Learn how to close all overdue documents effectively with Precoro’s automatic function.
By activating this setting in Precoro, you can conveniently automate the closing of overdue documents. This functionality will affect documents from the year before last and older and will automatically assign Closed status to them.
You can find the feature in the Configurations → Basic Settings → Documents Setup → General Settings → Automatic closing of overdue documents.
If necessary, you can deactivate this function in the Basic Settings.
Documents will not be closed instantly and we will notify you whether you approve the documents being closed.
Functionality overview:
- With it 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, Rejected, Cancelled, 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.
For example, now the year is 2024, and the documents from 12/31/2022 and older will obtain the Closed status.
At the beginning of a new calendar year, all overdue documents from the year before last and older will be automatically processed and Closed. For example, starting in 2025, all the documents from 12/31/2023 and older will be Closed.
- Documents obtaining the Closed status will not affect the documents in integrations — they will not be deleted in the integrations.
- Closed status documents will be included and listed in the reports.
- The Closed documents will not 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.
