Make authorised changes with a recorded reason.
ACOS provides controlled amendment permissions for open purchase orders. Identify the change required, use the assigned permissions and retain the amendment note so the purchasing decision remains understandable.
Control who may amend an open purchase order.
Permissions
Purchase order amendments can be enabled for secondary approvers at the required approval levels.
Open orders
Amendments are limited to purchase orders in Open status. Check the transaction status before requesting a change.
Recorded changes
ACOS records an amendment note identifying the person who actioned the change, the information entered and the reason.
Keep the reason and responsibility with the change.
Locate the purchase order and check that its status permits an amendment.
An initiator, approver or user with the purchasing amendment role can request or suggest the amendment.
An authorised user acts within the amendment permissions configured for the organisation.
Keep the change, the person who actioned it and the stated reason with the purchasing record.
Changes remain part of the purchasing record.
Who may request an amendment?
Initiators, approvers and individuals assigned the purchasing amendment role may request or suggest a change. Requesting a change does not grant unrestricted amendment permissions.
Secondary approver permissions
ACOS can enable purchase order amendment permissions for secondary approvers at any approval level. Configure those permissions around the responsibilities agreed for your organisation.
Order status restrictions
Amendments are valid only for purchase orders in Open status. Other transaction states require review through the appropriate procurement and Finance process.
Amendment notes
The system adds a note of the amendment executed, the person who actioned it, information entered and the reason. This provides context when the order is reviewed later.
Supplier communication
Where a change affects what the supplier is expected to deliver, communicate the revised requirement clearly and retain the correspondence. Confirm the document and notification arrangements for your setup.
Amendment or cancellation?
An amendment changes an eligible open order. If the requirement is no longer needed, review the separate cancellation guidance and its status restrictions.
Let’s review your order amendment rules.
Tell us how your organisation works today. We will demonstrate the relevant ACOS and CloudTASK functions and agree on the modules, responsibilities, user access and implementation scope for your team.
Email support@itcontact.co.za · Call +27 (0) 12 997 4444