You can edit fields and notes on a PO line after it has been approved if you are authorized to do so. (For example, you can change bibliographic information, price, budget, or location.) In addition to editing fields and notes, you can also increase the net quantity of an approved PO line by adding new items, or increasing the quantity of existing items. (For example, you may need to order an extra copy of a book title.)
Your passkey determines the changes that you can make. The following table outlines the passkey features that affect this process and what changes each feature allows:
Passkey Feature |
Changes you can make |
Change ONLY PO Line Notes after PO Line Approval |
You can make changes to the Horizon Order Notes and Notes fields for an approved PO. |
Change PO Lines after PO Line Approval |
You can edit all PO line and distribution fields with the exception of these: removing a budget, deleting an item, and adding an item to a PO line. |
Add PO Line Item after PO Line Approval |
You can add new items and their distribution information to an approved PO line. You can also increase the quantity for an existing item. |
Effects
• | After you add an item to a PO line, but before you approve it, you can make any changes to the item, including removing it, without passkey security. |
• | If your passkey allows you to both approve PO lines and add items to an approved PO line, Horizon automatically approves the new item when you save the PO line. |
• | If your passkey allows you to add an item to an approved PO line, but doesn’t allow you to approve PO lines, you can save the new item, but an authorized staff member needs to approve the PO line manually. |
• | If you change the location for an approved item where drop shipping applies, after the PO has been printed or communicated electronically to the vendor, Horizon prompts you to tell the vendor about the change. |
• | Depending on the Spent Event setting for a PO line, some changes may cause Horizon to encumber and expend funds or reverse these actions. (For example, if you change the budget for a PO line where the spent event is set at “Statement Approval”, the PO line has been approved and invoiced, and the statement has also been approved, then Horizon unexpends funds from the old budget and expends funds from the new budget. (For more information, see Encumbrances and Expenditures.) |
Constraints
• | Horizon prevents you from making changes that are not consistent with the current status of the PO line. (For example, you cannot change the price if the PO line has already been invoiced and vouchered.) |
• | You can change the budget for an approved item, but you cannot remove the budget. |
• | Before you can do subsequent activities on the PO line (such as renewing, receiving, and invoicing an order, or recording back orders), all items for a PO line must be approved. If you try to do these activities when the PO line has both approved and unapproved items, Horizon displays various messages. (For more information on these messages, see Error Messages.) |
• | You cannot delete items from an approved PO line without first undoing any activities on the line, including the approval activity. (For more information see, Undoing an Approval for a PO Line.) |
To edit an approved PO line
1 | Open the purchase order that contains the line you want to change. |
2 | Choose the PO line you want to edit. |
Horizon displays the Edit PO Line window.
3 | Make the necessary changes to any fields and notes that you are authorized to change. (For detailed information about the fields and notes, see Edit PO Line Window.) |
4 | If you want to add an item, do one of these options: |
To add a new item |
To increase the quantity for an existing item |
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5 | Save your changes. |
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