Close a PO to Release the Remaining Encumbrance

In this topic you will learn how to Close a PO to Release the Remaining Encumbrance.

Accounts Payable no longer finalizes the last voucher on a PO to reverse the remaining encumbrance. A business decision was made requiring the remaining encumbrance to be liquidated by closing the PO. The PO will be closed by the Purchasing SuperUser.

The exception to this policy is when a PO has multiple lines and not all lines of the PO are ready to be finalized. In that situation, it is acceptable for AP to finalize the last voucher for the affected PO lines.

NOTE: In this scenario the remaining encumbrance on all lines of the PO are ready to be reversed.

Click the Search button to select an existing WorkBench ID.

NOTE: If an existing WorkBench ID is not available, click the Add a New Value tab to create one. It is important that you add an ID that is unique since all run controls are stored for this process.

Click the appropriate WorkBench ID link.

The search criteria entered for you last reconciliation will default. The Purchase Order and Purchase Order To fields will need to be changed.

The PO is not eligible for closing.

Click the Log button to view the reason the PO is not eligible for closing.

In this example, the PO cannot be closed because it has not been fully matched.

The Accounting Date for Action is the current date.

The PO is now qualified for closing.

To Proceed, click the Yes button.

The Budget Status is now Not Checked, so you must Budget Check the PO. Navigate to:

Purchasing > Purchase Orders > Budget Check

Below are some examples of messages you may receive when clicking the Log button. POs with these messages can be overwritten and closed.

POs with Receiving Required On though not received.

The PO may not be closed because it has not been fully Matched.

POs with Receiving Required Off and Due Date not <= Calculated PO Close Date.

Below are examples of message you may receive when clicking the Log button. POs with either of these messages cannot be overridden and closed.

The PO Line is tied to an active Voucher therefore it may not be closed.

The PO is on Hold From Further Processing.

Close a PO to Release the Remaining Encumbrance

This completes Close a PO to Release the Remaining Encumbrance.

The search criteria entered for you last reconciliation will default. The Purchase Order and Purchase Order To fields will need to be changed.

The Accounting Date for Action is the current date.

Click the Purchasing link.

Click the Purchase Orders link.

Click the Reconcile POs link.

Click the Reconciliation Workbench link.

Click the Search button.

Click the WorkBench ID link.

Enter the desired information into the Purchase Order field. Enter

a valid value

e.g.

"00369354"

Enter the desired information into the To field. Enter

a valid value

e.g.

"00369354"

Click the Down button of the scrollbar.

Click the Search button.

Click the 00369354 option.

Click the Close button.

Click the Log button.

Click the Return button.

Enter the desired information into the Accounting Date for Action field. Enter

a valid value

e.g.

"083111"

Click the 00369354 option.

Click the Override button.

Click the Yes button.

Click the Home link.

Enter the desired information into the Accounting Date To: field. Enter

a valid value

e.g.

"063012"

Enter the desired information into the Accounting Date field. Enter

a valid value

e.g.

"070111"