A purchase order can have multiple cycles. The system uses revision numbers to keep track of modifications made to the purchase order. The revision handling gives you the ability to communicate (print, e-mail or send via EDI/MHS) the changes made since the last revision and allows you to see which revision of the purchase order that has been worked on.
A new revision of the purchase order could be generated in two ways. If you are registering certain changes directly on a released and communicated purchase order, a new revision is automatically generated. A new revision of the order is also generated when changes are registered via a purchase order change order. When a change order has been processed, a new revision of the purchase order will always be created. A purchase order must be released before a change order can be created.
The revision handling is applicable on both part and no-part order lines. The revision number is visible in Purchase Order/Misc Order Info tab.
A change that justifies a revision and is performed on a communicated and released purchase order generates a new purchase order revision number. A purchase order line in Confirmed status is rolled back to Released status when saving the changes on the line. If all lines are in a status prior to confirmed, the order header is also rolled back to status Released. This cycle could be repeated as many times as required, i.e., as long as the order line is not in Arrived status.
When a new revision is created, on the purchase order header the Pending Changes box gets checked and the revision status is set on the modified line.
You cannot delete an order line on a released order. You can, however, cancel an order line.
A new revision is generated if the following premises are fulfilled in combination with a modification, such as prices, discounts, additional costs, payment terms, quantity, delivery date, internal destination data, technical coordinator, etc.
You can confirm a purchase order with modifications without creating a new purchase order revision. Even if the order was previously communicated, a new revision is not generated. In the dialog box for confirmation of a purchase order with differences, you can update purchase information. You also can decide not to perform any changes in the dialog box by simply clicking on the OK button.
Another way to manage changes to a released purchase order is to process the changes through a purchase order change order. The change order is typically used when you require the purchase and changes made to a purchase order to be authorized before they are communicated to the supplier. It is also used when you want a better control over what is changed between each purchase order revision. The change order gives you full visibility of the changes made between the different revisions and a possibility to invoke authorization of the changes before they are applied on the actual purchase order.
When you process changes through a change order, the system will always create a new revision of the purchase order.
Using a purchase order change order is usually optional, but it can be made mandatory for a certain site or supplier. Then all changes that directly or indirectly affects the value of a released purchase order must be processed through a change order.
When a new revision is created, a revision status is set on the modified line. The revision status shows whether the order line is new, canceled, unchanged, or revised since the last revision.
You have four print options:
When the purchase order is entered, it could be printed and sent to the supplier by mail or fax. The supplier receives the printed order and confirms the order, with or without changes.
The purchase order can be printed when it is in Released status. The Communicated check box in the purchase order header is selected when the report is printed. Note: Purchase order lines in Canceled status are not printed.
This report may be used if the purchase order has been modified since the last revision was printed. However, you are not forced to print the order changes report, you also can choose to print the entire purchase order. Except for the purchase order header information, only the changes since the last revision are printed. The revision status is displayed on each line. Note: Purchase order lines in Cancelled status are printed on this printout. The printout could be sent to the supplier by mail. The Pending Changes check box in the purchase order header is cleared when a change report is printed.
These reports are for internal use only. The Communicated and Pending Changes check boxes in the purchase order header is unchanged when these reports are printed. In all other ways these reports are identical with the corresponding normal purchase order report.
The purchase order can be e-mailed to the supplier. The purchase order can be e-mailed when it is in Released status. When you select the right mouse button option E-mail Order, a dialog will be populated allowing you to change the default email address if needed. The Communicated check box is selected when a purchase order is e-mailed.
This report may be used if the purchase order has been modified since the last revision was communicated. However, you are not forced to e-mail the order changes; you also can choose to e-mail the entire purchase order. The Pending Changes check box in the purchase order header is cleared when a change report is e-mailed.
The purchase order can be electronically sent to the supplier by EDI or MHS. The media code is defined in Supplier/Message Setup. The purchase order can be sent when it is in Released status. The Communicated check box is selected when a purchase order is sent.
This report may be used if the purchase order has been modified since the last revision was sent. However, you are not forced to send the order change request; you also can choose to send the entire purchase order. It could be sent to the supplier by using EDI or MHS. The Pending Changes check box in the purchase order header is cleared when a change request is sent.