FAQ: Purchase Order Basics

Can I edit a purchase order after I've confirmed it (moved it from Draft to Open)?

No, you cannot edit line items (products, quantities, prices) after confirmation. However, you can still:

• Add or change the expected delivery date
• Add internal notes
• Update the vendor's contact details

If you made a mistake in the items or prices, you would typically cancel the Open order and create a new one, or contact the vendor directly to request a change.

What's the difference between a purchase order and a cash purchase?

A purchase order is a request—you create it before goods arrive, and it helps you plan and track. A cash purchase (or "purchase") is typically a one-off invoice that arrives from the vendor, which you record directly.

Use a PO when you want to formally commit to a buy with a vendor. Use a cash purchase when you're simply receiving an invoice and don't need advance planning.

Can I create a purchase order for services, or only for products?

Both. A purchase order can include both products (inventory items) and services. For example, you might order office cleaning services on a PO, or IT support, or repairs—anything you're paying a vendor for in advance.

What happens if the vendor delivers more items than I ordered on the PO?

Usystems tracks what you ordered versus what you received. If the vendor sends more:

• You can receive only the quantity you ordered, and reject the overage
• Or you can receive the excess and note it—then discuss with the vendor whether they overbilled or made a mistake
• When the vendor's invoice arrives, you match it to the PO. A mismatch will be obvious

Can I delete a purchase order?

Yes, but only if it's in Draft status. Once you confirm it to Open, the system prevents deletion to maintain a complete audit trail. If you no longer need an Open PO, mark it as cancelled (if that option is available) or close it without receiving the items.

How do I receive goods against a purchase order?

Navigate to the Purchase Order and look for a "Receive" or "Add Receipt" action. You'll specify which line items you received and in what quantities. The PO status updates as items arrive—moving from Draft → Open → Partial (or Received if everything arrives at once).

The exact steps depend on your company's receiving workflow. For detailed instructions, see the related article on [receiving goods against a purchase order].

What if the vendor's invoice amount doesn't match the purchase order?

This is one of the main reasons to use a PO. When the vendor's invoice arrives:

1. Compare it to the PO line by line
2. If quantities or prices differ, contact the vendor to clarify
3. Once you've resolved any discrepancies, you can match the invoice to the PO in Usystems, or note the difference

A mismatch might indicate a pricing error, a partial delivery, or an overbilling attempt—the PO gives you proof of what was agreed.

Can multiple people work on the same purchase order?

This depends on your user roles and permissions. Typically:

• The creator can edit it while it's in Draft
• Once it's Open, only certain admin or procurement users can edit metadata
• Multiple people can view it, add notes, or take actions like receiving goods

Check with your administrator about your specific permissions.