Editing Purchase Orders

You can make any changes you want to a purchase order before it is communicated to the vendor, including adding lines, deleting lines, and changing distribution information. Once you approve and communicate the purchase order to the vendor (by printing it or creating an electronic order for it), you should generally not make changes to it, except to cancel unfilled or damaged items. This ensures that the purchase order in Horizon matches the one received by the vendor. Also, the purchase order is a form of a contract that generally commits the library to pay for items ordered.

After you print a purchase order or create an electronic order for it, Horizon lets you add lines or quantities to existing lines; however, Horizon does not let you delete lines—unless you first undo the purchase order. (For example, you might need to add lines or quantities if the vendor sends you a free item, along with the order.)

This chart summarizes your options for changing a purchase order line once you have approved it.

Table 4-1: Editing a Purchase Order That Has Been Approved

Proposed Change

Options

Add lines or additional quantities to existing lines.

Horizon lets you add lines or quantities and print another negotiable order on any one of these conditions:

If the order is not yet approved.
If you undo its PO line approval. (For more information on undoing a PO line approval, see Undoing an Approval for a PO Line.)
If your passkey lets you add lines or quantities. (For more information, see Editing an Approved PO Line.)

However, if you have already sent the original order and the vendor is not aware of the new items, you will need to notify the vendor. A better option might be to create a new purchase order that contains the additional items you want.

Delete lines or individual quantities from a line.

You cannot delete lines or quantities (unless you first undo the the purchase order and then undo the PO line approval).

If the purchase order has not been sent to the vendor, you may want undo the PO line approval, undo the purchase order, delete the lines or quantities you do not want, and then reorder the purchase order. (For more information about undoing a PO line approval, see Undoing an Approval for a PO Line. For more information about undoing a purchase order, see Undoing a Purchase Order)

If you have already sent the purchase order to the vendor, you should cancel the items instead.

For more information, Canceling Items

Change distribution information.

You can change the location, shipping address, or budget assigned to an item in the Distribution group on any of these conditions:

If the order is not yet approved.
If you undo its PO line approval. (For more information on undoing a PO line approval, see Undoing an Approval for a PO Line.)
If your passkey lets you change information. (For more information, see Editing an Approved PO Line.)

However, changing the location or shipping address will cause the purchase order in Horizon to not match with the one you sent to the vendor.

This section explains these topics:

 


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