Setting editing rules for purchase orders

You might want to change the vendor or the job on a purchase order—for example, if a vendor goes out of business or has insufficient stock, it can be more convenient to change the vendor on an existing purchase order that otherwise has all the relevant ordering information.

If you sign in to Sage 100 Contractor as a company administrator, you can select the Set PO Vendor/Job/Phase Editing Rules options in the 6-6-1 Purchase Orders window allow these types of changes.

When you permit users to change existing purchase orders, they can simply change the vendor or job and phase rather than having to create a new purchase order if the original entry had the wrong vendor or if the vendor doesn't have sufficient product stocked.

Note: If the vendor on a purchase order is changed, any invoices from the original vendor will not appear for that purchase order on the Purchase Order Audit.

To allow users to change the vendor, job, and phase on existing purchase orders:

Open the 6-6-1 Purchase Orders window.
From the Options menu, select Set PO Vendor/Job/Phase Editing Rules.

Sage 100 Contractor displays a new screen where you set editing rules to permit changes to either the vendor or the job and phase, or both.
Allow changes to purchase orders by selecting the following options:
- Allow vendor changes on existing purchase orders. When you select this option, you need to set one or more of the following conditions that must be satisfied before users can change the vendor on purchase orders.
  - Received must be zero.
  - Issued Date must be blank. The purchase order has not been sent to the original vendor.
  - PO must not be referenced in an AP invoice.
- Allow job/phase changes on existing purchase orders. When you select this option, you need to set one or more of the following conditions that must be satisfied before users can change the job and phase on purchase orders.
  - Received must be zero.
  - Issued Date must be blank.
Click [OK].