If a delivery order that already has a Purchase Order associated with it gets rejected in Helia, the order will need to be reconciled before it can move forward. Here's what that means and what you need to do.
Will I be notified?
Yes. Helia now automatically sends an email notification to DO and PO approvers when an order containing a PO is rejected. The notification includes:
The order identifier (DO#)
The PO number
The rejection status
A direct link to review the order
You do not need to manually monitor the system for these — the notification comes to you.
What do I need to do when this happens?
Open the order and review what changed. Your next step depends on whether item usage was adjusted:
If no changes were made to item usage: The existing PO number can be re-entered in Helia to move the order forward. No new PO is needed.
If item usage was adjusted by the rep: The order will need to be reconciled using either an updated PO amount or a new PO number, depending on your facility's process.
Why does this happen?
The most common cause is a rep editing a submitted case after a PO has already been issued. When a case is edited after submission, Helia automatically rejects it back to the rep — and if a PO was already attached, the system flags it for reconciliation.
Note: Do not close or ignore a PO rejection notification. Unresolved rejections on PO-backed orders can delay invoicing and downstream reconciliation.
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