How to Review a Closed Purchase Order

When you see the hold reason code "PE" or the message "P.O. (purchase order) is closed" on the Hold & Incomplete (H&I) invoice status report in BruinBuy, follow the steps below to review the P.O. information for accuracy.

Note:  The following process assumes knowledge of the BruinBuy system. Please see Chapter 15 of the BruinBuy User Guide for additional information on how to access the INV and ORD screens and explanations of the information presented on these screens.

  1. Review the invoice data shown on the INV screen in BruinBuy to confirm that the purchased items shown are correct. You will need the vendor number and the invoice number to access the INV screen.
  2. Review the closed P.O. on the ORD screen to determine which items have already been paid.
  3. If the invoice data is correct and has yet to be paid, contact the Accounts Payable (AP) representative who placed the invoice on "I" (incomplete) status and provide a valid P.O. number. (See How to Locate the Correct Accounts Payable Representative in Related Information.)
    Note: Check to see if there is an existing P.O. number for the order before creating a new P.O.
  4. If the invoice is incorrect, obtain a credit memo from the vendor and forward it to the AP representative who placed the invoice on "I." The credit memo should reference the original P.O. number and the debit invoice number to which it should be applied.