This guide is for Sage300 Users. If you have an ERP other than Sage300, please check out our other Order Version History Guide by clicking HERE.
Overview
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 for Sage300 Users.
Key Features
Creating and Track Change Orders within Kojo is made easy
Our Order Version History product lets you cleanly create Change Orders within Kojo that will sync to Sage 300.
The key difference between Kojo before vs. after this change is that an order can now be in an "editable" or "read-only" state:
Editable: In this state, it's assumed you're either drafting the original PO or a Change Order. If working on a Change Order, you'll need to save your changes and then link them to your ERP or send them to your vendor.
Read Only: In this state, you can view all versions of an Order. If the order is a Hold for Release (HFR) PO, you can issue releases. If the job as a Bill of Material (BOM), you can link PO items to BOM items here.
Transparency for your vendors and your team around Change Orders
Our OVH product ensures that it's really easy for vendors and other employees at your company to understand what's included in a Change Order.
For vendors, we've created a new email template for the Change Order that clearly delineates what is included in that Change Order with references to previous Change Orders and the original PO
For other employees such as accounting, we've included the ability for customers to leave a title, reason, and note for the Change Order. These features enable you to easily write down what and why a change was made so that it's preserved in Kojo, thus ensuring key details are never lost.
Compare two versions against each other
The most important feature within OVH is our comparison viewer, which enables you to compare any two versions against each other and track how sub-totals and totals have changed.
This feature enables you to easily see changes made to line items and the totals between any two version, thus giving you and your team a clear audit trail over the course of a PO with Change Orders.
Feature Guide
Getting Started: Creating a PO
Getting Started: Creating a PO
Create a Standard or HFR PO.
At this point, no Change Orders have been created. The items are editable.
Once you have completed adding items, link the order to Sage 300.
Before linking the order, the order will remain in an editable state:
After linking the order, the order will move to a read-only state:
Creating a Change Order
Creating a Change Order
Once the order is read-only, you can click "New Change Order” in the top right (or in the yellow bar) to start the Change Order creation process.
From here, you can make your changes. When ready to finish, you can either discard them, or complete the change order.
Completing a Change Order
Completing a Change Order
Once you are ready to complete a Change Order, click "Complete This Change Order".
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 to do so later.
Sending Change Order to Vendor
Sending Change Order to Vendor
If you choose to send the Change Order to the vendor, the email sent to the vendor will include a summary of the changes and references to previous versions of the Order.
Discarding a Change Order
Discarding a Change Order
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 Change Orders
Viewing Change Orders
After you have created Change ORders in addition to the initial order, you can view and access different versions of the order 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.
Linking Change Order to Sage300
Linking Change Order to Sage300
You can link your orders to Sage300 and we'll still process the Change Orders correctly into Sage300.
Comparing Versions
Comparing Versions
One of the more powerful features within OVH is the ability to compare any versions against each other.
You'll first select a "Base" version in the left dropdown and then a "Compare" version in the right dropdown. After doing that, you'll be able to see differences between the line items, sub-totals, and totals clearly indicated by Kojo.
If you have any additional questions on this process, please reach out to your CSM or to our Support Team at support@usekojo.com