You can change any information contained in a draft purchase order. Once a purchase order has been issued or receipted, none of the financial information it contains can be changed.
To edit a purchase order in the Purchase Order Manager:
- In the Business menu, select Purchases.
- On the Purchase Order Manager screen, select the Current or Draft tab.
- Click the number of the purchase order you wish to edit.
- On the Purchase Order Information screen, click Edit Purchase Order, if required.
- On the Edit Purchase Order 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. - Save your changes.
- On the Edit Purchase Order screen, provide the following information, as required.
- On the Purchase Order Information screen, provide the following information, as required.
- Select the correct tax rate from the Tax drop-down list. This rate will be applied to all items on the purchase order, unless a specific tax rate is set for individual items below.
- For each additional cost, provide the following information, as required.
Field Description Description Description 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 (Business > Settings > Costs), so that you can select one of these items if you wish.
Alternatively, you can just type in details 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.
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. Code The supplier's or manufacturer's code for the item. Tax The tax rate to apply to the item. This must match the value selected in the Tax field for the whole purchase order, unless it is set to zero for the item specifically. Notes Any notes you wish to include on the purchase order for this item. - Add. The item is added to the purchase order items listed at the bottom of the screen.
- Repeat Steps b–c to include additional items in the purchase order, as required.
- Check that the information shown is correct then select one of the following buttons.
Button Description Save Draft & Print Saves current purchase order information and displays the Print Purchase Order screen.
Save 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 & Print Changes purchase order status to Issued, saves current purchase order information and displays the Print Purchase Order screen. Issue Changes purchase order status to Issued, saves current purchase order information and displays the main Purchase Order Manager screen.
Issue & Receipt
(on Issue drop-down)
Changes purchase order status to Issued, saves the current purchase order information and displays the Purchase Order Full Receipt screen.
Cancel Deletes the current draft purchase order.