Understanding the Close Short Job

The Close Short job enables you to close short both stockless and nonstockless line items on a purchase order. When you run the Close Short job, the system runs both the PO_CLSSHORT AE process and the PO_POCHNG AE process and updates the purchase orders to reflect the close short processing. This is different than when you run the Close Short process by itself from the PO receiving menu, which creates the batch purchase orders change requests only and requires that you run the Process Change Orders program afterward.

If the PO Close Short is called from the receipt push process (PO_RECVPUSH), the Close Short Set Option will be determined by using the PO line – schedule’s receiving option, matching option, and Amount Only Indicator, along with the PO Close Short Rule ID of the PO business unit to identify the Rule in the PO Close Short Rule Defaults table. The assigned Close Short Set Option value will be used to determine the value for updating the PO. When the PO Close Short process is called from the receipt push process, only the PO lines where Receiving is Required, and the defaulted / assigned Close Short Set Option value of either ‘Received Quantity’ or ‘Received Amount’ are processed.

When the PO Close Short AE process is called from the PO Close Short WorkBench, the Close Short Set Option values on the PO Close Short Work scroll table are used to determine the value for updating the PO.

Note:

You can also initiate the Close Short process at the time of receipt. The Close Short AE process (PO_CLSSHORT) is called by the PO_RECVPUSH process when the receipt header Run Close Short check box is selected and at least one of the receipt lines has the Close Short field selected.

When you run the Close Short process from the Run Control page, the system processes all purchase orders for the selected business unit.

Note:

The PO_RECVPUSH process can initiate the PO_CLSSHORT process, but the PO_CLSSHORT process cannot initiate the PO_RECVPUSH process.

During the Close Short process, the system:

  • Creates a PO Change order transaction, to set the purchase order schedule value equal to the total Receipt/Matched/Vouchered value for the purchase order schedule based on the close short set option, when the Close Short flag is selected for the corresponding Purchase order line.

  • Creates a PO line, schedule Cancel transaction for line, schedules that have not had any Receiving/Matching/Vouchering activity when other line schedules on the PO have had activity, and the Close Short flag is selected for the PO line.

  • Creates a PO line Cancel transaction if a PO has not had any Receiving/Vouchering/Matching activity, close days value has elapsed, and the Close Short flag is selected for the purchase order line.

The system can also call the Close Short process from the Receipt Push process that is submitted when you save the receipt. This occurs only if the RUN_CLOSE_SHORT check box is selected in the receipt header. To process the purchase orders, the system:

  1. Processes only those purchase orders that are referenced in the current receipt.

  2. Creates a PO Change order transaction, to set the purchase order schedule quantity equal to the total receipt quantity for the purchase order schedule, when the Close Short flag is selected on the corresponding Purchase Order line and the close short set option for the schedule is Received Quantity/Amount by default.

  3. Does no further processing.

    Generally, all other purchase order lines that are not referenced on the current receipt are automatically processed the next time the Close Short process is triggered from the Run Control page for the relevant purchase order business unit.

Note:

The system uses the PO Change batch process to apply the quantity change and to cancel transactions for the purchase order.

The PO batch Change allows the PO value to be less than the received value if the change request source is PO Close Short. This would not include a value of zero or a cancel request for the line / schedule.