SpendMap User Guide (v14.5)

Various settings that affect Change Orders are available in PO Processing Settings.

When processed POs are modified, the changes can be logged for internal audit purposes. In the PO Change Log folder in View PO Status, you can see a before and after status of each field that changed as well as the user ID that made the change and the date and time of each change. You can also see a copy of each version of the PO.

This feature can be customized in PO Processing Settings.

If you are using the Requisitions and Approval Module, you can optionally route Change Orders for online approval.

When processing Change Orders, you will be given the option to “consider this a revision”, that is, incrementing the revision number for the PO (e.g. PO1234a, PO1234b, or 1234-1, 1234-2, etc.).

You can customize the use of revision numbering in PO Processing Settings.

The revision number suffix (e.g. “a”, “b” or “1”, “2”, etc.) will show on most screens and reports throughout SpendMap, including the PO form that goes to the supplier. However, when entering or selecting the PO numbers in SpendMap, you can type in the original PO number (without the incrementing suffix). That is, you don’t have to worry about the revision number when searching for the PO.

Generally, if the PO has already been sent to the supplier and you are making a material change, you would increment the revision number and re-send the PO to your supplier to inform them of the change.

If, however, you are making an internal change (e.g., changing account coding or other information that does not affect the supplier’s work) or if the change is insignificant, you may decide not to increment the revision number.

If you do not increment the revision number, the PO change tracking features (outlined above) will be bypassed. However, a note is posted to the System Alert Log indicating that a change was made.

TIP:  If all changes to POs are to be considered revisions, use the User-Definable Menus and Pop-Up Prompts feature to force the response to this pop-up question (i.e. ensure it is recorded as a PO revision, without giving users the option).

When changes are made to processed POs, in most cases the POs should be re-printed or otherwise transmitted to the supplier to inform them of the change.

You can customize how Change Orders print with various settings in PO Processing Settings.

When you modify a processed PO, the changes will affect future transactions related to the PO but not past (already processed) transactions.

For example, if you modify the price or terms of payment on a PO, any future Invoices entered against the PO will default to the new price and terms, but Invoices that have already been processed (before the change order took place) will not be affected. If you need to adjust the past/related transactions, you can cancel and re-process those transactions.

However, you can configure the system to update the account coding on any open Receipts and Releases related to the PO when change orders are processed.  For details, see the setting "Codes to update on open receipts/releases..." in PO Processing Settings.

In addition to the Simple PO Modification Utility and the Advanced PO Modification Utility, there are a few other areas in SpendMap that you can make changes to processed POs that will NOT be considered as Change Orders. That is, these utilities will not increment revision numbering and track changes as outlined above.

These optional utilities include:

Set New Delivery Date/Re-promise

Close-out Obsolete Purchase Order Lines

Receive Individual Lines on a PO (when select to close PO and adjust quantity)