Edit Purchase Order Header

This functionality is new as of version 4.0.

The ability to edit the Purchase Order header fields depends on the Purchase Order Status.

In order to have access to Edit the Purchase Order Header:

One of the following must apply:

The User is assigned to the Destination Inventory Area (Hospital Unit), and has the 'Purchase Order' Elevated Privilege; OR,
The User is a member of a Security Role that is assigned to the Destination Inventory Area (Hospital Unit), and has the 'Purchase Order' Elevated Privilege.
Refer to:
- About Elevated Privileges
- Configure Inventory Elevated Privilege

The Purchase Order header (1) can be expanded or collapsed using the 'v' or '^' button (2) in the upper-right corner.

The following table shows the header fields that are editable (Y) for each Purchase Order Status.

Refer to About Purchase Order Status.

Field / Status	New	Sent	Incomplete	Cancelled	Received

Field / Status	New	Sent	Incomplete	Cancelled	Received
Vendor	N	N	N	N	N
Contract	N	N	N	N	N
Internal #	Y¹, N², N³	N	N	N	N
Requisition No	N¹, N², N³	N	N	N	N
E-PO Number	N¹, N², N³	N	N	N	N
PO Date	N	N	N	N	N
Delivery Date	Y	Y	Y	N	N
Status	N	N	N	N	N
Unit	Y	N	N	N	N
Direct Inquires To	Y	Y	Y	N	N
Charge Account	Y	Y	Y	N	N
Delivery Contract	Y	Y	Y	N	N
Item Total Cost	N	N	N	N	N
Shipping & Handling Cost	Y	Y	Y	N	N
Taxes	Y	Y	Y	N	N
Comments	Y	Y	Y	N	N
Delivery	Y	Y	Y	N	N

Notes:

⁽¹⁾Manually Assigned

⁽²⁾Auto Assign University PO Number

⁽³⁾Auto Assign Requisition Number

The ability to edit the following fields depends on the 'Purchase Order Number' option on the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'PO Defaults' subtab:

Internal # (University PO Number)
Requisition No
E-PO Number

Refer to Edit Purchase Order Defaults.

Purchase Order Number Methods:

Manually Assigned:
1. The 'Internal #' (University Purchase Order Number) will be manually entered by the User.
2. If an Electronic Procurement System is configured, the 'Requisition No' will be automatically populated by the electronic procurement interface when the Purchase Order is accepted.
3. The 'E-PO Number' will be disabled. If an Electronic Procurement System is configured, the 'E-PO Number' will be automatically populated by the electronic procurement interface when the Purchase Order is completed by procurement.
Auto Assign University PO Number:
1. The 'Internal #' (University Purchase Order Number) will be system-generated when the Purchase Order is saved. This is the Purchase Order ID of the new Purchase Order record.
2. If an Electronic Procurement System is configured, the 'Requisition No' will be automatically populated by the electronic procurement interface when the Purchase Order is accepted.
3. The 'E-PO Number' will be disabled. If an Electronic Procurement System is configured, the 'E-PO Number' will be automatically populated by the electronic procurement interface when the Purchase Order is completed by procurement.
Auto Assign Requisition Number:
1. The 'Internal #' (University Purchase Order Number) will be disabled.
2. The 'Requisition No' will be system-generated when the Purchase Order is saved. This is the Purchase Order ID of the new Purchase Order record.
3. The 'E-PO Number' will be disabled. If an Electronic Procurement System is configured, the 'E-PO Number' will be automatically populated by the electronic procurement interface when the Purchase Order is completed by procurement.

The Purchase Order header can be collapsed using the '^' button in the upper-right corner⁴.

To Edit the Purchase Order Header:

Navigate to the ‘Purchase Order Detail’ screen for a New Purchase Order.
'Purchase Order Details' screen - Edit Purchase Order Header
Depending on the Purchase Order Number Method (refer to table above), edit the ‘Internal #’ (University Purchase Order Number).
Set the ‘Delivery Date’ to the date on which the delivery is desired.
Set the:
1. ‘Unit’:
  1. The Hospital Unit (Inventory Area) for which the Purchase Order has been prepared; and, to whom the Purchase Order Items will be delivered.
  2. The 'Unit' will be automatically populated based on the User's 'Default Unit' selected via the 'Users Account & Employee Record' screen → 'Hospital Options' tab → 'Hospital Options' section. See Edit Purchase Order Defaults.
2. 'Direct Inquires To', 'Charge Account', and ‘Delivery Contact’:
  1. These three fields will be automatically populated based on the selected 'Unit', and the Purchase Order Defaults that have been defined via the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'PO Defaults' subtab. See Edit Purchase Order Defaults.
  2. The 'Charge Account' and 'Delivery Contact' will appear on the 'Purchase Order' report.
The ‘Shipping & Handling’ and ‘Taxes’ should be entered from the invoice or packing slip when the inventory is received.
1. The 'Item Total' reflects the total dollar amount of the Purchase Order Items that have been Received.
2. The 'Shipping & Handling' field is editable, and provides the ability to capture the amount that was charged for shipping and handling on the invoice.
3. The 'Taxes' field is editable, and provides the ability to capture the amount that was charged for taxes on the invoice.
4. The 'Purchase Order Total' reflects the total dollar amount of the Purchase Order Items that have been Received, plus the 'Shipping & Handling' and 'Taxes'.
5. See Add Shipping & Handling, and Taxes.
Edit the ‘Comments’.
1. The 'Comments' field provides the ability to add a short note about the Purchase Order in general.
2. The Comments note is displayed on the 'Purchase Order' report.
3. Comments and Alerts can also be added to a Purchase Order via the 'Purchase Order Details' screen → 'Purchase Order Log' tab. See Add Comments & Alerts (Purchase Order).
4. The 'Comment' field on the Purchase Order, and the Purchase Order Log Comments, are not the same type of comment.
Edit the ‘Delivery’ notes.
1. The 'Delivery' field provides the ability to add a short note about the Purchase Order delivery.
2. The Delivery note is displayed on the 'Purchase Order' report.
Click the ‘Save’ button.