"This vendor has been assigned to a purchase order or unposted receipt. The status can't be changed to Inactive." Error message when you inactivate a vendor in Microsoft Dynamics GP

This article provides a solution to an error that occurs when you try to inactivate a vendor in the Vendor Maintenance window.

Applies to:   Microsoft Dynamics GP
Original KB number:   2601436

Symptoms

When you try to inactivate a vendor in the Vendor Maintenance window, the following message appears:

"This vendor has been assigned to a purchase order or unposted receipt. The status can't be changed to Inactive."

Cause

The Vendor has open purchase orders that need to be received or open receipts that need to be posted so the purchase orders can be closed.

Cause 1

Check to see if there are open purchase orders for the vendor by doing the following steps:

1. Open the Purchase Order Processing Document Inquiry window: Select Inquiry, point to Purchasing, select Purchase Order Documents.

2. Enter the Vendor ID that you want to inactivate in the Vendors section

3. Documents set to PO Number, mark to include: Open Purchase Orders and Receipts Received select Redisplay.

4. It will show if the vendor has open Purchase Orders.

Cause 2

Check to see if there are unposted receipts for the vendor by doing the following steps:

1. Open the Purchase Order Processing Document Inquiry window: Select Inquiry, point to Purchasing, select Purchase Order Documents.

2. Enter the Vendor ID in the Vendors section, choose Receipt Number on the Documents section, mark Unposted Receipts and Assigned PO and select Redisplay.

3. You'll see open POs where there Receipts haven't been posted.

Resolution

RESOLUTION 1
If open purchase orders exist receive and invoice the purchase order as needed by going through the following steps:

1. Open the Receivings Transaction Entry window: Select Transactions, point to Purchasing, select Receivings Transaction Entry.

2. Select a Shipment and the Vendor you would like to receive the purchase order against.

   Note

   You can also select Shipment/Invoice and then skip steps 5-7 below.

3. On the line for PO Number, pull up the open purchase order in question and enter the line items that are on the purchase order onto this Shipment/Invoice for receiving.

4. Select Post. It will process the Receivings Transaction. Now the purchase order will have a Received status.

5. Next, create an Invoice in Purchase Invoice Entry: Select Transactions, point to Purchasing, select Enter/Match Invoice. Let the Receipt Number default in. Enter the Vendor Doc. Number for Payables Management and enter the Vendor ID for the purchase order we just received against.

   Note

   If you don't want to invoice the purchase order, you can go to Edit Purchase Order Status window: Select Transactions, point to Purchasing, select Edit Purchase Orders, pull up the purchase order and close the purchase order manually.

6. Enter the PO Number on the line and the line items related.

7. Select Post. It will process the Purchase Invoice. Now the purchase order will have a Closed status.

8. Once the purchase order is closed, you can move the purchase order to history in the Remove Completed Purchase Orders window: Select Microsoft Dynamics GP menu, point to Tools, point to Routines, point to Purchasing, select Remove Completed Purchase Orders.

After doing these steps you can then inactive the Vendor by selecting Cards, then Purchasing and then select Vendor to change the status drop-down from Active to Inactive.

RESOLUTION 2
If unposted receipts exist post the receipts by following the steps below:

1. Open the Receiving Transaction Entry window: Select Transactions, point to Purchasing, select Receivings Transaction Entry.

2. Select the Lookup button next to Receipt No. It will display the unposted receipts.

3. Choose the receipt that hasn't been posted.

4. Make sure everything is correct and then select Post.

5. Repeat this same step for any unposted invoices in the Purchasing Invoice Entry window: Select Transactions, point to Purchasing, select Enter/Match Invoices.

After doing these steps you can then inactive the Vendor by selecting Cards, then Purchasing and then select Vendor to change the status drop-down from Active to Inactive.