Edit a Purchase Order for a Supplier

info

This page describes procedures for environments using Inventory Management (New Method).

If your screen layout differs from the one shown on this page, refer to the Inventory Management (Conventional Method) manuals.

• Overview
• Purpose
• Feature Description
• Instructions
• Important Notes

Overview

This section explains how to edit and update a created unconfirmed purchase order in Inventory Management (New Method).

Purpose

Use this feature to review the details of a created purchase order before confirmation, and update the purchase document terms, delivery destination, and purchase order lines to suit your operations.

By modifying the purchase order details as necessary, you can keep the unconfirmed purchase order information accurate.

Feature Description

What Is Editing a Purchase Order?

Editing a purchase order lets you review and update the details of a purchase order with a PRE-CONFIRM status.

The purchase order status remains PRE-CONFIRM even after updating.

Items That Cannot Be Edited

The following items cannot be edited:

• Rounding mode

Purchase Order Status

There are 5 types of purchase order statuses:

• PRE-CONFIRM: The state immediately after creating a purchase order, before confirmation. You can edit or cancel the purchase order.
• AWAITING INBOUND RECEIPT: The state where the purchase order is confirmed and awaiting inbound receipt. You can cancel the purchase order, but you cannot edit it.
• INBOUND PARTIALLY RECEIVED: The state where the purchase order is confirmed and a partial inbound receipt is completed. You cannot edit or cancel the purchase order.
• INBOUND RECEIVED: The state where the purchase order is confirmed and all inbound receipts are completed. You cannot edit or cancel the purchase order.
• CANCELLED: The state where the purchase order has been cancelled.

Instructions

Navigating to the Purchase Order Edit Screen

1. Click the Inventory menu.

2. Click the Inventory operations tab.

3. Click Purchasing.

4. Click Purchase orders.

5. Search
   You can search for purchase orders using the Supplier and Status filters.

   When filtering the purchase order to edit, specify PRE-CONFIRM for Status.

6. Click the number of the purchase order you want to edit.
   The "Purchase order detail" page opens.

7. Click the Edit button.
   The "Edit purchase order" page opens.

How to Enter the Form

Edit the fields as necessary.

Selecting Suppliers

1. Search for suppliers from Search suppliers.
2. Select the target supplier.

Entering Purchase Document Terms

1. Order number
   Enter the purchase order number, code, etc.

2. Currency
   Select the currency to be used for the purchase order amount.

3. Tax mode
   Select the mode for calculating tax on the purchase order amount.

   • Tax exclusive: Calculates tax as tax exclusive. The system automatically calculates it according to the tax rate set in the Purchase order lines.
   • No tax: Tax calculation is not performed.

Entering Document Fields

1. Ordering party
   Enter the information of the ordering party on the document. Display name is required.
2. Supplier on document
   Enter the information of the supplier on the document. Display name is required.
3. Delivery destination on document
   Enter this when displaying the delivery destination on the document.

Selecting Delivery Destinations

1. Search for facilities from Search facilities.
2. Select the target facility.
3. Search for locations from Search locations.
4. Select the target location.

Location can be searched and selected after selecting a Facility.

Selecting Products

Purchase order lines to be added are selected by product. Purchase order lines are selected and added for each SKU.

1. Click the Select Products button.
   The "Product search" modal opens.

2. From the list, select the checkboxes for the target products.

3. Click the Select button.
   The "Product search" modal closes, and the selected products are added to the list of Selected Products / Selected SKUs.

4. From the list of SKUs, select the checkboxes for the SKUs to be added to the Purchase order lines.

   Input fields for the selected SKUs are added to the Purchase order lines.

Entering Purchase Order Lines

In Purchase order lines, enter the following fields for each SKU:

1. Quantity
   Enter the quantity to be ordered.

2. Purchase unit price
   Enter the unit price for the purchase. If the tax mode is Tax exclusive, enter the price excluding tax.

3. Tax display name
   Required if the tax mode is Tax exclusive.

   Enter the display name of the tax.

4. Tax rate
   Required if the tax mode is Tax exclusive.

   Enter the tax rate of the tax.

tip

From Bulk tax settings, you can configure the tax display name and tax rate all at once for the lines selected with checkboxes or for all lines.

Updating the Purchase Order

After reviewing your entries, click the Save Draft And Continue To Confirmation button.

Upon successful processing, the purchase order is updated.

Important Notes

Display Name for Ordering Party and Supplier on Document Is Required

The Display name fields for Ordering party and Supplier on document are required. If either is blank, the purchase order cannot be updated.

Before updating the purchase order, make sure both fields are entered.

Switching Suppliers Clears Selected Products and Purchase Order Lines

When you switch suppliers, the selected products and purchase order lines will be cleared.

Before selecting products, make sure you have selected the correct supplier.

Selectable Products and SKUs Are Filtered by Supplier

Products and SKUs that can be selected when editing a purchase order are filtered based on the conditions linked to the currently selected supplier.

Products or SKUs that are not linked to the currently selected supplier cannot be added to the purchase order lines.