Purchase order closing automatically when using an inwards goods receipt
When receiving a partly fulfilled purchase order on the Inwards Goods Receipt page, you might find that the number in the Outstanding column changes to zero and the order closes automatically.
Why the purchase order is closing automatically
It's usually because you've selected the Receipt All option on the Inwards Goods Receipt page. The Receipt All option does two things:
- marks all lines as having their full quantity
- sets the Fulfilled column to Y for all lines.
If the Fulfilled column is set to Y, then that means the receipt fulfills the rest of the order. So, the number in the Outstanding column changes to zero and the order closes automatically.
This is intentional. It's useful if you're accepting a short supply and not raising a new purchase order, or if the supply process from a vendor requires a separate purchase order.
The screenshot below shows that three air filters were ordered, but only two of them have been received. However, because the Fulfilled column is set to Y, the original purchase order has been corrected and closed.
To prevent a purchase order from closing automatically
There are three ways you can prevent a purchase order from closing automatically:
- When part receiving orders, make sure you don't select the Receipt All option.
- If you're expecting another shipment for a purchase order, set the Fulfilled column to N for all lines.
- If you use the Receipt All option and then reduce quantities, set the Fulfilled column back to N.