How to Remove Stranded Purchase Orders in Dynamics GP
Ever wondered how to move transactions to history? For example, suppose you receive some of the items from a purchase order into inventory. Later you cancel the remaining quantities on that same order. The order won't be moved to history, even though there are no remaining quantities.
If you're keeping purchase order history and you remove completed purchase orders, the purchase orders will be moved to history. If you aren't keeping history, completed purchase orders will be deleted from your records.
To remove stranded purchase orders, you'll need to move these documents to history using the Remove Completed Documents window.
To remove completed purchase orders:
- Open the Remove Completed Purchase Orders window: Dynamics GP menu → Tools → Routines → Purchasing → Remove Completed Purchase Orders.
- Select the range of PO's to remove information for, then enter the first and last records in the selected range.
- Choose Insert to insert the range you've chosen to remove in the Restrictions List. You can insert only one restriction for each document range. For example, you can insert one purchase order number restriction or one vendor ID restriction.
- Choose Restrictions to open the Restrict Purchasing Documents window to select documents you want to remove from the range you've entered (optional). For example, assume that you entered a range restriction to include purchase order numbers PO0990 through PO1010. Purchase order PO1000 was canceled because the vendor was out of stock of the items, but now the vendor can fill the order. You can remove the mark from the Process Box for PO1000 so that purchase order won't be removed.
- Choose the Process button to remove purchase orders.
- When processing is complete, the Completed PO Removal Report is printed, listing the purchase orders that were removed from the Purchase Order Work Table.
Final notes. If you plan to do this on your own, before you begin to remove purchase orders, make a full database backup. If you would be more comfortable working with us to complete this task, that is normal since this is not a routine that you have done before and if done incorrectly, data could be lost. Our support team is ready to assist you if needed. Just email us at support@micro-force.com.
