Job Aid: NexsysOne PO Final Close Process

The purpose of this job aid is to address Frequently Asked Questions about the PO Final Close Process.


What is the Final Close Process?


An automated process that will close out PO’s that have exceeded 9 or 12 months from the date that populates in the Promise Date field in Oracle.


When does Oracle run this script?

 

1. On the 15th of every month, a scheduled program runs to provide an alert to the Buyer that qualifying POs are scheduled to Final Close. 

2. On the last day of every month, a scheduled program runs to process the POs that qualify to either a ‘Closed’ or ‘Finally Closed’ status.

What qualifies a PO for Final Close?


• PO in an ‘Approved’ state

• Buyer Exception Flag ‘No’ or ‘Null’

• No Holds

• AND the following table criteria dependent on the PO Type:



PO Type

Stage

Status

Receiving & Invoicing

Oracle

Promise Date

Change PO Status

Materials

I

Not Closed or Final Closed

>85%

>= 9 Months

Closed

II

Not Final Closed

N/A

>= 3 Years

Finally Closed

Expense

I

Not Final Closed

>=85%

>= 9 Months

Finally Closed

II

N/A

>= 12 Months



How do I know what the Promise Date is in Oracle?


The Forecast Date you set in NexsysOne for the Milestone/Task you set as the Payment Milestone when adding the item to the BOM is what will populate as the Promise Date in Oracle.



What if the MS I set as the Payment Milestone did not have a forecast date when I created the POR?


The Promise Date field in Oracle will populate with the date the POR was created in NexsysOne.


Can this date be changed in Oracle?

 

Yes, if you add a forecast date later this will trigger the two systems to communicate and update the information in Oracle. It will then replace the date the POR was created in the Promise Date field with the date you have populated as the forecast date for the task you set as the Payment Milestone/Task . 


What if I already received notification that the PO is scheduled to Final Close?


As long as you update the Forecast Date for the Milestone/Task you set as the Payment Milestone after the PO qualified to be finally closed but before the last day of the month it will delay the closure. 

Note: Depending on how far you push the Forecast date it may qualifi