How to close an unwanted order (purchase and sales)?

This article covers how to close a purchase order or sales order that is no longer required. The action you take depends on whether any matching has already taken place against the order.

Choosing the right action

Two options are available for closing an unwanted purchase order or sales order – writing off the remaining balance or abandoning it. The correct option depends on whether invoices or receipts have been matched against the order:

• If matching has taken place (fully or partially), use 'Write off' to close the order
• If no matching has taken place, use 'Amend' and then 'Abandon' to close the order.

Both options stop the order from being used going forward. The difference is in when each applies.

Writing off a purchase order or sales order with existing matching

Use this option when invoices or receipts have already been matched against the order, either fully or partially. The steps are the same for both purchase orders and sales orders.

1. Go to 'Purchase Orders' or 'Sales Orders' and open the relevant order
2. Select 'Write off', depending on your screen this with either be through the drop down menu, more options or a standalone button
3. Confirm the write-off.

The order is now closed and no further processing can take place against it.

Abandoning a purchase order or sales order with no matching

Use this option when the order has been approved but no invoices or receipts have been matched against it. The steps are the same for both purchase orders and sales orders.

1. Navigate to 'Purchase Orders' or 'Sales Orders'
2. Open the relevant order
3. Select 'Amend'
4. Select 'Abandon'
5. Confirm the abandonment.

The order is now closed and cannot be used going forward.