How do I Modify a Purchase Order?

The changes you can make to purchase orders depend on their status.

In preparation: As long as the purchase order is in preparation status, all elements can be modified.

Waiting mandate validation: If you are using the Framework contracts feature, you will need to have the mandate validated. When the purchase order is awaiting mandate validation, it is still possible to modify elements of the purchase order, as when it is in preparation.

Waiting for approval: Purchase orders waiting for approval can only be modified by the person responsible for approval when the request is assigned to them. People with an administrator profile can also modify the purchase order, even if approval is assigned to someone else.

Approved: If a purchase order has been approved and no payment request or invoice has yet been associated with it, you can send it back into preparation.

Once a payment request or invoice is associated with an Approved purchase order, the only way to modify it is to create a contractual change.

If you are an administrator, you have access to the Modify option. This option allows you to modify certain information on the purchase order, such as amounts, reference, supplier and other fields for information purposes.

If you modify the purchase order amounts, this will have no impact on existing payment requests or invoices. However, when you create a new invoice or payment request, the new amount ordered will be taken into account. If you’ve invoiced more in the past than the new amount ordered, Aidi will return an error and force you to make a refund.