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Administrator Guide
Last Updated: 2025-01-24
Close Purchase Orders

Close Purchase Orders

  • Complete the
    Purchase Order Issue Event
     business process.
  • Security:
    Process: Purchase Order - Close
     domain in the Procurement functional area.
You can close purchase orders to:
  • Prevent further actions against the purchase order.
  • Enable you to liquidate any remaining obligation balance, if applicable.
You can close purchase orders only when the status is
Issued
 and there are no:
  • Receipts with
    Draft
     or
    In Progress
     status.
  • In Progress
     procurement year-end requests, such as
    Mass Close Event
     or
    Roll Forwards
    .
  • In Progress
     verifications of procurement card transactions.
  • In Progress
    Return to Supplier
     documents.
  • Retention balances.
  • Related supplier invoices with
    Draft
    ,
    Incomplete
    , or
    In Progress
     status.
  • Related ASNs in
    Draft
     or
    In Progress
    .
You can't close purchase orders that have business process activity pending. You can close a purchase order whether or not you're using commitment accounting.
You can close individual purchase order lines to prevent receipt accruals when you receive items or services, but don't expect to receive an invoice.
When you close all lines in a purchase order, Workday closes the entire purchase order.
  1. From the related actions menu of an issued purchase order, select from these options to close purchase orders:
    • Purchase Order
       >
      Close
    • Purchase Order
       >
      Close Line
    • Retention
       >
      Close
  2. Review transaction and business process information to verify that you want to complete the close.
After close request approval, Workday:
  • Liquidates commitment and obligation accounting.
  • Recovers and liquidates any commitment or obligation journals.
  • Recovers obligated budget.
Workday uses the
Spend Liquidation for Close
 transaction and its journal source to perform the close, enabling you to identify and report on closed purchase orders.