Edit Line Items Via a Change Order

In the event you need to edit or delete a line item after a purchase order has entered a status of Issued, you can still change or delete line items by issuing a Change Order. Doing so will set the purchase order back to a status of Pending/Awaiting Approval.

The number in the Change Order field on the Main tab of the purchase order's record will also advance by one, automatically, when a change order is issued. For example, if the Change Order field displayed "0", issuing a change order will advance the value to "1". The value will advance each time a change order is issued for the PO.

Likewise, if a change order is rolled back, the value in the Change Order field will automatically be reduced by one. (See the Rolling Back a Change Order section below for more information.)

1. Open a purchase order in Edit mode by going to Purchasing > Purchasing > Edit and typing in the number of the purchase order to which you want to add a line item.

   You can also go to Purchasing > Purchasing > Query, and search for the purchase order, if you don't know the Purchase Order Number.

2. In the toolbar, click the Change Order button.

   

3. You will see a pop-up window asking you if you want to create a Change Order. Click Yes.

4. Click the PO's Line Items tab. Any line items currently associated with the purchase order will be listed in the grid.

5. On the Line Items tab, do one of three things:

   • Click the Edit button (it looks like a pencil) next to the line item you want to edit.

   • Click the Delete button (it looks like a red X) next to any items you want to delete.

   • Click the New button, under the Line Items label, to add a new line item, and

6. If you are editing a line item, make any changes to the line item that are necessary. If you are adding a line item, fill in the required fields and any optional fields as necessary.

7. Click Save when you are done editing or adding the line item.

8. Save the purchase order.

After saving the purchase order, the PO will remain in a status of Pending. It will need to be re-issued with the changes you made.

New change orders can be issued each time the PO is set to a status of Issued.

Roll Back a Change Order

When you create a change order, the Change Order button in the toolbar will change to the Rollback Change Order button.

Clicking this button will return the purchase order to a status of Issued, return the Change Order field to the previous value, and rollback any changes you made on the purchase order with the change order. This includes deleting any line items you added with the change order and re-adding any line items you deleted with the change order.