Overview

When a PO invoice is processed without selecting the “Final Invoice” checkbox, the PO will remain open and continue to allow invoices to be matched against it.

This may create a misunderstanding for the Procurement Department, as the PO may appear to be still pending invoicing even though the final invoice has already been received.

This Knowledge Base (KB) article provides guidance on how to resolve and manage this situation within the BASSnet system.

Goal

• To ensure that POs which have been fully invoiced are properly closed in the system.
• To prevent the same invoice from being mistakenly matched again to the same PO by another user.
• To maintain an accurate Open PO list, reflecting only those POs that are genuinely pending supplier invoices.

Steps

Please take note that when a partially invoiced PO is marked as fully invoiced, the system will automatically generate an estimated transaction for the remaining uninvoiced amount of the PO. If the estimated transaction has been purged or physically deleted from the Financial Transaction table, the system will not be able to generate the estimated transaction.

Kindly refer to the attached document for the detailed steps and guidance.