This guide explains revisions and creating them for orders and purchase orders. It is intended for general users.
Order and purchase order (PO) revisions are different from editing a record. A revision maintains a copy of the original order or PO, while an edit changes the original. Revisions for orders or POs can be used for change requests. For example, if you send an order estimate to a customer and they approve it, but later request some changes, you can create a revision of the order.
Your organization policies and procedures should determine when an order is revised rather than edited.
Creating an Order Revision
When creating an order revision, always make necessary adjustments to the order's related records (e.g. purchase orders, shipments, and invoices). Additionally, add comments for historical reference when you make adjustments. You can enter notes on the order itself or add comments on the order log.
To create a revision for an order:
- From the Main Menu, go to Order Management > Orders.
- Use the Quick Search bar to locate your order, then select the Go-To icon (
). - Select Actions > Create Revision.
- Select Revise.
aACE creates a new order with the -R1 at the end of the order ID.
- Edit the new order version.
- Select Save.
).
When you open an order revision, aACE voids the original order.
Creating a Purchase Order Revision
When creating a purchase order order revision, always make necessary adjustments to the purchase order's related records (e.g. orders, shipments, and purchases). Additionally, add comments for historical reference when you make adjustments. You can enter notes on the purchase order itself or add comments on the purchase order log.
To create a revision for a purchase order:
- From the Main Menu, go to Accts Payable > Purchase Orders.
- Use the Quick Search bar to locate your order, then select the Go-To icon ().
- Select Actions > Create Revision.
- Select Revise.
aACE creates a new purchase order with the -R1 at the end of the purchase order ID.
- Edit the new purchase order version.
- Select Save.
When you open a purchase order revision, aACE voids the original purchase order.
Searching for Revised Orders and Purchase Orders
When you need to locate a revised order, search for the initial order or purchase order number. Do not reference the revision suffix numbers or job numbers.
The practical reason for not basing records off the job number is because the original numbered assignments might have been distributed among your employees to work on. They might not know when the order is revised. For example, if a job is released to the floor as 12345.1 and barcodes have been printed, updating the number to 12345.1-1R would invalidate those first barcodes. Employees would not be able to submit time and materials until a new barcode is printed.
