Edit a bulk purchase order

You can change any information contained in a draft purchase order.

However, once a purchase order has been issued or receipted, none of the financial information it contains can be changed.

Bulk purchase orders are displayed in the Purchase Order Manager with "Bulk", rather than the job number, in the Job column.

To edit a bulk purchase order in the Purchase Order Manager:

1. In the Business menu, select Purchases.
2. On the Purchase Order Manager screen, click on the Draft identifier of the bulk purchase order you wish to edit. The Bulk Purchase Order screen is displayed.
3. In the Job drop-down list, select a job. You can include costs associated with this job in the purchase order.

   For each selected job, perform either Step 4 or Step 5.

4. If the selected job contains any as yet unordered cost items, these are displayed in the Costs from Job panel below the Job field.
   1. Select all the cost items that you wish to include in the purchase order. You will be able to include any unselected items in a later purchase order, if required.
   2. Add. The selected items are added to the purchase order items listed in the Costs panel at the bottom of the screen.
   3. Include more costs?
      • If yes, then go to Step 3.
      • If no, then go to Step 6.
5. If you wish to include additional cost items (that are not already in the selected job) in the purchase order.
   1. Click the + Add A Cost button.
   2. In the Add Cost dialog, provide the following information, as required.

      Field	Description
      Cost Name	Name of the item whose cost is to be included in the purchase order. The text you type is matched against the cost items, stored in the Cost Admin database ( > Settings > General Settings > Costs), so that you can select one of these items if you wish. To select a cost item, click the item you want to use. Alternatively, you can just type in the name of a new cost item (which is added to the purchase order but not to the Cost Admin database). Any new cost items added to the purchase order in this way will be added to the job when the purchase order is receipted. To select the cost name you typed, click Create <costname> when prompted.
      Quantity	The number of items required. This could be a simple count of the number of items or a number of units (10 metres of cable, for example).
      Unit Cost	The expected cost per item.
      Cost Code	The supplier's or manufacturer's code for the item.
      Type	Select Stock for physical inventory you receive or Service for non-tangible offerings such as contractor fees, or a service or freight charge. Selecting Stock adds a step for receiving physical items in the purchase order process.
      Tax 1, Tax 2	The tax rate to apply to the item. You can select two tax rates if you need to apply tax at a local and a federal level, for example. These tax rates are set in your Organisation settings.
      Cost Notes	Any notes you wish to include on the purchase order for this item.

   3. Add. The item is added to the purchase order items listed at the bottom of the screen.
   4. Include more costs?
      • If yes, then go to Step 3.
      • If no, then go to Step 6.
6. (optional) Do any of the following:
   • Change the date shown on the purchase order by selecting a date in the drop-down calendar in the Date field.
   • Change the Description.
   • Change the Delivery Address.
   • Change the details of any cost item in the Costs panel by drilling down on the Cost Name and making the required changes in the Edit Cost dialog.
   • Delete any cost item in the Costs panel by selecting the checkbox to the left of the Cost Name, clicking Delete and confirming delete.  
7. Check that the information shown is correct then click one of the following buttons.

   Once a purchase order has been issued, the financial details it contains cannot be changed.

   Button	Description
   Delete Purchase Order	Deletes the current draft purchase order.
   Save as Draft	Saves current purchase order information and displays the main Purchase Order Manager screen. You can edit purchase orders while they are in the draft state.
   Issue & Receipt	Changes purchase order status to Issued, saves the current purchase order information and displays the Purchase Order Full Receipt screen.
   Issue	Changes purchase order status to Issued, saves current purchase order information and displays the main Purchase Order Manager screen.

More to explore...

• Delete a cost item from a purchase order