When a vendor has already accepted a purchase order line in Business Central, you can still change the data on that line. You handle quantity changes directly from the purchase order, not from the Handic Journal. The Handic Journal only holds outstanding requests, so once a line is accepted it leaves the journal.
To change an accepted quantity, you create a new request with the handling type Request for Change and send it to your vendor. The Handic Journal then shows a new line with the new requested quantity, while your purchase order keeps the original quantity until the change is accepted. Only the fields you actually change are filled out in the new request line.
Changing data that the vendor has already accepted
Sometimes you need to change information that your vendor has already accepted. A typical example is the quantity on a purchase order line. The vendor has confirmed it, and now you want it to be different.
You make this kind of change directly from your purchase order. The reason is simple: the line has already left the Handic Journal. The Handic Journal only contains outstanding requests, so once the vendor accepts a line, it is no longer there to work from.
Using the Request for Change handling type
Say the top line on your purchase order has a quantity of four. You want to change it to six. On that line you set the quantity to six, choose the handling type Request for Change, and send the request to your vendor.
At this point you have a requested quantity of six. The original quantity on your purchase order is still four. The change does not overwrite the purchase order until the request goes through. This keeps your purchase order accurate while the new request is pending with the vendor.
How the change appears in the Handic Journal
When you go back to the Handic Journal, you see a new line. On that line you can see the new requested quantity of six pieces.
Only the new requested quantity is filled out on this line. That is because the quantity is the only thing you changed. The other fields stay empty in the request because they match what is already on the purchase order. The journal shows you the difference, not a full copy of the line.
Q&A
How do I change a purchase order line that the vendor has already accepted?
You make the change directly from the purchase order, not from the Handic Journal. Set the new value on the line, choose the handling type Request for Change, and send it to the vendor. The Handic Journal only holds outstanding requests, so accepted lines are no longer there.
Does changing the requested quantity update the purchase order right away?
No. When you send a Request for Change with a new quantity, the purchase order keeps its original quantity. For example, if the original quantity is four and you request six, the purchase order still shows four until the change is processed.
Why does the Handic Journal line only show the requested quantity and not the other fields?
Only the fields you actually changed are filled out on the new request line. If you only change the quantity, that is the only value shown. The other fields stay empty because they are unchanged and still match the purchase order.