We are pleased to announce that the Procurement team has restored permissions for Gateway Requesters and Receivers to close Purchase Orders (POs).
While closing POs should be a year-round activity, it is critically important as we approach the fiscal year-end. Open PO balances are carried forward on departmental financial statements as liens, which can affect your available budget.
Pre-Closure Checklist
Before closing a PO, please verify the following:
- Fully Invoiced: All expected invoices have been processed
- Fully Received: All goods or services have been marked as received
- Balance Match: Ensure that invoice and receipt balances align perfectly
Training & Resources
If you need a refresher on the technical steps, resources are available:
- Step-by-Step: Review the Online Procedure Guide
- Video Tutorials: Gateway Receiver and Gateway Requester role training available in the LMS Training Portal
Liens
BFS manually releases liens for closed POs on a weekly basis. We are currently developing an automated process to release liens upon PO closure.
Support
If you have questions, please reach out to gatewayhelp@bfs.ucsb.edu or attend Procurement office hours on Tuesdays from 9-10am.