Articles

"Unprinting" Purchase Orders

Escape software understands that throughout the life cycle of a purchase order a user may be required to change the contents of a PO before it is sent out to a vendor. There has been some confusion and many requests for clarification on how this process should be handled within Escape. The confusion lies in the following three areas:

  • Unprinting a PO
  • When to create a Change Notice
  • When to return a PO to the OPEN status

This FYI will cover these steps and furthermore advise as to which methods are appropriate for the particular situation at hand.

Unprinting a PO

There are four main situations that may occur and will require the user to 'unprint' a PO:

  1. If the vendor needs to be changed.
  2. If any mistakes need to be corrected before the PO actually gets sent to the vendor.
  3. If a line item needs to be deleted added or changed.
  4. If a PO needs to be re-opened for any reason.

TIP: A PO must always be unprinted before it is returned to an OPEN status.

When to create a Change Notice

A change notice should only be created when a PO has already been printed and has been sent to the vendor. It is very important to realize that once a change notice has been created and saved it cannot be removed. Creating a change notice in Escape signifies that the PO has already been printed and sent out to the vendor, thus this PO can never be unprinted again.

When to return a PO to the OPEN status

Below are the 2 main situations that may occur and require a PO to be 'Returned to Open':

  1. Adding, deleting or changing an account number in a PO.
  2. Re-routing an approval process.

TIP: A PO must always be unprinted before it is returned to an OPEN status.