Change Orders / Change Management

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:

1. If Purchase Orders or Customer Invoices have been generated, delete them first:

   • How to delete a Purchase Order

   • How to delete a Customer Invoice

2. Make the necessary adjustments in the Bill of Materials (BOM).

3. Send the required Action Item.

4. Re-process the Order in Order Entry: How to re-process an Order

5. Re-generate the Purchase Orders (note: e-manage|ONE will only produce lines that have not already been generated).

6. 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:

1. Modify the Order directly in the Order Entry module: How to modify an Order in Order Entry

2. 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.

3. Re-generate the Customer Invoice if needed.

4. 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:

1. Make manual adjustments to the Purchase Order: How to adjust a Purchase Order

2. Manually add a line to a Purchase Order if necessary: How to manually add a line to a Purchase Order

3. 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.