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Purchase Order Definitions

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Finally Close a Purchase Order

PO Managers will no longer have the ability to “Final Close” purchase orders. Accounts Payable will process all “Final Close” requests that have a legitimate business reason.

Possible reason(s) for requesting to “Finally Close” a purchase order:

  • Purchase Order has been fully executed which includes:
    • All goods and/or services were received
    • All invoices entered into BEN Financials and all holds have been resolved
    • All checks issued to the supplier
  • Purchase Order has been fully executed per the above and the Purchase Order still has a remaining encumbrance balance

Your email request to “Finally Close” a purchase order must be sent to apsup@exchange.upenn.edu and include the following details.

  • Purchase Order Number
  • Buyer Name
  • Supplier Name
  • Reason for requesting to final close the purchase order

NOTE: Requests received by 12 pm and meet the conditions to Final Close, will be processed by 5 pm within 3 business days.

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Fast Facts


FastFacts are useful tips about BEN Financials. To see a complete FastFact, click MORE. To view all of the FastFacts click on 'FastFacts' from the left navigation column.
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