---
title: "Maintain a Purchase Order"
canonical: "https://kb.myframeworks.com.au/space/CO/30515260/Maintain%20a%20Purchase%20Order"
format: markdown
---
Use the **Purchase Orders Maintenance** screen to modify existing purchase orders by updating header details, editing order lines, managing delivery information and adding notes. Changes can be made until the order is fully receipted.

> 📝 ## Prerequisites
> 📝 
> 📝 - Purchase Order exists and is accessible in the **Purchase Orders** screen.
> 📝 - Access to **Purchasing & Receipting** in the **Frameworks Menu**.

## Access Purchase Order Maintenance

1. Click the **Frameworks Menu** and navigate to **Purchasing & Receipting > Transaction Processing > Purchase Orders**.
2. Click **Find** to display all outstanding purchase orders.
3. Click the relevant **Order** hyperlink to open the purchase order you want to maintain.

> ✅ Refer to [Find an Outstanding Purchase Order](https://kb.myframeworks.com.au/space/CO/543658296/Finding+an+Outstanding+Purchase+Order) for more information on locating a specific order.

## Edit the Purchase Order Header

The purchase order header contains supplier details, order dates and shipping information. Most header fields can be modified after order creation.

![image-20250926-050616.png](media://712094a6-0941-410b-89be-481f34bf34e7)

1. From the **Purchase Orders Maintenance** screen, click **Actions** and select **Edit Header**.
2. In the **Purchase Order Header** window, update the required header and shipping details.
3. Click **Save** to commit your changes.

The **Supplier No**, **Type** and **Order Branch** fields cannot be changed once the order is created. The **Type** field can only be changed to **Stock Return** or **Value Claim** if the order has not been receipted.

> ✅ Refer to [Create a Purchase Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30507140) for detailed information about available header fields.

## Edit a Purchase Order Line

Modify individual order lines to update product details, quantities, costs and comments. Changes can be made until the line is fully receipted.

![image-20250926-054103.png](media://63881fb2-0519-4ad1-8608-02eaa3c360b4)

1. On the **Order Lines** tab, click the **Edit** icon on the product line you want to modify.
2. In the **Edit Purchase Order Line** window, update the required fields: **Product**, **Quantity**, **Unit Cost** or **Comments**.
3. Click **Save** to commit your changes.

**Zero cost override:** When setting the **Unit Cost** to zero for the first time, you'll be prompted to enter purchasing supervisor credentials for approval. If invalid credentials are entered, the zero-cost entry is blocked and an error message displays. This is controlled by the system flag **InvPOZeroC**.

**Pack quantity validation:** If **Can Break Packs** is disabled in [Product Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378114) and your quantity is not a multiple of the inner pack quantity, a warning icon displays.

> ✅ Refer to [Purchasing and Receipting Related System Settings](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28401318) for more information about **InvPOZeroC**.

## Manage Added Costs

Purchase Order Added Costs allow you to include additional expenses such as freight, insurance or other charges allocated to the order.

![image-20250926-065042.png](media://a52c8ff8-4124-4e20-9a71-e3c2842cf8cb)

1. On the **Added Costs** tab, click **Add Cost**.
2. In the **Purchase Order Added Cost Maintenance** window, complete the required fields: **Code**, **Prod. Group/Sub Group**, **Total Order $**, **Method**, **Factor**, **Use Creditor**, **Per Delivery**, **Subcontractor** and **Maximum Charge**.
3. Click **Save** to commit your changes.

Frameworks can also automatically apply added costs based on supplier, product groups and transaction types.

> ✅ Refer to [Purchase Cost Defaults](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/104759302) and [Understanding Purchase Order Added Costs](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/53149736) for more information.

## Result

Changes to the Purchase Order are saved and reflected immediately in the **Purchase Orders Maintenance** screen. The order retains its current status until it is fully receipted.

The **Purchase Orders Maintenance** screen also provides the following tabs for additional management:

- **Delivery Details**: Manage shipping addresses, delivery dates and special delivery instructions. The **Shipping Basis** and **Pickup Method** can also be updated here if the order is already on a runsheet.

> ✅ Refer to [Runsheet Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28399634) for more information.

- **Header**: View and modify core order information.
- **Diary Notes**: Add comments and track communication history related to the order.

> ✅ ## Related Tasks
> ✅ 
> ✅ - [Create a Purchase Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30507140)
> ✅ - [Add Products to a Purchase Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30530866)
> ✅ - [Receipting Stock](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30515486)
> ✅ - [Find an Outstanding Purchase Order](https://kb.myframeworks.com.au/space/CO/543658296/Finding+an+Outstanding+Purchase+Order)

> ✅ ## Related Information
> ✅ 
> ✅ - [Purchase Orders Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28384676): Field definitions for all tabs including Delivery Details, Header, Added Costs, Credit Claim and Diary Notes.
> ✅ - [Purchase Orders Dashboard](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28384432): Search and view existing purchase orders.
> ✅ - [Runsheet Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28399634): The **Shipping Basis** and **Pickup Method** for a Purchase Order can also be updated from the **Delivery Maintenance** window in Runsheet Maintenance without returning to the **Purchase Orders Maintenance** screen.
> ✅ - [Product Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378114): Pack quantity settings that affect order line validation.
> ✅ - [Purchase Cost Defaults](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/104759302): Configure automatic added cost rules.
> ✅ - [Understanding Purchase Order Added Costs](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/53149736): Comprehensive guide to configuring and using added costs.

---

## Additional Notes

The following system settings control Purchase Order maintenance behaviour:

| System Setting - Flag | Flag Purpose |
| --- | --- |
| **PONewPopup** | Enable the popup for new purchase orders (the Edit Header popup). |
| **InvPOZeroC** | Zero P/O costs with Purchase Supervisor approval. |

> ✅ Refer to [Purchasing and Receipting Related System Settings](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28401318) for more information.