How to Soft Close an "Under $10,000" PO in BruinBuy Plus

This guide provides essential instructions for Campus Buyers on how to properly soft close an "Under $10,000" purchase order (PO) in BruinBuy Plus.

11 steps

Closing a PO in BruinBuy *Plus* does not automatically relieve UCLA's payment and/or contract obligations. When in doubt, create a ticket through the [ServiceNow portal](http://tinyurl.com/bruinbuy-plus-open-a-ticket).

Campus Buyers can only soft close POs that are under $10,000 and do not have any outstanding invoices against them. Review the [PO Closure web page](https://purchasing.ucla.edu/campus-purchasing/purchase-order/closure)for additional information.

From the *Home Shopping Dashboard*, navigate to the desired PO using one of two methods: 1. Enter the PO number into the **Quick Search** bar, *or* 2. From the *Orders* menu, select **Search - Purchase Orders**.

Home Shopping Dashboard, highlighting the Quick Search bar and open Orders menu.

If you selected *Search - Purchase Orders* from the *Orders* menu, locate the desired PO from the *Search Purchase Orders* page, or use the **Quick Search** / **Quick Filters** to narrow the search results.

Search Purchase Orders page, with cursor selecting the Quick Search field.

From the *Search Purchase Orders* page, select the desired PO number.

Search Purchase Orders page, with cursor selecting a PO.

From the *Purchase Order* page, navigate to the **Invoices** tab.

Purchase Order page, with cursor selecting the Invoices tab.

From the *Invoices* tab, complete the following: - If the tab has **no invoices listed** *and* no invoices are expected, proceed to Step 7 to soft close. - If the tab has **invoices listed**, verify all invoices list a *Paid* or *Canceled* **Payment Status** and no additional invoices are expected: - If the PO meets this criteria, proceed to Step 7 to soft close. - If the PO does not meet this criteria, you must wait until it does.

Invoices tab, highlighting the Payment Status column displays "Paid".

From the *Invoices* tab, click the **Purchase Order Actions (ellipsis)** icon.

Invoices tab, with cursor selecting the Purchase Order Actions (ellipsis) icon.

From the *Purchase Order Actions* dropdown menu, select the **Soft Close PO** option.

Purchase Order Actions (ellipsis) drop-down menu open, with cursor selecting the Soft Close PO option.

**IMPORTANT:** To avoid encumbrance issues on your ledger, **do not select *Close PO***.

In the **Add Note** pop-up window, specify the reason for changing the *A/P Status* to soft closed.

Reason pop-up window, highlighing note to "specify the reason for changing the A/P Status to Soft Closed."

Click the **OK** button.

Reason pop-up window, with cursor selecting the OK button.

On the **Invoices** tab, you will receive an alert stating, "*This PO is in Soft Close status so no edits can be made to this PO. To take action, open the PO.*"

**NOTE**: When a PO is first closed, it stays in a *Soft Closed* status for four (4) days. On the fifth day, the PO’s status changes to *Closed* and the associated encumbrance released. POs cannot be reopened once they have been soft closed. Review the [PO Closure web page](https://purchasing.ucla.edu/campus-purchasing/purchase-order/closure) for additional information.