How to track changes made to a Purchase order?

2 minute read time.

In Sage X3 V12, it is possible to quickly track changes to a purchase order header and detail using revision management. Revision management allows users to switch between the revisions to see the history of the purchase order. Normally, the change record is highlighted in red color. It is also possible to print a report for the changed records.

Purchase order revisions are managed when the order is totally signed. However, if no signature management is required, the order must be printed first. One thing to keep in mind that if the purchase order line is partially received or invoiced, it is not possible to modify the order except by creating a revision. 

For the revision to work, the PURREV parameter (Setup, General Parameters, Parameter values, ACH, ORD) needs to be set to Managed on demand or Managed automatically.

When the PURREV parameter is set to “Manage on demand”, the user will receive a message asking to confirm the changes.

When the PURREV parameter is set to “Managed automatically”, the revision will generate automatically when the order is modified.

 

If the PURREV parameter is set to Manage on demand and signature management is turned off, when a purchase order is created with a specific Bill-by-supplier and the order is printed, changing the Bill-by-supplier to a different supplier will trigger a Question message: Order sent to supplier. Change with revision?

If the answer is Yes and the order is Saved, the Revision management button at the top right corner will be enabled and it can be clicked. Clicking on the Revision management button will open the Purchase order revision window and the left list will have two records: the original record with Revision no. 0 and another record with Revision no. 1. The new revision record has the change that was done on the PO and is highlighted in Red. Once the change is made, the PO must be printed again for the next revision to work. 

The same thing applies to the PO lines tab: if the user attempts to modify a line on a printed PO, a message will pop out saying "Order sent to supplier. Change with revision?" If the answer is Yes and a change is made to a line, saving the PO then clicking on the Revision management button, it will show that the revision number has incremented by one and the Ordered qty. color has changed to Red. 

 

Once the change to the PO is complete, the user has the option to run the resynchronization utility found at the top right corner of the Revision management window to update the current revision in the UPORDER table. This will ensure that the information displays on Revision management are consistent and up-to-date.