Edit a purchase order

Suppliers change prices, quantities shift and delivery dates move. Edit the purchase order in Techstyles so the order, the schedule and Xero stay in step.

Open the purchase order

1. Open the project and select Finance, then Purchase orders.
2. Click the purchase order's number, or open its ⋯ menu and choose View Details.

Steps

1. Click Edit.
2. Change what you need:
   • Issue date, Due date and Delivery charge.
   • Status. See Purchase order statuses and Xero.
   • On each line, the Description, Qty or Unit price. Click the remove icon to take a line off.
   • Delivery address. Click the pencil and choose one of the project's addresses.
3. Click Save changes.
4. If you changed a quantity or price, Review before saving opens. For each line, tick what should follow the purchase order, such as the quantity or unit price on the Procurement schedule or on a draft invoice. Anything left unticked stays as it is. Click Save changes.

What happens next

• You return to the project's Finance tab.
• The total is recalculated from the lines and the delivery charge.
• If the client approved an item whose quantity or price changed, they are emailed about the change.
• Removing a line takes the item off this purchase order, so it can be ordered again.
• If Xero is connected and Xero already has this purchase order, you'll be asked to confirm before saving.
• Click History on the purchase order to see every change, who made it and when.

Attach the supplier's invoice

1. Click Edit, then Add invoice under Trade invoices.
2. Choose a PDF or image.

The file is saved straight away and a paperclip appears beside the purchase order in the Finance list. It is stored for reference only.

Purchase orders the supplier already has

• Sent. You can still change it. Saving a change to its items or amounts makes it a new revision, such as Revision 1. Send it again so the supplier has the new copy.
• Approved or Paid. The items and amounts are locked. You can still change the due date and delivery address. A studio admin can click Unlock to edit, give a reason, and make one change within 24 hours. The reason is kept in the History.
• Already invoiced. If the items are on an invoice your client has been sent, the purchase order is locked in the same way.

Good to know

• To add lines, use Add Item on a draft purchase order. See Add more items to a draft purchase order.
• If a line's quantity on the schedule differs from the purchase order, the line shows Schedule says N. Click Use to match it.
• If an item on the order is later archived, rejected, out of stock, returned, refunded or bought by the client, the purchase order shows An item on this document needs review. Check it before you send or pay it. Dismiss hides the warning but doesn't change the order.
• The currency of a purchase order can't be changed.