9.2 Creating a Change Order to a Purchase Order

Purpose:  Use this document as a reference for creating a change order to a PO in ctcLink.

Audience:  Purchasing Staff

You must have at least one of these local college managed security roles:

  • ZD Accounts Payable Inquiry
  • ZD Purchasing Inquiry
  • ZZ Purchase Order Entry
  • ZZ Purchasing Approval

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

Creating a Change Order to a PO

Navigation: Purchasing > Purchase Orders > Add/Update POs

  1. The Purchase Order search page displays.  Select the Find an Existing Value tab.
    1. If it didn’t default, enter the business unit in the Business Unit field.
    2. Use the PO Status drop-down menu to select the Dispatched option.
    3. Select Search to generate the list of dispatched POs
    4. Select the PO that you wish to change.
Find an Exiting Value tab
  1. The Purchase Order page displays.  Select the Change Order button.

Note: The fields that trigger change order generation become available for entry.

Purchase Order page
  1. On the Maintain Purchase Order page update the Buyer in the Buyer field (if required).  A message box  displays.  Read the message, then select OK to acknowledge the message.
Changing Buyer message box 1
  1. A second message box displays.  Read the message, then select OK to acknowledge the message.
Changing Buyer message box 2
  1. The updated Purchase Order page displays.  If necessary, update the PO Qty and/or Price fields.
  2. Select Save.
Purchase Order page Lines section
  1. A message box displays.  Read the message, then select OK to acknowledge the message.
Message
  1. The Reason Code page displays.  Complete the following:
    1. Enter or select the reason in the Reason Code field for the PO change order.
    2. Select the OK button.
Reason Code Page
  1. The Schedules page displays.  Select the Return to Main Page link.
Schedules page
  1. View the Change Order number under the PO ID number in the top left corner of the Maintain Purchase Order page.
Purchase Order page
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

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