Re: Procedure for closing purchase orders

Colette,

Before you begin a mass cleaning of these PO records I strongly suggest 
that you communicate this problem to the groups that are responsible for 
them. That is usually the Materials Management group, and/or Accounting. 
They need to be able to explain why this apparent complete lack of 
discipline has occurred, and provide a corrective action plan. What you 
have described reflects a very serious situation that you should not take 
upon yourself to "clean up". Remember, the road to Hell is paved with good 
intentions, and the fact that you have all those bad records "in the way" 
is the least of this situations problems. Do yourself and your company a 
big favor and bring this problem to light with the goal of finding a root 
cause, developing a corrective action plan, and getting agreement with all 
involved as to what clean-up would be appropriate. Good luck.

Frederick C. Davy, CPIM, PMP
Business Systems Analyst
Interface Solution, Inc.
Phone: (315) 592-8101
Fax: (315) 592-8481
e-mail: fcdavy@xxxxxxxxxxxx




"Colette Coates" <colette_coates@xxxxxxxxxxx> 
Sent by: bpcs-l-bounces+fcdavy=sealinfo.com@xxxxxxxxxxxx
07/10/2006 08:48 AM
Please respond to
SSA's BPCS ERP System <bpcs-l@xxxxxxxxxxxx>


To
bpcs-l@xxxxxxxxxxxx
cc

Subject
[BPCS-L] Procedure for closing purchase orders







We have thousands of POs in our HPH/HPO files as far back as 1998. 
Currently 
our month-end procedures do not make use of PUR900 and I am going to 
rectify 
this. Implementing that program should delete all the relevant POs with a 
status of 2 or 3. However that will still leave thousands of POs with 
status 
1, no close date and record id = 'PH'. Looking at the HPO records for 
these 
POs there are detail lines that need to be closed. These records are in 
various states:

- Several hundred with no quantity received or costed
- A couple of hundred with a qty received but no qty costed
- The remainder with both qty received and costed

The funny thing about the latter is that I expected to find matching 
APH/APO 
records for these but only a handful exist.

What is the correct procedure for closing these Pos in BPCS? Could I 
create 
a one off program to do this (if so what files need to be considered apart 

from HPH/HPO) or should it be a manual process?

Any help with this matter would be greatly appreciated.