When a PO is “Finally Closed”, any remaining encumbrances are released overnight and no future invoices can be matched against it.
Before a Purchase Order can be Finally Closed, it must meet the following conditions:
To request PO’s to be finally closed, please log in to BEN Helps- How to request a PO to be finally closed
All PO finally close requests must be submitted via the PO Finally Close Request Form/Excel template via the Ben Helps Portal: (https://benhelps.upenn.edu/support/home) select Ben Helps Request Forms, then click on PO Finally Close Request Form, click on the PO Finally Close Request Form and enter the PO’s that you are requesting to be finally closed and save. Click on the “Attach a file” link and attach the file and select PLACE REQUEST. Attach only one file. Please do not alter the form, skip lines or enter text outside of the form to ensure processing. To improve the efficiency and timeliness of processing PO Finally closes Accounts Payable has implemented an automated process that will handle the processing of Finally Closes.
Quick Reference Guide can be found in Ben Helps: https://benhelps.upenn.edu/a/solutions/articles/15000048539