Steps in the screenshots correspond to the numbers in the headings.
Vendors will be able to either accept, reject or suggest changes to the original 850 Purchase order. If they send back changes, the information is stored at the line level. This allows the buyer the ability make changes to the order or even to cancel the line. All of the new fields are Display only, and are visible on both the Parts and the SUMMARY tabs.
Without expanding the chevron, you can see the EDI Line Status on the part line, right after "status".
Once you expand the line on a PO, you can see that there is an entire new section that deals with Changes. This information is pre-populated by the EDI Process.
The vendor can request changes for any of the following reasons:
Quantity: If accepting the quantity change, the Buyer can use the Partial Copy function. If not, s/he can Complete Copy to move the full quantity of the line to a new PO.
Anytime Partial Copy is used, all suggested changes will be accepted at the time of the copy.
Price: If accepting the price change, the Buyer must change to the new price. If not, s/he can Complete Copy.
Customer Promise Date: If accepting, the Buyer must change the Customer Promised Date. If there are additional changes, they will auto post. If not accepting, s/he can complete copy to a new PO.
Back-Order: Back-order quantity and New Promised by Date fields are populated. If accepting, buyer must change the Customer Promised Date. If not, can copy (partial or complete) to a new PO.
If there is a back-order requested, both the date and the quantity will be changed.
Item Substitution (Replacement Part): We do not accept item substitutions. The buyer must do a Complete Copy.
If this is a multiple line PO, there can be different changes to each line. It is also possible to have a combination of accepted, rejected, and changed lines on a multiple line PO.
Let's look at a multiple line PO and how to address various scenarios:
1. The PO Header Status is Post Pending.
2. The Acknowledgment Date populates in the lower right column of the header once the 855 is received.
3. As soon as the 855 is received and the need for changes are logged, the EDI Workflow Status in the header updates from Awaiting Vendor to Awaiting Changes.
4. The EDI Status at the line level goes to Awaiting Changes as well.
5. In our example, Line 1 was accepted, Line 2 rejected, and Lines 3 and 4 have changes that are waiting to be processed.
6. By clicking on the Events tab, you will see the date and time the 855 was received from the Vendor and changes are being requested.
The Buyer must deal with the changes for any line that is in a Vendor Rejected or Awaiting Changes Status. In our example, that means the Buyer must address Lines 2, 3, & 4.
Line 1 has a Vendor Accepted EDI Line Status, so nothing more has to happen with that line.
7. Line 2 has a Vendor Rejected EDI Line Status, so the only option is completely copy that line to another PO.
- You can click the Complete Copy box on Line 2 to start the process, but don't click the COPY button yet.
- To be the most efficient, you may want to do all your copying at once, so you will want to check to see what changes were requested on Lines 3 and 4.
8. Expand the red chevron before Line 3.
9. In this case, the Vendor has notified you that they cannot fulfill the quantity of two, they only have one.
10. Assuming that the Buyer wants to purchase the one that is available, s/he would do a "Partial Copy". (Click the Partial Copy checkbox and when all lines have been reviewed, click the COPY button.) During the "Partial Copy" transactions, if there are other changes proposed by the Vendor, the process will auto accept to the rest of the fields.
This means that if originally we requested a quantity of 2 @ $250.00, and the vendor sent back a change of 1 @ $260.00, if the buyer does a Partial Copy, the 860 will go to the original vendor accepting a quantity of 1 @ $260 -- NOT the original $250 as originally sent in the 850.
11. Expand the red chevron before line 4.
12. Go to the Changes Received Section.
13. In this example, the Vendor can fulfill 4 by 6/5, and needs to back-order 4. The new Customer Promised by Date for the four on back-order is 6/10.
Anytime there is a back-order, you will always see a back-order quantity and a new promised date.
14. If you want to accept the back-order, you must change the Promised By Date to the new back-order date and click SAVE in the header or CNTL+ S or SAVE in the header.
If the part need is tied to a Work Order/Task, the new (back-order) will be the Customer Promised by Date that is displayed in the Portal.
15. Once you have saved the new date, the EDI Line Status for Line 4 goes to Changes Processed.
16. You still need to finish the Copy function for Lines 2 and 3, so click the COPY button above the Line Section.
We could have done these individually in Steps 7 and 10, but that would have generated two separate Purchase Orders.
17. In the lower right corner of the screen, two confirmation messages appear. One tells you that the transaction has processed correctly, and one tells you the new PO that contains the copied lines.
Please Note: If this PO was using an Alternate Address instead of the default, the Alternate Address will be copied over to the new PO. This will ensure that the product is shipped to the proper plant/warehouse location.
18. Line 2 is now Canceled.
19. The Quantity on Line 3 is now updated to "1" and the EDI Line Status goes to Changes Processed.
20. The status of all lines is "Proposed" which allows the Buyer to proceed with the normal Change Order Posting Process.
21. Note that the PO header status is in Change Order.
22. EDI Workflow in the PO header is Changes Processed.
23. Change the Approval Status from Pending to Submitted.
24. Click SAVE in the header.
25. Click on the Escalations tab.
26. Change the Approval Status in the Escalation from Pending to Approved and Save.
27. Click Post in the Header.
28. Click on the Events tab.
29. An 860 has been sent to the Vendor showing how we are handling the changes.
30. As a final step, the PO will Post in SAP.
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