Archiving Old Purchase Orders for a Cleaner View

Archive Closed Purchase OrdersPeter works in a state agency in Louisiana and was asking about removing old Purchase Orders from his Open PO list…

“Once a PO is received and closed it should come off the list.”

You can remove received/closed POs from the Open PO list by moving them to the Closed PO Archive, using…
– PURCHASING > Utility > Purge and Archive History > Archived Purchase Orders > Archive closed POs

…or you can use the applicable setting in the [Permissions] folder of the User Master File, to be prompted from time-to-time to archive your close POs when logging into SpendMap.

This will reduce the number of POs that you see in the Look-up List in View PO Status, when printing PO-related reports, etc., making it easier to focus your attention on the remaining (still open) orders.

Please note, however, that running this utility may leave some closed Purchase Orders behind (ie. they will remain in the Open PO list), per the setting “Number of days before closed POs are moved to the Closed PO Archive“, which you can find at the bottom of the screen in here…
– PURCHASING > Setup system> Purchase order settings > PO processing settings

That is, this setting will keep received/closed POs in the Open PO area for the number of days that you specify, as you may have need to access recently closed orders.  Most SpendMap customers set this to between 30 and 90 days.  Peter – set yours to zero (0).

While you can always access your old/closed Purchase Orders even after they have been archived, and while you can even unarchive/restore a PO back into the Open PO area, it may be more convenient for you to just keep, say, a month or two worth of old POs front-and-center, again, if you need to refer to recently closed POs as a regular course of business.

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