Edit Purchase Order Details

This article explains how to edit purchase orders and purchase order product details in Asset Management. Depending on the user’s permissions and the current stage of the purchase order, you may be able to update purchase order details, product purchasing details, product numbers, quantities, or remove products. Some fields cannot be edited after items have been received, shipped, or tagged.

1. Navigation:
2. Admin/Site/Warehouse View
3. Purchasing

Edit Purchase Order Details

Administrators can edit certain purchase order details regardless of the purchase order status.

1. Click Purchasing, located in the top navigation bar.
2. Filter the “Purchasing” grid to locate the purchase order.
3. Click Edit in the purchase order’s row. The grid expands.

4. Update the purchase order details as needed. If you change the “Vendor,” that vendor must already exist in the vendor table.
5. Click Update.

Edit Product Detail Information

Administrators can edit the purchase price, purchase date, and funding information for products on a purchase order. If the administrative level created and added the products to the purchase order, site administrators do not have permission to edit those purchasing details.

1. Click Purchasing, located in the top navigation bar.
2. Filter the “Purchasing” grid to locate the purchase order.
3. Click on the purchase order’s row. The grid expands.
4. In the Products tab, locate the product.
5. Click Edit in the product’s row.

6. Update the product details.
7. Click Update.

Edit a Product Number That Has Not Shipped

Administrators can change a product number on a purchase order when no items for that product have been shipped.

1. Click Purchasing, located in the top navigation bar.
2. Filter the “Purchasing” grid to locate the purchase order.
3. Click on the purchase order’s row. The grid expands.
4. In the Products tab, locate the product.
5. Click Edit in the product’s row.
6. Click Search for the product number. The “Search Products” window opens.
7. Filter the records to locate the correct product, then click Select in that product’s row.
8. Click Update.

Edit a Product Number That Has Shipped

Administrators can change a product number on a purchase order when at least one item for that product has shipped.

1. Click Purchasing, located in the top navigation bar.
2. Filter the “Purchasing” grid to locate the purchase order.
3. Click on the purchase order’s row. The grid expands.
4. On the Products tab, locate the product.
5. Click Edit in the product’s row.
6. Click Edit next to the product number. The “Edit Product” window opens.

7. In the “Select a New Product” section, enter the correct Product Number or click Search for it.
8. After entering the product number, click Next. The “Product Name” populates.

9. Verify that the “Product Name” is correct.
10. Click Manage Custom Fields.
11. Resolve any custom field conflicts shown in the “Custom Fields” section.
12. Click Final Confirmation.
13. In the “Confirmation” section, review the success or failure icon next to each assigned custom field. If there are conflicts, assign the custom fields from the “Current Product” to matching custom fields on the “New Product.”
14. Click GO. The “Edit Confirmation” window opens.
15. Click OK.

Edit a Product’s Ordered Quantity or Received Quantity

Administrators can edit the “Quantity Ordered” and “Received Quantity” for an open product on a purchase order, unless the “Tags Received” quantity is greater than zero.

1. Click Purchasing, located in the top navigation bar.
2. Filter the “Purchasing” grid to locate the purchase order.
3. Click on the purchase order’s row. The grid expands.
4. In the Products tab, locate the product.
5. Click Edit in the product’s row.
6. Enter the new quantity.
7. Click Update.

Remove a Product from a Purchase Order

Administrators can remove an open product from a purchase order unless the “Tags Received” quantity is greater than zero.

1. Click Purchasing, located in the top navigation bar.
2. Filter the “Purchasing” grid to locate the purchase order.
3. Click on the purchase order’s row. The grid expands.
4. On the Products tab, locate the product.
5. Click Delete in the product’s row. The screen refreshes and the product is removed from the purchase order.

Associated Permissions

The following permissions affect whether users can edit purchasing details in Asset Management.

Administrative View

District Settings > User Role Settings > Site Admin
Applies to all Site Admin users.

Restrict from Associating Tags to Purchase Orders

User-Level Permissions

Purchasing > Admin User, Site Admin, Site User
Applies to each user individually.

View Access
Add/Edit