Year End Processing Tip #7: Reopening Purchase Orders & Making Changes to a Purchase Order that is Not Sent to the Vendor

Attention MyFloridaMarketPlace Purchasing and F&A Liaisons:

This communication includes two year end processing tips:

• Reopening Goods/ Commodities Purchase Orders, and;
• Making Changes to a Purchase Order that is Not Sent to the Vendor

Reopening Purchase Orders

There are occasions when a received order may need to be reopened. This will generally be to add a line item to pay for shipping; make accounting only changes and/or because we accidentally “over-received” a quantity which closed our order and now needs to be reopened to conduct Negative Receiving. Because the status on the Purchase Order is “Received”, thus the order is closed; you first need to locate the order. You will reopen the order so that the order status changes to "Receiving."

To reopen a closed purchase order:

1. Click Receive on the swoosh or Purchase Orders under your Receive header on your shortcut menu;
2. The first search field automatically populates with Order ID. Although you can search by Req ID, Receipt ID, or Contract ID, searching using the Order ID provides the quickest search return;
3. Enter the prefix for the request: DO, PR ,RC, or MA, and then the transaction number into the Search field;
4. Click Search;
5. A message displays on your opened receipt: “This order is currently closed for receiving”;
6. Click the Reopen Order button;
7. Click Exit;
8. Click Save;
9. Complete a search for your requisition;
10. The status will now be “Receiving” and a Receipt is now in Composing Status;
11. You will be able to view and select the Change Button. Note: if you do not see a change button, you may have an Invoice Reconciliation (IR) in an “ing” status (approving, reconciling, etc.) or you do not have the permissions to do a change, i.e. you must be the preparer or the On Behalf Of for that requisition, or you have the CO No Workflow group;
12. Make changes to your requisition as appropriate and submit.

The PR will proceed as appropriate based on the person who is processing the change.

Utilizing the “Do Not Send Purchase Order to Vendor” for Accounting Only Changes to purchase orders

There may be POs that need only the accounting information updated for the remainder of this fiscal year. It is recommended to use the CO No Workflow group to make accounting changes to avoid having the requisition go through the “normal” approval flow. There are limited changes this group can make, primarily focused on accounting related fields, and the workflow will not generate. Please refer to the MFMP Toolkit\Job Aids\ System Administrator Job Aids\MyFloridaMarketPlace Role Guide, CO No Workflow Appendix 2 for a complete list of these fields.

When making these types of changes, you may determine it more appropriate to check the “Do Not Send Purchase Order to Vendor” field to avoid potential confusion since this is an accounting only change.

Note: it is critical that the “Do Not Send Purchase Order to Vendor” field NOT be checked when this is an Ariba Supplier Network (ASN) vendor as the vendor will not be able to “flip” the most current version of the purchase order, which is critical for appropriate processing of the invoice.

Please contact the Customer Service Desk (BuyerHelp) at 1-866-352-3776 or at buyerhelp@myfloridamarketplace.com if you have questions or need assistance.

Thank you,
MyFloridaMarketPlace

http://myfloridamarketplace.com