Revising a Purchase Order

Contents of this Topic: ShowHide

How to Revise a Purchase Order

Go to Main Menu>Manage My Inventory>Manage My Purchase Orders>Receive Inventory.
Select Find & Select a PO abbreviation for Purchase Order to locate the purchase order.
You can produce a list of POs by the applying one or more of the following filters:
1. Select by Status ( Any, Open, Closed, or Incomplete).
2. Select by Type (Any, Standard or Drop-Ship).
3. Enter a specific PO# or range of PO#s in From and Thru.
4. You can also enter a date range for when the PO was Created, Expected to be received, or Closed.
5. Or, enter a value in Created in Last__Days field to search for POs created in that timeframe.
6. Select a Supplier vendor.
7. Select a Local SKU.
8. Select Search to find a purchase order using other inventory fields as criteria.
9. You can also enter values in the SKU Begins With, SKU Includes, Name Begins With, or Name Includes fields
Select Begin Search. The program shows the matching list of purchase orders on the right side of the screen. To remove the filter click the Clear Search Form. All purchase orders are then displayed in the list.
Select a PO in the list and select View PO.

View Option	Result
Line Items	View the individual items listed on the initial purchase order. These line items may be edited until the PO is "locked." Once the PO is locked, this option provides a "snapshot" of the original PO placed with the supplier, and the Split, Add, Edit and Cancel buttons are hidden on the Line Items screen.
Expected	View and edit the quantity of items the merchant expects to receive from the supplier. The information here may or may not match that shown by the line items. This is the actual working area for PO management after the PO has been created and sent, and before you receive your inventory.
Received	View the quantity of items actually received from the supplier.
Invoiced	View the quantity of items for which your store has been invoiced by the supplier.

Depending on the view, you can select a line item individual products listed on an order on the purchase order and perform one of the following:

Line Item Functions	Result
Split	Split one line item from the PO into two line items so you can change the expected cost, quantity, etc., for just a portion of that line.
Add	Add a line item or a Received or Expected record to the PO.
Edit	Edit a line item’s cost, expected date, etc.
Cancel	Cancel the selected line item. This applies only to line items that are not yet “locked” (i.e., expected, received, and invoiced records).

1. 1. If you select the Split button, the system divides the selected line item into two line items and displays the Split Purchase Order Line Item dialog box. You can then modify the Expected Unit Cost, Supplier’s SKU, and Date Expected and apply it to a portion of the quantity originally ordered.
  2. If you select the Add button, the system displays the Add Purchase Order Line Item dialog box. Select a SKU from the list and enter a Qty. Ordered and Date Expected. You can also edit the Supplier’s SKU and Expected Unit Cost, if necessary. Select the Save Changes button, and the system adds the line item to the PO.
  3. To edit an item, select it and select the Edit button. The system displays the Edit Purchase Order Line Item dialog box. Make your edits and select Save Changes. Note: Editing of drop-ship PO items is limited to the expected costs and SKUs; the quantity ordered cannot be modified. To edit a quantity, you must remove the item from the PO, return to the order, modify the detail record, and then reorder the drop-ship item.
  4. If you select the Cancel button, the system asks if you want to change the quantity for the item so no more records are "expected" and mark it as "closed". Note: If you cancel a line item from the Received view, the system asks if you want to convert the canceled line items back to Expected items. This behavior is controlled by parameter POCancelReceivedToExpected.

Created: 7/19/12

Revised: 9/23/14

Published: 04/14/16