This deals specifically with Partially Received and does not take into account the statuses of Shipped or Partially Shipped.
Steps in the screenshots correspond to the numbers in the headings.
There may be several scenarios where the buyer may need to reduce the quantity on a Parts PO line to what has been already received. A perfect example for this is when the Supplier cannot fulfill the original order. In this case, the buyer can reduce the quantity to what has been previously received.
The buyer should NOT be able to reduce the qty to a value LESS THAN the qty already received. If the Part Need Qty on Back Order still exceeds the reduced PO line qty, the system will generate a new requisition for the remaining balance the next time refill to targets runs.
1. From the main menu, go to Inventory > Purchasing > Purchase Order.
2. Expand the red chevron.
3. Enter the PO number and hit enter or click the green magnifying glass.
4. The record loads.
5. Status in the header is Received Partial
6. EDI Workflow in the header is Vendor Accepted.
7. EDI Line Status is Changes accepted.
8. Status at the line level is Received Partial.
9. Click on the Receipts tab to see information about the quantity received.
10. Click on the hyperlink to go into the receipts detail.
11. You are taken into the Receiving document.
12. Breadcrumb back to the Purchase Order.
13. Make changes to the Quantity.
You cannot change the quantity to lower than what is previously received. If you do, you will receive an error.
In this scenario, you must follow the following steps:
13.1. Click OK to exit the message
13.2. Click Refresh
13.3. A confirmation message will ask if you want to save your changes. Click No.
14. The quantity will return to it's original number. You can only make a change between what has been received (in our example "5", and what was originally ordered "15".)
15. Change the quantity to 5.
16. Click Save in the header.
17. The part need quantity appears to go back to 15, but the changes are noted when you expand the red chevron in the line.
18. The line status is now in Proposed and EDI Line Line Status is Changes Requested.
19. Follow the normal change order process.
19.1. The Approval Status goes from Pending to Submitted and Save.
19.2. An Escalation kicks off which must be approved.
19.3. Post the PO.
20. If the vendor sends back confirmations, the PO goes to Repost Pending and Awaiting Vendor until confirmation is received back from the vendor. If not, it will automatically post.
21. Once the PO quantity matches the amount received, the PO will go to Received Full.
NOTE:
- You will not be able to enter a quantity less that what has already been received.
- You will not be able to enter a quantity more than what was previously ordered.
- You will not be able to make any changes other than quantity to the Received Partial line: (no price changes, no part ID changes, Location, etc.)
- You cannot make changes to the quantity on Received Partial lines that are not in a Vendor Accepted Status.
- You cannot make changed to to the quantity on any PO line with the EDI Status is Shipped, Repost Pending, or Received Full Status.
- An event will document the qty change
- EFP will update the line status to Received Full when the line qty is reduced and equal to the qty received
- EFP will leave the lines status to Received Partial if the line qty is reduced but not equal to the qty received (more are left to be received.
Applies to both EDI and Non-EDI POs
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