Creating and revising purchase orders

Create and revise purchase orders. The purchase order creation process has several steps. First, create the purchase order header and then add line items for parts and services. At this stage, you can also adjust part charges, associate clauses, create work orders and activities from service lines, and associate assets for parts tracked by asset. Next, change the status to Ready for printing to print the purchase order for approval. Finally, approve the purchase order and send it to the supplier. To change the status of a purchase order, specify a new status on the Record View page of the Purchase Orders form. See the following descriptions when changing the status:
  • Unfinished

    The purchase order is at the creation stage. Create the purchase order header and add parts.

  • Ready for printing

    The purchase order is ready for approval/printing.

  • Cancelled

    The purchase order is cancelled.

  • Approved/completed

    The purchase order is approved and ready to be sent to a supplier.

Note:  When you approve a purchase order containing lines with repairable spare parts of Type External Repair, the system moves the Requested Qty. (UOM) of the part from the Qty. for Repair to the Qty. at Supplier on the Stores page of the Parts form. If the is part tracked by asset, the system changes the status of the asset associated with the part to In Repair. If the asset is a parent in an asset hierarchy, the system changes the status of any dependent child assets to In Repair.

If you cancel a purchase order containing lines with repairable spare parts of Type External Repair, the system gives you the option to cancel the requisition. If you select to also cancel the requisition, the system deletes the repair detail assignments for the part, and if the parts have been moved from Qty. to Repair to Qty at Supplier, the system moves the parts back to the Qty. for Repair.