How do I edit a purchase order?

Available for
Roles: Administrator
Plans: Advanced

As long as a purchase order is in Draft status, you can freely modify its lines, information, addresses, and costs.

Once the purchase order is confirmed, it can no longer be modified, as it is considered ready to be sent to the supplier.

Edit purchase order information

The following information can only be modified while the purchase order is in Draft status:

• Purchase order reference
• Supplier reference
• Billing address
• Shipping address
• Taxes
• Shipping costs
• Other costs

Edit the expected date

Unlike other metadata, the expected date remains editable when the purchase order is:

• Draft
• Confirmed
• In Progress

To modify the date:

1. Open the purchase order.
2. Click the Expected Date field.
3. Select the new date.
4. Save.

Edit an order line

As long as the purchase order is in Draft status, you can modify:

• Ordered quantity
• Unit price
• Supplier references

Edit the ordered quantity

1. Open the purchase order in Draft status.
2. Click the relevant line.
3. Modify the quantity.
4. Save.

⚠️ The quantity must be greater than or equal to 1.

Edit the unit price

1. Open the line you want to modify.
2. Edit the Unit Price field.
3. Save.

The subtotal and total amounts are recalculated automatically.

⚠️ Mobility Work uses a calculation precision of 7 decimal places for amounts to prevent rounding errors.

Edit supplier references

Supplier references allow supplier-specific item codes to be associated with each order line.

These references:

• Appear in the purchase order PDF
• Facilitate supplier processing
• Can be synchronized with spare part custom fields

To modify them:

1. Open the relevant line.
2. Edit the Supplier References field.
3. Save.

Delete an order line

1. Locate the line in the table.
2. Click Delete.
3. Confirm the deletion.

⚠️ A purchase order must always contain at least one line. Therefore, the delete button is only available when the purchase order contains more than one order line.

Edit addresses

To modify addresses:

1. Open the purchase order in Draft status.
2. Click Edit.
3. Select a billing address and/or shipping address.
4. Save.

Edit taxes and additional costs

To modify additional costs:

1. Open the purchase order in Draft status.
2. Click Edit.
3. Update the amounts in the Additional Costs section.
4. Save.

What remains editable after confirmation

Once the purchase order is confirmed, order lines and primary metadata are locked.

Only the following elements remain editable until the purchase order is completed:

⚠️ Once confirmed, a purchase order cannot be reverted to Draft status. If a significant error is discovered after confirmation, the purchase order must be cancelled and a new one created.

Best practices

To edit a purchase order efficiently:

• Verify quantities before confirmation
• Review additional costs before validation
• Avoid modifications after confirmation
• Regularly archive completed purchase orders

👉 To confirm and receive a purchase order, see the article How do I confirm a purchase order and record a parts receipt?

👉 To cancel, archive, or duplicate a purchase order, see the article How do I cancel, archive, or duplicate a purchase order?