Amend Purchase Order – A summary of the activity

This activity allows you to amend purchase orders, which are in "Open", "Amended", "Under Amendment", "Closed" or  'Returned" status.  

• Open - The status of the purchase order on authorization.

• Amended

Typically, a purchase order could be amended for the need of clarifications or corrections. A purchase order can be amended many times.

An authorized PO may be amended in the following circumstances:

• The delivery is rescheduled and the ordered quantity is changed

• There is a discrepancy between the purchase order and the acknowledgment sent by the supplier, in terms of quantity, cost and schedule.

a) For purchase order of type other than “Dropship”, the “Amended” status indicates that the schedule information is the same as the quantity required for all the parts, and the “Pay Term” and “Pay to Supplier” specified in the “Edit Terms & Conditions“ page are in “Active” status as on date.

b) For purchase order of type “Dropship”, the “Amended” status indicates that the schedule information is the same as the quantity required for all the parts, and the dropship details are entered for all the parts.

Note: When a PO is amended, the system updates the status of the current PO as “Revised”, increments the amendment number for the amended PO and updates the status to “Amended”. The system always displays the latest amended PO.

• Under Amendment

a) For purchase order of type other than “Dropship”, the “Under Amendment” status indicates that after amendment, the schedule information is not the same as the quantity required for all the parts, or the “Pay Term” and “Pay to Supplier” specified in the “Edit Terms & Conditions“ page are not in “Active” status as on date.

b) For purchase order of type “Dropship”, the “Under Amendment” status indicates that after amendment, the schedule information is not the same as the quantity required for all the parts, and the dropship details are not entered for all the parts.

• Closed - Indicates the warehouse has received the goods against the purchase order. However, no invoice is raised against the goods.

a) You can amend the cost/exchange fee of a purchase order of PO Type “Exchange”, “Adhoc” or “Service”  even after its closure.

b) The “Closed” purchase orders must have at least one line item that is not yet invoiced.

c) You must set the “Allow Cost Amendment for Service/Exchange/Adhoc PO” option in the Set Options page to “Yes” to amend the closed purchase order.

• Returned - Indicates that purchase order is amended (that is, amendment number is greater than zero) and the amendment is returned without approval. Purchase orders may be returned so that they can be canceled or short closed due to business reasons.

When can a PO not be amended

The purchase order document in “Closed” status cannot be amended, if the option setting ‘Amendment of Closed POs’ is set as ‘Not Allowed’ in the Purchase Order - Set Options actviity. The purchase order document attains the status “Closed”, if:

• The goods receipt associated with the purchase order is frozen for acceptance (Inspection is confirmed for the goods received).

• The entire quantity requested in the purchase order is received, and

• The goods receipt is in “Accepted – Pending Movement” or “Accepted – Pending Binning” or “Completed" (with Movement Type not as "Rejection-Return to Supplier") statuses.

Getting familiar with the pages inside

What you can do in this activity

Amend the details of an authorized purchase order

Amend terms and conditions of the purchase order

Amend schedule and distribution details

Amend tax, charge and discount details at the part and document level

Amend inspection details for the purchase order

Amend shipment details for the part

Amend the user-defined details

Amend the reference document details for the purchase order

Approve the purchase order after amendment

Amend Closed purchase order of Type "Exchange", "Adhoc" and "Service"_

Amend the details of an authorized purchase order

Upon authorization, the purchase order is assigned the “Open” status. An “open” purchase order cannot be modified; it can only be amended. You can use this activity to amend the details of purchase orders that are in “Open”, Under Amendment", "Amended" or  "Return" status.

• Use the “Amend Purchase Order” page, to amend the details of the purchase order.

You cannot amend a purchase order document in “Closed” status if the option setting ‘Amendment of Closed POs’ is set as ‘Not Allowed’ in the Purchase Order Set Options.

Amend terms and conditions of the purchase order

You can amend the payment terms and conditions, insurance details and delivery terms and conditions for the parts to be purchased.

• Use the “Edit Terms & Conditions” page, to amend the terms and conditions of the purchase order.

Amend schedule and distribution details

You can amend the delivery schedule for those line items whose schedule type is multiple. You can amend the various supply dates and the quantity of parts that needs to be supplied. You can also amend the warehouses where the parts need to be delivered.

• Use the “Edit Schedule & Distribution” page, to amend the delivery schedule for the parts in the purchase order.

Amend tax, charge and discount details at the part and document level

You can amend the TCD details such as the duty, sales tax, discount and freight charges for the various parts in the purchase order. You can also amend the TCD details for the purchase order as a whole. You can amend the details for all those tax, charge and discounts which are effective as on the purchase order date. The TCD values affect the PO either positively or negatively.

• Use the “Edit Part TCD Details” page, to amend the tax, charge and discount details for the various parts in the purhcase order.

• Use the “Edit Document TCD Details” page, to amend the tax, charge and discount details for the purchase order as a whole.

Amend inspection details for the purchase order

You can amend the mode of inspection required for the parts purchased. The inspection of the part can be carried out by the buyer or by any other external resource.

• Use the “Edit Inspection Details” page, to amend the mode of inspection for the parts.

Amend shipment details for the part

You can amend the shipment details such as the company, name, contact person, phone, fax and email address to where the goods has to be delivered.

• Use the “Edit DropShip Details” page, to specify the shipment details of the part.

Amend the user-defined details

You can amend the user-defined details of the purchase order.

• Use the “Edit User Defined Details” page, to modify the user defined details of the purchase order.

Amend the reference document details for the purchase order

You can amend the reference document details of the purchase order such as the document type, document number and file name.

• Use the “Edit References” page, to modify the reference documents for the purchase order.

Approve the purchase order after amendment

Upon amendment, the purchase order is assigned the “Amended” status. You can use this activity to approve the details of purchase orders that are in the “Amended” status.

• Use the “Amend Purchase Order” page, to approve the  details of the amended purchase order.

Amend “Closed” purchase order of Type “Exchange”, “Adhoc” and “Service"

Even after a purchase order of type “Exchange”, “Adhoc” or “Service” is closed, you can amend the cost for the purchase order.

• Set the “Allow Cost Amendment for Service/Exchange/Adhoc PO” flag to “Yes” in the “Set Options” activity.