Dynamics 365 Business Central “Force Close” with Advanced Warehouse

Introduction to Archiving Partially Filled Purchase Orders or Sales Orders with Retention of Original Order Quantity

Use “Force Close” one-step archiving of multiple orders to enhance your productivity for Advanced Warehouse.

A new document status to manage voluminous partially completed Purchase Orders and Sales Orders in Business Central.

“Force Closed” is a custom document status that you can use to manage Purchase and Sales Orders and Order Lines. It is designed to allow users to close-off the Purchase or Sales Orders with partially receipted or shipped quantities before the documents are archived. This status can also be changed at the order line level for any line that needs to be closed with partial quantities received or shipped.

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Key Benefits

Here are the key benefits.

• Removes the line quantity commitment of unreceived/unshipped quantities in demand planning, including warehouse documents.

Currently, the order statuses are Open and Released. If the quantity received for a “Released” purchase order is 95 units out of 100 units, the unreceived quantity of 5 units (perhaps due to insufficient supplier stock) remains as ‘expected supply’ in the Requisition Worksheet planning. Similarly, the sales quantities remaining in “Qty to ship” will inflate demand in the planning worksheet.

• Contributes to the measurement of vendor/customer order commitment performance.

• Includes checking of advance warehouse documents if enabled ,including picks & put-aways, with warning before force closing.

If PO/SO quantities are amended before posting, the original ordered quantities cannot be tracked. But with “Force Closed”, the original order quantities are kept in archives and can be used for vendor commitment performance analysis.

Key Features

Here are key features of the app.

• A one-step method of archiving purchase and sales orders with partial receipt/shipped quantities.

If the balance of ordered quantity is no longer realised, the usual process is to:

Reopen the purchase order and amend the order line Quantity field. This updates the Qty to Receive/Ship and Qty to Invoice to 0.

Manually archive the PO/SO as it is no longer needed.

By using “Force Closed” on the order or the order line, the quantities are updated, and the PO/SO is archived in one step.

• The use of “Force Closed” status also retains the original ordered quantity in a new field.

This new Actual Qty field is updated through “Force Closed” and is included in the archived records.

Summary

This app introduces a valuable new custom status, “Force Closed,” into Dynamics 365 Business Central to manage voluminous, partially completed Purchase and Sales Orders efficiently, particularly in environments using Advanced Warehouse features. This status is designed to streamline administrative processes by allowing users to close off orders that have only been partially received or shipped—a common scenario when dealing with supplier stock shortages or customer changes. The primary benefit is that applying “Force Closed” instantly removes the remaining unreceived or unshipped quantity from being committed in demand planning tools like the Requisition Worksheet, ensuring that these lingering quantities do not inflate future demand or expected supply calculations.

The core feature of this solution is its one-step archiving method. Instead of the typical manual process—which requires reopening the order, zeroing out the remaining quantities, and then manually archiving—using “Force Closed” achieves all these steps simultaneously at either the entire order level or individual line level. Crucially, the solution also retains the original ordered quantity in a new Actual Qty field before archiving the document. This feature is vital for accurate vendor or customer commitment performance analysis, allowing businesses to track the difference between what was originally ordered versus what was actually transacted. The system also includes checks for associated advance warehouse documents (like picks and put-aways) with appropriate warnings before finalizing the force closure.