6.3.2 Edit Purchase Order

This topic provides systematic instructions to the buyer to edit the required details in the purchase order, and submit for approval, if the approval flow has been set.

The designated corporate approver is notified, in this case. The approver can either approve or reject the transaction. In case of rejection, the approver can send the transaction back to the corporate user (maker), to make modifications as required, and re-submit for approval.

Note:

1. A supplier can only create purchase orders, but cannot edit them once created.
2. If a purchase order has been accepted by the supplier, then only the Shipment Date can be edited by the buyer. If a purchase order is in the ‘Raised’ status, and yet to be accepted by the supplier, then all parameters can be modified, except for Customer Purchase Order Number, Associated Party, and Program.

User must have valid corporate login credentials and must be the buyer.

To edit purchase orders:

1. From the Dashboard, click the Toggle Menu, then click Receivables/Payables, then Purchase Order Management, and then Edit Purchase Orders.
   The Edit Purchase Orders screen appears.

   Figure 6-24 Edit Purchase Orders

   
   

   
   Description of "Figure 6-24 Edit Purchase Orders"

   
   

   Table 6-21 Edit Purchase Orders - Field Description

   Field Name	Description
   Party Name	Select the party name from the drop-down list to view the applicable list of purchase orders. By default, the primary party/gcif of the logged-in user is selected. Note: Only accessible parties are displayed to the user. Based on the party selection, the list of purchase orders is displayed.
   List of Purchase Orders	This section displays a list of purchase orders that can be edited.
   Number of Record(s) edited / selected	This field displays the number of purchase orders edited. If Select Multiple toggle is switch is On, then this field displays the number of purchase orders selected for editing.
   Search	Specify the partial or full purchase order reference number / associated party name / status to search for specific purchase orders. The results appear as and when you enter the data.
   	Click this icon to filter the purchase orders, based on certain criteria. For more information, refer the Search (overlay window for Purchase Orders)section below
   Select Multiple	Switch this toggle On, to edit multiple purchase orders records together.
   Check Box	To select all the purchase orders in the list, select the main check box. To select specific purchase orders, select the check boxes beside those purchase orders. This check box becomes visible only if Select Multiple toggle switch is On.
   Edit Purchase Order	Click Edit Purchase Order to edit multiple purchase order records. This link becomes clickable only if both Select Multiple toggle switch is On and multiple purchase order records are selected.
   Customer Purchase Order Number	Displays the reference number of the purchase order as fetched from the Host. This is a hyperlink which when clicked displays the details of the purchase order.
   Purchase Order Date	Displays the date of the purchase order has been created.
   Associated Party	User can search the receivables/payables by providing the associated party. The drop-down lists all the on-boarded associated parties and the list of on-boarded associated party is categorized by: Anchor Buyer Anchor Supplier Counter Party Buyer Counter Party Supplier
   Shipment Date	Displays the date on which the purchased commodity is shipped.
   Purchase Order Amount	Displays the purchase order amount.
   Status	Displays the status of the purchase order.
   Action	Click Edit to edit the individual purchase order record.
   View Edited Details	Click this link to view the edited details of a purchase order.

Search Filter (overlay window for Edit Purchase Order)

This overlay window appears when you click the icon in the Edit Purchase Order screen.

Figure 6-25 Edit Purchase Order - Search Filter (

Description of "Figure 6-25 Edit Purchase Order - Search Filter ("

Table 6-22 Edit Purchase Order - Field Description

Field Name	Description
Customer Purchase Order Number	Indicates an option to filter for purchase orders using the customer’s own reference number.
Associated Party Name	Indicates an option to filter for purchase order(s) based on the counter party associated with the purchase order(s).
Program Name	Indicates an option to filter purchase orders associated with a particular program. This field is visible only if the Oracle Banking Supply Chain Finance application is implemented by the bank.
Purchase Order Date From - To	Indicates the option to search for purchase orders that have been raised within a specific date range. You can select the dates by clicking the icon in the From and To fields.
Request Shipment Date From - To	Indicates the option to filter for purchase orders that are shipped within a specific date range. You can select the dates by clicking the icon in the From and To fields.
Purchase Order Available Amount From - To	Indicates the option to filter purchase order available amount with amounts in a specific range. You can select the required currency from the Currency list, and enter the amount range in the From and To fields.
Purchase Order Amount From - To	Indicates the option to filter purchase orders with amounts in a specific range. You can select the required currency from the Currency list, and enter the amount range in the From and To fields.
Purchase Order Status	Indicates an option to search for purchase orders based on their status. The options are: Raised Cancelled Accepted Financed (Available only if the Oracle Banking Supply Chain Finance application is implemented by the bank) Partially Financed (Available only if the Oracle Banking Supply Chain Finance application is implemented by the bank) Rejected

Edit Purchase Order/s – Edit Overlay Window

Figure 6-26 Edit Purchase Order/s – Edit Overlay Window

Description of the illustration edit-purchase-orders_edit-overlay-window.png

Table 6-23 Edit Purchase Order/s – Edit Overlay Window - Field Description

Field Name	Description
Purchase Order Date	Click the calendar icon and select the date of creation of the purchase order.
Requested Shipment Date	Click the calendar icon and select the requested shipment date. This date cannot be earlier than the Current Business Date.
Promised Shipment Date	Click the calendar icon and select the date agreed by the supplier to send the shipment. This date cannot be earlier than the Current Business Date.
Program Name	Select the program to which the purchase order should be linked. Programs linked to the selected associated party are listed. This field cannot be edited once an purchase order is financed.
Funding Request Date	Click the calendar icon and select the date when the funding for the purchase order is requested. This date cannot be greater than the Invoice Due Date, and cannot be lesser than the Invoice Date or the Invoice Value Date whichever is earlier. This field cannot be edited once the PO is financed.
Remarks	Specify any remarks, if applicable.
Disbursement Credit Account	This section displays the following fields. Note: The edit of Disbursement Credit Account is restricted if the purchase order is financed.
Payment Mode	The user needs to choose the payment mode on the basis the account is present in the same bank, different bank or outside country to receive the finance proceeds.
Within Bank	If the Payment Mode is selected as Within Bank. The Account Number drop-down will be displayed. The drop-down will list all the accounts as fetched from the internal account mapping maintenance of host system. These accounts are maintained to credit the finance proceeds. The accounts fetched will be listed in the drop-down only if user has OBDX access to accounts. The following details will display. Account Name Branch Currency Note: These details will be displayed only when the New Account switch is Off.
Domestic	If the Payment Mode is selected as Domestic. The drop-down will list the accounts from external account mapping maintenance of the host system. The account details belong to some other bank in the country and maintained in the host system to receive the finance proceeds when the purchase is financed. The following details will display. Account Number Bank Name Branch Account Name Bank Code Currency Note: These details will be displayed only when the New Account switch is Off.
Cross Border	If the Payment Mode is selected as Cross Border. The drop-down will list all the corporate accounts as fetched from the external account mapping maintenance of the host system. The account details belong to the bank in another country and mapped in the host system to receive the finance proceeds when the purchase order is financed. The following details will display. Account Number Bank Name Branch Bank Code Currency Note: These details will be displayed only when the New Account switch is Off.
Shipment Details	This section displays the Shipment Details.
Shipment Address Line 1 to 3	Displays the address lines of the shipment address.
City	Specify the city of the shipment address.
Country	Displays the country of the shipment address.
Zip Code	Displays the pin code of the shipment address.
Phone Number	Displays the phone number of the shipment address.
Shipment City	Specify the city to ship the goods to.
Zip Code	Specify the zip code to ship the goods to.
Phone Number	Specify the contact number of the person who will receive the shipment.
Tax Id	Specify the unique tax ID if the shipment charge includes tax amount.
Reason for Export	Specify the reason for exporting the shipment.
Country of Origin	Specify the country of origin of the shipment.
Payment Terms	Specify the relevant terms of sale.
Additional Details	This section displays the Additional Details.
Filler Fields	Specify the required information in the filler fields.
Upload Files	Click to upload relevant documents. The following document formats are supported: JPEG, JPG, PNG, and PDF. A maximum of 5 documents can be uploaded. Once you upload documents, the number of documents uploaded appears as a hyperlink in brackets, beside this icon. On clicking this hyperlink, a pop-up window appears with the names of the documents uploaded. To delete an uploaded document, click beside the document in the pop-up window. This field is visible only if you edit the records individually. Note: These documents can also be viewed and downloaded by the approver/checker.

2. To edit multiple records, switch the Select Multiple toggle switch to On. Select the required purchase order records and click the Edit Purchase Order link.

   Note:

   1. Bulk edit can be executed only if the Associated Party, Purchase Order Status, and Finance Status values of the purchase orders are same.
   2. If you edit multiple records, data modified will be applied across the selected records. If any record was modified using edit link of individual record, then the previously modified data will get overridden on clicking Apply.

   Figure 6-27 After Selecting Records

   
   

   
   Description of "Figure 6-27 After Selecting Records"

   
   
3. Update the required fields as shown in Edit Purchase Order/s (Overlay Window).
4. Click Apply to save the details. OR Click Reset to reset the details.
5. Click View Edited Details link.
   The Compare Details overlay window appears. Compare all the edited details and modify if required.

   Edit Purchase Order - Compare Details
   
   Description of the illustration edit-purchase-orders_compare-details.png
   

6. Click Submit. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to go to the previous screen.
   The Review screen appears.

   Figure 6-28 Edit Purchase Order – Review Screen

   
   

   
   Description of "Figure 6-28 Edit Purchase Order – Review Screen"

   
   
7. Review the details and click Confirm. A confirmation message appears with the reference number and status of the transaction. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to go to the previous screen.

   Figure 6-29 Edit Purchase Order – Confirmation

   
   

   
   Description of "Figure 6-29 Edit Purchase Order – Confirmation"