Editing a Purchase Order in PartsManager

Derek Torres
Derek Torres
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

 

In PartsManager, formerly known as PartsLedger, a Purchase Order can only be edited when it is in "Created" or "Partially Fulfilled" status. When the status has been initially changed to "Issued" the ability to edit the Purchase Order is removed because you are indicating that the Purchase Order is correct and ready to be received. When a Purchase Order is in this status, you can still Unissue the Purchase Order, and the status will return to "Created", allowing you to edit the Purchase Order.

If you partially receive items on a Purchase Order, the status will change to "Partially Fulfilled." A Purchase Order with the status "Partially Fulfilled", will have an edit icon, allowing you to edit the line items that haven't been received yet

Once all quantities of all line items have been received on a Purchase Order, the status of the Purchase Order will change to "Fulfilled" and can no longer be edited.

If you return or void a line item's shipment receipt on a Fulfilled Purchase Order, the Purchase Order changes back to "Partially Fulfilled," and you will then be able to edit the Purchase Order.

 

Prerequisites

Editing a Purchase Order

Edit_a_PO_1.gif

  1. Click Purchasing
  2. Then click Purchase Orders, to navigate to the Purchase Order Summary Page
  3. Search and select from the list of Purchase Orders, the Purchase Order you would like to edit by clicking the blue number link associated with the Purchase Order.
    • Only Purchase Orders in "Created" or "Partially Fulfilled" status can be edited.
  4. Click the pencil Edit icon on the Purchase Order, to open the Edit Purchase Order Menu.
  5. The Edit Purchase Order Menu functions identically to the Add Purchase Order Menu, which is used when creating a Purchase Order.
  6. You can edit the Purchase Order details, line items, and add new line items.
    • On "Partially Fulfilled" Purchase Orders, you can only edit line items that haven't been received.
  7. Once complete click Submit.

Note: If you need to edit a line item you have already received. You will first need to either return the item to the vendor or void the item's shipment receipt. The Purchase Order will change to "Partially Fulfilled" allowing you to add a new line item to replace the returned or voided line item.

Changing a Purchase Order Status from "Issued" to "Created"

If a Purchase Orders status is "Issued" the edit icon will not be available. You will need to first "Unissue" the Purchase Order before editing. Follow the steps below:

From the Purchase Order Summary Page

PL_-_Edit_POs_2_-_GIF.gif

  1. Search and select from the list of Purchase Orders, the "Issued" Purchase Order you would like to edit.
  2. Click the Unissue icon on the Purchase Order Page.
  3. Then click the pencil Edit icon, to edit the Purchase Order.

What does Issue and Unissue mean?

Issue

Issuing a Purchase Order in PartsManager is an integral step in the receiving process.

When a Purchase Order is first created its status is "Created." This means the Purchase Order is still in draft mode and can be edited, voided, and deleted.

When you Issue a Purchase Order the status will change to "Issued." By issuing a Purchase Order, you are confirming that all information and items on the purchase order are correct and are ready to be received.

Unissue

Clicking the Unissue button changes the status of your Purchase Order back to "Created." It indicated that the items on the Purchase Order are not ready to be received. The pencil Edit Icon reappears allowing you to Edit a Purchase Order in PartsManager.
Screen_Shot_2022-04-27_at_2.57.42_PM.png

Was this article helpful?

/

Comments

0 comments

Article is closed for comments.