We understand that it is sometimes necessary to make changes to a purchase order before or after it has been submitted. It's not uncommon to need to make changes to a completed Purchase Order and/or resend this information to the vendor.
When editing a Purchase order, you can take the following actions:
Change the PO name
Update the Vendor
Modify the order date
Add, Remove, and Edit Special Orders.
In this article, we will talk about editing a Purchase Order.
Modifying Purchase Orders
To modify a purchase order, follow these instructions:
Go to Orders > Special Orders > Purchase Orders.
You can either use the advanced order search or manually search for the PO by scrolling down the list.
Click the PO name in blue, or use the action dropdown and select "Edit."
You can now make any adjustment to a Purchase Order, such as adding, removing, or editing a special order; and changing the PO number, nickname, vendor, or order date (as shown below).
Search Special Orders while Editing Purchase Orders
If you are looking to edit or remove a special order in a purchase order, you can quickly search for it using the quick search feature (as shown below). The quick search allows you to search by member/guest name, description, SO#, or other information.
Modifying Special Orders in a Purchase Order
When editing a Purchase order, you can take the following actions on Special Orders associated with the purchase order:
View: To view the details about a special order, use the expand/collapse button (as shown below). Once expanded, you can edit and navigate between the Special Order tabs.
Clone Order: Clone the Special Order details to add a new Special Order with similar details to the cloned order. Note: This option is only available in purchase orders that have not been placed.
Delete: To delete a Special Order from the Purchase Order, click the delete button. Note: The special order can be restored from the Special Order Dashboard; for details, Click Here.
Modify: While viewing the Special Order, you can change any special order information.
Add: You can add a new special order by clicking "Add New Special Order" (as shown below).
Saving Modifications to a Purchase Order
After making any changes to the Purchase Order or Special Orders associated with the PO, the option to save the changes will depend on whether the order is waiting to be placed or has previously been placed:
Purchase Order Still to be Placed: After adding all of the necessary items or making changes to the Purchase Order and associated Special Order items, you will have multiple options (as shown below).
The following options are available when the Purchase Order still needs to be placed:Save and Order Now: Click "Save and Order Now" to create the purchase order and associated special order; and immediately place the order with the vendor. This will take you to the place order screen (as shown below). Once the order is placed, the special order will move to the "Orders Placed" stage on the Special Order Dashboard. For more details on placing Special Orders, Click Here.
More Ordering Actions: Then select one of the following:
Save and Add New Item: Allows you to save the Purchase Order and add a new special order item. Further, details from the first order populate the second order for quick entry of multiple item special orders. For more details about multiple item orders, Click Here.
Save and Order Later: Click "Save and Order Later" if you intend to wait and place the order with the vendor later. The Special Orders will then be placed in the "Orders to Place" stage (as shown below). At this stage, the information has been entered, and the purchase order is ready to be placed with the vendor.
Save and Send Quote: Saves the Purchase Order and sends a quote for approval. This options is only available when all Special Orders on the Purchase Order share the same customer. For complete details on sending quotes, Click Here.
Purchase Order Placed: Click "Save" to apply the changes (as shown below).
