Updated on September 20, 2024
Suppliers may indicate that the pricing for a part line is incorrect and require a revised PO with the correct pricing before they can process the order. Quantities for part lines can also be updated in case users indicate a different quantity needed for a part. Invoices or packing slips can also indicate pricing or quantities that are different from the PO and adjustments will be needed before the invoice can be processed.
Locating the PO and Updating the Unit Price
Locating the PO and Updating the Quantity
Override a PO After a Price Adjustment
Sending a PO Through Reapproval After a Price Adjustment
Unable to Adjust Price for a Part Line
Locating the PO and Updating the Unit Price
Navigate to the Buyer role and find the My Reqs subtab. Locate the PO:
Select View (eyeball) in the Actions column:
Or search for the PO via the Orders tab. The Date Range is automatically set for the past month. This can be adjusted to search for older orders:
Search filter:
Select Edit (pencil) in the Actions column:
If Edit is unavailable, select View (eyeball) in the Actions column:
On the PO page, locate the part line that requires a price adjustment:
Update the price via Unit Price.
Original Price:
Updated price:
After the correct pricing has been adjusted, updated the Internal Order Notes on the bottom right of the screen with actions taken on the PO:
Locate the Re-Approve option in the top right of the screen:
Depending on internal company policies and procedures set in Tolerances, you will need to select Override or Reapprove. If the pricing adjustment is within company thresholds, select Override. If the pricing adjustment is high enough to warrant reapproval, select Reapprove.
Locating the PO and Updating the Quantity
Navigate to the Buyer role and find the My Reqs subtab. Locate the PO:
Select View (eyeball) in the Actions column:
Or search for the PO via the Orders tab. The Date Range is automatically set for the past month. This can be adjusted to search for older orders:
Search filter:
Select Edit (pencil) in the Actions column:
If Edit is unavailable, select View (eyeball) in the Actions column:
On the PO page, locate the part line that requires an adjustment to the Quantity:
Update the quantity via Qty.
Original Qty:
Updated Qty:
Please note that updating the Qty for a line will by default update the Extended pricing. In the example above, Part# 001 has a Unit Price of $100. Increasing the Qty from 1 to 2 will increase the line price from $100 to $200. This will also affect the overall PO Total.
After the correct Qty has been adjusted, updated the Internal Order Notes on the bottom right of the screen with actions taken on the PO:
Locate the Re-Approve option in the top right of the screen:
Depending on internal company policies and procedures set in Tolerances, you will need to select Override or Reapprove. If the pricing adjustment is within company thresholds, select Override. If the pricing adjustment is high enough to warrant reapproval, select Reapprove.
Override a PO After a Price or Qty Adjustment
If the pricing or quantity for a line decreased or there an increase within company thresholds and does not require sending the PO back through re-approval, select Override:
Add in the reason for the override. The notes used in Internal Order Notes can be copied and added here and Submit:
After the Override has been submitted, a success message will appear at the top of the screen:
If the supplier requires a new copy of the PO, select View PO PDF:
A PDF copy of the PO will appear in a new screen. Download and attach to an email in order to respond back to the supplier with the correct PO pricing:
Sending a PO Through Reapproval After a Price or Qty Adjustment
If the price or Qty to a part line increased and the increase is high enough to warrant the PO to be sent back through approvals, select Reapprove.
Please note that increasing the Qty for a line will by default update the Extended pricing. This will also affect the overall PO Total and may require that the PO be sent through re-approval if the increase exceeds company thresholds.
Add in the reason for the Reapproval. The notes used in Internal Order Notes can be copied and added here and Submit:
The approval window will now appear and list all of the approvers needed to reapprove the new pricing. Select Submit:
Once submitted, the reapproval process will begin:
Prendio will direct the user back to the Buyers’ Queue of the Buyer role. The PO must clear approvals before a new PDF copy of the PO will be ready for the supplier.
Once approved, a notification will be sent to the Buyer via email:
If a new copy of the PO is required to send to the supplier, locate the PO in the My Reqs or Orders tab. On the PO page, select View PO PDF:
A PDF copy of the PO will open in a new window. Download the PO and attach/send email in order to respond back to the supplier with the correct PO pricing:
Unable to Adjust Price or Qty for a Part Line
If a user is unable to update the price or Qty for a part line, locate the Qty field of the line:
Above the Qty field, Prendio will indicate if a receipt (packing slip or proxy packing slip) has been processed for the line in order to prepare the line for payment. If the Rcvd: number is not 0, a receipt or multiple receipts have been processed for the line.
In the example below, a user is unable to adjust the Unit Price as there has been a receipt (Rcvd:2.00) processed against the line:
To enable the Unit Price to be adjusted, a user with the Receiver and/or Accounts Payable role(s) must remove the receipt. For more information, please visit: Removing a Receipt in Order to Make Adjustments to the PO
After the receipt(s) have been removed from the line, the Rcvd: note above the Qty field will update to 0.00:
The Unit Price or Qty fields can be updated. After the price is updated, the user can notify the Receiver re-process the packing slip back into a Receipt.