Steps
to Adjust a Purchase Order Line Item within Purchase Order InquiryNote: The following steps are for correcting a purchase order if it has not been fully or partially received or invoiced. To correct a purchase order that has been fully or partially received or invoiced, complete the steps for adjusting or cancelling a purchase order line item within the Purchase Order Inquiry option.
Steps
to Adjust a Purchase Order Line Item within Purchase Order Inquiry
Steps
to Cancel a Purchase Order Line Item within Purchase Order Inquiry
From the Accounts Payable screen, select the Data Entry menu and then Purchase Orders.
Select the desired batch of purchase orders for which to add the corrected purchase order by double-clicking on the desired batch description, or if needed, create a new batch.
Steps
to Complete Batch Options for Purchase Orders
The Purchase Orders screen will appear for the selected purchase order batch. The description for the selected batch will appear in the title bar.
Enter the purchase order number for the purchase order to edit in the Purchase Order Number field.
After advancing from the Purchase Order Number field, a message will appear stating that the purchase order has already been posted and asking if it should be moved to the current batch; click Yes to move the purchase order into the current batch. If the purchase order was previously expensed using the Expense Outstanding Payables option during the end of fiscal year process, the message will also indicate to complete manual journal entries in General Ledger because the expensing entries will not automatically be updated with any changes made to the purchase order.
Note: A purchase order that has been fully or partially received or invoiced cannot be brought into a batch for correction.
Make the desired changes to the purchase order.
For the line items in the Detail Information section, complete the blank line (indicated with an asterisk) at the bottom of the list to add a new line item, or click the Delete button located to the left of the desired line item to delete one (when prompted to delete, click Yes).
If the purchase order includes converted requisitions (from using the Select Requisitions for Single Purchase order or the Select Requisitions for Multiple Purchase Orders option), complete the Combine Detail Lines option to merge multiple detail line items that are similar to be just one line on the purchase order, if desired.
If the total amount of the purchase order changed but the Purchase Order Amount field was not updated (and the Automatically Calculate Totals on Data Entry field in the Accounts Payable System File is not selected), click the Calculate button for the Purchase Order Amount field at this time to have the system automatically add up the total of all the detail line items and display the updated total.
After all the changes have been made, click the Save button.
Upon posting the batch, the corrected purchase order will be posted again.