When to Use a Change Order in your Free Purchase Order Software

When you need to modify a Purchase Order after it has already been sent to your supplier, you would typically process a Change Order in SpendMap.

In order to communicate to the supplier that this is a modification to an existing order rather than a brand new order, SpendMap will print “Change Order” rather than “Purchase Order” at the top of the form.  You will also see a “revision number” that will increment each time the order is changed (e.g. PO #1000-1, 1000-2, etc.).

What about changes that don’t impact the supplier?

While it’s common to use a Change Order when making changes that will affect your supplier, such as a quantity or price change, there are times when you may not want to bother informing your supplier that an order changed.  For example, it might not make sense to notify your supplier in this way if you just need to change the account coding or other “internal” fields that are of no concern to your supplier.

So, if you’d like to modify a PO without processing a Change Order, without incrementing the PO revision number, etc., just answer [No] to the following prompt, which you will see when you click the [OK] button on the PO Header Screen to save your changes…

To learn more about what happens when you make changes to Purchase Orders that have already been processed, check out the following section of the Online Help in SpendMap…
– Purchasing (Main Module) > Purchase Orders > Modify a processed (About Change Orders)

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s