Edit or delete a draft purchase order

How-to guide Who can do this: Tenant Owner, Tenant Admin, Tenant Supervisor

While a purchase order is still a draft, you can change its vehicle, driver, store, description and line items, or delete it. Once it has been confirmed to the merchant, it can no longer be edited or deleted.

Before you start#

• Who can do it. Tenant Owners and Tenant Admins can edit and delete drafts. Tenant Supervisors can edit drafts but cannot delete them. Your subscription plan must include purchase orders.
• Which orders. Only orders in Draft status can be edited or deleted. This includes drafts that drivers created in the Driver App. Drivers change or delete their own drafts in the app; see Record a purchase or work order in the Driver App.
• Where. Open Purchase Orders. On a draft's row, the pencil icon (Edit) and the bin icon (Delete) appear only if the order is a draft and your role allows the action.
• Funds. If your tenant pays from its wallet, a draft already reserves its total. The reservation lasts 6 hours from when it was placed. When it runs out, the draft becomes Expired. Saving an edit starts a new reservation only if the total changes. See Order funds holds and expiry.

Steps#

Edit a draft#

1. In Purchase Orders, click the pencil icon (Edit) on the draft's row. You can also open the order and use the edit action at the top of its page. The Edit Purchase Order form opens with the order's details and line items filled in. One empty line is added below them; leave it blank if you do not need it.
2. Look at the Unit Price column. When the form opens, any line whose SKU no longer has a price at the store is highlighted and marked Price unavailable.
3. Click Refresh Prices to check every line against the store's current price list:
   • A changed price is shown struck through, then an arrow, then the new price.
   • The new prices go into Unit Price, Subtotal and Grand Total.
   • A line whose SKU has no price is marked Price unavailable and its price is cleared. See Purchase order pricing.
4. Under Order Details, change Vehicle, Driver, Store or Description as needed. Changing the Store updates the line items straight away, without asking you to confirm:
   • The SKU list on every line is narrowed to what the new store sells with a valid price.
   • The lines that stay are re-priced from the new store's price list.
   • Lines whose SKU the new store cannot price disappear from the form.
   • Change the store on its own: click Save Changes straight away, then reopen the draft to work on its line items. When it reopens, remove any line marked Price unavailable.
5. Under Line Items, make your changes:
   • To add a line, click Add Item, choose the SKU and enter the Qty.
   • To change a quantity, edit Qty. It must be at least 1.
   • To remove a line, click its remove button (Remove). Remove every line marked Price unavailable: the order cannot be confirmed while it has one, and after Refresh Prices it cannot be saved either.
6. Click Save Changes. To leave without saving, click Cancel.

Delete a draft#

1. In Purchase Orders, click the bin icon (Delete) on the draft's row. You can also open the order and use the delete action at the top of its page.
2. The Delete Purchase Order page asks you to confirm. Click Yes, delete, or Cancel to keep the order.

What happens next#

• After saving, you return to the order's page with the message "Purchase order updated successfully." The order stays in Draft.
• When you are ready, send the order to the merchant. Confirming checks every price against the store's price list one last time. See Confirm or cancel a purchase order.
• Saving also changes the amount reserved in the wallet so that it matches the new total.
• After deleting, you return to the Purchase Orders list with the message "Purchase order deleted successfully." The order no longer appears in any list.
• The record and its audit trail are kept: the order is not erased.
• Every edit and every deletion is recorded in the order's audit log. An edit's entry lists the lines the edit saved and the lines it removed.
• Editing or deleting a draft sends no notifications. Who sees an order, and when, is on Who sees and is notified about an order.

Rules and limits#

• Opening the edit or delete page of an order that is not a draft fails, even from a saved link. The rule is checked on the server, not only by hiding the buttons.
• You cannot type a unit price. Every line takes its price from the store's price list.
• Confirming refuses an order with a line whose price has changed or is no longer available. Click Refresh Prices before Save Changes so every line carries today's price.
• A draft always keeps at least one line item. The remove button does nothing on the last remaining line.
• The tenant of an order cannot be changed. The merchant always follows the store you choose.
• An edited order keeps its current driver, even if that driver has since been deactivated.
• If the new total is higher than the wallet can cover, nothing is saved, and the order keeps its original total and reservation.
• An Expired draft cannot be edited or deleted until it is re-confirmed. Re-confirming returns it to Draft. See Re-confirm an expired order.

If something goes wrong#

Related#

• Create a purchase order
• Purchase order pricing
• Purchase orders
• Purchase and work order statuses
• Confirm or cancel a purchase order
• Order funds holds and expiry