Change orders
Review the full effect of order changes, preserve cumulative spending authority and keep suppliers on the approved revision.
6 stages · 1 approval
Roles and responsibilities
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Step 1Raise
PONumberSupplierOrder DateTotal Amount
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Step 2Detail
POLine NumberItemItem Description
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Step 3Approve
Step NumberDocument TypeRequisitionPurchase OrderPurchase Order
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Step 4Apply
PONumberSupplierOrder DateTotal Amount
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Step 5Acknowledge
PONumberSupplierOrder DateTotal Amount
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Step 6Cancel
Expedite NumberPOSupplierOriginal Need By Date
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Raise
Buyer records a quantity, price, date, line-addition, line-removal or cancellation request against the current order revision. Requester can initiate the need through Buyer. The reason and original revision remain attached. Sent commercial lines cannot be edited directly, and a superseded base revision requires recalculation before the change can proceed.
Detail
Buyer records before and after values for every affected line. Added lines include item or free-text description, category, unit, quantity, price, need-by date and coding. Their old total is zero; a fully removed unfulfilled line has a new total of zero. Received obligations cannot be reduced below net accepted fulfilment. A changed price applies to a split unfulfilled portion, preserving the accepted portion's value.
Approval required
Approve
Approver, Controller and Procurement Manager decide their assigned matrix tiers. Routing uses the greater of the proposed total and original approved total plus cumulative gross increases. Positive line increases accumulate before netting, so reductions on other lines cannot hide them. Required higher tiers and new category rules apply. Procurement Manager separately decides pricing exceptions; a larger agreement ceiling needs its own approval before it can support the change.
Apply
Buyer applies only the approved version. The order and line totals, revision, authority allocations and any blanket-release commitment update together. Positive amendment capacity belongs to that order. Fulfilled value remains consumed; only supported unfulfilled reductions release capacity. The new revision and its outbound update are recorded once, so retry cannot apply the amendment again.
Acknowledge
Supplier reviews and acknowledges the issued revision through the configured channel. The recorded revision identifies what was accepted. A new promise made during expediting is proposed as a date amendment; it does not change the agreed order date until the corresponding approval and application complete. Earlier acknowledgements remain part of the history.
Cancel
Buyer follows the same approved amendment path for cancellation or partial reduction. Open obligations and their expediting rows close only to the extent cancelled. Accepted deliveries, returns, invoice-match evidence and fulfilled commitments remain traceable. Cancellation cannot erase a received liability or reopen spent agreement capacity as if the delivery never happened.
Approvals and controls
1 approval required in this process
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Approve
Approver or Controller or Procurement Manager signs · apply waits
ApprovalSteps, ApprovalMatrix, SpendApprovals, SpendApprovalLines - Review cumulative growthRouting on the individual delta alone would miss repeated increases. The approved baseline and gross increase history remain available after reductions.
- Preserve existing fulfilmentRemove only unfulfilled quantities. Corrections and returns use their own linked events rather than rewriting the receipt history.
- Respect agreement limitsA PO amendment does not itself increase the agreement ceiling. The capacity check and allocation update must succeed together.
- Keep revisions consistentThe supplier and configured accounts-payable mirror receive the applied revision. Delivery failure stays visible without repeating the local change.
- Recheck eligibilitySuspended or blocked suppliers cannot receive increased commitments. Permitted reductions and returns retain their normal evidence and approvals.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Raise | POAmendmentsPurchaseOrders | draft change tied to current order revision |
| 2 Detail | POAmendmentLinesPOLineItems | proposed total and cumulative increase calculated |
| 3 Approve | ApprovalStepsApprovalMatrixSpendApprovalsSpendApprovalLines | required scope and cumulative authority reviewed |
| 4 Apply | POLineItemsPurchaseOrdersPOAmendmentsCommitmentAllocationsBlanketReleasesMasterAgreementsProcurementEventsIntegrationDeliveries | revision and commitment changes applied once |
| 5 Acknowledge | POAmendmentsPurchaseOrders | supplier acceptance identifies issued revision |
| 6 Cancel | POLineItemsExpeditingCommitmentAllocationsBlanketReleases | approved unfulfilled obligation released; fulfilled history retained |
Process reports
All reportsOpen Commitment
Outstanding delivery value QtyOpen × UnitPrice on issued POLineItems, by Department, CostCenter, Category and Supplier. This is distinct from full retained CurrentCommitment and agreement Spent, which include fulfilled portions; reconcile both measures to the labelled budgeting feed.
Master Agreement Burndown
TotalCommit against Spent per MasterAgreements with monthly burn rate, projected exhaust date and the renewal notice window.
Maverick Spend
POLineItems with OffContract set, and lines that needed PriceOverrideApproved, grouped by Supplier, Buyer and the recorded OffContractReason or PriceOverrideReason; where the policy is being routed around and why.
Spend by Category
Committed and received spend rolled up the Categories tree by Department and period, drilling to Supplier and PO, with OffContract lines flagged per category.
Spend by Supplier
Spend per Suppliers by Category and period with share of total, year-on-year change and the share tied to a ContractRates or MasterAgreements row.
Run by an agent
Agent support
Required approvals, supplier awards, price exceptions and supplier-status decisions stay with their designated people. An agent cannot expand a spend approval, bypass a matrix step or turn an RFQ award into authority to order. Configure any permitted automated transition explicitly and retain the policy and source revision that justified it. Acting through an agent never removes a conflict of duties or a pricing restriction.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› change orders · raise on POAmendments, PurchaseOrders
✓ Buyer records a quantity, price, date, line-addition, line-removal or cancellation request against the current order revision.
› change orders · detail on POAmendmentLines, POLineItems
✓ Buyer records before and after values for every affected line.
› change orders · approve on ApprovalSteps, ApprovalMatrix, SpendApprovals, SpendApprovalLines
⏸ approval · waiting for the approver or controller or procurement manager
# 3 more stages after approval: apply, acknowledge, cancel
Other processes
4 moreRequisition to receipt
Connect purchase requests, recorded spending authority and accepted deliveries through to the invoice-matching handoff.
6 stages · 2 approvals
Competitive sourcing
Compare eligible suppliers on a frozen scope and carry the chosen offer into an independently authorised purchase order.
6 stages · 2 approvals
Supplier onboarding
Verify supplier identity, terms and qualifications before purchasing, then apply clear controls when status changes.
6 stages · 2 approvals
Blanket releases
Order within an approved agreement while keeping its term, pricing, remaining capacity and delivery obligations reconciled.
6 stages · 2 approvals