30 Work with Change Orders

This chapter contains these topics:

You can track changes to purchase orders to review information about changes that have occurred. For example, if you entered a purchase order for paint and then decided to change the order to wallpaper, you could review the information changed to create the new order for wallpaper.

When you work with change orders, you can review information such as:

  • The number of times a purchase order has been changed

  • The number of times each detail line on a purchase order has been changed

  • The information that was changed on a detail line, such as the item number, the costs, and so forth

  • The reason for the changes

30.1 Creating Change Orders

Navigation

From Stock Based Procurement (G43A), choose Purchase Order Processing

From Purchase Order Processing (G43A11), choose Change Orders

You can have the system create a change order each time you enter or modify a purchase order. For example, if you enter an order for 5 gallons of blue paint, the system creates change order 000. If you modify the order to 7 gallons of red paint, the system creates change order 001. You can locate change order 000 to review the information on the original purchase order. You can locate change order 001 to review information on the current purchase order, including the fields modified.

Figure 30-1 Creating Change Orders

Description of Figure 30-1 follows
Description of "Figure 30-1 Creating Change Orders"

When you review a purchase order, the last change order that was created appears. The number of revisions to each detail line also appears.

The system creates change orders only when you revise detail lines. It does not create change orders when you revise header information. The system maintains change order information in the following files:

File Description
Purchase Order Header (F4301) The system maintains the number of times an order is changed in the Change Order Number field (PHCORD).
Purchase Order Detail (F4311) The most current information for each detail line is maintained in the F4311. The system also maintains the number of times each line has changed in the Revisions Number field (PDCHLN).
Purchasing Ledger (F43199) The system stores original purchase order information, as well as information about each change order. You do not have to activate the Purchasing Ledger in order activity rules for change tracking to occur. Change order records have a ledger type of CO (change orders), which is maintained in the Ledger Type field (OLLT).

To create a change order

On Change Orders (P4311)

Figure 30-2 Change Orders screen

Description of Figure 30-2 follows
Description of "Figure 30-2 Change Orders screen"

  1. Inquire on a specific purchase order number.

  2. Change one of the following fields on a detail line and press Enter:

    • Item Number

    • Account Number

    • Quantity

    • Unit Cost

    • Extended Cost

  3. Review the following fields:

    • Change Order (Change Order Number)

    • Rev (Revision Number)

Field Explanation
Change Order The number of times this purchase order has been modified. You can locate a specific change order number to review the fields that were modified.
Rev The number of times this detail line has been revised.

30.1.1 What You Should Know About

Topic Description
Activating change order processing You can have the system track changes to purchase orders by choosing either Enter Purchase Orders or Change Orders from the Purchase Order Processing menu (G43A11). Although the program is the same (P4311), processing options 47, 48 and 49 for the Change Order version are set up to accommodate change order tracking.

You use processing options to activate change tracking. You can specify whether the system allows:

  • Changes to existing purchase orders only

  • The addition of new purchase orders and changes to existing purchase orders

  • No change order processing

You can specify the status code at which change tracking begins. You can also choose to enter notes each time you create a change order.

30.2 Reviewing Change Order Information

Navigation

From Stock Based Procurement (G43A), choose Procurement Inquiries

From Procurement Inquiries (G43A112), choose Change Order Inquiry

You can review information about the changes made to a certain purchase order. For example, if a purchase order was changed five times, you can review information about each change, including:

  • The detail lines that were changed

  • The information that changed on each detail line

  • The person who made the changes

  • The date that the changes took place

To review change order information

On Change Order Inquiry (P4319)

Figure 30-3 Change Order Inquiry screen

Description of Figure 30-3 follows
Description of "Figure 30-3 Change Order Inquiry screen"

  1. To locate change orders for a specific purchase order, complete the following fields:

    • Branch/Plant

    • Order Number

    • Supplier

    If you entered notes for a change order, the first line of the notes display next to the change order number.

  2. Review the following field:

    • Chg (Change Order Number)

  3. Type 5 in the following field next to the appropriate change order number to access Change Order Inquiry (P4320):

    • O (Option Exit)

    Figure 30-4 Change Order Inquiry (Option Exit) screen

    Description of Figure 30-4 follows
    Description of "Figure 30-4 Change Order Inquiry (Option Exit) screen"

  4. Review the detail lines modified for the change order.

  5. Take Option Exit 5 to Access Change Order Detail (P43205).

    Figure 30-5 Change Order Detail screen

    Description of Figure 30-5 follows
    Description of "Figure 30-5 Change Order Detail screen"

  6. On Change Order Detail, review the fields modified for the detail line.

    The system highlights those fields that were modified.

30.2.1 Processing Options

See Section 76.6, "Change Order Summary (P4319)."

30.3 Printing Change Order Information

Navigation

From Stock Based Procurement (G43A), choose Procurement Reports

From Procurement Reports (G43A111), choose Print Change Order History

You can print the Change Order History report (P43535) to review information about change orders. The report lists the following information:

  • The number of revisions to each detail line

  • The latest detail line revisions

  • A history of all detail line revisions

Figure 30-6 Change Order History Report

Description of Figure 30-6 follows
Description of "Figure 30-6 Change Order History Report"