Purchase Order Changes

Buyers change an open purchase order after the supplier confirms a new quantity, price, delivery date, destination, or other term. Check what has already been received or billed before editing. Changing the order in Versa does not record that the supplier agreed.

Before you change the order

With Purchasing access, open Purchasing > Purchase Orders > View Open Orders or View All. Select the order and Edit when available. Check supplier, facility, currency, lines, receipts, and bills. Confirm revised terms and any required approval with the supplier and buyer.

Update and confirm the order

1. Record the original and agreed values so receiving and accounts payable can understand the change.
2. For header fields, use Show All Fields when needed and select Update Order Header.
3. For line fields, select the pencil icon, make the change, then select Update. Delivery dates are on lines, not the header.
4. Reopen the order and confirm quantity, cost, line date, and destination.
5. Send the revised order or confirmation with its Email action or your approved method. Tell receiving about timing or quantity changes and accounts payable about cost changes. Compare later receipts and bills with the revision.

If you can't save or don't see Edit

• Line change rejected: Check linked receipts. A quantity below what was received or a different product on a received line fails validation.
• Edit missing: Check your permission, an approval lock, or the archived-order edit setting.

Resolve a receipt or bill mismatch with the supplier instead of changing a posted record merely to make it match. Keep the supplier's acceptance with the order.