Change orders

Step by step

1. Raise Buyer

   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 Sent commercial lines cannot be edited directly, and a superseded base revision requires recalculation before the change can proceed.

   • draft change tied to current order revision
   • Updates PO amendments, Purchase orders

2. Detail Buyer

   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.

   • proposed total and cumulative increase calculated
   • Updates PO amendment lines, PO line items

3. Approve Approver or Controller or Procurement Manager

   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.

   • required scope and cumulative authority reviewed
   • Updates Approval steps, Approval matrix, Spend approvals, Spend approval lines
   ApprovalA person approves before the work moves on.

4. Apply Buyer

   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.

   • revision and commitment changes applied once
   • Updates PO line items, Purchase orders, PO amendments, Commitment allocations, Blanket releases, Master agreements, Procurement events, Integration deliveries

5. Acknowledge Supplier

   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.

   • supplier acceptance identifies issued revision
   • Updates PO amendments, Purchase orders

6. Cancel Buyer

   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.

   • approved unfulfilled obligation released; fulfilled history retained
   • Updates PO line items, Expediting, Commitment allocations, Blanket releases

Buyer

Prepares and applies approved changes.

Approver

Decides assigned business tiers.

Controller

Decides its financial tier.

Procurement Manager

Decides procurement tiers, pricing exceptions and agreement changes.

Supplier

Acknowledges the issued revision.

Requester

Supplies the reason for requested changes.