A purchase order has been issued, but the supplier and price must be changed before any goods are received. Which action best preserves the…

The Purchase Order Change Order is the specific Workday business process designed to modify an issued purchase order before goods are received or services are rendered. This action creates a new version of the purchase order, documenting the changes to the supplier and price, while retaining the original version. This ensures a complete and auditable transaction history, which is a critical requirement for financial and procurement controls. Using a change order preserves the integrity of the original transaction while formally recording and approving any necessary amendments.

A. Delete the supplier record: This is an incorrect master data management action that would affect all transactions with that supplier, not just the specific purchase order in question.

C. Create a customer credit memo: A credit memo is an accounts receivable transaction used to credit a customer's account. It is irrelevant to modifying a purchase order in the procurement process.

D. Modify the original requisition outside the business process: Modifying the requisition does not alter the issued purchase order. Performing actions outside a business process bypasses approvals and audit trails, directly contradicting the goal of preserving history.

1. Workday Procurement Documentation, "Manage Purchase Orders" Task: The official documentation details the lifecycle of a purchase order. It specifies that after a PO is approved and issued, modifications must be handled through the "Create Purchase Order Change Order" task. This process is explicitly designed to maintain a version history, thus preserving the audit trail. (Reference: Workday Financial Management, Procurement and Spend Management Guide, Chapter on Purchase Orders, Section: "Purchase Order Change Orders").

2. Workday Financial Management Core Concepts Guide: This guide outlines the Procure-to-Pay business process flow. It establishes that changes to committed documents like purchase orders require a formal change order process to ensure data integrity and maintain a clear audit log of all modifications from the original agreement. (Reference: Workday Financial Management Core Concepts, Section on Procure-to-Pay Lifecycle).