Edit Purchase Order

Use Edit → Documents → Management → Purchase Order… to change or annul a saved purchase order. The edit window works like the Purchase Order window. That page describes the header, the rows and the buttons, and this page covers only what is different.

Open a purchase order for editing

1. Go to Edit → Documents → Management → Purchase Order…. The Purchase Order – Select Document window opens.
2. Find the purchase order with Date: and Filter.
3. Select the purchase order and click Edit, or double-click the row. To edit several purchase orders, select them with Ctrl+click: each one opens in its own tab.

You can also open a purchase order from a report: select its row and use Actions → Edit. The limits below apply there too. Like the Purchase Order window, editing needs Show items purchase price for your user; without it the program shows “This operation is not available because the purchase prices are hidden for the current user…” and nothing opens.

Control	What it does
Filter	Shows only the purchase orders whose number, partner or location contains the typed text. A valid 12 or 13 digit barcode of the number also works.
Date:	The period of the listed purchase orders. Today is used the first time. Choose Custom Dates to enter a start and end date. The window remembers the last period.
Clear	Clears the filter text and sets Today.
Edit	Opens the selected purchase orders for editing.
Cancel	Closes the window.
Annul	Annuls the selected purchase orders (see Annul a purchase order).
Preview	Shows or hides a preview of the selected purchase order.
Actions	Edit, Transform Selected Documents, Related Documents and Show Changes History. Transform Selected Documents makes a new document, for example a purchase, from the selected purchase orders, as in Purchase Order. To print, use Reprint Purchase Order.
Export	Exports the listed or the selected purchase orders. Shown when exporters are available.

Draft in the Number column marks an unfinished purchase order (see Purchase Order). Rows shows the number of listed purchase orders and Selected total the total of the selected ones. The Total Amount column depends on Show totals in the choose operations dialogs (slower loading) in Tools → Settings… → Operations.

Purchase orders that cannot be edited

The program checks the selected purchase order when you click Edit.

Case	Message	Result
The purchase order is older than your user may change	“You don’t have access to edit operations that far in the past!”	The purchase order does not open. The limit is Allowed operations modification: in the user’s settings.
The purchase order is pending in another database	“Pending operations cannot be edited! Please wait for the operation to be completed at the managing database.”	The purchase order does not open until that database completes it.

A purchase made from the purchase order with Transform Document does not stop editing.

What you can change

The window title shows Edit purchase order No. and the number of the purchase order, which cannot change. A draft opens as Edit purchase order draft.

Part	How it works in an edit
Partner, Location	Change them as in a new purchase order. Location is disabled when Document numbers per location is selected in Tools → Settings… → Special.
User, Date	Require the Edit User and Edit Date permissions.
Rows	Change the item, the quantity, the purchase price, the sale price or the discount in the cell. Press Enter on the last row to add a row.
Delete a row	Press Ctrl+Delete, use Clear → Delete current row or set Qtty to 0. The row stays struck through and disappears when you save.
Add Discount, Add VAT, Import	The same buttons as in a new purchase order.
Note, Addon properties	The same tabs as in a new purchase order.

Lowering a quantity, deleting a saved row, replacing its item or raising its discount requires Make Corrections In Operations. Clear → Delete all rows asks “Do you want to delete all the rows from the operation?” and sets all quantities to 0: saving such a purchase order annuls it.

A saved purchase order cannot become a draft. If you close the window with changes, the program asks “Exit without saving the changes?”: OK loses the changes and Cancel returns to the purchase order.

Save the changes

1. Press F9 or click Save.
2. The program asks “Do you want to save the changes?”. OK saves and Cancel returns to the purchase order.
3. If printing is available, the program asks “Do you want to print a purchase order?”, depending on Print documents: in Tools → Settings… → Printing. With Yes the print preview opens.

The tab then closes.

What saving changes

Where	Result
Stock	No change. A purchase order does not use stock.
Payments	None. A purchase order has no payments.
Row prices	Saved rows keep their purchase prices, sale prices and discounts. They are not reloaded from the items, and price rules do not run. There is one exception: if you select a partner or a location with another price group, rows that still have the item’s sale price from the old group get the sale price from the selected group. An added row or a replaced item takes the item’s prices.
Item prices	No change. Saving a purchase order never changes the prices in Items.
Transformed documents	No change. A purchase made from the purchase order keeps its rows and prices.
History	Actions → Show Changes History shows the earlier versions of the rows.

Annul a purchase order

1. In Purchase Order – Select Document select one or more purchase orders and click Annul.
2. Answer “Are you sure you want to annul this purchase order?” with Yes. For several purchase orders the question is “Are you sure you want to annul the selected 2 purchase orders?”.

The purchase order leaves the list. The stock does not change, and a purchase made from it stays. Annul is also in the Reprint Purchase Order window.

Permissions

All permissions are set in Edit → Administration → Permissions….

Permission	What it allows	Not allowed by default for
Documents → Management → Purchase Order…	The menu item, Annul and Actions → Edit.	Operators
Export	The Export button.	Operators
Manage operators and view their operations	Seeing the purchase orders of all users. Without it the list shows only the purchase orders with your user in User.	Operators

The user setting Show items purchase price in Users must be selected as well.

Troubleshooting

Problem	Solution
A purchase order is not in the list	Check Date: and Filter.
“Opening the Purchase Order screen is not allowed!”	The edit window also needs the Purchase Order permission (Operations).
“This is a free version of the Purchase Order operation! To save your operation please purchase a license.”	Purchase Order is part of the paid Advanced Operations module. Without a license you cannot save the changes.
“You don’t have permission to make discounts or corrections to the operation!”	A user with Make Corrections In Operations can log in after the message to allow the change. For rows you added in this edit, Make Corrections In New Operations is enough.
“The operation was already modified and cannot be saved!”	Another user saved this purchase order after you opened it. Close the tab and open the purchase order again. The check comes from Check if the operation was modified before save in Tools → Settings… → Operations.
“You don’t have access to annul operations that far in the past!”	The purchase order is older than Allowed operations modification: allows.

FAQ

Can I change the number of a purchase order?

No. An edit keeps the number.

Does editing a purchase order change the purchase made from it?

No. Edit the purchase itself in Edit purchases.

Related pages

• Purchase Order
• Reprint Purchase Order (Edit → Reprint Documents → Management → Purchase Order…)
• Transform Document
• Edit purchases