FAQ: Troubleshooting Purchase Orders
Quick answers to common questions about purchase order problems and solutions.
Q: Can I delete a purchase order after I have created it?
A: It depends on the purchase order's status:
- Draft: Yes, you can delete a draft purchase order that has not been submitted.
- Submitted/Confirmed: No, you cannot delete a purchase order once it has been approved or sent to the vendor. Instead, you can close or archive it, or create a cancellation note if your system supports it. Contact your administrator if you need to remove a confirmed order.
Q: Why does the total price on my purchase order keep changing?
A: Several things can cause this:
- Exchange rate updates: If you are purchasing in a foreign currency and the exchange rate has been updated, the total will recalculate automatically.
- Tax recalculation: If tax is set to calculate automatically, changing the line items or tax rate will update the total.
- Discount changes: If you add or remove a discount, the total is recalculated.
- Quantity or unit price edits: If you edit quantities or prices after the initial calculation, the total updates.
Check the line items and settings to confirm the calculation is correct.
Q: Can I edit a purchase order after the vendor has confirmed receipt?
A: No, once a purchase order has been received or converted to a bill, it cannot be edited. The order is locked to maintain an audit trail. If you need to correct information:
- Create a new purchase order with the corrected details.
- Or, if already billed, create an adjustment document or credit memo.
Contact your administrator for options specific to your workflow.
Q: What does it mean if my purchase order shows "pending approval"?
A: Your purchase order is waiting for an authorized person to review and approve it before it can be sent to the vendor or converted to a bill. Approval workflows vary by organization. Contact your administrator to:
- Find out who must approve this order.
- Check the approval status.
- Escalate if the approval is delayed.
Q: Can I convert a draft purchase order directly to a bill without sending it to the vendor first?
A: Yes, in many cases. If your business processes orders without formal vendor communication (for example, internal or standing orders), you can convert a draft or confirmed purchase order directly to a bill. Go to the purchase order page and look for a Convert to Bill button or option. Your administrator may restrict this based on your business rules.
Q: Why can't I change the vendor on an existing purchase order?
A: Once you have saved a purchase order with a vendor, the vendor field is typically locked to prevent mistakes. To purchase from a different vendor:
- Create a new purchase order and select the new vendor.
- Delete the existing draft (if it has not been confirmed).
Contact your administrator if you need to change a vendor on a submitted order.
Q: What if my vendor uses a different currency than my business?
A: Usystems can handle multi-currency purchases. When you select a vendor with a different currency:
- The system will show the purchase amount in both the vendor's currency and your base currency.
- The exchange rate will be applied automatically if it is set up.
- Any exchange gain or loss will be recorded to the designated exchange account.
Make sure your administrator has set up exchange rates and accounts for the currencies you use.
Q: Can I add a note or comment to a purchase order for the vendor?
A: Yes. Most purchase orders have a Notes or Remarks section where you can add instructions for the vendor. This field is often visible on the form and in print or email versions. Use it to communicate special requests, delivery instructions, or other important details.
Q: How do I know if a purchase order has been received?
A: When goods arrive from a purchase order, you or your warehouse staff will typically:
- Create a Goods Receipt or Received Invoice linked to the purchase order.
- Or, convert the purchase order to a Bill when the invoice arrives from the vendor.
The purchase order status will change to show that it has been received or invoiced. Contact your administrator if you are unsure about the receiving process.
Q: What should I do if I accidentally sent a purchase order to the wrong vendor?
A:
- If just sent (not yet confirmed): Cancel the message if your email system allows it. Then, in Usystems, mark the purchase order as closed or withdrawn. Create a new purchase order for the correct vendor.
- If already invoiced: You cannot undo this. Instead, create a credit memo or return to reverse the incorrect invoice. Then, create a new purchase order and bill with the correct vendor.
Contact your administrator for guidance on reversing orders in your system.
Q: Why do I see different totals when I print a purchase order versus when I view it on the screen?
A: This can happen if:
- Print template is outdated: The print template may not reflect recent edits to the order.
- Browser zoom or rounding: Some browsers round displayed amounts differently than the print output.
- Refresh issue: The screen may not have refreshed after you made changes. Reload the page and check again.
Try refreshing your browser and viewing the order again. If the discrepancy persists, contact your administrator.
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