There are times when an order is closed prematurely—perhaps an expected backorder arrived. Or a credit memo needs to be applied to a closed document. Reopening the order allows for further invoicing and receiving.
Prerequisites
- Permissions: The buyer of the PO and a user with the Community Administrator role, can reopen an order.
- Fiscal Year Check: Ensure the fiscal year associated with the order is still open if you intend to process further financial transactions.
When You CANNOT Reopen
- Fully Cancelled Orders: If an order was cancelled (rather than closed), it generally cannot be reopened. A new requisition or a retrofit order would be required.
- Integrated "Hard" Close: If your institution uses a "Hard Close" sync where Banner tells Unimarket to close the order based on a final pay indicator, reopening in Unimarket may be overwritten by the next sync cycle.
Step-by-Step Instructions
- Locate the Order: Go to the Transactions menu and select Orders.
- Search: Use the filters to find the specific Purchase Order. If the order is already closed, ensure your "Status" filter includes Closed.
- Open Order Details: Click on the Order Number to view the details.
- Select Reopen: In the top right corner, click the Actions button and select Reopen.
- Confirm: A pop-up will appear, to confirm action by selecting OK. The status will change from Closed back to Open.
Reopen Order Lines
Once the order is reopened the receiving associated with the line items can reopen (if Receiving status is Closed).
Individual Line Item (within the Order)
- Open the Order: Navigate to Transactions > Orders and select the Purchase Order you wish to modify.
- Navigate to Items: Click on the Items tab located within the order details.
- Select Reopen: Locate the specific line item you want to adjust. In the actions or status area for that line, select the Reopen option.
- Add a Note: A pop-up box will appear. In the Note section, enter a brief explanation for reopening the line (e.g., "Correcting accidental full receipt").
- Confirm: Select OK to save the change.
All Line Items (via Receiving Screen)
- Access Receiving: Go to the Transactions menu and select Receiving.
- Find the Order: Search for the Purchase Order (P-number).
- Note: If the order is fully received, you may need to adjust your filters to show "Received" orders.
- Click the Receive All icon, next to the order to open the receiving interface.
- In the Receiving Date field, ensure the date and time is correct.
- In the Note section, enter a message (e.g., "Line reopened for quantity correction"), if desired
- Complete the Action: Select OK.
What Happens Next?
- The line item status will revert from Received to Open (or Partially Received).
- The quantity/amount fields will become editable again, allowing you to enter a new receipt or make a correction.
- A record of the "Reopen" action and your note will be added to the History tab of the order for audit purposes.
Impact on Banner Integration (Crucial)
When an order is reopened in Unimarket, the behavior in Banner depends on your specific integration setup:
- Encumbrance Re-establishment: In most standard integrations, reopening a PO in Unimarket does not automatically re-create the encumbrance in Banner if it was already liquidated.
- Manual Adjustment: You may need to perform a Change Order in Unimarket or a manual encumbrance adjustment in Banner (FMAENC) to put the funds back into the budget.
- Fiscal Year Restrictions: If the order belonged to a prior fiscal year that has been closed and rolled, reopening the order in Unimarket will not allow it to post back to the old year in Banner.
Troubleshooting
- Missing "Reopen" Button: If you don't see the button, check your user permissions or verify if the order is in a "Cancelled" state.
- Integration Errors: If you reopen an order and try to invoice it, but receive a "No Encumbrance Found" error in the FZRCXML logs, it means Banner does not have the funds reserved for that PO number.