Use this screen to identify existing purchase orders that require updates or modifications.
You can use this screen to create a new change order for an existing purchase order, while saving the previous version of the purchase order to a history file.
The purchase order change order is the vehicle used to identify purchase orders requiring updates or modifications. You can assign change order numbers to these purchase orders. The change order numbers specific to purchase orders will be sequentially assigned after you enter the actual purchase order updates or modifications (specific to this new change order number) in the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).
The Change Order field in the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders) is updated with the value displayed in the New Change Order Number field in this application.
The remaining purchase order detail is not lost when a change order is created; this existing purchase order information remains unchanged. With respect to subcontract purchase orders, for example, all applicable amounts and percentage rates are copied from the subcontract purchase order line to the change order line. Therefore, existing purchase order data does not need to be reset or redefined.
You must select the Query icon to retrieve existing purchase order records.
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If the vendor is flagged as a payroll vendor, or if its Vendor Status for PO is On Hold, you cannot change the purchase order. If the vendor has an Approval Code of Not Approved or Pending, you will receive a warning. |
You can use this screen to create a new change order for an existing purchase order, while saving the previous version of the purchase order to a history file.
This non-editable field displays the purchase order ID.
This non-editable field displays the purchase order release number, if applicable.
A purchase order represents an agreement between a company and vendor in which the company agrees to buy a specific number of items at a specific price, for example.
The release represents the subsequent request for the vendor to provide or "release" a certain number of those items, based on the original purchase order or purchase order change number.
This non-editable field displays the purchase order type. These types include "Purchase Orders," "Blanket Orders," and "Release Orders."
This non-editable field displays the current change order number associated with the purchase order you selected, if applicable.
This non-editable field displays the vendor ID. The vendor name and vendor location display in the adjacent, non-editable fields.
This non-editable field displays the purchase order status. Purchase order statuses include "Pending," "Open," "Closed," "System Closed," and "Void."
This non-editable field displays the buyer ID.
Costpoint automatically displays the next numeric value for this change order in relation to the purchase order ID; once the new change order number is created, you should have already entered the appropriate changes to the purchase orders (specific to this new change order number) in the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).
Enter, or use Calendar Lookup to select, the new change order date. You must enter the date in the MM/DD/YYYY format.
The change date should reflect the actual date of the change order as supplied to the vendor.
Save Existing Change Order to History File
Select this checkbox to save the existing change order information. You should select this checkbox to provide audit trails.
Selecting this checkbox updates several purchase order tables automatically. These tables can be accessed using Impromptu and other query tools.
This checkbox is selected by the system when the purchase order has printed.
You can deselect this checkbox to print the current change order to process in this application. However, if you reprint change orders, "Duplicate" will display at the top of the purchase order.
* A red asterisk denotes a required field.
Changes to this screen update the PO_HDR_CHNG (Purchase Order Header Change), PO_LN_CHNG (Purchase Order Line Change), PO_LN_ACCT_CHNG (Purchase Order Line Account Change), PO_HDR_NOTES_CHNG (Purchase Order Header Notes Change), PO_LN_CHG (Purchase Order Line Change), and the PO_LN_NOTES_CHNG (Purchase Order Line Notes Change) tables.
