linear_scale How To

Finally Close a Purchase Order (PO)

Here are the step-by-step instructions for finally closing a purchase order using the Oracle Requisition and Purchase Order Query tool.

Finally Close a Purchase Order (PO)

  • The Finally Close feature is permanent and can be used by any iProcurement user. If the Finally Close action was taken in error, a new PO will need to be created to replace the Finally Closed PO.
  • Only one PO can be closed at a time.
  • Review Topic Overview: Purchase Order Process.

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password

  1. Select SU Inquiry Tools and Forms
  2. Select Requisition and Purchase Orders Query

  1. Enter eight-digit Purchase Order number in the Purchase Order Number field

    Be sure there are no spaces before or after the number

  2. Select Search

    On the top right hand side of the screen, an option may appear, either Initiate Finally Close Process, Review Ineligibility to Finally Close or no option displays

Select an option below based on what appears on the top right hand side of your screen to continue the process.

No Option Displayed

If nothing shows up in the top right hand side of the screen, this PO is ineligible to Finally Close. Refer to the table below for suggested options:

Ineligibility Issues Reason Suggested Options
PO Cancelled or Finally Closed PO already cancelled or Finally Closed No further actions can be taken.
Unused PO No invoices received for PO How To: Cancel a Purchase Requisition/Purchase Order (PO)

 

Initiate Finally Close Process
  1. Select Initiate Finally Close Process
  2. Review Purchase Order details and confirm this is the correct Purchase Order to Finally Close

FYI Viewers are populated from the active, original Requisition approvers.
  1. Select Add Additional FYI Viewer to add a Stanford person not listed in the FYI Viewers' list
    1. Enter SUNet ID or Last Name, First Name (e.g., smith, john)
    2. Select Search
    3. Select the correct name/SUNet ID
    4. Select Add
  2. Check boxes next to the name(s)
  3. Optionally, add Notes that will appear on the Finally Closed Purchase Order and will be sent to FYI Viewers
     
  1. Select Finally Close in the upper right corner
  2. Select Finally Close in the Alert popup "Are you sure you want to Finally Close PO 6XXXXXXX? Once Finally Closed, no further actions can be taken" to submit 

    ~ OR ~ Select Return to PO Details to cancel the process
     
  3.  Original PO Details page will reload and if Finally Close action is taken, a green pop-up window will temporarily appear, showing, "Successfully submitted PO to Finally Close"

    Purchase Order status shows as CLOSE INITIATED and will change to FINALLY CLOSED shortly.

Review Ineligibility to Finally Close
  1. Select Review Ineligibility to Finally Close

    The reason(s) the PO cannot be Finally Closed is indicated in the columns shown on the PO Finally Close Details page.

    PO Authorization or PO Line Type Category will show in red.

    Unprocessed Invoices, Invoice Hold, Unpaid Invoices, Uncashed Checks are interactive. Select the number to view the details.

  2. Select the number to view the details
  3. Refer to the table below for suggested options based on the ineligibility stated:
Ineligibility Issues Reason Suggested Options
PO Authorization Not Approved PO Authorization is anything other than "Approved"
  • Incomplete – Submit a request to Financial Support Center for Procurement to have PO deleted and Requisition canceled
  • PO Requires Reapproval – Submit a request to Financial Support Center for Procurement to reapprove PO
  • If other – Submit a request to Financial Support Center for Procurement to review
Subaward PO Subaward POs cannot be Finally Closed
Unprocessed Invoices Invoice(s) have been uploaded to the PO but AP has not yet reviewed them
  • Wait for any invoices to be reviewed, processed and paid before Finally Closing a PO
  • Increase the priority of the invoice to a Rush (via deleting and uploading or contact Financial Support Center)
  • Uploader cancels invoice
Invoice Holds Invoice(s) are matched to the PO and are On Hold
  • Contact Financial Support Center to request release of hold (take whatever actions are needed to resolve hold)
  • Contact the vendor to request an email authorizing the cancellation of this invoice, contact Financial Support Center to request cancellation of invoice
Unpaid Invoices Invoice(s) are matched to the PO and pending payment
  • Wait for any invoices to be paid before Finally Closing a PO
  • Increase the priority of the invoice to a Rush (via Financial Support Center)
  • Contact vendor to request an email authorizing the cancellation of this invoice, contact Financial Support Center to request cancellation of invoice
Uncashed Checks Check payment(s) have not been cashed by the supplier
  • Contact the vendor to cash all checks. Wait for checks to be cashed before Finally Closing a PO

 

What Happens Next?
Last Updated: Nov 19, 2021
Submit feedback about this page

Questions?

arrow_upward
Back to Top