When a Purchase Order (PO) is closed, by user action or automatically, it fails and shows the error message in history: Close Order status was not sent to the external system and under the Action column it says Failed.

The timing of the close order action Close Order status was sent to the external system and the failure is at the same minute, or a couple of minutes apart, in most cases it's no more than 2 minutes, but it's definitely not in hours.

Also, the Close Order status is not interfaced to the external system (ERP System).

This failure indicates that Ariba tried, but was unable, to export the Close Order status to the external system.

This could be caused by:

• Ariba is unable to export the Close Request because the Request can't leave Ariba, this also might be related to 192157
• ERP Push Errors, Type E, those would show on the Comments section of the Order.
• Issue on the Middleware side where Ariba receives an Error that prevents the export of the Close Status Request message.

You can close the Order again manually and check if it works, if it doesn't, please refer to the below steps, under Additional Information, to investigate the root cause, once the root cause is identified and fixed, you can attempt the close action again.

How to investigate the root cause:

1. Search for the impacted Order, and open it.
2. Click on the History tab.
3. Find the Close Order status was sent to the external system entry & the Failed entry.
4. Compare the times, to ensure it's the case analyzed here, the difference should be around 2 minutes, in most cases it's less.
5. Note down the timestamp of the Failed, in the format DD:MM:YYYY HH:MM AM/PM.
6. Now you can leave the Order, click on the logo, top right, or simply back out of the Order.
7. Click Manage from the top right corner.
8. Click Core Administration from the drop down list.
9. Find and click Site Manager.
10. Click Data Import/Export.
11. Click on Web Service Status.
12. Search for Export Purchase Order Close Status.
13. Click on View.
14. Populate the From & To fields with appropriate values
    • The values should be inclusive of the noted down timestamp
    • Adding a 10 minutes window is good, but will return too many results to sift through.
    • 2-3 minutes that start before and end after the "Failed" timestamp usually works, if not, increase by a minute.
15. Once the times are set, click Search.
16. One, or sometimes more, of the results that return will have Error under the status column, and the timestamp will match the failure.
17. Click View next to the matching Error message.
18. Click on the Error Details tab.
19. Under the Error Message column you'll see what Ariba sees when attempting to export the Close Order status.

What to do with the error message?

• Ariba can't interpret the error message, that's why it will just fail the Close Order attempt.
• You can use the error message you retrieve from the steps above as reference to provide it to your internal middleware team.
• You can carry out your investigation from that point.

Once the investigation identifies the problem and fix it, you can try the proposed approach in the Resolution section above.

Purchasing