PO Change Orders

There may be times when a department needs to modify an existing Purchase Order. It will be necessary to obtain approvals for these changes. This is done by creating a new Purchase Requisition that details what changes to make to the original PO. Note that once the Purchase Order is printed, the PO number may not be changed; you must cancel or disencumber the original PO using a PO utility, like POUTCL, and create a new order with a new Purchase Order number in POUPPR.

When creating the new Requisition, it will be necessary to reference the original PO number in the End Use field. The changes are detailed in the Description field on the Items tab. If the PO total is being reduced, enter a negative number in the Amount field.

Once the new requisition is approved, the original PO number must be manually entered in the PO field prior to running the POPO process. As the system requires that all first printings of POs be done by requisition number, it will be necessary to print the newly created requisition by OR number.

The final step is to reprint by the PO number. Verify that the proper printer is defined and select the Option to Renumber the PO Items. The PO will print and include all items from all requisitions with the same PO number. The PO may then be sent to the vendor.

In order to assign the same PO number to multiple requisitions, it is required that all requisitions have the same vendor ID. The system will not allow a user to assign the same PO number to requisitions with different vendor IDs.

PO Change Order Procedural Options

Option 1 – Once a record has a status of "PO" or "PP," changes only can be made by the purchasing agent. The record would go back through the Workflow approval process after the change is made by the purchasing agent, when the price or account number/budget code has been modified. This may require an additional Workflow model approval or a customization. Encumbrances will not be updated until the PO is reprinted.

Option 2 – Allow changes to be made by the purchasing agent when needed. Attach the request for the change to the record and do not send the record back through Workflow for approval again.

Option 3 (Best Practice) – Do not allow any changes and require the user to create a new requisition for additional items or cancel the current record and start a new requisition.

Changing the Vendor ID on Purchase Orders

The defined Vendor ID may be changed while the Purchase Order holds the status "PR." Once the order is printed and has the status "PO," changes to the order require reprinting the order.

 To prevent the change of the Vendor ID with an order holding the status of PO or PP, define common code POPE/NOCHANGE. Note that orders with the status of FP, DE, or CA will not allow any changes. If the user needs to change the Vendor after the Vendor has been paid or partially paid, for instance to merge two PE records into one, consider using a PE utility, such as PEUTCI, for modifying completed transactions.