Change an Existing PO Item

You can change an existing PO item with the PO Change Order Entry form.

  1. Open the PO Change Order Entry form.
  2. Click the New Record icon and then tab through the Sequence # field. The system will automatically assign the next available sequence number to the new PO change order.
  3. Enter the purchase order number in the PO# field or press F4 to select it from a list.
  4. Enter the PO item number to change in the Item# field or press F4 to select it from a list. The PO item information will display in the form.
  5. Enter the change order date in the Date field or accept the current date default.
  6. You can enter a change using any of the following fields: Change to Current Units, Change to Current Unit Cost, and Change to Backordered Units fields. Entering changes is described in more detail below. Any changes posted to existing PO items do not affect a purchase order’s original units or costs.
  7. To change the units on the PO item:
    1. Enter the change in the Change to Current Units field - a positive number for increases and a negative number for decreases. Remember to enter the amount of the change, not the new total amount. For example if there are 50 units on the PO item and there should be 75, enter "25" in this field.
    2. Click the Save icon to save the change in units. This will update fields in the lower portion of the form, including the Current Units and Current Total.
    3. The change in units will also populate in the Change to Backordered Units field. The backordered amount is the number of units that have not been received. For information on changing the backordered units, see the section on it below.
  8. To change the unit cost on the PO item:
    1. Enter the change amount in the Change to Current Unit Cost field - a positive amount to increase the cost, a negative amount to decrease the cost. Enter the amount of the change, not the new unit cost. For example of the unit cost was $5 and should be $4.50, enter "-.50" in this field.
    2. A warning appears and notifies you that the change affects both the original units, and any additional units that you are adding to the PO item using the change order. Click the Close button to continue.
    3. Click the Save icon to save the change in unit cost. This will update the calculated fields in the lower portion of the form. The change to the unit cost will be applied to all of the units on the PO item. The change to the unit cost will not display at the item level if you view the purchase order in PO Purchase Order Entry.
  9. To change the current total cost
    1. Enter the change to the lump sum amount in the Change to Current Total Cost field - a positive amount for an increase and a negative amount for a decrease. This is the change to the lump sum amount, not the new total cost. For example if the lump sum amount was $500 and should now be $750, enter "250" in this field.
    2. Click the Save icon to update the calculated fields in the lower portion of the form.
    3. The change in total cost will also populate in the Change to Backordered Total Cost field. Generally you will not change this amount, but for information on changing the value in this field, see the section about it below.
  10. Click Save and process the batch.