You can turn on auto-closing so that fully matched purchase orders move to Completed status without any manual input. For purchase orders matched before you turn this on, you'll need to close them individually.
Automate purchase order closure
You can set criteria so that Lightyear automatically closes a purchase order once it's fully matched and within your price tolerance.
Click Settings, then click Purchase orders.
Click Auto-closing.
Select Match purchase order fully, then enter your acceptable price tolerance.
Click Save.
Once a purchase order meets these criteria, Lightyear automatically marks it as Closed and moves it to Completed status. Completing a PO is a final step, meaning no further actions can be taken on it. If the invoice does not include the correct PO number or is not imported, automatic matching will fail, leaving the PO open.
đ Note: Auto-closing only applies to purchase orders matched after you turn it on. You'll need to close existing matched purchase orders manually.
Goods receiving is optional and does not affect whether a purchase order moves to Completed status. As long as all lines are matched and the purchase order is marked as Closed, it will move to the Completed tab.
Closing a PO line indicates that the line has been matched, disregarded, or credited, and is finished for matching purposes. Closing PO lines does not automatically complete the entire PO. Whether a PO auto-completes depends on your companyâs settings, such as auto-completion when all lines are closed.
Close existing purchase orders manually
If a purchase order was matched before you turned on auto-closing, you'll need to review and close it yourself. Lightyear doesn't currently support bulk closing, and there's no built-in way to filter matched purchase orders that are ready to close. Completing a PO while some lines are still open finalizes the PO, and no further actions can be taken on those open lines.
Open the matched purchase order you want to close.
Check the order details to confirm the match is correct.
Click Close.
Repeat these steps for each matched purchase order you need to close.
â ď¸ Important: You'll need to review and close each matched purchase order individually. There's currently no way to close multiple purchase orders at once.
Working with purchase orders that were never matched to a document? See Manage older and unmatched Purchase Orders for steps to assign departments to older POs and close out unmatched lines.