Overview
The purpose of this tab is to enable the user to see the various revisions to the Purchase Order header and, specifically, to see the values for Ship Via Type, Terms, Freight on Board, Carrier, Freight Terms and Vendor’s Sales Order by Revision.
IMPORTANT The tab only appears when there is a revision to the original PO header.
Navigation
Purchase Order Header > New Purchase Order Header > Advanced section > Revisions tab
Fields
Current Internal Revision Number: The current revision of this PO.
- This field is not enabled for user input.
- When a PO is entered, this is initialized to 1.
- The Revision Number is incremented on every revision set.
A revision set is when either of the following occurs:
- Assuming that there are no active revisions (a revision is considered ‘active’ until it has been submitted to the vendor) at either the PO HEADER or PO LINES level, on the first PO Header change the PO Revision Number of Current Header Revisions field is incremented by 1.
- A PO Line is added, changed or deleted, causing the Number of Line Revisions field to be incremented by 1.
In either case, a red button labeled ‘Submit Change to Vendor’ will appear on the top row of the header when the changes are saved.
Number of Revisions at Release Status: This is the total number of revisions on all PO Lines whose Status is Released.
- This field is not enabled for user input and is calculated by the system.
- After the initial submission of the PO to the vendor, each time a line is added, changed or deleted AND the change is submitted to the vendor, this field is incremented by 1
- If several changes are made prior to submission to the vendor, the field is incremented by 1 when the changes are submitted.
Vendor Revision: This is the last revision number that was sent to the vendor.
- This field is not enabled for user input.
- When the Purchase Order Header is created, the Vendor Revision is initialized to zero
- When the user clicks on the ‘Submit Purchase Order to Vendor’ button for the first time, this field value remains at zero because, by definition, there is no vendor revision.
- Each time a Change Order is sent to the Vendor – which happens when the user clicks on the ‘Submit Change to Vendor’ Button, this field value is incremented by 1.
- Any revisions created after the original Purchase Order is sent to the vendor and after the revisions are fully approved, can be grouped and sent to the vendor on a single revision.
NOTE Technical system explanation as to how these fields are related. If the field ‘Last Approved internal Revision' has a value greater than the 'Last Approved Revision sent to the Vendor' and when the user clicks on the ‘Submit Change Order to Vendor’ button:
- The Vendor’s’ Revision is incremented by 1.
- A separate record is created called the ‘PO Vendor Revision Record’.
- A Line Revision Record is updated as well.
- Line Revision includes a VENDOR REVISION field. For every PO LINE REV record whose PO LINE REV STATUS is ‘Implemented’ or ‘Released’ and whose Vendor Revision field is null, the Vendor Revision field is updated with this PO Header Vendor Revision field value.
- Likewise, for every PO Header REV record where the PO Header Revision VENDOR REVISION value is null, the PO Header Revision VENDOR REVISION value will be updated, the PO Header Revision STATUS field will be changed from ‘Released’ to ‘Implemented’ and the Current Internal Revision Number will be reset to zero, so that future revision sets can be tracked in a similar manner.
NOTE The ‘Submit Purchase Order to Vendor’ button and the ‘Submit Change Order to Vendor’ button are similar. The ‘Submit Change Order to a Vendor’ is visible only after the PO has been initially submitted to the Vendor and a change has been made to the PO, header or lines. Revision: This is a drop down where the user can select a PO Header Revision record
- When selected, it will display the values for Ship Via Type, Terms, Freight on Board, Carrier, Freight Terms and Vendor’s Sales Order Number that has been set for that given revision (see Terms Tab).
Number of Header Revisions: This is the number of Header Revisions Currently in Process; the number of PO Header REV records whose PO Header REV is ‘Released’.
- This field is not enabled for user input.
- Since there can only be one, the value of this field will always be one or zero.
Last Approved Internal Revision: This is the last internally approved revision.
- This field is not enabled for user input.
- When creating the Purchase Order Header, this is initialized to zero.
- It is set to the Current Internal Revision Number (see above) when all revisions have been approved.
Last Approved Revision Sent to Vendor: This is the Last Approved Internal Revision Sent to the Vendor.
- This field is not enabled for user input.
- This is not the revision that the vendor sees; the vendor sees the ‘vendor revision’.
- This field value is set to the PO Header Approved Revision when the Vendor is either emailed/sent a Purchase Order or a change order.
SEE ALSO
Purchase Order Overview
Purchase Order Advanced Information
Purchase Order Line Revisions Button
Purchase Order Line Revisions
Purchase Order Revisions
Multiple Purchase Order Line Changes
