Delete Old Purchase Orders

There may be several old purchase orders in your system with a back-order status.

Before You Begin

To delete old purchase orders, you must first print the Open Purchase Order Report and then you must remove them from the system.

To delete old purchase orders

Select Purchase Order Reports menu > Open Purchase Order Report.
In the Sort Report By field, select the appropriate sort option. For more information, see Open Purchase Order Report - Fields.
In the Selections grid, in the Purchase Order Number field, enter the purchase order number, or click the Lookup button to list all purchase order numbers.

After the report prints, it will show, by line item, the quantity ordered, quantity received, and quantity invoiced. These three amounts must be equal for the purchase order to be marked complete. If any of the numbers do not match, you will need to determine what steps are necessary to correct it. Use the examples below as a guideline.

Example 1

You ordered 100 items but only 75 were received. You were invoiced for the 75 items, and you do not expect to receive the remaining 25 items.

Select Purchase Order Main menu > Purchase Order Entry.
In the Order Number field, enter the purchase order number. For more information, see Purchase Order Entry - Fields.
Click the Lines tab.
In the Ordered field, manually change the value to the actual quantity received (in this example, the quantity received is 75).

Example 2

You ordered 100 items and 105 were received.

Review your receiving document to verify the inventory level. Confirm that 105 items were received.
If the 5 additional items were incorrectly received, create a return in Return of Goods Entry for the 5 items, or perform the following steps:

Select Purchase Order Main menu > Purchase Order Entry.
In the Order Number field, enter the purchase order number. For more information, see Purchase Order Entry - Fields.
Click the Lines tab.
In the Ordered field, manually change the value to the actual quantity received (in this example, the order quantity is 105).

Example 3

You ordered and received 100 items, but you were only invoiced for 50 items.

Check with your vendor. You may not have received an invoice for the remaining 50 items, or the invoice may have been posted to another purchase order.