11.5? Some of these PO's will have receipts and some may have partial invoicing. What would the steps be to manually close the PO? We want to close the PO from additional receipts or invoices, but we want to keep the history of the PO.
Example:
Qty 10 ordered under PO# 123
Qty 8 received under PO
Qty 6 invoiced under PO
How do we close out the qty 2 additional received items and qty 2 unreceived items in order to close PO# 123?
Thanks,
Erik

Answer 1

Hi Erik,
such scenarios do appear over time and specifically when the system is used by different users. Fortunately there are ways to handle such scenarios.
As you can understand different scenarios will require different type of actions. Based on the examples given by you I'll try to explain some scenarios.
1) Duplicate PO: It was created in the system but never received against or invoiced. If you are absolutely sure that this will not be used then, the best option is to cancel the PO (at header), when the whole PO is duplicate. Thus terminating an existing commitment to buy from a supplier. Optionally the supplier can be communicated about the cancellation. Please note that, when a PO is cancelled (at header) then it won't be available in the PO entry form. You can only query the PO in the PO Summary form. Cancellation is irreversible. Additionally, cancelled documents (at header) can be purged from the system.
You can also 'Finally Close' such POs but from processing point of view the final close status is the logical end (after receipt & invoice) of 'valid' POs. In order not to mix up with such POs I'll suggest to use the 'Cancel' (at header) PO option for such duplicate POs having no receipt or invoice.
2) For the 2nd example given above, you mentioned that physical receipt was done for 5 but in the system you received 10 (full order quantity). In this case you have the option of 'correcting' the wrong receipt. From Receiving >> Corrections you can correct your receiving transaction to reflect in the system that you actually received only 5, provided you have only invoiced for 5. The remaining quantity that you'll never receive or invoice can be cancelled say at line level. After cancelling print the purchase order and send it to the supplier to indicate contractually that you do not want to take delivery of these items. Remember you cannot modify a cancelled entity or its components. You should cancel documents or their components only if you are absolutely certain that all desired activities have been completed.
Since you are doing dummy receipt and invoice of remaining quantities thus it is cluttering the system with unwanted transactions apart from asking for additional work from all the users involved. Not a good practice.
Here I must mention that some organizations use "Allow Blind Receiving" option setup in the Receiving Options (parameters) window to prevent receivers from receiving the full due quantity compared to what has been physically received from supplier. When this option is on receivers won't be able to see the due quantity in the receipts screen. They have to manually key in the actually quantity received from supplier, thus reducing the chance of receiving additional quantity in the system compared to what has been physically received from supplier.
I would suggest you to go through the "Document Control Overview" section in the PO user guide for better understanding.
Thanks
- Supro