Close a PO and Its Corresponding Encumbrance - POUTCL

This utility is used to close a Purchase Order or Requisition and its corresponding encumbrance. The utility has the same net effect as the POMADE process.  A built-in safety feature of POUTCL is that the PO/PR being cancelled must have a "C" in one of the Req. Code fields, also known as requisition codes defined with NU Common Codes where the Code Category/Value is PORC/XX where XX is the Req. Code used within the PO Purchasing Requests (POUPPR) page.

For a PO with multiple PRs, only one of the PRs needs a Req. Code of "C." Use the wildcard " * " for selecting a range. However, use of " * " within the PO field will not select records with empty or blank PO reference numbers.  Expand the Selection Criteria to filter and process selected records. Clicking the plus sign to the left of the Selection Criteria question will expand and display several sub menus for identifying specific orders to close. The records that will be selected will need to hold "C" within one of the ten Req. Codes fields within the Req. Codes tab of POUPPR.

Decide how to close the orders by selecting a "Value for the requisition status," which is a drop-down list of static codes. Select the appropriate Status:

• CA (Cancelled) is commonly used for POs with no activity
• DE (Disencumbered) is commonly used for POs that have had partial deliveries and no additional items are expected
• FP (Fully Paid) is commonly used to close Blanket POs

To view a report of records that will be updated, place a checkmark within the "Trial Mode?" box. If run in Trial Mode, the system will only generate a report. The PO will not be closed or dis-encumbered

Click the Submit button to launch the job. When ready to officially close the orders, uncheck the Trial Mode checkbox and submit the job again. A report will be generated, the PO status will be updated, and the encumbrances closed (ENUPTR).