The A3J team recently faced the question of how to stop purchase orders in the revision process from being used for receiving. As I started to outline an automation script that would do the job, the team remembered this handy checkbox in the PO Options dialogue. So let’s talk about this box and the effects of choosing to have it checked or unchecked.
By default, the “Allow Receipts and Invoices on PO Revisions?” option will be enabled for an organization when it is created. Most systems will follow this version of the revision process since this is the default setting. Let’s say I want to revise PO 1012. I will select the Revise PO action, put in a description for the revision, then press OK. (Notice the checkbox in the screenshot below – we’ll come back to this later!)
Now I can see that the revision has been created and put into the PNDREV status while the original still has the status of APPR. If I go to the Receiving application, I can still make receipts against revision 0. I am also able to apply revision 0 to new invoices. Once revision 1 is approved, the new revision will take the place of the original and receipts and invoices will be made against revision 1 instead.
Now I’ll go back to the Organizations application and uncheck the “Allow Receipts and Invoices on PO Revisions?” checkbox. I’m going to switch back over to the Purchase Orders application and pick a new record to revise – in this case, PO #1059.
Once I press OK, the new revision will go into the PNDREV status as usual. However, the original PO revision will go to a HOLD status instead of APPR.
The original PO revision being sent to HOLD means that users will receive the following error when they try to receive against the purchase order. Receipts and invoices cannot be made referencing the PO in revision until the revision is either approved or cancelled.
As you have most likely noticed, the “Allow Receipts and Invoices?” checkbox on the Revise PO dialogue has a different default value depending on what you select for your organization in the PO options. Users can manually check or uncheck this box to determine if receipts and invoices should be restricted for certain POs. Essentially, the PO option sets the default value for this box which can be changed on a case-by-case basis. You can also restrict access to this box if necessary by making it read only or using a conditional expression.
About
A3J Group is a leading solutions and consulting firm based in Tampa, Florida, specializing in Enterprise Asset Management (EAM) with a focus on fully developed Computerized Maintenance Management System (CMMS) solutions like IBM Maximo.
In addition to our suite of proprietary products—including MxMobile, our powerful mobile solution for Maximo—we provide traditional consulting services that help organizations plan, implement, optimize, and support their EAM strategies. Whether clients need hands-on configuration, strategic guidance, or ongoing system support, our team delivers the expertise to drive long-term success.
With over 50 years of combined experience, our specialized team is dedicated to our core mission: to serve as excellent stewards of our clients’ trust and investments, while driving measurable results through tailored, high-impact solutions and intelligent consulting.
Visit us at www.a3jgroup.com. Or drop us a line at info@a3jgroup.com.
