The Purchase Order Audit provides details about the changes to orders
Updated on May 17, 2024
The Purchase Order Audit report is available under the Analysis tab in Prendio. Only Prendio users with the Admin role have access to the report at this time:
*Please note that changes will not appear immediately and are updated every five minutes. Tracking in the Purchase Order Audit goes back to 07/14/2023.
In Purchase Order Audit, this Report Dashboard will show any changes made to POs. The timeframe for data can be adjusted via Event Date. Additional filters can be added to narrow down the search (Event Type, Changed By, Req Number, and PO Number):
Once the search criteria has been selected, a table will display data regarding the Requisition or POs. This includes any updates made to these orders:
Users can check the Event Type column to track any changes made to a PO:
A PO’s original details can be seen in the Original Properties column. Updates to an account can be seen in Properties Changed.
In the example below, the pricing for a PO line (Item Unit Price Changed) was updated from $275 (Original Properties) to $250 (Properties Changed):
Status Definitions found in Event Type include:
Carrier Note Changed – Carrier Notes in a PO have been updated. These notes appear in red on the bottom of a PO.
FOB Changed – The Shipping Terms (Destination or Origin) have been updated in a PO.
Internal Note Changed – The notes in a PO have been updated. Most likely a Buyer has added notes to indicate updates made to a PO.
Item Added – A new part or service line has been added to a PO.
Item as Custom Copied – A part line has been duplicated and added to the PO. This action is usually taken to add funds (pricing and description adjusted) in order to copy accounting segments.
Item as Service Copied – A service line in a PO has been duplicated. This action is usually taken to add funds (pricing and description adjusted) in order to copy accounting segments.
Item Buyer Internal Note Changed – Notes for the Buyer in a Part or Service line of a PO have been updated. This may indicate an internal update to the line for other users to reference.
Item Critical Changed – A PO has been updated to indicate that it is urgent for the requester.
Item Delivery Date Changed – The delivery date for a line has been changed to indicate when a user can expect delivery of their items.
Item Need By Date Changed – The Need By Date a user has indicated for delivery has been updated in a PO line.
Item Order Type Changed – The Order Type in a part or service line has been updated.
Item Part Description Changed – The description for a line in a PO has been updated.
Item Removed – A part or service line in a PO has been deleted.
Item Segment Changed – An accounting segment for a line in a PO has been updated.
Item Spot Price Price Changed – The price for an item in a PO has been updated to indicate that discounted pricing has been obtained for the item.
Item Supplier Note Changed – Notes for the Supplier in a part of service line of a PO have been updated. These often include instructions for the supplier to follow and will appear on the PDF copy of the PO.
Item Unit Price Changed – The Unit Price for a line in a PO has been updated.
Payment Terms Changed – The Payment Terms in a PO have been updated.
PO Approved – A new order submitted for approvals or a current PO submitted for re-approvals has cleared and been approved.
PO Approval Overridden – Adjustments to a PO have been made and an Override was submitted to save changes. It is also possible that a Buyer has overridden the approval path with authorization from the top most approver on the path.
PO Approval Restarted – A PO has been sent back through the approval process. This action is usually taken when the PO total has increased (adding funds, updating pricing) beyond the company’s thresholds set in Tolerances.
PO Approved – A PO has cleared approvals. After clearing approvals, a PO number may be assigned immediately or it may need a Buyer to take ownership and process before a PO number is assigned.
PO Buyer Changed – A Buyer has taken ownership of an order to process and assigned as the Buyer for the order. A PO number is also assigned to the order.
PO Confirm Email Sent – A PO submitted to the supplier by a Buyer has been processed by the supplier. The supplier has confirmed the order and ETA for delivery. Users can login to view the expected ETA. An email has been sent to the user indicating this update.
PO Confirmed – The PO has been submitted to the supplier by a Buyer for processing. A Buyer will communicate with the supplier for confirmation and ETA for delivery.
PO Created – An order has been created. The order has been assigned a Requisition number but may not be assigned a PO number until it has been processed further (cleared approvals and/or processed by a Buyer).
PO Deleted – a Requisition or PO has been deleted. This action is usually taken when the PO has not been submitted to the supplier.
PO Enqueued - A buyer has taken ownership of a requisition in order to process the order and a PO number is assigned. The buyer returned the PO back to the Buyers' Queue for another buyer to process the order.
PO Punchout – A punchout order has been submitted to the supplier to process. (Does not indicate if it failed and in Problem Orders).
PO Reassigned – A PO has been reassigned by a Company Admin from one user to another user.
PO Rejected – A new order submitted for approvals or current PO submitted for reapproval has been rejected.
PO Requester Email Sent – The PO has been sent via email to the Requester for the Requester to place the order directly with the supplier.
PO Supplier Email Sent – The PO has been submitted to the supplier via email for the supplier to process.
Prepaid Freight Changed – The Prepaid Freight for a PO has been updated. This field indicates whether a company’s shipping account should be used for freight expenses. If a shipping account is not available, Prepay and Add is selected for suppliers to add freight expenses to the invoice.
Shipping Method Changed – The Shipping Method (FEDEX, UPS, etc) has been updated in a PO. If there is not a preferred shipping method for a supplier, Best Way is selected for suppliers to default to their preferred shipping carrier.