Procurement conducts a mass close of all punch-out catalog purchase orders that have been fully paid on a quarterly basis. Purchase orders for punch-out catalog items with a zero-dollar ($0) balance will be caught in this close.
Any purchase orders for punch-out catalog items with a remaining balance OR non-catalog items will need to be manually closed.
Requests to close/liquidate PARTIALLY RECEIVED/INVOICED POs in the active fiscal year must include reason for closure/liquidation and written communication (email sufficient) between the supplier and the department confirming the remaining goods will not be shipped/services will not be rendered.
Notes: Credit Memos do not guarantee the supplier will not reship or replace items so it is not accepted as supplier documentation to support closure requests.
Requests to close/liquidate FULLY RECEIVED/INVOICED POs for purchases where the PO/contract term have clearly ended OR PO has no remaining encumbrance, documentation from the supplier is not needed. However, departments must note the status of the PO (i.e. contract expired 6/30/20 or $0 encumbrance) in the email for auditing purposes.
Tips of things to check prior to submitting request
Workday will not allow PO closure until pending transactions are processed.
Run Find Receipts report with filters for your company (campus) and status (draft) to see list of draft POs which must be submitted or canceled before PO closure can occur.
Run the Supplier Retention Balances report to see the list of construction POs still holding retainage which must first be cleared before PO closure can occur.
Run Find Supplier Invoices By Worktag report with filters for your worktag and invoice status (approved and in progress) and payment status (unpaid) to see list of POs with pending supplier invoices which must be approved and paid before PO closure can occur.
All requests must be sent to brooksd@lsua.edu or the Buyer directly if PSC or Construction.
