Steps in the screenshots correspond to the numbers in the headings.
There are many reasons why the vendor may not be able to fulfill the original amount ordered after sending back a Vendor Acceptance on a PO. The Buyer can now go in and adjust the quantity of the PO, even if it is in a Received Partial Status or if the EDI workflow is in the Shipped or Partially Shipped Status. (This is true even if there is a parked invoice in SAP for the transaction.) Here is what that looks like:
1. Buyer posts the PO with the original quantity of 24. An 850 is transmitted to the Vendor.
2. As this is an EDI PO, the status goes to Post Pending in the Header and the line level.
3. The EDI Workflow goes to Awaiting Vendor in the Header and Post Pending at the line level.
4. The Vendor believes they have all the quantity available so they send back an 855 accepting all. Here is what that document would look like in the SPS Fulfillment Center.
5. The status goes to Posted in the Header and at the line level.
6. The EDI Workflow goes to Vendor Accepted in the Header and at the line level.
7. The Acknowledgment Date in the Header is filled in with the date the 855 is received
For the sake of our example, the vendor goes to ship the order and finds that instead of 24, they only have 12.
8. An ASN (856) is sent from the vendor with a quantity of 12.
The screenshot shows what it looks like in the SPS Fulfillment Center.
9. The EDI Workflow on the PO is updated in EFP to Partially Shipped.
10. Clicking on the shipping tab will show you all the details of the shipping info.
The site now receives the quantity of 12.
11. The quantity on the receiving record will still default to 24 (the original PO Quantity), but the packing slip etc will show that the site only received 12.
12. The status now goes to Received Partial in the Header and at the line level.
For the purpose of this document, lets say that you find out that site does not need the remaining quantity.
13. As of 3/24/2020, the buyer can reduce the quantity of a PO in a Received Partial Status. In this case, we are going to change the quantity from 24 to 12.
The amount cannot be LESS THAN what was received.
The amount cannot be GREATER THAN what was originally ordered.
14. Depending on how the Vendor is set up (whether or not they process changes through EDI), you may receive a notification at the bottom of the screen.
Either way, you should contact the vendor before making the change.
15. Click Save.
16. This kicks off the Change Order Process.
17. Approve the PO as usual.
18. The PO goes from Received Partial to Received Full.
19. As a final step, check the Event Tab to make sure that everything integrated to SAP successfully.
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