You can edit cost items on purchase orders while the purchase order is still in Draft state.
You might need to do this when you are:
- creating a purchase order, and accidentally include incorrect item details
- copying a purchase order (to create a new one), and wish to change item details for the new purchase order.
To edit a purchase order cost item:
- In the Business menu, select Purchases.
- On the Purchase Order Manager screen, drill down on the Draft indicator (No column) of the purchase order you want to edit.
- On the Purchase Order information screen, drill down on the cost name of the cost item you wish to edit.
- (Bulk purchase orders only) On the Bulk Purchase Order screen, select the required job from the Job drop-down list, then drill down on the cost name of the cost item you wish to edit.
- On the Edit Cost screen, 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. - Save your changes.