How to edit a purchase order

Editing keeps unit prices, tax, funding, and delivery information accurate as the procurement cycle evolves—before receipts make the document immutable for audit purposes. The editor uses the same layout as creating a purchase order: General, Supplier information, Products, and Shipping information, with Cancel and Submit in the header.

Open the list and choose Edit

In the sidebar, open Procurement → Purchase Orders.
Find the PO (use Search by name if needed—for example PO34 or PO33).
Click ⋯ (row actions) at the end of the row.
Choose Edit.

The row menu also offers Validate and Delete (when your role allows them). Pick Edit to open the form for that document.

Purchase Orders list with row actions menu open showing Edit, Validate, and Delete — ⋯ on the row, then **Edit**.

Update the form

Next: Change any fields your status and permissions allow. Line Total values update when you change quantity, unit price, or tax rate (%).

Upper portion — General and Supplier

General covers Name, Budget account, Charge department, Teams in charge, and internal Description. Supplier information covers the selected Supplier and vendor-facing address, phone, fax, and Comments or special instructions (values often come from the Businesses record until you override them for this PO).

Edit Purchase Order form showing General and Supplier Information with filled example values and New Product — Example: **General** and **Supplier information** with one product line—use **+ New product** to add more lines.

Lower portion — Products and Shipping

In Products, each row has Type, Product, Specification, Quantity (with unit such as PCS), Unit price, Tax rate (%), a read-only Total, and a trash control to remove the line when shown. Shipping information holds delivery address, phone, fax, and Expected delivery date.

Edit Purchase Order form showing multiple product lines and Shipping Information with Cancel and Submit — Multiple lines and **Shipping information**—then **Submit** (top-right) to save.

Quick reference — what to change when

Area	Typical edits
General	Name, Budget account, or Charge department when funding or ownership changes; Description for internal notes.
Supplier	Supplier if the vendor changed; Comments or special instructions for delivery or invoicing notes to the vendor.
Products	Quantity, unit, unit price, tax rate, specification, or product on a line; add lines with + New product or remove with the trash icon.
Shipping	Expected delivery date or shipping address / phone / fax when the drop-off plan changes.

For field-level detail (character limits, required fields, and column meanings), see How to create a purchase order.

Save: Click Submit (top-right) to persist your changes, or Cancel to leave without saving—exact Cancel behavior depends on your build.

Modification constraints and logic

Constraint	Description
Status lock	You can usually edit only while the PO is Draft or Validated (or equivalent pre-receipt state). After partially received or fully received, editing is restricted or blocked to protect the financial and inventory audit trail.
Total recalculation	Each change to price or quantity (and tax) updates line and document totals—confirm totals still fit budget and approval rules.
Audit log	Updates are attributed to the signed-in user and timestamped (exact screens depend on your build).