Skip to main content

Approve deviations and close a purchase order

Use an order linked to its purchase terms. Approval roles, deviation rights and receipt/payment closing controls depend on company configuration.

Start at Purchasing > Purchase orders.

Procedure​

  1. Compare the order’s price, warehouse, delivery and payment terms with its agreement. If a deviation requires approval, set the approval-pending stage rather than overriding it with an unrestricted account.
  2. Start the purchase-order approval action. The assigned logistics, financial and pricing approvers review their tasks and the report of deviations from purchase terms.
  3. The final commercial approver reviews individual decisions. Confirm the approved order through the configured workflow; rejection returns it for correction and resubmission. Check the approval history.
  4. After delivery, compare ordered and received quantities and review the order execution report. At an order-based warehouse, complete the physical receipt as well as the purchase document.
  5. For a genuinely cancelled remainder, cancel only the undelivered or selected lines and record the cancellation reason. Do not cancel a quantity that is still expected.
  6. Open the order-closing assistant. Review proposed quantity and price changes before applying them. Reconcile measured-goods tolerance and supplier invoice differences rather than accepting every suggestion.
  7. Close the order using the available command/status. If blocked, inspect outstanding receipt and payment obligations. Correct missing documents or settlement allocation, then retry.

Check the result​

The closed order has no unexplained undelivered or unpaid remainder, and approval history identifies who accepted deviations.

If the result differs​

Order cannot close: review physical receipt, outstanding settlement and uncancelled remainder. Approval is unavailable: check configured approvers and deviation rights.