Overview

This article explains how to close multiple purchase orders (POs) at once using the batch close feature in Basware Procurement. Following this procedure allows you to close large volumes of POs efficiently without raising a support ticket.

 

Before you begin: Ensure you have the required user rights described in the Prerequisites section. If you do not have the necessary rights, kindly contact your system administrator.

 

Prerequisites — Required User Rights

The following user right is required for all users:

 

User Right	Purpose
Use Purchase Professional Tools	Required for all users. Grants access to the Procurement module and PO list views.

 

Your administrator must assign Use Purchase Professional Tools plus at least one of the following user rights in Basware Administration before you can perform a batch close:

 

User Right	Purpose
Manage purchase orders in Purchase Professional Tools	Allows you to view and close any PO in your organization, including POs created by other users.
Manage my own purchase orders in Purchase Professional Tools	Allows you to close only POs you own. Use this if you do not need access to other users' POs.

 

Note: "Manage purchase orders" takes precedence over "Manage my own purchase orders" If you have the "Manage purchase orders" right, you can close any PO across your assigned organization(s).

 

Step-by-Step Procedure

 

Step 1 — Navigate to Purchase Professional Tools

1. Log in to Basware AP Automation and Procurement.
2. Click the Procurement tab in the top navigation bar.
3. Click Purchase Orders in the secondary navigation.
4. The Purchase Professional Tools list view opens.

       

 

Step 2 — Select the Organization Filter

1. Locate the Organization picker at the top of the list view.
2. Select the specific company/organization for which you want to close POs.
3. Do not select "All organizations" — selecting a specific company keeps your search results focused and avoids returning unrelated POs from other companies.
4. If you need to close POs for more than one company, complete the full procedure for each company separately.

 

       

 

Step 3 — Search for the POs You Want to Close

1. In the basic search box, enter the PO numbers you want to close, separated by commas.

          Example:

          26CI0100584,26CI0100580,26CI0100576,26CI0100575,26CI0100574,26CI0100573,26CI0100572,26CI0100571,26CI0100565,26CI0100564

          Press Enter or click Search.

 

         

 

2. The list view will return only POs with an exact match to the numbers you entered.

 

         Search field limits:

         Maximum characters: ~1,000 characters per search

         Approximate POs per search: ~83 POs (based on 11-character PO numbers + comma separators)

 

         Tip: If you have more than ~83 POs to close, split your list into batches and repeat the procedure for each batch.

 

         Important: Before clicking Search, scroll to the end of the search box and verify that the last PO number in your list is complete and not truncated (for example, ending with a partial entry such as ,26CI). If you see a truncated PO

         number at the end, delete it before proceeding to avoid search errors.

 

Step 4 — Verify the Search Results

         Before selecting any POs, take a moment to verify the results are correct.

1. Review the list of returned POs.
2. Confirm the Organization/Company column is visible in the grid.
   • If it is not visible, click any column header and select Column settings to add the Organization column.
3. Visually confirm that each PO in the results belongs to the correct company.

 

         

 

Step 5 — Select the POs to Close

1. Select the rows for the POs you want to close.
2. Verify that the selection count shown in the toolbar matches the number of POs you intend to close.

 

       

 

Step 6 — Execute the Batch Close

1. Click the More Actions dropdown, located above the grid on the right-hand side.
2. Select Close from the dropdown menu.

         Note: The Close option only appears if at least one of the selected POs is eligible for closing. If none of the selected POs can be closed (e.g., they are already closed or in a non-closeable status), the option will not be displayed.

 

         

 

3. A confirmation dialog appears:
   • Title: Close purchase orders
   • Message: "X of Y purchase orders will be closed. Do you want to proceed?"
     • X = number of POs that are eligible and will be closed
     • Y = total number of POs you selected
   • If X is less than Y, some selected POs are not eligible for closing (e.g., already closed, pending approval). Only the eligible POs will be processed.
4. Enter a mandatory comment explaining the reason for closing the POs. This comment is required for audit trail purposes and cannot be left blank.
5. Click Close to confirm and start the batch action.

 

         

 

Step 7 — Monitor the Batch Action

         Because multiple POs are being processed, the action runs asynchronously in the background.

1. A toast notification appears at the bottom of the screen: "Batch started."
2. The selected POs appear dimmed in the list while the batch is processing.
3. When processing is complete, a second toast notification appears: "Batch completed — View results."
4. Click View results in the toast, or navigate to the Activity Center (available in the secondary navigation) to review the outcome.

 

In the Activity Center, you can:

• See which POs were successfully closed
• See which POs failed, along with error details
• Filter results by Succeeded or Failed using the quick filter options

Note: If only one PO is selected, the action runs synchronously (immediately) and the list view updates in real time — no Activity Center review is needed.

 

         

 

✅ Best practice: Always set the organization filter to a specific company before entering PO numbers in the search box.