Symptoms
When you try to inactivate a vendor in the Vendor Maintenance window the following message appears:
“This vendor has been assigned to a purchase order or unposted receipt. The status can’t be changed to Inactive.”
Cause
The Vendor has open purchase orders that need to be received or open receipts that need to be posted so the purchase orders can be closed.
CAUSE 1
Check to see if there are open purchase orders for the vendor by doing the following:
a. Open the Purchase Order Processing Document Inquiry window: Click Inquiry, point to Purchasing, select Purchase Order Documents.
b. Enter the Vendor ID that you want to inactivate in the Vendors section
c. Documents set to PO Number, mark to include: Open Purchase Orders and Receipts Received click Redisplay.
d. This will show if the vendor has open Purchase Orders.
CAUSE 2
Check to see if there are unposted receipts for the vendor by doing the following:
a. Open the Purchase Order Processing Document Inquiry window: Click Inquiry, point to Purchasing, select Purchase Order Documents.
b. Enter the Vendor ID in the Vendors section, choose Receipt Number on the Documents section, mark Unposted Receipts and Assigned PO and click Redisplay.
c. You will see open POs where there Receipts haven’t been posted.
Note: Make sure that there is not a Shipment or Shipment/Invoice that has a Work Receipt.
Resolution
RESOLUTION 1
If open purchase orders exist receive and invoice the purchase order as needed by going through the following steps:
1. Open the Receivings Transaction Entry window: Click Transactions, point to Purchasing, select Receivings Transaction Entry.
2. Select a Shipment and the Vendor you would like to receive the purchase order against.
(NOTE: You can also select Shipment/Invoice and then skip steps 5-7 below.)
3. On the line for PO Number pull up the open purchase order in question and enter the line items that are on the purchase order onto this Shipment/Invoice for receiving.
4. Click Post. This will process the Receivings Transaction. Now the purchase order will have a Received status.
5. Next, create an Invoice in Purchase Invoice Entry: Click Transactions, point to Purchasing, select Enter/Match Invoice. Let the Receipt Number default in. Enter the Vendor Doc. Number for Payables Management and enter the Vendor ID for the purchase order we just received against.
NOTE: If you do not want to invoice the purchase order, you can go to Edit Purchase Order Status window: Click Transactions, point to Purchasing, select Edit Purchase Orders, pull up the purchase order and close the purchase order manually.
6. Enter the PO Number on the line and the line items related.
7. Click Post. This will process the Purchase Invoice. Now the purchase order will have a Closed status.
8. Once the purchase order is closed, you can move the purchase order to history in the Remove Completed Purchase Orders window: Click Microsoft Dynamics GP menu, point to Tools, point to Routines, point to Purchasing, select Remove Completed Purchase Orders.
After doing these steps you can then inactive the Vendor by clicking Cards, then Purchasing and then select Vendor to change the status drop down from Active to Inactive.
RESOLUTION 2
If unposted receipts exist post the receipts by following the steps below:
1. Open the Receiving Transaction Entry window: Click Transactions, point to Purchasing, select Receivings Transaction Entry.
2. Click the Lookup button next to Receipt No. This will display the unposted receipts.
3. Choose the receipt that has not been posted.
4. Make sure everything is correct and then click Post.
5. Repeat this same step for any unposted invoices in the Purchasing Invoice Entry window: Click Transactions, point to Purchasing, select Enter/Match Invoices.
After doing these steps you can then inactive the Vendor by clicking Cards, then Purchasing and then select Vendor to change the status drop down from Active to Inactive.