PO Amendment

Amend authorized purchase orders when quantities, prices, or line items need to change after approval. The system tracks all changes with a before/after comparison, auto-detects amendment type, and maintains a full audit trail. This guide covers creating amendments, modifying line items, and reviewing change summaries.

Module: Procurement · 7 steps · all roles

Browse Amendments
1Open Amendment List

Navigate to Procurement → Amendments or go to /procurement/amendments.

Amendments list showing amendment numbers, PO references, amendment type badges, status, and total difference amounts
2Filter & Columns
ColumnDescription
Amendment #Auto-generated amendment reference.
PO #Linked purchase order number.
TypeAuto-detected: Quantity Change, Price Change, or Both.
StatusActive or Cancelled.
Original TotalPO total before amendment.
New TotalPO total after amendment.
DifferenceNet change amount (+ or −).
Create an Amendment
3Select PO

Click + New Amendment at /procurement/amendments/new. Select an authorized PO to load its line items.

FieldRequiredDescription
Purchase OrderYesSelect from authorized POs. Items load automatically.
Amendment DateYesDate of the amendment (defaults to today).
ReasonYesExplanation for the amendment (required for audit trail).
Only authorized POs can be amended. The original PO remains unchanged — amendments create a separate record of what changed.
Amendment form with PO selector showing PO info card, line items table with editable quantities and prices, and reason field
4Modify Line Items

The PO’s line items are displayed in an editable table. Change quantities or prices as needed, or remove items entirely.

ColumnEditableDescription
PartNoPart number and name from PO.
Original QtyNoQuantity on the original PO (reference).
New QtyYesAmended quantity. Leave unchanged if no qty change.
Original PriceNoUnit price on the original PO (reference).
New PriceYesAmended unit price. Leave unchanged if no price change.
Remove—Click to remove the item from the amended PO. Removed items show with strikethrough.
Removed items are shown with a strikethrough in the amendment summary. This does not delete the item from the original PO — it records the removal as part of the amendment.
5Review & Submit
Summary FieldDescription
Original TotalPO total before changes.
New TotalPO total after changes.
DifferenceNet change amount, highlighted green (decrease) or red (increase).
TypeAuto-detected: Quantity Change, Price Change, or Both.
The amendment type is auto-detected based on which fields you changed. You don’t need to select it manually.
Workflow
6Amendment Types
TypeTriggerExample
Quantity ChangeOnly quantities modified.Order 10 → 15 units.
Price ChangeOnly prices modified.Unit price $100 → $95.
BothBoth quantities and prices changed.Qty and price both revised.
Only Active amendments can be cancelled. Active amendments update the effective PO totals used in invoicing and 3-way matching.
7Cross-Links
ActionGuide
View the purchase orderPurchase Orders
Record vendor invoicePurchase Invoice
Track delivery follow-upsPO Follow-ups
View goods receiptGoods Receipts