Amend or Delete Purchase Orders - POP004

Amend or Delete Purchase OrdersMACxxx

/ POP004
WHEN TO USE / When required – normally if an order has been rejected
PARTICIPANTS / Authorised Requisitioners
Approvers (Rejection Reason only)
OVERVIEW / If a purchase order is approved, the Requisitioner can then send the order to the supplier.
If an order is rejected, the Requisitioner is automatically notified by email. The Requisitioner will then either amend the order and resubmit it for approval, or delete the order, depending on why the order was rejected.
When rejecting an order, the Approver must state why. The rejection reason will be automatically deleted when it moves back into the approval stage (i.e. once the Requisitioner has amended the order in response to a rejection, then resubmitted it for approval).
Requisitioners may also need to amend an order that has been only partially created and not yet sent for approval. For example, if not all the required details were available at initial set-up or the order needed to be put on hold for some reason.
This procedure describes how to:
  • Amend a Purchase Order
  • Delete a Purchase Order

BEFORE YOU START
STEP / Amend a Purchase Order / Notes
Log on to e-BIS. / You can access the e-BIS application either via Internet Explorer, or using the link in the notification email.
From the POP Menu, select:
  • Order Entry

A list of orders that have been created but not approved is displayed.
To open the order, click on the ID of the order you want to amend. / Don’t forget the Find and Filter options if the list is lengthy.
Amend the required details. /  See POP002-Create a Purchase Order for information on specific data entry requirements.
Warning:
Approvers can change/delete only the Rejection Reason.
Check your entries.
Scroll to the top of the screen and do one of the following:
  • to save the order but not send it anywhere for the time being.
  • to send the order for approval.
  • to send the order to a substitute approver.

STEP / Delete a Purchase Order / Notes
Log on to e-BIS.
From the POP Menu, select:
  • Order Entry

A list of orders that have been created but not approved is displayed.
Enter a tick in the tickbox to the left of the order you want to delete, then click .
At the following prompt, click to confirm the deletion:

The order is deleted and you are returned to the created orders screen.
What happens next

Document Control

Version / Page(s) / Summary of Change(s)
1.0/1 / All / First draft
1.0/2 / 1 / 3rdparagraph in Overview amended. Screen grab removed. Info note in Step 4 updated. Info notes on how to do things removed, as we now have a Getting Started.
1.0/3 / Renumbered.
1.0 / Version 1.0/3 approved

 The Learning Trust 2006Status: Approved25 April 2006

Security: Read OnlyVersion: 1.0Page 1 of 3