Modify or Amend a Purchase Order

This page explains how to change a Purchase Order after it has been saved or submitted.

Editing a Draft PO

If the PO has been saved but NOT yet submitted (status: Draft):

1. Open the PO.
2. Change any field — supplier, items, quantities, rates, WBS code, dates.
3. Click Save.

TIP

Draft POs can be edited freely. No approval is needed for draft changes.

Amending a Submitted PO

Once a PO is submitted, it cannot be directly edited. You must Amend it:

1. Open the submitted PO.
2. Click Menu > Amend.
3. PayInvoice Next creates a new draft copy (with a version suffix, e.g., PO-00123-1).
4. The original PO is automatically cancelled.
5. Make your changes on the new draft.
6. Click Submit. The amended PO goes through the approval workflow again.

What Can Be Changed via Amendment

Change	Allowed?	Notes
Add or remove items	Yes	New items added, unwanted items removed
Change quantities	Yes	Increase or decrease
Change rates	Yes	New negotiated price
Change supplier	No	Cancel PO, create new one with different supplier
Change WBS code	Yes	Budget re-validated on submission
Change dates	Yes	Required-by date, delivery date

What Happens to Linked Documents

When you amend a PO, documents linked to the original PO are affected:

• GRN already received against original PO: The GRN remains valid. The amended PO links to the existing GRN.
• Invoice already created against original PO: You may need to cancel the invoice and re-create it against the amended PO. Consult your finance team.
• Advance payments made: Advance payments link to the PO by reference. They remain valid but should be verified after amendment.

WARNING

Amending a PO that already has a GRN or Invoice requires coordination with the warehouse and finance teams. Do not amend without checking linked documents first.

Related Pages

• Cancel or Close a PO — If amendment is not sufficient
• PO Approval Workflow — Amended POs go through approval again
• PO Field Reference — What each field means