Business Rules
• The POA may be initiated only by the members of the Purchasing Processor role.
• The PO must be in an 'Open' status.
• If there are payment requests (PREQs) or vendor credit memos (CMs) in process, the amend button is not displayed.
• The system adds a note with the date the amendment was started, the person who started the amendment, the information entered on the ''confirm' page, and the previous document number.
• If payment requests (PREQs) or credit memos (CMs) have been processed, the Receiving Required field cannot be changed.
• The fiscal year cannot be changed
• The contract manager cannot be changed.
• If the PO has gone through the quote process, the vendor cannot be changed
• The item type cannot be changed (from 'QTY' to 'NON QTY' or 'NON QTY' to 'QTY')
• If there are unpaid payment requests (PREQs) or credit memos (CMs), the existing line items cannot be changed.
• If the item invoiced amount is greater than 0, the line item cannot be deleted; it can only be deactivated.
• New line items can always be added.
• If modifying an existing line item. the amount cannot go below what has already been invoiced.
• CAMS data can always be changed.
• If the CAMS system type is changed, this note is added: 'The capital asset system type of <old system type> was changed during the PO amendment'.
• Inactive items are display-only (including CAMS data).
• There must be at least one active line item when the submit button is selected.
• Fiscal officers receive an FYI when the amendment is completed.
• During the amend process, the original PO document (before the amend button was selected) will have a document status of 'pending amendment' and the newly created document will have a status of 'change in process'. After the amendment has been submitted, the original document status changes to 'retired version' and the amendment's status changes to 'open'.
• Users are not allowed to create Receiving documents, payment requests, or credit memos against a PO that has a pending amendment.
Routing