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Edit a purchase order

  • Updated

You can change any information contained in a draft purchase order with the exception of the job it relates to. Once a purchase order has been issued, if you need to amend the financial information you can revise the purchase order.

To edit a purchase order in the Purchase Order Manager:

  1. In the menu, select .
  2. On the Purchase Order Manager screen, drill down on the number of the purchase order you wish to edit.

  3. On the Purchase Order information screen, provide the following information, as required.

    Field Description
    Date

    The date that will appear on the purchase order. Purchase orders are displayed in the Purchase Order Manager screen in date order.

    Select a date from the pop-up calendar, as required.
    Supplier The supplier of the goods or services ordered. Select a supplier from the drop-down list.
    Description Description of the purchase order. The text you type here will be included in the purchase order.
    Delivery Address Required delivery address.
  4. (optional) Do any of the following:
    1. To delete a cost item, select the checkbox to the left of the cost name, click Delete and confirm deletion.
    2. To change the details of a cost item, drill down on the cost name and make changes in the Edit Cost dialog, as required.

    3. To add a new cost item, click the + Add A Cost button and provide the following information in the Add Cost dialog, 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-icon.png > 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.
    4. Add. The item is added to the purchase order items listed in the Costs panel at the bottom of the screen.
    5. Repeat Steps c–e to include additional items in the purchase order, as required.

  5. Check that the information shown is correct then select one of the following buttons.

    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.

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