Edit Purchase Order

You can modify an existing purchase order when you open the Purchase Order Details page in edit mode. This page also allows you to cancel a purchase order if you determine it is no longer needed.

Note:

You cannot edit a purchase order if it is in a locked status. You cannot modify the PO number or the Warehouse and you cannot modify the PO Type once material or service items have been added to it.

If you need to make changes to an approved purchase order, for example, to add or edit items, you must first change the purchase order status to Alteration in Progress before making the alterations. Some systems are configured so that altering an approved purchase order is not allowed. For more information, see PO Alterations.

To edit a purchase order:

  1. Access the Purchasing module by clicking the Purchasing link at the top of the page.

  2. Locate the PO using the Find PO tab.

  3. On the Purchase Order Details page, click the Edit Purchase Order link.

    The purchase order details appear. Values that are displayed as text cannot be edited.

  4. Modify any of the following values:

    • Requestor Name – Modify the requestor by clicking the Select link. If you click the Select link to select a new requestor, values for phone and email address are automatically filled in. You can also directly enter values in any of these fields.
    • Requestor Phone – Modify the requestor's phone number.
    • Requestor Email - Modify the requestor's email address.
    • Status – The system generates the status value depending on the current state of the PO. However, if you want to cancel the PO, set the status to Cancelled. If you need to make changes to the items included on the purchase order, change the status to Alteration in Progress.
    • Contract - Select the vendor service contract to associate with the purchase order (some installations may disable this option). If you change the contract, the Expiration Date will update.
    • Attention – Enter or select a user name to associate this PO with an additional user.
    • Vendor – Click the Select link to change the vendor the purchase order will be sent to. When you select a vendor, the vendor address field is automatically filled in. If you cannot find the desired vendor, the company has not been added or was not set up as a vendor. For more information, see Create Company.
    • Vendor Address - Modify the vendor's address.
    • PO Date – Modify the PO date. This is the overall date of the PO, which defaults to the creation date, not the date on which the individual items are needed.

    • Default Warehouse – Select the default warehouse for all material items that will be included on this PO. Selecting a default warehouse will restrict you from adding items to the PO that are normally stored in a different warehouse. If you want to add items for multiple warehouses to this PO, do not select a default warehouse.

    • Ship To – Modify the address the items should be shipped to. This value defaults to the address associated with the selected property.
    • Spend Limit – Enter a new value to update the spending limit for this PO.
    • Description – Modify the description of the PO.
  5. Click UPDATE.

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