Editing, cancelling and closing a purchase order

You can only edit an order while it is a draft. There is no delete button: stop an order you no longer need with Cancel, giving a reason. An order becomes Invoiced once its matched bills reach its net amount, and Cancelled when you cancel it.

Editing

The Edit button only appears in Draft status; there you can change both the header data and the line items. Once submitted, the order can no longer be edited. If the approver rejects it, it goes back to draft and becomes editable again.

Cancelling

Use Cancel to stop an order in any status except Invoiced or Cancelled. A reason is required. If goods from the order were already received, cancelling does not remove them from stock – you get a warning about this.

Closing

An order closes in one of two ways:

• it becomes Invoiced once its matched supplier bills reach its net amount (until then it can be invoiced in parts),
• cancelled it becomes Cancelled.

Cancelled is final. An Invoiced order reopens if one of its bills is taken off. To place a similar order again, use Duplicate to create a new draft from it.