How To Use The Change Control Function

the “Enable Change control” is turned on, any alterations made to an approved order’s value will need to be either confirmed by purchaser (if within user grace value) or approved before the order is updated. Please note that the function only applies after the order has been approved.

1. Open an Approved order

2. Click on the “Order Lines” tab and click the [Edit button]

3. After order has been approved, the following dialog should appear.

4. This form contains the following elements and functions. Starting at the top left corner.

1. General Order details
- Order number
- Order status
- Order subject
- Selected supplier name
- Delivery date

2. Change request details
- Change request comment This field may be used to communicate to the approver, about why the change was made. It is also written to the order history as a comment to the change.
- Approval/Rejection Comment This field will show any reason stated by the approver, either for the change approval or rejection. It is also written to the order history as a comment to the change.
- Change request status that can state:
o Change not yet Approved
o Change Awaiting approval
o Change Approved
o Change Rejected
- Approver: Name of the user who approved\rejected the change

- Status date: The date when the current status was set.

3. Order line grid

This grid allows the user to enter the desired changes to the order lines. If a value has been changed it will be indicated by the field’s background colour. (Red = Increased, Green = Reduced)
- Quantity
- Item Price
- Discount
- Order line total
New items can also be added using the add buttons in the grid menu bar.
- Add “Free text order line”
- Add “Spare part” item
- Add “Catalog” item
- Add “Service Item” (if this option is turned on in settings)

4. Current Values section.

This section shows the current order values both in order currency and in unit currency
- Order line sum
- Shipment cost
- Total Price
- Approved total (Approved total can differ from current total, when a user with a grace value updates the order value within the user’s grace value limit, the order value will be increased but it will not update the order’s approved value)
- Approved date
- Approving user name
New items can also be added using the add buttons in the grid menu bar.
- Add “Free text order line”
- Add “Spare part” item
- Add “Catalog” item

5. Modified values section.

This section shows the new values for the order if any changes are made to the order lines, also both in order currency and in unit currency.
- Order Line sum (This is the order lines in the grid above, grand total calculated) If a change has been made to the total, the fields will indicate this with a red background
- Shipment cost This field will allow change of the shipment cost
- Total Price This is the order line total + shipment cost, this can be modified directly by ticking the [ ] Manual Sum check box. This is in case a lump sum update to the order is required.

- Request: Will show the name of the user who has sent a change request and the date of when it was done.

6. Value difference section.

This section will show the difference between the current values for the order versus the modified values. It also shows the user’s “Grace value”. If the background colour is green, the user will be able to commit the changes without a new approval. If the colour is red, the user will need to send a request for approval in order to get the changes committed.

Functions in the order change dialog

[Commit Change]

If the difference between the approved value for the order and the new modified value is within the user’s grace value, the user can click the [Commit Change] button. The changes will then be made to the order value. It will not update the order’s “Approved value”, so if the user makes another adjustment to the order value, the system will always compare the increase in relation to the “approved value” and not the order’s current value.

[Send Approval Request]

If the order value changes exceed the user’s grace value, the user will need to send an “approval request” for the change to be applied to the order. Clicking the [Send Approval Request] button will send a request for approval (as an external or TM Master internal e-mail) to the appropriate user according to the rule-based approval matrix. It will only notify the final approver, and not all the sub approval levels.

[Approve change]
If a user opens a change request where they have the authorisation to approve, the [Approve change] button is available. The Rule based approval matrix is utilized to determine if a user is allowed to approve or not. Both the default approver for the level in question and any alternative approver level may approve a change request. When a change request is approved, change is applied to the order value and the Approved total is updated.

[Reject Approval]
If the requested approver does not agree with the requested change, the approver can click on the [Reject approval] button. The approver will then be asked to state a reason for the rejection, which will show up in the “Approval Rejection” comment field. The requested change is then of course not applied to the order.

[Save]
If the user is not yet ready to commit changes to the order (for example if they get half way through the changes and then need to handle something else immediately), it is possible to save the progress of the change request so far, so as to be continued later. To open a saved “change request” simply click the [Edit] button in the order again, and the saved changes will appear. Each order may have only one “saved” change record at the time.

Change request columns in the order overview grid

- Pending Change requests. All orders with a pending change request will be listed in this column

- Approved Change requests. All open orders (Not finished) that have an approved change request will be listed here. Only the last request is used to determine which column it should be shown under.

- Rejected Change requests. All open orders (Not finished) that have a rejected change request will be listed here. Only the last request is used to determine which column it should be shown under.