View Full Version : Closing of PO

08-13-2009, 12:46 PM
If your organization is using an automated system for Purcasing/AP, who has the direct responsibility for closing purchase orders on the system, Purchasing or A/P? Our A/P unit has been doing this for a number of years and now wants to transfer the responsibility. Just curious how this is handled by other firms.

08-14-2009, 02:30 AM
in our organization, purchasing closes the P.O.'s The purchaser knows if the order has been filled. If the receipt matches the order quantitly our system automaticlly closes the P.O., but the purchaser can add to the P.O. and re open it. Only the purchaser knows if the order has been completed as the purchaser can all units to the P.O.

08-18-2009, 03:57 PM
Same here. Our system automatically closes the PO once the 3-way match is complete. For any other situation, Purchasing is reponsible for monitoring and addressing the issues preventing the completion of the PO, including price disrepancies of $0.01 or more.

I have to say that our AP group is VERY GOOD at communicating that issues have arisen on a PO. Their mentality is more about guarding the company cash flow than processing invoices. This may be why your AP group was given the task in the first place.

Just as the previous posting indicated, only PUR knows the why's and wherefores of the order. As much as you may think its work being "dumped" on your dept., it really is value-added work. My opinion is that PUR should always control all PO maintenance activities.

You should compliment your AP group on having taken on this repsonsibility in the past, but be positive and clear that the PUR dept is ready to take this back on itself.

PS: One of the benefits is that PUR has to be more PROACTIVE in its dealings with customers and vendors alike.