Update Items in Purchase Order After Submission
In ERPNext, the Rate and Quantity in a submitted Purchase Order can be modified using the Update Items feature.
This functionality allows controlled amendments without cancelling or recreating the Purchase Order.
1. How to Update Items
To modify a submitted Purchase Order:
- Open the submitted Purchase Order.
- Click on the Update Items button.
- A dialog box will appear allowing you to edit item quantities and rates.
- Make the required changes and submit the update.
Once updated, the Purchase Order reflects the revised values immediately.
2. Validations and Rules
ERPNext enforces validation rules to ensure data integrity across procurement and accounting workflows.
2.1 Purchase Receipt Dependency
- Quantity can only be updated if items are not fully received.
- Partially received Purchase Orders allow quantity updates for pending quantities.
- Fully received Purchase Orders cannot be modified.
2.2 Purchase Invoice Dependency
- Rate can be updated if items are not fully invoiced.
- Partially invoiced Purchase Orders allow rate updates for remaining quantities.
- If a Purchase Invoice has been submitted, rate updates are restricted.
2.3 System Checks
Before allowing updates, ERPNext checks for existing linked documents such as:
- Purchase Receipt
- Purchase Invoice
These checks ensure consistency between procurement, stock, and accounting records.
3. Use Cases
- Correcting data entry mistakes in quantity or rate
- Adjusting supplier-negotiated prices before invoicing
- Updating pending orders based on revised requirements
- Maintaining accurate procurement records without cancelling transactions
4. Key Benefits
- Reduces need to cancel and recreate Purchase Orders
- Improves operational flexibility
- Maintains transaction integrity across linked documents
- Ensures controlled post-submission edits
