PO Change Orders - WebTMA 7

Path: Material > Purchase > PO Change Orders

A PO Change Order is used to change or modify an active Purchase Order. Vendors frequently get a PO and notify you that a price has changed. Or, a shop may call after a PO has been issued to say they require an additional quantity of an item. PO Change Orders give you the flexibility to make these changes without compromising accounting practices.

The PO Change Orders window is used to make the following changes on open Purchases Orders:

• add, change details, or cancel a PO line
• add, change, or cancel a distribution on a line

PO Change Orders Details

WebTMA requires most modifications to an active Purchase Order with received items be made using the PO Change Orders window, unless the Blanket PO check box is marked on the Purchase Orders / Identity–Other Information Section.

For an authorized PO, a Change Order is created when the original PO is edited — even if no items have been received.

With PO Change Orders, you have an audit history of who made the change, when the change was made, and what kind of change was made. Without this window, modifying a Purchase Order would violate good accounting practices.

Several PO Change Orders can apply to the same Purchase Order. The numbering system for the PO Change Orders is the PO number followed by a hyphen and a value to indicate the order of changes. For example, the first Change Order for Purchase Order number 234 is 234-1; the second Change Order number for the same PO is 234-2; and 234-3 for a third change.

The window supports two authorization methods, i.e., traditional authorization and use of the optional Authorization Routing module. Authorization Routing is set up from Admin > Approval Routing. The PO Change Orders window follows the same authorization rules as the Purchase Order window. When authorization is required, the entire PO Change Order must be authorized.

With regular authorization, users are granted privileges from Admin > User Management > Records / Preferences Tab–Privileges Section. A PO Change Order check box and dollar amount field display on the Purchases section. When using the regular authorization, grant privileges for any users that are allowed to authorize PO Change Orders.

PO Change Orders Window

You can open the PO Change Orders window from the menu or from an existing PO.

If you go to an original Purchase Order that has received items and attempt to edit the record, WebTMA alerts you that, "Items have already been received on this order. Would you like to create Change Order." The exception to this behavior is a Blanket PO which can be edited directly rather than using the PO Change Order window.

Lines that include distributions to Work Orders are easily identified by the  icon that also displays on the Purchase Order window. When you edit a line item, you can make changes to the line and to any distributions for that line from the Change Order Entry flyout window.

Once you choose the Save button on the flyout window, most information about the line cannot be changed. For example, if it was designated as a Change Detail line, you cannot edit the line to change it to Cancel Line or New Line.

WebTMA checks to be sure the quantity for a line that has distributions is greater than the total Required Quantities of the distributions for the item. If the quantity is not sufficient, you receive a message alerting you that the quantity is insufficient.

How to Add New PO Change Order Lines

The Change Order Entry flyout opens when you click the Add PO Change Order Line link on the PO Change Order Item Details Section. The flyout has options to Change Detail, Cancel Line, or add a New Line. The following text outlines adding a New Line.

From the PO Change Orders window in Add mode:

1. Enter the PO # and other required fields.
2. Choose the Add PO Change Order Line link on the grid.
3. Select the New Line radio button.
4. Choose the radio button of your choice: Part, Other Item, or OTP. See Caution below regarding OTP.
5. Complete the required fields. Note that options change depending on selection made in step 4.
6. (Optional) Choose the Add Distribution link in the Distributions Section and add Work Order information if the item is for distribution to a Work Order.
7. Select the Save button on the flyout window.
8. Choose Save on the WebTMA toolbar.

WebTMA completes the Order Number field and assigns the PO Change Order the same number as the original PO with an added -N, for example, PO-455-1. The first Change Order is -1. If other Change Order records are created for that PO, the next numbers are -2, -3, etc.

Note: Until the change is approved, if required, and you select the Apply Change Order link on the Action Menu, the PO Change Order is not added to the PO record and no changes occur.

CAUTION: OTPs are items your organization never stocks. They are not tracked other than being received on a Purchase Order or distribution to a Work Order from a Purchase Order. If you need specific tracking for an OTP, create a Part record or a maintenance-worthy item record for the item.

How to Change or Cancel PO Lines

The Change Order Entry flyout has options to Change Detail, Cancel Line, or add a New Line. This topic concerns changing or canceling existing PO lines.

In Edit mode on the PO Change Orders window:

1. Choose the Add PO Change Order Line link on the grid.
2. Select PO Line #. This refers to the line number on the original PO.
3. Choose the desired radio button: Change Detail or Cancel Line.
4. Select the radio button of your choice: Part, Other Item, or OTP. See Caution below for OTP.
5. Make desired changes to available fields: Account #, Quantity, Unit Cost, and Taxable.
6. (Optional) Add, edit, or delete distribution lines. The same legend applies to distribution lines as for purchase lines.
7. Enter Comments to explain the change.
8. Choose the Save button on the flyout window.
9. Select Save on the WebTMA toolbar.

WebTMA completes the Order Number field and assigns the PO Change Order the same number as the original PO with an added -N, for example, PO-455-1. The first Change Order is -1. If other Change Order records are created for that PO, the next numbers are -2, -3, etc.

Note: Until the change is approved, if required, and you select the Apply Change Order link on the Action Menu, the PO Change Order (for both purchase lines and distribution changes) is not added to the PO record and no changes occur.

CAUTION: OTPs are items your organization never stocks. They are not tracked other than being received on a Purchase Order or distribution to a Work Order from a Purchase Order. If you need specific tracking for an OTP, create a Part record or a maintenance-worthy item record for the item.

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