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Closing purchase orders

Close the purchase order after its goods or services have been fully delivered.

Written by Aleksandar Limonov
Updated over a week ago

After the delivery of the items or services is signed off, a purchase order can be automatically closed by the system or manually closed by the requester or any Payhawk accountant or administrator.

Auto-closing purchase orders

Enabling the auto-close option means that a purchase order will be automatically closed if the following conditions are met:

  • The status of the received quantity is FULL.

  • The status of the invoiced amount is MATCHED.

If enabled, the auto-close option will take place both if the invoiced amount is matched through a bank transfer or if you've marked an expense as paid.

When an expense is marked as unpaid, or a bank transfer has been reverted after settlement, you will not be able to reopen the purchase order.

To allow Payhawk to automatically close purchase orders:

  1. In the Payhawk web portal, go to the Settings > Purchases > Rules tab.

  2. From the Auto-closing drop-down menu, select the Linked invoice is paid option.

  3. Click on Save.

Closing purchase orders manually

To close the purchase order:

  1. In the Payhawk web portal, go to Purchases.

  2. Select the desired purchase order by clicking on it.

  3. Go to its three dots menu and select the Close option.

  4. In the dialog that opens, click on Close to confirm your choice.

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