Overview
You can change a purchase order after it’s created, for example to correct quantities, add products, change the vendor or attach documents. What you can edit depends on the PO’s status and on its PO type.
When to use it
A vendor changed quantities or added items before shipping.
You entered the wrong lot, expiry or LP details on a line.
You need to attach a packing list or invoice to the PO.
A PO was completed by mistake and needs to be reopened.
Prerequisites
The PO isn’t Cancelled. Cancelled POs can’t be edited or reopened.
What can be edited
PO status | What you can edit | Example |
Pending | Everything: PO details, products, vendor and custom fields | Change the quantity of a line from 50 to 60 |
Started | Only lines that haven’t been received, and only if the PO type has Allow Update When Started turned on. Otherwise all lines are locked | Add a new line while receiving is in progress |
Completed | Nothing. Set the status back to Started first (see below) | — |
Cancelled | Nothing | — |
⚠️ A line’s quantity can’t be set lower than the quantity already received on that line.
Step-by-step
Go to Purchase Orders.
Click the PO Number, or open the ••• menu on the row and select Edit.
The PO opens on the Confirm step. Click Back, or click a step name, to go to PO Details, Products, Vendor or Other Info.
Make your changes.
Click Save and Apply Changes. You return to the Purchase Orders screen and a confirmation message appears.
Change the PO status
Open the PO.
Click Change Status (the pen icon next to the status badge).
Select the new status and confirm.
Change | How | What happens |
Completed → Started | Change Status | The PO is reopened and the Actual Receiving Date is cleared |
Started → Completed | Change Status | The PO is completed and the Actual Receiving Date is filled with the current date and time |
Pending → Cancelled | Cancel Order button | The PO is cancelled. See Cancel or Delete a Purchase Order |
Cancelled → anything | — | Not possible. A cancelled PO can’t be changed |
Other actions for the PO are under Other Actions.
Example: A PO was completed while a pallet was still on the dock. You set it back to Started, receive the pallet, and the PO completes again with a new Actual Receiving Date.
Upload and download documents
While editing or viewing a PO, go to the Printouts section on the right. It shows Not Available until a document is uploaded.
Click the Plus icon and select the document type.
Browse for the file or drag it into the box, then click Save. A confirmation message appears and the section shows Available.
To download, click the View icon, select the document in the Documents sidebar and click Open.
To delete a document, click the Trash icon next to it and confirm with Yes.
Upload and download one document at a time.
Uploaded documents are kept even if you leave the PO without clicking Save and Apply Changes.
Common questions
Why are the product lines locked on my Started PO? The PO type has Allow Update When Started turned off. Ask an admin to change the PO type, or receive the PO as it is.
How do I change a Completed PO? Set it back to Started with Change Status, make your changes, then complete it again.
Can I lower a line’s quantity after part of it was received? Yes, but not below the quantity already received on that line.
Can I reopen a cancelled PO? No. Cancelled is final. Create a new PO instead, or delete the cancelled PO if you don’t need it on record.