We understand that it is sometimes necessary to make changes to a purchase order before or after it has been submitted. It's not uncommon to need to make changes to a completed Purchase Order and/or resend this information to the vendor.
When editing a Purchase order, you can take the following actions:
Change the PO name
Update the Vendor
Modify the order date
Add, Remove, and Edit Special Orders.
In this article, we will talk about editing a Purchase Order.
Navigating to a Purchase Order to Modify
To modify a purchase order, follow these instructions:
Go to Orders > Special Orders > Purchase Orders.
You can either use the advanced order search or manually search for the PO by scrolling down the list.
Click the PO name in blue, or use the action dropdown and select "Edit."
You can now make any adjustment to a Purchase Order, such as adding, removing, or editing a special order; and changing the PO number, nickname, vendor, or order date (as shown below).
Search Special Orders while Editing Purchase Orders
If you are looking to edit or remove a special order in a purchase order, you can quickly search for it using the quick search feature (as shown below). The quick search allows you to search by member/guest name, description, SO#, or other information.
Manually Updating Special Orders in a Purchase Order
When editing a Purchase order, you can take the following actions on Special Orders associated with the purchase order:
View: To view the details about a special order, use the expand/collapse button (as shown below). Once expanded, you can edit and navigate between the Special Order tabs.
Clone Order: Clone the Special Order details to add a new Special Order with similar details to the cloned order. Note: This option is only available in purchase orders that have not been placed.
Delete: To delete a Special Order from the Purchase Order, click the delete button. Note: The special order can be restored from the Special Order Dashboard; for details, Click Here.
Modify: While viewing the Special Order, you can change any special order information.
Add: You can add a new special order by clicking "Add New Special Order" (as shown below).
Updating Special Orders with the AI Special Order Assistant
Instead of updating each field manually, you can use the "AI Special Order Assistant" to update a Purchase Order's Special Orders directly from a vendor's PDF order confirmation. This is available at every stage — Orders to Place, Orders Placed, and Delivered — so you can re-check an order against the vendor's confirmation even after it's been placed or delivered.
To update a Purchase Order with the AI Special Order Assistant, follow these directions:
Click "AI Special Order Assistant" from the toolbar on the Purchase Order (as shown below).
Select the Vendor the PDF came from, if it isn't already set.
Click "Upload PDF," navigate to the file on your device, select it, and click "Open."
Click "Submit."
Once processing completes, the Special Order's fields are updated with the confirmation's details, and any Special Order the Assistant touched is marked "Needs Review" (as shown below). Each field on the Special Order falls into one of the following behaviors during the edit:
Filled if empty: the field is filled if it was previously empty, and is marked "AI-imported from PDF — please double-check this field."
Updated: if the AI Assistant finds an update to the field's value, it is updated in the Special Order and highlighted as "AI Overwrote," showing the previous value with the option to click "Undo" to revert that specific field.
Each Special Order the Assistant touched is also marked "Needs Review," along with a confidence percentage. Review each updated field, then click "Confirm" to accept the changes for that Special Order, or "Original Special Order" to revert all of its changes back to how it was before the upload.
Review the other areas of the Special Order and make any additional updates as needed.
Save the Purchase Order using the toolbar at the bottom of the page (see Saving Modifications to a Purchase Order below).
Saving Modifications to a Purchase Order
After making any changes to the Purchase Order or Special Orders associated with the PO, the option to save the changes will depend on whether the order is waiting to be placed or has previously been placed:
Purchase Order Still to be Placed: When editing a purchase order still waiting to be placed, you will have multiple options (as shown below).
The following options are available when the Purchase Order still needs to be placed:AI Special Order Assistant: Click "AI Special Order Assistant" again to upload another PDF. If there are unsaved changes at that point, an "Unsaved Changes" window opens, warning that recent edits — such as Customer, SKU, or Product Category — may be overwritten by information from the PDF. Choose "Save and Continue," "Continue Without Saving," or "Cancel" to proceed.
More Ordering Actions: Then select one of the following:
Send Quote: Click "Send Quote" if you need to have the member or guest approve the Special Order before placing it with your vendor. For complete details on sending special order quotes, Click Here.
Save and Add another item to this Order: Allows you to add another item to this same order for quick entry of multiple item special orders. For more details about multiple item orders, Click Here.
Save and Order Later: Click "Save and Order Later" to save your changes and keep the order in the "Orders to Place" stage.
Save and Order Now: Click "Save and Order Now" to order the Purchase Order immediately with the vendor, moving it to the "Orders Placed" stage.
Purchase Order Placed: Click "Save" to apply the changes (as shown below).
