When a government agency changes an order it has sent you, an Order Change arrives in your Inbox. A change can touch anything on the order: the descriptions, the quantities, the prices, or which lines are on it. Receiving it replaces your sales order with a new one that carries the change.
Receive an order change
- Make sure the original order has been received first. Unless you sort by a column, the Inbox lists each order above its changes.
- Open InvoiceNowInbox and click Review on the Order Change.
- Check the Order Ref., which is the PO number of the order being changed.
- Go through the lines as you did for the order. A line the agency has removed shows To be deleted and needs nothing from you.
- Choose Receive as and click Receive.
What happens to the sales order
- The original is kept. Its status becomes Revised. It stays as a record of what was first ordered, and you no longer work from it.
- A new sales order holds the change. It has its own number and today's date, and the same Other Reference as the original. The original links to it, and the Revisions tab on either one lists every version. You can also search SalesSales Order for the agency's PO number.
- Bill the new one. Confirm it if it came in as a draft, then generate the invoice from it. See Turn it into an invoice.
If you have already delivered or invoiced
A change cannot rewrite an order you have started to fulfil. If any delivery order or invoice has been made from the sales order, even a draft, receiving the change fails with "This order has already been delivered or invoiced; respond to the buyer instead of revising it."
- The delivery order or invoice was a draft made by mistake. Delete it, then click Retry on the change and receive it.
- Goods or invoices have really gone out. Contact the agency, and reply on the original sales order with an order response that explains what has already been supplied. See Send an order response. Once you have agreed what happens next, click Drop on the change.
If you disagree with the change
Receiving a change records it on your side. It does not mean you agree with it, and nothing in AveriWorks negotiates an order with the agency for you.
If you think a change is wrong — a price, a quantity, or an item you cannot supply — contact the agency's officer directly. Their name and contact details are on the review window and on the sales order. Receive or drop the change once you have agreed.What can stop you
- The change fails because its order is not here yet. The message names the agency's PO number and ends "Receive the order first, then apply this change." Receive the order, then click Retry on the change.
- Your role cannot create sales orders. Receiving a change creates a new sales order. If you see "You do not have permission for this action." ask an administrator to allow creating sales orders.