RE: Closing PO's

["Shaw, David" <dshaw@xxxxxxxxxxx>]

Lance,

If you're using IFM, this may not apply, but if you're using the legacy
Accounting Management AP, this is likely your problem: When your AP group enters
an invoice, there's a flag that they set to either P for partial or C for
complete to indicate whether the invoice covers everything or not.  The default
is C.  If the invoice is processed with the C and the quantities are such that
MAPICS thinks the order is fully received, then the order gets set to a closed
status, magically and nearly invisibly.  There can be a bit of human nature
involved here - I've had clerks tell me that they KNOW they changed the C to a P
while I was looking at the database journal entry that clearly showed that they
hadn't.  "There must be a bug in the MAPICS program, even if neither you nor
MAPICS Support can duplicate it."  OY!  We ended up modifying the default to P -
and still had the problem from time to time.

IMO, MAPICS should have altered this process years ago to make it more
straightforward and less error prone, but they didn't listen to me then and
probably wouldn't now.

Dave Shaw
Spartan International, Inc.
Spartanburg, SC

> -----Original Message-----
> From: Lance Mason [mailto:lance@mgelectronic.com]
 
> 
> Question for the list -- I am new to working with Mapics XA and have a
> question about closing PO's.  I would like to know if anybody 
> can tell me
> what closes a PO??  We are having a problem with AP trying to 
> post invoices
> to a closed PO or Purchasing trying to make changes to a 
> closed PO.  Both
> say they are not the ones closing the PO's - so I would like 
> to know what
> actually marks a PO as closed and moves it to history ??
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