Shortclose Purchase Order

Short Close Purchase Order

This page allows you to shortclose the selected Purchase Order. Tell me more

Select the “Short Close PO” link at the top of the “Select Purchase Order” page.

The “Short Close Purchase Order” page appears.

The System displays the status of the Purchase Order in this page.

The system displays the following in the “PO Details” information tab:

PO No.	Unique identification number of the Purchase Order with which it is referred.
Amendment No.	Unique identification number of the Amendment document. The Amendment document is created whenever any modifications are done to the approved document.
Ref. Quotation No.	The identification number of the reference quotation.
PO Date	The Date of creation of the Purchase Order.
Type	The type of the Purchase Order. There are different types of Purchase Orders namely General, Capital, Dropship, and Consignment.
Folder	The folder name. The Folder name pertained to the Purchase Order can be selected from the drop-down list.
Supplier Code	Code/Identifier of the supplier who supplies goods for the Purchase Order.
Name	Name of the Supplier who supplies the goods for the Purchase order.
Contact Person	The Name of the person who can be contacted in case of any clarification regarding the procurement of Items in the PO on behalf of the Supplier.
Buyer	Unique identification number or name of the buyers. This is specified for easy identification of the buyer among the list of buyers in the suppliers end.
Remarks	Buyer’s valid comment regarding the document is displayed.
Approved Date	The Date in which the approval was made.

Enter the following:

Reason Code

The Reason code associated with the order status is mentioned. (Alphanumeric, 10)

The System displays the following:

Desc.	Description stating the nature of the reason code.
Imports	Indicates that it is Imports PO.

The System displays the following in the “Amount Details” information tab:

Currency	The Currency specified for the Purchase Order.
Exchange Rate	The Exchange Rate in which the PO Value is calculated w.r.t. the Base Currency of the Company, if the currency specified for the PO is different from the base currency. If the PO is in base currency, then the exchange rate is 1(One).
Base Currency Value	The PO Value calculated in base currency.
PO Value	The Value of the items stated in the Purchase Order.
Additional Charges	Additional charges incurred for the items during the transit of goods and based upon the terms and conditions of the buyer and the supplier.
Total Value	The Total Value comprise of the Purchase Order value and the Additional charges.

The System displays the following in the Line Details information tab:

Line No.	Unique identification number of the line, which is associated with an item.
Ref. Quotation Line No.	A Unique identification number of the Quotation generated by the supplier is entered in this field.
Item Code	The code of the item requested by the customer.
Variant	Variant code is associated with the Item code present in the activity.
Description	Description stating the name/identifier of the variant associated with the item.
Quantity	The Quantity ordered by the customer is entered in this field.
UOM	The Unit of measure in which the customer wishes to purchase the goods from his supplier.
Cost	The Actual cost of the item for making a purchase.
Per	The Basic unit of the UOM specified in which the purchase quantity is measured.
Receipt At	The receiving OU of the line item.
Schedule	The Schedule type can be “Single” or “Staggered”. If Single schedule type is selected, it would instruct the supplier to deliver the items all at a time. If it is Staggered schedule type, the line item quantity is divided in to part deliveries and is issued to the buyer.
Need Date	The Date in which the buyer needs the items for consuming.
Warehouse Code	Unique code/identifier of the Warehouse where the items are stored before consumption.
Accounting Unit	The Accounting Unit is a name reference for a Financial Book. There are various financial books available within the buyer’s organization. He specifies a particular Financial Book for all the purchase payment related details. The Supplier can also raise payment related documents to that particular financial book also called as Accounting unit. This field will be filled automatically if the “default entries” push button is accessed.
Total Value	The actual amount to be paid to the supplier for the items.
Basic Value	The Basic value of the purchased product based on the Quantity, cost and Per ratio.
	Basic Value = (Quantity * Cost) / Per
Drawing Revision No.	Unique identification number is provided to the revisions or modifications done to the drawing depicting the appearance of the line item.
Adhoc Item Class	Use the drop-down list box to select the Adhoc Items from the list.
Balance Qty	The Uncovered quantity for which items are not received at the buyers end.
Received Qty	The Quantity received by the buyer is displayed.
Accepted Qty	Though the buyer receives the items, he has the option of accepting all the items or only few items. The quantity accepted by the buyer is displayed.
Rejected Qty	Though the buyer receives the items, he has the option of rejecting few items or all the items. The quantity rejected by the buyer is displayed.
Moved Qty	The Quantity that is moved from the receiving point to various other storage units or plants are displayed.
Returned Qty	The Quantity returned by the buyer due to defect or damage in the items.
Matched Qty	The matching of the quantities present in the Purchase Request and Purchase Order.
Matched Amount	The matching of the cost of the item specified in the Quotation and the Purchase Order.
Billed Qty.	The Quantity that is billed for making a payment.
Billed Amount	The bill Amount incurred due to the purchase of items.
Ref Doc No.	Unique identification number of a reference document is mentioned in this field. The Reference documents can be of any external document from which certain references are taken regarding the items.
Ref Doc Line No.	Unique identification line number present in that reference document is mentioned.
Comments	The Buyer can key in his comments through which he can convey certain information that are related to him or to the purchase. Additional information can be provided in this field.

The system displays the following:

Drawing No

The number identifying the document containing the drawing reference.

Click the “Shortclose PO” push button to shortclose the Purchase Order.

Created By	The Name of the person who created the Purchase Order document.
Created Date	The Date of the creation of the Purchase Order document.
Last Modified By	The Name of the person who recently updated the document.
Last Modified Date	The Date in which the last modification was made to the document.

To proceed, carry out the following

Select the “View Schedule and Distribution” link at the bottom of the page to view the Schedules and the distribution process details.
Select the “View Terms and Conditions” link at the bottom of the page to view the details regarding the Schedules and about the distribution process.
Select the “View Tax/Charge/Discount” link at the bottom of the page to view details regarding Taxes, Charges, and Discounts.
Select the “View Quality Details” link at the bottom of the page to view the quality pertained details of the items.
Select the “View Budget Details” link at the bottom of the page to view budget-oriented details.
Select the “View Dropship Address” link at the bottom of the page to view the buyer’s address to which the goods are directly supplied when the Purchase Order type is Dropship.
Select the “View PO-PR Coverage” link at the bottom of the page to view the coverage details of the Purchase order and the Purchase Request.
Select the “View PO-SO Coverage” link at the bottom of the page to view the coverage details of the Purchase order and the Sale Order.
Select the “View Notes” link at the bottom of the page to view the notes attached with the Purchase Order.
Select the “View Tax Calculation - Summary” link at the bottom of the page to view the Tax details.
Select the”View Mapped LCs” link at the bottom of the page to view the details of the LCs mapped to the Purchase Order.
Select the “Disposition Review” link at the bottom the page to view where planning for certain items are carried out.
Select the “EAD Information” link at the bottom of the page to view the earliest date in which the goods can be available.
Select the “ Free Stock Information” link at the bottom of the page where items are not related to any demand and are free to be delivered to the buyers. The Free Stock quantity is kept apart for any urgent requirement of the items. The information regarding the items is supplied and the Free Stock quantity available for those items can be found.
Select the “Stock Information for Stocking Point” link at the bottom of the page where the stock status review is made for the different Organizational Units present under an Organization Structure.
Select the ”Warehouse Stock Information” link at the bottom of the page where a review is made regarding the stock present in various warehouses.

Short Close Purchase Order – An Overview

In this page, you can shortclose the already created Purchase Order in this page. The system displays all the details of the Purchase Order selected in the “Select Purchase Order” page. You should give the Reason Code and the Reason for shortclosing before canceling the Purchase Request. On shorclosing, the Purchase Order will not be available for further transactions.