How do I cancel, archive, or duplicate a purchase order?

Available for
Roles: Administrator
Plans: Advanced

Once a purchase order has been completed or abandoned, several actions are available to manage its end of life in Mobility Work.

Depending on its status, a purchase order can be:

• Cancelled
• Archived
• Duplicated

These actions help maintain a clear history while keeping the purchase order list easy to manage.

Cancel a purchase order

Cancelling a purchase order permanently stops the order before it is closed.

Once cancelled:

• The purchase order status changes to Cancelled
• It is no longer active
• No new receipts can be recorded
• The purchase order remains available in the history

From which statuses can a purchase order be cancelled?

⚠️ A completed or archived purchase order can no longer be cancelled.

Steps to cancel a purchase order

1. Open the purchase order.

2. Click Cancel purchase order.

   

3. Confirm the action.
4. The purchase order automatically changes to Cancelled status.

What happens after cancellation?

After cancellation:

• Previously recorded receipts remain available
• Inventory movements that have already occurred are not automatically reversed
• The purchase order becomes non-editable
• The purchase order can then be archived

⚠️ Cancellation does not automatically correct inventory levels.

If a receipt was recorded before cancellation, the received quantities remain in inventory.

Archive a purchase order

Archiving removes a purchase order from the main list of active orders.

An archived purchase order:

• No longer appears in the main view
• Remains accessible through filters
• Retains its complete history
• Can be duplicated

Which purchase orders can be archived?

The following purchase orders can be archived:

• Completed
• Cancelled
• Draft

⚠️ Once archived, a purchase order can no longer be modified or reactivated.

Steps to archive a purchase order

1. Open the purchase order.
2. Click Archive.
3. Confirm the action.
4. The purchase order changes to Archived status.

An additional confirmation is displayed before archiving to prevent accidental archiving.

Difference between Completed and Archived

The Completed and Archived statuses correspond to two different stages.

A Completed purchase order:

• Remains visible in the main list
• Can still be archived
• Keeps its active reference

An Archived purchase order:

• Is removed from the main list
• Can no longer be modified
• Can be duplicated
• Frees its reference for future purchase orders

⚠️ Archiving is permanent.

Duplicate an archived purchase order

Duplication allows you to quickly create a new purchase order from an existing one.

This feature is especially useful for:

• Recurring orders
• Regular suppliers
• Frequent replenishment orders

Conditions for duplication

Only archived purchase orders can be duplicated.

Steps to duplicate a purchase order

1. Open an archived purchase order.

2. Click Duplicate.

   

3. A new purchase order is automatically created with Draft status.

The new purchase order inherits:

• Order lines
• Spare parts
• Quantities
• Unit prices
• Addresses

⚠️ The new purchase order has a new reference and a new history.

View archived purchase orders

Archived purchase orders remain accessible through search filters.

To display archived purchase orders:

1. Go to the purchase order list.
2. Use the Status filter.
3. Select Archived.

You can also combine filters to quickly locate an older purchase order.

Best practices

To keep your purchase order list organized and easy to manage:

• Cancel orders that will never be received
• Regularly archive completed purchase orders
• Use duplication for recurring orders
• Avoid keeping too many completed purchase orders in the active list
• Verify receipts before cancelling an order

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

To search for and filter purchase orders, see the article How do I search for and view purchase orders?