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Administrator Guide
Last Updated: 2023-06-23
Steps: Mass Close Procurement Documents

Steps: Mass Close Procurement Documents

Create procurement documents that are eligible for closing.
Close procurement documents when your organization no longer needs to process downstream activities, such as receipts or supplier invoices. You can close, reopen, and close again batches of completed:
  • Purchase orders (POs).
  • Requisitions.
  • Supplier contracts.
You can filter documents with similar characteristics, such as documents in a date range, with the same worktags, or the same supplier.
When you use commitment accounting for procurement, you can liquidate the commitments and obligations associated with the documents.
  1. (Optional) Access the
    Manage Exclusions from Mass Close Procurement Documents
     task.
    Select purchase orders to manually exclude from mass closing, such as when you intend to roll the POs forward to the next fiscal period. When you set an exclusion on a PO, Workday doesn't display it for selection on the
    Mass Close Procurement Documents
     task.
    Security:
    Process: Purchase Order - Exclude from Mass Close
     domain in the Procurement functional area.
  2. Access the
    Mass Close Procurement Documents
     task.
    As you complete the task, consider:
    Option Description
    Accounting Date Override
    The date you enter can be to a prior open period or the current one. The liquidation created as part of the close process posts using this accounting date.
    Close Under Tolerance %
    The percentage you enter remains outstanding from the requisition total quantity before it’s eligible to close.
    Example: You specify
    5%
     for the
    Close Under Tolerance %
    . When the requisition quantity is 100, you can close requisitions or purchase orders that received quantities of 95 or more.
    Close Under Tolerance Amount
    Tolerance Currency
    The amount that can remain outstanding from the requisition or the purchase order total before it's eligible to close.
    Example: You specify
    5,000
     for the
    Close Under Tolerance Amount
     and
    USD
     for the
    Tolerance Currency
    . When the total amount is 50,000 USD, you can close documents for which you've received a total amount of 45,000 USD or more.
    Worktags
    Example: Close documents for obsolete cost centers and projects.
    Inactivity Days
    Example: If you specify 90 days, and today is March 31, you can close documents with no activity since December 31 of last year.
    Security: Configure the
    Procurement Document Mass Action Event
     business process and security policy.
Access the
Find Procurement Mass Close Requests
 report to review mass close requests and access the closed business documents.
Access the
Mass Reopen Procurement Documents
 task when you:
  • Close documents that contain errors.
  • Close documents prematurely.
Reopening enables you to make your changes, corrections, or additions, and then return them to a
Closed
 status.
  • Reopened purchase orders revert to an
    Issued
     status.
  • Reopened requisitions revert to an
    Approved
     status.
  • Reopened supplier contracts revert to a
    Successfully Completed
     status.
  • You can only reopen requisitions, purchase orders, and supplier contracts closed in the current open fiscal period.
  • For commitment accounting, Workday reinstates liquidated amounts that result from closing procurement documents.
Access the
Manage Exclusions from Mass Close Procurement Documents
 task again to remove exclusions when POs are eligible for closing.