What is the logic behind PO Change Orders?


Tracking Changes to Purchase Order

Solution ID = KB-358

Goal : Change Status is F for PO change order that has [PO 22750} and [change 1].

Version = All Version

Module : SLCOPO

Symptom 1 : Error: Should [Create PO Change Order] be performed?

Symptom 2 : Error: Should [Update Open PO Change Order] performed?

Database : Progress, SQL

Cause

Once the status of a PO has been changed to Ordered, it represents a contract with a vendor. As this contract is modified, it is important to document and record all changes to this contract and communicate those changes to the vendor. PO Change Orders allows you to do this.

The PO Change Orders can be turned on or off at the system level via a system parameter. If the PO Change Order System is "on" any changes made to an Ordered PO can be tracked. Changes made to any updateable field at the PO Header, PO Blanket Line or PO Item Level can be tracked. PO Text is not tracked. A hard copy PO Change Order can be printed. This document looks similar to the PO itself, but it is clearly identified as a Change Order. A PO Change Order Detail report allows the user to see all changes that were made in each change order.

Fix

THE PARAMETER

A flag on the Purchasing Parameters screen controls one of three ways to deal with Change Orders:

N = Never: use this option if you never want to use PO Change Orders. You will never see any questions or references to PO Change Orders.

A = Always: use this option if you always want to use Po Change Orders. You will not see any questions asking you to create a Change order. The system will assume that every update to an Ordered PO will cause a PO change order.

S = Sometimes: use this option if you want some PO maintenance to create PO Change Orders yet still be allowed to do some maintenance without having to create Change Orders. When S is chosen, you will be asked a question every time you do any maintenance on an Ordered PO. The question will ask you if you want this particular change to be a PO Change Order.

If the Amend (O)rdered PO Parameter is set to "N", then the Use PO Change Orders parameter must also be set to "N". The Amend PO parameter prohibits any changes to be made to an Ordered PO. Therefore, if you choose to prohibit updates to an Ordered PO, it does not make any sense to allow the PO Change Order parameter to be set to A or S.

THE PO MAINTENANCE SCREEN

On the Purchase Order screen, the PO Change Number and the PO Change Status were added. In order to make these field fit, Print Price was moved to Purchase Orders-Page 2. These two new fields are both DISPLAY only on this screen. The change number and its status were put on this screen to allow the user to quickly identify whether there were changes for a particular PO. Only the latest change number and its status are displayed.

A new text option was added to the Purchase Order edit menu. In addition to editing the text for the PO, you can also edit the text for the most recent Change Order. The new text menu option is called C-PO Change Order Text.

THE PO CHANGE ORDERS SCREEN

The PO Change Orders screen is located off Purchase Orders from the Views menu using C-PO Change Orders. It displays the change order text for all PO change orders. It allows the user the ability to next and previous through all changes for a particular PO. You must come to this screen in order to change the Change Order Status. In addition, you can modify the text for a change order. Updates are only allowed on the most recent change order for a particular PO. The first 13 lines of Po Change Text will display so you can easily see the text that was entered for each change, yet all line of text can be viewed and updated via the text option off the edit menu.

The Change Order status can be one of three values:

O= Open- this indicated it is an open change order. When a change order is originally created, the status defaults to Open. If you do several different updates to a PO, they will all be combined into a single Change Order, as long as the status of that change order remains open.

F= Final- Once all changes for a specific Change Order are complete, you should change the status of that change order to "F". This indicates you are done making changes for this Change order and are ready for it to be printed. The system still considers this change order outstanding until it is actually printed. There can only be one outstanding Change Order (status = O or F) for a PO at a given time. Once the status of the change order is set to "F", another change order CAN NOT be initiated. If you want to make more changes, you will have to reopen the change order OR set the status of the Change Order to (P)rinted, OR actually print the Change Order which in turn sets the status to "P".

P = Printed - This indicates that the change order has been printed. When the Change Order document is printed, it changes the status to "P". You can also manually change the status of the change order to "P" if you want to do PO Change Orders, but do not want to actually print the change order. Once the Change order has a status of "P", the next time you do an update to that same PO, it will trigger the creation of a NEW change order.

PO CHANGE REPORT (FOR VENDOR)

A change Order is a document that looks just like the Purchase Order and it is the document used to communicate the changes to the vendor. The change order option screen is very similar to the PO option screen. Additional options include:
Chg status:
Print Entire PO/Changes Only:

Change orders can be printed for any PO whose most recent change order has a status of "F" or "P". Normally, you will keep the change status option set to "F" and only print Change Orders for those change orders with a status of "F". Once a change order with a status of "F" is printed, the status of the Change Order will be changed to "P" Printed. However, if you want to print change orders with a status of "P", you can do so by changing the change status option to include "P" statuses.

When a change order is printed, you are given the option to print the Entire PO or only printed the changes. If you say print entire PO all lines for that PO will display on the change order and it will look just like the PO except that it has the change number and change order text displayed also. If you choose to print only the changes, then the Change Order will print with just the line items that changed being displayed. If only one field on a particular line item was changed, that whole line item is displayed. In the case of Blanket Pos, if the user changed just one release for a particular PO and they opt to print a change order with Just Changes, the line and that one release will print. However, if you change just the blanket line and no releases, and then choose to display changed only, the report will display that blanket line and ALL releases for that Blanket line.

The report will print data from the "real" PO files thus displaying the most recent data for a given PO. For example, you create a change order because the vendor changed from vendor 2 to vendor 1. You then change the status of that Change Order from (O)pen to (F)inal. Another update is then made to this PO without creating a change order. This update changes the vendor back to vendor 2. When the he change order is printed, it prints the data from the PO files and thus vendor 2 is printed on the change order.

The change Order will always printed header information regardless of whether it changed or not.

Note

THE PO CHANGE ORDER LISTS-

From the PO Change Order view, there are two list options available. P-PO Change Orders
L-Line/Release Change Detail
The P-PO Change Order list displays all the change orders in PO order. It displays the PO number, the change number, the change status, the date the status was changed, and the name of the user who made the last status change.

The L-Line/Release Change Detail list displays the detail information for each change order. It displays what line were changed, added or deleted; and if the header was changed. The list is meant to be a simple indication of what changes were made., This list only reports on old and new values for CERTAIN KEY fields. If the user wants the complete detail on all the fields changed for a particular change order, they should run the Change Order Detail report. This list only reports old and new values for the following fields: VENDOR, ITEM, SHIP VIA TERMS QTY ORDERED, ITEM COST and DUE DATE.


HOW PO CHANGE ORDERS WORK-

Change Orders are created "behind the scenes" in a matter of speaking. Change Orders are created during normal PO maintenance. The way Change Orders work depends on the system parameter. As stated previously, the system parameter can be (N)ever, (A)lways , or (S)ometimes. If the system parameter is (N)ever, the user will not be able to create Change Orders.

If the system parameter is set to (S)ometimes, this means that some update to an Ordered PO should trigger a Change Order while other updates should not. Therefore, the system will ask a questions during the update to an Ordered PO. If there are no prior change orders for this PO, or if the previous PO Change Order has a status of (P)rinted, the question will be:

This simply means that a new change order is being created for this Po and answering Yes to this question will create a Change Order and cause the change number to be incremented by 1. The status of the new change order will default to (O)pen.

If there already is an Open Change Order for that PO, the question will be:

A Yes to this question means the changed will be added into the existing change order. If you answer no to this question, you are telling the system you do not wish to trigger a change order for this particular update.

If the system parameter is set to (A)lways, the system will assume EVERY update and EVERY add to an Ordered PO will trigger a PO Change Order. The user will not be asked if they want to create a Po Change Order, not will they be able to stop them from being created for a specific update. If there already is a change order for a particular PO and the user does an update to that PO, the system will determine if that change should be added to the existing Change Order, or if it should be a brand new Change Order. It determine this based on the status of that Change Order. If the status is (O)pen, then all changes made to that PO will be accumulated into the same PO Change.

If the status is (P)rinted, then a new Po Change Order will be created for that PO.

If the status is (F)inal, then updates will not be allowed until the user changes that status to "P", prints the Change Order which causes the status of that change order to get change to "P" or reopens the Change Order by changing the status to (O)pen.

During the update process, if you choose to create a Change Order, you will be taken into Change Order text automatically. Change Orders do not require that the user add text, but the system makes it easier for a user to add the change order text, by bringing the user into the text screen automatically.

After you are satisfied that all the changes are entered for a particular Change Order, you could go to the Change Order view and change the status of the change order to (F)inal. Now the change order is ready to be printed. You can choose to immediately print the change order by going to the Change Order report on the reports menu and printing this Change Order, or wait until a few change orders queue up and pint a batch of them together.

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