What to do if you accidently Finalized a PO without scanning
This article is for anyone who accidentally finalizes a PO without scanning.
We frequently get calls where a PO was finalized without scanning all of the items into inventory. We cannot reopen the closed PO, but we can recreate it for scanning.
What to do
What we will need to do is duplicate the PO and send it to receiving without sending it to the supplier.
To do this, we will start by duplicating the PO.
Select the PO and either double-click it or select it and click ‘Details’.
Click Duplicate and then click OK when it tells you the PO was duplicated. Then close the PO.
Next, go to Suppliers and search for the supplier that the PO is meant for. Once found, either double-click the supplier or select it and click Manage.
Check to make sure the locations say Print. If they don’t, then when we process the duplicate PO, it will send it via email to the supplier, and it will send you the same order again. If they say print, you can hit save and proceed to process the PO again. To change Email to Print, select the location and click Manage or double-click the location.
Once in the Manage Supplier window, go to Send Via and change it to print. After you have finished processing the duplicate PO, you will need to change this back to Email so future POs will be emailed normally.
Now we go to the Purchasing tab and find the Duplicate PO. Double-click it or select and Manage it.
Once in the Manage PO window, click Send to Supplier. Confirm by clicking Yes.
Because we selected Send Via Print, it will generate a pdf file. You can close the PDF and then go to the Receiving tab. Find the PO, then select it and click Receive. A window will pop up and you will need to click Start Receiving.
The PO will open, and you can now click Verify Now to start scanning the PO as normal.
If you had partially scanned in products on the original finalized PO, you will want to either delete the items from the new PO or adjust the quantities to account for what was scanned and finalized in the first PO. If you do not, it will cause incorrect inventory numbers for those products.
Please be very careful of hitting the Finalize button again, or you will need to go through this again.
If you have any other issues, please call us at 877-360-7381.