Manage a purchase order

Open a purchase order to review its progress and perform the actions available for its current status. Open Menu and select Purchasing > Manage purchase orders > Purchase orders.

Before you begin

You need permission for the purchase order and for the action you want to perform. Purchase order approvals and some fields depend on your company configuration.

View a purchase order

1. Open Menu and select Purchasing > Manage purchase orders > Purchase orders.
2. Search by purchase order number, or use the available filters.
3. Select the purchase order number.
4. Review Receiving, Billing, and Total. In Items, switch between Summary, Receiving, Billing, and All to review quantities, amounts, locations, expected receipt dates, and line statuses.
5. Review Expense lines, Sent emails, and Related transactions when applicable.

QuickStart displays the actions that are valid for the purchase order’s status.

Edit a purchase order

1. Open the purchase order and select Edit.
2. Update the editable header, address, item, expense, or attachment information.
3. Select Update draft when editing a draft purchase order. For another eligible status, select Update or Submit, as displayed.

QuickStart displays the updated purchase order. Fields that affect completed receipts, bills, or closed lines might not be editable.

Process a purchase order

• Select Submit to send a draft purchase order to the next enabled status.
• Select Approve or Reject for a purchase order awaiting approval. When rejecting, enter the requested reason and confirm the action.
• Select Withdraw approval when an eligible purchase order should return from the approval workflow.
• Select Make prepayment to open a vendor prepayment based on the purchase order. See Create a vendor prepayment.
• Select Receive to open an item receipt for eligible item lines. See Create an item receipt.
• Select Bill to open a vendor bill for eligible item or expense lines. See Create a vendor bill from a purchase order.
• Select Close when remaining open lines will not be received or billed.
• Select Void when the purchase order should be voided.

The available actions change after QuickStart completes the selected operation.

Use other purchase order actions

Open More actions to use an available action:

• Make recurring creates a recurring purchase order from the current order.
• Create PDF creates a PDF version of the purchase order.
• Customize opens the supported field or segment customization workflow.
• Make copy opens a new purchase order based on the current order.
• Send by email opens an email with the purchase order as the related transaction. Review the recipients, subject, message, and attachment before sending. QuickStart closes the drawer, sends the email in the background, and displays a notification with the result.

Delete a purchase order

1. Open a purchase order that is eligible for deletion.
2. Open More actions and select Delete.
3. In the confirmation dialog, whose title contains the purchase order number, select Delete purchase order.

QuickStart confirms that the purchase order was deleted and returns to the Purchase orders list. The deleted purchase order no longer appears in the list.

Learn more

• Purchase orders
• Copy a purchase order
• Recurring purchase orders