Purchase Order Change Requests

Purpose: Use the Purchase Order Change Requests screen to accept or decline requested address changes and cancellations for purchase orders that are currently in process or held.

In Process or Held status only: Change requests are displayed here only if the retailer submitted when any lines on the purchase order are:

In Process: You have generated the pack slip; or,
Held: You have used the Purchase Order Maintenance screen to put the line on hold

The Vendor Portal applies or rejects change requests automatically if the purchase order is in any other status. For example, if the purchase order is in New Order status, the change applies automatically; if the purchase order is already Shipped or Canceled, the change is rejected automatically. Also, if you ship a purchase order, the change request is rejected automatically.

Releasing a held line: If you use the Edit Purchase Order Item window or the Purchase Order Maintenance screen to release a line from hold and it returns to New Order status, the address change or cancellation applies automatically.

Void/reprint: You need to you use this screen to accept or decline any address change or cancellation requests before you use the Void / Reprint Pack Slip screen to reprint a pack slip. However, if you first use the Void / Reprint Pack Slip screen to void the pack slip, the address change or cancellation request is automatically applied; you can then reprint the pack slip from the Select Purchase Orders or Purchase Order screen if there are any uncanceled lines.

Vendor integration: Address change and cancellation requests are not sent to an integrated system through the vendor integration.

How to display this screen: Select Purchase Order Change Requests from the Home Screen or the Purchase Orders drop-down menu if you have the required authority.

Address changes for different lines on the purchase order: Even though an address change request is related for the purchase order as a whole, the Vendor Portal evaluates the status of the individual lines on the purchase order when determining whether to apply the change, reject it automatically, or submit it to you for review.

Example: When the retailer submits an address change, the purchase order is in Open status, with one line in In Process status and one line in Shipped status. You need to approve or reject the address change for the line in In Process status. The address change is automatically rejected for the line in Shipped status.

What if the retailer submits multiple address changes for the same purchase order? If the retailer submits a second or third address change for the same purchase order with a line in In Process or Held status before you have accepted or rejected the previously rejected change, the Vendor Portal automatically rejects the previous address change.

When are address change requests removed from the screen? An address change is no longer displayed here if you confirm shipment of the purchase order line without accepting or rejecting the change request, or if the address change applies automatically because you void the pack slip at the Void / Reprint Pack Slip screen.

Purchase order detail history for address changes: The Vendor Portal tracks address change history for each line at the History tab of the Purchase Order screen when the address change is:

automatically applied: The History tab includes a record indicating when the address change was automatically applied to a line in New Order status. You can use the Purchase Order History Detail window to review the address change.
requested for an In Process or Held line: The History tab includes a record indicating when the retailer requested an address change for a line in In Process or Held status. You can use the Purchase Order History Detail window to review the requested change.
accepted: The History tab includes a record indicating when you:
- accept an address change for a line in In Process or Held status
- the change applies automatically because you release a line from hold at the Purchase Order Maintenance screen or the Edit Purchase Order Item window and the lines returns to New Order status
- the change applies automatically when you void (but don’t reprint) the pack slip at the Void / Reprint Pack Slip screen
  
  You can use the Purchase Order History Detail window to review the change.
rejected: The History tab includes a record indicating when you rejected an address change for a line in In Process or Held status.

No history record is created when the Vendor Portal automatically rejects an address change request because the line is already in Shipped or Canceled status.

Unlike address change requests, cancellation requests are specific to a line on the purchase order. If the purchase order has multiple lines, the retailer needs to submit a separate cancellation request for each line to cancel the entire purchase order.

Cancellation requests are displayed at this screen only if the lines are in In Process or Held status. If the retailer submits a cancellation request for a line that is in:

New Order status: the line is automatically canceled.
Shipped or Canceled status: the cancel request is automatically rejected.

If you void a pack slip, this returns the purchase order line(s) to New Order status and the line is eligible to be automatically canceled. See the Void / Reprint Pack Slip screen for more information.

Purchase order detail history for cancellation requests: The Vendor Portal tracks cancellation history for each line at the History tab of the Purchase Order screen:

automatically canceled: The History tab includes a record indicating when a line in New Order status was automatically canceled.
In Process or Held when the retailer requests cancellation: The History tab includes a record indicating when the retailer requested cancellation of a line in In Process or Held status.
cancellation accepted: The History tab includes a record indicating when you:
- accept a cancellation for a line in In Process or Held status
- the cancellation applies automatically because you release a line from hold at the Purchase Order Maintenance screen or the Edit Purchase Order Item window and the lines returns to New Order status
- the cancellation applies automatically when you void (but don’t reprint) the pack slip at the Void / Reprint Pack Slip screen
  
  You can use the Purchase Order History Detail window to review the change.
cancellation rejected: The History tab includes a record indicating when you rejected a cancellation request for a line in In Process or Held status, including when you confirm shipment of the line.
cancellation automatically rejected: The History tab includes a record indicating when retailer sends a cancellation request for a line that is already in Shipped or Canceled status.

Option	Procedure
search for and display requested address changes for purchase orders	When you first advance to this screen, no purchase orders or lines are displayed and the Address Changes option is selected by default. Click Search to display all address change requests, or optionally enter any of the Search fields before clicking Search.
search for and display requested cancellation requests for purchase orders	When you first advance to this screen, no purchase orders are displayed and the Address Changes option is selected by default. Select the Cancellations option and click Search to display all cancellation requests, or optionally enter any of the Search fields before clicking Search. Case: The PO Number and Order Number are not case-sensitive for searching; for example, an entry of `A` or `a` matches an order number of `A12345`.
accept or decline one or more change (address change or cancellation) requests	Select the Accept or Decline option for one or more address change or cancellation requests and click Update. Optionally, you can click the Accept or Decline box at the top of the column and click Update to accept or decline all listed addresses changes or cancellations. Retailer notified: The retailer receives a notification email when you accept or decline any address change or cancellation requests.
review a requested address change	Click the display icon () to open the Purchase Order Address Change Request window. This window displays additional information about the address change request, including the current ship-to address and the proposed new address.
advance to purchase order inquiry	Click the edit/display icon () labeled PO Inquiry to advance to the Purchase Order screen, where you can review additional information about the purchase order.

Fields	Description
Search fields
View Results By	Select: Address Changes and click Search to display address change requests submitted by the retailer Cancellations and click Search to display cancellation requests submitted by the retailer
Order Status	Address change requests only: Optionally, select an order status and click Search to display address changes for orders in that status. Possible statuses are: Held: You have held the line(s) on the purchase order from processing. You might put a line on hold if you cannot fulfill it, and are requesting that the retailer cancel it. When a line on a purchase order is on hold, it is not eligible for pack slip generation; or, if a pack slip has already been generated, the line is not eligible for shipment confirmation. In Process: You have generated pack slips for the purchase order or line. Open (multi-line purchase orders only): The purchase order includes more than one line, and the line statuses include at least one line that is Held, In Process, or New Order.
Line Status	Cancel requests only: Optionally, select a line status and click Search to display cancellation requests for lines in that status. Possible statuses are: Held: You have held the line from processing. You might put a line on hold if you cannot fulfill it, and are requesting that the retailer cancel it. When a line on a purchase order is on hold, it is not eligible for pack slip generation; or, if a pack slip has already been generated, the line is not eligible for shipment confirmation through the Purchase Order Shipping screen. In Process: You have generated a pack slip for the line.
PO Number	Optionally, enter a full or partial number or code identifying the purchase order in the originating system to display purchase orders whose numbers start with your entry. Up to 30 positions. Not case-sensitive for searching; an entry of `A` or `a` matches a purchase number of `A12345`.
Order Number	Optionally, enter a full or partial number or code identifying the sales order in the originating system to display purchase orders whose sales order number starts with your entry. Up to 30 positions. Not case-sensitive for searching; an entry of `A` or `a` matches an order number of `A12345`.
Totals A table at the upper right displays the total number of pending address change and cancellation requests. Click Search to update these totals.
Address Changes	The total number of held, in process, or open purchase orders that have pending address change requests from the retailer.
Cancellations	The total number of lines on purchase orders that have pending cancellation requests from the retailer.
Result fields You cannot work with both address change requests and cancellation requests at the same time. Use the Address Changes and Cancellations options at the top of the screen to switch between the two types of requests.
Accept	Select this box and click Update to accept the address change or cancellation. You can also select the box at the top of the column and click Update to accept all listed addresses changes or cancellations. Retailer notified: The retailer receives a notification email when you accept or decline any address change or cancellation requests.
Decline	Select this box and click Update to decline the address change or cancellation. You can also select the box at the top of the column and click Update to decline all listed addresses changes or cancellations. Retailer notified: The retailer receives a notification email when you accept or decline any address change or cancellation requests.
PO Number	The number or code identifying the purchase order in the originating system. Address change requests apply to all unshipped lines on the purchase order, while cancellation requests are specific to a line on the purchase order.
Line #	Cancel requests only: The line number identifying the line on the purchase order.
Order Number	The number or code identifying the sales order in the originating system.
Customer Ship To	The name from the shipping address on the purchase order, including the customer’s first and last name, or the company name, or both.
Item #	Cancel requests only: Your item number or code. Hold the pointer over the Item # to display a description of the item and the retailer’s item number or code.
Request Date	The date when the address change or cancellation request was submitted.
Due Date	Address change requests: The earliest date when a line on the purchase order is due. If you have revised any of the due dates at the Purchase Order Maintenance screen, this is based on the revised due date. Cancellation requests: The date when the line is due. If you have revised the due date at the Purchase Order Maintenance screen, this is the revised due date.
Order Status	Address change requests only: Possible statuses are: Held: You have held the line(s) on the purchase order from processing. You might put a line on hold if you cannot fulfill it, and are requesting that the retailer cancel it. When a line on a purchase order is on hold, it is not eligible for pack slip generation; or, if a pack slip has already been generated, the line is not eligible for shipment confirmation through the Purchase Order Shipping screen. In Process: You have generated pack slips for the purchase order or line. Open (multi-line purchase orders only): The purchase order includes more than one line, and the line statuses include at least one line that is Held, In Process, or New Order.
Line Status	Cancel requests only: Possible statuses are: Held: You have held the line from processing. You might put a line on hold if you cannot fulfill it, and are requesting that the retailer cancel it. When a line on a purchase order is on hold, it is not eligible for pack slip generation; or, if a pack slip has already been generated, the line is not eligible for shipment confirmation through the Purchase Order Shipping screen. In Process: You have generated a pack slip for the line.
Display	Address change requests only: Click the display icon () to open the Purchase Order Address Change Request window. This window displays additional information about the address change request, including the current ship-to address and the proposed new address.
PO Inquiry	Click the edit/display icon () labeled PO Inquiry to advance to the Purchase Order Inquiry screen, where you can review the details of the purchase order, such as the sold-to and ship-to address, items, history, and messages.