AWRA Help Center

An issued purchase order is never edited in place. A change is proposed, approved by someone else, and only then applied — so the order the supplier accepted and the order you later pay against can always be told apart.

Proposing A Change

1. Open the purchase order and, in the Change orders panel, click Propose a change.
2. Adjust quantities (whole units) and prices, add or remove lines, or move the delivery date.
3. Say why the order is changing — a reason is required — and click Propose change.

Everyone who can approve purchase orders is notified. A newer proposal replaces one still waiting.

• A line cannot be cut below the quantity already received, and a line that has been partly received cannot be removed.
• An order that is closed, completed, paid or cancelled cannot be changed. To drop every line, cancel the order instead.

Approving It

• Whoever proposed the change cannot approve it. Someone else with the approve purchase orders permission sees each changed line before and after, and the old and new totals.
• If the change increases spend, the increase alone is checked against the budget. Where budget control is set to block, it is refused unless someone with the override permission gives a reason.
• If the order itself changed after the proposal, approval is refused; reject it and propose again.

When It Is Applied

• The order’s lines, total, balance due and delivery date are updated and its revision number goes up by one.
• The supplier’s earlier acknowledgement is cleared — they accepted the old order, not this one — and, with purchase-order emails switched on, the revised order is sent to them again.
• The audit log records the revision, the old and new totals and the reason. Rejected proposals are kept in the panel’s history.

Change orders can be proposed and decided from the mobile app as well.