Purchases - Editing a Purchase Order

Purchases - Editing a Purchase Order

INTRODUCTION

When creating a Purchase Order there are two options based on security:
1. Save as Draft or
2. Finalise the Purchase Order

SAVE as DRAFT

When saving a PO as draft this allows another user to finalise the PO this could be due to the supplier requires a certain value before the order can be placed or free delivery is reached.
If the user does not have the permissions to finalise then they will only see the Save as Draft button.
When a PO is saved as draft this also allows the PO to be edited new stock added, items removed, increase or decrease quantity and change a price.


Once saved you will be prompted with the above message enabling you to print the PO. If emailing is switched on for Draft Po then you will see the standard screen to email the document.

OPEN a PO

You can open a PO saved as draft to edit by clicking on the Open button. This will put the cursor in the Purchase Order Number field and blank out the system generated number. Either enter the number of the PO you wish to edit or use the Look Up button to display all open purchase orders,



You can restrict the number of purchase orders in this screen by using the select drop downs on the right hand side. The first drop down contains all the suppliers with draft purchase orders and the second all the users that have created draft purchase orders. You can also click the Details button to see what is on the PO before clicking on Select to open the PO.

Edit

You can edit a line on a PO at any time by double-clicking on the line. This will re-open the Add Item screen and allow you to make changes.

Delete

 You can delete a line on the PO by clicking on the Delete Line button. The system will always ask you to confirm that you want to delete the line before carrying out the delete.

Clear

You can clear the screen at any time by clicking the Clear button. The system will ask you to confirm this action before clearing the screen. Note that any changes you have made to lines will be maintained. If you clear the screen before you have saved a PO as a draft or final PO you will be prompted



Every time you open the purchase order screen and enter you User Id the system will look for any temporary copies. This is because in the event that your PC should crash at any time during entry of a PO Agility will not lose any work you have done.



In the above example I am given the option of restoring the temporary PO 2136 or deleting it.

History

Every time a PO is opened and saved a record is kept.


Click the History button to see this information. As well as the date and tiem of the change the following is also recorded
·       User who made the change
·       Status of the PO 
·       If it has been printed
·       Email address is emailed
We will see this button also on Goods In and Purchase Order Invoice as it follows the full history of the PO

EDITING A FINAL PURCHASE ORDER

There is a limited edit facility when a PO has been finalised and this is accessed by selecting the Purchase Order from browse orders and then select the details button.


EDIT ITEM

Select the item from grid and press the button
Here you can change the quantity and price


ADD ITEM

If an item has been added to the purchase order from the supplier say a replacement or alternative then select this button.
The form opens as if the user was in the Purchase Order Screen



ADD CHARGE

Select the button to add a charge but charges need to be created first.



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