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Procurement · Change orders Change an issued purchase order by revision,
Change an issued purchase order by revision, not by edit.
Once an order has gone to the supplier, its lines are not edited in place. A change to quantities, prices or the delivery date is proposed with a reason, a second person approves it, and only then does the order become the next revision — with the supplier sent the revised order to acknowledge again.
Proposed with a reason · Approved by someone else · Never below what was received · Increases checked against budget · Supplier re-acknowledges
PO-0418 · Rift Office Supplies Rev 1Rev 2
| Line | Qty |
|---|---|
| Office chair, mesh back 30 received · floor | 50 40 |
| Desk lamp, LED | 20 |
| Monitor arm, dual | 12 18 |
| Filing cabinet, 4-drawer | 4 0 |
Order total605,000.00 493,000.00
W. KamauRequested · buyer
D. OtienoApproved · a second person
Rev 1 acknowledged Rev 2 · awaiting supplier
Two peoplewhoever proposes a change cannot approve it — the approver must be someone else who can approve purchase orders
Received is the floora line cannot be cut below what has already arrived, and a line received in part cannot be removed
Increases onlythe budget check sees the lines that grew, not the order’s net movement, so a cut elsewhere does not hide new spend
Re-acknowledgedapplying a change clears the supplier’s acknowledgement and sends them the revised order
Why an order is not simply edited
The supplier agreed to one order. An edit quietly swaps it for another.
An issued purchase order is a commitment on both sides. If anyone with access can change a quantity or a price on it, the order the supplier acknowledged, the order the budget was checked against and the order a bill is matched to stop being the same document — and nothing records when they parted.
So the order keeps a revision number. Every change arrives as a proposal holding the order as it stands and the order as it should be, with the reason, and the order moves to the next revision only when someone other than the proposer approves it.
One revision, line by line
PO-0418 goes from revision 1 to revision 2.
Thirty chairs have already been received when the supplier calls to say only forty can be delivered. The buyer also needs six more monitor arms, a better price has been agreed on lamps, and the cabinets are no longer wanted. One change order carries all of it.
PO-0418 · Revision 2
Proposed by W. Kamau · Reason: supplier short on chairs; two more desks fitted out
Waiting for a second person Proposed by W. Kamau · Reason: supplier short on chairs; two more desks fitted out
| Line | Rev 1 | Rev 2 | Line change |
|---|---|---|---|
| 1Office chair, mesh back30 received · cannot go below 30 | 50 × 8,500.00 | 40 × 8,500.00 | −85,000.00 |
| 2Desk lamp, LEDPrice only | 20 × 2,400.00 | 20 × 2,250.00 | −3,000.00 |
| 3Monitor arm, dualAn increase · checked against budget | 12 × 6,000.00 | 18 × 6,000.00 | +36,000.00 |
| 4Filing cabinet, 4-drawerNone received · set to 0, so dropped | 4 × 15,000.00 | removed | −60,000.00 |
| 5Delivery date | 14 Nov | 21 Nov | — |
| Order total | 605,000.00 | 493,000.00 | −112,000.00 |
What the same form says to 25 chairs Office chair, mesh back: 30 have already been received, so the order cannot be cut below that.
1
The floor is what arrived
Receipts already posted against the order set the lowest a line can go. Cutting to 40 is accepted; cutting to 25 is refused with the count received.
2
A price change is a change
The quantity stays at 20 and the line still shows in the diff, struck and rewritten, because the money moved.
3
Only the growth meets the budget
The order falls by 112,000 overall, yet the budget check is run on the 36,000 the monitor-arm line grew by, against that item’s category and the order’s department.
4
Zero drops a line
Setting a quantity to 0 removes the line on approval. A line with anything received cannot be removed, and an order cannot be left with no lines — that is a cancellation.
5
Dates move with the rest
The delivery date travels in the same proposal, so the supplier gets one revised order rather than a chain of messages.
From proposal to the supplier’s inbox
Six rungs, and the order changes on the fourth.
Propose
The order as it should be
Anyone who can raise purchase orders opens the order and sets new quantities, prices and delivery date, with a reason of at least five characters. Quantities are whole units.
Notify
Approvers are told
Everyone in your organization whose role can approve purchase orders gets a notification with the old and new totals — except the proposer. A newer proposal on the same order replaces one still waiting.
Decide
A second person
The approver sees the line-by-line diff and approves or rejects it. A rejection leaves the order exactly as it was, with the decision recorded.
Apply
The next revision
Lines, totals, balance due and delivery date are rewritten together and the revision number goes up by one. The audit log records the order, both totals and the reason.
Clear
Acknowledgement reset
The supplier accepted the old order, not this one, so their acknowledgement is cleared on the spot.
Re-send
The supplier is sent it
The revised order is emailed to the supplier, unless your organization has switched purchase-order emails off, and they acknowledge it again from the vendor portal.
What a change order will not do
Each guard answers in plain words, at the moment it is hit.
Self-approval
The person who proposed a change cannot approve it, whatever their role.
You proposed this change, so someone else must approve it.
Cutting below received
A line cannot drop under the quantity already received, and a line received in part cannot be removed.
A line that has been partly received cannot be removed.
An increase over budget
When your organization runs budgets in block mode, an increase that would overrun is refused with the shortfall. In warn mode it applies; with budget control off, it is not checked.
A stale proposal
If the order’s lines changed after the proposal was made, approving it would overwrite them, so it is refused.
The order changed after this was proposed. Reject it and propose the change again.
A finished order
A closed, completed, paid or cancelled order cannot be changed, and a change waiting when the order closes can no longer be applied.
A change that changes nothing
A proposal identical to the current order is turned away, and a decided change cannot be decided twice.
Nothing changed.
Both sides of the order
The supplier’s acknowledgement belongs to a revision.
What the supplier sees
An acknowledgement says the supplier accepted a particular order. Once that order is revised, the old acknowledgement no longer applies, so it is cleared and the revised order goes out.
Rev 1Acknowledged by the supplier before the change.
Rev 2Approved and applied. Acknowledgement cleared; revised order emailed.
Rev 2 ✓The supplier acknowledges the revised order in the vendor portal.
RejectedThe order stands at its current revision and the supplier hears nothing.
On the web, in the app, over the API
The change-order card sits on the purchase order on the web and in the AWRA mobile app, over the same rules.
- Propose a change from the order on the web or in the mobile app.
- Approve or reject a waiting change from either, with the diff in front of you.
- Each order lists up to its last twenty revisions over the API, with who proposed, who decided and when —
GET /api/purchase-orders/{id}/revisions. - Permissions follow the order: raising orders to propose, approving orders to decide, viewing orders to read the history.
What AWRA OpsHub does today
- Change orders on an issued purchase order, covering quantities, unit prices, dropping a line and the delivery date, each with a stated reason.
- A revision number on every order, raised by one each time an approved change is applied, with each revision’s before and after kept.
- A second approver, who must hold the permission to approve purchase orders and cannot be the person who proposed the change.
- A floor at what has been received, so a line cannot be cut below its received quantity and a part-received line cannot be removed.
- A budget check on the increase only, by item category and the order’s department, following your organization’s warn or block setting.
- A stale-proposal guard that refuses a change if the order moved after it was proposed, and replaces an older waiting proposal with a newer one.
- Acknowledgement reset and re-send — applying a change clears the supplier’s acknowledgement and emails them the revised order.
- Notifications to approvers and an audit entry for every applied change, with both totals and the reason.
- The same change-order card in the mobile app, and the revision history over the API.
More we can add to your workspace
- Approval rules on change orders, so a revision above a value you set goes to the approver your rules name.
- A supplier-proposed change, raised by the supplier from the vendor portal and decided by your approver.
- A redline PDF for the supplier, setting each line’s old and new values side by side on the revised order.
- New lines added from the web change form, alongside the edits to existing lines it takes today.
- Fractional quantities on a change order, for goods bought by weight, volume or length.
- A budget override reason on the approve screen, for an approver who holds the override permission.
Where we point you to a specialist
- We will not let one person both propose and apply a change to an issued order, whatever their role. That separation is the point of the feature.
- We will not rewrite history to fit a change. Goods already received stay received; a change that would contradict them is refused rather than adjusted.
Approval rules on change orders is the item in that middle column most organizations reach for first, because it lets a small price correction and a large scope increase take different paths. Tell us how your approvals run today and we will come back with a written spec, a timeline and a price.
Around the revision
Where a change order meets the rest of procurement.
Purchase orders, receiving and matchingThe order being revised, the receipts that set its floor, and the bill matched to it. Budget controlsThe warn or block setting an increase on a change order is checked against. Approval rules and delegationValue-based routing and cover for approvers who are away. Supplier contracts and call-offsAgreed prices and ceilings that orders draw down against. Vendor portalWhere the supplier acknowledges the revised order. Supplier collaboration and performanceAcknowledgement times and delivery against what was ordered. Procurement automationThe full path from request to payment that change orders sit inside.
Frequently asked questions
Can someone just edit a purchase order after it has been sent?
Not its lines. A change to quantities, unit prices or the delivery date is proposed as a change order with a reason, and it is applied only when a second person who can approve purchase orders approves it. The order then becomes the next revision. A closed, completed, paid or cancelled order cannot be changed at all.
Who can approve a change order?
Anyone in your organization whose role holds the permission to approve purchase orders, except the person who proposed it. Those people are notified when a change is proposed, with the old and new totals, and can decide it on the web or in the mobile app.
What happens if goods have already been received on a line?
The received quantity is the floor. A line cannot be reduced below what has been received, and a line received in part cannot be removed. The refusal names the item and the count received, so the buyer knows exactly how far the line can go.
How does a change order interact with the budget?
Only the increase is checked. For each line that grows, the extra value is checked against its item’s category budget for the order’s department, under your organization’s budget setting: with control off nothing is checked, in warn mode the change applies, and in block mode an increase that overruns is refused with the shortfall. A cut on one line does not offset growth on another.
What does the supplier see when an order is revised?
Applying the change clears their acknowledgement of the earlier revision and emails them the revised order, unless your organization has turned purchase-order emails off. They acknowledge the revised order again from the vendor portal.
What if the order changes while a proposal is waiting?
A proposal holds the order as it stood when it was made. If the lines have changed since, approving it is refused so it cannot overwrite them; reject it and propose the change again. A newer proposal on the same order replaces one that is still waiting.
Is there a record of every revision?
Yes. Each revision keeps the order before and after, both totals, the reason, who proposed it, who decided it and when, and every applied change is written to the audit log. The order page and the API list the revision history.
Can a change order use fractional quantities?
Change orders take whole units today. Fractional quantities for goods bought by weight, volume or length are something we can add to your workspace.
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