Amend purchase orders
What can I amend?
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 no goods or services have been added to the order.
- You can add, amend and delete items on an order depending on how complete the order is.
- You cannot change any details once an order is completed.
Amend purchase orders
Open: Purchase Order Processing > Purchase Orders > Amend Order.
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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.
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Select the order from those displayed, and click Amend Order. The order is displayed.
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You can change certain details on each tab.
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Order details.
You can:
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Change the document dates.
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Add, amend and delete items on an order depending on how complete the order is.
About amending and deleting order linesYou can add items to the order as long as it is not marked as completed.
You cannot delete order lines that:
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Have been received.
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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:
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Not invoiced or received.
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You can amend all details.
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Not invoiced but part received.
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You cannot amend the warehouse if you are using multiple locations.
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Not invoiced and fully received.
You cannot amend:
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The warehouse if you are using multiple locations.
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The quantity.
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The delivery date.
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Part invoiced and part received.
You can only amend:
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The quantity.
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The delivery date.
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Fully invoiced and not received or part received.
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You can only amend the delivery dates.
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Fully received and part invoiced:
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The order line cannot be amended.
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Changing the order quantitiesWhere order quantities and prices are amended the system recalculates the goods value and VAT value accordingly.
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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.
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If you decrease an order line and you have chosen to save cancelled order lines, then any decrease in order quantities can be stored.
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Change the exchange rate.
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Delivery and Invoicing.
You can:
- Change the delivery address if you are not using multiple locations.
- Change the order discounts.
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Analysis Codes.
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You can change the analysis codes for an order, if you have chosen to Allow amendment of - Analysis codes for order header entry, on the Order Entry tab of POP Settings.
Note - informationAnalysis codes are displayed on the Analysis Codes tab for Sage 200 Professional versions from 2023 R1 onwards, but are displayed on the
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Attachments.
You can:
- Attach files or links to the order.
- Delete attachments.
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The documents are sent to print once the orders are saved, if you have chosen to print copy orders on the Printing tab of the POP settings.
What happens
When I amend orders linked to requisitions?
When you amend a purchase order linked to a requisition, this will affect the lines on the requisition.
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When you reduce the quantity of an item on an order line, you can choose whether to also cancel the requisition line.
- If you don't want to order the remaining items, choose to cancel the requisition line. The person who submitted the requisition will see a requisition fulfilment line that shows the reduced quantity as being Cancelled.
- If you still want to order the remaining items, choose to only reduce the quantity on the order. The remaining items can be included on a new order when you generate orders. The person who submitted the requisition will see a requisition fulfilment line that shows the reduced quantity as being Submitted, and not yet ordered.
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You can enter a reason why you reduced the order quantity.
The person who submitted the requisition can see this as a Comment on the requisition line.
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If the order line is linked to more than one requisition line, you can choose the quantity to allocate to each requisition line.
- Enter the Quantity to allocate to each requisition line, so that the total of the Fulfilment items selected matches the Total quantity amount of the order line.
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When you delete a purchase order line, or cancel the order, you can choose whether to also cancel the requisition line.
- If you don't want to order the remaining items, choose to cancel the requisition line. The person who submitted the requisition will see a requisition fulfilment line that shows the reduced quantity as being Cancelled.
- If you still want to order the deleted items, choose to only delete the order line. The items can be included on a new order when you generate orders. The person who submitted the requisition will see a requisition fulfilment line that shows the reduced quantity as being Submitted, and not yet ordered.
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You can enter a reason why you deleted or cancelled the order line.
The person who submitted the requisition can see this as a Comment on the requisition line.
When you write off an order that's linked to a purchase requisition, the requisition lines will be cancelled and cannot be reordered. The person who submitted the requisition will see the requisition fulfilment lines as being Cancelled.
Steps in this task
Enter the purchase order details
Add standard items to the purchase order
Add goods and services to the purchase order (free text items)
Add additional charges to a purchase order
Add a comment to the purchase order
Enter the purchase order delivery and invoicing details
Enter analysis codes for the purchase order
Confirm and save the purchase order
Other tasks