Purchase Order > Purchase Orders and Quotes > Amend or Void Purchase Order/Quote

You can amend or cancel the purchase orders/quotes using the Purchase Order by Vendor function for purchase orders and the Purchase Quote by Vendor function for purchase quotes. Any amendments to a purchase order/quote do not affect the inventory items received before the amendment is made.

Note: Although the process of amending purchase orders and quotes are handled by separate functions, much of the procedures and screens involved are similar. The discussion to follow will use the term “Purchase Order” to refer to both purchase orders and quotes unless indicated otherwise.

Amend Purchase Order/Quote

To amend purchase orders and quotes, perform the following procedures:

1.Access either the Purchase Order by Vendor or Purchase Quote by Vendor function. You can use these functions to amend the respective purchase order and purchase quote provided that you have the access rights to do so. Accessing any of these functions will automatically display the Search screen.

2.Enter in the Search field the number of the purchase order that you want to amend. Alternatively, you may enter in this field any vendor #, customer #, buyer, etc, to be used as filter to search the purchase order or purchase quote records. Double-click the line in the grid to select the purchase order or quote you want to amend.

3.Review the information in the Information, Line Items, Order From/Ship To pages and locate the fields you want to amend. Apply the necessary changes to the purchase order.

Notes:

•Any changes you make to the line item details in the purchase order will not affect the corresponding AP invoice that you have posted. You must amend the invoice directly using the Accounts Payable module. Depending upon the nature of the changes, these may affect the vendor PO Back Order balance and the On-order quantity.

•You can change the warehouse assigned to a line item only if there was no quantity received for that item.

•You cannot delete a line item against which units have been posted as received. You must first cancel the received goods entry using the Cancel Received Goods function before you can delete the line item.

4.When you are ready, click the Save button in the function toolbar to save your changes; otherwise, click Cancel to clear the fields in all function screens. If you clicked Save, the Save Purchase Order save confirmation window appears. Perform the following in this window:

•If the User Input (Numeric) option is selected in the PO Module Setup function, follow these steps:

8.1. Enter a number in the Purchase Order # field.

8.2. Click the Save button to save the transaction; otherwise, click the Cancel Save button.

Note: If the Automatic option is selected for PO Numbering in the PO Module Setup function, AccountMate will automatically provide a purchase order number in the Purchase Order # field based on the number entered in the Next PO # field in PO Module Setup. Both the Save and Cancel Save buttons are disabled.

5.When you have saved the transaction, you can choose to perform any of the following options:

oPreview

Click this button if you want to view the purchase order before you print it.

oPrint

Click this button if you want to print the purchase order. You may also print the purchase order or purchase quote using the Print Purchase Order or Print Purchase Quote report functions.

oExport

Click this button to export the purchase order to a PDF file which is the default file format. This will only be available if the purchase order amended is for a vendor whose maintenance record has a marked Enable PO Export checkbox setting.

oNew

Click this button to create a new purchase order transaction or amend another purchase order.

Notes:

•You cannot convert a purchase quote into a purchase order by amending the purchase quote. You must do it by approving the purchase quote using the Approve Purchase Quote function.

•You cannot amend a purchase order that comes from a released blanket purchase order.

Void Purchase Order/Quote

To void an open purchase order/quote, perform the following steps:

1.Access either the Purchase Order by Vendor or Purchase Quote by Vendor function. You can use these functions to amend or void the respective purchase order and purchase quote provided that you have the access rights to do so. Accessing these functions will automatically display the Search screen.

2.Enter in the Search field the number of the purchase order that you want to amend. Alternatively, you may enter in this field any vendor #, customer #, buyer, etc, to be used as filter to search the records. Double-click the line in the grid to select the purchase order you want to void.

3.To proceed, click the Void button in the function toolbar. The system will display a message requesting confirmation to void the purchase order’s backordered items. Click the Yes button to confirm; otherwise, click the No button.

Q. How do I cancel all back-ordered items on a purchase order?

A. Access the Purchase Order by Vendor function; then, enter the Purchase Order #. Information regarding the purchase order will then be displayed. Click the Void button to cancel all back-ordered items. The system will display a message requesting you to confirm your choice.

Amend or Void Purchase Order/Quote

Amend or Void Purchase Order/Quote

See Also