Creating Purchase Order Change Orders

This chapter provides an overview of the purchase order change order business process and discusses how to:

• Set up purchase order change order templates.

• Identify purchase order change order fields.

• Review processing rules for the Change Purchase Order process (PO_POCHNG).

• Generate purchase order change orders online.

• Load change orders received using electronic data exchanges (EDXs) or supplier-facing online acknowledgements (PeopleSoft eSupplier Connection).

• Subscribe to the Purchase Order and Purchase Order Change Order Acknowledgement enterprise integration point (EIP).

• Review and approve change order requests.

• Create change orders from approved change requests.

• Purge change request tables.

• View change order history.

Understanding the Purchase Order Change Order Business Process

When you update a purchase order that has been dispatched, you create or append to a change order. With PeopleSoft Purchasing, you can create change orders online using the purchase order pages, or you can load and process change requests using the Change Load Application Engine process (PO_CHNGLOAD) and Change Purchase Order Application Engine process.

The Change Load process loads data from the PO_HDR_EC, PO_LINE_EC, and PO_LINE_SHIP_EC tables. These tables store vendor acknowledgements that arrived into the system using EDX or supplier-facing online acknowledgements. These acknowledgements may contain information that requires you to change the purchase orders.

Based on the Change Map template, the Change Load process compares staged source record fields and field values (PO_HDR_EC, PO_LINE_EC, PO_LINE_SHIP_EC) with target system record fields and field values (PO_HDR, PO_LINE, PO_LINE_SHIP). If a difference exists, the Change Load process creates change requests (CHNG_RSQT, CHNG_RQST_DTL).

Based on the purchase order change order template, the Change Purchase Order process creates the necessary change orders from these change request tables. The Change Purchase Order process takes the change order information and creates change history records (PO_CHNG_HDR, PO_CHNG_LINE, PO_CHNG_SHIP) and updates target system records with the changes.

Note. Backorders entered through the supplier-facing online acknowledgements are also processed through the Change Load and Change Purchase Order processes.

Note. The Purchase Order Change Order business process updates most changed values on the purchase order, regardless of whether the fields exist on the purchase order change order template. The purchase order change order template determines fields that are tracked and recorded in change order history records, and does not determine the fields that can actually be changed on the purchase order. If you are using the vendor rebate functionality, changing the Rebate ID field on the purchase order will not create a change order.

Note. Batch changes to non-dispatched purchase orders are stored in the change request tables. These requests are used by the Change Purchase Order process to update original purchase orders. However, these changes, as well as changes made directly to non-dispatched purchase orders, are not stored in the change order tables and the change order batch number on the purchase order header is not incremented by 1.

Change requests can come from a variety of sources. If the change request is from a phone call, the best way to make the change is through the online purchase order pages. If the request is from another source, you can make the change online or run a batch process.

Note. If the installation includes PeopleSoft eSupplier Connection, the suppliers can enter their own purchase order acknowledgement (POA) changes directly into the PeopleSoft system. Upon buyer acceptance (online or automatic according to the business unit options flag), the Change Load requests processes these online POAs similar to EDX transactions.

Functions that generate change order requests that can be handled by batch processes include:

• EDX purchase order acknowledgments.

• Requisition - assignment to a purchase order.

• PeopleSoft eSupplier Connection online purchase order acknowledgements with a status of Buyer Accepted.

• PeopleSoft Order Management drop-shipped order changes.

• PeopleSoft Manufacturing subcontract changes.

• PeopleSoft Supply Planning planned order changes.

• Par location replenishment.

• Close Backorders Application Engine process (PORC500).

• PeopleSoft eProcurement change requests and change orders.

Change requests received using EDX or eSupplier Connection online acknowledgements are loaded into the Change Request table by the Change Load process. The other functions write directly to the Change Request table.

You can review EDX change requests or change requests from other functions in the system on the Approve Change Requests page. You approve the requests that you want processed by the Change Purchase Order process.

This diagram illustrates the Change Order process flow:

Purchase order change order process flow

When you use online pages or when you run the Change Purchase Order process to update previously dispatched purchase orders, two events take place:

1. The actual purchase order is updated.

   You make the change to the online purchase order manually or the Change Purchase Order process updates the purchase order when the change is not done manually.

2. The change order tracking tables are updated with the change to the purchase order.

   When you change the purchase order online, the system automatically updates the change order tracking tables. When the change is not done online, the Change Purchase Order process inserts the change into the change order tracking tables.

Defining Change Order and Sequence Numbers

A change order number identifies the batch of changes that you submit to the vendor for a purchase order after its initial dispatch. The first time that you update a dispatched purchase order, the system displays Change Order 1 next to the purchase order number in the purchase order header. Each time you update the purchase order after dispatching a batch of changes to the vendor, the change order number is increased by one.

A change sequence number tracks the sequence of changes made within each purchase order at the header, line, and schedule levels. After the initial dispatch of a purchase order, a change sequence number is assigned to each change. These sequence numbers don't appear on the purchase order, but appear in the purchase order history.

Example

Here is an example of batch changes:

1. You dispatch a purchase order containing three lines.

2. You create a change on line 1.

   The header change order batch number is set to 1; the change sequence number for the first line is also 1.

   Note. A historical row is created to store original values for line 1. The header change order batch number is 0 and change sequence number for the first line is 0.

3. After you dispatch the first batch of changes (change order batch number 1), you change lines 1 and 3.

   • The change order batch number is 2, because you are making changes after dispatching change order number 1.

   • Because this is the second time that you have changed line 1, its change sequence is 2.

   • Because you have changed line 3 for the first time, its change sequence is 1.

     Note. The system creates a historical row to store original values for line 3. The header change order batch number is 0 and change sequence number for the first line is 0.

This diagram illustrates how the PO_CHNG_LINE table helps track the batch and sequence changes discussed in the example:

Purchase order change order batch and sequence tracking in PO_CHNG_LINE

Similar changes are stored in PO_CHNG_HDR and PO_CHNG_SHIP tables when changes are made to header and schedule fields that are eligible for change order tracking.

See Also

Reviewing and Approving Change Order Requests

Creating Purchase Order Change Order Templates

Loading Change Orders Received Using EDXs or Supplier-Facing Online Acknowledgements (PeopleSoft eSupplier Connection)

Common Elements Used in This Chapter

See Also

Using Universal Item Identifiers

Setting Up Purchase Order Change Order Templates

Use the purchase order change order template to define which fields, if modified on a previously dispatched purchase order, will trigger a change order. When you configure the Change Order template, you define the fields that you want to track at the various change order levels.

When triggering a change order online, the purchase order considers all fields defined on the change order template.

The Change Purchase Order process looks at a subset of the fields on the change order template. The fields that are considered by the Change Purchase Order process are discussed in the overview of the Purchase Order Change Order business process.

Note. The Purchase Order Change Order business process updates changed values on the purchase order, regardless of whether the fields exist on the purchase order change order template. The purchase order change order template helps to determine fields that are tracked and recorded in change order history tables, and does not determine the fields that can actually be changed on the purchase order.

See Also

Understanding the Purchase Order Change Order Business Process

Creating Purchase Order Change Order Templates

Enterprise PeopleTools 8.46 PeopleBook: PeopleSoft Application Designer

Identifying Purchase Order Change Order Fields

This table lists all of the fields that are eligible for change order tracking that can be processed by the Change Purchase Order process. You can modify this list by updating the purchase order change order template.

See Also

Creating Purchase Order Change Order Templates

Reviewing Processing Rules for the Change Purchase Order Process

In addition to ensuring that the changed fields are valid change order fields, the Change Purchase Order process follows these rules when generating change orders.

Status-Related Rules

These are the status-related rules for the Change Purchase Order process:

• Purchase orders in initial, pending, cancel, or canceled status are not eligible for change requests.

• You can only request that the purchase order status be changed to X (canceled).

  You cannot request that the purchase order status change to approved, completed, or dispatched. However, the process may change it to approved, pending approval, or open.

• The only change allowed against a schedule that is associated with a work order is Cancel.

• A change request cannot activate or close a line or schedule.

• The affected purchase order is set to In Process (PO_HDR.IN_PROCESS_FLG = Y), so no online activity can take place while the background change process is running.

• Purchase order status is set according to the rules that are defined on the PO Changes page.

  The system uses the PO_APPROVAL table primarily for workflow approvals.

  • APPROVAL_STATUS on the PO_APPROVAL table is set to ‘A’ if PO_STATUS is ‘A’.

  • APPROVAL_STATUS on the PO_APPROVAL table is set to ‘I’ if PO_STATUS is ‘O’ or ‘PA’.

Validation Rules

These are the validation rules for the Change Purchase Order process:

• The change request process assumes that a valid date is passed to it.

• Fields are edited against the prompt or translate values that are specified in the record layout.

  Where a percentage edit table is specified in the record layout, the field is edited against the entire table.

• Validation against the Vendor and Item tables, to ensure that the UOM and ship to location are valid for that vendor or item, does not occur.

Cancelation Rules

These are the cancelation rules for the Change Purchase Order process:

• If you cancel a purchase order, all lines and schedules are canceled, with change records created for each line and schedule.

  If you cancel a purchase order line, all schedules are canceled, and the system creates change records for each schedule.

• If you try to create a change order to cancel a line or a schedule that has already been partially or fully received, the system rejects the transaction.

• The only active schedule for a line cannot be canceled.

• The only active line for a purchase order cannot be canceled.

Price Change Rules

These are the price change rules for the Change Purchase Order process:

• You cannot change a price to 0 unless the zero price indicator is set to Y.

• If you change the price, the system does not perform a price calculation.

• If you change the item ID, UOM, due date, purchase order quantity, or ship to location, the system recalculates the price and, if necessary, the currency is converted.

• The system only reprices changed schedules.

  For example, if pricing is done at the line-quantity level and a schedule-quantity change affects the price break, only that schedule receives the new price. The system does not force change requests for other schedules on the line.

Quantity Change Rules

These are the quality change rules for the Change Purchase Order process:

• The change order quantity becomes the updated quantity on the purchase order.

  The change order quantity is not the quantity by which the prior quantity is increased or decreased.

• If a unit of measure changes with the change request, the system adjusts the quantity appropriately.

Distribution and Schedule Adjustment Rules

These are the distribution and schedule adjustment rules for the Change Purchase Order process:

• If the schedule quantity or amount changes, the distributions are updated by prorating the revised schedule quantity or amount across all distributions, using the distribution percent.

  This is true regardless of whether the distributions have been received.

• If a distribution quantity or merchandise amount is updated, the distributions are rebalanced to ensure that they add up to the schedules.

Conversion Rate Rules

These are the conversion rate change rules for the Change Purchase Order process:

Once you create a purchase order, the system updates this field if the conversion rate changes under these conditions:

• UOM or item ID changes.

• PeopleSoft Inventory is not installed and a change is made to the purchase order price or quantity.

• PeopleSoft Inventory is installed and you change the purchase order price or quantity, and the run control option Use Current UOM Conv Rate indicates that you are to use the new conversion rate.

Contract-Related Rules

If a contract is specified on the purchase order, and a quantity changes, the system updates the contract release amounts and quantities. If a vendor minimum or maximum is not met or a currency conversion fails when pricing, the system issues an error.

Tax-Related Rules

These are the tax-related rules for the Change Purchase Order process:

• The system updates the value-added tax (VAT) amounts and sales and use tax amounts as appropriate.

• If you change the ship to ID, it doesn’t cause a change to the sales and use tax base ID.

BackOrder Rules

If a backorder is created for the purchase order through the supplier-facing acknowledgement component, the Change Purchase Order process automatically inserts the backorder schedule onto the purchase order and assigns the original schedule number to the BCKORD_ORG_SCHED field.

Also, for backorders created through the supplier portal, the system populates PO_LINE_SHIP_EC.BCKORD_ORG_SCHED with the original backorder schedule number.

See Also

Creating Change Orders From Approved Change Requests

Understanding the UOM Conversion Hierarchy

Generating Purchase Order Change Orders Online

To create a change order online, use the same pages that you use to update a purchase order, except that you’ll be updating a dispatched purchase order. Fields that are eligible for change order tracking according to the purchase order change order template are not available for entry on a dispatched purchase order. If you want to edit these fields, perform these actions:

• To make a header level change, access the Maintain Purchase Order - Purchase Order page and click the Change Order button next to the PO Status field.

  The fields that trigger change order generation become available for entry.

• To make a line level change, select the Statuses tab on the Lines grid of the Maintain Purchase Order - Purchase Order page and click the Create Line Change button.

  Alternatively, access the Details for Line page and click the Chng Line button. The fields that trigger line level change order generation become available for entry.

• To make a schedule level change, click the Create Schedule Change button on the Statuses tab from the Maintain Purchase Order - Schedules page.

  To access this page, click the Schedule button from the Details tab of the Lines grid on the Maintain Purchase Order - Purchase Order page. The fields that trigger change order generation become available for entry.

• If you add a line, this automatically creates a change order for the line and new schedules are added.

• If you change the quantity on a purchase order line, and only one schedule exists, this automatically creates a change order for the schedule.

  You do not have to click the Create Line Change button to make changes to the purchase order line quantity. The line quantity serves as a work field on the purchase order, so changes to its value are not tracked as changes. However, the system creates a schedule-level change order.

Once you create a change order online, dispatch it as you would a regular purchase order.

When creating change orders using the online purchase order pages, if you attempt to cancel a line or a schedule that has been received (even partially), the system adjusts the quantity of the line or schedule and creates a change order.

For example, if the line quantity is 5, and 2 have been received, the line quantity becomes the received quantity, or 2 in this example. When the system transmits the change order to the vendor, the vendor sees that the quantity on the cancelation equals the quantity that he has already shipped, and he can cancel the remainder.

See Also

Creating Purchase Order Headers

Creating Purchase Order Lines

Creating Purchase Order Schedules

Dispatching and Printing Purchase Orders

Creating Purchase Order Change Order Templates

Loading Change Orders Received Using EDXs or Supplier-Facing Online Acknowledgements (PeopleSoft eSupplier Connection)

This section discusses how to run the Change Load process.

The Change Load process loads changes to purchase orders received using EDX or online acknowledgements into the Change Request table. You can review and approve these change requests on the Change Ord Rqsts page.

See Also

Identifying Purchase Order Change Order Fields

Reviewing and Approving Change Order Requests

Page Used to Load Change Orders Received Using EDXs or Supplier-Facing Online Acknowledgements (PeopleSoft eSupplier Connection)

Running the Change Load Process

Access the Change Load page.

See Also

Creating Change Map Templates

Subscribing to the Purchase Order and Purchase Order Change Order Acknowledgement EIP

This section discusses provides an overview of the Purchase Order and Purchase Order Change Order Acknowledgement EIP and discusses how to subscribe to the Purchase Order and Purchase Order Change Order Acknowledgement EIP.

Understanding the Purchase Order and Purchase Order Change Order Acknowledgement EIP

The Purchase Order Acknowledgement and Purchase Order Change Order Acknowledgement EIP subscribes to a message that contains purchase order acknowledgements and change order acknowledgements from vendors.

This asynchronous batch subscribe message also supports flat-file processing for electronic data interchange (EDI) transactions X.12 855 and 860.

Run the Change Load process (PO_CHNGLOAD) to move the data from staging tables to application tables.

Pages Used to Subscribe to the Purchase Order and Purchase Order Change Order Acknowledgement EIP

Subscribing to the Purchase Order and Purchase Order Change Order Acknowledgement EIP

Before you can subscribe to the Purchase Order and Purchase Order Change Order Acknowledgement EIP, you must:

1. Activate the PURCHASE_ORDER_ACKNOWLEDGEMENT message.

2. Run the Change Load process (PO_CHNGLOAD) to move the data from staging tables to application tables.

3. Use the Data Definition Maintenance pages to view message data and correct error messages that are picked up in the subscription process.

Reviewing and Approving Change Order Requests

This section provides an overview of the change request tables and discusses how to:

• Select change order requests to review and approve.

• Review and approve change order requests.

• Review and approve change order request details.

Understanding the Change Request Tables

The change request tables are used for background processing. To load data into these tables, use one of these business processes:

• EDX change order acknowledgments loaded by the Change Load process.

• PeopleSoft Order Management drop-shipped order changes.

• PeopleSoft Manufacturing subcontract changes.

• PeopleSoft Supply Planning planned order changes.

• Par location replenishment.

• Close Backorders process.

• PeopleSoft eProcurement change requests and change orders.

• PeopleSoft eSupplier Connection online POA changes loaded by the Change Load process.

The Change Request is divided into two tables:

• Change Request.

  The key fields on the Change Request table are Process Instance, Business Unit, Purchase Order ID, Change Source, and Date/Time.

• Change Request Detail.

  This is a child to the Change Request table and contains additional key fields such as Line Number, Schedule Number, and Field name that are to be changed.

See Also

Replenishing Par Locations

Using Messaging

Updating Direct Shipment Information

Using Change Requests and Change Orders

Pages Used to Review and Approve Change Order Requests

Selecting Change Order Requests to Review and Approve

Access the Selection Criteria page.

Reviewing and Approving Change Order Requests

Access the Change Ord Rqsts page.

See Also

Creating Change Orders From Approved Change Requests

Defining Change Order and Sequence Numbers

Reviewing and Approving Change Order Requests

Access the Change Requests page.

This page displays all change requests for a purchase order with the same source and change time.

Change Details

Error Messages Tab

Select the Error Messages tab.

Creating Change Orders From Approved Change Requests

This section discusses how to run the Change Purchase Order process.

The Change Purchase Order process creates change orders from approved change requests in the Change Request tables.

Page Used to Run the Change Purchase Order Process

Running the Change Purchase Order Process

Access the PO Changes page.

Chg Request Selection Criteria

PO Update Options

Purging Change Request Tables

This section provides an overview of the purge change request process and discusses how to run the PO_POCHGPRG process.

Understanding the Purge Change Request Process

The PO_POCHGPRG Application Engine process (PO_POCHGPRG) enables you to purge completed and error rows from these Change Request tables:

• PS_CHNG_RQST_DTL

• PS_CHNG_RQST

• PS_CHNG_RQST_MSGLG

Page Used to Purge Change Request Tables

Running the PO_POCHGPRG Process

Access the Purge Change Requests page.

Viewing Change Order History

This section lists the pages that you use to view change order history.

Pages Used to View Change Order History