Case Scenario

If Project Material or required Quantity is changed after Purchase Order is created for the sales order, user need to update on the sales order before update to related procurement process.

Case Example:

Project Material required for the project

Item No

Nature

AB01

Generic Item No. for Custom Made Wallpaper. 

AB02

Generic Item No. for Carpet / Rug

FB01

Generic Item No. for Booth Seat

Use “Extend Text” to record the specification
Spec to be different among order line.

GL04

Fixed Item.  GL04 for Grey Mirror only. 

Case Handling

1. Change material description or specification (the material is use generic item No.)

For example: Custom Made Wallpaper (AB01) change from Material named Fabric-Backed Vinyl-Surface Yellow Gold Geometrics to Fabric-Backed Vinyl-wallcovering, style 46880994

 Steps:

1Go to the Sales Order, Archive Document then update the description for the item line.
2

Go to the Purchase Order, Archive Document, update the description for Item line.

Remarks: User can select Order, Special Order Purchase Order Action to find the related PO no.  Please note, the related PO open from sales order is non-editable.

Alternatively, user can use the Project Code to find the related PO in Purchase Order List or Purchase Order Line List.

2. If change order Quantity for the material

For example: change order Qty for Rug from 10 SM to 15 SM

*Remarks: Quantity is not allowed to change if related PO is linked to the sales order line.  In this case, user need to delete the related PO line before update the Quantity in SO

 Steps:

1Go to the Purchase Order,

    • Archive Document then Reopen the order if the status is Released.
    • Select the order line for it need to change the qty. then delete the line

To delete line, select line, click   button then choose Delete Line or select Manage, Delete line in action bar.

2Go to the Sales Order

  • Archive Document, then Reopen the order if status is Released.
  • Change the Quantity.
  • Release Sales order if revision is completed
3

Go to the Purchase Order gain, select Actions, Functions, Special Order, Get Sales Order action


  • System prompts the list for Sales Order it matched with below criteria.
    • SO Sell to Customer = PO Ship-To Customer &
    • SO Line Purchasing Code = Material and the Item – Vendor = PO Vendor
    • User can select Card action to preview the Sales Order if needs.
  • Select the SO then click OK, system will get the line from SO to PO
4

Sales Order line added to the PO with updated Qty for the material. User need to input or check the Direct Unit Cost and Expected Receipt Date for the order line.

5Release the PO when the update is finalized.


3. Change material (Different Item No)

For example: Change GL04 Grey Mirror to GL05 Black Mirror

 Steps:

1Go to the Purchase Order

  • Archive Document then Reopen the order if the status is Released.
  • Select the order line for GL04 it order for the SO, then delete the line
2Go to the Sales Order

  • Archive Document, then Reopen the order if status is Released.
  • Change the item no, from GL04 to GL05.
  • Description, Qty, Unit of Measure, Qty, Price, Location, Purchasing Code for the order line to be reset by system. Enter the appropriate value after change.
  • Release Sales Order when revision is completed
3Go to the Purchase Order gain, select Actions, Functions, Special Order, Get Sales Order action
4System prompts the list for Sales Order it matched with the criteria.

  • Select the order then click OK to get the SO line into PO
  • Sales Order line added to the PO with updated Qty for the material. User need to input or check the Direct Unit Cost and Expected Receipt Date for the order line.
5

Release the PO when the update is finalized.

3. Add new material.

 Scenario 1 – the new added project material to be add to existing PO.

 Steps:

  1. Go to the Sales Order, Archive Document then add new line for the new project material.
  2. Go to the Purchase Order, Archive Document, use get Special Order line function to add the new line.

 

Scenario 2 – the new added project material to be use new PO.

Steps:

  1. Go to the Sales Order, Archive Document then add new line for the new project material.
  2. Go to the Requisition Worksheet, Select Special Order, get line from Sales Order then select Carry out action message for create PO.