PO Change Orders - WebTMA 5

Path: Material > Purchase > PO Change Orders

A PO Change Order is used to change or modify an active purchase order. An active purchase order is one with partial receivings. Unless the Blanket PO check box is marked on the purchase order, WebTMA requires most modifications to an active purchase order with received items be made using the PO Change Order window.

For an authorized PO, a Change Order can be made 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.

In day-to-day business activities, 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 these changes on open purchases orders:

• add a new line
• change details of a PO line
• cancel a PO line
• add a distribution to a line
• change a distribution on a line
• cancel a distribution on a line

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 2345 is 2345-1; the second change order number for the same PO is 2345-2; and 2345-3 for a third change.

The window supports two authorization methods, i.e., traditional authorization and approval routing. Approval 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 traditional electronic authorization, users are granted authorization privileges from Admin > User Management > Records / Identity Tab. A PO Change Order check box and dollar amount field display on the Purchases Subtab. When using this method, complete these fields on the records of any users that are allowed to authorize PO Change Orders.

How to Add PO Lines from PO Change Order

Path: Materials > Purchase > PO Change Orders / Identity Tab

The PO Change Order Entry window opens when you click the Add PO Change Order Line link and has options to Change Detail, Cancel Line, or add a New Line. This topic outlines adding a New Line.

From the PO Change Orders window in Add mode:

1. Enter the PO #.
2. Click the Add PO Change Order Line link on the grid.
3. Click the New Line radio button.
4. Click the Part, Item, or OTP radio button.
5. Complete the required fields. Note that options change depending on selection made in step 4.
6. (Optional) Click the Add Distribution link and add WO information if the item is for distribution to a work order.
7. Click the Save button on the popup window.
8. Click 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 click the Apply Change Order link on the Action Menu, the PO Change Order is not added to the PO record and no changes occur.

OTPs are items your organization never stocks. They are not tracked or considered beyond receiving 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 from PO Change Order

Path: Materials > Purchase > PO Change Orders / Identity Tab

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

In Edit mode from the PO Change Orders window:

1. Click 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. Click the desired radio button: Change Detail, Cancel Line, New Line.
4. Click the Part, Item, or OTP radio button. 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. Type Comments to explain the change.
8. Click the Save button on the popup window.
9. Click Save on the WebTMA toolbar.
10. Click the Apply Change Order link on the Action Menu (see Note below).

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 click 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.

OTPs are items your organization never stocks. They are not tracked or considered beyond receiving 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.