I would like to know if there is a way to configure my SAP Ariba site to automatically close a purchase order once it is fully invoiced and reconciled, without having to close it manually.

1. Contact your Designated Support Contact (DSC) to raise a request with SAP Support to configure the following parameter on your site based on your business requirements: Application.Procure.AutoCloseFullyReconciledOrders

   The parameter accepts the following values:

   • DoNotAutoClose - Purchase orders do not automatically close after they are fully invoiced and reconciled. This is the default value.
   • AutoCloseForAll - Purchase orders automatically close for all operations after they are fully invoiced and reconciled.
   • AutoCloseForInvoicing - Purchase orders automatically close for invoicing after they are fully invoiced and reconciled.

2. Once the parameter is configured, the system evaluates whether a purchase order is fully invoiced and reconciled based on the following conditions:

   • A line item with quantity-based receiving is considered fully invoiced and reconciled when the invoiced and reconciled quantity is greater than or equal to the purchase order line item quantity
   • A line item with amount-based receiving is considered fully invoiced and reconciled when the invoiced and reconciled amount is greater than or equal to the purchase order line item amount
   • When all purchase order line items meet the above conditions, the purchase order is considered fully invoiced and reconciled and automatically closes

3. Verify the behavior by checking that purchase orders close automatically once all line items are fully invoiced and reconciled.

Note: This functionality does not support automatically reopening a purchase order if the invoice is cancelled by the supplier, force rejected, or a credit memo is created. Reopening the purchase order after automatic closure can only be done manually.

To close any backdated purchase orders that were fully invoiced and reconciled prior to the parameter (Application.Procure.AutoCloseFullyReconciledOrders) being configured, SAP Support can manually run the following scheduled task on your behalf: Auto Close Fully Reconciled PO.

Contact your Designated Support Contact (DSC) to raise this request with SAP Support.

Purchasing > Purchase Orders > Close Purchase Orders