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Amend purchase orders

What you can amend on your purchase orders depends on how complete the order is.

You cannot change the order number. You can only change the supplier if there are no goods or services specified for the order.You cannot change any details once an order is completed.

To amend purchase orders

Open: Purchase Order Processing > Purchase Orders > Amend Order.

1. Use the Select orders options to display the order(s) you are interested in.

   If you are using Project Accounting, you can search for orders by project. Select the project from the Project Code drop-down list.

   Alternatively, click Show All Orders to view every order that has been saved on your Sage 200 system.

2. Select the order from those displayed, and click Amend Order. The order is displayed.
3. Select the relevant tab:
   • Order details.

     You can:

     • Change the document dates.

     • Add, amend and delete items on an order depending on how complete the order is.

       About amending and deleting order lines

       You can add items to the order as long as it is not marked as completed.

       You cannot delete order lines that:

       • Have been received.
       • Have been part or fully invoiced.

       You can amend existing order lines depending on how far the order has been processed and invoiced. If the order line is:

       • Not invoiced or received.
         • You can amend all details.
       • Not invoiced but part received.
         • You cannot amend the warehouse if you are using multiple locations.

       • Not invoiced and fully received.

         You cannot amend:

         • The warehouse if you are using multiple locations.
         • The quantity.
         • The delivery date.

       • Part invoiced and part received.

         You can only amend:

         • The quantity.
         • The delivery date.
       • Fully invoiced and not received or part received.
         • You can only amend the delivery dates.
       • Fully received and part invoiced:
         • The order line cannot be amended.

       Changing the order quantities

       Where order quantities and prices are amended the system recalculates the goods value and tax value accordingly.

       • If you decrease the order quantity and the order is linked to a sales order, you can choose which sales orders you cannot supply. The link between the sales order and purchase order is removed.

       • If you decrease an order line and you have chosen to save cancelled order lines, then any decrease in order quantities can be stored.
     • Change the exchange rate.
   • Delivery and Invoicing.

     You can:

     • Change the delivery address if you are not using multiple locations.
     • Change the order discounts.
     • Change the analysis codes, as long as you have chosen to allow the amendment of analysis codes in the POP settings.
4. If you have chosen to print copy orders on the Printing tab of the POP settings, then the documents are sent to print once the orders are saved.