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Modify Purchase Order
This article explains how to view, navigate, and modify Purchase Orders in the software, covering both Expert and Elite versions. It walks through the PO display screen, how to expand and edit individual orders, and the various action options available (such as receiving items, cloning, voiding, and exporting). It also defines the top menu bar options, including tools for changing store assignments, managing GL entries, importing items via EDI, and handling attachments.
Topics Included in the Article
How to Get There
Expert
- Program Menu > #4 Purchase Orders
Elite
- Left Menu > Purchase Orders > Purchase Orders
How it Works
When selecting the Purchase Order, it will automatically take you to the display screen. You will be able to see all your purchase orders (Open, Pending, Credit, Closed, Posted, AP Export, Sub Rental, Voided, Rejected) at a glance.
Expanding the PO
You can select the desired purchase order by clicking on the purchase order line. If you click on the plus sign, all the items on the purchase order will be displayed.
Modifying a PO
To modify a purchase order, click the PO. An action menu will appear; press Modify. You also have options to Inquiry, Print, Receive Items from PO, Line Item Breakout, Clone, Void, or Export to Spreadsheet.
If you're already in a PO, you can go to the Toolbar > press Tools > Modify
| 💡 Did you know? Selecting multiple items opens a new right-click menu that lets you transfer or receive several items at once. |
PO Top Menu Bar Definitions
Options
| Ship to Store |
This can be used to easily change the ship-to address to another store. Of course, these fields can also be manually populated. |
| GL Entries | If using an integrated accounting package, this will display the Accounting Queue from the PO. |
| Unpost PO | If a purchase order has already been posted, but further corrections are needed, the user can use this field to unpost the PO. It will have to be manually removed from the accounting software before it can be exported again. This is security-protected and requires owner-level permissions. |
| Change PO’s Store | This allows the user to change the PO’s store. The security for this is the same as that associated with changing a contract’s store. |
PO Edit
This shows a list/PDF views of all modifications of a purchase order.
Attachments
Any documents/photos relevant to the purchase order can be linked here.
EDI Import
For large purchases, a csv can be imported off items/quantities rather than adding each item individually. See the EDI Import document for additional information.
View Calls
| ℹ️ This option is only available in Elite. |
This will show all call logs for the purchase order/vendor. They can also be created and edited from here.