When a Purchase Order is receipted in full, its status changes to Completed. However, even when a Purchase Order is Complete, you are still able to add additional lines to the existing Purchase Order, Post and Print.
The request is to prevent a Purchase Order from being editable once it has been receipted in full (completed).
As an alternative, a Security Group access role can be added to prevent a user (if linked to the security access option) from editing a Purchase Order once Complete.
In the current workflow it poses a security risk.
by: Riaan B. | over a year ago | Operations Management
Comments
Would like to comment that there are circumstances where being able to add to a completed or partially completed PO is the best way to go about this, so maybe additional security is the best method.
For Example: If a PO has Lines A, B, and C. Lines B and C arrive, but it is errantly received as lines A and C. Lines A and C are closed. You have to be able to create a duplicate of the original line A on the same PO so that when the goods arrive, they are still correctly linked to the correct PO.
While I recognize this isn't a complete PO, the same idea applies. Sometimes it is the only way to fix it without creating a whole new PO with little direct connection to the approved PO in the first place.
I agree with Jody. When a PO line item is received in err, it creates a problem for Purchasing and AP. There should be flexibility in order to correct an unintentional error.
I would say that not having a way to Lock a PO upon fully completion or partial completion is a MAJOR FLAW for larger clients. The ability to modify a PO while open, is currently available, which are the 2 comments, but the point is, once its done, ( no errors left to correct), customers need to LOCK and prevent further changes to a PO. Its as simple as adding the PO status feature from ACTIVE to , INACTIVE, and use security allow it to be enabled.