Purchasing allows the editing of purchase orders and product-related details within a purchase order. Not all fields can be modified at all times. Edits allowed on a purchase order depend on the permissions of the user and the stage of the purchase (whether items have been received and/or tagged).

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

Edit Purchase Order Detail

Admins can modify portions of the purchase order detail, regardless of purchase order status.

1. Click on Purchasing, located in the top navigation bar.
2. Filter the "Purchasing" grid to locate the respective purchase order.
3. Click on Edit, located in the purchase order's row. The grid expands.

4. Update the respective purchase order information as desired. If changing the "Vendor," that vendor must be in the vendor table prior to editing the purchase order.
5. Click on Update.

Edit Product Detail Information

Admins can edit the purchase price, purchase date, and funding information assigned to products on a purchase order. If the administrative level created and added the products to the purchase order, the site administrator does not have permission to edit those purchasing details.

1. Click on  Purchasing, located in the top navigation bar.
2. Filter the "Purchasing" grid to locate the respective purchase order.
3. Click on the respective purchase order's row. The grid expands.
4. On the Products tab, locate the respective product.
5. Click on Edit, located in the product's row.

6. Update the respective product information.
7. Click on Update.

Edit a Product Number that Has Not Shipped

Admins can modify a product number on a purchase order that has no shipped items.

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

Edit a Product Number that Has Shipped

Admins can modify a product number on a purchase order that has at least one item shipped.

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

7. In the "Select a New Product" section, enter the correct "Product Number" or Search for the product number.
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 identified in the "Custom Fields" section.
12. Click Final Confirmation.
13. In the "Confirmation" section, a success or failure icon appears next to any assigned "Custom Fields." *If there are conflicts, you will need to resolve the conflicts by assigning the custom fields of the "Current Product" to the custom fields of the "New Products."

9. Click GO. The "Edit Confirmation" window opens.
10. Click OK.

Edit a Product's Ordered Quantity or Received Quantity

Admins can modify the "Quantity Ordered" and/or the "Received Quantity" for an "Open" product on a purchase order. Quantities can be modified unless the "Tags Received" quantity is greater than zero.

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

Remove a Product from a Purchase Order

Admins can remove an "Open" product on a purchase order. Quantities can be modified unless the "Tags Received" quantity is greater than zero.

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

Associated Permissions

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