How to Add or Edit a Purchase Order Header

Outline

This article explains how to create or edit a Purchase Order (PO) in Profitz. A PO is the first step in the procurement workflow and is used to formally order goods or services. You will also learn the Save > Submit > Approve workflow and how to enter the key PO details.

Navigate to: Purchase Orders > Purchase Order

+Add: Create New Purchase Order

Edit: Edit existing Purchase Order

Delete: Delete existing Purchase Order

Details

Save: Saves the PO as a draft. A \* symbol indicates unsaved changes.

Preview: Preview, download, or print the PO.

Submit: Submits the PO for approval. Submitted POs cannot be edited or deleted.

Email: Email the PO once approved. 📌 Note: Email is only available after approval.

Order Information

• Order No: Automatically assigned.
• Revision: Tracks changes made during approval.
• Approval State: Shows the workflow status.

Job or Stock Assignment

• Job No: Select if the PO is job‑related. Add/edit jobs: Job › Job Setup
• Purchasing Location Code: Select if the PO is for stock. Add/edit locations: PO › Stock Locations

Supplier & Dates

• Supplier Code: Select the supplier. Add/edit suppliers: Creditors › Creditor Setup
• Date: Must not be earlier than the supplier invoice date.
• Due Date: Delivery or completion date.

Additional Fields

• Operation Code: Select the operation/cost code. Add/edit codes: Jobs › Operation Cost Codes
• Site Contact: Select a job contact.
• Supplier Contact: Select a supplier contact.
• Buyer Contact: Select an internal contact.

• Summary Content: Optional comment.

Notes

• Supplier’s Ref: Enter supplier reference.
• Is Subcon: Mark as subcontractor PO.
• Delivery Notes Mandatory: Requires GRN entry.
• Requisition No: Enter if applicable.
• On/Off Hire: Enter hire dates.
• Notes: Add site, supplier, or buyer notes using the Edit Text window or Standard Clauses.

AttachmentsAdd: Upload or drag‑and‑drop files.

• Templates: Select PO templates.
• Email: Send PO with attachments.
• Revisions: Compare revisions.

• Detail: View file information.

FAQ

Can I edit a Purchase Order after I save it?

Yes. A PO can be edited or deleted until it is submitted. Once submitted, it becomes locked and can only be revised through the approval workflow.

Why can’t I email the Purchase Order to the supplier?

The Email button only becomes available after the PO is approved. If you cannot email it, check the Approval State.

What does the Revision number mean?

Each time a submitted PO is changed during approval, a new revision is created. This allows you to track what changed and when.

Why is the PO date not allowed?

The PO date cannot be earlier than the supplier invoice date (if an invoice has already been received). Update the PO date or check the invoice date.

Do I need to select a Job or a Stock Location?

Yes — every PO must be assigned to either:

• a Job (for job costing), or
• a Purchasing Location (for stock/inventory). You cannot leave both fields blank.

What is the difference between Site Contact, Supplier Contact, and Buyer Contact?

• Site Contact: Person responsible at the job site
• Supplier Contact: Person at the supplier’s organisation
• Buyer Contact: Internal staff member raising the PO

What does “Delivery Notes Mandatory” mean?

If selected, the PO must be receipted through the Goods Received Notes (GRN) process before it can be invoiced.

Can I attach documents to a Purchase Order?

Yes. You can upload files or drag‑and‑drop them into the Attachments section. These attachments can also be included when emailing the PO.

What is the ‘Is Subcon’ option used for?

Tick this box if the PO is for subcontractor work. This helps with subcontractor reporting and compliance.

How do I add standard text to the Notes section?

Open the Edit Text window and click Add Standard Clause to insert predefined text.

Why can’t I see certain templates in the Templates list?

Template availability depends on your organisation’s setup. Contact Profitz Support if you need additional templates added.

Next Steps:

• Add purchase order items into the Lines section of the order (see: Purchase Order Line Items help).