Purchase Order - Change Orders

Overview of PO Change Orders

Changes to purchase orders are entered against purchase orders through the change orders.  Any change to the original purchase order can then be tracked independently allowing for the change to run through the proper approval process. A change order can be entered against a posted purchase order with a status of "Processed" or "Received". If a purchase order is in "Closed" status, it can be opened using the Close/Re-open Purchase Order screen so a change order can be added.

Change Order Entry

Pgm: POCOENT –Change Order Enter; standard Treeview path: Purchase Order > Change Orders > Enter Change Order

Change orders are entered into the Change Order Entry screen by calling up existing purchase orders and modifying or adding to the detail.

Status

When entering a new change order, disregard the status option.  When searching an existing change order, the status code applies to the querying of change orders within this screen.

Change orders can be limited to the screen through their status.  The system provides for the following status selections: “Not Approved”, “Approved” and “Processed”.

Select the status that represents the type of change order(s) to be viewed on this screen.

Change Order

PO Number

Enter/select the purchase order number.

Once the purchase order number has been selected, the information in the Purchase Order Header Detail section will default to the Change Order section.  Change any of the information in this section as it applies to the change order being entered.

Purchase Order Total

Displays the Original PO Amount. This field is display only and cannot be modified.

[Populate Details] – Button

Click on [Populate Details] button to display detail lines from the original purchase order, with the quantity fields displaying an amount of zero.

Discount %

This field can be added via the Lite Editor if needed. A discount percent can be entered here to apply discounts on the extended amount. This eventually flows to Accounts Payable where vendors need to be paid at a discounted amount. After entering a discount percent, click on the Recalculate Discount % button to apply the discount on each detail line of the purchase order.

[Recalculate Discount %] − Button

This field can be added via the Lite Editor if needed. If a discount has been entered in the Discount % field, click this button to apply the discount to each detail line of the purchase order.

Change Order Detail

Modify the quantity of an existing purchase order detail line

To change an original detail line, enter a positive value to increase the ordered Quantity field or a negative value to decrease the ordered Quantity field from the original detail line.

• A negative value must be equal to or less than the number originally entered on the purchase order.

• If both the quantity and amount are changed, the total for the extended amount will display in Extended column in the Change Order Detail section.

The Suggested Price and Discount % columns can be edited and function the same as in the Purchase Order detail line.

All other information can be modified from the original detail line. Please see the Purchase Order Detail for more details.

Add an additional detail line to the original purchase order

When adding additional information new to the order, move to the next available line and enter the change order detail following the same rules as when entering a purchase order.

Change an Un-posted Change Order

Select the status of the unposted change order in the first section.

NOTE: When using ‘Automatic PO Approval’ (an option set on the Purchase Order Details tab of the Purchase Order Control screen), change orders will be automatically approved as they are entered.  The change order will be considered approved.

Select the change order number to be edited.