Purchase Order Closeouts

Overview

📤 Direction: Zudello → Sage Intacct
🔄 Sync Type: Real-time
⏱️ Frequency: Transaction-based

Purchase order closeouts flow from Zudello to Sage Intacct to process PO resolution, handle final billing reconciliation, and manage complete purchase order lifecycle closure.

Key Benefits

✅ PO Resolution - Complete purchase order lifecycle management
✅ Final Reconciliation - Automatic three-way matching validation
✅ Variance Analysis - Price and quantity variance processing
✅ Automated Closure - Intelligent PO closure and archiving

Header Field Mappings

Intacct Field	Zudello Field	Data Type	Notes
POID	purchase_order.external_id	String	Purchase order reference
CLOSEDATE	closeout_date	Date	MM/DD/YYYY format
WHENCREATED	date_issued	Date	Creation date
WHENPOSTED	date_posted or date_issued	Date	Posted date
REFERENCENO	document_number	String	Closeout reference
DESCRIPTION	closeout_reason	String	Reason for closeout
MEMO	notes	String	Additional notes
CURRENCY	currency.code	String	PO currency
BASECURR	currency.code	String	Base currency
LOCATIONID	location.code	String	PO location
VENDORID	supplier.external_id	String	Vendor reference
STATE	"Closed"	String	Final PO state

Line Item Mappings

Intacct Field	Zudello Field	Data Type	Notes
ITEMID	item.external_id	String	Item reference
QTY_ORDERED	quantity_ordered	Decimal	Original ordered quantity
QTY_RECEIVED	quantity_received	Decimal	Total received quantity
QTY_INVOICED	quantity_invoiced	Decimal	Total invoiced quantity
QTY_REMAINING	quantity_remaining	Decimal	Remaining open quantity
UNIT_COST	unit_cost	Decimal	Final unit cost
TOTAL_COST	total_cost	Decimal	Final total cost
VARIANCE_AMOUNT	price_variance	Decimal	Price variance
CLOSEOUT_REASON	line_closeout_reason	String	Line-specific closeout reason
PROJECTID	project.external_id	String	Project reference
DEPARTMENTID	department.external_id	String	Department
CLASSID	cost_centre.external_id	String	Cost center

API Configuration

URL: purchaseOrder.close
Method: POST
Authentication: Sage Intacct API authentication

Request Structure

• PO Validation: Comprehensive PO status validation
• Three-way Matching: Automatic matching validation
• Variance Calculation: Real-time variance analysis

Purchase Order Resolution Logic

The integration implements comprehensive PO resolution to ensure accurate closure:

Status Validation

• PO State Check: Validates PO is eligible for closure
• Outstanding Items: Identifies all outstanding line items
• Receipt Status: Validates receipt completion status
• Invoice Status: Confirms invoice processing status

Three-way Matching

• PO vs Receipt: Matches purchase order against receipts
• Receipt vs Invoice: Validates receipt against invoices
• Complete Matching: Ensures all three documents align
• Variance Tolerance: Applies configurable variance tolerances

Closure Eligibility

• Quantity Validation: Ensures all quantities are accounted for
• Amount Reconciliation: Validates financial reconciliation
• Outstanding Commitments: Checks for remaining commitments
• Approval Requirements: Validates closure approval requirements

Variance Analysis Processing

Price Variance Calculation

The system performs comprehensive price variance analysis:

• Unit Price Variance: Compares PO price to actual invoice price
• Total Amount Variance: Calculates total financial impact
• Currency Variance: Handles foreign exchange variances
• Quantity Variance: Analyzes quantity differences

Variance Reporting

• Variance Categories: Categorizes variances by type and impact
• Threshold Analysis: Identifies variances exceeding thresholds
• Approval Requirements: Routes significant variances for approval
• Historical Tracking: Maintains variance history for analysis

Variance Resolution

• Automatic Resolution: Resolves variances within tolerance
• Manual Review: Routes significant variances for manual review
• Adjustment Processing: Creates necessary adjustment entries
• Documentation: Maintains complete variance documentation

Complex Processing Logic

Partial Delivery Handling

• Split Deliveries: Manages multiple partial deliveries
• Backorder Processing: Handles remaining backorder quantities
• Cancellation Logic: Processes cancelled line items
• Substitution Handling: Manages item substitutions

Financial Reconciliation

• Accrual Reversal: Reverses accrued amounts for delivered items
• Cost Adjustment: Adjusts costs based on final pricing
• Tax Reconciliation: Reconciles tax amounts and treatments
• Currency Adjustments: Handles final currency adjustments

Commitment Relief

• Budget Relief: Relieves budget commitments
• Encumbrance Clearing: Clears purchase encumbrances
• Allocation Updates: Updates cost allocation commitments
• Reporting Updates: Updates commitment reporting

Special Features

Automated Closure Rules

• Tolerance-based Closure: Automatic closure within defined tolerances
• Age-based Closure: Automatic closure of aged POs
• Complete Delivery: Closure upon complete delivery confirmation
• Supplier Confirmation: Closure with supplier confirmation

Exception Management

• Variance Exceptions: Special handling for significant variances
• Incomplete Deliveries: Management of incomplete deliveries
• Invoice Discrepancies: Handling of invoice discrepancies
• Quality Issues: Processing of quality-related closures

Audit and Compliance

• Closure Documentation: Complete closure documentation
• Approval Audit Trail: Full approval history tracking
• Compliance Validation: Regulatory compliance checking
• Archive Management: Proper archiving of closed POs

Date and Time Handling

Closure Date Management

• Effective Date: Uses business effective date for closure
• Period Assignment: Assigns closure to correct accounting period
• Cut-off Processing: Handles period cut-off scenarios
• Historical Dating: Manages historical closure dating

Timeline Validation

• Delivery Timeline: Validates delivery timeline completion
• Invoice Timeline: Confirms invoice processing timeline
• Approval Timeline: Tracks approval process timeline
• Closure Timeline: Manages closure process timeline

Troubleshooting

Issue	Cause	Solution
PO closure fails	Outstanding receipts or invoices	Complete all receipt and invoice processing
Variance exceeds tolerance	Significant price/quantity differences	Review and approve variance or adjust tolerance
Three-way match fails	Discrepancies between documents	Reconcile PO, receipt, and invoice differences
Approval workflow stuck	Missing closure approver	Verify closure approval workflow setup
Budget relief fails	Commitment tracking errors	Check budget and commitment configuration
Accrual reversal errors	Incorrect accrual amounts	Verify accrual calculation setup
Archive process fails	Document retention errors	Check archiving and retention policies
Supplier confirmation missing	No supplier response	Follow up with supplier for closure confirmation

Related Documentation

• Purchase Orders - Purchase order setup and management
• Purchase Receipts - Receipt processing
• AP Bills - Invoice processing
• Vendor Records - Vendor setup
• Accounts - Account configuration for variance posting