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    Changing Vendors in PO Lines and POs

    Translatable
    You can change the vendor account details of a PO line, a PO, or all POs associated with a single vendor, to that of another vendor.
    To change a vendor in a PO line before it is packaged, see Editing PO Line Information. You can change the vendor in a PO line even after it was sent to the vendor. There are two business cases for this:
    • The original vendor could not supply the item(s), so the PO line must be sent again to a new vendor.
    • The original vendor is actually a supplier on behalf of another vendor, or the vendor has merged with a different vendor. In this case, the PO line is not sent again. The change simply reflects a correction in the PO line's information.
    These changes can be made manually on the PO Line Summary page.
    For more information about changing the vendor of a sent PO line, see the Change the Vendor of a Sent PO Line video (2:05 mins).
    You can change the vendor for a PO or all POs associated with a vendor using the Update PO Lines Information job. Changing the vendor associated with a PO changes the vendor in all of its associated PO lines. Changing the vendor for all POs associated with a vendor affects all POs of that vendor that are not canceled.
    Changing the vendor of a sent PO line is not available using the Update PO Lines Information job.
    To change a vendor in a sent PO line so that the PO line is sent to a new vendor:
    To change the vendor account details for PO lines, you must have a role that enables you to edit PO lines.
    1. Open a one-time PO line with status Sent, or a continuous PO line with status Sent or Waiting for auto/manual renewal, for edit. See Searching for PO LinesSearching in Alma. The PO Line Summary page appears (see Manually Creating a PO Line).
      You cannot change the vendor of (and resend) a one-time PO line if any of its resources were already activated or received.
    2. Select Change Vendor and click Go.
      A confirmation dialog box appears. The message in this box states that the PO line will be sent again.
    3. Click Confirm in the confirmation dialog box. The Change Vendor in Order dialog box appears.
      Change Vendor in Order Dialog Box
    4. Select a new vendor and click Change Vendor in Order. The vendor is changed. The PO line is removed from the PO, and if this is the only PO line in the PO, the PO is deleted. The PO line's status changes to In Review and progresses as usual through the purchasing workflow.
    To change a vendor in a sent PO line without sending the PO line again:
    To change the vendor account details for PO lines, you must have a role that enables you to edit PO lines.
    1. Open a one-time PO line with status Sent or Waiting for Invoice, or a continuous PO line with status Sent or Waiting for auto/manual renewal, for edit. See Searching for PO LinesSearching in Alma. The PO Line Summary page appears (see Manually Creating a PO Line).
    2. Select Replace (only) Vendor and click Go.
      A confirmation dialog box appears. The message in this box states that the PO line will not be sent again.
    3. Click Confirm in the confirmation dialog box. The Change Vendor in Order dialog box appears (see above).
    4. Select a new vendor and click Change Vendor in Order. The vendor is changed. The PO line is removed from the PO, and if this is the only PO line in the PO, the PO is deleted. The PO line's status changes to In Review and progresses as usual through the purchasing workflow. When this PO line is packed into a PO, it is not sent to the vendor.
    To change the vendor account details for POs associated with a vendor:
    To change the vendor account details for POs, you must have one of the following roles:
    • Purchasing Operator
    • Purchasing Manager
    You change vendor account details on the Change Vendor in Order page (Acquisitions > Advanced Tools > Change Vendor in Order).
    Change Vendor in Order Page
    1. On the Change Vendor in Order page (Acquisitions > Advanced Tools > Change Vendor in Order), click Add Job. The Add Job dialog box appears:
      Add Job
    2. In the Source vendor/account field, select the original vendor.
    3. In the Target vendor/Account field, select the new vendor.
    4. To restrict the vendor change to a specific PO, select a PO. The Source vendor/account field become disabled and set to the source vendor/account of the selected PO.
      If a PO is selected, the change affects all PO lines associated with the PO, including closed PO lines. If no PO is selected, the change affects all PO lines in active POs for the selected source vendor/account.
    5. Click Add or Add and Close.
      The vendor account details for the PO/PO lines are changed without changing the status of the PO/PO lines.
    For more information on changing the vendor account details, see the Change Vendor of a Purchase Order video (3:14 mins).
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