If you need to edit a purchase order that you've created, you can easily do so for Pending purchase orders. Once you have received a purchase order, any details you have added will be confirmed by the system, so you should make any edits before proceeding to the receiving stage. You can also upload and download documents from the purchase order at this stage. This article will show you how.
Please note, these factors may prevent you from editing the purchase order:
If Allow Update When Started is disabled for the purchase order type used, you'll be unable to edit the purchase order. Learn more about purchase order types here.
If the PO status is Completed, the PO cannot be edited.
If the PO-line quantity is edited to a quantity that is less than the received quantity, an error will occur.
Step-by-Step Guide
First, navigate to the Purchase Orders screen.
If you cannot find the screen, please use the Search Option on the menu bar.
Choose a purchase order or orders with the Pending status.
Either click the PO Number or use the 3-Dot menu to find the Edit option.
You will be taken to the Confirm tab. Use the Back button to navigate through the other steps to make edits or click the step you wish to switch to.
You can edit the purchase order's details, vendor information, edit product details, add new products, and delete existing products. You can also add/edit custom fields.
When you have made all of the necessary changes, select Save and Apply Changes from the right side of the screen.
You will be brought back to the Purchase Order screen, where you will see a confirmation message as well as your changes:
Upload and Download Documents
While editing a purchase order or viewing the purchase orders' details, you can upload documents. See the Printouts section on the right side of the screen.
The Printouts section will say Not Available when documents have not been uploaded and Available when they have.
Select the Plus icon to add a document.
A pop-up will open. Select your document type from the dropdown menu.
Click File Text to browse for the document you wish to upload, or drag and drop the file into the box, then click Save.
You may only upload one document at a time, currently.
You will receive a confirmation message if the document has been uploaded successfully.
The Printouts section will now say documents are available. Click the View icon to see the available document(s).
The Documents sidebar will open. Select the document you wish to download, then click Open. The download will open another tab, then the download will begin immediately.
Only one document may be downloaded at a time, currently.
Even if you leave the purchase order without clicking Save and Apply Changes, any documents you have uploaded will remain once you upload them.
If you wish to delete a document, use the Trash icon next to the document and confirm you wish to delete it by clicking Yes.
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