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Administrator Guide
Last Updated: 2024-03-08
Steps: Close Purchase Order Lines for Invoicing or Receiving

Steps: Close Purchase Order Lines for Invoicing or Receiving

Configure the
Purchase Order Issue Event
 business process and security policy in the Procurement functional area.
Security: These domains in the Procurement functional area:
  • Close for Invoicing:
    Process: Purchase Order – Close
  • Close for Receiving:
    Process: Purchase Order - Close for Receiving
You can close purchase order lines for invoicing to prevent receipt accruals when you receive items or services, but don't expect to receive an invoice.
You can close purchase order lines for receiving items manually, or by running a scheduler task. Closing purchase order lines prevents purchase orders from remaining open in a backorder status, expediting the reordering process during the next par count for replenishment. You can only close individual purchase order lines on purchase orders in an
Issued
 status.
  1. From the related actions menu of the purchase order, select either:
    • Close Line
      This action prevents you from creating:
      • Advance Ship Notifications (ASNs)
      • Receipts
      • Supplier invoices
    • Close Lines for Receiving
      This action:
      • Enables you to receive an invoice.
      • Prevents you from creating receipts for purchase order lines.
  2. Select the lines to close.
  3. (Optional) Access the
    Schedule Purchase Order Close Lines for Receiving
     task.
    Select
    Include Only PO Lines with Zero Shipped Quantities
    to select and close purchase order lines with zero quantity shipped.
    Workday displays this check box only for POs with associated
    Just in Time
     requisition types.
  4. Access the
    Maintain Procurement Reasons
     task.
    Add and maintain reasons for closing purchase orders and purchase order lines. Users can access close reasons from a prompt on the
    Close Line
     task.
Closing a purchase order line prevents further procurement-related changes to the line.
  • Workday displays closed lines in
    Closed for Receiving
    status.
  • When you enable commitment accounting, Workday creates liquidating journal lines on a line by line basis.
  • When you close a line for invoicing or receiving, you can't:
    • Process change orders against that line.
    • Cancel any receipts tied to that line.
    • Close any lines paid on a procurement card.
    • Create purchase order acknowledgments or advanced ship notices for those lines.
When you close lines for receiving before you close purchase orders, lines revert to a
Closed for Receiving
 status.
Lines revert to previous statuses when you use the
Mass Reopen Procurement Documents
 task to reopen purchase orders containing closed lines.
Access the
Reopen Lines
 task from the related actions menu of a closed purchase order line to reopen lines closed for invoicing. Reopened lines revert to their previous status and Workday cancels their close liquidations.
Reopen lines for receiving in the current fiscal year. When you reopen a line, Workday automatically cancels the liquidating journal. You can reorder during the next par count for replenishment.