Edit a bulk purchase order

You can change any information contained in a draft purchase order.

However, once a purchase order has been issued or receipted, none of the financial information it contains can be changed.

Bulk purchase orders are displayed in the Purchase Order Manager with "Bulk", rather than the job number, in the Job column.

To edit a bulk purchase order in the Purchase Order Manager:

1. In the Business menu, select Purchases.
2. On the Purchase Order Manager screen, select the Current or Draft tab.
3. Click on the number of the purchase order you wish to edit.
4. On the View Bulk Purchase Order screen, select Edit Purchase Order.
1. On the Edit Bulk 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.

2. Save your changes.
5. On the View Bulk Purchase Order screen, provide the following information, as required.

   1. 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.

   2. If you wish to include costs for additional jobs in the purchase order, in the Job drop-down list, select a job.

      For each selected job, perform either Step c or Step d.

   3. If the selected job already contains unordered cost items, these are displayed in a panel below the Job field.
   1. Select all the cost items that you wish to include in the purchase order. You will be able to include any unselected items in a later purchase order, if required.
   2. Add. The selected items are added to the purchase order items listed at the bottom of the screen.
   3. Include more costs?
      • If yes, the go to Step b.
      • If no, then go to Step e.
   4. If you wish to include additional cost items (that are not already in the selected job) in the purchase order.
      1. 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.

      2. Add. The item is added to the purchase order items listed at the bottom of the screen.
      3. Include more costs?
         • If yes, then go to Step b.
         • If no, then go to Step e.
   5. Check that the information shown is correct then select one of the following buttons.

      Once a purchase order has been issued, the financial details it contains cannot be changed.

      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.

Related tasks

• Print, email, or export a purchase order
• Edit a purchase order cost item
• Delete an item from a purchase order
• Produce a full receipt for a purchase order