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Objective
By completing this topic, you will be able to reduce the quantity amount of a Purchase Order.
Notes:
•Editing the PO results in a Change Order
•Reducing the PO ordered quantity to equal the received/delivered AND invoiced quantity
amount will result in the PO naturally closing for invoicing
Steps Actions
1 Go to Procurement – Purchase Order Area
Oracle Purchasing
REDUCING PURCHASE ORDER TO CLOSE OUT
UPDATED: 2/7/2024
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2 Search for and Select PO
Select the magnifying glass on the far right, then change the Search field to Orders
Enter your PO # into the search field and hit the magnifying glass or enter to search
You will be directed to the PO area. Here you can find all the information about your
Purchase Order.
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3 Optional
View Details of PO
Click the View Details button on the far-right hand side of screen to view what has been ordered,
received/delivered, and invoiced. Reviewing the details helps to understand what has been received
and invoiced. Click Done once you are finished viewing details.
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4 Edit PO
Select Actions (top right hand of screen), then Edit
Click Yes on the Warning
You are now in the Edit PO area
Enter PO change Description (this field is required)
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5 Edit PO Lines
PO’s close naturally when there is a 3-way match between the Quantity Ordered, Quantity
Received/Delivered, and Quantity Invoiced (this is why it is important to View Details of the PO so you have
all this information- See Step 3).
Quantity Ordered = Quantity Delivered/Received = Quantity Invoiced
=
PO Status of Closed
If you reduce the Quantity Ordered to equal BOTH the Received/Delivered quantity AND Invoiced
quantity, you will balance the PO, or have a 3-way match, which naturally changes the PO status to
Closed.
This only works if the received/delivered quantity is equal to the invoiced quantity. If these amounts
differ, you won’t be able to close out your PO with this method.
For this example, the original quantity ordered was 3000. The received/delivered quantity is 96.0, and
the invoiced quantity is also 96.0, so you can reduce down the 3000 quantity (on the Lines level) to
96.0, which will result in a 3-way match.
Adjusting the quantity at the Lines level will also adjust the quantity at the Schedules and Distributions
level.
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6 Click Submit
Once you have reduced your quantity Ordered, click Submit in the top right-hand corner to submit your
Change Order request for approval.
You will get a change order message for confirmation. Click OK.
7 Status of your PO
Once submitted, your Change Order will not require approval from your supervisor since you are
REDUCING your PO.
Once changed, your PO should have a status of Closed.
Under View Details of your PO, you can see that Ordered = Received/Delivered = Invoiced, thus closing
the PO naturally via 3-way match! You have now closed your PO!