We have a large number of orders that our business needs to close, what are the options available on SAP Ariba Buying/Buying and Invoicing that would help us with our requirements?

SAP Ariba supports mass or bulk closure of orders in different ways, it also supports automatic closure of orders so that you don't end up in a situation where too many orders are still open and need to be closed.

The options available for bulk and automatic closure are:

• Manual bulk closure
• • How it works: it works just like manual closure, but you're able to select more orders, and have to click one button; minimizing manual effort.
  • How to do it: Click Manage -> Purchase Orders -> Search for the orders you'd like to close based on the available search criteria-> Click the checkbox on the top left of the search results -> Click Close For All Actions.
  • Limitation: you can only bulk close the orders you can combine by a search criteria. Example: you can close all orders from user X, or all orders created in 2020, but you can't close all orders that have a total less than $100, unless you have it customized to be able to search for order based on their total value.
  • Limitation: you can only close 2,000 orders at a time, which is the maximum number of search results.
  • Additional information is available on How to manually close purchase orders in bulk.
• Automatic bulk closure
• • How it works: you will need to configure a parameter that defines a number of days, then a task will run daily to pick all the orders that haven't been altered/changed/actioned in any way for the same number of days configured.
  • How to do it: Configure the parameter ConfigureDaysOfNonActivityToClosePO.
  • Limitation: only 10,000 orders can be closed at a time.
  • Limitation: the task runs once a day.
  • Additional information is available on How does the automatic closure of bulk purchase orders process work?
• Automatic closure for fully invoiced and reconciled orders
• • How it works: the functionality will be triggered once the amounts invoiced & reconciled on the order equal the order value, triggering a close action.
  • How to do it: An SAP Ariba Support representative should assist you in enabling the parameter by specifying whether it should close for invoicing, or all actions.
  • Limitation: if you're not using invoicing on Ariba, this functionality won't work for you.
  • Limitation: if your business has frequent occurrences of orders that won't get fully invoiced & reconciled, this task can't help with these orders.
  • additional information is available on Is there a way to automatically close a purchase order once it is fully invoiced and reconciled?

• All of these approaches can be used alone, or can be combined with one or more other approach, depending on your business requirements.
• If you need an alternative approach for bulk closure, please consider logging an enhancement request on the customer influence portal on Connect.

Purchasing > Purchase Orders