PO Amendment Business Process

Use the PO Amendment business process to track the approval process for changes to a Purchase Order.

Characteristics

This is a Project-level business process with a workflow, provided in the system template.

Record Statuses

Approved

terminal status

Canceled

terminal status

Rejected

terminal status

Awaiting_Review

non-terminal status

Pending_Approval

non-terminal status

Sent_for_Revision

non-terminal status

Workflow

The default workflow for the PO Amendment business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.

Creating a PO Amendment Record

Create a PO Amendment record by navigating to Change Management / PO Amendment on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing PO Amendment task that has been assigned to you from the Tasks log.

Complete the PO Amendment form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to your Project tab and switch to User mode.
  2. In the left Navigator, select Change Management, and then select PO Amendment.
  3. On the PO Amendment page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Send.
  6. On the Workflow Action Details tab, select who should receive this PO Amendment.
    • If permitted, you can add users to the CC list. These users will receive a notification about this PO Amendment but are not assigned a task.
    • If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
  7. Click Send.
  8. In the Notification window, review the content and click OK.

    The record moves to the next step in the workflow.

Completing the PO Amendment Form

Key Information

Key information about this PO Amendment

Field Name

Access

Description

Title

Required

Enter a title.

Reference Commit

Editable

Select the reference commitment (Contract, PO) for this transaction.

Change Reason

Editable

Enter the reason for this change.

Amount

Read-Only

Amount of this record or line item

Effective Date

Required

Enter the date this record takes effect.

Due Date

Editable

Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record.

Description

Enter the description or scope of this PO Amendment. This information might appear in any formal printouts of this record.

Field Name

Access

Description

Short Description

Editable

Enter a description of 250 characters or fewer.

Detailed Description

Editable

The detailed information about the short-description field. The field size can be expanded.

Financial Summary

The following information provides a full snapshot of the approved PO Amendment.

Field Name

Access

Description

A. Original PO Amount

Read-Only

The original Purchase Order amount. Displayed on the Purchase Order and related Invoice or Purchase Order Amendment.

B. Previously Approved Amendments

Read-Only

Total amount of all previously approved Purchase Order Amendments

C. Revised PO Amount (A+B)

Read-Only

Revised Purchase Order amount

D. Current Request

Read-Only

Amount of the current request invoice

E. Revised PO Amount (C+D)

Read-Only

Revised Purchase Order amount

Purchase Order Details

Details about the PO Amendment should be entered below.

Field Name

Access

Description

Payment Terms

Editable

Payment terms (in days) for this PO

Priority

Editable

Priority of this record

Spec Section

Editable

Specification section

Expiry Date

Editable

Expiration date of the invoice, PO, or PO Amendment

Delivery Date

Editable

Date when the purchased goods should be delivered

Delivery Method

Editable

Indicates whether there is a preferred delivery or transportation method

Deliver To

The following information identifies the location and contact person for delivery.

Field Name

Access

Description

Purchase Order Main Contact

Editable

Primary contact for the PO

E-Mail

Editable

Email address of the primary contact

Mobile Phone

Editable

Phone number of the primary contact

Work Phone

Editable

Phone number of the primary contact

Delivery Recipient Name

Editable

Name of the recipient for the delivery

Delivery Address

Editable

Delivery address, including the street address, P.O. Box, apartment, suite, unit, building, floor, and so on. Do not include the contact's name.

Delivery City

Editable

City

Delivery Country

Editable

Country

Delivery State/Province

Editable

State or Province

Delivery Zip/Postal Code

Editable

ZIP Code or postal code

Vendor Information

Details of the Vendor for this PO Amendment. If the Vendor has Unifier Essentials users, be sure to select the primary contact here so that they can see the PO.

Field Name

Access

Description

Legal Vendor Name

Read-Only

Lists the legal vendor name if the vendor name is different from the vendor full legal business name, the vendor has a name longer than 50 characters, or both.

Vendor ID

Read-Only

If Unifier Essentials is integrated with an external system, this field contains the ID that corresponds to the vendor in the external system. Populates based on the selected Vendor. If not integrated with an external system, leave blank.

Vendor Name

Read-Only

The name or nickname for this vendor. This field will be automatically filled if selecting a Vendor record or can be manually filled if no Vendor record exists.

Vendor a Unifier User?

Required

Indicates whether the vendor should be CCed when the PO is approved. CCing the vendor lets the vendor see the PO, with some restrictions.

Vendor User

Editable

Indicates whether the vendor is a user in the system

Vendor Contact First Name

Editable

First name of the main vendor contact

Vendor Contact Last Name

Editable

Last name of the main vendor contact

Vendor Contact Phone

Editable

Phone number of the main vendor contact

Contact Email

Editable

Contact email address for the main vendor

Vendor Address

Vendor address to be used for this PO Amendment

Field Name

Access

Description

Vendor Address to Use

Read-Only

Address to use for this transaction. By default, the vendor's primary address is used.

Address

Read-Only

Street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact's name.

City

Read-Only

City

State/Province

Read-Only

State or province

State/Province - Other

Read-Only

If selecting a country without defined states, provinces, or regions, this field provides additional information.

Country

Read-Only

Country

Zip/Postal Code

Read-Only

ZIP Code or postal code

Unit Cost Information

Information on the cost per unit for this record. The Unit of Measure and Unit Quantity values are set to the project values by default.

Field Name

Access

Description

Unit of Measure

Editable

Unit of measure used for the unit-quantity and cost-per-unit amounts

Unit Quantity

Editable

Unit quantity that should be used to calculate the Cost per Unit

Cost per Unit

Read-Only

The total cost divided by the unit quantity

Record Information

System information about this record

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Status

Read-Only

Record status for a workflow BP record is based on the workflow action preceding the current workflow step

Creator

Read-Only

Creator of this record

 

Creation Date

Read-Only

Date that the record was created

 

Record Last Update Date

Read-Only

Date that the record was last updated

 

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

 

Project Number

Read-Only

Unique Project Number

Project Name

Read-Only

Name of the project

Additional Information

The PO Amendment Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

PO Amendment Date Only UDF 1

Disabled

Reserved for future use by your organization

PO Amendment Date Only UDF 2

Disabled

Reserved for future use by your organization

PO Amendment Currency Amount UDF 1

Disabled

Reserved for future use by your organization

PO Amendment Currency Amount UDF 2

Disabled

Reserved for future use by your organization

PO Amendment Date & Time UDF 1

Disabled

Reserved for future use by your organization

PO Amendment Date & Time UDF 2

Disabled

Reserved for future use by your organization

PO Amendment Decimal Amount UDF 1

Disabled

Reserved for future use by your organization

PO Amendment Decimal Amount UDF 2

Disabled

Reserved for future use by your organization

PO Amendment Picker UDF 1

Disabled

Reserved for future use by your organization

PO Amendment Picker UDF 2

Disabled

Reserved for future use by your organization

Additional Notes

The PO Amendment Additional Notes block is reserved for future use by your organization.

Field Name

Access

Description

PO Amendment Text 255 UDF 1

Disabled

Reserved for future use by your organization

PO Amendment Text 255 UDF 2

Disabled

Reserved for future use by your organization

PO Amendment Text 255 UDF 3

Disabled

Reserved for future use by your organization

PO Amendment Text 255 UDF 4

Disabled

Reserved for future use by your organization

PO Amendment Long Text UDF 1

Disabled

Reserved for future use by your organization

PO Amendment Long Text UDF 2

Disabled

Reserved for future use by your organization

Currency

If the currency of this PO Amendment is different from the project currency, specify it here.

Field Name

Access

Description

Transaction Currency

Editable

If there are multiple currencies defined, use this field to specify a currency other than the project currency.

Rate in Project Currency

Read-Only

Exchange rate that will be used to calculate the Project Currency Amount. This will be set after the record is saved, submitted, or sent forward in the workflow. After it is set for a record, it cannot be changed.

Project Currency Amount

Read-Only

This field shows the amount of the transaction, according to the project currency.

Consolidating Line Items

PO Amendment line items can be consolidated from the following business processes:

Completing the PO Amendment Line Items tab

General

Field Name

Access

Description

Cost Code

Required

Enter a cost code.

Code Name

Read-Only

Populates the code name of the selected cost code

Reference

Editable

Enter a reference for this record.

Scheduled Value

Read-Only

The scheduled value of the referenced PO line item. This comes from the Schedule of Values (SOV) for the referenced PO and includes any adjustments coming from approved amendments.

Commits Remaining Balance

Read-Only

The remaining balance of the referenced PO line item. This comes from the Schedule of Values (SOV) for the referenced PO. The remaining balance includes approved amendments and invoices.

PO Amendment Details

Cost for this PO Amendment line item. The cost can be entered as either lump sum or unit rate.

Field Name

Access

Description

Item Quantity

Editable

Enter the item quantity.

Unit of Measure

Editable

The default unit of measure used for any line items that are added to this record.

Item Unit Cost

Editable

Enter the item unit cost.

Amount

Read-Only

Amount of this line item

Description

Description for this PO Amendment Line Item

Field Name

Access

Description

Short Description

Required

Enter a description of 250 characters or fewer.

Detailed Line Item Description

Editable

Enter additional detailed information about the line item description field.

Additional Information

Enter additional information specific to this PO Amendment Line Item

Field Name

Access

Description

Spend Category

Editable

Select the spending category.

Work Package

Editable

Select the Work Package that this item will roll up to.

PO Line Item UDF CA 1

Disabled

Reserved for future use by your organization

PO Line Item UDF DA 1

Disabled

Reserved for future use by your organization

PO Line Item Text 255 UDF 1

Disabled

Reserved for future use by your organization

PO Line Item UDF PD 1

Disabled

Reserved for future use by your organization



Last Published Monday, April 14, 2025