Creating a Buyer Initiated Change Order


This demonstration shows a buyer initiating a change on a purchase order to update the terms.


Steps:

  1. Navigate to the Manage Orders page.

     

    Click the Manage Orders link.

    Step 1

  2. In the search region of the Manage Orders page select the Open status.

    Step 2

  3. Click the Search button.

    Step 3

  4. Select the purchase order to edit by clicking in it's row of the table. You could also click the purchase order number link which would display the details of the order before you then selected an edit action.

    Step 4

  5. Click the Edit icon to begin the change order process.

    Step 5

  6. A change order is created on the document if the state of the document allows it.

     

    Click the Yes button.

    Step 6

  7. A change order is a copy of the purchasing document being changed. It enables all of the relevant parties to propose changes on the document by indicating their desired changes to the current version of the document including cancellation of the document.

     

    It is worth noting that the current version is preserved and used as the source of truth for all downstream activities like receipts, invoices, or sourcing against an agreement until the change order processing is complete. It is only after approval, acceptance, and validation of the change order that it gets applied to create a new version of the purchasing document.

    Step 7

  8. Note that Buyer is the initiating party of this change order.

     

    A change order on an purchase order can be initiated by a supplier, a buyer, or a requester.

    Step 8

  9. We have decided to ship using a faster carrier than usual.

     

    Enter the desired carrier into the field. Enter "DHL".

    Step 9

  10. We have already contacted this supplier regarding our need to have this item shipped more quickly. So when this change order is transmited to the supplier we want them to know that it is just confirming that communication.

     

    Click the Confirming order option.

    Step 10

  11. A robust rules driven approval engine enables organizations to customize their approval routing. This can be based on various seeded attributes of the purchase order.

     

    Click the Submit button.

    Step 11

  12. We forgot to enter a required field as indicated by the asterisks to the left of the field name. We must enter a description.

     

    Enter the desired information into the * Description field. Enter "Expedite office equipment".

    Step 12

  13. We provided the missing information and are now ready to submit our change order for approval.

     

    Click the Submit button.

    Step 13

This completes the demonstration of the creation of a buyer initiated change order.

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