PRC: Edit Order: Allow Users To Execute Changes To A Change Order Initiated By A Different Party (Doc ID 2397949.1)

Last updated on JUNE 08, 2023

Applies to:

Goal

Change Order process

A user should be able to execute changes to a change order initiated by a different party and the information in the original change order request should be stored in the system for audit purposes.
For example, a buyer should be able to edit a change order entered by a requester through Edit Order.

Currently,
The system does not allow users to change a change order. A new change order is created;
The system does not store the original information in the change order.

Test scenario:
Purchase order current amount is 102.00
Requester executes an Edit Order, changes the amount from 102.00 to 200.00 (change order 1 is created)
Buyer edits change order , change order is cancelled, the last approved amount, 102.00 defaults in the new change order (change order 2), not 200.00.
Buyer changes the amount from 102.00 to 205.00
Change Order history shows
Change order 1 canceled amount from 205.00 amount to 200.00 (none of these amounts are real - amount was 102.00 changed to 200.00).
Change order 2 processed amount from 102.00 amount to 205.00

Business case from the customer:
1. Describe how the current product is insufficient.
Currently, buyers cannot make edits to change orders that originate from a requester. The functionality is that if they try to edit the change order before approving, it cancels that change order and creates a new one with the buyer being the initiator. Client would like to make sure the change order shows the requester as the initiator, not the buyer.

2. Provide a detailed description of the Enhancement Request.
Client would like to request that a buyer be able to make edits to a change order before approving. In addition, if they make edits to the change order, it should NOT create a new change order and it should NOT change the initiator from the requester to the buyer. If the buyer makes an edit to the change order, it should still show the initiator as the requester and should keep the same change order, not create a new one.

3. If possible, identify how the product can be changed to achieve the desired result.
Custom privilege or modifications to workflow capabilities

4. Explain why Oracle Development should consider the Enhancement Request.
This should be considered by Oracle Development as this is a common ask from higher education. Having this functionality would enable us to better serve the public sector.

5. Describe how this Enhancement will improve your business
This will improve the business because it will enable Higher Education to meet their auditing and compliance requirements. All purchase orders must be tied to a requisition. Without this change, it will make it difficult to make sure all changes are traced back to the requisition/requester.

6. Is this Enhancement affecting an implementation milestone?
Yes, this is a priority issue for CRP2. It could potentially push the timeline of our next CRP sessions out. We have a go-live date of October and not having a resolution to this would impact that as well.

7. Please provide and describe the business flow that is affected by this Enhancement.
The business flow impact is Requisition to Receipt.


Additional information from the customer:


This is the functionality in Peoplesoft that our client is hoping to duplicate. Hopefully this can provide more context to their use case:
Source: https://docs.oracle.com/cd/E39583_01/fscm92pbr0/eng/fscm/sepv/task_ProcessingChangeRequestsinPeopleSoftPurchasing-047bbc.html
Processing Change Requests in PeopleSoft Purchasing
If you have changed an eProcurement requisition that has already been sourced to a purchase order, then a change request might be created and placed in the PV_CHG_RST_DTL table. When the changed requisition has completed budget checking and approval workflow, the change request in the PV_CHG_RST_DTL table is changed from a pending status to an approved status. In addition, the change request is also placed in the PeopleSoft Purchasing tables; CHNG_RQST and CHNG_RQST_DTL. These tables contain change requests from many different sources, including; PeopleSoft eProcurement, PeopleSoft Inventory, PeopleSoft Manufacturing, PeopleSoft Order Management, PeopleSoft Supply Planning, third-party sources, as well as PeopleSoft Purchasing itself. The Change Purchase Order process in PeopleSoft Purchasing picks up the change requests and updates the purchase order. For purchase orders that have already been dispatched, a change order could be created and dispatched to the supplier.
For more information on change request processing in PeopleSoft Purchasing, see Creating Change Orders from Approved Change Requests .
 

Solution

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