PO Mass Closure

Background:

The purpose of this document is to explain the purchase order mass closure process. The purchase order mass closure process gives change order preparers the ability to accurately and efficiently close a large number of purchase orders in a single transaction. Closing purchase orders removes old and unused encumbrances. Departments can submit closure requests throughout the fiscal year, as needed.

Additional Context:

  • POs marked as received that have not been invoiced should not be closed (there are a few rare exceptions)

  • Some Departments/Teams close POs Not received and Not invoiced if the PO is at least 2 months old (for POs less than 2 months old departments/teams should ask the requester to confirm that the vendor will not fulfill the order)

  • PO’s that list a Buyer's name or have a value over $5,000.00

  • If planning to close more than 300 POs in a single day, please alert BearBuy Help Desk (https://supplychain.berkeley.edu/campus/bearbuy/bearbuy-help-desk)

 

Part 1 - Voucher Search

  1. Navigate to Documents > Document Search > Search Documents > Document Search

  1. On the next page click on the dropdown Search menu drop-down and choose Vouchers

  1. Navigate down to the middle of the page and locate “Purchase Order Identification”

    1. Enter the PO numbers in the Purchase Order Number(s)

    2. If the PO numbers do not appear click outside the box and they should appear

 

  1. Scroll down to the “Payment Status” section. Select In Process, Payable and Cancelled

  2. Click the search button

  1. Make note of all the POs for the next step

 

Part 2 - Purchase Order Search

  1. Navigate to Documents > Document Search > Search Documents > Document Search

  1. Navigate to the Search menu dropdown and choose Purchase Orders

  1. Navigate to the Purchase Order Identification section. Paste the original list of POs and delete the purchase orders that came up in the voucher search.

  1. Click search

  2. On the left sidebar navigate to Voucher Status and click on the filter icon

    1. Click on the boxes for “Partially Invoiced”, “Fully Invoiced” and “Over Invoiced”

    2. Click Save

  3. Find Matching Status on the left sidebar and click on the filter icon

    1. Click on the “Fully Matched” box

    2. Click Save

  4. Now the filters should appear in the top-left sidebar

  5. The filter options above will yield all the POs that can be mass closed.

  6. Select the box at the top right-hand corner to select all the POs on the list.

  7. After all the POs are selected click on the dropdown list next to “Go” and choose “Close PO”

  8. Click Go

  9. A pop-up screen will appear where the change order preparer will specify why the purchase orders are being closed

    1. Include the full name of the person who initiated the request and the method

      1. Ex: “Closed PO per John Smith’s email request on 3/23/18

      2. Click OK

Filtering the purchase orders by voucher and matching status will capture the majority of the POs that can be mass closed. To view the remaining POs filter the search by AP status

Part 3- Resolving Residual POs

  1. To check that the POs are closed go back to Document Search

  2. Place the same POs in the search function and click search

  3. Navigate to the “AP Status” section and click “Open”

  4. This should show all the Purchase Orders that remain open.

  5. Research the remaining POs to determine if the POs can be closed

    1. Usually a small amount of POs remain

  6. Notify the requester if there are POs that could not be closed and the reason why