ctcLink Reference Center9.2 Finance9.2 FIN - PurchasingMonth End ProcessingRunning the Purchase Order Reconcile and Close Process

Running the Purchase Order Reconcile and Close Process

Purpose:  Use this document as a reference for how to run the purchase order reconcile and close process in ctcLink

Audience:  Purchasing Staff

You must have at least one of these local college managed security roles:

  • ZZ Purchase Order Processing

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

Run the PO Reconcile and Close Process

Navigation: Purchasing > Purchase Orders > Reconcile POs > Close Purchase Orders

  1. The Close Purchase Orders search page page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA010_CLOSE_PO (College, Process).
  3. The Close Purchase Orders page displays.  The value in the PO Post Run Option list determines which purchase orders are selected for the PO RECON process. Values are:
    • 1 Bus Unit: Reconciles all purchase orders within a single business unit. If you select this value, you can enter business unit and ChartField criteria.
    • 1 Document: Reconciles a single purchase order within a single business unit. If you select this value, you can enter business unit, purchase order, and ChartField criteria.
    • All BUs: Reconciles all purchase orders within all business units. If you select this value, all other fields on the page are unavailable for entry.
3 examples of the request parameters
  1. Enter the appropriate information into the Business Unit field.
  2. Enter PO number in the PO Number field if PO Post Run Option field is "1 Document".
  3. Use the ChartField Criteria group box to select purchase orders for processing based on ChartField values.

The ChartField Criteria option is useful if you are using commitment control and want to process purchase orders based on ChartField values.

  1. The Accounting Date for Action field displays the date that is used to determine the open period or allowable open date range for budget checking a purchase order when you are using commitment control. In addition, regardless of whether you are using commitment control, the system updates the accounting date with this date for the purchase orders that were closed by the reconciliation process.
  2. Select the Update Budget Date Equal to Accounting Date check box option.
  3. Select the Run button.
Close Purchase Orders page
  1. The Process Scheduler Request page displays.  Use it to enter or update parameters, such as server name and process output format.
  2. Select the Close Purchase Orders/PO_POREP check box option.
  3. Select OK.
Process Scheduler Request page

Notice that the Process Instance number appears. This number helps you identify the process that you have run when you check the status.

  1. The Close Purchase Orders page displays again.  Select the Process Monitor link. Please refer to the Process Schedule Request steps for further instructions.
Close Purchase Orders page
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in steps listed above.  There is no audio included with this video.  Select the play button to start the video.

Video Tutorial via Panopto

View the link to Running the Purchase Order Reconcile and Close Process. This link will open in a new tab/window.

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