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Coupa Success Portal

Edit a PO

Request PO changes

You can request PO changes if your customer allows you to submit PO change requests and you have the Order Changes permission. For more information, see Manage Users.

You can request changes to POs created in Coupa and submit them for approval to your customer. You cannot request changes to closed or soft-closed POs or PO lines.

Click on the Orders tab on the main menu, and on the appearing Purchase Orders page, click on the number of the PO that you want to modify.

At the bottom of the purchase order, click on the Request Change button. If you have saved but not submitted your change request, click on the Edit Change button.

csp11_request_change_button_po.png

You can edit the fields that your customer allows you to change, for example, Ship to User, Department, and Estimated Arrival Date on the order, and Need by Date, item Qty/Amt, and Price on an order line. You can also delete PO lines that cannot be fulfilled or Request PO Cancellation.

You cannot reduce the quantity/amount below the values already received or invoiced against.

 csp11_request_change_edit_po.png

You need to select a Reason for Change from the drop-down list: 

  • Cannot fulfill order quantity/amount

  • The ordered item is no longer available

  • Cannot fulfill orders by the Need-by date

  • Other - In this case, you also need to provide a comment.

Cancel, Save, or Submit the change request.

At the bottom of the page, you can also add comments for your customer.

Only one change request can be pending approval at a time. You cannot submit a PO change request while your customer has a change pending approval.

Changes are effective when a change request is approved. When a PO change request is rejected, you receive the Order change request is rejected notification. For more information, see View and Manage Notifications.

After submitting your change request and while waiting for your customer's approval, you can view the pending changes if you Click to view pending change at the top of the PO. You can also select a PO revision to view by clicking the drop-down list next to the PO number.

csp11_po_pending_changes.png

When viewing pending changes, the Pending Change Request page shows the PO number, the revision date, the date when the change request was submitted, the reason for the change, change status, change type, and more.

csp11_po_pending_changes_view.png

You can withdraw your change request by clicking Withdraw at the bottom of the page.

On the Order Changes and Order Line Changes tabs, you can see tables listing all your PO and PO line changes.

Column Description
Purchase Order Changes
PO Change # PO change number generated by Coupa. Click on it to view the PO change. 
Order # PO number generated by Coupa. Click on it to view the PO.
Version # PO revision number generated by Coupa.
Ship to User Name of the user to whom the item/service needs to be shipped/delivered.
Status Status of the PO change: draft, pending approval, or approved. If a PO change request is rejected and you view the PO change, it moves into draft for you to edit and resubmit it. A PO change request status changes to draft also when you withdraw it.
Items Item(s) or service(s) on the PO.
Total Total price of the item(s)/service(s) on the PO.
Supplier Initiated Indicates whether the PO change was initiated by you/supplier (change requests in draft or pending approval status). Approved change requests are not initiated by suppliers.
Created By Name of the user that created the change request.
Reason Code

Shows the Reason for Change as selected from the drop-down list: Cannot fulfill order quantity/amount, The ordered item is no longer available, Cannot fulfill orders by the Need-by date, or Other.

If you select other, you need to provide a comment.

Justification

Shows the comment provided along with the reason for change.

Purchase Order Line Changes
PO Change # PO change number generated by Coupa. Click on it to view the PO change.
Order # PO number generated by Coupa. Click on it to view the PO.
Line # PO line number.
Line Type Line type: quantity or amount.
Supplier Supplier name.
Account Billing account code.
Chart of Accounts Name of the chart of account.
Commodity Commodity name.
Item Item name.
Item # Item number.
Marked for Deletion Indicates if the PO line is marked for deletion.

You can filter both tables by columns, use the search bar to filter with a search term, or click on the View drop-down list to perform advanced filtering. The Purchase Order Changes table has the Change orders initiated by suppliers and Pending approval order changes built-in filters, and the Purchase Order Line Changes table has the Pending approval order line changes built-in filter. For more information, see Create Custom Views.

Add shipment tracking information

You can add shipment tracking information to POs if your customer enables real-time shipment tracking.

In the Shipment Tracking section in the PO, click on the Add (add_icon.png) icon. In the appearing Create Shipment Tracker popup window, enter the tracking number for the entire PO, select a carrier (FedEx, USPS, UPS) from the drop-down window, and add a note (optional).

You can enter only one tracking number on a PO. For partial shipments, you can create an advance ship notice (ASN).

 csp11_add_shipment_tracking_info.png