Resolving Stuck Rental Purchase Orders: A Step-by-Step Guide
When handling rental items within a purchase order (PO) system, one common issue is dealing with stuck rental purchase orders. This occurs when a rental PO cannot be received, cancelled, or closed due to its connection to rental periods. Typically, this happens when the rental item has been returned to stock, and the PO remains in a "Released" status. In this guide, we walk through the steps to resolve this issue by removing the rental periods so that the PO can be cancelled
Understanding the Problem
When a customer return material order has been created, but the rental purchase order remains, the rental serial part is usually already back in inventory and, in some cases, rented out again. This causes the PO to become stuck, as the system doesn't allow it to be received, cancelled, or closed. The solution involves disconnecting the rental PO line from the associated rental periods.
Step-by-Step Process to Resolve the Stuck PO
Step 1: Access the Rental Purchase Order
- Open the specific rental PO where the issue is occurring.
- Right-click (RMB) on the rental PO line that is stuck.
- Navigate to the Rental Workbench.
Step 2: Navigate to Linked Rental Lines
- In the Rental Workbench, go to the Linked Rental Lines tab at the bottom.
- Right-click (RMB) on the customer order rental line and select Rental Workbench.
Step 3: Check the Rental End Date
- In the Event History tab, identify the rental end date. This date will be used to restart the rental.
Step 4: Restart the Rental
- Right-click (RMB) on the customer order rental line and select Start Rental.
- Enter the rental end date and time in the corresponding fields.
- Set the quantity to 1 and click OK.
Step 5: Reverse the Rental Period
- Go back to the Event History tab and find the rental start date.
- Use this start date to mark the rental as ended.
Step 6: End the Rental
- Right-click (RMB) on the customer order rental line and select End Rental.
- Enter the rental start date as the new rental end date, with a quantity of 1 to reverse the process.
This action will remove the rental periods and free up the PO for cancellation.
Step 7: Check for Project Activity Sequence Number
If the PO is linked to a project activity, note the project activity sequence number. You may need this to close off the purchase requisition (PR) related to the rental request.
Step 8: Cancel the Purchase Order
- Right-click (RMB) on the PO header and select Cancel.
- In the Cancellation Reason field, choose the REN reason from the list and click OK.
Step 9: Handle Project Requisitions (if applicable)
- If prompted, cancel the associated PR from the project activity using the project activity sequence ID.
- Close the PR lines in the activity to ensure everything is finalized.
Step 10: Finalize the Process
- Click OK to complete the cancellation.
- Double-check that the PR lines are closed off in the activity.
Additional Optional Steps
Step 11: Miscellaneous Rental Parts
If the rental demand was initiated from a project activity, navigate to the Demand tab and then Misc Rental Parts.
- Right-click (RMB) on the line and select Cancel Project Supply Request.
Conclusion
Once the purchase requisition and PO lines are closed, the issue is resolved, and the stuck rental PO is successfully cancelled. Following these steps will ensure smooth processing of rental orders and avoid potential complications with inventory and project activities.
User Manual
Please see attached user manual for the step by step process