Skip to main content

Managing and Editing Purchase Orders

Argam Matevosian

Managing and Editing Purchase Orders

Once a Purchase Order (PO) is created, you can track its status, make changes if necessary, and manage its lifecycle from "Open" to "Billed." This guide covers how to find, view, edit, and void your purchase orders.

Viewing Purchase Orders

All purchase orders are listed in one central place, where you can quickly see their status and key details.

To view your POs:
1. Navigate to Purchase in the main menu.
2. Select Purchase Order.
3. This page displays a list of all POs with columns for:
- PO Number: The unique identifier for the order.
- Vendor no: The supplier for the order.
- Date: The date the PO was created.
- Total Amount: The total value of the order.
- Status: The current stage of the PO in its lifecycle.
- Warehouse: The receiving warehouse or location for the order.
- Invoice Number: Vendor invoice reference, if provided.
- Is Prepaid: Indicates whether the PO was prepaid.
- Memo: Internal notes or comments about the PO.
- Total Qty: Aggregate quantity across all item lines on the PO.
- Open Amount: Remaining unpaid or unbilled amount for the PO.
- Received Amount: Quantity or value already received against the PO.
- Added By: User who created or added the PO to the system.
- Created Date: Timestamp when the PO was created.
- Modified By: User who last modified the PO.
- Modified Date: Timestamp of the most recent modification.

You can double-click on any PO in the list to open its detailed view.

Understanding Purchase Order Statuses

The status of a PO tells you where it is in the purchasing process:

  • Open: The initial state of a PO after it has been created and saved. In this state, the PO can be edited or voided.
  • Open / Prepayment: A prepayment has been applied to an Open PO.
  • Partially Received / Pending Billing: Some, but not all, of the items on the PO have been received into inventory, and the received quantity has not yet been billed.
  • Partially Received: Some, but not all, of the items on the PO have been received into inventory, and the received quantity has already been billed.
  • Received / Pending Billing: All items on the PO have been received, but billing is still pending.
  • Billed: A vendor bill has been created for the PO, and it is now part of the accounts payable process.
  • Voided: The PO has been voided and is no longer active. Voided POs are retained for audit/history and cannot be edited or reopened.

Editing a Purchase Order

You can modify a purchase order as long as its status is "Open." If the PO has any status other than "Open," you can only edit the quantity and memo fields.

To edit a PO:
1. Find the PO you wish to edit from the Purchase Orders list.
2. If you need to change more than quantity or memo, ensure its status is "Open."
3. Double-click the record to open the PO details page, where you can update the allowed fields.

What You Can and Cannot Edit

  • When status is "Open" — Editable Fields:

    • Date
    • Invoice Number
    • Memo and Attachments
    • Items (add, remove, or change quantity and cost)
    • Additional Extras and Expenses (Shipping, Fees, etc.)

  • When status is not "Open" — Limited Editable Fields:

    • Quantity (per item line)
    • Memo

  • Vendor and Warehouse: Vendor and Warehouse can be edited after the PO is saved.

Important: If you need to make changes that are not permitted for the PO's current status, consider canceling or voiding the PO and creating a new one with the correct information.

After making your changes, click "Save Changes" to update the purchase order.

Voiding a Purchase Order

If an order is no longer needed, you can void it, provided it is still in the "Open" state.

To void a PO:
1. From the Purchase Orders list, select the checkbox for the "Open" status PO you wish to void.
2. Click the "Void" action, typically found at the bottom of the list or in the actions toolbar.
3. A confirmation dialog will appear. Confirm the action.

The PO's status will be updated to "Voided." Voided POs are retained for audit/history and cannot be edited or reopened.

Permissions for Managing Purchase Orders

To manage purchase orders, your user role needs specific permissions:
- Edit Purchase Order: Allows editing of "Open" POs.
- Void Purchase Order: Allows voiding of "Open" POs.

If you are unable to perform these actions, check with your system administrator to ensure your role has the necessary permissions.

Comments

0 comments

Please sign in to leave a comment.

Powered by Zendesk