Purchase order line items and fields

Where to find it

Purchase order create or edit form → Items

✅ Common tasks

Add or edit an item line

1. Open the purchase order while it's still a Draft

2. Click Add item and enter a description

3. Enter the quantity and unit price

4. Set the tax rate, and optionally a unit, discount or delivery date

5. Save the purchase order to update the totals

Totals recalculate automatically from your entries — printed totals on an uploaded file are never used.

Assign a budget to a line

1. Choose a budget from the Budget field on the item line

2. Check for any low-budget warning shown below Items

3. Pick a different budget or clear the field to remove it

4. Save the purchase order

Only budgets valid for the order date and your organisation can be selected.

Review lines after confirmation

1. Open the confirmed order to see the read-only Items table

2. Check the quantity status dot for fully, partially or over-delivered

3. Click the unit-mapping indicator if a delivery unit needs converting

4. Check the unit price status dot against the linked invoice

Only the line Budget field stays editable after confirmation; everything else is locked.

🔗 See also

• Purchase orders

• Purchase order tabs, statuses and bulk actions

• Linking invoices to purchase orders and receipt status

• Budgets

• Purchase order matching