linear_scale How To

Finally Close a Purchase Order (PO) or Multiple Purchase Orders

Authorized Stanford Oracle users can Finally Close an individual Purchase Order (PO) or Multiple Purchase Orders at one time. 

Finally Close a Purchase Order (PO) or Multiple Purchase Orders

  • 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.
  • Users can identify eligible POs to Finally Close through:
  • For more information, see Topic Overview: Purchase Order Process.

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  • Select Finally Close Individual Purchase Order (PO) or Multiple POs 
Single Purchase Order
Individual Purchase Order
  1. Select SU Inquiry Tools and Forms
  2. Select Requisition and Purchase Orders Query

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

    Alternatively, enter a seven-digit Requisition number in the Requisition Number field to then select the Purchase Order number from that page. 

  4. Select Search
    Confirm that this is the correct Purchase Order you wish to Finally Close 
     
  5. Select Initiate Finally Close Process to view details
     
  6. Add FYI Viewer(s): (optional)
    To send an email notification to Stanford personnel, do the following:

    1. Check boxes next to the name(s) 
      Note: FYI Viewers are populated from the active original Requisition approvers.

      To add additional FYI Viewer(s): 

    2. Click Add Additional FYI Viewer to add a Stanford email
      1. Enter SUNet or Last Name, First Name (e.g., smith, john)
      2. Click Search
      3. Select the correct name/SUNet
      4. Click Add
         
  7. Add Notes (optional)
    1. Add Notes that will appear on the Finally Closed Purchase Order and will be sent to FYI Viewers 
       
  8. Select Finally Close in the upper right hand corner
    1. A confirmation box will appear, “Are you sure you want to Finally Close PO XXXXXXXX? Once Finally Closed, no further actions can be taken.”
    2. Click Finally Close to submit or Return to PO Details to cancel
    3. Original PO Details page will reload and if Finally Close action taken, a green pop-up window will temporarily appear, showing, “Successfully submitted PO to Finally Close.”

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

      Once Finally Closed, no further actions can be taken.

  9. Select Review Ineligibility to Finally Close to view details
          For additional details, see STEP 3 below
Multiple Purchase Orders at one time
Multiple Purchase Orders at one time
  1. Select SU Inquiry Tools and Forms
  2. Launch Multiple PO Finally Close Request

Download Template

  1. Select link, Multiple PO Finally Close Template
  2. Save the template to the computer
  3. Add multiple Purchase Order numbers to be closed (maximum 100) to the first column
  4. Save the template with an identifying title (such as, January 10 Finally Close POs)

Select Upload File 

  1. Select Upload File
  2. Select Choose File to locate the file to upload or Drag and Drop
  3. Once File is uploaded, Select Validate File
    • A list of POs from the file will be validated 

File Status showing Eligible, Ineligible and Unsuccessful 

ELIGIBLE

  1. Select Eligible Tab to show eligible POs to be Finally Closed
    1. Option is provided on right to delete any of the POs listed to not Finally Close
  2. Add FYI Approvers, if desired
  3. Add Notes that will appear on all POs

  4. Select Submit

    Selecting Submit is final. No further actions can be taken on these PO's

INELIGIBLE

  1. Select Ineligible Tab to show those POs that are not eligible to be Finally Closed
  2. For more information about Ineligible POs, see STEP 3 below

UNSUCCESSFUL

  1. Select Unsuccessful Tab to show those POs that were unable to be classified
    For more information, submit a Support Request

Finally Close Individual PO
  • Select an option below based on what appears on the top right of your screen to continue the process
No Finally Close Text Displayed/Individual PO

If no Finally Close text shows up in the top right of the screen, this PO may be ineligible to Finally Close. Refer to the table below for suggested options:

Ineligibility Issues
                        Reason
                              Suggested Options
PO Cancelled or Finally ClosedPO already cancelled or Finally ClosedNo further actions can be taken.
Unused PONo invoices received for POHow To: Cancel a Purchase Requisition/Purchase Order (PO)

 

Review Ineligibility to Finally Close/Individual PO

  1. Select Review Ineligibility to Finally Close

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

  2. Refer to the table below for suggested options based on the ineligibility stated:
Ineligibility Issues
Reason
Suggested Options
PO Authorization Not ApprovedPO Authorization is anything other than "Approved"
Subaward POSubaward POs cannot be Finally Closed
Unprocessed InvoicesInvoice(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 HoldsInvoice(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, submit a Support Request to request cancellation of invoice
Unpaid InvoicesInvoice(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, submit a Support Request to request cancellation of invoice
Uncashed ChecksCheck payment(s) have not been cashed by the supplier
  • View the PO in Requisitions & PO Query to view the paid invoices
    • Checks with no Reconcile Date are uncashed by the supplier
    • Contact the supplier to request cashing the check(s)
    • Once all unreconciled checks are Reconciled, request Finally Close again
  • For more information, Submit a Support Request

 

Multiple PO Finally Close
  • Review Ineligibility for Finally Close of Multiple Purchase Orders
  1. Select Upload Status to view status of a submitted file (most recent listed at top)
  2. Select the Finally Closed Column to view the status of the POs that were successfully Finally Closed
  3. Select the Ineligible Column to view the status of the Ineligible POs
    See below for reasons POs are ineligible
Ineligible Status
          Comments
Suggested Options 

Charge Account 
disabled

Charge accounts on this PO are disabled

  • One or more PTA Account(s) are unable to be used for payment. Contact Financial Support Center, Submit a Support Request

Duplicate

“In Progress with filename Multiple PO Finally Close3.xlsx & uploaded by Doe, Jane on 14-JAN-2026 12:00 pm”

  • This PO was already submitted to Finally Close and cannot be actioned

Ineligible

Unprocessed Invoices: X
(X = Number of invoices)

  • View the PO in Requisitions & PO Query to view the uploaded but unprocessed invoices.
  • For more information, Submit a Support Request

Ineligible

Invoices are on hold: X
(X = Number of invoices on hold)

  • View the PO in Requisitions & PO Query to view the holds and resolve
  • Contact vendor to request an email authorizing the cancellation of this invoice, contact Financial Support Center to request cancellation of invoice
  • After invoices are released from hold or canceled, request Finally Close again

Ineligible

Pending Invoices for Payments: X
(X = Number of pending invoices)

  • 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.

Ineligible

Unaccounted Payments: X
(X = Number of uncashed payments)

  • View the PO in Requisitions & PO Query to view the paid invoices
    • Checks with no Reconcile Date are uncashed by the supplier
    • Contact the supplier to request cashing the check(s)
    • Once all unreconciled checks are Reconciled, request Finally Close again
  • For more information, Submit a Support Request

Ineligible to Finally Close

PO is eligible for cancel not finally close

Invalid PO

PO Number is not valid

Invalid PO Status

PO is not in Approved status

PO Cancelled

This PO is already canceled

PO Finally Closed

This PO is previously Finally Closed

  • This PO is previously Finally Closed

PTA Change submitted           

PTA change request is in progress

  • PTA change request is in progress and no other action can take place until completed

Subaward PO

Subaward PO is not eligible

What Happens Next?
  • If Multiple PO Finally Close Request was used and the requester has set up preferences requesting Email notifications, an email notification will be sent to the Finally Close requester listing the Finally Closed POs and ineligible POs. (To confirm receiving email notifications in Procurement, see How To Set Up Preferences in iProcurement.)
  • When a Purchase Order is Finally Closed and an invoice is received for that PO, Accounts Payable will send a hold notification to the preparer of the Purchase Order. The preparer will be requested to create a new Non-Standard Requisition/Purchase Order with which to pay the invoice.
  • For more information,  submit a Support Request  
Last Updated: Feb 5, 2026
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