RDA Systems Inc

What This Process Does

• Change a Purchase Order ID from one ID to another.
• When this process is run, it looks throughout the entire database for the current Purchase Order ID (FROM) and changes it to the new Purchase Order ID (TO). All occurrences of the current Purchase Order ID are marked as deleted and identical records are created for the new Purchase Order ID. Records where the Purchase Order ID is a supporting field are simply updated with the new Purchase Order ID (e.g., purchase order master, deduction descriptions and withholding vouchers in payroll).

Best Practices

• Do Not Create a New Purchase Order ID - this process is not designed to merge Purchase Order IDs together; therefore, you should not create a new Purchase Order ID with the new ID prior to running this process.
• Remove Deleted Records - deleted records must be removed prior to running the Change Purchase Order ID process. If this is not done and the new vendor name/number that you are changing to was previously used and deleted, all records will be deleted (the Purchase Order ID you are currently using as well as the one you are changing to). Once these records are mistakenly deleted, it isn't possible to undelete them.
• No Duplicates - the Purchase Order Master must be queried to make sure the Purchase Order ID that is being created does not already exist.
• Cease Processes in Purchase Orders - there should be NO processes run by any user in the Purchase Orders module while the Change Purchase Orders ID process is being run.

Step One: Removing Deleted Records

As noted in Best Practices/Remove Deleted Records above, it is imperative that this step be run before proceeding. Before running the Change Purchase Order ID process, deleted records must be removed from the database.

• From the Resource Bar: System Administration → Database/Transaction Processing Menu → Remove Deleted Records
• A Library List displays with a module and associated file list.
• Highlight PURORD under the Library List.
• Highlight each file listed below where the deleted records will be removed and follow the instructions below the file names.

• Highlight the first File and click on the select button. Repeat until all the necessary files have been selected.

Step Two: RDA Notification

• A HelpDesk ticket should be submitted to RDA confirming that you:
  1. Queried the purchase order masters and the identification didn't exist.
  2. You have removed deleted records from the above files.
• Once the Helpdesk ticket with the confirmation is received, an access code (valid for one day only) will be provided to you so that the Change Purchase Order ID process can be run. When the access code is given to the user, the field description below will show the fields that must be populated for the Purchase Order ID to be properly changed. The process may take a while depending on the number of records in Vendor Payments and Purchase Orders. Be sure to run this process once for each Purchase Order ID which needs to be changed.
• Once the process is completed, access the Purchase Order Master to confirm that the new Purchase Order ID has been created.

Step Three: Change Purchase Order ID

1. Procurement → Purchase Orders → Maintenance → Change/Set → Change PO IDs
2. Range accordingly.
3. Use the table below to help with completion of fields on the range screen.
4. Click Run/Print Report.

Step Four: Remove Deleted Records for a Second Time

• It is recommended that Remove Deleted Records be run again after the Change Purchase Order ID process has been completed. Repeat Step One.