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How to Edit a Purchase Order in GPOS

PostedAugust 19, 2025
UpdatedAugust 19, 2025
Byadmin

This tutorial will guide you step by step through the process of editing a saved purchase order (PO) in GPOS. You can update supplier details, product quantities, costs, discounts, and other purchase order information while keeping the original PO ID unchanged.

🛠️ Why You Might Need to Edit a Purchase Order

  • To correct supplier details (e.g., payment terms, delivery date)

  • To update item quantities or unit costs

  • To apply discounts or taxes not added earlier

  • To adjust shipment charges or notes

  • To correct mistakes without creating a new PO

📋 Steps to Edit a Purchase Order in GPOS

✅ Step 1: Go to the Purchase Order List

  1. Log in to your GPOS dashboard.

  2. Navigate to the “Purchase” module.

  3. Select “Purchase Orders” from the menu.

  4. Find the PO you want to edit using PO ID, Supplier Name, or Date.

✅ Step 2: Select and Open the Purchase Order

  1. Click on the specific Purchase Order you want to edit.

  2. Click the “Edit” option.

  3. The PO will open in editable mode.

✅ Step 3: Update Supplier Details

  • Supplier * → Select or change the supplier.

  • Pay Term / Pay-Term Number → Update payment terms if required.

  • Date * → Edit PO date.

  • Delivery Date * → Change expected delivery date.

  • Purchase A/c / Ledger Account → Update linked purchase account.

✅ Step 4: Modify Products and Quantities

  1. Use Search Product to find items by Name/Code.

  2. Edit details such as:

    • Order Quantity

    • Unit Cost

    • Discount (Fixed/%)

    • Tax (Exclusive/Inclusive)

  3. Short Description, Profit %, and Selling Price can also be updated if needed.

  4. Line totals will automatically recalculate.

✅ Step 5: Adjust Order-Level Details

  • Order Discount → Apply a fixed or percentage discount.

  • Order Tax → Select applicable tax.

  • Shipment Charge → Add/update shipment costs.

  • Shipment Details → Add notes about shipment.

  • Order Note → Record any extra information for supplier reference.

✅ Step 6: Review Payment Details

  • Paying Amount → Enter updated amount if making partial/full payment.

  • Payment Method * → Choose Cash, Bank, Credit, or other methods.

  • Credit A/c * → If credit, select the appropriate account.

  • Payment Note → Add reference or internal note for payment.

  • Current Balance → System will show the supplier’s updated balance.

✅ Step 7: Save the Edited Purchase Order

  1. Review all updated details carefully.

  2. Click “Save” to confirm changes.

  3. The PO ID will remain the same, but all edits will be applied and saved.

🔐 Important Notes

  • Only authorized users can edit purchase orders.

  • All changes are recorded in the audit log for transparency.

  • Supplier balance and stock will update after edits.

🎯 Tips

  • Always double-check unit cost and tax to avoid a mismatch in stock valuation.

  • Use the Order Note field for supplier communication.

  • If major changes are required (different supplier/items), it’s better to cancel and create a new PO instead of editing.

👉 With these steps, you can easily edit any saved purchase order in GPOS, ensuring accuracy in your procurement and inventory records without changing the PO ID.

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