--- title: "Edit, copy, and cancel a purchase order from the office" slug: "edit-copy-and-cancel-a-purchase-order-from-the-office" updated: 2026-10-15T04:26:47Z published: 2026-10-15T04:26:47Z canonical: "help.servicetitan.com/edit-copy-and-cancel-a-purchase-order-from-the-office" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt > Use this file to discover all available pages before exploring further. # Edit, copy, and cancel a purchase order from the office ## Overview 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.* --- ### #### Who uses this feature - Office employees and managers #### Feature configuration - Account configuration is required to use this feature. Please contact [Technical Support](http://go.servicetitan.com/ask) for details. ## Things to know - If you only have the *Purchasing* module enabled, the *Inventory* section in the navigation bar is renamed **Purchasing**. - You can only edit 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. - You can always attach documents from your vendors to *Pending*, *Sent* and *Partially Received* POs. - You cannot delete the last active item on a PO since a PO must have an active item on it. If you need to remove the item, receive the item first, then create a return for the item. ## Edit a purchase order > [!NOTE] > **Note:** You can edit POs that are in the Pending, Sent, or Partially Received status. 1. Go to the navigation bar and click **Inventory** or **Purchasing**![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-inventory-inactive.png?sv=2026-02-06&spr=https&st=2026-11-01T19%3A51%3A38Z&se=2026-11-01T20%3A51%3A38Z&sr=c&sp=r&sig=5q68cTf0qe1fobgI6EB936S%2FlU1rq4NF6HA%2B0BScp6c%3D). 2. From the side menu, select **Purchase Orders**. The *Purchase Orders* screen opens. 3. Click the **Pending**, **Sent**, or **Partially Received** tab. 4. Select the PO you want to edit. The PO record opens.![A cursor selecting the PO you to edit.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/edit-copy-and-cancel-a-purchase-order-from-the-office-image-5yxkq048.png?sv=2026-02-06&spr=https&st=2026-11-01T19%3A51%3A38Z&se=2026-11-01T20%3A51%3A38Z&sr=c&sp=r&sig=5q68cTf0qe1fobgI6EB936S%2FlU1rq4NF6HA%2B0BScp6c%3D) 5. From the **Actions** dropdown field, select *Edit*.![A cursor selecting edit form the Actions dropdown field.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/edit-copy-and-cancel-a-purchase-order-from-the-office-image-m2n04li7.png?sv=2026-02-06&spr=https&st=2026-11-01T19%3A51%3A38Z&se=2026-11-01T20%3A51%3A38Z&sr=c&sp=r&sig=5q68cTf0qe1fobgI6EB936S%2FlU1rq4NF6HA%2B0BScp6c%3D) 6. On the *Edit Purchase Order* screen that opens, edit the PO details. For more information about the PO details, see [Create purchase orders](/roofing/docs/create-purchase-orders).![Image showing the Edit PO Order screen.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/edit-copy-and-cancel-a-purchase-order-from-the-office-image-cm6x8l4v.png?sv=2026-02-06&spr=https&st=2026-11-01T19%3A51%3A38Z&se=2026-11-01T20%3A51%3A38Z&sr=c&sp=r&sig=5q68cTf0qe1fobgI6EB936S%2FlU1rq4NF6HA%2B0BScp6c%3D) 7. If the PO is still in *Pending* status, you can add items, remove items, and change item quantities and unit costs.![Image showing Items section.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/edit-copy-and-cancel-a-purchase-order-from-the-office-image-z02er7n9.png?sv=2026-02-06&spr=https&st=2026-11-01T19%3A51%3A38Z&se=2026-11-01T20%3A51%3A38Z&sr=c&sp=r&sig=5q68cTf0qe1fobgI6EB936S%2FlU1rq4NF6HA%2B0BScp6c%3D) 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] > **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**![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-inventory-inactive.png?sv=2026-02-06&spr=https&st=2026-11-01T19%3A51%3A38Z&se=2026-11-01T20%3A51%3A38Z&sr=c&sp=r&sig=5q68cTf0qe1fobgI6EB936S%2FlU1rq4NF6HA%2B0BScp6c%3D). 2. From the side menu, select **Purchase Orders**. The *Purchase Orders* screen 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*.![A cursor clicking PO to copy the PO record.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/edit-copy-and-cancel-a-purchase-order-from-the-office-image-28b99rkx.png?sv=2026-02-06&spr=https&st=2026-11-01T19%3A51%3A38Z&se=2026-11-01T20%3A51%3A38Z&sr=c&sp=r&sig=5q68cTf0qe1fobgI6EB936S%2FlU1rq4NF6HA%2B0BScp6c%3D)On the *Copy Purchase Order* screen that opens, review the PO details and make updates if necessary. 6. When you're finished editing the PO, do one of the following: 1. Click **Create** to create the PO in pending status. > [!NOTE] > **Note:** If the PO type is auto receive, the PO moves to received status. The corresponding bill and receipt are generated for the PO. 2. To send the PO to the vendor, from the **Arrow** dropdown field, select the format you prefer. 3. To set the PO status to *Sent* without sending it to the vendor, from the **Arrow** dropdown field, select *Create as Sent*. > [!NOTE] > **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. ![A cursor selecting Create as Sent from the Actions dropdown field.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/edit-copy-and-cancel-a-purchase-order-from-the-office-image-jrdx3ik4.png?sv=2026-02-06&spr=https&st=2026-11-01T19%3A51%3A38Z&se=2026-11-01T20%3A51%3A38Z&sr=c&sp=r&sig=5q68cTf0qe1fobgI6EB936S%2FlU1rq4NF6HA%2B0BScp6c%3D) ## 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. You can also cancel purchase orders that have already been received. To do this, go to the bill associated with the purchase order and [cancel that bill](/roofing/docs/manage-bills#cancel-a-bill) first. Doing this places the purchase order status back to *Pending*, allowing you to cancel that purchase order. > [!WARNING] > **Caution:** After you cancel a PO, you can't undo it. 1. Go to the navigation bar and click **Inventory** or **Purchasing**![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-inventory-inactive.png?sv=2026-02-06&spr=https&st=2026-11-01T19%3A51%3A38Z&se=2026-11-01T20%3A51%3A38Z&sr=c&sp=r&sig=5q68cTf0qe1fobgI6EB936S%2FlU1rq4NF6HA%2B0BScp6c%3D). 2. From the side menu, select **Purchase Orders**. The *Purchase Orders* screen opens. 3. Click the **Pending** or **Sent** tab. > [!NOTE] > **Note:** Partially received POs with exported bills can't be canceled and must instead be received and [returned](/roofing/docs/create-and-complete-a-return). 4. Select the PO you want to delete. The PO record opens. 5. From the **Actions** dropdown field, select *Cancel*.![A cursor selecting Cancel from the Actions dropdown field.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/edit-copy-and-cancel-a-purchase-order-from-the-office-image-y8o03975.png?sv=2026-02-06&spr=https&st=2026-11-01T19%3A51%3A38Z&se=2026-11-01T20%3A51%3A38Z&sr=c&sp=r&sig=5q68cTf0qe1fobgI6EB936S%2FlU1rq4NF6HA%2B0BScp6c%3D)The *Cancel PO* pop-up window opens. 6. (Optional) From the dropdown field, select the reason for canceling.![A cursor selecting PO cancelation reason.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/edit-copy-and-cancel-a-purchase-order-from-the-office-image-sv2hbtwj.png?sv=2026-02-06&spr=https&st=2026-11-01T19%3A51%3A38Z&se=2026-11-01T20%3A51%3A38Z&sr=c&sp=r&sig=5q68cTf0qe1fobgI6EB936S%2FlU1rq4NF6HA%2B0BScp6c%3D) > [!NOTE] > **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**. ## FAQ --- ### #### How can I cancel a purchase order? Enable the *Cancel purchase order* permission in **Settings > Permissions**. To learn how to enable the permission, see [Set permissions for an employee or technician role](/roofing/docs/set-permissions-for-an-employee-or-technician-role). You can cancel purchase orders (POs) that are in *Pending* or *Sent* status. For more, see [Edit, copy, and cancel a purchase order from the office](/roofing/docs/edit-copy-and-cancel-a-purchase-order-from-the-office). > [!NOTE] > **Note:** If your purchase order has already been received, cancel the bill generated when the purchase order was marked as received. This updates the purchase order's status back to *Pending*. When this occurs, you can cancel the purchase order. #### How do I record a vendor overcharge on a purchase order in ServiceTitan so it exports and reconciles correctly in QuickBooks? The best approach depends on whether the purchase order (PO) has been exported to QuickBooks, whether the item is being returned, and whether Payables is enabled in your account. **Adjust the PO directly** If the PO has not yet been exported to QuickBooks, you can [adjust it](/roofing/docs/edit-copy-and-cancel-a-purchase-order-from-the-office) to the correct amount directly in ServiceTitan and make any corresponding changes there. **Create a vendor return** If the item is being physically returned, you can [create a vendor return](/roofing/docs/create-and-complete-a-return) in ServiceTitan to address the overcharge. Note that this workflow is best suited for situations where the item is actually being returned. It may not be appropriate if you only want to recover the overcharged amount without returning the item. **Create a non-return vendor credit (requires Payables)** If the item is not being returned and you want to record a credit for the overcharged amount, [Payables](/roofing/docs/set-up-accounts-payable) must be enabled in your ServiceTitan account. Without Payables, [non-return vendor credits](/roofing/docs/create-non-return-credits) cannot be created in the system. **Record a job cost adjustment (Job Costing only)** For job costing purposes only, you can create an [Other Direct Cost](/roofing/docs/use-other-direct-costs-in-pricebook) adjustment on the job entered as a negative amount to reflect the overcharge. Note that this option does not create a vendor credit and is not a substitute for reconciling the overcharge in QuickBooks. > [!NOTE] > **Note:** Without [Payables](/roofing/docs/set-up-accounts-payable) enabled, there is no direct way to track a non-return vendor credit in ServiceTitan. #### Can I edit purchase orders in Pending status? Pending purchase orders can be edited if the user has the permission to do so enabled. Follow the steps to [Set permissions for an individual employee or technician](/roofing/docs/set-permissions-for-an-individual-employee-or-technician) and ensure the box next to **Edit purchase order in pending status** is checked. Once that permission is enabled, the user can [edit a purchase order](/roofing/docs/edit-copy-and-cancel-a-purchase-order-from-the-office#edit-a-po). > [!NOTE] > **Note:** You can edit every field in the purchase order except the *Job Number*, and the *PO Type*. If the *PO Type* is *Replenishment*, that field cannot be edited. #### Can I edit purchase orders in Sent or Partially Received status? Yes, you can. Enable the **Edit purchase order in sent or partially received status** permission in **Settings > Permissions**. For more information on how to enable the permission, see [Set permissions for an employee or technician role](/roofing/docs/set-permissions-for-an-employee-or-technician-role). If the purchase order is in **Partially Received** status, you can only edit the technician name, inventory location, vendor memo, shipping & tax, unit cost, and quantity item in the item list table. If the purchase order has **Sent** status, you can only edit the technician name, date sent, business unit, inventory location, vendor memo, shipping & tax, unit cost, quantity item in the item list table, and PO type (unless the [PO type is replenishment](/roofing/docs/replenish-items-with-purchase-orders)). To edit a purchase order in **Sent** or **Partially Received** status, see [Edit, copy, and cancel a purchase order from the office](/roofing/docs/edit-copy-and-cancel-a-purchase-order-from-the-office). #### Why can't I edit the Job number on a pending PO? If the invoice associated with the job number on the Purchase Order (PO) is exported, you no longer have the ability to edit the job number on the PO. Cancel that PO and re-create it if you want to change the job number associated with the PO. ## Want to learn more? - See [Create purchase orders](/roofing/docs/create-purchase-orders) The calculation of actual costs (labor, materials, overhead) against revenue for each job to determine true profitability. **What it does:** Shows which job types, technicians, or BUs are truly profitable after accounting for all costs, not just top-line revenue. **Also called:** Job profitability, Cost tracking **Tags:** Core [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)