Finalize purchase order items

Use the Finalize Selected Items and Finalize Displayed Items commands to finalize purchase order items, so that no further changes can be made to the items.

The Finalize Selected Items command finalizes the material items that are currently selected in the PO # dialog. The Finalize Displayed Items finalizes the material items that are currently filtered to be shown in the PO # dialog.

If material items are received but not finalized, the item quantity changes to zero to update the inventory records. When you finalize purchase order items, it removes the residual inventory items that have a zero quantity. When the purchase order items are finalized, the link between the purchase order and the inventory is irreversibly broken. Even if the items are later unfinalized, they are no longer linked to the inventory.

You can finalize only purchase order items that have been received. We recommend that you finalize purchase order items after the invoice has been received from the supplier and validated against the purchase order items, for example.

Note: You cannot finalize subcontract items once they have been received, because they are not added to inventory.

Finalize the selected purchase order items

In the PO # dialog, select the items that you want to finalize.

To select multiple items, hold down Ctrl.
To select a range of subsequent items, hold down Shift.
Click the Purchase Order ribbon tab.
On the menu, select Finalize Selected Items.
To confirm finalizing the items, click Yes in the confirmation dialog.

The selected items are finalized.

The letter F appears in the leftmost column of the PO # dialog to indicate that the items are finalized.

If you need to make changes to finalized material items, you can unfinalize the items. For more information Unfinalize purchase order items.

Finalize all displayed purchase order items

If you wish to finalize all items at once, you can use the finalize displayed items option. This only finalizes the purchase order items that have been received, canceled, or rejected.

To change which items are displayed in the PO # dialog, see Filter information in the PO # dialog.

In the PO # dialog, click the Purchase Order ribbon tab.
On the menu, select Finalize Displayed Items.
To confirm finalizing the items, click Yes in the confirmation dialog.

The displayed items are finalized.

The letter F appears in the leftmost column of the PO # dialog to indicate that the items are finalized.

If you need to make changes to finalized material items, you can unfinalize the items. For more information Unfinalize purchase order items.

Finalize purchase order items on receive

Finalizing a purchase order item as it is being received does not add the item into inventory. This is ideal for consumable items, such as gas or personal protection equipment that are not tracked beyond being received,and for nonmaterial items.

In the PO # dialog,, click Switch to Receive Mode in the upper left corner.
Select the item that you want to finalize when receiving it.
Click Receive.

The Receive dialog opens.
Select Finalize on Receive.

You are prompted to confirm the action.
Click Yes.

The Select dialog opens, prompting you to select if you want to add the received item to inventory or only to history.
Click History Only.

You are prompted to confirm your selection.
Click Yes.

The item has been received and finalized simultaneously, and does not appear in inventory.