PO Short Closed in Sage X3

Short closing a PO means the purchase order has been manually or systemically closed before all items are delivered or invoiced, even if:

• Some quantities were not received
• Some invoices are still pending

It indicates that no further goods or services are expected and the PO should not be processed further.

In Sage X3, a Purchase Order (PO) line can be marked as “Closed” even when it hasn’t been fully received or invoiced—this is effectively a “short close.” Whether this occurs depends on how your system is configured and which actions you take.

One of our clients has requested the addition of a custom field on the Purchase Order (PO) screen in Sage X3, labelled “PO Short Closed”, which will display the total invoiced value against that specific PO. The purpose of this field is to provide users with immediate visibility into how much of the PO has been invoiced, particularly in cases where the PO has been short closed. This will assist in better tracking and financial analysis by ensuring that users can easily compare the invoiced amount against the original PO value without navigating to separate screens.

We have created PO – ZIN0126PO00358 with ‘12100.00’ amount as shown in the below screenshot Fig 1. We will consider excluding tax amount for Short Closed value.

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[Fig 1. Excluding tax value of PO]

As requested by client, we have added custom field in PO screen as shown in the below screenshot Fig 2.

[Fig 2. PO Short Closed field in Purchase Order]

At the time of PO creation, the “PO Short Closed Value” field will be initialized to ‘0.00’, as no items have been delivered or invoiced yet.
As invoices are created and linked to the same PO, this field will be automatically updated to reflect the cumulative invoiced amount, specifically the total excluding tax (excl. tax) from the invoice(s).

This value will help users track the total invoiced amount against a PO, especially in scenarios where the PO is short closed, providing clear visibility into how much of the PO’s value has been invoiced.

[Fig 3. Excluding tax value of Purchase Invoice]

As shown in above screenshot Fig 3, we have created Purchase Invoice – ZIN0126PV00127 of ‘10000.00’ amount against the same PO – ZIN0126PO00358.

[Fig 4. PO Short Closed value after invoiced]

As explained above, in our case, the PO Short Closed Value is displayed as ‘10,000.00’ on the PO screen, reflecting the total excluding tax amount from the invoice that was created against the PO. This field is automatically updated after invoice creation.

If the user creates multiple invoices against the same PO, the sum of the excluding amounts from all related invoices will be calculated and displayed in the “PO Short Closed Value” field. This ensures that users have real-time visibility into the total invoiced value against a PO, which is particularly useful when a PO is short closed, allowing for more accurate tracking and reconciliation.

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