Business Rules

 

•      The POA may be initiated only by the members of the Purchasing Processor role.

•      The PO must be in an Open status.

•      If there are payment requests (PREQs) or vendor credit memos (CMs) in process, the Amend button is not displayed.

•      The system adds a note with the date the amendment was started, the person who started the amendment, the information entered on the confirm page, and the previous document number.

•      If payment requests (PREQs) or credit memos (CMs) have been processed, the Receiving Required field cannot be changed.

•      The fiscal year cannot be changed

•      The contract manager cannot be changed.

•      If the PO has gone through the quote process, the vendor cannot be changed

•      The item type cannot be changed (from QTY to NON QTY or NON QTY to QTY)

•      If there are unpaid payment requests (PREQs) or credit memos (CMs), the existing line items cannot be changed.

•      If the item invoiced amount is greater than 0, the line item cannot be deleted; it can only be deactivated.

•      If a payment has been applied to the line, the accounting line cannot be changed. The line must be inactivated and a new line added with the new account.

•      New line items can always be added.

•      If modifying an existing line item. the amount cannot go below what has already been invoiced.

•      CAMS data can always be changed.

•      If the CAMS system type is changed, this note is added: The capital asset system type of <old system type> was changed during the PO amendment.

•      Inactive items are display-only (including CAMS data).

•      There must be at least one active line item when the Submit button is selected.

•      Fiscal officers receive an FYI when the amendment is completed.

•      During the amend process, the original PO document (before the Amend button was selected) will have a document status of pending amendment and the newly created document will have a status of change in process. After the amendment has been submitted, the original document status changes to retired version and the amendment’s status changes to open.

•      Users are not allowed to create Receiving documents, payment requests, or credit memos against a PO that has a pending amendment.

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