If the final quantities of the order differ from the ordered quantity, Purchasing Person MUST edit the PO to reflect final quantities.
The most important rule is: PO total amount has to match total amount of payment made to the Vendor.
To achieve the above goal, Purchasing Person must edit PO in the System. As PO at this time is in PURCHASE ORDER stage, therefore uneditable, Purchasing Person has to first cancel PO and move it to RFQ stage.
How to edit final quantities in PO
Locate the relevant PO in task under ‘Opportunity Info’ tab.
Check if the final quantity in PO matches final quantity produced.
Check if there are any bills attached (Vendor Bills smartbutton). As at this time order has finished production, it means that down payment was already made, so there should be at least one Bill attached to the PO.
As down payment must have been made before this moment, Accounting Dept. has it registered under the Bill. Before cancelling PO Purchasing Person has to request Accounting Dept. to cancel the corresponding Bill first. Therefore, inform Accounting Dept. to cancel the bill via task.
Once the Bill is cancelled, Accounting Dept. will send a task to Purchasing Person.
When task is received, Purchasing Person can move forward to cancel the PO and set it to RFQ.
Once PO is in RFQ stage, edit the quantities or other information that needs to be changed.
MAKE SURE FINAL ORDER AMOUNT IS 100% THE SAME AS TOTAL PAYMENT AMOUNT TO THE VENDOR BASED ON FINAL QUANTITY.
Save PO and click ‘CONFIRM’ to move it to ‘TO APPROVE’ stage.
Inform Purchasing Dept. Manager to approve the PO.
Once PO is final and correct, Purchasing Person can move forward to arrange final payment to the Vendor.