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. The vendor can request changes for multiple reasons, but for this document we will look at a vendor back order.
Without expanding the chevron, you can see the EDI Line Status on the part line, right after "status".
This information 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.
Whenever a backorder is requested, you will see info in the back order quantity and New Promised by Date fields. If the site is OK with the back order, the buyer just changes the Customer Promised Date to the new back-order date. If not, can copy (partial or complete) to a new PO.
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 PO that has a line with a suggested backorder.
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, Lines 1-3 were accepted, and Line 4 has 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 Line 4.
7. Expand the red chevron before line 4. (Select F11 to expand the parts section)
8. Go to the Changes Received Section.
9. In this example, the Vendor can fulfill 5 by 7/5, and needs to back-order 4. The new Customer Promised by Date for the four on back-order is 7/10.
Anytime there is a back-order, you will always see a back-order quantity and a new promised date.
10. 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.
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.
If you don't want to accept the backorder, you have the option of either partial copy or complete copy. 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.
11. Once you have saved the new date, the EDI Line Status for Line 4 goes to Changes Processed.
12. Note that the PO header status is in Change Order, so from here you just follow the normal Change Order Posting Process.
13. EDI Workflow in the PO header is Changes Processed.
14. Change the Approval Status from Pending to Submitted.
15. Click SAVE in the header.
16. Click on the Escalations tab.
17. Change the Approval Status in the Escalation from Pending to Approved and Save.
18. Click Post in the Header.
19. Click on the Events tab.
20. Depending on the settings for the vendor, you may have to wait to see the 860 information populate.
21. As a final step, the PO will Post in SAP.
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