Closing POs/ Requesting POs to be Closed
What does it mean to close a Purchase Order (PO)?
We close POs in Workday to prevent further action against it or to liquidate any remaining obligation balance.
Once a PO is closed, it can no longer be used for creating receipts or invoices.
Read the Pre-Closing Tasks section for guidance on how to determine if a PO is ready and suitable for closing.
PO Obligations and the Fiscal Year
At the end of each fiscal year, all remaining purchase order obligations are rolled forward into the next fiscal year.
RPT – OUTSTANDING PURCHASE ORDER OBLIGATIONS can be used to identify remaining PO obligations.
In addition to the Outstanding PO Obligations report, remaining obligation amounts on a PO can be viewed from the Balances section of a PO.
How is a PO closed?
Requisitioners must email their assigned Buyer to close a PO. However, they must first complete Pre-Closing Tasks.
If you have multiple POs to close, please send one email with a list of all the POs you are requesting to have closed.
Pre-Closing Tasks
Prior to requesting your assigned Buyer to close a PO, the requesting department should confirm:
🗹 There are no receipts In Progress or in Draft status
AND
There are no invoices in Draft, Incomplete, or In Progress status.
A Buyer cannot close a PO if a related receipt or invoice have Draft, In
Progress, or Incomplete statuses.
🗹 There are no lines on the PO for which an invoice is still expected. This
applies to PO lines that have been received, as well as PO lines not yet
received.
RPT – PURCHASE ORDERS RECEIVED NOT INVOICED can identify PO
lines for which receipt quantities are greater than invoiced quantities.
Findings on the report indicate the POs shown on the report are not ready to
be closed.
For information about how to resolve PO issues identified by the RNI report,
read Help Page – Utilizing the RNI Report.
🗹 There are no lines on the PO that need to be received. This applies to PO
lines that have been partially received, as well as PO Lines not yet received.
RPT – FIND SUPPLIER INVOICE LINES IN MATCH EXCEPTION (UAMS)
can identify lines that have been invoiced but are held up due to receipt or
pricing issues.
For information about how to resolve match exceptions caused by invoicing
issues, read Help Page – Understanding Invoice Match Exceptions.
🗹 There are no lines on the PO which will be needed for verification of a
P-Card transaction by a Buyer. If you are unsure whether the PO line is
still needed for a p-card transaction verification, please reach out to your
assigned Buyer.