The purpose of the CLOSE LINE button on a GNS PO is to take the Receipt from Received Partial to Received in Full.
Steps in the screenshots correspond to the numbers in the headings.
You would ONLY hit the Close Line button once you are completely finished with the PO and don't intend to receive anything more against it. You MUST hit SAVE after entering each transaction in the lower section. There is no automatic save in this part of the system. If you Hit the Close Line button before hitting SAVE, the PO will need to be sent to IT Support to be reopened.
1. From the main menu, go to Inventory > Purchasing > PO GNS Receipt.
2. Expand the red chevron in the search field.
3. From the General tab: Enter your Ship To Place. Hold down the shift key and choose Posted and Received Partial for the Status. Choose Approved for Approval Status.
4. Click on the Groupings tab. Hold down the shift key, and under the Type drop-down menu, select Supply and Service through Order.
5. Click on the green magnifying glass to load the records. Highlight the desired PO from the list.
6. Click to highlight the Line you want to receive (it auto highlights if there is only one line), then click New in the lower workspace to create a new receiving line.
Note that as of 11/20/2018, when creating a Services Requisition, the Services Category MUST be selected. If the Services Category was left blank in Services Requisitions created BEFORE 11/20/2018, this field will auto-populate with Maintenance Parts to avoid generating an error message when receiving.
7. Quantity Consumed defaults in at 1.
NOTE: There is a validation field when entering a receipt on a SERVICES or RENTAL GNS Line item that you will NOT be able to enter a quantity other than one. If you type something different by accident, the system will give you an error and will not allow you to proceed until it is corrected.
8. Enter the total cost.
- In this case, the PO was for $500.00 and we have already been billed $490.00.
- We have just been told this is the entire amount we are going to be billed.
9. As a best practice, enter the Invoice Number, Date and your initials in the Receipt Note field. You can enter up to 40 characters in this field. This information will transfer to SAP once the integration is complete.
10. Click Save in the header or click Control + S to save the line. The Status changes from Posted to Received Partial, as it was not the full amount.
11. If you are not going to use the entire amount of the Purchase Order, you should close short on your final entry.
This is an informational field that lets the Accounting Department know that you've intentionally closed the PO without using the full amount.
12. Click Save at the top of the header (or Control + S).
BE SURE TO HIT SAVE BEFORE HITTING THE CLOSE LINE BUTTON.
13. Once you are finished receiving against the PO, click the Close Line button.
- If there are multiple lines on the PO, each line must be closed separately.
- DO NOT hit this button until you are completely finished and ready for the line to be Received in Full.
- If you have Closed the Line by accident, please reach out to your Buyer. The Purchasing Supervisors can reopen the line for you.
14. Once the line is closed, the PO Status changes from Received Partial to Received Full.
15. To verify the PO was closed, click on the Events tab.
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