Close, cancel or delete a purchase order in Reckon One

Learn how to mark a purchase order as closed or cancelled, or delete it in Reckon One, and when to use each option.

Before you start

You’ll need to enable purchase orders in your book first.

Mark a purchase order as closed

There are 2 ways to mark a purchase order as closed:

• If you have a partially billed purchase order, you can close the purchase order to mark any remaining unbilled rows as done without needing to bill them. Use this when you know that part of an order won’t be delivered or invoiced - for example, if a supplier can’t fulfil the rest of it.
• If you want to keep some rows open and close others, close individual rows. Use this when you know that part of an order won't be delivered, but you haven't received any of it yet.

Mark a partially billed purchase order as closed

To mark a partially billed purchase order as closed:

1. In the Day to day menu (Money out section), click on Purchase orders.
2. Open the purchase order.
3. Select the Actions menu (3 dots), then select Mark as closed.
4. In the message that appears, select Mark as closed to confirm.

The purchase order’s status changes to Closed, and all unbilled and partially billed rows will be marked as closed.

Close individual rows

To close individual rows:

1. In the Day to day menu (Money out section), click on Purchase orders.
2. Open the purchase order.
3. Tick the checkbox in the Closed column against the relevant row.
4. Click Save.

Closed rows are now excluded from future billing, while the rest of the order stays open.

Reopen rows on a closed purchase order

You can reopen rows that where closed by unchecking the box against the row in the Closed column on the purchase order. You can't reopen Billed rows - for that, you need to unlink the bills.

Mark a purchase order as cancelled

Cancelling a purchase order voids it. Once cancelled, you can’t edit any of its details, and it can’t be billed.

1. In the Day to day menu (Money out section), click on Purchase orders.
2. Open the purchase order.
3. Select the Actions menu (3 dots), then select Mark as cancelled.
4. In the message that appears, select Mark as cancelled to confirm.

The purchase order’s status changes to Cancelled.

Undo a cancellation

To return a purchase order to draft or open, select the more options icon (3 dots), then select Revert to draft (or Revert to open if approvals are enabled).

Delete a purchase order

Deleting a purchase order removes it permanently. This can’t be undone, so use it only when you’re sure you won’t need any record of the order.

1. In the Day to day menu (Money out section), click on Purchase orders.
2. Open the purchase order.
3. Select the Actions menu (3 dots).
4. Select Delete.
5. In the message that appears, select Delete to confirm.

You’re taken back to the purchase orders list, and the purchase order no longer appears anywhere in Reckon One.

Decide which option to use

Read more

• Learn how to edit a purchase order of any status
• Learn how to convert a purchase order to a bill