Monitor and resolve order exceptions

If your organization uses the AeroBuy Parts Purchasing feature, vendors communicate purchase order changes (called exceptions) which you monitor and resolve on the Spec 2000 PO Exception Search page.

The PO Details page displays an exception counter and you cannot edit orders until all order exceptions are accepted or rejected. If you don't accept or reject within a specified period of time (usually 24 hours), your acceptance is assumed and the vendor begins to process your order.

Proposed changes from vendors are displayed in bold font on the Spec 2000 PO Exception Search page along with remarks if vendors provide them.

If you accept an exception, the purchase order is updated in Maintenix. On the PO Details page, the PO line is updated. The order remains in AUTH status, so if there was a price change that requires authorization above your approval level, you need to request authorization.

When all order exceptions are dealt with, the exception counter disappears and the order is editable again.

To find exceptions that you're responsible for, you can filter your view of the page by selecting your name from the Buyers list or by selecting a specific vendor, purchase type, or purchase order. To find exceptions for orders that were automatically created as a result of a stock low action and that were auto-issued through AeroBuy, you can filter on purchase type combined with selecting MXPURCHASE from the Buyers list filter.

  1. To go to the Spec 2000 PO Exception Search page:
    • On your role menu, click Spec 2000 PO Exception Search or,
    • On the PO Details page, Order Information area, Order Exceptions (s) pending field, click the red number (exception counter).
  2. On the Spec 2000 PO Exception Search page, Order Exceptions tab, for each exception, click Accept or Reject.
    If a vendor proposes an alternate part number for a line, the alternate part is marked with one of three symbols:
    Symbol Indicates User Action
    The Part Number does not exist in Maintenix. Reject the exception. (The Accept button is disabled).
    The Part Number exists but does not belong to the same part group as the original part. You cannot accept initially, but if the part is a valid alternate, you can add it to the part group and then accept.
    The Part Number exists and is listed in the same Part Group as the original part. You can accept the exception.
  3. In the Confirmation Required window, click OK.
    In AeroBuy, each line of an Maintenix PO is a separate PO, so the confirmation cites the Maintenix PO number plus a line number (for example: PO103-1, PO103-2, PO103-3).
  4. If you accepted an order exception, authorize if required, and issue the PO.

The PO is the same now in Maintenix and in the vendor's system -- unless you did not accept or reject an exception within the specified period of time. In this case an exception is still displayed on the PO Details page while the vendor may already be processing your order. If you intended to accept the order, then accept the exception in Maintenix so that both systems are aligned. If you intended to reject the order, contact the vendor to resolve the discrepancy.