Revise a purchase order

You can revise any part of a purchase order as long as you haven't entered a purchase order receipt for the purchase order on the Receive Purchase Order screen. After you enter a purchase order receipt, you can update only quantity and unit cost information (for a non-lump sum line) or amount information (for a lump sum line). Note, however, that you cannot update the amount or quantity to less than what was already received.

Tip: When you revise a purchase order, you are preserving the previously stored information. If needed, you can restore an earlier version. You may prefer to modify the purchase order, which overwrites the previously stored information.
  1. Open the Enter Purchase Order screen.
  2. Note the active company. If you want to change it, click in the header and select the appropriate company.
  3. In the Purchase Order field, do one of the following:

    • Enter the code of the purchase order you want to revise and press Tab.

    • Click to select the purchase order you want to revise from a Lookup List.

  4. In the Revision field, click and select New.
  5. Press Tab.
  6. In the Revision Date field, enter the date for the purchase order revision or click to select the date from a Date Picker.
    • Note: If you are creating all new line items in the purchase order, the revision date can be set to a date that is greater than the original revision date.
    • Note: If you are modifying existing line items in the purchase order, the revision date can be set to a date that is greater than the date of the original revision and any invoice revisions.
  7. Complete the fields as described on the Enter Purchase Order Screen Field Reference.

    • In the On Save of Document section, select from the following options to specify the actions to perform when you save the record:

      • Select the Create PDF checkbox to create a PDF file from the document form.

      • Select the View checkbox to view the PDF file.

      • Select the Print checkbox to print the PDF file.

      • Select the E-mail checkbox to attach the PDF file to an e-mail.

        Note: The Create PDF checkbox and at least one other checkbox must be selected.
        Note: You must have MAPI-compliant e-mail software—such as Microsoft Outlook—installed on your computer to send an e-mail message with an attachment. All contacts on the Contacts/Routing tab with a value for the E-mail As field are included as addressees on the e-mail.
        Note: You must have the software required to open a PDF file—such as Adobe Reader—installed on your computer to be able to view it.
  8. Click Save PO.
    Note: If the Lien Management Review Required checkbox for this screen is selected on the Lien Management Settings screen, you must view the Lien Notices tab before saving the entry.
    Note: If the save takes more than a few moments, ProContractor may perform it as a background task. In this case, the background task icon appears at the upper right of the screen (next to the Help menu). Click the icon to view the current background tasks. You can continue working during this time, but you can’t log out of ProContractor until all background tasks are complete.