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Edit, copy, and cancel a purchase order from the officeLast updated on 09/13/2022

Edit a purchase order (PO) to correct an error made while creating the PO, to add or remove items, or to change the number of items.

Note: You can edit POs that are in the Pending, Sent, or Partially Received status.


Things to know

  • If you only have the Purchasing module enabled, the Inventory section in the navigation bar is renamed Purchasing.

  • You can edit only certain fields depending on the status of the PO:

    • If the PO is in Pending status, you can edit everything except the PO type unless the PO type is Replenishment.

    • If the PO is in Pending or Sent status and you’re editing the PO type, you can’t select a Replenishment or Auto Receive PO type.

    • If the PO is in Sent status, you can only edit the technician name, date sent, business unit, inventory location, memo, shipping and tax, unit cost, quantity item in the item list table, and PO type unless the PO type is Replenishment.

    • If the PO is in Partially Received status, you can only edit the technician name, inventory location, memo, shipping and tax, unit cost, and quantity item in the item list table.

    • You can’t edit POs in Received status.


Edit a purchase order

  1. Go to the navigation bar and click Inventory or Purchasing Inventory-icon.

  2. From the side menu, select Purchase Orders. The Purchase Orders page opens.

  3. Click the Pending, Sent, or Partially Received tab.

  4. Select the PO you want to edit. The PO record opens.

  5. From the Actions dropdown field, select Edit.

  6. On the Edit Purchase Order page that opens, edit the PO details. For more information about the PO details, see Create purchase orders.

  7. If the PO is still in Pending status, you can add items, remove items, and change item quantities and unit costs.

  8. When you’re finished editing the PO, click Save.


Copy a purchase order

Copying a PO is a useful tool to use for transactions that you make regularly. Copying helps you to reduce data entry when creating recurring purchases. You can make a copy of a PO in any status.

Note: If the PO you are copying is set to be automatically received when it is created, then the copied PO will be in the received status.

  1. Go to the navigation bar and click Inventory or Purchasing Inventory-icon.

  2. From the side menu, select Purchase Orders. The Purchase Orders page opens.

  3. Click the Pending, Sent, Partially Received, Received, or Canceled tab.

  4. Select the PO you want to copy. The PO record opens.

  5. From the Actions dropdown field, select Copy.

    On the Copy Purchase Order page that opens, review the PO details and make updates if necessary.

  6. When you’re finished editing the PO, do one of the following:

    • Click Create to create the PO in pending status. Note: If the PO type is auto receive, the PO moves to received status. The corresponding bill and receipt are generated for the PO.

    • To send the PO to the vendor, from the Arrow dropdown field, select the format you prefer.

    • To set the PO status to Sent without sending it to the vendor, from the Arrow dropdown field, select Create as Sent. Note: We recommend you use this option if you have manually communicated with the vendor regarding this PO outside of the system. This allows you to track the status of the PO.


Cancel a purchase order

You can cancel POs that are in Pending or Sent status. You can cancel a PO if you don’t need the items on the PO anymore. For example, if a PO was created for a job that was canceled or put on hold.

Note: After you cancel a PO, you can’t undo it.

  1. Go to the navigation bar and click Inventory or Purchasing Inventory-icon.

  2. From the side menu, select Purchase Orders. The Purchase Orders page opens. 

  3. Click the Pending or Sent tab.

  4. Select the PO you want to delete. The PO record opens. 

  5. From the Actions dropdown field, select Cancel.

    The Cancel PO pop-up window opens.

  6. (Optional) From the dropdown field, select the reason for canceling.

    Note: If you don’t select the cancelation reason, the system automatically selects the Not Required option.

  7. When you’re finished, click Cancel PO.


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Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.