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Home > Procurement > Job Aids > Closing Out a Purchase Order
Process
This job aid describes the process to close out a Purchase Order (PO).
To close out a Purchase Order, follow the steps below:
Use Global Search by Page Code to open a page
On the Global Search bar, click the drop-down.
Check the Page Code check box:
In the Global Search bar enter: PO
2. Search for a Purchase Order Transaction
Enter a Department Code in the Transaction Dept. field.
Enter the Transaction ID into the ID field
Select Search.
Select the ID for a Purchase Order submitted to final to modify.
3. Modify the Purchase Order
In the 3-dot menu, located in the upper right section of the screen, select Primary Actions > Modify
Type “Close Out PO” at the beginning of the Transaction Description.
Select Save.
4. Document the Reason for the Modification to the Purchase Order
Select the Header tab and go down to the Modification section.
Enter the reason for the modification in the Reason for Modification field.
Select Save.
5. Change the Quantity or Contract Amount of the
Purchase Order
Select the Commodity tab and go to the General Information subsection.
If the Line Type is for an Item.
Enter a new quantity in the Quantity field. The quantity amount should equal the number of actual items received.
If the Line Type is for Service.
Enter a new amount in the Contract Amount field. The amount should be equal to the amount invoiced.
Select Save.
6. Recalculate the Accounting Lines
Select Recalculate Accounting Lines from the tab level Related Actions menu.
7. Open and Closed Details
Click on the Header tab and go down to the Open/Closed Details section to review the Open and Close details on the Purchase Order.
8. Validate and Submit
Validate and Submit transaction.
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