The Issue Purchase Orders and Send Purchase Orders to Accounting screens offer a PO editing function that is available under certain conditions. Instead of cancelling or deleting purchase orders and re-issuing them, purchase orders can be directly edited and costs can be recalculated in these screens. Additionally, the Change Supplier function is available from within the Edit Purchase Order dialog.
In order for a purchase order to be available for editing, a user must first be granted the 'Access to Edit Purchase Order' in privilege Security Manager and to change the supplier, a user must also be granted the "Change Supplier' privilege in Security Manager; the remaining conditions are listed below:
The purchase order has not been sent to Sage Timberline Accounting.
No pending approvals exist for the purchase order.
The purchase order must not have already been cancelled.
The purchase order must not have already been approved.
If the supplier is a TBD supplier, the purchase order cannot be sent to Accounting. As a result, the purchase order will not be available in the Approve Payment of Purchase Orders screen.
If a purchase order was approved because a scheduling activity was completed, the first four conditions above will ensure the purchase order is not available for editing.
Open the Issue Purchase Order menu and select Edit Purchase Order.
Or, click the Edit PO icon in the toolbar.
Or, right-click at the PO level and select Edit Purchase Order from the pop-up menu.
Similar to the Issue Purchase Orders screen, the top pane of theEdit Purchase Order dialog displays the PO Header data, the lower left pane shows the purchase order's details, the lower right pane displays each item's details. Additionally, the Change Supplier function is located in the top toolbar.
Type any changes to the PO Description or PO Notes directly in the fields in the top PO Header pane. The remaining fields in this pane are not editable and are shown only for reference.
In the PO Details pane on the lower left, no fields are editable. The lower right pane contains read-only and editable fields.
Editable fields include: Item Description, Item Notes, Lengths, Cut Length, Order Quantity, Order Unit, Unit Cost, Tax Group, JC Code, JC Category, Part Number, Selections, Location, Option/WMS Sort.
A new supplier can be assigned to a purchase order in the Change Purchase Order Wizard. This wizard contains three tabs that allow the user to change the supplier, as well as the option to re-cost the purchase order, as well as the option to select a variance category (if tracking variances).
The wizard accommodates supplier cost increases and checks for errors on POs, such as incorrect variance codes, zero costs and unassigned tax groups.
In the Change Supplier tab, the current supplier for which the PO is issued will be shown in the field.
To show all suppliers in the database, click the Show All Suppliers checkbox. If this checkbox is not selected, only suppliers with costs will appear in the list.
Select the new supplier from the drop-down menu.
To re-cost the PO with a new supplier's costs, click the Re-cost PO checkbox.
If tracking variances, select a Variance Category to apply for any variance due to a difference in costs.
Click Save or Next to continue to the Errors/Warnings tab.
The Error and Warnings tab lists each item attached to the purchase order. Unit costs are editable and the PO amounts will automatically be adjusted if changes are made to these unit costs.
Click within theUnit Cost column and type in the new amount.
After changes are saved in the Summary tab, the wizard will apply the new costs, amounts, tax groups, etc. and the purchase order will be available to send to Accounting.
Variances can also be tracked on the purchase order using this wizard.
To view any errors or warnings, click the ellipsis button to the right of the error and warning summary.
Click Save or click Next to view the Summary tab.
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Note |
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Changes will not be saved (and new costs will not be applied), if errors are not resolved. |
The Summary tab lists the total number of errors and warnings found in the PO. Changes made to the PO and/or supplier can be saved in this tab. Any of the tabs offer the ability to cancel any changes.
If tracking variances before sending to Accounting, it is required to enter a variance code for each item with a cost difference in the Wizard. A new variance code can be selected to be applied to the entire purchase order, or individual variance codes can be applied to each item.
Send Purchase Orders to Accounting
Approve Payment of Purchase Orders