Table of Contents
The fields available to Edit within a Purchase Order vary based on the PO Stage/Status and User Permissions.
PERMISSIONS: Regular Users with the Create/Update POs permission can edit POs in all Statuses. However, Regular Users cannot edit line item or cost details after a PO is marked Purchased. Labels, Documents, Description, and Custom Fields on Purchase Orders are available to edit at all times by Regular Users with the Create/Update POs permission.
Account Owners and Administrators can also edit Purchase Orders. However, they have access to directly edit line items and cost details at all stages of the Purchase Order.
IMPORTANT: If you are using an Advanced Inventory Valuation Method such as the Average Cost Method or FIFO or LIFO Method and need to edit Purchase Orders, see Purchase Order Status Restrictions for more information.
PO Stage: Draft/Pending Approval/Approved
The Draft, Pending Approval, and Approved PO stages include Draft, Approved, Pending Approval, and Rejected statuses. For POs in these stages, ALL fields are available to edit.
The Edit option will appear under the More Actions Button at the end of the row in the Purchase Orders index (a) OR in the upper right corner of the PO detail screen (b).
NOTE: If an Approved or Rejected PO is edited, the revised PO requires reapproval.
PO Stage: Purchased, Received, Closed
Once a PO reaches the Purchased Status and beyond, line item or cost details cannot be edited by Regular Users. Only Account Owners and Administrators can edit these details.
Click the PO in question to access the detail screen, where the user can Edit Labels (a), add Comments (b), or add Documents (c). Other fields can be edited by visiting the PO Edit (d) screen.
The Part Location and Vendor cannot be edited once the PO reaches the Purchased stage. If a mistake is made and the PO is still in the Purchased stage, it can be unmarked as Purchased in order to change these details. However, if the PO is beyond this point in the process; it's recommended to delete the PO, manually remove any inventory received from the PO, then recreate the PO with the correct information.
PO Stage: Closed
When a PO is Closed, the fields available to edit include Labels (a), Quantity (b), Unit Cost (c), and Description (d), along with cost values for Discount/Shipping/Tax (e), Documents (f), and Custom Fields (g).
Making PO Adjustments
If a PO is accidentally closed too soon or inventory adjustments are made incorrectly, Administrators and Account Owners can Make an Adjustment by opening the PO Details and clicking the More Actions Button.
This allows direct adjustment of the received inventory on a PO by entering an adjustment quantity. Negative numbers are allowed if too much inventory is received or an item from a PO needs to be returned. Adjustments made to the PO will appear as inventory adjustments on the Part's Inventory Activity. This ability is only available in the "Received, Full" and "Closed" statuses.
