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 but for this document we will look at a quantity change: 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.
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.
1. The PO Header Status is Post Pending.
2. Once the 855 is sent back from the vendor, the Acknowledgment Date populates in the lower right column of the header.
3. At that point, 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 has changes and Line 2 is rejected. The buyer needs to do something with both of these lines.
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.
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 1.
8. Expand the red chevron before Line 1.
9. In this case, the Vendor has notified you that they cannot fulfill the quantity of twenty, they only have 10.
10. Assuming that the Buyer wants to purchase the 10 that are 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 20 @ $2.00 and the vendor sent back a change of 10 @ $2.05, if the buyer does a Partial Copy, the 860 will go to the original vendor accepting a quantity of 10 @ $2.05 -- NOT the original $2.00 as originally sent in the 850.
11. Now that both the Partial Copy Checkbox for Line 1 and the Complete Copy Checkbox for Line 2 are selected, you must hit the Copy button and then SAVE (or use the CTRL + S shortcut).
12. A confirmation message asks if you want to Save the Changed Data First?
13. Click YES.
14. 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.
15. The Quantity on Line 1 is now updated to 10. The EDI Line Status goes to Changes Processed.
16. The status of all lines is "Proposed" which allows the Buyer to proceed with the normal Change Order Posting Process.
17. Note that the PO header status is in Change Order.
18. EDI Workflow in the PO header is Changes Processed.
19. Change the Approval Status from Pending to Submitted.
20. Click SAVE in the header.
21. Click on the Escalations tab.
22. Change the Approval Status in the Escalation from Pending to Approved and Save.
23. Click Post in the Header.
24. Click on the Events tab.
25. An 860 has been sent to the Vendor showing how we are handling the changes.
26. As a final step, the PO will Post in SAP.
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