Overview
The steps to close a BruinBuy Plus purchase order (PO) depend on the PO type: POs Under $10,000 vs. POs Over $9,999.99 and Subaward / Subcontract POs.
A PO should only be closed if no additional invoices are expected to be paid against it. If an invoice lists a closed PO, it will be rejected. Closing a PO does not automatically relieve UCLA’s payment and/or contract obligations. When a PO is first closed, it stays in a Soft Closed status for four (4) days. On the fifth day, the PO’s status changes to Closed and the associated encumbrance releases.
POs Under $10,000
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.
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; Subaward / Subcontract POs
POs over $9,999.99 as well as subaward / subcontract POs 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.
FAQs
Create a new PO and override the distribution to prevent it from being emailed to the vendor. If this is a PO that will have future invoices applied to it, ensure you send the new PO number to the vendor.
See “My closed PO’s encumbrance didn’t release correctly. How can this be corrected?” for additional information.
Create a new PO and override the distribution to prevent it from being emailed to the vendor. If this is a PO that will have future invoices applied to it, ensure you send the new PO number to the vendor.
See “My closed PO’s encumbrance didn’t release correctly. How can this be corrected?” for additional information.
POs over $9,999.99 as well as subaward / subcontract POs must be closed by Campus Purchasing. If you accidentally used BruinBuy Plus’ closure functionality to close an invoice that falls into this category, immediately contact the Service Desk.
Submit a support ticket and attach the following items. Accounts Payable will work with you to resolve the issue.
- Open Commitment Subsidiary Ledger showing:
- Account
- Cost Center
- Fund
- PO Number
- Encumbrance Balance
- Screenshot of the Closed PO status in BruinBuy Plus
