iDocuments Purchase Order Updates

First published on: 05/09/2024/2:48 pm

User Guide

Overview

Introduction

This document overviews the iDocuments processes for updating approved purchase orders.

The iDocuments powered by Saltbox synchronisation process between iDocuments and SAP Business One lets you adjust already synchronised purchase orders.

For example, if users change a purchase order in iDocuments that's already been synced to SAP Business One, the adjustments will occur during the next sync process.

Purchase Order Updates From iDocuments

Users can modify the purchase order lines within iDocuments, and the changes will be transferred to SAP Business One during the next sync. 

This is for modifying or adding to existing lines only—NOT for removing lines.

Users can edit purchase orders with lines that:

• Haven't been marked as closed for receipting
• Haven't been receipted
• Have been partially receipted

Users can edit the Line fields. Edited documents are submitted for approval using the Smart Edit button and are given a Submitted status for routing for approval.

Admin users can use specific settings to manage purchase order changes made by creators or approvers. If admin users want to allow users to modify synced purchase orders in iDocuments, they must enable the "Can Users Recall Created Purchase Orders" company setting and activate the editable field for the Approved stage.

Admin > Business Rules > Editable Fields

To enable the modification of required fields, admin users can select using the Editable Fields feature.

E.g., If selected at the 'approved' stage, selected fields can be altered when users open a previously synced purchase order.

The editable line fields are not displayed in grey, and the header delivery date can also be edited.

In the example below:

• The item code was changed on the first line
• The quantity was changed on the second line

Users must click on the "Smart Edit" button located on the top right-hand side of the screen after making changes. This saves the changes and sends the document for further approval and a 'submitted' status, if required.

After approval, the modifications will be synced into SAP Business One, and users will see the updated purchase order.

Purchase order updates from SAP Business One

If users modify an already synced purchase order in SAP Business One that affects the total value, such as changing the quantity or unit price or adding a new line, the 'UpdateIDocs' user-defined-field will be marked as "Y" automatically to indicate that iDocuments should be updated.

The example below shows two modifications:

• A new line was added
• The quantity on the second line was changed

These changes will be updated in iDocuments on the next synchronisation.

After the purchase order goes to "Update" mode, users will notice that the "Y" is displayed in the "UpdateIDocs" user-defined field located on the right-hand side of the purchase order.

To locate the user-defined field, select "User-Defined Fields" under the "View" option on SAP Business One's header toolbar.

Once users update the purchase order and run the synchronisation, the modifications will appear in iDocuments, and the "UpdateIDocs" value field will be updated to "N".

Important Notes

Users should consider these points when processing purchase orders and goods receipt purchase orders in SAP:

1. Users must wait for the changes to be synchronised before copying the purchase order into a goods receipt purchase order after updating it. When the value of the “UpdateIDocs” is updated to “N”, the changes are synced, and users can copy the purchase order into a goods receipt purchase order.

2. If the goods receipt purchase order differs from the purchase order, the changes must be made to the purchase order first and then be receipted only after the changes are synchronised. If users close the purchase order before the synchronisation is completed, the changes will not be synchronized with iDocuments.

3. Users should not remove lines and only add or edit them as deletions are not synchronised.

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