PO Alterations

Once a Purchase Order has been approved, or submitted to a vendor, organizations typically require that further edits be accomplished by making purchase order alterations. Making alterations is a formal process for changing a purchase order so that an audit trail is maintained. Alterations are most often made to add items or to change the quantities or costs associated with items. The altered purchase order can then be printed and resubmitted to the vendor.

The ability for items to be added to an approved purchase order or for approved items to be edited may or may not be enabled for your organization. For more information, contact your system administrator.

If the purchase order requires approval, you must re-send the altered purchase order through the approvals process.

To make alterations to a purchase order:

ClosedUpdate the Purchase Order Status

Before you can make changes to an approved purchase order, you must first change its status to Alteration in Progress.

  1. In the Purchasing module, click the Find PO tab to open the Find PO page and locate the purchase order you want to modify.

  2. Click the purchase order number link to open the Purchase Order Details page.

    The Item Summary pane displays all of the items currently added to the purchase order.

  3. Click the Edit Purchase Order link.

    You can now edit the status of the purchase order.

  4. In the Status field, select Alteration In Progress.

  5. Click UPDATE.

    The status of the purchase order is updated to Alteration in Progress. The Add Material Item and Add Services Item buttons are now available to allow you to add items to the purchase order. In addition, Edit buttons appear in the Item Summary panes to allow items to be modified.

ClosedAdd Material Item

Clicking the Add Material Item button allows you to add material items to the purchase order. Only items that are managed by the Inventory module and are stored in a warehouse associated with the selected property can be added to a purchase order. When the items are received, they are added to the on-hand quantity of the selected warehouse.

If you want to add an item that is not already stored in the selected warehouse, you can click the Add Material Item link at the bottom of the Add Material Item dialog box to open the Create Inventory page and add the item to inventory, if you have the appropriate security rights.

Your system must be properly configured to allow you to add items to an approved purchase order. For more information, contact your system administrator.

To add material items:

  1. Click the ADD MATERIAL ITEM button.

    The Add Material Item dialog box opens.

  2. Click the MATERIALS-Item Select link to locate and select the item to add.

  3. In the Request ID field, enter or select a work request ID if you want to associate one with this item.

    If you click the Select link, you can enter criteria to locate and select the appropriate work request. If you enter a request ID number directly, the system will validate the request ID before adding the item.

    If a non-editable request ID is displayed, a single work request was associated with the entire purchase order and you cannot associate a different request ID with individual items.

  4. In the Description field, enter a description of the item.

    The default description for the selected item is automatically filled in; however, you can modify it.

  5. In the Ref PO# field, enter a value if you want this purchase order to reference another purchase order.

  6. In the Date Required field, select the date on which this item is needed.

  7. In the Budget Year field, select the budget year that this item will included in.

  8. In the Quantity field, enter the number of items needed.

  9. In the Unit Cost field, enter a value indicating the cost of the item.

    The default cost of the item is filled in by default. You can modify this value, if needed.

  10. In the Tax Rate field, enter tax percentage that will be added to the item (for example, enter 10 for a 10% tax rate) and then select whether the item is Taxable or Non-Taxable.

  11. In the Override Tax Amount field, enter a value to override the normal tax percentage calculation.

  12. In the Shipping/Handling field, enter a value indicating any shipping or handling costs to be added to the item.

  13. In the Total Amount field, override the total amount, if needed.

    By default, the total amount is calculated by multiplying the quantity by the unit cost, then adding in either the calculated tax or the override tax amount, and then adding in the shipping and handling costs.

  14. In the Charge To field, select the account to charge this item to.

    This value is the property account used for billing tenants or charging costs from one group or department to another. This value is used when creating an AP invoice.

  15. In the Account field, select a value to indicate the general ledger account this item should be charged to. If no accounts have been established, this field does not appear.

    This value is used when creating an AP invoice.

  16. In the Alteration # field, enter the alteration number.
    If you are adding multiple items, you may want to assign the same alteration number to all of them. The alteration number should only be incremented if the PO is re-submitted for approval or to the vendor and a subsequent set of alterations is needed. The alteration number you specify will appear in the PO History pane.

  17. Click ADD.

    The item is added to the Item Summary – Materials pane. If you added an item in error, click the EDIT button and then click the Delete link in the Edit Material Item dialog box.

ClosedAdd Services Item

Clicking the Add Services Item button allows you to add services to the purchase order. For example, you may need to add contractor services or labor hours to a PO.

Your system must be properly configured to allow you to add items to an approved purchase order. For more information, contact your system administrator.

To add service items:

  1. Click the ADD SERVICES ITEM button.

    The Add Service Item dialog box opens.

  2. In the OTHER-Type field, select the type of service to add.

  3. In the Request ID field, enter or select a work request ID if you want to associate one with this item.

    If you click the Select link, you can enter criteria to locate and select the appropriate work request. If you enter a request ID number directly, the system will validate the request ID before adding the item.

    If a non-editable request ID is displayed, a single work request was associated with the entire purchase order and you cannot associate a different request ID with individual items.

  4. In the Description field, enter a description of the service.

    The default description for purchase order is automatically filled in; however, you can modify it.

  5. In the Ref PO# field, enter a value if you want this purchase order to reference another purchase order.

  6. In the Date Required field, select the date on which this item is needed.

  7. In the Budget Year field, select the budget year that this item will included in.

  8. In the Quantity field, enter the service quantity.

    For example, you might enter "1" if a single flat rate fee is charged for a particular service, or enter the number of hours for services billed by the hour.

  9. In the Unit Cost field, enter a value indicating the cost of the service.

  10. In the Tax Rate field, enter the tax percentage that will be added to the service (for example, enter 10 for a 10% tax rate) and then select whether the item is Taxable or Non-Taxable.

  11. In the Override Tax Amount field, enter a value to override the normal tax percentage calculation.

  12. In the Shipping/Handling field, enter a value indicating any shipping or handling costs to be added.

  13. In the Total Amount field, override the total amount, if needed.

    By default, the total amount is calculated by multiplying the quantity by the unit cost, then adding in either the calculated tax or the override tax amount, and then adding in the shipping and handling costs.

  14. In the Charge To field, select the account to charge this service to.

    This value is the property account used for billing tenants or charging costs from one group or department to another. This value is used when creating an AP invoice.

  15. In the Alteration # field, enter the alteration number.
    If you are adding multiple items, you might want to assign the same alteration number to all of them. The alteration number should only be incremented if the PO is re-submitted for approval or to the vendor and a subsequent set of alterations is needed. The alteration number you specify will appear in the PO History pane.

  16. Click ADD.

    The service is added to the Item Summary – Services pane. If you added an item in error, click the EDIT button and then click the Delete link in the Edit Service Item dialog box.

ClosedEdit a Material or Services Item

If you have the proper security rights, you can modify a material or service item, including the quantity or cost of items. In addition, you can click the Delete link to delete the item from the purchase order.

Your system must be properly configured to allow you to edit approved items on a purchase order. For more information, contact your system administrator.

If the purchase order you are editing was generated from an approved purchase requisition, you cannot edit the items from the purchase requisition in a manner that would cause the NTE of the PR to be exceeded. If you attempt to do so, an error message appears.

To edit a material or services item:

  1. In the Item Summary pane, click the EDIT button to the right of the item you want to modify.

    The Edit Material/Service item dialog box opens.

  2. To delete the item, click the DELETE link in the top right corner of the dialog box.
  3. Modify any of the displayed values.
  4. Click UPDATE.

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