Mass Close of Old Purchase Orders

To assist with the year-end procurement roll-forward process, the Controller’s Office will be analyzing and closing out old internal and external Purchase Orders (PO) which meet the parameters listed below.

• POs that are over two years old which have not been invoiced in the previous year (excluding POs for multiyear service contracts that are only billed annually, those related to construction projects beginning with "PJOSU," OAKS type POs, and those that are FD520 grant related).

This will occur the last week of December 2024. As a reminder, this process occurs on a 6-month closure cadence (during the last week of December and the first week of June each year). To see what POs will be closed as part of this process, run the "Find Purchase Order Details – OSU" report, and filter using the above parameters and the "last invoice date" column.

Once POs are mass closed, if there is a true need, they can be reopened by the service center if the transaction is within the same fiscal year. If you see that PO is closed and believe it was closed in error, review the process history of the PO and contact the user who closed it. Users with the Spend Analyst security role can view who closed POs in the PO process history. 

While this is a semi-annual cleanup effort, units are still required to work with service centers to close POs on a regular basis and once it is apparent the PO will no longer be used.