Why is my PO being closed after logging a bill?

There are two primary types of purchase orders that you can manage in Knowify

1. Itemized Purchase Order (This is the default purchase order in Knowify)
2. Flexible Spending Purchase Order (Generally used for subcontractor work orders)

Depending on the type of PO you are managing, logging a vendor bill against the PO will either close the PO or update the remaining balance for the next bill(s)

Itemized Purchase Orders

Vendor PO's are generally designed for managing material purchases, where our PO will have a list of one or more items, and the quantity for each that we are ordering. When you log a bill against these types of POs, we'll want to make sure we decrease the quantity of a given item on the bill if we are planning on receiving another bill(s) from the vendor. This will ensure that the next time we log a bill against this PO, the remaining quantity is still showing as "open" to be added to the bill. Please note that if the amount of the item is changed on the bill but the quantity matches the quantity of the PO, this will automatically close the PO (even if the amount is less than the total) since it is essentially telling Knowify that we are being billed for the full amount of items we ordered.

Flexible Spending Purchase Orders

Flexible spending purchase orders are generally designed for managing subcontractor POs, where rather than specify a list of items and quantities, we will be listing a service and total amount to be billed for providing this service. On these types of POs, when we log the bill if we change the amount to be less than the PO amount, instead of closing the PO, Knowify will deduct the amount of the bill from the original PO amount. This will keep the PO open with an updated remaining balance, until the rest is added to one or more vendor bills.