Editing Purchase Orders

You can modify purchase orders as the order changes and as items are added, transferred, or received. Use the Purchase Order Entry program to update a purchase order. Display the purchase order in edit mode to access further functions. You must have permission to edit purchase orders. If you do not have authorization, the following message displays: "You are not authorized to edit the quantity."

Note: If you reduce the quantity on a purchase order and the system is enabled for Purchase Order Picking (Returns), then the system prompts you to generate a pick request.

When opening an order, if you select an order that you already have open on your computer, the system notifies you: "You are already editing order: <order number>. Press OK to continue." After clicking OK, the system brings the order to the front.

If you try to open an order you already have open on another computer, the system prompts you to confirm that you want to run more than one session. After confirmation, the system notifies you: "Order <order number> is being edited by <UserID>." For more information about multiple Solar Eclipse sessions, see Viewing and Logging Out of Multiple Solar Eclipse Sessions.

When an item is cancelled on a sales order and is tagged to a purchase order, the buyer can receive a message in the job queue by the system that the order has been cancelled along with the purchase order information. Use the Notify Buyer When Canceled Item Is On An Open Purchase Ordercontrol maintenance record to set this feature.

If the purchase order has been paid, you must have the POE.EDIT.PAID.MATRLauthorization key assigned in order to change the freight vendor or bill of lading. You cannot make changes to either of these items after the purchase order has been invoiced.

Note: You cannot credit or rebill cancelled purchase order generations.

You must be assigned the POE.WRITER.POCOST authorization key to view costs on a purchase order if you are not the original writer on the purchase order.

To display a purchase order in edit mode:

From the Purchase menu, select Purchase Order Entryto display the Purchase Order Entry window.
In the Branch field, enter the branch for which you want to create the purchase order.
In the Vendor / Order# field, enter the vendor name for which you want to edit the purchase order.

Note: When entering vendors with large numbers of transactions, the Order Selection window displays. You can select any of the following options from this window: New, Search, Unreconciled Receivers, or a list of transactions.

Select the order you want to edit from the Order Selection window.

The Purchase Order Entry window displays at the Body tab for the order.

To edit a purchase order:

Display the purchase order you want to edit.
Use the Edit Order and Line Item menus to do any of the following:

Note: The Ship From field can only be changed if there are no generations are in closed periods and if none of the received generations have been paid or reconciled. If even one generation is either in a closed period or has been paid or reconciled, then the system does not allow a change to this field.

To...	Use this menu option:
Override order pricing. For more information, see Overriding Prices on Orders. Note: If there is more than one buy matrix set up for a vendor that fit the requirements outlined in the purchase order, and the Auto Open Multiple Vendor Matrix Cellscontrol maintenance record is set to Yes, then a window displays for the user to select the correct matrix to use on the purchase order.	Edit Order > Pricing
Reprice all items or override prices on the purchase order. For more information, see Overriding Prices on Orders. Note: If there is more than one buy matrix set up for a vendor that fit the requirements outlined in the purchase order, and the Auto Open Multiple Vendor Matrix Cellscontrol maintenance record is set to Yes, then a window displays for the user to select the correct matrix to use on the purchase order.	Edit Order > Pricing
List an expiration date for prices.	Edit Order > Pricing
Change the ship date for the entire purchase order or for individual line items.	Edit Order > Ship Dates
Enter a new shipping branch.	Edit Order > Ship Branch
Give credit or rebill the order. For more information, see Crediting and Rebilling Purchase Orders.	Edit Order > Credit / Rebill
Change the order mode to a Bid.	Edit Order > Change Order Mode
Copy the order information to a sales order bid, purchase order bid, or a transfer.	Edit Order > Copy Order To ...
Combine items from multiple purchase orders to one purchase order.	Edit Order > Consolidate Orders
Import data for the purchase order from an external file. Select a format and browse to the path from which you are pulling the file and click OK.	Edit Order > Import
View line item details for the purchase order, such as any tagged sales order information or available quantity. You can also access inventory or history inquiries or future ledger details. You can also turn on auto scheduling.	Line Item > Schedule Line Item > Auto Scheduling
Open the Line Item Comments window to enter a comment for the line item on which the cursor is placed. The comment displays directly below the product description.	Line Item > Comment
Calculate the subtotal of the current products on the purchase order. See Subtotaling and Repricing Orders. You must have the POE.CLOSED.PRC.EDITauthorization key assigned to edit theCOGSfield on the Subtotals window. Note: Line items on purchase orders will not be repriced unless the quantity break level has been reached.	Line Item > Subtotal
Enter product information for items on the purchase order that are not normally carried.	Line Item > Nonstock
Delete a specific product on the order. You can also right-click to delete a line item. Note: Use the Notify Buyer When Canceled Item Is On An Open Purchase Ordercontrol maintenance record to ensure that buyers are notified appropriately.	Line Item > Delete

Save your changes and exit the window.

Note: The system checks that you have met the vendor target. If not, the following message displays: Vendor's Minimum Target of <vendor target> has not been met. The system also checks to see if you are authorized to release the purchase order and displays the message: You are not authorized. Enter Password to Override: The FREIGHT.TARGET.OVERRIDEauthorization key must be set. Authorized users can enter their Eclipse login password to override.

To change the currency on a purchase order:

Display the purchase order you want to edit. (see procedure above).
From the Currency menu, select Currency Exchange.
In the Currency field, enter the type of currency you want to exchange, such as US$.
In the Exchange Rate field, the system populates the calculated exchange.
In the Recalculate field, indicate if you want to use the currency as the Base, or as Foreign Exchange.
Save your changes and exit the window.

Note: For more information about exchange rates, see Setting Up Foreign Exchange Rates in the Accounting documentation.

More Options

From the purchase order you can also do the following:

To...	See...
Add comments to individual line items	Adding Comments to Purchase Order Line Items
Assign Order IDs for later tracking	Drilling Into Purchase Order Details
Create negative purchase orders for over-shipped items	Returning Products to Vendors
Update received quantities	Drilling Into Purchase Order Details
Create new generations as needed	Adding Generations to Purchase Orders
Add notes to purchase orders	Adding Notes and Instructions on Purchase Orders