Editing a purchase order: what changes are allowed

Once you create a purchase order, you may need to make changes—adjusting quantities, prices, or delivery details. However, Usystems restricts edits to prevent accounting confusion, especially if goods have already been received or the order has been invoiced. This guide explains what you can and cannot change.

Before you start

• You have a purchase order already created
• You understand your editing permissions (some users may not be allowed to edit purchase orders)
• You know the current status of the purchase order (open, partially received, fully received, invoiced)

What can you edit?

Always allowed:

• Delivery address or shipping location
• Expected delivery date (if goods have not yet arrived)
• Notes or comments on the order
• Freight or additional charges (if not yet received)

Allowed before goods are received:

• Line item quantities (e.g., change 100 units to 80)
• Unit prices (e.g., if you negotiate a better rate with the supplier)
• Item descriptions or SKUs (if the line has not been matched to a receipt)

What cannot be edited?

Not allowed after any goods are received:

• Vendor/supplier (once a receipt is created, you cannot change who you bought from)
• Line items that have been partially or fully received (the quantity and price are locked to match the receipt)

Not allowed after a bill is created:

• Any line item (the bill is the official record; edit the bill instead)

How to edit a purchase order

1. Go to Purchase Orders and open the purchase order you want to modify. Open in Usystems

2. Locate the Edit button or pencil icon on the purchase order detail page.

3. Click Edit to enter edit mode. Editable fields will become active; locked fields will be grayed out.

4. Make your changes:

   • For fields that are locked, no changes are possible
   • For open fields, adjust the values as needed

5. Review your changes and click Save to apply them.

Tips & common mistakes

• Cannot undo large deletions easily. If you delete a line item that has a receipt, you may need administrator help to recover it. Think twice before deleting.
• Changing quantity after partial receipt? The system will show only the un-received quantity as still due. Make sure this is intentional.
• Changing price after receipt? Only line items with no receipt can have their price changed. Use a price-adjustment document (or variant account) if you need to record a price difference after receipt.
• If the vendor changes, create a new PO. The system prevents vendor changes to maintain audit trails. Start a fresh purchase order if you need a different supplier.