Changing a Purchase

Refer to Using Purchasing for general information and a list of field references

Changing the Current Purchase Order

To change a purchase order you are creating (a new order), use the Change command options that appears when you finish entering the header or line item info to modify the purchase order. Follow the directions below from Step 2.

Changing Existing Purchase Orders

You can also change a purchase order that you previously created (an old order), but only if the purchase order has not been paid. Use the command options and follow the instructions below.

Note: Once a purchase order has been entered, the vendor cannot be changed. The purchase order must be voided and re-entered.

Within Purchasing, you may change header information, payment status, and issue checks, once purchasing has been updated. If the purchase order has been paid, the purchase order information can be viewed, but no changes can be made.

If the purchase order was on inventory hold status all command options are operational. Use any options necessary to add, change, or delete items. Select Update to record the modifications in the system.

• If you select Add, the system will allow you to add additional line items or purchase order messages to this purchase order.
• If you select Change, the system will allow you to change a line already entered on this purchase order. Highlight the line to be changed and press Enter. Make your changes to the appropriate fields or press Enter to accept the existing entry. If the item is incorrect, you must delete the purchase order line and add the correct item.
• If you select Delete, the system will allow you to delete a line already entered on this purchase order. Highlight the line to be deleted and press Enter.
• If you select Header, the system will allow you to make changes to the purchase order header fields:
  • Note
  • Trip information
  • Received Date
  • Buyer
  • Invoice This field may be required based on the Required Invoice Number field setting in Purchasing Options. If set to No , the vendor invoice number is not required to make Ready to pay, if set to yes the vendor invoice number is required to make ready to pay. Press Enter when finished. Based on the Duplicate Invoice Check setting in Payables Options, the system will either allow, prevent or warn the user that the vendor invoice has been used on other vouchers, voucher adjustments or purchase orders. If set to N=not using, the vendor invoice number can be entered even if on previous transaction. if set to W=Warn or P=Prevent, a Select A Vendor Invoice No will appear with the following information:for each voucher found with the same vendor invoice number:
    • Vendor Invoice Number
    • Voucher Number
    • Voucher date
    • Voucher description
    • The following message line will appear, "Use Arrow Keys or Mouse to Select A Vendor Invoice No".If the Duplicate Invoice Check is set to W, the message will include " WARNING: Invoice number found !!!. The same invoice or a new invoice number can be selected or entered. If the Duplicate Invoice Check is set to P, the same invoice number cannot be entered. a new invoice number must be entered.
• If you select Info, you may enter Item Info Lot Attributes and Trace source product attributes for the purchase order line items.
• If you select Text, the system will allow you to add free form text or lot text to the Info field for an item. Highlight the line that you wish to add text to and press Enter.
• If you select Update, the system will allow you to update and save this purchase order. It will also allow you to print the check to pay this and any other ready to pay vouchers for the vendor if the user has the rights and privileges to issue checks from the Purchasing screen.
• If you select Void, the system will void the purchase order.
  • The message line will display: "Void will be for $ total dollar amount of purchase. Continue? No/Yes
    • Select No to update the purchase order without voiding.
    • Select Yes to void the purchase order .
  • A Select A Reason window will appear to enter the Void Purchase Order Reason. Scroll to select the reason why the purchase was voided an press enter.
  • Printer prompts will appear to print a voided copy of the purchase order.
• If you select Exit, the system will leave this option. A message line will display: "Purchase was Changed !! Exit Anyway? No/ Yes."
  • If you select no, the system will abort exiting this purchase and will bring you back to the message line commands shown previously.
  • If you select yes, the system will exit without saving this purchase order.

If the purchase order was on payment hold status, you may only use the following options: Header, Update, Void, and Exit.

• Select Header to make changes to the purchase order header fields (see above).
• Select Info to make changes to item info attributes.
• Select Update to save the purchase order.
• Select Void to void the purchase order.
  • If you select Void the following message will display: "Void will be for $X,XXX.XX (the total dollar amount of the purchase order). Continue No/Yes?"
    • Select no to exit the void option.
    • Select yes to void the purchase order. Select Voiding PO Reasons if more than one reason is defined.
• Select Exit to return to the Select An Option window.

Select Update to save any changes made to the purchase order. Users with Accounts Payables privileges will also have the ability to change the purchase status from payment hold to a ready status. For more information on payment status see Creating a Purchase .

For more information on the Purchasing option see Purchasing.

Security Required : Purchasing - Purchasing Inquiry