Overview
Revisions to the Purchase Order Header can be initiated by either the buyer or the vendor. Rootstock maintains the changes (Revisions) via Revision numbers, allowing the user to work backward from the current revision to see changes to the PO.
Purchase Order header fields that are tracked by Revision include:
The Ship Via Type
- Carrier
- Terms
- FOB
- Freight Terms
- The Vendor’s Sales Order Number
- The Vendor Contact
- The Vendor’s Agreement Number
When a Purchase Order Change Order is submitted to the vendor, this field is set back to zero. The number of header revisions
A counter on the PO Header indicates the number of times that a Purchase Order Header Record is revised in this manner without those changes being submitted to the vendor. This is the ‘Number of Current Header Revisions’ field on the Purchase Order Header record. Each time the Header is revised and the PO is ‘saved’, this field is incremented by 1.
If the Purchase Order has already been sent to the vendor, any subsequent updates to these fields on the PO Header will trigger the creation of a new Purchase Order Revision Record including those changes.
Prior to sending the Purchase Order to the vendor, if there are changes to any of these fields, the system will update the fields on the original Purchase Order Header Revision record.
When a Purchase Order header is created, a Purchase Order Header Revision Record is also created. The Revision Record will provide a full audit trail for vendor-buyer communications for changes made to any of these fields, throughout the life of the Purchase Order. are tracked within a set of revisions that will be grouped and sent to the vendor. (Likewise, there is a similar field on the Purchase Order Header for the Number of Current Line Revisions).
While the Purchase Order is being revised, the Purchase Order Revision Status field is set to the Released Status.
When the Purchase Order Revisions (both Header and Lines) are completed and sent to the Vendor, the status on the Purchase Order Revision record is set to ‘Implemented’.
The Current Internal Revision Number on the Purchase Order Header tracks the number of times the Purchase Order has been revised. In addition, the Vendor Revision Field keeps track of the number of times a Change Order has been sent to the Vendor.
The actual ‘Send the Change Order to the Vendor’ action increments the Vendor Revision and sets the Purchase Order Header Revision Status to Implemented.
IMPORTANT There can never be more than one Revision record for a given Purchase Order whose PO Header Revision Status field is ‘Released’. The status gets updated to ‘Implemented’ when the PO Header Revision VENDOR REVISION field gets updated.
For any revision to either the PO Header or the PO Line, the ‘PO Header Number of Current Header Revisions’ field or the ‘PO Header Number of Current Line Revisions’ field is incremented. The very first time either one of these fields is incremented to 1, the Purchase Order Current Internal Revision field is incremented.
When the Purchase Order is submitted to the Vendor, the:
- Purchase Order Revision Header Status and Purchase Order Revision Line(s) Status is/are set to Implemented
- The Vendor Revision Field on the Purchase Order Header is Incremented by 1 (thereby allowing both vendor and buyer to have a common tracking number for revisions)
- Both the Current Header Revisions field and the Current Line Revisions field are set back to zero, making the Purchase Order Header (and Purchase Order Lines) ready for the next set of revisions.
NOTE The Current Revision field is always referring to revisions since the last time the Vendor was notified.- PO PRINT HEADER record and a PO PRINT LINE record are created each time the system updates the Purchase Order Header Vendor Revision value. (Purchase Order Prints are derived from these two Print Line records).
The PO Line Address Sequence Number tracks changes to address overrides on the
These are easily communicated because the Purchase Order Header Address records contain a Sequence Number field and the PO Header Revision records have a PO Header Revision MAIL-TO SEQ NO field, the PO Header REV BILL-TO SEQ NO field, and the PO Header REV SHIP-TO SEQ NO field.
If any of these fields have a value other than null, a corresponding PO Header ADDR record change (or addition) has occurred.
In another category are those fields that are not on the POHDR REVISION record, but need to be communicated to the vendor (like the PO, AP, and Ship To Addresses). po lines. If a PO LINE address is added or changed, the PO LINE ADDRESS record is added and the following occurs:
- The PO LINE SHIP TO ADDR SEQ NO is set to the PO LINE ADDR SEQ NO of the PO LINE ADDR just entered.
- The PO LINE REV_ SHIP TO SEQ NO field is set to the PO LINE ADDR SEQ NO field of the PO LINE ADDR just added.
SEE ALSO
Purchase Order Overview
Revisions Tab
Purchase Order Line Revisions Button
Purchase Order Line Revisions Info
