Edit or cancel a purchase order

Before you start

The list has All and status tabs, with 30 rows per page. Every search word must match the PO number, vendor, item name or SKU.

The default sort is Last updated, newest first. Total can read Incomplete when a cost is missing, or Costs hidden without cost access.

There are no bulk actions on this list. Use cost review for the separate Needs cost review filters.

Edit a purchase order

1. 1

   Step 1: Open the edit page

   Click Edit items, or choose Edit purchase order from the PO menu. The edit page opens with vendor information and line items.

   Draft, Sent, Partially received and Received, some rejected POs can be edited unless finalized. Sending, Received, Rejected and Completed POs do not allow normal item editing.

2. 2

   Step 2: Update the lines

   Change Ordered, Unit Cost or Item Notes where permitted. On a line for a customer order, ordering more than the order needs shows the split, such as 4 for this order · 2 for stock. Use Add Shopify Product for another existing product.

   A removed line can be restored before saving. A line with received or rejected units must stay on the PO, at no fewer than those accounted-for units.

   Use Attach PO when the new line belongs to a customer order and needs that link.

   

3. 3

   Step 3: Check delivery and notes

   Review Delivery Information, including the type, location and required address. Sending a PO explains customer and dropship destinations.

   Check Vendor Notes, Side Label and Internal Notes. Vendor notes print on the PDF; the other fields are not substitutes for instructions the vendor must receive.

   Costs can remain visible internally while prices are hidden on the vendor's copy.

4. 4

   Step 4: Save the change

   Click Save in the save bar. Discard abandons the unsaved edits instead.

   A successful save confirms that the PO was updated. A sent or partly received PO keeps its status, and units already accounted for remain protected.

   If another person changed the PO, use Reload purchase order before deciding which changes are still needed.

5. 5

   Step 5: Decide whether to send the update

   When asked Send the updated PO to the vendor, choose Send updated PO… to review the email before anything goes, or Not now to leave it unsent. Resend email stays on the purchase order for later.

   An enforced vendor minimum can block resending until the minimum is met. Without a vendor email, download the PDF and share the update through your normal process.

   

Attach supporting files

1. 1

   Step 1: Add the files

   On the PO page, find Attachments and use Add files, or drop the files into the card.

   Any file type is accepted, up to 20 MB per file and 50 files per PO. Each uploaded file shows its name, size, date and uploader.

   Attachments can be managed in every status, including after finalization.

2. 2

   Step 2: Open or remove a file

   Click a filename to open it. PDFs, common images and plain text open in a new tab; other formats download.

   Removing a file asks Delete attachment? before deleting it. The PO's activity records attachment additions and removals.

Cancel a purchase order

1. 1

   Step 1: Check cancellation is allowed

   Confirm that the PO is Draft, Sending or Sent, with nothing received or rejected and no vendor payments recorded.

   Use vendor payments to review payment records. Do not remove a valid payment record merely to bypass a cancellation restriction.

2. 2

   Step 2: Confirm cancellation

   Open the menu and choose Cancel purchase order. Read the confirmation, then choose Cancel purchase order or Keep purchase order.

   Cancelling removes the PO and returns you to the list.

   Warning

   Cancellation removes the PO and its stored attachments and cannot be undone from the app. It sends no email, so tell the vendor separately.

Screen reference

What happens next

Saved edits appear in the PO's activity and version history. Resend email remains available on eligible sent POs.

Cancellation adds Purchase order cancelled. to linked customer orders and frees their lines for purchasing again. The status map can return a record with no remaining PO to Order or Quote.

If something goes wrong