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Managing PM PO Change Orders

PM PO Change Orders records a change in scope on an existing purchase order — adjust quantities/amounts on existing items, or add new PO items. Create and maintain POCOs here, optionally Create and Send documents, approve, then interface. You cannot create a new PO on this form (only new PO items via PO Item + or a new item number).

POCOs entered in PM and interfaced are available in both PM and PO. A POCO created only in PO Change Order Entry is not available in PM.

Before you start​

  • PO exists and is Approved on PM Purchase Orders Info tab (or approved and already interfaced via PM Interface).
  • For Create and Send with Transmittal: Document Type from PM Document Types.
  • Corrections after interface: VA User Profile allows error correction; original interface batch month must be open.

Steps​

  1. Open PM PO Change Orders. Select Project and Purchase Order.
  2. New POCO: enter + and Tab, or New Record and accept the auto number, or type a number that does not yet exist for that project/PO. (Next number also considers POCOs created in the PO module.) Open an existing POCO by number, F4, or Grid.
  3. Complete header: Description (60), Details, Document Type, Date (defaults today), Status, Reference, Ready for Accounting, Sent / Due Back / Received / Approved dates, Notes.
  4. Add items (Seq + or N):
    • Existing PO item: F4 only items already on the header PO. You cannot change phase, cost type, UM, or unit cost on an existing item — add a new PO item instead.
    • New PO item: enter a new item number. Phase not already on the project is added when the item is saved. Material code (HQ Materials) can default UM, unit cost, and ECM after phase is selected.
  5. Enter Units (units-based UM), Unit Cost / ECM (new unit-based items), or Amount (lump sum). Tax Type (1-Sales / 2-Use / 3-VAT) and Tax Code (defaults from project Base Tax On: Job / Vendor / Vendor Override). Receiving checked = receive in PO receipts; unchecked = AP Transaction Entry.
  6. Check Interface on lines to send (or approve to set Interface on all lines).
  7. Approve — sets Interface on every item, Ready for Accounting, Default Final Status (PM Company Parameters), Approved date if blank, status Approved, locks items. Unapprove reverses those and unlocks items. You can interface selected lines without full approve via the Interface checkbox alone.
  8. Tasks → Open PM Interface when Ready for Accounting is checked (only Interface-checked lines process).

Seq also identifies the project material-detail record (visible in PM Material Detail; that form is not required to process the POCO).

Totals and estimates​

Header totals include tax: Original PO; Current PO (original + prior approved POCOs); Pending PO CO (non-interfaced POCOs on the PO plus lower-grid amounts); Pending PO; Other Pending COs (Interface-checked items on other non-final POCOs).

Item estimate strip: Available Estimate and Remaining Estimate (non-interfaced “in flight” amounts per vfPMPOGetItemEstimates).

Correct an interfaced POCO item (PM-created only)​

Approve locks items, but limited correction is allowed via Tasks → Correct Item (help’s related task title mixes “PO change order item” with procedure wording that says purchase order item / Material Detail — use Correct Item on this form for PM-created POCO lines):

  • Change Description, Units (unit-based) or Amount (not unit-based), and Notes only. Cannot delete.
  • Re-interface in the same batch month as the original interface.
  • PO-module items must be corrected in PO. While a correction is open, other users cannot edit that item.
  • A PO item marked for change in PM Material Detail error correction cannot be added to a POCO.

Notes​