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Revise, cancel or delete a purchase order

Only drafts can be edited. To change a purchase order (PO) that’s been submitted or approved, revise it. If you no longer need it, cancel it. Admins can also delete a draft.

Who can do this: Revise and cancel: Admin, Manager. Delete a draft: Admin

Revise a PO

Section titled “Revise a PO”

Revising sends a PO back to Draft so you can change it. You can do this while it’s Awaiting approval, Approved or Sent.

  1. Open the PO and select the three-dot menu.

  2. Select Revise (back to draft), then Revise to confirm.

  3. Make your changes and select Save.

  4. Select Submit for approval.

The PO keeps its number, but it needs an Admin’s approval again. Until then it can’t take invoices and doesn’t count as an open commitment. Invoices already on it stay linked.

Cancel a PO

Section titled “Cancel a PO”

  1. Open the PO and select the three-dot menu.

  2. Select Cancel PO, then Cancel PO to confirm.

A cancelled PO stays on record, but you can’t approve, send or bill it, and you can’t undo the cancellation. To cancel a closed PO, reopen it first.

If invoices or service agreements point at the PO, you’ll see an error, and this includes void invoices. Either close the PO instead, or unlink them:

  • Invoice: open it and set Purchase order to Not on a purchase order, then save.
  • Service agreement: open it, set Purchase order to Not on a purchase order in Agreement details, then save.

Delete a draft

Section titled “Delete a draft”

  1. Open the draft and select the three-dot menu.

  2. Select Delete draft, then Delete to confirm.

This permanently deletes the PO, and only drafts can be deleted. Its number isn’t reused. If invoices or service agreements point at the draft, unlink them first, as described above.

Section titled “Related”