Revising Purchase Orders

There are two methods of changing existing purchase order information, revising and editing:

Revising a purchase order (PO) means that you are reverting an approved PO back to an unapproved requisition in order to be revised. One of the people who approved the PO must enter their PIN number in order to revert the purchase order back to a requisition. Also, when re-approved, the PO still uses the same, originally assigned PO number. This is the recommended method for changing an existing purchase order.
Editing a purchase order is allowed with a policy setting. With the necessary security rights, a user can then edit the information on the Detail tab of the Maintain Orders screen of an approved purchase order.

Note: The description of the policy that allows editing of approved purchase orders is: “True = Able to Edit Approved PO; False = Not able to Edit Approved PO.” Purchase order policies can be found in the Setup area of the program: Main Menu screen > Setup > Policies > Browse Policies screen.

Revising an existing purchase order (PO) involves 4 main steps:

Search for and select PO.

Cancel PO’s approved status (revert PO to requisition).

Edit and save requisition details.

Add approval signature(s).

Access Purchase Orders

From the Main Menu screen, click PURCHASE ORDER. The Browse Orders screen appears with all open purchase orders displayed in a table.

Search For and Select PO

Select how you want to order the PO table from the ordered by drop-down list.

Type your search criteria into the search for field and click GO. The table will sort accordingly.

Select and highlight the PO and make a note of the requisition number that is attached to the purchase order you want to revise.

Note: After revising an already approved PO, the PO will revert back to Requisition status and will need to be approved again.

Cancel Approved Status (Revert PO to Requisition)

You must first “cancel” the purchase order’s “approved” status and revert it to a requisition. A requisition is a pre-purchase order that needs someone’s approval.

Click

and select “Revise Purchase Order.” A message appears asking if you really want to revise the purchase order. Click YES through the message. A Cancel Purchase Order screenopens.

Select who is canceling the PO, as well as the security PIN number and click OK. The Browse Orders screen appears again.

Click

to return to the Main Menu screen and click REQUISITION. The Browse Requisition screen appears with all open requisitions displayed in a table, with the most recently created requisition at the bottom.

Edit and Save Requisition Details

Highlight the requisition number of the purchase order you just canceled to requisition status and click

. The Maintain Requisition screen appears with the Main tab selected.

Click

again to edit all necessary information and make sure to click

to save all changes.

Add Approval Signature

10.

Click , and select “Add Approval Signature.” The Add Approval Signature on PO screen opens.

Hint: Before adding an approval signature, you still have the ability to edit requisition details, such as quantity and cost, on the Main/Detail tabs of the Maintain Requisition screen.

11.

Select the approval signature from the approved by drop-down list, enter the PIN number, and check the complete approvalcheckbox.

Note: If multiple approvals are needed, (for example, if you are only allowed to approve a requisition for a certain amount and the requisition is for more than that amount), do not check the complete approval checkbox. This will keep the requisition open until another person with the necessary approval rights can complete the approval.

Note: Another Note: If your agency has set up a mandatory budget check with requisition approvals, you will need to click to ensure the GL account information is correct. The current budget information will display at the bottom of the screen for review.

12.

Click OK. The Maintain Requisition screen appears again. The approved requisition is now, once again, an open purchase order and its new purchase order number is generated and displayed. Remember, the revised PO now has a new PO number!