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How to Automatically Close Old Overdue Documents

Learn how to close all overdue documents effectively with Precoro’s automatic function.

Decide how fast overdue documents lose relevance according to your business processes. By activating this setting, you can automate the closing of overdue documents and have Precoro assign them the Closed status once they've been overdue for longer than the period you choose.

To set it up:

  1. Go to Configuration → Basic Settings → Document Setup → General Settings and find the Automatically Close Old Overdue Documents checkbox.
  2. Enable the checkbox, then use the dropdown to select how long overdue documents should stay in your lists: 3, 6, 12, or 24 months.
  3. Click Save to apply the changes.

close-overdue-documents

Once a document has been overdue for longer than the selected period, Precoro will assign it the Closed status. These documents won’t appear in Overdue infocards, helping your team focus on what currently needs attention.

💡 Please note:  If necessary, you can deactivate this function in the Basic Settings. Documents won't be closed instantly and we will notify you whether you approve the documents being closed.

Functionality overview:

  • With the setting activated, documents with the following statuses will be affected:
Current Document Status  Closing Process
Draft Overdue Draft documents will be deleted.
In Revision All overdue documents will obtain Closed status.
Pending All overdue documents will obtain Closed status at the approval step they were currently at.
Matching The Matching will be rejected, and documents will obtain the Closed status.
Approved All overdue documents will obtain Closed status. The remaining balance will not be rejected.
Partly Paid All overdue documents will obtain Closed status. The To Pay sum will not be zeroed out.
Pending Receipt All overdue documents will obtain Closed status.
Partly Received All overdue documents will obtain Closed status. Unused quantity and amount will not be rejected.
Recurring With obtaining the Closed status, the recurring will stop (if there were scheduled documents).
Completed, Paid, Rejected, Canceled, Stopped Will remain within their current statuses.
  • You are able to Close old documents, bypassing the current document completion rules:
    • No need to redact the unused quantity/amount.
    • No need for the received to be equal to the invoiced.
    • No need to reject old, overdue, and pending documents. It will be done automatically.
  • The documents’ Delivery/Due Date fields will determine the overdue parameter.
  • Only documents from the year before last and older will be affected.

Additional notes:

  • Documents obtaining the Closed status won't affect the documents in integrations—they won't be deleted in the integrations.
  • Closed status documents will be included and listed in the reports.
  • The Closed documents won't  be included in the infocards and pages for creating related documents.
  • Use reports and filters to track the Closed status documents.

How to Revise the Closed Status Documents

All the documents that have been assigned the Closed status can be Revised. To do that, please follow the steps:

1. Open the Closed status document you need.

2. Click the Revise button on the action panel and make the changes if needed. The document will automatically obtain the In Revision status, and it will undergo your set workflow after it is Confirmed.

The Super User will also be able to Confirm and Restart Approval.