H. Change Order

Users with the Change Order permission can send updates to orders that were already submitted to the supplier if the supplier has provided a Change Order Email that has been verified by the System Administrator. Change Order information is also available in theReporter to create customized reports.

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Configuring Change Order (System Administrator)

The System Administrator can assign Change Order permissions based on Request Change or Direct Release. Request Change means the user will need to get approval prior to releasing the PO back to the supplier. The change order approval is calculated based on the entity's configured workflow library. Direct Release means the user can send the PO to the supplier directly after making the change. The System Administrator can also assign User Specific or Entity Wide privileges, which determine which orders the user can locate in search results.

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The types of Change Order edits are configured by the System Administrator in accordance to the financial system and business practices of the organization. 

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Change Order edits will send updates to the integrated financial system and/or the supplier based on the updated information. 

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Creating a Change Order

Select a transaction from the All Transactions screen that has been submitted to the supplier. Users can enter a PO or Transaction Number in the Search bar to locate orders that were not submitted by them if Entity Wide permissions were granted.

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The Change Order option will appear as an action button at the bottom of the order. Select Change Order. A pop-up window will prompt confirmation of Change Order creation.

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The order will be in an edit mode to allow the changes based on the entity’s configuration. Select Continue to confirm edits made to each section.

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After all edits are made, select Prepare CC or Release PO at the bottom of the order.

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If the Change Order did not require the supplier to be informed, the user will see the following pop-up.

 

 

If the Change Order does require the supplier to be informed, the user will be brought to an order review page to enter the credit card information/release PO. The Previous and New Values will be indicated to allow the Supplier to process the Change Order Request. Select Place Order to submit the Change Order. The user will be returned to the All Transactions screen.

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View Change Order History

Users can view Change Order History by selecting the order from All Transactions and clicking on the View icon.

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A pop-up window will appear with hyper links of each version of the Change order(s) along with the time the order was submitted and the user that submitted the Change Order. Select the hyperlink to view a copy of the order.

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Change Order - Approvals

In Add/Edit User, a Change Order user can be configured to Request Change. This configuration requires the user to submit change orders through the workflow process before the change order can be completed.
 

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Add/Edit User - Request Change setting

Once the edits have been made, the workflows will be calculated based on the current transaction details. If the change order results in a workflow bypass, then the change order can be completed without approval. Otherwise, the Approve/Manage users (including delegates) will be notified via email when a change order is routed for their approval.

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Workflow calculated for change order

Email Notification
Email notification for change order approval
 
In the Approve or Manage tab, a Change Order submenu will display along with a count of the number of active approvals. The list of transactions for Change Order approval will display similar to the existing display for transaction approval.

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Approve - Change Order submenu

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List of Approval transactions - Change Order
 
Within the transaction, the approver can approve, reject, or forward (if Approval Forward is enabled.) Transaction edits are not permitted. Additional transaction details, such as location, account, or item information, can be viewed by printing the Checkout Details report. The Change Order Details will display in a separate section.
 
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Approve Detail view - Change Order
 
Once all approvals are complete, the change order will be released to the supplier, if required, using the existing rules for transaction release (requester or approver.)

 

Change Order – Ability to add items

In Change Order Settings, an entity administrator can enable the ability to add items to a change order by selecting the Add Item checkbox.
 
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Change Order Settings - Add Item

If this setting is enabled, items can be added to an unsubmitted or rejected change order from the Shop tab using the steps below:
  1. Access the transaction and select the option to create a change order.
  2. Select the Shop tab.
  3. Select the supplier/catalog that corresponds to the transaction from Step 1 or select the Non-Catalog Items option and enter the same supplier from Step 1.
  4. Add all desired items to cart. If the transaction generated from a punchout that permits change orders, access the supplier website to select items.
  5. Click Checkout. A confirmation message will prompt you to update the change order. Select Yes.
  6. Return to the transaction. The newly added items will display beneath the existing items.
After the items are added, the user can continue with processing the change order.

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Change Order - Before adding items

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Confirmation message

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Change Order - After adding items

 

 

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