How to close a purchase order - NextGen

This article relates to the Quadient AP NextGen UI, which is being released to our customers on a rolling basis. To learn more about the NextGen UI, please reach out to your Customer Success Manager.

Fully approved purchase orders can be closed after being matched to an invoice, or without any invoice matches. Purchase Order Administrators and System Administrators can close purchase orders through either the Purchase Order or Invoice modules.

Closing Purchase Orders in the Purchase Orders Module

Purchase orders can be closed individually, or in batches.

Closing Purchase Orders Individually

Navigate to the Committed tab, and locate the Purchase Order you want to close. In the details view click Actions and select Close Purchase Order.

Closing Purchase Orders in Batches:

In the Committed tab:

1. Select one or more purchase orders.

2. Click Close.

3. In the dialog, click Continue to close the purchase orders.

Closing Purchase Orders in the Invoices Module

Navigate to the required invoice, and open the details view. Click the link icon to open the Linked Transactions menu. Under Actions, select Close Purchase Order. 

In both cases, the purchase order will be moved to Closed status in the Closed tab, and you will no longer be able to match it to an invoice. 

If you use the imported purchase order workflow, closing a purchase order in Quadient AP will not update your ERP. Please update the purchase order status in the accounting system separately.