Change/Modify or Delete a PO

PO's can be edited at any stage in the approval process. Should an order that has already been fully approved need to be changed, the PO can easily be modified and sent for approval again. Approvers will be able to see the original order as well as the new order and compare the changes before approving.

Change or Delete a Draft Order

You can change or delete a Purchase Order in the drafts' folder before sending for approval.  However, if you are set up to get a PO number before the order is fully approved, you cannot delete the draft order. In this case, you should make the order zero with a note on it why the order was cancelled. This will provide some clues if the supplier sends an invoice for that PO#.
Nothing changes on the original PO until the modification has been fully approved.

Amending a PO that hasn't been fully approved:

1. From the main navigation drop-down menu, click on Pending Orders.

2. Find the PO that you would like to amend and click the Move icon.  The PO will be moved back to the Draft Orders section, and you can amend there and resend for approval

Amending a PO that has been fully approved:

1. From the main navigation drop-down menu, click on Approved Orders.

2. Find the PO that you would like to amend and click the Modify icon. You will be allowed to make changes to the order. Depending on the system settings set by your Accountant, the PO will be resent for approval if the change in price is over a certain percentage (usually 10% or £50, whichever is less). You can also choose to tick the Send to Draft Folder checkbox, where it will stay until you are ready to send for approval. All revised PO's will have a -1 appear after their PO number, example PO00987-1.

   The modified copy of the PO will replace the Approved copy once it has been through approval. The original copy is not deleted because this would then allow operators to remove fully approved orders simply by modifying them.