Nearly every contractor deals with changes to orders after they have been issued. As a result, purchasing agents often don't remember what or why changes to an order were made. Order Version History solves this problem by surfacing an audit trail of what, why, and who changed a purchase order. Please read through this guide to learn how to utilize Kojo order version history. Or click on the sections listed below to navigate to a specific section of this article:
Getting Started: Creating a PO
Getting Started: Creating a PO
Create a Standard PO.
At this point, no Versions or Revisions (Change Orders) have been created. The items are editable.
Once you have completed adding items, you can complete the version by following the steps for your ERP.
Public API: reach out to us for more information
Sage 300: Link the order to Sage 300. If you use Sage300, please see our Order Version History Guide for Sage300 Users
Other ERPs: Link the order to your ERP
Before closing the order, the order will remain in an editable state:
5. After closing the order, the order will move to a read-only state:
Creating a First Revision/Change Order
Creating a First Revision/Change Order
Once the order is read-only, you can click Create new revision to start the versioning process.
This action will put the order into a draft state.
For Public API ERPs, this will change the Order’s state from Closed to Open, which is how they issue changes to orders.
For ERPs other than Sage 300, there will be a warning that any edits you make within Kojo will be out of sync with what is in your ERP. You can still edit the line items table and complete the version, but the Order won’t match what is in Kojo and what is in your ERP.
Completing a Version
Completing a Version
In the editable state of a draft revision, you can make any changes that you would like: delete lines, adjust quantities/prices, or edit descriptions. We’ll record each change that you make.
Once you are ready to complete a revision, click "Complete This Revision".
A pop-up will appear where you can enter a Title, Revision Reason, and Revision Note before completing it. You can also send this to the vendor immediately, or choose do so later.
Discarding a Version
Discarding a Version
While in the editable state of a version, you can discard a version.
Taking this action is irreversible and will return you to the last version you created.
Viewing Order Versions
Viewing Order Versions
After you have created versions in addition to the initial order, you will be able to view and access different versions at any time.
You will have the ability to navigate through different versions, as shown in the screenshot below! While in this state, the option to “Create a new revision” (or “Create a new change order”) will be available.
If you have any additional questions on this process, please reach out to your CSM or to our Support Team at support@usekojo.com