The following guide is intended for Buyers and Procurement Managers to create and  manage purchase orders, manage change orders, and close purchase orders .

There are a variety of reasons why a purchase order may need to be closed. Some examples might include: no future invoices expected against the order, Procurement Requester requests a closure, no longer doing business with a supplier, etc. If a purchase order is closed, no further invoices may be processed against the purchase order.

 

• Create a Change Order
  • Addressing Purchase Order Communication Failures
  • Updating Payment Returns
  • Update Purchase Order Owner
• Close a Purchase Order

 

Terminology

• Purchase Order: A legal document form used by a buyer and sent to a supplier for an order.
• Change Order: Used by Procurement or Requesters to propose changes to the currently approved version of a purchase order. Change orders will not be supported for Payment Requests or Catalog (punchout and local) orders.

 

Addressing Purchase Order Communication Failures

1. Log into Oracle using the Company Single Sign-On.

2. Navigate and select the Procurement module.
3. Select Purchase Orders

4. Select the Taskbar.
5. Select Manage Orders.

6. Search for the Purchase Order with Keywords or Procurement BU or Supplier or Buyer or Order or Requisition and select Search.

7. Select the Order hyperlink.

8. Add Actions.
9. Select Communicate.

10. Select Communication Method as Email from the drop-down down. Enter a valid Email and select OK.

11. Select Actions and then select Edit.

12. Select Yes on the warning dialog box.

13. Enter the Change Order Description.

14. In the General section ensure that Communication Method is set to email. Update Email with valid supplier email

15. Select Submit.

Note: If you update the Purchase Order communication method, reach out to the supplier management team via ServiceNow to ensure the supplier site is updated with the appropriate communication method.   

 

You have now completed the process of Addressing Purchase Order Communication Failures.

Return to the Top.

1. Log into Oracle using the Company Single Sign-On.

2. Navigate and select the Procurement module.
3. Select Purchase Orders

4. Select the Taskbar.
5. Select Manage Orders.

6. Search for the Purchase Order with Keywords or Procurement BU or Supplier or Buyer or Order or Requisition and select Search.

7. Select the Order hyperlink.

8. Select Actions and then select Edit.

9. Select Yes on the warning dialog box.

10. Enter the Description.

11. Adjust the Payment Terms as needed.

12. Select Submit.

You have now completed the process of Updating Payment Terms.

Return to the Top.

1. Log into Oracle using the Company Single Sign-On.

2. Navigate and select the Procurement module.
3. Select Purchase Orders

4. Select the Taskbar.
5. Select Manage Orders.

6. Search for the Purchase Order with Keywords or Procurement BU or Supplier or Buyer or Order or Requisition and select Search.

7. Select the Order hyperlink.

8. Select Actions and then select Edit.

9. Select Yes on the warning dialog box.

10. Enter the Description.

11. Select the Pencil icon.

12. Update the Requester field to reflect the new Procurement Requester (PO Owner).

13. Select OK.

14. Select Submit.

 

You have now completed the process of Updating the Purchase Order Owner.

Return to the Top.

 

1. Log into Oracle using the Company Single Sign-On.

2. Navigate and select the Procurement module.
3. Select Purchase Orders

4. Select the Taskbar.
5. Select Manage Orders.

6. Search for the Purchase Order with Keywords or Procurement BU or Supplier or Buyer or Order or Requisition and select Search.

7. Once the purchase order line populates, select the purchase order number.

8. Select the Actions dropdown menu.
9. Select Close.

10. Choose Action, enter the Reason, and select OK.

Note: Under Action, select Finally Close if you do not want additional invoices matches against the PO.

 

You have now completed the process of Closing a Purchase Order.

Return to the Top.