Many firms want to track the revisions of their Purchase Order lines – whether buyer or vendor initiated. In order to track revisions, the original Purchase Order line information is set on an initial Purchase Order Revision Detail record.
For each Purchase Order line that is added or (in most cases) changed, a Purchase Order revision detail record is created. If a Purchase Order has been submitted to the Vendor, and if the user then ‘deletes’ the Purchase Order Line, it is not actually deleted. Rather, a Purchase Order Revision detail record is created indicating that the Purchase Order line is no longer active.
The detail carried on the Purchase Order revision record is necessary for someone that really wants to keep track of revisions – but by the same token, for the simplistic PO process, this can be a ‘behind the scenes’ record.
When a Purchase Order line is added, this first revision record contains the original quantity, price, and date.
The first revision record is stamped with a sequence number of 1 and the following Revision fields are set accordingly:
The Mode is set to Added
The Status is set to Released
The Revision number is set to the Purchase Order Header’s Internal Revision number.
NOTE
Any time the buyer wants to indicate that they are going to make a number of Purchase Order revisions – whether header and/or line – the Purchase Order header’s internal revision number is incremented by 1
The Amount (total price) of PO line is recorded on the revision (i.e. qty. * price)
The field on the PO Line labeled ‘Unapproved Amount’ is set.
NOTE
When the Purchase Order is approved, these “Unapproved Amounts’ become ‘Approved’.
The Unapproved Amount is added to the Purchase Order Header’s Amount Unapproved, as well as the Total Amount of the Purchase Order.
When a Purchase Order line is changed after the Purchase Order has been sent to the vendor, another revision record is added and the revision sequence number is stamped with a sequence number of 1+ the prior revision number created for this line. The following Revision fields are set accordingly:
The Mode is set to Changed
The Status is set to Released
The Revision number is set to the Purchase Order Header’s Internal Revision number.
The updated amount (total cost) of the PO line is recorded on the revision (i.e. new qty. * new price)
The amount ‘Unapproved Amount’ is set to the difference between the previous price and the new price times the Qty.
The Total Amount of the Purchase Order is updated.
Purchase Order line delete BEFORE the Purchase Order has been sent to the vendor: the Purchase Order line (and its revision record) are simply deleted. This action does not require a revision.
Purchase Order line change AFTER the Purchase Order has been sent to the vendor: a new revision record is added and the revision sequence number is stamped with a sequence number of 1+ the prior revision number created for this line.
The following Revision fields are set accordingly:
The Mode is set to Delete.
The Status is set to Released.
The Revision number is set to the Purchase Order Header’s Internal Revision number.
The updated amount of PO line is recorded on the revision (which is now zero).
The ‘Unapproved Amount’ is set to the difference between the previous price and the new price times the Qty.
The Total Amount of the Purchase Order is updated.
If the user has submitted the Purchase Order to the vendor and it then becomes necessary to delete a Purchase Order line, the user must do a ‘Close Short’ transaction (by checking the Close Short Indicator on the Dates & Indicators tab of the Revision pop-up window).
NOTE Purchase Order lines cannot be deleted after they have been sent to the vendor.
