Editing Purchase Orders

You can modify purchase orders as the order changes and as items are added, transferred, or received.

From the purchase order you can do the following:

• Add comments to individual line items

• Assign Order IDs for later tracking

• Create negative purchase orders for over-shipped items

• Update received quantities

• Create new generations as needed

• Add notes to purchase orders

Use the Purchase Order Entry screen to update a purchase order. Display the purchase order in edit mode to access further functions. You must have permission to edit purchase orders. If you do not have authorization, the following message displays: "You are not authorized to edit the quantity."

Note: If you reduce the quantity on a purchase order and the system is enabled for Purchase Order Picking (Returns), then the system prompts you to generate a pick request.

When an item is cancelled on a sales order and is tagged to a purchase order, the buyer can receive a message in the job queue by the system that the order has been cancelled along with the purchase order information. Use the Notify Buyer When Canceled Item Is On An Open Purchase Order control maintenance record to set this feature.

If the purchase order has been paid, you must have the POE.EDIT.PAID.MATRL authorization key assigned in order to change the freight vendor or bill of lading. You cannot make changes to either of these items after the purchase order has been invoiced.

Note: You cannot credit or rebill cancelled purchase order generations.

To display a purchase order in edit mode:

1. From the Purch menu, select Purchase Order Entry to display the Purchase Order Entry screen.

2. In the Ship From field, enter a vendor name. You can use F10 for a list of available vendors.

Note: When entering vendors with large numbers of transactions, a selection screen displays. You can select any of the following options from this screen: New, Search, Unreconciled Receivers, or a list of transactions.

3. Place the cursor on the purchase order you want to change and press Enter.

The purchase order displays in edit mode.

4. Use the Edit hot key.

The purchase order opens in edit mode.

Note: This field can only be changed if there are no generations are in closed periods and if none of the received generations have been paid or reconciled. If even one generation is either in a closed period or has been paid or reconciled, then the system does not allow a change to this field.

5. Use the hot keys as needed.

6. Press Esc to commit the changes.

Note: The system checks that you have met the vendor target. If not, the following message displays: Vendor's Minimum Target of <vendor target> has not been met. The system also checks to see if you are authorized to release the purchase order and displays the message: You are not authorized. Enter Password to Override:  The FREIGHT.TARGET.OVERRIDE authorization key must be set. Authorized users can enter their Eclipse login password to override.

See Also:

Purchasing Overview

Creating Purchase Orders