Cleaning Up Incomplete Transactions

How to: Clean up out-of-date and incomplete transactions in your system.

Purpose: Properly manage transactions and ensure the system data is up-to-date. A clean system encourages consistent:

  • Accounting
  • Inventory management
  • Customer relations
  • Supplier relations
  • Reporting

In this article:

  1. Understanding Incomplete Transaction Clean-up
  2. Determining Clean-Up Frequency & Criteria
    1. Frequency
    2. Criteria
    3. Status Expiry Date Recommendations
  3. Viewing Lists of Incomplete Transactions
    1. Opening Transaction Lists in the Transaction Management Window
      1. Purchase Order Transaction List Criteria
      2. Stock Requisition Transaction List Criteria
      3. Work Order Transaction List Criteria
      4. Shipment Transaction List Criteria
      5. Supplier Return Transaction List Criteria
    2. Opening Transaction Lists in the Transaction Window
  4. Exporting the Transaction List to Excel
  5. Filtering Out-of-Date Transactions
    1. Filtering Custom Date Ranges in Management Windows
    2. Filtering Custom Date Ranges in Excel
  6. Handling Incomplete Transactions
    1. Canceling Open Transactions
    2. Canceling Released Transactions

Understanding Incomplete Transaction Clean-Up

Incomplete transaction clean-up is the task of reviewing incomplete transactions, in various statuses, that have been inactive for too long. Transactions that are incomplete and out-of-date clog the system with incorrect data. Incomplete transaction clean-up is primarily for transactions directly affecting inventory, these include:

  • Purchase Order
  • Stock Requisition
  • Work Order
  • Shipments
  • Sales Orders
  • Customer Return
  • Supplier Return
  • Product Counts

Certain transactions prompt the movement of other transactions e.g. releasing a sales order creates a stock requisition or a purchase order. Because of transaction relationships, always work through the incomplete transaction clean-up by transaction type in the order listed above.

Determining Clean-Up Frequency & Criteria

Frequency

Review incomplete transactions on an ongoing basis that:

  • Works for your company
  • Keeps the task manageable
  • Keeps your data up-to-date

Criteria

Determine which transactions to review by two main criteria:

  • Transaction status
  • Date of the last status update

A general clean-up involves reviewing all transactions that are not completed and have statuses past the expiry date. Expiry dates are set by your company and deem a transaction out-of-date. Your process may be more specific and include criteria such as supplier, customer, or product. The rules for each criterion vary according to the transaction type. This article only includes criteria recommendations. Modify any recommendations that do not work for your company.

Status Expiry Date Recommendations

Table 1: Status Expiry Date Recommendations
Transaction Type Status Expiry Date
Purchase Order Open 1 Week
Released (order not received) Variable
Released (order received) 1 Month
Stock Requisition Open 1 Week
Released 1 Week
Work Order Open Variable
Released 2 Weeks
Shipment Open 1 Week
Released 1 Week
Shipped 1 Week
Sales Order Open Variable
Released 6 Weeks
Customer Return Open Variable
Released 4 weeks
Supplier Return Open Variable
Released 4 weeks
Product Count Open 1 week
Released 3 Days

Viewing Lists of Incomplete Transactions

There are two types of locations to view lists of incomplete transactions. The type of transaction determines the type of location. The location types are:

  • Transaction Management Windows
    • Purchase Order Management
    • Stock Requisition Management
    • Work Order Management 
    • Shipment Management
    • Supplier Return Management
  • Transaction Windows
    • Sales Order
    • Customer Return
    • Product Count

Opening Transaction Lists in the Transaction Management Window

Each management window begins with a wizard where you enter the criteria to pull a list of transactions that meet that criteria. Using criteria you can pull broad or specific transaction lists. We recommend pulling a broad list of incomplete transactions that you can filter after the fact rather than pulling multiple smaller lists.

Purchase Order Transaction List Criteria

For a general clean-up, we recommend you Complete the Purchase Order Management wizard with the following criteria:

Statuses: Open, Released

Include Fully Received: Yes

Divisions: Any applicable

Suppliers: All

Stock Requisition Transaction List Criteria

For a general clean-up, we recommend you complete the Stock Requisition Management wizard with the following criteria:

Statuses: Open, Released

Divisions: Any applicable

Warehouses: All applicable to the selected division(s)

Ship To Warehouses: All applicable to the selected division(s)

Work Order Transaction List Criteria

For a general clean-up, we recommend you complete the Work Order Management wizard with the following criteria:

Statuses: Open, Released

Divisions: Any applicable

Shop Departments: All applicable to the selected division(s)

Warehouses: All applicable to the selected division(s)

Ship To Warehouses: All applicable to the selected division(s)

Shipment Transaction List Criteria

For a general clean-up, we recommend you complete the Shipment Management wizard with the following criteria:

Statuses: Open, Released, Shipped

Order Selection: Sales Orders

Invoiced: All

Divisions: Any applicable

Customers: All

Inside Sales: All applicable to the selected division(s)

Project Managers: All applicable to the selected division(s)

Supplier Return Transaction List Criteria

For a general clean-up, we recommend you complete the Supplier Return Management wizard with the following criteria:

Statuses: Open, Released

Divisions: Any applicable

Suppliers: All

Opening Transaction Lists in the Transaction Window

Sales order, customer return, and product count do not have a separate management window. For these transactions, you must open the entire list of transactions in the Find window and filter from the entire list. 

You can either navigate through the incomplete transactions in the Find window using the filter line item or export the list as an excel sheet. We recommend exporting the list as an excel sheet for expiry date filtering. Unlike the management windows, you must export a separate list for each status.

In either the Sales Order, Customer Return, or Product Count window:

  1. Click Open
Click image to enlarge
Sales Order window; shows the location of the Open button in the top toolbar.
Image 1: Open Button
  1. Click Find Now
    • The list of all transactions will populate

In the Filter line item:

  1. Enter the filter criteria
    • e.g. Status, division, etc.
Click image to enlarge
Find window; shows examples of filter criteria.
Image 2: Filter Criteria
  1. Export the Transaction List to Excel
  2. Repeat steps 3-4 for other statuses and filter criteria

You now have lists of incomplete transactions.

Exporting the Transaction List to Excel

In the transaction list window:

  1. Click the Down Arrow on the left column header
Click image to enlarge
Find window; shows the location of the top left down arrow.
Image 3: Left Column Header Down Arrow
  1. Hover the mouse over Export
    • The Export menu will expand
  2. Click Export To Excel
Click image to enlarge
Find window; shows the pathway to Export To Excel.
Image 4: Export To Excel

In the File Explorer window:

  1. Select the save location
  2. Enter the file name
  3. Click Save
Click image to enlarge
File Explorer window; shows the location of the Save button.
Image 5: Save Excel File

Your transaction list is now saved as an excel sheet.

Filtering Out-of-Date Transactions

You can create a custom date filter directly in management windows whereas you cannot create custom date filters in the Find windows. You must export Find window lists to an Excel sheet and create a custom filter in Excel. When filtering any transaction list be sure to:

  • Use the Status Expiry Date Recommendations above or your company's defined expiry dates
  • Filter from the Date Created column for open transactions
  • Filter from the Date Released column for released transactions

Filtering Custom Date Ranges in Management Windows

For transaction lists in the transaction management windows, you can set custom filters to view out-of-date transactions. 

In a Date field:

  1. Click the Down Arrow
  2. Click (Custom)
    • The Custom Filter window will open
Click image to enlarge
Purchase Order Management window; shows where to create a custom filter.
Image 6: Custom Filter

In the Condition field drop-down list:

  1. Select < Less than
Click image to enlarge
Custom Filter window; shows the location of the < Less than parameter.
Image 7: Less Than Condition

In the Date field:

  1. Select an expiry date
Click image to enlarge
Custom Filter window; shows a date selected in the Date field.
Image 8: Expiry Date
  1. Click OK

If you want the list in an excel sheet:

  1. Export the Transaction List to Excel

You now have a custom filter for out-of-date transactions.

Filtering Custom Date Ranges in Excel

*Note: You only need to do this for lists that you pull from the transaction window rather than the transaction management window.

In the Excel window:

  1. Select all the columns and rows
Click image to enlarge
Excel window; shows all Excel data selected.
Image 9: Selected Columns and Rows

In the top ribbon:

  1. Click Sort & Filter
  2. Click Filter
Click image to enlarge
Excel window; shows the location of Filter.
Image 10: Sort & Filter Drop-Down Menu

On the date column header:

  1. Click the Down Arrow
  2. Hover over Date Filters
Click image to enlarge
Excel window; shows the pathway to the Before customer filter.
Image 11: Pathway To Customer AutoFilter Window
  1. Click Before

In the Customer AutoFilter window:

  1. Click the Calendar icon
Click image to enlarge
Custom AutoFilter window; shows the location of the Calendar icon.
Image 12: Calendar Icon
  1. Select the expiry date
  2. Click OK
Click image to enlarge
Custom AutoFilter window; shows the location of the OK button.
Image 13: OK Button

You now have a custom filter for out-of-date transactions. 

Handling Incomplete Transactions

Incomplete transactions may be out-of-date due to clerical errors, suppliers, customers, or backlog. Investigate each transaction thoroughly to determine the cause of the issue and the best way forward. There is no catch-all to handle incomplete transactions. Determine if you need to:

  • Follow-up with the customer or supplier
  • Follow-up with another department
  • Correct errors in Comsense
  • Cancel the transaction

Canceling Open Transactions

Open transactions are simpler to cancel than released transactions because the transaction has not started. The method to cancel open transactions varies depending on the transaction type. The table below details the steps to cancel open transactions.

Table 2: Methods to Cancel Open Transactions by Transaction Type
Transaction Type Steps
Purchase Order Unsource the Product
Stock Requisition Unsource the Product
Work Order Unsource the Product
Shipment Update the status to Deleted and Click Save
Sales Order Update the status to Deleted and Click Save
Product Count Update the status to Deleted and Click Save
Customer Return Update the return quantity to 0 and Complete the return
Supplier Return Update the return quantity to 0 and Complete the return

Canceling Released Transactions

Canceling released transactions is more complicated than canceling Open transactions because all transactions are linked to other transactions or inventory. Released transactions can have multiple stages in the released status. If an out-of-date transaction is released, you must determine the exact stage of the transaction and cancel the transaction according to the exact stage. The table below details guidelines to cancel released transactions.

Table 3: Methods to Cancel Released Transactions by Transaction Type
Transaction Type Stage Steps
Purchase Order Not received Unsource the Product and Change the sales order quantity to 0
Received Apply a 0.00 payable, Unsource the Product, and Complete a Supplier Return
Stock Requisition Any Complete the stock requisition, Unsource the Product and Complete a pool to stock transfer
Work Order Purchase order or stock requisition IS unsourced or deleted Unsource the work order
Purchase Order or Stock Requisition is NOT unsourced or deleted Complete the work order, Unsource the work order, and Deal with the WIP in the pool
Shipment Any Complete the shipment and Invoice the shipment OR Change the shipment status to Deleted and Deal with the WIP in pool
Sales Order Not Sourced Update the sales order status to Deleted
Sourced Unsource the Product and Change the quantity required to 0 on the sales order
Product Count Count not in progress Complete the Product Count without updating the count numbers
Customer Return Any Complete the Customer Return and Reship the product
Supplier Return Any Complete the Supplier Return, Apply a 0.00 payable, and Create a product count to add the product to inventory
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