This document outlines the steps for authorized users, to manually close an order or order line receiving. These closure functions are essential for confirming the finality of a transaction but carry specific consequences for future invoicing and goods receipt
Authorization to Close
The ability to close an order or receiving is granted to the following roles:
Buyers of the order
Users with the Create Invoices role
Community Administrators
Key Differences Between Closing an Order vs. Closing Receiving
| Action | User is Stating... | Primary Consequence |
|---|---|---|
| Closing an Order | All needed actions against the order are complete. | Stops suppliers and users from submitting any further invoices against the order. |
| Closing Receiving | They are done receiving items and expect no remaining items. | No invoice can be raised by the supplier against the order, and it may prevent invoices from matching. |
Note: If an order is closed in error (e.g., goods received, but the subsequent invoice is rejected), the order can be reopened.
Closing an Entire Order
Closing the order is a final status that prevents any further invoicing.
| Step | Action | Path & Location |
|---|---|---|
| 1. Locate Order | Go to Marketplace module > select Orders. | Use the Search Order Number field or Filters to locate the order. |
| 2. View Order | Select the desired order number to view the order screen. | |
| 3. Initiate Close | Select More Actions > click Close. | |
| 4. Finalize | A pop-up screen will appear. Enter the desired message in the Text box > select OK. | Note: Buyers will not receive email notifications confirming the closed status. |
Order State Status
| Status | Description |
|---|---|
| Order - Open | Users can create invoices against the order. |
| Order - Closed | Invoices can no longer be created against this order. |
Sample Purchase Order in a Open State:
Sample Purchase Order in a Closed State:
Closing Receiving Status (Line Items)
Closing receiving prevents the supplier from submitting invoices for the quantities marked as closed.
Closing Receiving for a Single Line Item
| Step | Action | Path & Location |
|---|---|---|
| 1. Locate Order | Go to Marketplace module > select Orders. | Use the Search Order Number field or Filters. |
| 2. Initiate Close | On the order view screen, scroll down to the desired line item > click Receive. | |
| 3. Select Action | In the pop-up box, select Manual Close in the Action field. | |
| 4. Finalize | Insert the required message in the Note field > select OK. |
Closing Receiving for Multiple Line Items
| Step | Action |
|---|---|
| 1. Access Receiving | Go to Marketplace module > click Transactions > select Receiving. |
| 2. Locate Order | Insert desired order number in the Order Number field, or use the encircled down arrow to customize the search using Filters. |
| 3. Initiate Close | Select Receive All. |
| 4. Select Action | In the pop-up box, select Manual Close in the Action field. |
| 5. Finalize | Insert a required message in the Note field > Check the Close box associated with the desired items > select OK. |