How to Close out older Purchase Order in OSAS

By Larry Teren

Open System Accounting System (OSAS) Purchase Order module handles the purging of open orders differently than the Sales Order module.

In the Sales Order module, a line item in an open order that is verified and invoiced gets erased once it is posted. In other words, if a five line item order has three lines invoiced and the other two back-ordered, once posted only the remaining two are left in the order. If the entire order is invoiced and then posted, the order disappears out of the open order file.

In the Purchase Order module, regardless if a line item is completed, it stays in the open order file until ALL line items are completed. A completed line item is defined as the quantity ordered, received and invoiced are all the same.

For example, a purchase order has two line items. The first line item is marked as COMPLETED because the quantity ordered, received and invoiced are the same and the order has been posted after the invoice was applied. The second line item, however, still has a status as OPEN because the quantity has been received but not yet invoiced. You can run the ‘post transactions’ routine several times but BOTH line items will stay in the purchase order until both are completed.

What if most items are completed but there are a couple that will never be received and invoiced? Can the order still be cleared? YES. Here’s how:

Go to the line item(s) that is (are) marked as OPEN. Move the cursor to the top field of input. If no quantity has yet been received, you can change the status to CANCELLED. When you run the post transactions’ routine, because either all lines are COMPLETED or CANCELLED, the order will be removed from the open order file.

See below for example of PO line item status field screen shot:

What if a line item is partially received and invoiced but the remainder will not be received and invoiced? Can the line be marked COMPLETED? YES. Here’s how:

Go to that line item. Lower the quantity ordered to equal the quantity received and invoiced. Move the cursor to the top field of input. Change the status to COMPLETED. When you run the ‘post transactions’ routine, if all lines are COMPLETED or CANCELLED, the order will be removed from the open order file.

What if a line item is received but not fully invoiced and it has been a while since the invoice should have been received or possibly the invoice was handled directly as an AP entry? Can the line item be marked COMPLETED? YES. Here’s how:

You need to apply the invoiced quantity to equal the quantity received and so as to not affect the accounting, make sure that the invoice amount is for zero dollars. When you run the ‘post transactions’ routine, if all lines are COMPLETED or CANCELLED, the order will be removed from the open order file.

See below for example of PO line item invoice apply for zero dollars screen shot:

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