Summary (TL;DR): Learn how to update an open Purchase Order to change existing details, modify costs, merge newly approved items, or remove line items back to your Procurement list.
Prerequisites
You must have Purchaser role permissions (specifically, the ability to Create & View Purchase Orders).
The Purchase Order must currently have an "Open" status. If the Purchase Order is closed, you must reopen it before revising.
If you are adding a new item, it must be fully Approved and share the exact same Vendor as the existing Purchase Order.
Part 1: How to Revise Existing Purchase Order Details
You can revise an active Purchase Order to adjust line item quantities, update prices, or modify additional costs like taxes and freight.
Navigate to Procure > Purchase Orders on the left-hand navigation bar.
Locate and select the Purchase Order you want to update.
Scroll to the bottom of the Purchase Order document and click Revise PO.
Make the appropriate changes to the existing line items or fields.
Click Save Purchase Order to apply your updates.
Note on Reconciliation: Changes made to an existing line item or an existing additional cost (like a previously entered tax amount) will not appear in the credit card reconciliation module. Only brand new line items or new additional costs will appear for reconciliation. All edits are permanently recorded in the Audit Log at the bottom of the document
Part 2: How to Prepare a New Item to Add
You cannot add unapproved items directly to a Purchase Order. If the item you want to add has not gone through the approval process yet, you must submit it through the standard workflow first.
Navigate to Request > Order to create a new request.
Add the missing item to your request cart.
Ensure the selected Vendor matches the existing Purchase Order exactly.
Submit the request and wait for it to be fully approved.
Tip: To ensure your details match perfectly, you can duplicate the previous Order Request and simply delete the items you do not need before submitting.
Part 3: How to Add the New Item to the Purchase Order
Once your newly requested item is fully approved and sitting in your Procurement list, you can merge it into the existing Purchase Order.
Navigate to Procure > Purchase Orders.
Locate and select the existing Purchase Order you want to update.
Scroll down and click the Revise PO button on the right-hand side.
Click the + Order item button located directly above the existing line items.
In the pop-up window, locate your newly approved items and select the checkbox next to each one.
Click Add Item(s) to append them to the document.
Make any final edits to quantities or prices, then click Save Purchase Order.
Part 4: How to Remove Items from a Purchase Order
If you added an item to a Purchase Order by mistake or need to move it to a different order, you can remove it. Removing an item does not delete the request; it simply sends the item back to your Procurement list.
Navigate to Procure > Purchase Orders.
Locate and select the Purchase Order you need to remove items from.
Scroll down and click the Revise PO button.
Locate the specific line item you want to remove, and click the More Options (three dots) button next to it.
Select Remove.
Click Save Purchase Order at the bottom of the page.
Once saved, the removed item will immediately return to your Procure > Procurement list, where you can add it to a brand new Purchase Order or merge it into a different existing one.
Important Considerations
Procurement Access Restrictions: If your domain uses Procurement Access restrictions, you can only edit Purchase Orders tied to your assigned organizational categories. If you cannot edit the document, ensure your user profile has the correct Location and Department access under your Roles & Permissions tab.