Selecting purchase order for modification or cancellation

This page allows you to select the purchase order for modification or cancellation. Tell me more.

Select the “Cancel / Edit Purchase Order” link under the “Purchase Order” business component.

The “Select Purchase Order” page appears.

The system displays the following:

Date Format

The format in which the date fields are displayed in this page. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the “Enterprise Modeling” business component by default.

Enter the following in the “Direct Entry” group box:

Purchase Order #

The number identifying the purchase order to be modified (Alphanumeric, 18).

Select the “Edit Purchase Order” link provided alongside, to modify the purchase order details.

To search for the purchase order

Enter the following in the “Search Criteria” group box, to search for the purchase order. Data entry in the following is optional.

Purchase Order #	The number identifying the purchase order (Alphanumeric, 18). You can enter the PO number in full or specify it partially using the “*” character. The system retrieves all the purchase order whose PO numbers are similar to the number entered here. Leave this field blank, to retrieve all the POs.
PO Type	Use the drop-down list box to specify the type of the purchase order to be modified. The various PO types are “General”, “Express”, "Consignment", "Exchange", "PBH", "PBH -Exchange" “DropShip”,"Customer Goods", "Service", "Adhoc" and “Sample”. The system retrieves all the POs of the type specified here. Leave this field blank, to retrieve all the POs, irrespective of their type. The system leaves the field blank by default.
Receipt Recording Option	Use the drop-down list box to specify the Receipt Recording Option. The options available are “GR-Acceptance”, “GR- Movement” and “No GR”. The system leaves the field blank by default. The system retrieves the purchase orders with the Receipt Recording option that you specify here. Leave the field blank to retrieve purchase orders of all options.
Expense Type	Use the drop-down list box to specify the expense type of the purchase order.The options available are “Revenue” and “Capital”. The system leaves the field blank by default. The system retrieves the purchase orders with the Expense type that you specify here. Leave the field blank to retrieve purchase orders of all Expense types.
PO Status	The status of the purchase order. The various statuses of the purchase order are:
	Draft - A PO created without some mandatory information. This status indicates that all the purchase order details have not yet been completely entered.
	Fresh – Indicates that the purchase order is just created. A “Fresh” PO can be modified, cancelled or authorized.
	Returned – Indicates that the PO was either returned before first time authorization (when amendment # is zero) or after amendment (when amendment # is not zero).
PO Date From	The starting date, in the range of purchase order dates, from which the purchase order details must be retrieved (Date Format). Ensure this date is lesser than or equal to the system date. The system lists all the purchase orders that are raised later than this date. The system displays the date that is one month prior to the current date, by default. Leave this field blank, to retrieve all the POs, irrespective of the starting date.

Note: The date entered in “PO Date From” must be less than or equal to the date entered in “PO Date To”.

PO Date To	The ending date, in the range of purchase order dates, until which the purchase order details must be retrieved (Date Format). Ensure this date is lesser than or equal to the system date. The system lists all the purchase orders that are raised earlier than this date. The system displays the current date by default. Leave this field blank, to retrieve all the POs, irrespective of the ending date.
Supplier #	The code identifying the supplier (Alphanumeric, 45). You can enter the supplier code in full or specify it partially using the “*” character. The system retrieves all the POs containing supplier numbers similar to the number entered here. Leave this field blank, to retrieve all the POs, irrespective of the supplier.
Note: Ensure that the supplier is a PBH class supplier as defined in the “Supplier” business component, if PO type is set as "PBH" or "PBH Exchange".
Part Type	Use the drop-down list box to specify the part type. The part types are predefined in the system. The various part types available are “Raw material”, “Component”, “Expendable”, “Tool”, “Consumable”, “Kit” and “Miscellaneous”. The system retrieves all the POs raised for part type similar to the value entered here. The system sets the field blank by default.
Part #/ Mfr. Part #	The part number (Alphanumeric, 40) or the number provided by the manufacturer of the part. You can enter the part number in full or specify it partially using the “*” character. The system retrieves all the purchase orders containing part numbers similar to the number entered here. Leave this field blank, to retrieve all the POs, irrespective of the part.
PO Category	Use the drop-down list box to specify the category of the PO. All the "Active" categories, defined in the “Create Quick Codes” activity are available for selection. The system retrieves all the POs belonging to the category specified here. Leave this field blank, to retrieve all the POs, irrespective of the PO category.
User Status	Use the drop-down list box to specify the user-defined status of the PO. All the “Active” user statuses defined in the “Create Quick Codes” activity are listed for selection. The system retrieves all the POs that are in the user-defined status specified here. Leave this field blank, to retrieve all the POs, irrespective of the user-defined status.
Buyer Group	Use the drop-down list box to select the buyer group with which the purchase order is associated. The system sets the field to blank by default.
Note: If the “Buyer Control” option for the Category “Purchase Order” is set as “Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the Buyer Group drop-down list box is loaded with values that satisfy all the following conditions: Buyer groups that are in “Active” status Buyer groups that are mapped to the login user as a buyer of type “Primary” or “Secondary” and Buyer groups that have rights for Purchase Order document in the “Buyer Group” business component. If the option “Buyer Control” for the Category “Purchase Order” is set as “Not Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the Buyer Group drop-down list box is loaded with all the buyer groups mapped to the Purchase Order document. All purchase orders created with a buyer group and other purchase orders without any buyer group are retrieved, if the option "Specific Buyer Group based PR search” is set as "1" i.e., Include PR without a Buyer Group in the “Purchase Option Settings” activity under the “Logistics Common Master” business component. Only purchase orders created with a buyer group are retrieved, if the option "Specific Buyer Group based PR search” is set as "1" i.e., Exclude PR without a Buyer Group in the “Purchase Option Settings” activity under the “Logistics Common Master” business component.
Created by	The name of the user who created the PO (Alphanumeric, 40).
Expense To	Use the drop-down list box to select the posting finance book for the purchase order type Adhoc/Service. The drop-down list displays all finance books in “Active’ status that are valid for the login organization. In addition, if “Purchase Order on behalf of Trading Partner" under the category 'Purchase Order' is set as "Allowed" in Purchase Option Settings activity of the Logistics Common Master, the drop-down list box will display also finance books from group companies for which “Enable Automatic Accounting for Purchases in the related Company” is set as "Yes". The system retrieves all purchase orders posted to the finance book that you select here.
Purchase for	Use the drop-down list box to indicate whether the purchase order must be created for the login organization or for a group company or for the customer. The drop down list box will display the following options for the category 'Purchase Order' in Purchase Option Settings activity under Logistics Common Master: Self, Supplier and Customer, if both "Purchase Order on behalf of Supplier" and “Purchase Order on behalf of Customer” are set as "Allowed" . Self and Supplier, if “Purchase Order on behalf of Supplier” is set as “Allowed” and “Purchase Order on behalf of Customer” is set as “Not Allowed”. Self and Customer, if “Purchase Order on behalf of Customer” is set as “Allowed” and “Purchase Order on behalf of Supplier” is set as “Not Allowed”. However, if both "Purchase Order on behalf of Supplier" and “Purchase Order on behalf of Customer” are set as "Not Allowed", the sole option available will be Self." Self: Indicates the purchase order is intended for the login organization. Supplier: Indicates the purchase order is intended for a supplier that is a group company. Customer: Indicates the purchase order is intended for a customer Note: You must not select Supplier from the drop-down list box: 1) if the PO type is Sample or Customer Goods; 2) if the expense type of the purchase order is Capital. You can select Customer from the drop-down list box if the PO type is ‘General’, ‘Express’, ‘Exchange’, 'Service' or 'Adhoc'. In the editable field alongside, enter the Trading Partner # to specify the Supplier / Customer.

Check the following box:

Subcontract

Check this box to indicate that the purchase order facilitates subcontract manufacturing and the issue of spare parts against the PO.

Click the “Search” pushbutton, to retrieve the details in the multiline.

If the option “Buyer Control” is set as “Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the system performs the following tasks:

If the buyer group drop-down list box is left blank, the system retrieves the purchase orders that have reference to the buyer groups that are available in the drop-down list box and also Purchase Order documents in which Buyer Group value is “Blank”.
If the buyer group is selected, the system retrieves the purchase orders pertaining to the buyer group selected.

If the option “Buyer Control” is set as “Not needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the system performs the following tasks:

If the buyer group drop-down list box is left blank, the system retrieves all the purchase orders irrespective of whether the buyer group is available in the purchase order or not.
If the buyer group is selected, the system retrieves the purchase orders pertaining to the buyer group selected.

The system displays the following “Search Results” multiline.

Purchase Order #	The purchase order retrieved by the system.
PO Date	The date on which the purchase order was raised.
Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.
Expense Type	The expense type of the purchase order .
PO Status	The status of the purchase order.

Enter the following:

Reason

If you wish to cancel the purchase order, enter any comments or remarks regarding canceling the purchase order in this field (Alphanumeric, 255). Data entry in this field is mandatory, if the PO is selected for cancellation.

The system displays the following:

Created By	The name of the user who created the PO.
PO Type	The type of the purchase order.
Buyer Group	A unique code that identifies the buyer group to which the buyer is associated.
Expense To	The finance book for posting of account entries against the purchase order.

Enter the following.

User Status

Use the drop-down list box to specify the user-defined status of the PO. All the “Active” user statuses defined in the “Create Quick Codes” activity are listed for selection. The system retrieves all the POs that are in the user-defined status specified here. Leave this field blank, to retrieve all the POs, irrespective of the user-defined status.

The system displays the following:

Purchase for	Indicates whether the purchase order must be created for the login organization or for a group company or for the customer.
Trading Partner	Displays the concatenation of Trading Partner # and name in the format “Trading Partner # \| Trading Partner Name”.
Subcontract	Indicates whether the purchase order facilitates subcontract manufacturing and the issue of spare parts are issued against the PO.

Select the “PO Details” Ttab page to modify purchase order details.
Select the “Supplementary Details” tab page to modify the supplementary details of the purchase order.

To cancel the purchase order

Click the “Cancel Purchase Order” pushbutton, to cancel the purchase order.

The system updates the status of the purchase order to “Canceled”. Further modifications will not be permitted, when the purchase order is in the “Canceled” status. The system stores the login user ID and the server date with the modification details.

Note: When the status of the purchase order changes from “Fresh” to “Canceled”, the workflow is enabled. Notification messages can be sent as per the settings you have defined in the "Workflow Management" business component.

Click the hyperlinked purchase order number in the multiline, to modify the purchase order details.

Selecting purchase order for modification or cancellation – An overview

This page allows you to select the purchase order for modification or cancellation. Once cancelled, the purchase order cannot be used in any transaction.

You can directly enter the purchase order number if you know the exact number, or carry out the search using PO number, date on which the PO is raised, type of the part or user status. The system displays the purchase order details in the multiline as per the search criteria.

Only purchase orders, which are in “Draft”, “Fresh” or “Returned” status, can be modified or canceled. Upon cancellation, the system updates the status of the PO to “Cancelled”. The system stores the login user ID and the server date along with the modification details.