Purchase Order Change Orders
Makenzy Cervantez
18 steps
3 minutes
Removing PO from Invoice
1
Before entering a purchase order change order, remove your purchase order from any invoices you have in Invoice Entry first. This will help ensure there are no record conflicts and will prevent record lock errors. *Note: You cannot enter a purchase order change order if the PO is linked to invoices that are pending approval in workflow. They will need to be rejected first.* Navigate to your invoice, and click the Liquidation folder icon.
2
Click "Remove PO"
3
Click "Yes"
Navigating to Purchase Order Change Order
4
Navigate to ERP > Financials > Purchasing > Purchase Order Processing > Purchase Order Change Orders
5
Click "Search" to lookup the purchase order you need to modify. You may search by PO number if you know it, vendor, department, etc.
6
Click "Accept" to search PO's matching your criteria.
Updating PO Header Info
7
To make a change to the header information on the Purchase Order - department, description, vendor, etc, click "Update."
8
Make modifications as needed and click "Accept."
Update Line Items
9
To modify Line Items (GL account, amounts, etc) click the Line Items skittle.
10
Click Update
11
Because line item modifications will generate a journal entry in general ledger, the system will ask you to enter a journal description. Then, click "Accept."
12
If you are correcting the GL account, you may enter the correct account at the bottom of the page.
13
You may update the purchase order amount in the Pricing fields. The current PO amount will be displayed on the left. You may enter the new PO amount on the right. Click Accept to save your changes.
14
Click "Back" to return to the Change Order page.
Initiating Workflow
15
You will see there are now two records under the same Purchase Order number. One is the change order you created, the other is the original PO.
16
To release your change order into workflow, ensure you are on the change order record and click "Release."
Posting Approved Change Order
17
After your change order is approved, it will need to be posted. Navigate back to your purchase order change order. Ensure you have the Change Order record selected and not the original PO.
18
Click "Post and Reprint"
Purchase Order Change Orders
Makenzy Cervantez
18 steps
3 minutes
Removing PO from Invoice
1
Before entering a purchase order change order, remove your purchase order from any invoices you have in Invoice Entry first. This will help ensure there are no record conflicts and will prevent record lock errors. *Note: You cannot enter a purchase order change order if the PO is linked to invoices that are pending approval in workflow. They will need to be rejected first.* Navigate to your invoice, and click the Liquidation folder icon.
2
Click "Remove PO"
3
Click "Yes"
Navigating to Purchase Order Change Order
4
Navigate to ERP > Financials > Purchasing > Purchase Order Processing > Purchase Order Change Orders
5
Click "Search" to lookup the purchase order you need to modify. You may search by PO number if you know it, vendor, department, etc.
6
Click "Accept" to search PO's matching your criteria.
Updating PO Header Info
7
To make a change to the header information on the Purchase Order - department, description, vendor, etc, click "Update."
8
Make modifications as needed and click "Accept."
Update Line Items
9
To modify Line Items (GL account, amounts, etc) click the Line Items skittle.
10
Click Update
11
Because line item modifications will generate a journal entry in general ledger, the system will ask you to enter a journal description. Then, click "Accept."
12
If you are correcting the GL account, you may enter the correct account at the bottom of the page.
13
You may update the purchase order amount in the Pricing fields. The current PO amount will be displayed on the left. You may enter the new PO amount on the right. Click Accept to save your changes.
14
Click "Back" to return to the Change Order page.
Initiating Workflow
15
You will see there are now two records under the same Purchase Order number. One is the change order you created, the other is the original PO.
16
To release your change order into workflow, ensure you are on the change order record and click "Release."
Posting Approved Change Order
17
After your change order is approved, it will need to be posted. Navigate back to your purchase order change order. Ensure you have the Change Order record selected and not the original PO.
18
Click "Post and Reprint"
