Option #1: Go Back to the Source (BOM) and Re-process the Order
This option is necessary when the project and order need complete alignment for clarity, costing, and customer pricing purposes. Essentially, this process involves starting over.
Steps:
If Purchase Orders or Customer Invoices have been generated, delete them first:
Make the necessary adjustments in the Bill of Materials (BOM).
Send the required Action Item.
Re-process the Order in Order Entry: How to re-process an Order
Re-generate the Purchase Orders (note: e-manage|ONE will only produce lines that have not already been generated).
Follow your dealership workflow as normal.
Option #2: Make Adjustments Directly in Order Entry
This option is commonly used when only the customer order (e.g., Customer Invoice) is affected.
Steps:
Modify the Order directly in the Order Entry module: How to modify an Order in Order Entry
If necessary, manually add a line in Order Entry rather than going back to the BOM: How to manually add a line in Order Entry
Note: The BOM/Estimate will differ from the Order when this method is used. This is acceptable but important to keep in mind.
Re-generate the Customer Invoice if needed.
Utilize Action Items for effective communication where applicable.
Note: If a Customer Invoice has already been generated, you must delete the invoice to make changes in Order Entry.
Option #3: Make Adjustments Directly on a Purchase Order
This option is ideal when the Vendor Order/Costing requires adjustment. Use this method:
In addition to Option #2, if both the sale and cost need adjustments.
By itself, if only the Vendor Order/Costing requires adjustment and the dealership is absorbing the cost.
Steps:
Make manual adjustments to the Purchase Order: How to adjust a Purchase Order
Manually add a line to a Purchase Order if necessary: How to manually add a line to a Purchase Order
Consider revising the Purchase Order to track changes effectively.
Important Notes for All Options
Preserve Original Costs for Costing/Commission Purposes: If you want the original cost to remain in the project for reporting purposes, do not delete the original Purchase Order. This ensures all incoming bills/vendor costs can be applied.
Punch List Protocol: If the Change Order is a "Punch List" item, follow the recommended guidelines here: Punch List Guidelines.
BOM Changes Post-Processing: If changes are made to the BOM after the Order has been processed in Order Entry, re-send the “Process Order” Action Item with detailed notes to communicate changes to your Order Processing team.
Tip: For "Punch List" changes, create a new option and process an additional Customer Order following the Punch List protocol: Punch List Instructions.