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A Purchase Order (PO) can only be edited while it is in a 'Pending' status. Once the status has been set to 'Open' and approved, the order Purchase Order is locked, and an additional PO will have to be submitted instead of modifying the current one. The steps to edit a PO are as follows:
- Locate a PO in the grid with a 'Pending' status that you wish to modify.
- Single click to select the PO, and click the
button. Alternatively, double-click the PO. This will bring up the Manage Purchase Order Dialog. From here the User can select the Equipment to edit, add to the current order, or delete items that were ordered in excess.
Workflow Rules
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A brand new Purchase (PO) has a status of "Pending", which means the PO is still under construction, not finalized or ready to send to the Vendor. At this point, Equipment can be added, edited, and removed from the PO. However, you Users cannot yet Receive or Cancel lines because the Vendor hasn't seen the order Purchase Order yet.
- A "Pending" PO can only be changed to "Open" status. However, the PO can be deleted from the system if you need a User needs to kill the order completely — , even if it's been Approved.</li>
- A "Pending" PO can be Approved, at which point the ability to add/edit/delete Equipment is locked. However, since the order is not yet "Open" (the Vendor hasn't received it yet), you can't Receive or Cancel lines, either.*
- There are a couple of optional settings for "Open" POs that affect how it can be edited. Typically, once a PO is "Open", the ability to Add/Edit/Delete Equipment is locked, and you switch the PO is switched to the Receiving phase where you Users either receive Receive the equipment Equipment or cancel Cancel it. Once "Open", the equipment Equipment can be processed through Receive/Cancel actions.
- An "Open" PO can only be changed to "Closed". It can no longer be deleted from the system. However, once you Users begin Receiving/Canceling line items, you then they must finish before closing the order. If no such activity has occurred yet, you then Users can close the untouched orderPurchase Order. If you need a User needs to close a partially-complete PO because you won't it receive any further equipment Equipment on it, Cancel the remainder of each line before closing the orderPurchase Order.</li>
- Once a PO is "Closed", no further action can be taken on it. You It can only open the form to review the information on it.
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