PO Maintenance

Background

PO Maintenance is functionality designed to allow Finance teams to keep on top of their accruing costs on a monthly basis.  It summarises any PO lines that are accruing costs (ie have past the delivery date on the PO but have not yet been invoiced, so are costs that we still have to pay).

It also flags up any missed costs, ie where an invoice has come in for a different value on the PO line, but wasn’t closed on export, so the system still thinks another invoice is coming for the balance.  For users that have permission to do so, those missed costs can be closed off in bulk.

Viewing PO Maintenance

To view purchase order lines that are still accruing costs:

Click on the Purchasing tab

Click on the PO Maintenance link under the Purchase Orders heading

Set the filters at the top of the screen to narrow down the information that you want to return (if needed)

Click the Update button to generate a list of purchase order lines with accruing costs

Stopping Accruals

Closing PO lines

To close purchase order lines that are still accruing costs:

Follow the steps above to view the records that you want to close

Select the tickbox at the top-left of the table headings to select all PO lines shown or use the tickbox column to select the PO lines that you want to close down

Click the Close Selected button at the bottom right of the screen to close off the PO lines in question and stop them accruing any further costs

Closing entire POs

To close an entire purchase order:

Click on the Purchasing tab

Enter the number of the PO you want to close in the View PO box (or use the Search link to find it)

Once you can see the purchase order itself, click the grey Cost Summary tab at the top-right of the record

Click the Close Off Purchase Order button at the bottom right of the record