A change to an approved purchase order starts with a record of the difference between the current version and the new request. Separate received goods from the remaining planned delivery, check the site impact and obtain the approvals defined by your process. After review and approval, update the version and confirm that the supplier and site receiver use the same information.
1. Separate a change request from an updated order
A supplier asks to move a delivery, the site needs more units or the specification needs clarification. First record a change request with its date, requester and reason. A message describing a desired change does not establish that it was approved or accepted by the supplier.
Keep the current version alongside the request. Editing a line immediately without retaining its context can leave the site receiver seeing a different quantity from the one sent to the supplier. Define which document remains current while the request is reviewed and who can change its status.
2. Record the before and after at line level
The comparison should show the actual change, not just a new total or quantity. Keep the source, decision and approving role with each field. Make unchanged fields explicit so the scope of the request remains visible.
| What to check | Before and after | What to verify |
|---|---|---|
| Item and specification | Current item and requested alternative | Who checks suitability for the site requirement |
| Quantity and unit | Approved and requested quantities in the same unit | What has been received and what remains to deliver |
| Date and location | Current date and site compared with the request | Who confirms the site can receive the delivery |
| Terms and documents | Current terms and the update sent for review | Internal approval, supplier response and the issued version |
3. Do not rewrite past receipts to fit the request
Illustrative example only: 80 units were ordered and 30 have been received and verified. The site requests a total of 90. After review and approval, the planned remainder would be 60 units instead of 50. The received quantity remains 30; changing the order does not establish that another delivery arrived.
If the request substitutes an item, do not assume the units already received became the new item. Review what is on site separately from the agreement for the remainder. Record any return or correction in its appropriate record rather than deleting the earlier evidence.
4. Complete the handoff to the supplier and site
After the decision, record who approved it, which version was issued and what the supplier acknowledged. Confirm that the site receiver knows the item, quantity and date now expected. If acceptance is partial or responses conflict, keep the gap visible with an owner and a review date.
Microsoft describes reapproval under change-management rules and retained purchase order confirmation versions in Dynamics 365. This is technical background for distinguishing a request, approval and version; it does not establish a verified NovaPro capability or an integration between the products.
Further reading: Microsoft Learn — approve and change purchase orders
5. Check the version at receipt and invoice review
When a delivery arrives, link its receipt to the correct order and line and check it against the approved version. During invoice review, show the change and its supporting documents too. A similar invoice and order total alone does not establish that the invoice is correct.
In a procurement system demonstration, ask to see a change after a partial receipt: how evidence is retained, who can approve it, what the receiver sees and what happens without supplier acceptance. Verify which parts actually exist and which require configuration or development before relying on the workflow.
In a personal demonstration, we can review orders, receipts and invoices in the context of your procurement process.
Arrange a procurement workflow demonstrationFrequently asked questions
Does a supplier change request automatically update the order?
Do not assume it does. Distinguish the received request, internal decision, issued version and supplier acceptance. Your process and system permissions determine who can update the order and which version is current.
How should previously received quantities be handled?
Keep the recorded receipt separate from the future requested quantity. An order change does not itself change what was verified on site. Returns or corrections need their own records under your process.
Keep reading
How to Build a Construction Procurement Workflow →
Three-Way Matching: Purchase Orders, Delivery Tickets and Invoices →