How to Modify/Change a Purchase Order?

Karina Demidenko
Karina Demidenko
  • Updated

A Purchase Order (PO) is a fundamental document in procurement, but sometimes, changes are necessary due to evolving circumstances. The ability to modify a PO is essential for maintaining accuracy and ensuring that procurement aligns with organizational needs. However, the process of changing a PO is intrinsically linked to its status within the procurement workflow. In this article, we'll guide you through the steps to change a Purchase Order based on its status.



Changing a PO in Approval or Approved Status


When a PO is in the "Approval" or "Approved" status, making modifications is straightforward. Follow these steps:

  • Open the Required PO: Start by accessing the Purchase Order that you need to modify.

  • Review PO Details: Scroll down the PO page until you reach the Information section, typically located in the lower left part of the page. Review the details of the PO.



  • Edit Specific Lines: If you identify any details that require modification, simply click the "Edit" button next to the specific line that needs to be changed.



  • Make Changes: In the pop-up window that appears, use the dropdown lists to adjust the necessary information. Once you've made the desired changes, save your modifications.


Changing Line Item Details


For changes to line item details, such as quantity, price, or additional information, follow these steps:

  • Open the PO: Access the Purchase Order that contains the line item you want to modify.

  • Edit Line Item: Next to each line item, you'll find an "Edit" button. Click on this button for the specific line item you wish to change.



  • Make Modifications: In the pop-up window, modify the details as needed. After making the necessary changes, save your modifications.


Changing a PO in Confirmed by Vendor Status


Please note that a PO cannot be altered while it is in the "Waiting for Vendor Approval" status. First, the vendor must confirm the purchase order before changes are permitted.


Once a PO reaches the "Confirmed by Vendor" status, you can make changes using these steps:

  • Open the PO: Access the Purchase Order that requires modification.

  • Access the Change Option: On the PO page, click on the dropdown arrow next to the "PDF" button.


  • Select "Change" from the Dropdown: From the dropdown menu, choose the "Change" option.



  • Modify Details: On the opened page, change the necessary information to reflect the updated requirements.

  • Save Changes: After completing your modifications, click "Save" to confirm the changes.


By adhering to these steps, you can effectively modify a Purchase Order based on its status within the procurement process. This flexibility ensures that your procurement remains adaptable and responsive to changing needs.


Remember that efficient procurement is not only about creating POs but also about managing and adapting them as conditions evolve. Your ability to make changes based on the PO's status is a key component of effective procurement management.


For further assistance or inquiries about modifying Purchase Orders, please consult our user guides or contact our support team. Your procurement success is our priority.

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