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 Purchasing & Receiving

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