A PO can be changed for a number of reasons including:
Items are added or removed from the order
The quantities of one or more items are changed
The GL Account detail for one or more items is changed
The Vendor assigned to the PO is changed
The actions that you should take when changing a PO depend on its current status as well as the nature of the change. Note that PO's with a status of Cancelled cannot be changed. Closed PO's can be reopened using the Reopen Closed PO button on Purchase Order Viewer's Status.
1. Make any needed changes to the PO.
2. Click the Save Record button; the system will automatically update Inventory (if the status is Released) as needed.
If the PO has already been printed, you may or may not have to print a change order depending upon the nature of the change. For example, if you changed the number of one type of item being ordered, you would generate and print a change order. However, if you simply revised your internal data on an item, such as the GL Account Id, printing a change order would not be necessary.
Note: If an item has already been received, you cannot change the quantity to less than the quantity already received (e.g., if 5 have been received, you could change the quantity to 6 but not to 4).
1. Make any needed changes to the head or detail of the purchase order as needed the system will automatically update Inventory as needed.
If you are changing the quantity ordered or Inventory Item Id, you will also need to do the following:
a. ‘Unreceive’ the line if it has been received.
b. Flag the Cancel box in the line you want to change.
b. Add a line that will replace it (if needed).
2. Click the Save Record button; click OK when the system asks you to confirm the change to the record.
3. Next, the system will ask if you wish to create a change order. If you changed any information that should be sent to the Vendor (e.g., an item or quantity) click the Yes button.
If you only changed information internal to your company that does not pertain to the Vendor (for example, a GL Account), click the No button. In this case, the system will not create a new PO number and will not reset the status.
4. If you opted to create a change order in the previous step, the system will ask you if want to save the PO with a status of *** Changed ***. Click the Yes button. In this case, the system will create a new PO number (old PO Id: 1112, new PO Id: 1112-01) with a status of Changed.
5. Print the Change Order (e.g., 1112-01) from the Report PO Form function and send it to the vendor.