Close an Individual Purchase Order Using the WorkBench Buyer’s Topic Overview The purchase order close process allows you to close purchase orders that are no longer needed. The purchase order may have an encumbrance balance. Or, it may have been paid in full and finalized. The Buyer’s WorkBench enables you to view purchases for a vendor. You can adjust existing purchase orders such as closing, dispatching, budget-checking or approving them. NOTE: If the purchase order being closed references a contract, the closed amount may not be available on the contract until the daily purchase order batch update process has been run. The funds may not be available on the contract until the following business day. Close versus Cancel a Purchase Order Cancel Close When to use? Purchase order has not been received Purchase Order has been received or or vouchered. vouchered. Reversal Possible? No. Not likely at agency level. Impact on Budget Releases funds after budget check and Releases funds immediately after overnight batch processing (e.g., budget check. Pending Cancel status). Reports? Can filter out cancelled purchase Purchase order or PO line appears on orders. reports. Impact on None. Funds likely will not automatically roll Contracts? back to contract. Reduce it to what has been paid and close it after the reduction. In this topic you will learn: How to enter the WorkBench to Locate a Purchase Order Buyer’s How to use the WorkBench to Process and Close a Purchase Order Buyer’s Process Steps Step 1: Enter the WorkBench and Locate the Individual Purchase Order. Buyer’s Navigation Purchasing, Purchase Orders, Workbench Buyer’s Search for and select an available Workbench ID or create one by selecting Add a New Value if needed. Enter the WorkBench ID on the Find an Existing Value tab. Click Search.
Close an Individual Purchase Order Using the Buyer’s WorkBench Topic Overview The purchase order close process allows you to close purchase orders that are no longer needed. The purchase order may have an encumbrance balance. Or, it may have been paid in full and finalized. The Buyer’s WorkBench enables you to view purchases for a vendor. You can adjust existing purchase orders such as closing, dispatching, budget-checking or approving them. NOTE: If the purchase order being closed references a contract, the closed amount may not be available on the contract until the daily purchase order batch update process has been run. The funds may not be available on the contract until the following business day. Close versus Cancel a Purchase Order Cancel Close When to use? Purchase order has not been received or vouchered. Purchase Order has been received or vouchered. Reversal Possible? No. Not likely at agency level. Impact on Budget Releases funds after budget check and overnight batch processing (e.g., Pending Cancel status). Releases funds immediately after budget check. Reports? Can filter out cancelled purchase orders. Purchase order or PO line appears on reports. Impact on Contracts? None. Funds likely will not automatically roll back to contract. Reduce it to what has been paid and close it after the reduction. In this topic you will learn: How to enter the Buyer’s WorkBench to Locate a Purchase Order How to use the Buyer’s WorkBench to Process and Close a Purchase Order Process Steps Step 1: Enter the Buyer’s WorkBench and Locate the Individual Purchase Order. Navigation Purchasing, Purchase Orders, Buyer’s Workbench Search for and select an available Workbench ID or create one by selecting Add a New Value if needed. Enter the WorkBench ID on the Find an Existing Value tab. Click Search.