Goal:
The ability to edit information on the RFO before and after approval.
Due to customization, your interface text may differ. In this article, we are using the default labels Location and Department. Learn more here.
The Two Possible Solutions Based on Order Status
The method you use to correct the financial coding or organizational category depends on the status of the item.
Order Status | Solution to Use | Editable Fields |
Pending Approval (Not yet approved) | Solution 1: RFO Edit Header Information | Location, Department, Account Code, Required by date, Ship to address (PunchOut RFOs only) |
Approved, Purchased, or Received | Solution 2: Account Code Correction | Location, Department, Account Code |
Solution 1: RFO Edit Header Information
This solution is a quick fix for requests that are still in the approval workflow.
Learn more about RFO Edit Header information.
Detail | Description |
Applicability | Only used if the order is PENDING approval, and has not been approved as of yet. |
User Access | Available to the original Requester and the current Approver. |
Allows you to edit the following | 1. Location 2. Department 3. Account Code 4. Required by date 5. Ship to address (for PunchOut RFOs only) |
Solution 2: Account Code Correction
This solution is used to correct specific fields once a transaction has been processed and impacted budgets.
Detail | Description |
Applicability | Only used when the order has already been Approved, Purchased, or Received. |
Restriction | Cannot be edited if the order has been Billed. |
User Access | Requires access to Settings and the Finance module (e.g., Superuser or Finance Role). |
Allows you to edit the following | 1. Location 2. Department 3. Account Code |
Steps: Account Code Correction
Follow these steps to update financial details on approved or received items:
Step 1: Access the Correction Tool
Select Settings on the left-hand navigation bar.
Select Account Code Correction under the Finance settings section.
Step 2: Locate the Item to Edit
Locate the intended item you wish to edit within the list. You can typically use the search and filter functions to find the specific item by Request ID, PO Number, or Item Name.
Step 3: Update the Account Code
The Account Code field is editable and listed in its own column.
Select the arrow beside the current Account Code and update it by choosing the correct code from the dropdown list.
Step 4: Update Location and Department
To edit the Location or Department, select the editing button (often represented by a pencil icon or three dots) to the right of the item.
A pop-up window will appear. Make the appropriate changes within the dropdown options shown for Location and Department.
Select the blue Save Changes button to apply the corrections.
Additional Information:
Only a user with access to Settings & Finance will be able to complete the steps listed.
Once the account code correction (location/dept/ account code) is updated and saved on the Account Code Correction Settings page, the changes are reflected on the original order request.
Please note that the item must be approved in order to change the Location or Department after the request is submitted.
An order (RFO) will no longer appear in Account Code Correction page if the PO created for it has already been billed.
Account Codes can be corrected up until a Bill is created against the PO.
If an account code is not assigned to any Locations/Department values, it will not be visible or available in the Account Code Correction tool.