How to Modify a PO

Changes can be made to purchase orders in the PO Management screen using the Modify action. The Modify action provides the functionality to change the amounts that have been distributed to any of the G/L accounts, redirect the distributions to alternate G/L accounts, change static purchase order information or modify details in information fields. Additional general ledger distributions may be added to the purchase order during the change process. Any changes made in dollar values or G/L accounts will result in the appropriate commitment journal entries creation.

•Vendor Number may be changed. Once a new vendor is entered or selected, the appropriate fields will be populated with vendor information and displayed protected.

•Ship To Information may be changed. If a new location is selected, the location fields are populated with the location information but it can be changed.

•The data in the General section, in the following fields displayed is protected: PO Estimate, PO Creation Batch #, Last Change Batch #, Expenses and O/S Balance.

•Purchase Order distributions can be modified in Detail Mode or Summary mode depending on the method used for distribution entry.

•If the PO Change Approval Process is implemented, changes to purchase orders created through Requisition to PO process in the Buyer’s In-Basket that exceed the allowable tolerance (as setup in Purchasing Settings) a PO Voucher will be created. The changes to the PO will not be saved until the PO Voucher is approved.

5. Click on the Search button. The purchase order(s) that meet the search criteria will be retrieved and displayed in the grid.

Note: If necessary, perform an advanced search. Refer to Advanced Search for more information on this section.

7. Click on the Action drop-down menu beside the corresponding PO and select Modify.

Note: The Requisition and PO Number fields cannot be edited. The Status field is read-only and provides information regarding the current status of the purchase order.

8. In the VENDOR section, enter the Vendor Number or click on the Search icon to search for a Vendor.

Once a Vendor Number is provided, the appropriate fields will display the vendor information.

9. If applicable, to update, in SHIP TO section, click on the Location drop-down menu to select an option.

Note: Based on the boards default settings the SHIP TO section may have pre-populated information.

10. If applicable, enter or update the information in the following fields: Address 1, Address 2, City, Country/Province, Postal and Ext, Building, Room, Department, Phone and Ext. and/or Attention.

11. In the GENERAL section, click on the Buyer drop-down menu to select an option.

13. If applicable, click on the calendar icon to enter the Order Date. Default: Current date.

14. If applicable, click on the calendar icon to enter the Delivery Date. Default: Calculated based on the Default Delivery Dates set up in Requisition Master settings.

17. If applicable, enter the F.O.B. (Freight/Free On Board) field. Default: vendor F.O.B. or as setup in PO Default settings.

18. Enter the Discount Rate. Default: Vendor Discount Rate or as setup in PO Default settings.

20. If applicable, enter the Ship information. Default: As setup in PO Default settings.

21. If applicable, enter the End Use field. Default: As setup in PO Default settings.

22. If applicable, enter the Special Instructions. Default: Vendor Shipping Instructions or as setup in PO Default settings.

Then

Detailed PO

1. If applicable, select or deselect any of the following selection boxes: Print PO Estimate Description and/or Print PO Confirmation Description.

2. Click on the Actions drop-down menu above the grid and select Add New Detail Line to add a new detail line or Add New Description Line to add a new description line. The respective entry screens will be displayed. Enter the necessary data to finalize the line item entry. For step by step instructions on how to enter data in the Detail Line Entry screen refer to How to Add New Detail Line or in the Description Line Entry screen refer to How to Add New Description Line.

Note: A purchase order must have at least one line item.

3. If applicable, click on the Actions drop-down menu and select Tax Code Reset to make changes to the tax codes. For step by step instructions refer to How to Reset Tax Codes.

4. If applicable, to delete a line item, select Delete from the Action column of the selected line item. To modify a line item, select Modify from the Action column of the selected line item. The Detail Line Entry or the Description Line Entry screen will be displayed edit mode.

Note: Refer to How to Use the PO Entry Grids for more information on these processes.

Use the Low Summary and/or High Summary tabs to display the grid in summary view.

5. Proceed to Next Step.

Summary PO

1. If applicable, to add a new line, click on the Add New Summary Line button or update any of the current fields within the grid.

Note: Refer to How to Add New Summary Line for more information on how to use this feature.

The PO must include a minimum of one G/L distribution. Use the Delete button to remove unnecessary line items.

2. Proceed to Next Step.

26. If applicable, in the Attachments section, update existing files or upload new files by clicking on the corresponding tab.

Note: Refer to How to Upload a File for more information on how to use this feature.

Note: Notes entered in this field will be saved and may be viewed in the Notes History section and are read-only.

28. Click on the Save button to save changes or click on the Cancel button to return to the PO Management screen without saving changes.

If	Then
PO from Requisition exceeds the PO Change tolerance as setup in Purchasing Settings [PO Change approval process is implemented]	1. In the New Voucher dialog box, enter a note in the New Note field. 2. Click on the Agree button to create a new voucher or click on the Close button to return to the previous screen. Note: A purchase order voucher must be approved in order for the changes to be saved. Refer to How to Approve/Reject a PO Voucher for more information on this process.
Standalone Detailed PO	1. If applicable, in the PO Print- Single PO section, click on the Available Templates drop-down menu to select an alternative option. 2. In the Delivery Method section, select one of the following buttons: Print (Hard Copy), Email or Fax. Note: Click on the Cancel Print button to cancel the PO Print process. 3. If Print is selected, click on the downloaded .pdf file (bottom left corner) to view. Note: The options to Save (Download) and/or Print are available.
Standalone Summary PO	1. The modify process is complete.