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Overview
The timely closure of purchase orders (POs) is critical to limiting overspending, maintaining accurate financial records, and ensuring efficient campus operations.
Within BruinBuy Plus, POs can be closed one of two ways: auto-closure or manual closure. Regardless of which path is taken, the closure process is the same:
The PO’s AP Status moves from Open to Soft Closed for 10 calendar days. During this time, the PO can be reopened* by UCLA Campus Purchasing (see Reopening a PO section).
NOTE: If a soft-closed PO has one or more invoices in Payable status, the 10-day countdown will not start until all invoices have been paid or canceled.
- If the PO has not been reopened by the 11th calendar day, it will move to a Closed status and the associated encumbrance released. At this point, the PO can no longer be reopened.
- Any new invoices received against the closed PO are automatically rejected.
Closing a PO does not relieve UCLA’s payment and/or contract obligations. If you are terminating a contract or PO prior to the specified end date, contact UCLA Campus Purchasing.
NOTE: Access the PO Reporting web page to learn about monitoring open and soft-closed POs, as well as auto-rejected invoices.
*excludes catalog and After-the-Fact POs
Follow the steps in the How to View the AP Status of a PO training guide.
System limitations allow draft and in process change requests to post to soft-closed and closed POs once approved.
- Change Requests on Soft-Closed POs: will reopen the PO with the requested changes
NOTE: POs should not be reopened this way. See Reopening a PO for best practices.
- Change Requests on Closed POs: will NOT reopen the PO; however, the revisions will reflect on the PO
NOTE: Updates to closed POs DO NOT flow through to the general ledger.
Auto-Closure
Most POs are automatically closed once exhausted. If a PO requires additional funds, these changes must post to the PO before the “terminal” invoice moves to Complete status in order to prevent auto-closure.
Auto-closure is required for catalog orders and After-the-Fact POs.
NOTE: POs with $0 lines may inadvertently bypass auto-close checkpoints. Access the PO Reporting web page for additional information on monitoring open POs and their available balances.
The following POs are excluded from the auto-close process:
- Subawards / subcontracts
- Select Maximo PO categories
- POs that have opted out of auto-closure
Follow the steps in the How to Override PO Auto-Closure training guide.
Manual Closure
Some POs require manual closure, particularly when:
- The PO is no longer needed and won’t ever reach “exhaustion”
- The PO has one or more $0 lines that are inadvertently bypassing auto-closure
- The PO is excluded from auto-closure
The steps to manually close a BruinBuy Plus purchase order (PO) depend on the PO type: POs Under $10,000 vs. POs Over $9,999.99 vs. Subaward / Subcontract POs.
REMINDER: Access the PO Reporting web page for additional information on monitoring open POs and their available balances.
Campus Buyers can leverage BruinBuy Plus’ Soft Close PO functionality to close POs under $10,000 if:
- The PO does not have any associated invoices, and no invoices are expected, OR
- The PO’s associated invoices have a Paid or Canceled payment status, and no additional invoices are expected.
Follow the steps in the How to Soft Close an "Under $10,000" PO in BruinBuy Plus training guide for step-by-step instructions.
NOTE: Soft closing a PO ensures the associated encumbrance is properly released. Utilizing BruinBuy Plus’ Close PO function may result in ledger issues.
POs over $9,999.99 must be closed by Campus Purchasing. To request PO closure, create a support ticket.
IMPORTANT: If you accidentally used BruinBuy Plus’ closure functionality to close a PO that falls into this category, immediately contact the Service Desk.
Subawards and subcontracts must be closed by the UCLA Campus Purchasing Subawards / Subcontract team. Request closure via the Subaward / Subcontract Amendment form.
Reopening a PO
POs in Soft Closed status can be reopened by Campus Purchasing. To request to reopen a PO, complete the BruinBuy Plus Service Desk intake form (ensure you select Yes when asked Are you requesting assistance reopening a soft-closed PO?).
Access the PO Reporting web page for additional information on monitoring POs in Soft Closed status.
REMINDER: POs stay in this status for 10 calendar days.* Once POs move to Closed status, they cannot be reopened.
* this countdown starts once the PO’s final invoice moves to Paid or Canceled status
