Overview
Sometimes, a part you've ordered from a vendor needs to be purchased from another vendor. Whether the original vendor is out of stock, has a long delivery time, or you've found a better option, DX1 allows you to move the remaining quantity to a different vendor.
When changing vendors, DX1 is designed to preserve any parts you've already received or canceled while creating a new Purchase Order (PO) for the remaining quantity.
This helps keep your purchase orders organized, maintain accurate inventory records, prevent duplicate orders, and fulfil customer orders with ease.
How Changing Vendors Works
When you change the vendor for a part on an existing Purchase Order, DX1 handles the remaining quantity based on the current status of that order.
Parts Not Yet Received: The entire outstanding Order quantity moves to a new PO for the selected vendor.
Partially Received Orders: Previously received parts stay associated with the original vendor. Only the remaining Order quantity moves to the new vendor.
Partially Canceled Orders: Previously canceled quantities remain recorded against the original vendor. Only the remaining Order quantity moves.
Backordered Parts: Backorder quantities are transferred to the new PO.
A new Purchase Order is created for the selected vendor, allowing you to continue the ordering process.
Example 1: Changing Vendors Before Receiving Any Parts
You've ordered 5 parts from Vendor A, but none have been received. You decide to purchase all 5 from Vendor B instead.
Original Purchase Order — Vendor A
| Field | Quantity |
|---|---|
| Ordered | 5 |
| Received | 0 |
| Remaining | 5 |
After Changing Vendors
| Purchase Order | Ordered | Received | Status |
|---|---|---|---|
| Vendor A (Original) | 5 | 0 | Removed from Original PO |
| Vendor B (New) | 5 | 0 | New PO |
What Happens?
DX1 creates a new Purchase Order for Vendor B with a quantity of 5. Since nothing was received or canceled on the original order, the original PO line is inactivated and removed from the active display. You can now receive all 5 parts against the new Vendor B purchase order.
Example 2: Changing Vendors After Receiving Some Parts
You've ordered 5 parts from Vendor A and already received 2. Vendor A cannot fulfill the remaining 3, so you decide to order them from Vendor B.
Original Purchase Order — Vendor A
| Field | Quantity |
|---|---|
| Ordered | 5 |
| Received | 2 |
| Remaining | 3 |
After Changing Vendors
| Purchase Order | Ordered | Received | Status |
|---|---|---|---|
| Vendor A (Original) | 2 | 2 | Fully Received |
| Vendor B (New) | 3 | 0 | New PO |
What Happens?
DX1 keeps the 2 previously received parts associated with Vendor A and marks that portion of the original PO as fully received. A new PO is created for Vendor B with the remaining quantity of 3.
Important: Previously received parts remain in your inventory. Changing vendors does not reverse or remove those receipts.
Example 3: Changing Vendors After Canceling Some Parts
You've ordered 5 parts from Vendor A and previously canceled 1. You now want to purchase the remaining 4 parts from Vendor B.
Original Purchase Order — Vendor A
| Field | Quantity |
|---|---|
| Ordered | 5 |
| Received | 0 |
| Canceled | 1 |
| Remaining | 4 |
After Changing Vendors
| Purchase Order | Ordered | Canceled | Status |
|---|---|---|---|
| Vendor A (Original) | 1 | 1 | Completed |
| Vendor B (New) | 4 | 0 | New PO |
What Happens?
DX1 preserves the previously canceled quantity of 1 on the original purchase order. The remaining 4 parts are transferred to a new PO for Vendor B, allowing you to continue ordering without affecting the previous cancellation history.
Example 4: Changing Vendors with Pending Receiving Changes
If a purchase order contains quantities temporarily entered into the receiving, cancellation, or backorder fields, those pending quantities are not transferred to the new vendor.
For example, you've ordered 5 parts, received 1 previously, then entered 1 in the Cancelled column but did not receive it.
When the vendor is changed:
The 1 previously received part remains with the original vendor.
A new PO is created for the remaining quantity of 4.
Temporary receiving, cancellation, and backorder entries are not carried over to the new PO.
This helps ensure that the new purchase order starts with a clean receiving record.
What Happens to Inventory and Existing Invoices?
Changing vendors is designed to keep your inventory quantities and existing invoices accurate.
Inventory Quantities
The total quantity on order reflects the remaining outstanding parts. Previously received quantities are preserved, and changing vendors does not create an additional inventory receipt.
Purchase Order History
Previously processed receiving and cancellation information remains associated with the original vendor where applicable. The new purchase order tracks the outstanding quantity for the new vendor.
Customer Invoices and Special Orders
Existing customer invoices are not impacted by the vendor change. Previously established Special Orders remain as is.
Parts Receiving
When the new vendor ships your parts, you can receive them against the newly created Purchase Order, creating a payable for the new vendor, while the inventory goes into the original vendor.
Frequently Asked Questions
Will changing vendors delete the parts I've already received?
No. Previously received parts remain associated with the original vendor and are not removed from inventory.
Will I lose my previous cancellation history?
No. Previously processed cancellations remain recorded against the original purchase order.
Will changing vendors create a new Purchase Order?
Yes. A new Purchase Order is created for the remaining quantity using the selected vendor.
Will the original Purchase Order still appear?
That depends on its history. If no quantities have been received or canceled, the original PO line is inactivated and removed from the active display. If quantities were previously received or canceled, the original PO line remains with those processed quantities.
Will changing vendors affect my customer's invoice?
No. The existing customer invoices are not impacted by the vendor change.
Will my Quantity On Hand increase when I change vendors?
No. Changing vendors does not receive inventory. Your Quantity On Hand increases only when parts are actually received.
Where does the inventory go when I change vendors?
Inventory of the Quantity received from the new vendor will go to the orginal vendor.
Which vendor is used for the payable when the parts are received?
Payables will be created for the vendor you received the parts from, which will be the New Vendor.
Summary
Changing vendors on a Parts Purchase Order makes it easier to manage outstanding orders without losing previously processed receiving or cancellation information. DX1 preserves your existing activity, creates a new Purchase Order for the remaining quantity, and allows you to continue receiving parts from your newly selected vendor.