Change Purchase Order Data

Explanation

There are two ways of working with changes on a purchase order. You can either update the purchase order directly or you can process the required changes through a purchase order change order. Note that if the purchase order has already been authorized, it might not be allowed to register changes directly to the order. Here you can use the purchase order change order, where you can authorize the changes separately before they are applied to the purchase order.

If you are registering changes directly on a purchase order that has been released and the latest order revision has been printed, a new revision number is generated and you can print out the changes made since the last revision. Examples of modifications that creates a new revision are: prices, additional costs or discounts, payment terms, quantity and delivery dates.

If you are processing the changes through a purchase order change order, the revision number of the purchase order will increase when a change order is processed and the purchase order is updated with the changes. An update through a change order will always result in a new revision of the purchase order despite whether the latest revision was printed or not.

The revision number is visible in Purchase Order/Misc Order Info. The revision handling functions for both part and no part order lines.

Prerequisites

• To create a new revision automatically when registering changes on a purchase order, the purchase order must be released and printed or sent.
• To be able to create a change order for a purchase order, the purchase order must first be released.

System Effects

When a new revision is created a revision status is set on the modified line(s). The revision status shows whether purchase order line is New, Canceled, Unchanged, or Revised since the last revision. If the modified purchase order line was in status Confirmed when the new revision was generated, the status is rolled back to Released. This cycle could be repeated as many times as required, i.e., as long as the purchase order line is not in status Arrived. When a new revision is created, the selection in the Printed check box on the purchase order header is removed.

When a delivery pattern is used and you change the wanted, planned, or promised delivery date, the system checks that these dates are defined as delivery days. If they are not defined as delivery days, an information message is displayed. The entered dates are however not moved back, because you may have made an agreement with the supplier that for just this particular date should a delivery be made.

You can then choose between two different printouts: Print Order and Print Order Changes. The order report contains the entire purchase order whereas the order changes report only contains the purchase order header and lines with changes.

Window

Purchase Order
Purchase Orders
Purchase Order Change Order

Related Window Descriptions

Purchase Order
Purchase Order/Misc Order Info
Purchase Orders
Purchase Order Change Order

Procedure

Register changes directly to the purchase order:

1. Query for the appropriate purchase order.
2. Change the applicable data.
3. Save when completed.

Register changes through a purchase order change order:

1. Query for the appropriate purchase order.
2. Right-click, point to Change Order and then click Create Change Order. The Purchase Order Change Order window will open.
3. Change the applicable data and save when completed.
4. Right-click and then click Release to release the change order.
5. Right-click and then click Update PO to update the purchase order with the changes.