POSCN - Processing Change Orders

Modifying Purchase Orders

POSCN allows you to modify certain fields on an existing purchase order. The [Modify] key allows you to modify purchase orders that:

1. have a status of "new"
2. have a status of "partially filled"
3. have a status of "partially paid"

The following table lists the fields in both the header and item sections of POSCN as well as the status of the purchase order. "Yes" indicates the field is modifiable. "No" indicates the field is not modifiable. The "*" indicates the modifiable field will warrant a change order (meaning "AMENDED" will appear on the printed purchase order).

Table 1 Purchase Order Header Section Fields

	Status of Purchase Order Item
PO Fields	New	Pt Fill	All Fill	Pt Paid	All Paid
PO#	Yes	No	No	No	No
Date	Yes	Yes	No	Yes	No
Vendor#	Yes	No	No	No	No
Deliver-To Addr.	Yes	Yes	No	Yes	No
Terms	Yes	Yes	No	Yes	No
Attn.	Yes	Yes	No	Yes	No
PO Desc.	Yes	Yes	No	Yes	No

Table 2 Purchase Order Item Section Fields

	Status of Purchase Order
PO Fields	New	Pt Fill	All Fill	Pt Pd	All Pd
Add Item	Yes*	Yes*	No	Yes*	No
Cancel Item	Yes*	No	No	No	No
Modify Item
- Quantity	Yes*	No	No	No	No
- Unit	Yes	No	No	No	No
- Desc.	Yes	No	No	No	No
- Price	Yes*	No	No	No	No
- XRef	Yes	No	No	No	No
- Account Code	Yes*	No	No	No	No
- Extra Desc.	Yes	No	No	No	No

The AMENDED purchase order is used to recertify any amounts that have been changed. The treasurer may sign the form to rectify the newly encumbered amounts. The word "AMENDED" will be printed across the top of purchase orders that constitute a change order. The fields that are modified but do not constitute a change order will not cause "AMENDED" to be printed; a regular purchase order will be printed instead. Any cancelled items will show "CANCELLED" in place of the unit and total price.

Please note the following when modifying purchase order line items:

• Issued Date: The issued field is displayed in the lower-left corner of the Item section window. The issued date will be automatically filled in with the same date as the purchase order date. If adding, modifying or cancelling a line item, the issue date will reflect the date the change was made. The user may accept the default date or enter in a desired date.
• Adding Items: Items added to existing purchase orders must be added at the end of the purchase order. Items cannot be inserted between original purchase order items.
• Deleting Original Items: Original purchase order items that are deleted remain on the purchase order with a cancelled status - they will not be removed from the system. A bolded C will be displayed between the original item number and the quantity field in the Detail section when an item has been cancelled.
• Modifying Original Items: Original purchase orders items that are modified (quantity, price or account code only) will be cancelled and a new item will be added to the end of the purchase order items with the modified item information.
• Newly Added Items: Any items that you have added while in the MODIFY mode (are not original PO items) will be modified or deleted normally.

Amended purchase orders that do not constitute a "change order" may be modified again. All fields on both the header and item sections may be modified. For purchase orders that do constitute a change order, only new line items may be added. Existing line items may not be deleted or modified, as well as the purchase order number, date or vendor in the header section.

Sample Amended PO

_________________________________________________________________________________________________ | | | AMENDED | | | | SAMPLEVILLE CITY SCHOOLS 09/04/98 7 Page: 1 | | TREASURER'S OFFICE | | 389 MAPLE LANE | | SAMPLEVILLE, OH 55555 | | Phone: 419-555-5555 | | | | | | | | 2000 | | OfficeMax | | Purchasing Department | | P.O. Box 70164 | | Cleveland, OH 38293-8192 | | | | Mr. Doe | | | | | | 1 Ea. K15556487 Swingline Stapler 12.10 12.10(1 | | 1 Ea. K5597976 Rotary File 35.85 35.85(1 | | 6 Ea. K1718274 Tape 2.65 15.90(1 | | 1 Box K1715046 File Folders 9.20 9.20(1 | | 1 box K7945795 Colored File Folders 17.00 *CANCELLED* (1 | | 1 Box K5579434 Manilla Envelopes 18.95 18.95(1 | | 1 Ea. K7806418 4 Drawer File Cabinet 275.75 275.75(2 | | 1 Ea. K7949783 Shelving/Bookcase 240.00 *CANCELLED* (2 | | 1 Ea. K7949783 Shelving/Bookcase 340.00 340.00(2 | | 1 Shipping 100.00 100.00(2 | | | | | | | | | | | | | | | | | | | | | | | | | | | | PAGE 807.75 | | | | | | 1)5 001 2421 512 0000 000000 004 00 000 92.00 | | 2)5 001 2411 512 0000 000000 004 00 000 715.75 | | | | | | 99999999 | | | | 34--999999 | |_______________________________________________________________________________________________|