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PO FAQ & Troubleshooting
Common questions and error solutions for Purchase Orders in PayInvoice Next.
Frequently Asked Questions
Q: Can I change the supplier after submitting a PO? No. The supplier cannot be changed on a submitted PO. You must cancel the PO and create a new one with the correct supplier.
Q: Can I add items to a submitted PO? No. To add items, amend the PO. This creates a new version with your changes.
Q: How do I know if my PO is approved? Open the PO and check the Workflow State field at the top. See PO Approval Workflow for details on each state.
Q: Can I create a PO without a Purchase Request? Yes. You can create a PO directly from Procurement > Purchase Order > + New. A Purchase Request is recommended but not mandatory.
Q: Can I create a PO without a budget code (WBS)? This depends on your organization's configuration. If budget control is mandatory for your company, the WBS field is required and you cannot submit without it. Contact your administrator if you believe the WBS requirement should be changed.
Q: How long does PO approval take? This depends on your workflow configuration and the approvers' availability. Check the SLA settings with your administrator. See SLA Tracking.
Q: Can I print a PO to send to the supplier? Yes. Open the PO, click Menu > Print, and select the print format. You can also email the PO directly from the print preview.
Error Messages and Solutions
"Budget exceeded for WBS code [CODE]" The PO amount exceeds available budget. See PO with Budget Control for resolution options.
"Supplier [NAME] is not active" The selected supplier is disabled or not approved. Contact your supplier administrator to activate the supplier.
"Rate is required for item [ITEM]" Every item in the PO must have a rate. Enter the agreed price per unit. If creating from a Purchase Request, the rate may need to be added manually.
"Warehouse is required for stock item [ITEM]" Stock items (physical goods) require a receiving warehouse. Select the appropriate warehouse in the items table.
"Cannot submit: PO is pending approval" The PO is already in an approval workflow. Wait for the approver's action. Check PO Approval Workflow.
"Cannot cancel: linked GRN exists" A Goods Receipt Note has been created against this PO. Cancel the GRN first, then cancel the PO. See Cancel or Close a PO.
"Purchase Taxes and Charges Template is required" You must select a tax template before submitting. Navigate to the Tax section and select the appropriate GST template.
Related Pages
- PO Field Reference — Understand what each field requires
- PO with Budget Control — Budget-related issues
- PO Approval Workflow — Approval-related issues