Edit a Purchase Order

Once you click Save on the Purchase Order New screen, two new tabs appear and some of the fields on Main and Details tabs change. See below for more information on editing the Main and Details tabs for a new or existing purchase order. See the topic on the Purchase Order (TMS Enterprise) standard form for full descriptions of each of the fields on that form and many of the fields that appear on custom forms for the Purchase Orders module.

If you are not already in Purchase Order Edit, go to Purchasing > Purchasing > Edit and typing in the number of the purchase order to which you want to add a line item. You can also go to Purchasing > Purchasing > Query, and search for the purchase order, if you don't know the Purchase Order Number.

Main Tab

Field	Description
PO Number	The PO Number is automatically generated by TMS and cannot be changed.
Description	This is the first field that can be edited. If it is necessary to update the description of this PO, type in the description updates.
Change Order	This field cannot be modified. If this PO was created from a blanket order, this will be a number greater than "1" and match the Change Order number on the blanket order. Otherwise, it will be "0".
Release Number	This field cannot be modified. If this PO was created from a blanket order, this number will be a number greater than "1" and is the next number in the series of POs released from the blanket order. Otherwise, it will be "0".
Segment	This field cannot be modified.
Account	If you need to update the account that will be charged for this PO, select a different account.
Buyer Resource / Buyer Name	If you need to update the resource or other party associated with this purchase order as the "buyer", select the new resource from the drop-down menu or manually enter the buyer into the Buyer Name text field.
Ship To	If you need to update which warehouse the goods should be shipped to, select a different warehouse from the drop-down menu.
Status / Sub Status	When a PO is created, its Status/Sub Status combination is PENDG/READY, by default. This cannot be modified until after the PO is saved. If you need to change the Status/Sub Status, select new codes from the drop-down menus. See below for a note about purchase order statuses.
Vendor ID	If you need to change the vendor associated with this purchase order, enter a different ID into the field, or click the Lookup button to search for a different vendor.
Vendor address fields / Phone	The Address 1, Address 2, City, State, Zip, and Phone fields can be manually updated for this PO, however, any modifications you make will not be saved in the vendor record. Click the Info button next to the Vendor ID field to open the Vendor Edit child window, in order to make and save changes to the record directly.
Currency	If it is necessary to change the type of currency that will be used in the transactions for this purchase order, select a different currency type from the drop-down menu.
Terms	If you need to change the terms for this PO, select a different terms code from the drop-down menu.
FOB	If you need to change when the title to the goods associated with this PO will be passed, select a different FOB code from the drop-down menu.
Ship Via	If you need to change the method of shipping for the goods associated with this PO, select a different shipper code from the drop-down menu.
Shipping Cost	If you need to update the cost of shipping the items listed on this PO, enter the updated cost.
Misc Cost	If you need to update the miscellaneous costs associated with this purchase order, enter the update cost.
Total Cost	This is the sum of the cost of all line items on this PO, as well as the Shipping Cost and Misc Cost.

About the Purchase Order Statuses

There are five purchase order Status codes are predefined in TMS.  They are:

• PENDG - Pending. The default status of all new purchase orders.
• ISSUE - Issued. The purchase order has been issued to the vendor.
• CANCL - Canceled. This purchase order has been canceled.
• CMPLT - Complete. The materials have been received.
• CLOSE - Closed. This is usually assigned to the PO after payment has been made. Purchase orders in a status of Closed can't be edited.

If authorizations have been set up in Setup > Purchasing > Status Change Authorization, then only authorized persons can make changes to the PO's Status and Sub Status.

Any authorized person can make changes directly to a purchase order until the Status has been changed to ISSUE.  Afterward, changes can be made only with a change order.

As you edit your purchase order, keep the following rules in mind:

• You can only change a Pending purchase order Status to Issued or Canceled.  
• You can only change a Pending purchase order Status to Issued if there are no line items.  

• You can't change a PO with a Status of Issuedto Pending.

• You can't change a purchase order's Status to Canceled if any line items have been received.
• If you change a purchase order's Status to Complete and the Sub Status to Changes are allowed, you cannot add or edit any line items. However, you can edit other fields on the purchase order.
• Once the PO's Status is set to Complete, it's understood that your organization received the line items and that these line items can't be changed.

Details Tab

User Defined Fields	If you need to add or modify information to any of these 10 fields, enter the new or updated information into the appropriate field.
Special Terms	If you need to add or modify special terms that apply to this purchase order, enter the new or updated terms into this field.
Notes	If there are additional notes you need to add for this purchase order, enter the new or updated notes into this field.
Receiving Instructions	If there are receiving instructions that apply to this purchase order, enter the new or updated instructions into this field.
Date Originated	This is the date and time that this purchase order was created. This date cannot be changed.
Date Needed	If you need to add or change the date by which this purchase order needs to be completed, change the date in this field.
Status Date	This the date and time of the last status change for this purchase order. This date cannot be changed.

The Line Items Tab

For information on the Line Items tab in Purchase Order Edit, see the Add and Update Line Items topic.