Summary (TL;DR): Learn how to create, revise, and customize Purchase Orders. You can modify existing details, merge newly approved items, or remove line items back to your Procurement list using the Revise P.O. feature.
1. Creating a New Purchase Order
A PO is a formal contract used by Finance for 3-way matching (comparing the PO, Invoice, and Packing Slip).
Navigate to Procure → Procurement.
Select the checkbox beside the approved items you wish to buy.
Click Add to List. The Vendor on the item will default in the "Purchasing from" field, but you can adjust it here.
Click Create Purchase Order. Add final details (comments, disclaimers, taxes) and select Create Purchase Order or Create and Email PO.
2. Revising an Open PO
To modify an active PO (adjust quantities, update prices, or change taxes/freight):
Navigate to Procure → Purchase Orders and select your document.
Scroll to the bottom and click Revise PO.
Note: If the PO is closed, you must click Reopen P.O. first.
Make your changes and click Save Purchase Order.
Reconciliation Tip: Edits to existing line items will not appear in the credit card reconciliation module (only brand-new items will). All changes are recorded in the Audit Log.
3. Adding or Removing Items
You can "merge" new items into an existing PO or send mistakes back to the Procurement list.
Adding New Items
Prerequisite: New items must be fully Approved and share the exact same Vendor as the existing PO.
Open the PO and click Revise PO.
Click the + Order item button above the existing line items.
Select the checkboxes for the newly approved items from the list and click Add Item(s).
Click Save Purchase Order.
Removing Items
Open the PO and click Revise PO.
Click the More Options (three dots) next to the specific line item and select Remove.
Click Save Purchase Order.
The item will immediately return to your Procure → Procurement list.
4. Swapping the Vendor
You cannot directly change a vendor on a created PO.
Cancel the PO: Click Cancel PO (ensure items are unreceived first if necessary).
Re-Procure: Find the returned items in Procure → Procurement.
Assign New Vendor: Select the items, choose the correct vendor from the dropdown, and click Create Purchase Order.
5. Administrative Customization
Superusers can configure the PO layout via Settings → Customize Purchase Order Form.
Configurable Fields: Shipping/Payment terms, Disclaimers, PDF Labels, and Custom Fields.
Blanket POs: Enable/disable via Settings → Customize Request for Order Form using the Blanket order toggle.
Question | Answer |
Why can't I edit a PO? | Ensure you have Purchaser permissions and access to the relevant Location/Department. Check if the PO status is "Open." |
Can I edit a recurring PO? | No. Recurring POs cannot be modified once created. You must create a new one. |
How do I fix the Account Code? | You cannot fix this in the PO edit screen. Use Settings → Account Code Correction. |
Can I edit the Currency? | No. You must reject the order item and have the requester resubmit it with the correct currency. |