The Purchase Order should be finalized, and the changelog should be managed if reopened as a change request. The entity can restrict the changes after the Invoiced or finalized Purchase order with help of the Safety Level of Invoice Orders parameter.
1. Query:
Is there a way we can run some kind of daily/weekly job to mark all invoiced Purchase Orders as “Finalized” so no changes can be made. We often have people editing an invoiced PO by mistake and would like to avoid such a situation.
2. Solution:
This can be served by enabling the Safety level of invoiced orders. Allow/disallow changes to a fully invoiced Purchase order (purchase order)
In account receivable parameters as well as payable Parameters there is an option that controls what you can do with the fully invoiced Purchase order. This option is valid for purchase orders as well. With this setup, you allow or disallow to make any changes in the invoiced Purchase order (purchase order).
Go to Accounts payable > Setup > Accounts payable parameters.
On the Updates tab, the Safety level of the invoiced orders field is presented.
The safety level of invoiced orders field has three options:
- None: You can add new order lines to an invoiced Purchase order (purchase order) without any messages.
- Warning: You can add new order lines to an invoiced Purchase order (purchase order), but a warning message is displayed.
- Locked: You cannot make any changes to an invoiced Purchase order (purchase order).
Let’s review all of them.
If Safety level of invoiced orders = Warning
Go into Purchase orders.
Find any Invoice Purchase Order (Status = Invoiced).
Try to add a new line, a warning message will pop up. If you click yes, a new line will be added.
If Safety level of invoiced orders = Locked
Go into Purchase orders.
Find any Invoice Purchase order (Status = Invoiced).
Notice that all buttons that allow you to edit an order are grayed out.
If Safety level of invoiced orders = None
Go into Purchase orders.
Find any Invoice Purchase order (Status = Invoiced).
Try to add a new line, the warning message will NOT pop up. All buttons are editable.
FAQ: I turned the safety level to “Locked” and was still able to pull an Invoice PO back to Draft but couldn’t make any changes or updates.
However, I finalized an Invoiced PO and after which the “Edit” option was greyed out. Hence, I am looking for a batch job where all invoiced POs are automatically picked up and marked as Finalized.
This issue we have is a lack of awareness of the system and many times people pull the PO back to draft by mistake and we will need to auto-approve it. Trying to avoid such scenarios where users don’t even have the option to pull the PO to Draft.
Answer: There is no batch job to do so, manually users can do that. Purchase orders must have all lines to be either canceled or invoiced. After a purchase order has been finalized, you can no longer change the purchase order.
