Closing out Purchase Orders with Undelivered Quantities

1

We order goods in bulk and as long as they are delivered within a customary tolerance, the order is deemed fullfilled. E.g., there is a PO for 5 tons of wheat, and the supplier delivers 4.98 tons (which is within the tolerance). However, in the inventory items list we have:

Qty ordered Qty received Qty on order
5 tons 4.98 tons 0.02 tons

How can we close out the purchase order and get rid of the 0.02 tons. Is there any correct way other than changing the PO?

The same case would actually be true for sales orders, as well.

Thank you for any help.

2

After taking partial delivery, you can check the Cancelled checkbox from within your Purchase Order Edit screen.

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This will remove any pending Qty on order

3

Most of the time there is a difference between ordered qty and delivered one. So treating these order as cancelled in my view is not right.

The correct method would be to have a Checkbox “Closed” or “Filled Order“ so in cases like these we can manually close order.

4

A Purchase Order is nothing but a process flow control tool. Once the process is done – as in this particular case, there’s little to no benefit of worrying about the status of a Purchase Order which has already expired.

If this bothers the user, they can think of the Cancelled button to be Closed. Either way, this will have no consequences on future workflow.

@shahabb, although I understand where you are coming from and I agree that having two separate checkboxes for closed and cancelled is better than one, but only marginally so, I can’t promote this to either ideas or bugs.

5

Thank you for your reply @Ealfardan. Since a purchase order serves as a legal document in our process flow - it is evidence for a purchase made - we cannot just cancel it. There is a difference between a cancelled and fulfilled order.

Seems our best option then is to amend the original PO so it closes out against the delivered quantities.