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Topic

    Ashok
    Requester-driven Change Order process
    Topic posted June 5, 2018 by AshokBlack Diamond: 60,000+ Points, last edited July 17, 2018, tagged Create Requisition, How-To, Requisition Processing 
    595 Views, 20 Comments
    Title:
    Requester-driven Change Order process
    Summary:
    Requester-driven Change Order Configuration and Process
    Content:

    How can requester change their orders after the purchase order is approved?

    This is a question that appears more often than you would think on a customer forum post or from support. We think it is worth reviewing this ask in a bit of detail. Please find attached document that provides the steps and process starting from any configuration requirements and how these transactions can be created and managed.

    Comment

     

    • Alan

      Hi Ashok,

      Are you able to dive into more details with regards to the Change Order process for a fully approved PO?

      Does the Change Order HAVE to start from the PR? Wouldn't it make more sense for a Change Order to be initiated from an approved Purchase Order and route for approvals based on the "additional amount" that was added to the PO?

      My understanding with OracleCloud today is that there is no approval happening when a Change Order is initiated, is there a timeline on when approvals will be introduced to change orders?

      Thanks!

      -Alan

      • Swami Amajala

        Approval for change orders is configurable. We are using that in our implementation.

        Also the change order for an approved req that is already converted to PO will actually initiate a PO change order, not PR change order.

         

        Thanks,

        Swami

        • Alan

          Hi Swami,

          Are you able to share how your change order process is configured?

          1. Are you routing the additional amount for approval? ie My original PO is for $100K, I want to add $50K, does your change order route based on the additional $50k?

          OR

          2. Are you routing the total net new amount for approval? Does your change order route based on $150K?

          Understood about the PO Change Order, my suggestion is more about initiating a Change Order on the PO itself, instead of initiating it from the PR. I feel that asking more infrequent users to initiate a change order from their PR will cause massive confusion. My thought is that once a PR has been approved and a PO has been created, no one cares about the PR anymore, all actions going forward should be reflected and initiated on the PO going forward.

          Thanks!

          -Alan

          • Swami Amajala

            I completely agree with your thought of initiating the change order on PO.

            We have configured the rules to initiate approval based on the new total PO amount greater than 10% or more than $1K from the original PO amount. So per your example the change order is routed based on new PO total i.e. $150K

             

            • Alan

              Interesting, do you know if it is possible to configure the approval based on the additional dollar amount and not the new PO Total Amount?

    • Alan

      Hi Ashok,

      I wanted to follow-up on this thread to see if there were any updated documentation that provides further details on Requester-drive Change Orders?

      Is this the only way a Change Order can be initiated? Via Manage Requisitions --> selecting a requisition --> Edit Order

      Is it possible to initiate a Change Order directly from the Purchase Order itself? Is there a way to give access to users to ONLY see their own Purchase Orders?

      Thanks!

      -Alan

    • Ashok

      Hi Alan

      I think you are referring to the ability of a requester being able to change a purchase order directly. I don't believe that is supported. But I would post this on the Purchasing forum and check with Ivan Pena. I am certain he will provide you the requisite guidance. I am unable to do this because this post cannot be separated from the rest of the content. You will have to post it on the Purchasing forum yourself.

      https://cloudcustomerconnect.oracle.com/resources/0920f58093/summary

      • Alan

        Hi Ashok,

        So you don't think it is possible for a requester to make updates to a Purchase Order that belongs to them? 

        -Alan

    • Ashok

      Hi Alan

      It has to do with having the requester carrying the Buyer role and the appropriate privileges to edit the object directly in Purchase orders. I think Ivan would be the right person to provide that guidance. This is not an out of the box behavior as far as I am aware. He would best provide the needed insights.

      • Alan

        Hi Ashok,

        Is there a way for me to get in touch with Ivan or someone else at Oracle with knowledge of how Change Orders work? This is something that we are looking to implement and I am unable to get a straight answer of how this functionality works.

        Thank you!

        -Alan

        • Ivan Pena

          Hi Alan,

          Depending on the user's role there are three possible ways to create change orders on an open purchase order:

          1. Buyers can create change orders on any purchase order to which they access. This is done from the Purchase Order Work Area by retrieving and editing the PO.
          2. Requesters can create change orders on POs generated for requisitions they created. This is done from the Self Service Procurement Work Area, as described on the document posted by Ashok at the beginning of this thread.
          3. Suppliers can create change orders for POs they have received for fulfillment, This is done from the Supplier Portal.

          Hope this clarifies your doubt.

          Ivan 

          • Alan

            Hi Ivan, 

            Do you have any updated documentation that shows the process flow from end to end.

            We would ideally want the creator/requester to initiate the change order, so that would mean that this can only be accomplished via the Manage Requisitions, choosing the PR/PO and selecting Edit.

            It would be great if there was more documentation around this process.

            Thanks!

            -Alan

    • Ashok

      Alan

      Did you review the document that is attached to this post at the very top. The first post had documentation that should provide details that you are looking for. Let us know what in addition is it that you are looking to find.

      Thanks

      Ashok

      Here is also a tutorial I found. Take a look.

      https://download.oracle.com/tutorials/fusionapps/prc/PRCV1UPK/html/index.html

      • Alan

        Hi Ashok,

        Yes, I have reviewed the document that is attached to the top of this post and it only provides a high level view of Change Orders, it does not provide any details or specifics on how the approvals are driven, and the different ways a Change Order can be initiated. 

        I feel that documentation needs to cover all options available and how the process flows when each scenario is played out, having a generic guide at such a high level does not provide any help or support when we are trying to figure out how to use this functionality. 

        The document only shows adding a new line item to an existing PR/PO, which is great, but there are so many other scenarios that can happen and in my opinion, each scenario would have a different process flow. 

        Examples, what if I just wanted to update the description of the existing Line Item, how would that work?

        What if I wanted to add funds, decrease funds, update the department coding, updating the account coding, how do all these updates and changes take into effect and what is the workflow to get them approved or do they require approval at all?

        Is this something that Oracle thought about or is this something that is more ongoing because it is affecting how we use this system.

        Thanks!

        -Alan

      • Alan

        Hi Ashok,

        Can you advise how old the tutorial is (https://download.oracle.com/tutorials/fusionapps/prc/PRCV1UPK/html/index.html), on one of the screenshots, shows a date from 2011 and the UI looks really dated and old. Is there any newer documentation with updated screenshots?

        Thanks!

        -Alan

         
         
    • Melissa Stewart

      Hello Ashok,

      In testing the requester driven change orders, I did not see a field where I can choose if I want to communicate the revision to the supplier. The approved change order automatically sends the revision to the supplier, is there a way I can choose to not communicate it? I know when performing the change order from the Purchase Order there is an option to not communicate the revision.

      Thanks!

      Melissa 

    • Ashok

      Hi Melissa

      I ran it past the Purchasing expert and he informed me that it is possible to do what you are asking and that feature is controlled through the Change Order template. The Purchasing documentation should provide more details on this too.

      Good luck!

      Ashok

    • Ivan Pena

      Hi Melissa,

      To be more precise, the change order template determines which PO attributes will trigger an external revision when updated.

      https://docs.oracle.com/en/cloud/saas/procurement/r13-update17d/oapro/define-purchasing-configuration.html#OAPRO49114

      Ivan