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Banner Finance Plain and Simple – Recording an Invoice against a Closed PO
created in Banner Finance
Do you ever need to record an invoice against a closed purchase order but since the PO is closed Banner won’t let you?
There are several situations that may cause this such as (1) someone finalizes an invoice which causes the PO to close and then a second invoice is received for that PO, (2) the PO close process (FPPPOBC) may close a PO and then an additional invoice needs to be processed, or (3) a credit memo is received after the first invoice has been processed and the PO was closed.
Opening a Closed PO
A closed PO can be opened by using baseline Banner form FPAEOCD. The form allows you to open a PO with zero dollar amounts (select the option “open all items”) or you can open a PO and put specific dollar amounts on each line item (select the option “change accounting”). The transaction that is generated in Banner when opening a PO has a rule class of POPN. The document number assigned to the transaction begins with an asterisk such as *0024418. To verify that the PO is open, you can view the status (should be “O” for open) on the FGIENCD form by querying the PO number (both the header and line item status should be reviewed).
PO must roll at Year-End before it can be Re-opened
The encumbrance associated with the PO must roll from the old fiscal year to the new fiscal year before the FPAEOCD form can open the PO in the new fiscal year. The year-end PO roll process is FGRENRL which actually rolls the encumbrance associated with the PO. If the PO did not roll to the new fiscal year, there are a couple of options to record the invoice in the new fiscal year. You can enter the invoice as a direct pay invoice and for those that do not use commodity accounting you can reference the PO number in the commodity description field or the PO number could be referenced in the direct pay invoice document text. Or, you can create another PO for the additional invoice and reference the original PO number.
For more information:
Banner Finance 8.9 User Guide:Opening and Closing Items on a Purchase Order or Requisition (page 2-251)