This article explains how to close out a Vendor Order (VO) in Blackpurl. There are several scenarios that may require a VO to be closed — from deleting a VO created in error to cancelling line items that a vendor can no longer supply.
Scenario 1: Delete a Blank VO Created in Error
Use this scenario when a Vendor Order was created in error and no parts have been added to the ORDER section. The VO has a zero value and needs to be fully deleted.
Navigate to the relevant VO and confirm the following conditions apply:
The VO has a status of OPEN
There are no line items in the ORDER section and the VO value is zero
Once confirmed, delete the VO:
Click Actions on the VO
Select Delete
The VO is permanently deleted and will not appear anywhere in Blackpurl.
Scenario 2: Remove Line Items from an Unsubmitted VO, Then Delete
Use this scenario when a Vendor Order has line items in the ORDER section but has never been submitted. The line items must be removed before the VO can be deleted.
Navigate to the relevant VO and confirm the following conditions apply:
The VO has a status of OPEN
Line items are sitting in the ORDER section
Remove each line item from the ORDER section:
Click on a line item to open the Actions section
Click the checkbox next to the line item to select it
Click Cancel to cancel the line item
Repeat for each remaining line item
Once all line items have been removed from the ORDER section, delete the VO by following the steps in Scenario 1 above.
Scenario 3: Cancel Unreceived Line Items on a Submitted VO
Use this scenario when a Vendor Order has been submitted and contains line items that have not been received, but the vendor has advised they will no longer supply them. The unreceived line items need to be marked as cancelled.
Navigate to the relevant VO and confirm the following conditions apply:
The VO has a status of ON ORDER
Line items are sitting in the ORDER section with a status of ON ORDER
Cancel each unreceived line item:
1. Click on a line item to open the ACTIONS section
2. Click the checkbox next to the line item to select it
3. Click Cancel — the line item status will change to CANCELLED
4. Repeat for each remaining unreceived line item
Scenario 4: Close Out Unreceived Quantities on Partially Received Line Items
Use this scenario when a Vendor Order has been submitted and line items have been partially received, but the vendor will no longer supply the remainder — or the dealership no longer requires them. The outstanding receiving quantity on those line items needs to be closed out.
Navigate to the relevant VO and confirm the following conditions apply:
The VO has a status of PARTIALLY RECEIVED
Line items are sitting in the ORDER section with a status of Partially Received
Close out the unreceived quantity on each partially received line item:
1. Click on a line item to open the ACTIONS section
2. Click the checkbox next to the line item to select it
3. Click Cancel Remaining — the line item status will update to STOCKED (if only a Vendor Receiving has been processed) or INVOICED (if a Part Invoice has been processed for the initial receiving)
4. Repeat for each remaining partially received line item
Related Articles
To identify which Vendor Orders may need to be cleaned up, see Reporting - All Vendor Orders (no longer available).