Write off an incomplete purchase order

A purchase order is incomplete when there are deliveries outstanding or items pending invoice associated with it. From time to time you may need to close such orders when it is evident the outstanding items are no longer expected. You can write off a single purchase order or all purchase orders up to a certain date.

An order can still be written off if it is marked as on hold. You cannot write off a purchase order when:

• There is a disputed invoice associated with the order, to write off the order you must resolve the disputed invoice.
• There is a sales order linked to the order. The sales order must be cancelled using the Sales Order Processing module.

Incomplete orders with pending additional charges

This process only writes off incomplete order lines. Additional charge lines remain on the purchase order. These cannot be removed after the order is written off, as the order status is changed to Complete.

If you have a pending additional charge on the incomplete order that you also want to write off, we recommend that you delete the additional charge before writing off the order.

• The status of the order changing from live to complete.
• For goods pending delivery, the outstanding purchase quantity is deleted. If your system is set to save cancelled orders, the order information is automatically stored.
• For goods pending invoice, nominal adjustments are made to account for the difference between the actual stock received (asset of stock) and that invoiced. The nominal postings can be analysed by cost centre and department if you are using cost centre breakdown.