Overview
We’ve streamlined the PO closure process, allowing you to close multiple POs at once using a simple Google Form.
Essential Information
🛑Stop! Is a Change Order better?
Before using the closure form, check if your request should actually be a Change Order. Using a Change Order is the preferred method for lifting commitments and managing active orders for non-CXML/punchout suppliers.
Use a Change Order instead if you need to:
- Reduce a PO to match an invoice amount and release the remaining commitment.
- Increase the price on Amount-Based Orders.
- Increase the quantity on Quantity-Based Orders.
- Cancel lines that have no invoices against them.
- Change or reassign the Requester.
Learn more about change orders in our How to Create a PO Change Order KBA
📋Final Check Before Proceeding
If a Change Order isn't what you need, please ensure the following criteria are met before submitting the form:
- Payment Check: The PO should not be closed if money is still owed to the supplier. Ensure all outstanding invoices are paid first (unless you are generating a replacement PO).
- Reach out to your supplier: Inform your supplier that they will no longer be able to invoice against the PO.
- Punchout Orders: You're in the right place! The PO closure form is the preferred method for punchout orders.
- SSO Login: You must be logged in via SSO to access the closure form.
How to Submit the Finally Closed PO Form
Our automated system processes requests weekly. Just follow these steps:
- Download the Template: Use the specific
.xlsx template provided on the form. - Upload: Fill it out and upload it to the Finally Close PO Google Form.
- Submit your form!
When should I expect my submission to be processed?
- Submissions received by Friday at 12:00 PM will be processed over the weekend.
- Submissions after this time will be handled the following weekend.
Help! I Submitted the Form and Nothing Happened
If your POs failed to close after being added to the form, double-check these common blockers:
- Active Change Orders: Ensure there are no pending Change Orders associated with the PO.
- Wrong Template: Confirm you used the exact template provided on the closure form.
- File Format: Verify the file was saved and uploaded as an
.xlsx file. - Access Issues: Having trouble opening the form? Check out this guide: How to Access the Finally Close PO Google Form. 🔑
Questions?