FAQ: Managing Purchase Orders

Can I change the vendor on a purchase order after I've created it?

No. Once a purchase order is created, you cannot change the vendor. If you ordered from the wrong supplier, create a new purchase order with the correct vendor and cancel the original one (with your administrator's help).

What if I need to increase the order quantity after I've already placed the order?

You can edit the line item quantity before any goods are received. Simply open the purchase order, click Edit, adjust the quantity, and save. However, if goods have already been received against that line, you cannot reduce the quantity below what was received.

Can I put a purchase order on hold temporarily?

Usystems does not have a formal "hold" status, but you can add a note to the purchase order explaining that it is on temporary hold and contact the supplier separately. When you are ready to proceed, the purchase order remains in the system ready to receive goods.

What if my supplier sends an invoice that doesn't match the purchase order total?

Create a goods receipt for the quantities you received, then convert it to a bill. On the bill form, adjust line prices or add freight and tax lines to match the supplier's invoice. The system will record any variance to a price-variance account.

Can I have one purchase order shipped to multiple locations?

Usystems does not split a purchase order across multiple delivery addresses. If you need deliveries to different warehouses, create separate purchase orders for each location, or contact your administrator about a workaround.

How do I track which purchase order line items have been received?

On the purchase order detail page, each line item shows:

• Ordered quantity (what you originally ordered)
• Received quantity (what has been received so far)
• Remaining quantity (what is still due)

Can I delete a purchase order that has been partially received?

Usually no. Once goods are received, the purchase order is linked to inventory records and cannot be freely deleted. Contact your administrator if you need to remove a partially received order.

What happens to the purchase order if I delete the goods receipt?

Deleting a goods receipt reverses the inventory and cost records from that receipt. The purchase order will show the quantities from that receipt as not yet received. The original purchase order remains active.