HOW DO I RENEW A PURCHASE ORDER?

 

  • Only expired Purchase Orders can be renewed.  Suppliers are not able to submit invoices against expired Purchase Orders
  • Expired Purchase Orders can be found in the Historical Library

 

  • Creating a Change Order for an approved Purchase Order will “re-open” the original Purchase Order 

 

  • The new Purchase order number will be the original number + the letter R and the Renewal number i.e., 1, 2, 3….

 

The only fields that are not “copied” from the original PO are the dates. Everything else is copied.  Please make modifications as needed  

 

 

  • From the Dashboard click the “Historical Library”





  1. Select a Purchase Order with the “Expired” status



  • Click the “Renew” button





The only fields that are not “copied” from the original PO are the dates. Everything else is copied.  Please make modifications as needed  


1.    *Purchase Order date: The Purchase Order date defaults to the current date


2.    *Purchase Order expiry date:  The Purchase Order expiry date automatically defaults to 12 months.  Users are able to modify the date by clicking on the calendar


The Purchase Order will automatically close on the expiry date.  Once the Purchase Order is closed, the supplier will not be able to submit invoices against the expired Purchase Order


3.    *Delivery date: Enter the date the goods/services are needed.  The delivery date can be changed at the line-item level if multiple shipments are needed.


4.    Navigate to the Line-item section: Review the line item details and adjust the items/quantities and coding if necessary 




  • Make any necessary changes


  • Submit the PO