You can amend a Purchase Order (PO) depending on its status and permissions:

Before being Finalised: If the PO hasn't been finalised, start by resetting the status to "Created." From there, you can make the necessary adjustments:

After being Finalised: If the PO is already finalised, additional steps are needed:

Following these steps ensures that inventory and financial records remain accurate and up to date in the system.

When you add and finalise items in a purchase order, the status shifts from "Created" to "On Order." Once the PO is finalised, the status automatically updates to "On Order."

As the stock is registered in The Layer, this status will further adjust to either "Part Delivered" or "Delivered," depending on how much of the order has been received. After a purchase order is finalised, it can no longer be amended directly.

If you need to make changes to a purchase order before it is finalised, start by resetting its status to "Created" and removing any outdated line items that require replacement. Then, review and identify the line items you want to modify and make the necessary changes.

To adjust the quantity of items in a purchase order, find the quantity field next to the relevant stock item. Click on this field to enter the updated quantity, then select "Save" to confirm. This adjustment will ensure the correct quantity is recorded, preventing stock discrepancies.

If the purchase order has a pricing error or the supplier has provided a new price, you can update the stock value directly within the PO. This is particularly useful w

hen the updated price will impact the profitability of the sales order, as it overrides the inventory price with the new value.

To make this change, click on the stock item's price field, enter the updated price, and press "Enter."

If multiple items need a price adjustment, an "Update Associated Stock" pop-up will prompt you to confirm the changes. Select the "Bulk Change" button to apply these adjustments, and remember to save the purchase order.

The revised price will now be reflected in the sales order for the relevant product item.

If items have been added to the purchase order by mistake or need to be replaced, locate these items and remove them from the order.

To delete a line item, go to the "Remove" column on the purchase order screen and click the "X" next to the item you wish to remove. A pop-up will appear to confirm the deletion; click "OK" to finalise it.

To add new items to the order, follow the steps detailed in the "Purchase Order Items" section of "Creating a Purchase Order." Once you’ve made these changes, be sure to save the updated PO.

Once you’ve made these changes, be sure to save the updated PO.

If items in a purchase order are linked to a stock movement session and have not yet been delivered, you must remove any stock allocations before making changes. Start by accessing the sales order from the purchase order’s summary panel.

Go to the action panel at the top of the screen and choose "Stock" > "Reservations & Allocations (Order #)."

In this section, select the items that need de-allocation and click "Remove Allocations." Then, navigate to "Stock Movements" on the left panel of the Stock Reservations page.

In the Stock Movement Manager, locate the relevant purchase order and its linked stock movement session.

Use the "Delete Movement Session" option to remove the session associated with the PO, allowing you to make further adjustments.

If items in the purchase order have already been delivered but need to be returned, you’ll need to initiate a return through the associated sales order. This ensures that stock is accurately updated in the system.

To process a return, refer to the "How to Return a Stock Item” guide, which covers each stage, from creating the return authorisation to updating inventory levels.

If items in a purchase order have already been invoiced and you need to apply for a credit— either as a credit note or a payment credit—follow the steps in the “Applying a Credit Note to an Invoice” guide.

This article explains how to issue credits so that financial adjustments are accurately reflected on the invoice, which helps maintain accurate billing and inventory tracking.