How to change purchase order values

When you create a purchase order, you define quantities and unit prices. If these values need to be updated, there are two different options depending on whether an invoice has already been processed against the purchase order.

Steps

Option 1: Before the first invoice is processed

1. Go to your project and open Purchase orders.
2. Open the purchase order you want to change.
3. Click the pencil icon and then Change.
4. Enter the reason for the change.
5. Click Archive and change.
   • This archives the existing purchase order and creates an exact replica with the same reference number.
6. Make any needed adjustments to unit prices, quantities, or other details.
7. Click Submit.

Option 2: After an invoice is processed

Once an invoice is processed against the PO, Planyard treats purchase order prices and information as confirmed. To adjust the purchase order value, you must add a variation.

1. Go to your project and open Purchase Orders.
2. Open the purchase order.
3. Click Add variation / Change order (label depends on regional settings).
4. Fill in the Variation name (e.g. Additional costs).
5. Add a line item:
   • Select the related budget item.
   • Enter unit, quantity, and unit price.
   • Optionally add a description.
6. To reduce a value, enter a negative quantity (not a negative price).
7. Review totals and click Submit.

NOTE: You can also remove all costs from the purchase order in order to utilise the change option if that is preferable.