Closing a Purchase Order

Closing a PO indicates that the transaction has been finalized and is ready to be archived. This is the standard "end of life" for a successful order.

• Financial Impact: A closed PO will appear on spend reports because it represents a completed financial commitment.
• Finality: Once a PO is closed, the record is locked. You can no longer add new invoices or delivery notes to it.
• Best For: Orders that have been fully received and invoiced, or orders where you have decided not to receive any further remaining items.

Cancelling a Purchase Order

Cancelling a PO is functionally similar to deleting it, but it maintains a record for your audit trail.

• Financial Impact: A cancelled PO does not contribute to spend and will not appear on your spend reports.
• Requisition Reversal: If the PO was originally created from a requisition, cancelling the PO will cause those items to revert back to "Open" status on the requisition. This allows you to add those items to a different PO later, as if the first PO never existed in the chain.
• Best For: Orders created in error, orders rejected by a supplier, or situations where the procurement process for those items needs to be restarted.

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